The Records Management Division (commonly shortened to DOKU) was started in 2017, and is a support service within NTNU’s administration. We provide services to all units within NTNU, and our mission is to ensure that the documentation requirement in administrative processes — the public administration — is fulfilled.

DOKU has the overall responsibility for the case and records management solution ePhorte. We are also responsible for historical archives until they are handed off to the National Archives of Norway. Private archives and research archives are not maintained by our division, but by the University Library.

Records management is more than filing an end product — it is a dynamic and extensive part of any workflow, to ensure authentic and sufficient documentation of all transactions and actions. The division supports case officers and managers in daily documentation flows, through training in systems, routines, and legislation, and by contributing directly to the development of good case processes.

The division is divided into three groups: Documentation Management, Competence, and Development.

Documentation Management

Documentation Management provides services to case officers and managers at NTNU regarding documentation flow and documentation security. We are responsible for quality assurance of and access control to ePhorte. Additionally, we fulfill NTNU’s requirement for open governance through quality assurance and publication of a public journal, and we have a coordinating role in requests for information. The group is also responsible for maintaining and making available NTNU’s historical archive and remote archive.

We provide guidance in the public administration of documentation and legislation.

Competence

Competence is responsible for the division’s outward activities in terms of training, support, guidance, and communication. We focus on the work that case officers perform, and will support you as a user of DOKU’s services. We ensure that you are aware of your responsibilities for safe and effective case management in the systems we use at NTNU.

We hold courses, both in the classroom and digitally, in the use of ePhorte. We also receive inquiries by phone and email, and can provide personal follow-up or assistance via screen-sharing or Skype. We can also provide advice on public administration and records managemement. Apart from pedagogical work with training and supporting case officers, we have experience with making e-learning courses, tutorial videos, and written user guides.

Development

Development is responsible for documenting processes around integrations of systems and archival architecture, but also contributes to the development of such processes. Additionally, we maintain the system administration in the archive core, and manage projects interally at the division and externally with partners.

Development has particular expertise in planning, executing, evaluating, and documenting projects, as well as streamlining, automating, and digitizing work processes. This often entails documentation management and development of routines, but also the further development of these and competence building.

Are you involved in a project where processes and information should or must be documented in an accountable manner? We can assist projects within NTNU with professional expertise.