Dear all,
Thanks for responses on and off list and apologies for any cross
posting.
A number of people identified the significance of the word 'private' and
its potential to conflate the separate issues of 'intellectual
ownership' with that of 'records ownership'. (as it happens we do have
an IP policy here)
A second issue flagged was that of employee contracts, and the need for
a contractual understanding between the Uni and its staff in respect of
records ownership.
Anyway, the following amended clause has enabled things to move forward
here:
"The following statement is adopted without prejudice to the provisions
of existing University policy.
University records belong to the University. All records created or
received by University staff in the course of their employment, are the
property of the University and subject to its control. Employees leaving
the University or changing positions within it are required to leave all
records for their successors."
'Records' being defined as:
"Records: Recorded information in any form created or received by the
University in the transaction of its business or conduct of its affairs
and retained by the University as evidence of such activity. Put more
simply, a record is recorded evidence of business activity."
Gerry.
-----Original Message-----
From: Gerry Dane
Sent: 02 September 2004 16:15
To: UNIVERSITY-RMS
Subject: RM Policy - HE Sector
Dear all,
Apologies for any cross posting.
I intend putting the following into a University policy document:
'University Records belong to the University.
All records, created or received by University staff in the course of
their employment, are the property of the University and subject to its
control. In this context, there can be no such thing as a private
record; employees leaving the University or changing positions within it
are required to leave all records for their successors.'
My view is that the clause is sound in itself and that any statement
relating to the ownership of records needs to be robust. However a
feared reaction from researchers is causing some to think twice -
mistakenly in my opinion, I can't see how the issue of records ownership
can be fudged at all.
Are there any differing views? Has anyone had to address the same issue.
Any opinion welcome.
Best,
Gerry.
Mr.G.Dane
University of Newcastle
Email: [log in to unmask]
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