Meeting Paper Security

Meeting Paper Security

SUMMARY

The Meeting Paper Security Policy establishes the University’s approach to managing the security and integrity of its meeting agendas, minutes and associated papers.

POLICY

PurposeTo outline Macquarie University’s approach to managing the security and integrity of its meeting agendas, minutes and associated papers.

Overview

Macquarie University is subject to the State Records Act 1998 (NSW) and the Public Finance and Audit Act 1983 (NSW) (the State legislation). 

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).

DEFINITIONS
Committee: any Committee established or approved by the Council or the board of a Controlled Entity

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.

Scope

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).

Policy

Macquarie University will keep records in accordance with the State Records Act 1998 (NSW) and the Corporations Act 2001 (Cwlth).

CONFIDENTIAL INFORMATION
All confidential information received by a Council or Committee member or a Director in the course of the exercise of their duties remains the property of Macquarie University or the Controlled Entity (as applicable).

Confidential information is not to be disclosed without appropriate authorisation.

RECORDS
Macquarie Memory or the Secretary of the Controlled Entity (as applicable) will maintain a complete set of Council, Board and Committee papers (as applicable) on site at Macquarie University or at the entity’s Registered Office.

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:
  • no annotations may be made in relation to matters which are or may potentially be the subject of litigation; and
  • otherwise, only minor annotations may be made.

ACCESS
Council members will be provided with a deed of access, indemnity and insurance on appointment which provides access to meeting records on certain conditions. 

COMPLIANCE AND BREACHES
The University may commence applicable disciplinary procedures if a person to whom this policy applies breaches this policy (or any of its related procedures).

Policy Information

Contact OfficerSecretary to Council, Vice-Chancellor’s Office
Date Approved2 May 2012
Approval AuthorityCouncil
Date of Commencement2 May 2012
Amendment Historyn/a
Date for Next ReviewMay 2014
Related DocumentsLegislation
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

Nil

KeywordsBoardPad, Council Papers, Agenda, Minutes, Meetings, Security

Asset ID = 423066

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