disposal of records procedure

the draft does not include evidence of important decisions or modifications. Temporary records cannot be housed in the University Archives. This procedure explains how to use the BCS to determine whether records can be disposed of, and the process to follow in doing so. This can be done by contacting the Facilities Service Desk. As a guide, make sure you can move your flat hand between the records and the box wall. Purpose and Scope. This can be done by contacting the Facilities Service Desk. Future Versions As a guide, make sure you can move your flat hand between the records and the box wall. Records disposition procedures will allow records to be destroyed or transferred to BCIT’s historical Archives at the appropriate time so that the volume of records at BCIT remains constant over time and contributes to cost‐effective management of records. The records which have values are stored and others are disposed. University Records Disposal Schedules will identify types of University records and provide a length of time the records must be retained. The "Disposal advice" indicates whether the records are permanent, and if not, how long they need to be kept. Sentencing (PROV Master Glossary): Sentencing is the process of identifying and classifying records according to a retention and disposal authority, recording/registering the appropriate disposal decision and action for the records, and applying the disposal actions specified in … Determining whether records should be transferred to the University Archives, based on the BCS and the PROV RDAs. When packing a box, original order must be maintained. If the records are temporary, determine if they are due for destruction. Part A - Summary of Roles and Responsibilities, Records Management - Physical Records Storage Procedure, Destruction of Records Authorisation form. Before the records are destroyed, a Destruction of Records Authorisation form needs to be completed. Records may be kept for longer if there is an ongoing business need to do so. Prevent the spread of the disease agent with little or no effect on the environment, Document and Records Management Procedure is to ensure that documents and records are appropriately created, captured, accessed, managed and stored in a manner that reflects business, corporate and regulatory compliance requirements. a. (1) Under the Public Records Act 1973, Victoria University (VU) is considered a public agency and must follow the standards set by the Public Record Office Victoria (PROV). Managers are responsible for ensuring regular and systematic disposal of records in their areas in accordance with legal requirements. If the records are permanent and you have no need for continued access to them, continue to paragraph (14) and prepare your records for transfer to the VU Archives. For example, attendance records for apprentices are not of permanent value and can be destroyed "7 years after last entry". This means that records disposal can be built into work processes of the area and be included in work planning rather than being a separate - and often daunting - task. Follow these disposal procedures: Records Stored Locally or On-Site. Procedure Step 1: Assess the Ongoing Value of the Record. Label and number each box. Section 1 - Purpose / Objectives It is strongly recommended that each area or unit conduct disposal actions as part of an ‘action day’ at least once a year. This Policy applies to, and will be provided to, all employees and staff of the College, except when they are acting in a private or external capacity unrelated to the College. For example, attendance records for apprentices are not of permanent value and can be destroyed "7 years after last entry". ), you should contact the University's secure destruction provider to arrange this. Archive boxes are available from the University Archivist. List the contents of the box. (2) procedures for the disposal of records authorized for disposal, and (3) standards for the reproduction of records by photographic, microphotographic, or digital processes with a view to the disposal of the original records. Once the University Archivist has received the records and checked that the contents are complete, they will notify you that the records have been successfully transferred. . In fact disposal is something that you are required to do under legislation such as the Public Records Act and Data Protection Act. c. Responsible for monitoring compliance with records management legislation, policies and procedures within their organisational areas. If you have an existing file list, annotate the list to show that the records have been destroyed, and the date of destruction. Please note that it is not permitted to scan records and destroy the originals, unless a Records Conversion Plan has been developed for the records. Under the provisions of Normal Administrative Practice (NAP), duplicates and some reference material may be destroyed without reference to an RDA once it is no longer required. Arrange for the removal of the records from your work area to the University Archives. Disposal of records. (15) If they are temporary records which cannot yet be destroyed: If you cannot find a term in the BCS that covers your records, contact. The PROV Retention and Disposal Authorities (RDAs) provide legal authorisation for