Records and Contract Management

Contract Management

Contract management is the management of contracts (an agreement which is intended to confer rights on, and impose obligations upon, the parties by law) made with customers, vendors, partners, or employees.

The Records Management Unit (RMU) is responsible for ensuring that the completed agreements entered into with the University of Johannesburg (UJ) is securely stored and available to contract owners for future requirement in cases such as litigation, audits, investigations, etc. using both secure off-site storage facilities as well as on the University approved Electronic Document and Records Management System (EDRMS).

The RMU is also responsible for:

• Digitising hard copies of the agreements;
• Capturing signed agreements into the UJ’s EDRMS;
• Indexing of the agreements;
• Off-site storage of physical agreements;
• Retention of agreements according to the UJ’s retention schedule;
• Notification of agreement expiry/termination dates;
• Disposal and purging of agreements in terms of UJ’s retention schedule.

Our office have a close working relationship with the Legal Office situated in the General Counsel portfolio of the UJ, who is responsible for assisting contract owners with the drafting and legal obligations towards contract development.

Contact Details: contractsman@uj.ac.za

Records Management

Records and information are created as part of everyday business processes – emails sent and received, photos taken, reports, spreadsheets and documents created.  Some information is created automatically by a system or processes.  Records contain the information that is needed for our day-to-day work.  Their purpose is to provide reliable evidence of, and information about, “who, what, when and why” something happened.  In some cases, the requirement to keep certain records is clearly defined by law, regulations or professional practice.  More often recordkeeping is a matter of policy and good business practice, developed over time and “built into” work processes, to ensure that the organisation can:

• Refer to records of past transactions in order to perform subsequent actions;
• Produce evidence of financial or contractual obligations, to avoid dispute or protect against legal liability;
• Draw on evidence of past events to make informed decisions for the present and future; and
• Account for its actions and decisions when required to do so.

The Records Management Unit (RMU) is responsible for ensuring that University’s records are kept safe and secure using both secure off-site storage facilities as well as on the University approved Electronic Document and Records Management System (EDRMS).  The team also provides a range of records management advice and services to all business units within the University.

Services we provide to internal staff include:

• Quality assurance;
• Security and Access;
• Advice on record keeping system design;
• Advice on vital records;
• Advice on the storage and disposal of inactive records;
• Administration of the EDRMS;
• Training

Contact Details: records@uj.ac.za