Filing

Workzone is AU’s ESDH (electronic case and records management system). Workzone is used to file decisions made by AU as an authority, as well as relevant documentation of the university’s case processing in the administrative units and research related administration.

The following outlines academic staff’s responsibilities in this regard.

HOW TO CREATE A CASE:

When you need to create a new case, please send an email to: workzonesupport@cas.au.dk
Your department secretary creates the case and sends you a link so you can file directly from Outlook. To ensure correct creation of the case, you must provide the following information in your email:

Case name
Period (date of creation and possibly end date)
Relevant internal or external parties

GUIDELINES

Why you have to file

At Aahus University, the senior management team has decided that all important administrative documentation must be stored in an ESDH system (electronic case and document management system). This also applies to administrative documentation in connection with research and teaching.

At AU, it has been decided that this is to be in the ESDH system Workzone.

In practice, this means that Workzone should be used to file, for example:

Research administration
- Non-specific research data, but can be all incoming and outgoing correspondence/emails as well as finished internal documents such as agendas and minutes from meetings, research applications, concluded contracts and formal agreements as well as significant documents or critical internal correspondence in this connection.
Processing of cases regarding specific people
- Cases regarding decisions such as dispensation cases, credit transfer cases, complaints to boards of studies or employment cases with HR.
Critical documentation
- For example, management decisions, decisions by formal meeting forums, contracts, deeds, correspondence with external parties in connection with cases if the correspondence is significant for a case or processing of a case.

You have to file documents to ensure that the university complies with legal requirements, that it can quickly and efficiently allow access to documents, can make sure that critical documentation is retained and can be retrieved when necessary, and not least can support efficient and cohesive administrative processes.

What is your responsibility?

As a member of academic staff or head of department/centre, it is your responsibility to ensure that relevant documents and correspondence are filed in Workzone in accordance with applicable legislation.
When a case has been created with the help of your department/centre secretary, it is up to you to file emails, documents and any subsequent memos from conversations or other correspondence on the case in question via your mailbox.
When a case has been completed, it is up to you to ask your department/centre secretary to close the case.

Please read our quick guide for researchers here.

What is to be filed?

The list is not exhaustive. Please also read our FAQ here.

VIP record-keeping in Workzone	Examples of documents to be filed
Visit from external parties/stakeholders	Dialogue with foreign PhD students (when agreement has been settled) Visiting professorships Mobility application Research programs and centers (activity plans)
Data processor agreements	Background documentation handed out to informants The agreement itself Data transfer to e.g. other universities
Research projects with external financing*	E.g. AUFF, FKK, EU, Carlsberg etc. (When external cooperation agreements are involved, we recommend that the record-keeping is initiated from start-up of the project e.g. correspondence in relation to align expectations.)
Cooperation agreements	Cooperation agreements e.g. research collaboration (When external cooperation agreements are involved, we recommend that the record-keeping is initiated from start-up of the project e.g. correspondence in relation to align expectations.)
Contracts on purchase or lending equipment	Equipment for e.g. research purposes
Participation in formal Danish councils and committees as well as international committees, memberships and networks	Relevant correspondence Nominations, agendas, appendices, minutes** (As to AU’s internal councils and committees there is usually a chairman or secretary, who will file the relevant documentation.)
Inquiries from external stakeholders such as authorities, companies, organizations and individuals	Incoming mails, responses or inquiries
Conferences hosted by AU	Event, conferences hosted by AU - both at and outside campus.

*Research applications for foundations, grants and recommendations are filed by the School's research consultant in close dialogue with the individual researcher

In addition, several documents are filed in AU's project and finance departments. Please ask your contact which one of you is in charge of filing.

** For other Danish (external) and international conferences or alike, where you participate by virtue of your employment at AU, the mentioned documents should be filed.

Still have questions?

Contact your department/Centre secretary If you have any doubts.

In general, however, you can file what you find relevant. It is better to file than not, as long as you are aware of the legislation.

HOW TO:

From Outlook to Workzone

File incoming or existing emails from Outlook | Instruction
File several emails at the same time - Instruction

How do you get an overview of your cases?

You can get an overview of all your cases in Outlook under the "cases and documents" tab. If you do not have this tab, you can download it by following theseinstructions. Please contact your department secretary or IT if you need help with this.

How to close a case?

When your project/task has been completed or when you no longer need the case, please write to your department/Centre secretary, who will close the case for you.

SUPPORT:

You can write to workzonesupport@cas.au.dk or contact your department secretary for assistance.

Find further information about principles for journaling at AU as well as detailed instructions here.

Revised 13.06.2025

Camilla Dimke Waldstrøm