Victoria University to dispose of records once the minimum retention periods have been met. All organisational units must use the relevant authorised Retention and Disposal Schedules for the purpose of Appraisal, retention and disposal of all University Records and Information, irrespective of Format and storage location. Archive boxes are available from the University Archivist. Under the provisions of Normal Administrative Practice (NAP), duplicates and some reference material may be destroyed without reference to an RDA once it is no longer required. To work out the disposal date for the attendance records, you would look at the last entry in the book, and add 7 years to the date — this is the date when these records can be destroyed. Files, folders, publications and bound volumes should be packed spine downward (against the base of the box) to minimise stress on paper and fastenings. a. Authorising the destruction of records in their organisational area. Future Versions If the following is being destroyed, the rest of this procedure does not apply: (6) This Procedure applies to: Continue paragraph (15) if your records are temporary but cannot yet be destroyed, or step 5 if they are ready for destruction. This form will be required to be completed, signed by the Business Area head and emailed back to Central Records and Mailroom Services. 6-5.3 Disposal Procedures. Records Conversion Plans must be developed in co-operation with Records & Archives Services, and must be signed off by the head of the operational area. Label and number each box. If you need to destroy media containing electronic records (such as CDs, videos, disks, USBs, etc. If you cannot find a term in the BCS that covers your records, contact Records and Archives Services for advice. Ensuring regular and systematic disposal of records in accordance with these procedures. This means that records disposal can be built into work … The records need to be stored securely until they can be destroyed. For physical records, place the records in a secure destruction bin to ensure that any personal or other confidential private information is not disclosed. To work out the disposal date for the attendance records, you would look at the last entry in the book, and add 7 years to the date - this is the date when these records can be destroyed. To work out the disposal date for the attendance records, you would look at the last entry in the book, and add 7 years to the date - this is the date when these records can be destroyed. Ephemera and materials preserved solely for reference purposes. b. Please note that NAP includes: printouts of meeting agendas, minutes and papers, including papers of committees you may sit on; marketing flyers and other promotional material; and copies of credit card statements and other financial records. The PROV Retention and Disposal Authorities (RDAs) provide legal authorisation for Victoria University to dispose of records once the minimum retention periods have been met. Access, maintenance, retention, and disposal procedures for college records must be followed by all employees. If you have a large quantity of physical records to destroy, and the records are in boxes, the secure destruction providers can collect the boxes from you. Use a keyword search, or browse the hierarchy of terms, to identify the function or activity that the records document. Temporary records cannot be housed in the University Archives. Please note that NAP includes: printouts of meeting agendas, minutes and papers, including papers of committees you may sit on; marketing flyers and other promotional material; and copies of credit card statements and other financial records. As a guide, make sure you can move your flat hand between the records and the box wall. Since no one individual or depart… Files, folders, publications and bound volumes should be packed spine downward (against the base of the box) to minimise stress on paper and fastenings. Pack the box appropriately. Part B - Retention If the records are temporary, determine if they are due for destruction. Records Management - Physical Records Storage Procedure, Destruction of Records Authorisation form. For electronic records, destruction should include erasing the digital media, or overwriting stored data, not simply deleting the data. Records disposal is the process of implementing records retention, destruction or transfer decisions documented in a retention and disposal authority or schedule, such as the University of Melbourne Records Retention and Disposal Authority The following flowchart outlines activities that make up the disposal process for hardcopy records. all University records (both physical and electronic) created or held by VU, or created or held by contractors on VU's behalf. If the records are permanent and you have no need for continued access to them, continue to clause (14) and prepare your records for transfer to the VU Archives. the assignment of some sort of title, sequence identifier, date and categorisation. Send the completed destruction form to Records and Archives Services, K419, Footscray Park campus, and keep a copy of the completed form for your own records. Determining whether records should be transferred to the University Archives, based on the BCS and the PROV RDAs. Ephemera and materials preserved solely for reference