Contract Storage

Keeping good records is an integral part of contracting activity.  Evidence of the University's intentions and any discussions that constitute representations or undertakings could become crucial if any aspect of the contract were challenged in the future.  Additionally, such records are vital for internal reference and accountability.

Any agreement entered on behalf of the University – no matter how simple it may seem – must be documented appropriately.

A brief guide to managing contractual records has been developed for easy reference. 

For more guidance about how to formally document an agreement, see Module 2 of the Contract Management Handbook.  For more guidance on records managing in contracting, see Module 4.

Storing Signed Contracts

All signed or executed contracts (except for employment contracts) must be lodged with the Records Management Office (RMO) to ensure secure storage and central traceability. 

To lodge an executed contract with RMO, please complete the Legal Document Lodgment Form and submit it with the executed contract.  RMO will then register it as a Legal Document on TRIM (where it will be allocated a legal document reference number) and make a hardcopy for you.  The basic information about all Legal Documents will be searchable on TRIM.  This will enable users across the University to see if other areas within the University have entered into similar types of arrangements, or agreements with any particular party.

Even after the contract has been finalised and signed, you should retain and file key documents, drafts and other evidence from the negotiation process on a University file.

For more information on records management in contracting, see:

• Module 4 of the Contract Management Handbook
• The University’s Records Management Policy
• The University’s Records Management Manual – particularly the summary of how to handle legal documents.