At Aarhus University, we use the filing system Workzone to file cases. This page will help you get started with Workzone.
You can learn more about filing practices at your department by visiting your local staff portal.
Visit the Workzone homepage on the AU website for more information.
As a university, we have a record-keeping obligation, which means we must save certain documents and correspondence to ensure that:
Documents and correspondence must be stored in an ESDH system that is designed to store documentation securely.
The senior management team has decided that Workzone will be used for cases with record-keeping obligations.
As a general rule, all cases that involve external parties – i.e. parties outside Aarhus University – must be filed. For example collaborations with government agencies, foundations, companies, hospitals, media or other universities.
Case filings must include the core documents of a collaboration, e.g. agreement documents, applications and contracts, as well as all matters and correspondence related to the case. For example emails, office files, text messages, phone memos and meeting minutes.
Every employee is responsible for ensuring that relevant documents and correspondence are filed in Workzone.
In general, managers have the overall responsibility for filing documentation, while employees have the daily responsibility.
All employees who work with cases the require filing are responsible for:
Managers at each institute, section, department or unit are responsible for:
Filing practices may vary from unit to unit, so check your local staff portal.
If you do not have access to Workzone yet, the first step is to register as a user. To do this, contact XXX, who will give you access to the system.
Do you have the Workzone plugin in Outlook, which makes it easy to file incoming and outgoing emails? If not, you need to install the plugin. Click here to find out how to install it.
Guidelines for some of the most used functions in Workzone:
Watch the video (10:55 min.) to learn more about AU’s guidelines for record-keeping in Workzone.