purposes. (3) The VU Business Classification Scheme (BCS) incorporates the minimum retention periods from the RDAs, and can be used to work out how long records need to be kept. This involves a thorough and systematic analysis of the business activity of the University and an assessment of the records produced as a result of that activity. (10) Disposal should be done as an ongoing program, rather than as one-off projects when there is no more storage space. Do not overfill or underfill the box. University Archivist (18) Nil. For physical records, place the records in a secure destruction bin to ensure that any personal or other confidential private information is not disclosed. Records Management Office The information presented in the Manual defines a quality system for records management that substantially complies with the requirements. ), you should contact the. Do not overfill or underfill the box. a. Authorising the destruction of records in their organisational area. Continue to clause (15) if your records are temporary but cannot yet be destroyed, or clause (15)f. if they are ready for destruction. Contact the University Archivist to inform them that the boxes are to be delivered. Responsibility Update any records lists to show that the boxes are now located in the University Archives. If the records are registered on RecFind, update RecFind to show that the records have been destroyed. A records retention schedule outlines how long records should be kept from an operational and legal standpoint, and that outdated records are disposed of in a timely, systematic manner. Questions to ask when assessing value and deciding what to keep on Review: Do you still need the records to carry out business in your area? (2) PROV RDAs specify whether records are considered temporary (can be destroyed after their minimum retention period is met) or permanent (of ongoing value to the University or to the State, to be housed in the University Archives when no longer required for use). If you do not have an existing contents list, contact the University Archivist for a box contents list template to be completed. a. Please note that it is not permitted to scan records and destroy the originals. Top of PageSection 5 - Policy/Regulation The records need to be stored securely until they can be destroyed. There are costs in records management, but good records management reduces those costs. In addition, records destroyed under an ongoing disposal program are less likely to have their destruction challenged as being an attempt to hide or cover up information. Pack the box appropriately. For physical records, place the records in a secure destruction bin to ensure that any personal or other confidential private information is not disclosed. (12) Determine if the record you are assessing is an original record or a copy. Curtin Information Management and Archives is responsible for developing and implementing policies, procedures, systems, tools and techniques, training and support programs, and monitoring compliance with records and information management policies and procedures, and advising senior management of any risks associated with non-compliance. Records and Archives Services b. Office manager must wisely dispose all unnecessary ad useless records. (14) If they are permanent records: In addition, records destroyed under an ongoing disposal program are less likely to have their destruction challenged as being an attempt to hide or cover up information. Records required for any legal action (including cases which have not yet begun but are reasonably likely to occur) must not be destroyed until the completion of the legal proceedings, regardless of the retention period specified in the BCS. Arrange for the removal of the records from your work area to the University Archives. Definition of records § 3302. Records Management - Disposal of Records Procedure Providing advice on the disposal of records, particularly how long records should be kept. If you have an existing spreadsheet or word document listing the contents, this is sufficient and an electronic copy should be sent to the University Archivist. Complete the Archives Transfer Form, which you need to fill out before transferring the records. Labelling should indicate the type of records, date range of contents, and identifying code range. b. NAP should not be used if drafts include significant comments or changes. Records Disposal Program (11) Records disposal is an important part of efficient and effective records management. a. Authorising the destruction of records in their organisational area. The records must be boxed in acid-free archival-quality boxes and their contents listed before being transferred to the Archives. Determining whether records should be transferred to the University Archives, based on the BCS and the PROV RDAs. Roles Top of PageSection 6 - Guidelines This procedure provides guidance on the retention and disposal of records within the legislative, regulatory and best-practice requirements. For temporary records, the RDAs also list the minimum time frame the records need to be kept. If you have an existing file list, annotate the list to show that the records have been destroyed, and the date of destruction. (1) Under the Public Records Act 1973, Victoria University (VU) is considered a public agency and must follow