Meeting Paper Security
The Meeting Paper Security Policy establishes the University’s approach to managing the security and integrity of its meeting agendas, minutes and associated papers.
|Purpose||To outline Macquarie University’s approach to managing the security and integrity of its meeting agendas, minutes and associated papers.|
As part of complying with the State legislation, a full set of Council and Committee agenda papers, and final signed minutes are retained by Macquarie Memory. Company records of Controlled Entities are retained in accordance with the State legislation and the requirements of the Corporations Act 2001 (Cwlth).
Controlled Entity: has the meaning given in section 16A(6) of the Macquarie University Act 1989 (NSW).Director: an appointed director of a Controlled Entity.
|This policy applies to Macquarie University Council Members, Directors, and Committee members in relation to the handling and retention of meeting papers, seminar papers, tabled documents and presentations. It also applies to any person involved in the preparation, distribution, retention or destruction of such papers. It applies regardless of the format of the documents (ie it applies to soft and hard copy documents).|
Confidential information is not to be disclosed without appropriate authorisation.
Individual Council members, Directors and Committee Members must not retain any papers provided to them by Macquarie University or the Controlled Entity (as applicable).
All hard copy papers will be required to be returned at the end of the relevant meeting for destruction.
All soft copy papers provided via an electronic portal (eg BoardPad) will be required to be deleted within 7 days of the associated meeting.
Historical meeting packs (without annotations) may be made available on an electronic portal (eg BoardPad) as an archive.ANNOTATIONS
Council or Committee members or Directors may make annotations on papers for the purpose of raising issues at the relevant meeting, however, to preserve the integrity of the papers:
The University may commence applicable disciplinary procedures if a person to whom this policy applies breaches this policy (or any of its related procedures).
|Contact Officer||Secretary to Council, Vice-Chancellor’s Office|
|Date Approved||2 May 2012|
|Date of Commencement||2 May 2012|
|Date for Next Review||May 2014|
Corporations Act 2001 (Cwlth)
Macquarie University Act 1989 (NSW)
Public Finance and Audit Act 1983 (NSW)
State Records Act 1988 (NSW)
|Policies / Rules Superseded by this Policy|
|Keywords||BoardPad, Council Papers, Agenda, Minutes, Meetings, Security|
Asset ID = 423066