Workzone at the Department of Biomedicine

As a university, we have a record-keeping obligation, which means we must save certain documents and correspondence to ensure that:

• the university complies with the statutory requirements of section 15 of the Access to Public Administration Files Act
• critical documentation is preserved and can be found when needed
• we can quickly and efficiently accommodate requests for access to documents
• we uphold efficient and coherent administrative processes.

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.

• Minutes from meetings in liaison committees, occupational health and safety committees, departmental forums and similar bodies. The minute taker is responsible for filing
• Collaboration agreements with other institutions or companies. Both the agreement itself and correspondence related to the agreement must be filed
• If you are in the process of making a decision that affects other people's legal status
• Records of assignments completed on behalf of other authorities, scientific societies and similar.

You do not need to file the above documentation if it has already been filed in other systems at AU (ask your superuser if you are in doubt).

Sometimes you need to file (ask your superuser)

• Academic collections
• Records of congresses, conferences and similar.

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.

Employees

All employees who work with cases that require filing are responsible for:

• ensuring that all case-relevant material received/sent/created is processed and filed in Workzone in accordance with relevant filing practice
• deciding who files the material if several employees work together on an assignment. This also applies if the assignment consists of several sub-assignments, which are shared across different levels in the organisation.

Managers

Managers at each institute, section, department or unit are responsible for:

• drawing up a filing practice for the unit based on the overall framework and guidelines, and ensuring that filing is done in accordance with the statutory requirements
• instructing employees in the filing practice, and ensuring that the relevant documents are filed
• ensuring the quality, integrity and confidentiality of data stored in Workzone within their area.

Visit the Workzone homepage on the AU website for more information.

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:

• Import a document
• File an email
• Filing on a Mac

See all guidelines