the standards set by the Public Record Office Victoria (PROV). As a guide, make sure you can move your flat hand between the records and the box wall. the content has been reproduced elsewhere; and Labelling should indicate the type of records, date range of contents, and identifying code range. Providing advice on the disposal of records, particularly how long records should be kept. (12) Determine if the record you are assessing is an original record or a copy. Contact the University Archivist, Footscray Park, to inform them that you have permanent records to transfer and to discuss any issues and a possible transfer date. b. all University records (both physical and electronic) created or held by VU, or created or held by contractors on VU's behalf. Retention of Records Procedure . Roles/Responsibilities Providing advice on the disposal of records, particularly how long records should be kept. a. Please contact Facilities and Services to organise a pick up. This means that records disposal can be built into work processes of the area and be included in work planning rather than being a separate — and often daunting — task. The procedure for official records depends on where the records are located. Disposal actions for University records should occur on a regular basis. This procedure details the steps to be taken when assessing records at the end of their retention period with a disposal action of review. all University records (both physical and electronic) created or held by VU, or created or held by contractors on VU's behalf. University records cannot be disposed of if: They are identified as having historical significance and / … The "Disposal advice" indicates whether the records are permanent, and if not, how long they need to be kept. Labelling should indicate the type of records, date range of contents, and identifying code range. For physical records, place the records in a secure destruction bin to ensure that any personal or other confidential private information is not disclosed. This means that records disposal can be built into work processes of the area and be included in work planning rather than being a separate — and often daunting — task. ), enabling your team to work how and where they work. (5) Standards for Registered Training Organisations (RTOs) 2015: Standards 6 and 8 and Schedule 5. Managers are responsible for ensuring regular and systematic disposal of records in their areas in accordance with legal requirements. (4) HESF: Standard 7.3 Information Management. the draft does not include evidence of important decisions or modifications. Print For temporary records, the RDAs also list the minimum time frame the records need to be kept. U.S. Department of Health & Human Services 200 Independence Avenue, S.W. Top of PageSection 4 - Policy Statement Lists and schedules of records to be submitted to the Archivist by head of each Government agency § 3303a. This policy addresses the management, retention and disposal of all records received, created, generated, or maintained by the College and applies to all departments of the College. This means that records disposal can be built into work processes of the area and be included in work planning rather than being a separate — and often daunting — task. Historic Versions Records required for any legal action (including cases which have not yet begun but are reasonably likely to occur) must not be destroyed until the completion of the legal proceedings, regardless of the retention period specified in the BCS. If you do not have an existing contents list, contact the University Archivist for a box contents list template to be completed. Summary. This person should consider whether the records are required for legal action (including cases which have not yet begun, but which are reasonably foreseeable), or for any other business reason, before approving destruction. This is not a current document. Lists and schedules of records to be submitted to the Archivist by head of each Government agency For example, records may be filed chronologically, alphabetically, or by reference number. Print This means they need to be packed in the order they were kept in while being used. An ongoing program of disposal means records destruction of time expired records occurs regularly, and, in the case of permanent records, they are transferred to the University Archives regularly. Historic Versions (11) Determine if the record you are assessing is an original record or a copy. (3) The VU Business Classification Scheme (BCS) incorporates the minimum retention periods from the RDAs, and can be used to work out how long records need to be kept. Use a keyword search, or browse the hierarchy of terms, to identify the function or activity that the records document. An ongoing program of disposal means records destruction of time expired records occurs regularly, and, in the case of permanent records, they are transferred to the University Archives regularly. For example, records may be filed chronologically, alphabetically, or by reference number. These authorities are r… (8) See Records Management Policy. Establish disposal protocols or procedures that meet regulatory requirements before an outbreak, for consistency and safeguarding. Use a keyword search, or browse the hierarchy of terms, to identify the function or activity that the