University Contracts Register - Migration to Content Manager

University Contracts Register - Migration to Content Manager

This page is intended to provide staff with additional information in relation to changes made to the University Contracts Register and its incorporation by Content Manager in 2023.

  • What is happening to the University Contracts Register?

    The University's Contracts Register historically provided by Legal Services is being retired and replaced by Content Manager, which will incorporate the functions of the old system in a more efficient platform.

  • Why is this necessary?

    The old system was developed using a platform that is no longer supported by ITDS and could present risks if continued to be used. Use of Content Manager will also streamline the process for all staff.

  • When is this going to be implemented?

    Content Manager is planned to go live as the approved Contracts Register on 16 October 2023.

    On 6 October 2023, Records Services published a revised version of the Legal Document Lodgement form.

    On 16 October 2023, the existing University Contracts Register will be changed to a ‘read-only’ system to preserve legacy records, but new entries will not be possible.

  • How will this impact my daily activities?

    From go live you will only be required to lodge a contract as a ‘Legal Document’ with Records Services.  This replaces the two separate tasks formerly required under Contracts and Agreements Policy (recording the contract into the Contracts Register and sending a request to Records Services to lodge it as Legal Document.)

  • What do I have to do once this transition occurs?

    Simply lodge contracts as a ‘Legal Document’ with Records Services as per the current process.

  • What if my area uses a different system as an approved Contracts Register (e.g. Minuet, Research Master, etc.)?

    These changes will not impact areas using other Approved Contracts Registers / Management Systems.  

    For areas whose Approved Contracts Register is an Excel spreadsheet or other ‘informal’ system, transition and use of Content Manager for contract administration is strongly encouraged. 

  • What are the benefits of this transition?

    The new process is streamlined, more efficient, and will consume less of the University’s resources. Additional benefits of using Content Manager:

    • It is the University's official recordkeeping system, supported by Records Services and used by staff across the University to manage the records created in the course of their work.
    • It can be used to store digital records so you can easily support business activities in your area.
    • It can generate tailored reports and dashboards to assist you with managing contracts.

  • Do I need to request Content Manager licences and training to all staff members of my team?

    All university staff should be assigned with a Content Manager licence. If you do not have one, please use this to request a licence.

  • What will happen to the old system?

    The old Contracts Register will remain available for consultation until it is decommissioned in December 2023. A copy of the legacy database will be stored in Content Manager and will be available for review by request to Records Services at any time.

  • Who can I contact to discuss tailored reports, dashboards or if I have further questions?

    Contact Records Services team for all assistance with Content Manager and university recordkeeping.