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Electronic Document and Records Management System (EDRMS)

HP Records Manager (HPRM) is the University's recordkeeping software, supported by Records Services and used by 800 staff to manage the digital records created in the course of their work. HPRM is the dominate EDRMS used in Australian universities today. You can use HPRM to store digital records so you can easily support business activities in your area.

  • What does HPRM do?

    HPRM is the University's official recordkeeping system and it can:

    • capture and preserve your electronic records
    • track the location of your hardcopy records
    • save your revisions
    • provide secure access to your records
    • apply actions to manage workflow
    • manage disposal of your records
  • What's in it for you?

    If you use HPRM you will be able to:

    • locate your records easily
    • find previous revisions if required
    • share information easily with your colleagues
    • produce evidence as to why particular decisions were made
    • increase your productivity by saving time searching for documents
    • support business efficiency in your area
    • be assured that your work and records will be safely stored for colleagues to access should you leave an area or the University
    • save paper and reduce printing by capturing documents electronically
    • free up space in your work area
    • support State Records Act 1997 (SA) compliance

Computer Requirements for HPRM

The HPRM Client only runs on Windows operating systems and cannot run on Linux or Mac computers. HPRM will only be deployed to a staff member's computer if their computer meets the "deployment ready" requirements for HPRM, see http://www.adelaide.edu.au/its/your_computer/SOE/.

New HPRM Licence or Transfer HPRM Licence

To use the University EDRMS (HPRM) you must have a licence. There are a limited number of licences available and these will be allocated free of charge, if available.

The staff member requiring a HPRM licence needs to submit a HPRM Licence Application or Licence Transfer form. There is also mandatory training. Training dates are listed in the Technology Services Course Schedules & Bookings and needs to be added to your application form with a 1st and 2nd preference. A staff member from Records Services will confirm your training time with you.

If you are replacing a staff member who had access to HPRM, the licence can be transferred to you - add the previous staff member's name to your HPRM Licence Application or Licence Transfer Form.

Records Security

HPRM provides strict control of access to records. All your actions in HPRM are recorded in the HPRM audit log.

HPRM allows the sharing of information. Therefore record security is only applied where there is a demonstrated need. When records are restricted the Security Group Manager is responsible for the access.

Security of records in HPRM is managed by the use of Security Groups and Access Controls.

  • What is a Security Group?

    A Security Group is used to restrict access to a file and its contents and is applied to the access controls of the record. The Group comprises designated staff that require access to particular files and a Group Manager who is responsible for the authorisation of membership of the group.

    A security group can be established when:

    • five or more staff require access to the restricted files or
    • five or more files require restriction.

    The files must be created prior to the group. If the files are empty after 12 months they will be deleted.

    Records Services initiate a review of each group's membership annually. The Group Manager must respond to this review as non-engagement will result in escalation.

    All group membership changes must be submitted on a HPRM Security Group Amendment Form within 24 hours of staff transferring or leaving. Group Managers cannot be both the submitter of the form and the approver. Individual members should submit the form. The Records Management Office (RMO), staff of the Office of the Vice-Chancellor, including General Counsel, will be included in every group as a default. Note: Records Services is unable to bypass the security protocol process.

  • What are Access Controls?

    Access Controls are used to allocate certain users the required access to specified files. They are used infrequently for individuals and are only applied when the Security Group criteria is not met.

    Please choose the relevant form to implement and modify security groups.

All HPRM enquiries: Records Services helpdesk on ext 35334 or email records.services@adelaide.edu.au.

Address

Level 4, Barr Smith Library North 
The University of Adelaide
SA 5005
AUSTRALIA

Contact

Telephone: +61 8 8313 5334
Facsimile: +61 8 8313 3417
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