×îÐÂÌÇÐÄVlog Contracts Register - Migration to Content Manager

×îÐÂÌÇÐÄVlog Contracts Register - Migration to Content Manager

This page is intended to provide staff with additional information in relation to changes made to the ×îÐÂÌÇÐÄVlog Contracts Register and its incorporation by Content Manager in 2023.

  • What is happening to the ×îÐÂÌÇÐÄVlog Contracts Register?

    The ×îÐÂÌÇÐÄVlog's Contracts Register historically provided by Legal Services is being retired and replaced by Content Manager, which will incorporate the functions of the old system in a more efficient platform.

  • Why is this necessary?

    The old system was developed using a platform that is no longer supported by ITDS and could present risks if continued to be used. Use of Content Manager will also streamline the process for all staff.

  • When is this going to be implemented?

    Content Manager is planned to go live as the approved Contracts Register on 16 October 2023.

    On 6 October 2023, Records Services published a revised version of the Legal Document Lodgement form.

    On 16 October 2023, the existing ×îÐÂÌÇÐÄVlog Contracts Register will be changed to a ‘read-only’ system to preserve legacy records, but new entries will not be possible.

  • How will this impact my daily activities?

    From go live you will only be required to lodge a contract as a ‘Legal Document’ with Records Services.  This replaces the two separate tasks formerly required under Contracts and Agreements Policy (recording the contract into the Contracts Register and sending a request to Records Services to lodge it as Legal Document.)

  • What do I have to do once this transition occurs?

    Simply lodge contracts as a ‘Legal Document’ with Records Services as per the current process.

  • What if my area uses a different system as an approved Contracts Register (e.g. Minuet, Research Master, etc.)?

    These changes will not impact areas using other Approved Contracts Registers / Management Systems.  

    For areas whose Approved Contracts Register is an Excel spreadsheet or other ‘informal’ system, transition and use of Content Manager for contract administration is strongly encouraged. 

  • What are the benefits of this transition?

    The new process is streamlined, more efficient, and will consume less of the ×îÐÂÌÇÐÄVlog’s resources. Additional benefits of using Content Manager:

    • It is the ×îÐÂÌÇÐÄVlog's official recordkeeping system, supported by Records Services and used by staff across the ×îÐÂÌÇÐÄVlog to manage the records created in the course of their work.
    • It can be used to store digital records so you can easily support business activities in your area.
    • It can generate tailored reports and dashboards to assist you with managing contracts.

  • Do I need to request Content Manager licences and training to all staff members of my team?

    All university staff should be assigned with a Content Manager licence. If you do not have one, please use this to request a licence.

  • What will happen to the old system?

    The old Contracts Register will remain available for consultation until it is decommissioned in December 2023. A copy of the legacy database will be stored in Content Manager and will be available for review by request to Records Services at any time.

  • Who can I contact to discuss tailored reports, dashboards or if I have further questions?

    Contact Records Services team for all assistance with Content Manager and university recordkeeping.