For the record: How you say it is just as important
Editorial note: This article was updated in November 2021.
The tone of your communications is the tone of the record you are creating.
We all know that record-keeping is an important and non-discretionary obligation. Proper recording of University activities is important because it promotes
- Understanding of decisions by showing what, when, how, who and why something was done, determined or implemented
- Transparency and rigour around decisions and actions by explaining the rationale and factual basis.
Regardless of the device or channel used to communicate with others about University activities, all communications should be formally recorded. Such records 鈥渂elong鈥 to the University, not to individuals or local areas. All personnel must observe the University鈥檚 record management requirements.
The University relies on records to meet various internal or external obligations including
- Reporting to senior managers, governance committees, funding bodies and regulators
- Responding to external parties as a result of freedom of information requests, audits, investigations or litigation.
When communicating with others about the various activities of the University, you should always remember that your communication is a record and that those records will be viewed by others. How you communicate will invariably reflect on your position and professionalism 鈥 and potentially on the University.
Keep your communications respectful and take care with your expression. A simple rule is:
If you wouldn鈥檛 be comfortable making the same statement publicly - to a packed Bonython Hall while being recorded for YouTube broadcast - don鈥檛 communicate it!
University communications should be courteous, factual, prudent and sometimes cautious. Here are some tips to guide you:
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Useful University websites:
University Records Services
Marketing and Communications Writing Style Guide
Freedom of Information website
Record-keeping obligations originate from the , as well as other legislation.
Under the听University's Information Management Policy, information assets must be managed and held within a secure environment that makes them easy to find as well as appropriately accessible and shared (subject to access, ethics, privacy, confidentiality and contractual requirements).
The has issued warnings about the use of personal email accounts to 鈥渄isguise鈥 a communication that would otherwise be a record. Read more in our blog post .