Archive RMIT Contract Records Checklist

Contract records may consist of legal binding documents which protect the rights and interests of RMIT. Responsible management of contract records by all staff will ensure that contract records are complete and accurate.

All original executed contracts and TRIM contract coversheets must be sent via internal mail to RMIT Archives for storage using the following address: RMIT Archives , 202.1.20 (Bundoora West)

This checklist has been developed to provide staff with a list of contract records management tasks that must be completed prior to transferring contract documents to RMIT Archives. This will ensure that due diligence is undertaken by the Responsible Officer to confirm that the contract record in TRIM is complete and accurate. Seek confirmation where required on key contractual terms with the relevant RMIT Contract Manager.

No. / Tasks / Checkþ
1. / Check the contract record metadata in TRIM (see TRIM Manual, section 6.03, TRIM Record Type Data Entry Rules – Agreements and Contracts)
1.1 / Is the record registered as document type? / ¨
1.2 / Is the record title meaningful? Does it contain the following minimum criteria: Contract Type/Title – Name of Parties under the contract – Subject Title (Program/Project Title or brief contractual provisions etc...) / ¨
1.3 / Are the Contract Start Date and Contract End Date entered as per contract terms and conditions?
Important: If there is no specific Contract End Date, enter 31/12/2999 in TRIM.
Where a contract is varied the Contract Start Date must be the date the variation came into effect. Where the variation is altering the Contract End Date, then the End Date provided in the contract variation document must be entered in TRIM. Where no End Date is specified in the contract variation, the End Date of the original contract must be entered in TRIM. / ¨
1.4 / Is the record Related To the associated supporting documents? For e.g. Where a contract is varied, the new created record must be Related To the original agreement. / ¨
1.5 / Are the External Party details correct? Important: Where there are multiple parties to a contract are their details entered under the Contacts tab as Other contact? / ¨
2. / Check the electronic document attached to the TRIM record:
2.1 / Is the document complete? (i.e. no missing pages in the page numbering sequence) / ¨
2.2 / Is the quality of the scanned document acceptable? Important: Check for readability (i.e. can you clearly read the requirement under the contract) and orientation of pages (i.e. not upside down or sideways). Where specifications under the contract are in colour, ensure to scan in colour and NOT black and white. / ¨
2.3 / Is the TRIM contract record number visible on document whether handwritten or inserted in the document footer or header? / ¨
2.4 / Is the contract fully executed by all parties? (i.e. has all signatures) / ¨
3. / Complete Actions and Finalise Record
3.1 / Is the Workflow Action completed/closed? / ¨
3.2 / Is the record finalised to avoid further editing? / ¨
4. / Archive the Original Executed Contract
4.1 / Have you printed an RMIT Contract coversheet for each contract?
Important: Where a fully executed contract is available in electronic format only, no contract coversheet is required. You are not required to send a print out of the electronic fully executed contract to RMIT Archives for storage. / ¨
4.2 / Have you transferred the original executed agreement and relevant RMIT Contract Coversheet to RMIT Archives for storage?
Important: RMIT Archives will NOT accept contracts for storage unless you also provide relevant RMIT Contract Coversheets. Do not send printouts of scanned contracts. / ¨

Reference: Agreements and Contracts Records Management Instruction

TRIM Ref No. INT/2015/08854