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AAU Handbook

Duty of record-keeping

Published: 04.01.2018 (Last revised: 27.02.2019)

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Content

Every time you handle documents that represent acts of public administration, you must create a case and file the documents in WorkZone. For example, decisions, information pertaining to binding agreements/contracts, strategies, as well as other information that can be used for knowledge sharing across the entire organization.

What is a case?

A case consists of a collection of documents dealing with a task that eventually requires a decision, or documents of legal or fundamental importance to the University's activities, or other information that can be used for knowledge sharing across the organization.

In principle, all letters that are important to administrative procedures (including emails, mail, notes, and reports, etc.) must be recorded. This also applies to meeting materials with specific case relevance, motion notes with possible recommendations, the University's own internal circulars, as well as (phone) notes (cf. the Public Administration Act). I.e. there is a duty to document the history of a case. The Public Administration Act s.5 (1) no. 2 entails the duty to keep case records that among other things, and above all, serves the following purposes:

  • Ensuring uniform decision practices, so "that no decisions are taken, contrary to the equality principle of administrative law", cf. FOB 2006.0390 [1]
  • Ensuring public access to the administration of AAU, cf. FOB 1990.0339
  • Ensuring efficient case management, including systematic inclusion of incoming documents in connection with case settlement, cf. FOB 2001.0539
  • Reducing "the risk of loosing proceedings and documents, especially after they no longer serve an administrative purpose", thereby securing considerations regarding archiving, cf. Chapter 25 of the (Commission) report No. 1510/2009 regarding the Danish Public Administration Act.

Should be read as: The case is referenced from page 390 of the Parliamentary Ombudsman's Report of 2006.

Purpose and delimitation

Duty of record-keeping

Record-keeping in the ESDH system WorkZone leads to quick and efficient retrieval of cases and files across the various units of the University, which in itself leads to increased sharing of knowledge.

The responsibility of record-keeping

It is the head of department or head of section who is responsible for correct record-keeping in accordance with the Public Administration Act, as well as the guidelines defined by the system owner – e.g. Aalborg University’s guidelines for record-keeping. It is the individual administrative employee who creates new cases. However, the head of section may decide that creating new cases lies with the departments record-keeping staff. All new cases must be in keeping with the current guidelines for record-keeping and the overall administrative record-keeping plan.

Overall framework

  • The Public Administration Act
  • The Administrative Law
  • The legislation relating to archives and records management

Contact and responsibility

ESDH/WorkZone secretatiat

Contact: esdh-sekretariat@adm.aau.dk

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