records document. (4) HESF: Standard 7.3 Information Management. Top of PageSection 2 - Scope / Application For example, records may be filed chronologically, alphabetically, or by reference number. Records Disposal. (3) The VU Business Classification Scheme (BCS) incorporates the minimum retention periods from the RDAs, and can be used to work out how long records need to be kept. all University staff and contractors, council members, honorary, adjunct or visiting academics, and volunteers; and. Part D - Procedures § 3301. Under the provisions of Normal Administrative Practice (NAP), duplicates and some reference material may be destroyed without reference to an RDA once it is no longer required. Label and number each box. The required procedures for performing a data wipe or over-write, or for physically destroying the hard drive or other media, are set forth below. List the contents of the box. Records may be kept for longer if there is an ongoing business need to do so. Draft material, if: (10) Disposal should be done as an ongoing program, rather than as one-off projects when there is no more storage space. Records that are appraised as having enduring value will be transferred into the custody of the University Archives. the content has been reproduced elsewhere; and Records disposal is the process by which University Records are either destroyed or retained as University Archives. The "Disposal advice" indicates whether the records are permanent, and if not, how long they need to be kept. Ephemera and materials preserved solely for reference purposes. Current Version Working papers consisting of rough notes and calculations used solely to assist in the preparation of other records. all University records (both physical and electronic) created or held by VU, or created or held by contractors on VU's behalf. Washington, D.C. 20201 Toll Free Call Center: 1-800-368-1019 c. Responsible for monitoring overall (University wide) compliance with records management legislation, policies and procedures. Supporting Documents and Information NAP should not be used if drafts include significant comments or changes. Disposal programs Records required for any legal action (including cases which have not yet begun but are reasonably likely to occur) must not be destroyed until the completion of the legal proceedings, regardless of the retention period specified in the BCS. (1) Under the Public Records Act 1973, Victoria University is considered a public agency and must follow the standards set by the Public Record Office Victoria (PROV). Pack the box appropriately. If the records are permanent and you have no need for continued access to them, continue to clause (14) and prepare your records for transfer to the VU Archives. Ensuring retention periods in the BCS reflect legal and business requirements. If you have an existing file list, annotate the list to show that the records have been destroyed, and the date of destruction. Files, folders, publications and bound volumes should be packed spine downward (against the base of the box) to minimise stress on paper and fastenings. Records Management - Disposal of Records Procedure email, social media, cloud storage, network drives, computer desktops etc. In addition, records destroyed under an ongoing disposal program are less likely to have their destruction challenged as being an attempt to hide or cover up information. Section 1 - Purpose / ObjectivesSection 2 - Scope / ApplicationSection 3 - DefinitionsSection 4 - Policy StatementSection 5 - ProceduresRoles/ResponsibilitiesRetentionDisposal programsProceduresSection 6 - Guidelines For temporary records, the RDAs also list the minimum time frame the records need to be kept. Current Version Records may be scanned for easier access, provided the original records are kept in accordance with this procedure. To work out the disposal date for the attendance records, you would look at the last entry in the book, and add 7 years to the date — this is the date when these records can be destroyed. Please note that it is not permitted to scan records and destroy the originals. To view historic versions, click on the 'Historic Versions' tab above. Schools model disposal of records schedule in Word format. Top of PageSection 4 - Definitions A modern, effective records management system will do its work in the background, appearing invisible to end-users and will possess the ability to manage records in-place across a variety of platforms (i.e. Part A - Summary of Roles and Responsibilities (11) Disposal should be done as an ongoing program, rather than as one-off projects when there is no more storage space. (7) Manager Draft material, if: This means they need to be packed in the order they were kept in while being used. See the Records Management - Physical Records Storage Procedure for more information. This guide assumes that disposal will usually take place as part of the normal records management process. Complete the Archives Transfer Form, which you need to fill out before transferring the records. Records disposition procedures will allow records to be destroyed or transferred to BCIT’s historical Archives at the appropriate time so that the volume of records at BCIT remains constant over time and contributes to cost‐effective management of records. Suitable disposal personnel, supplies, materials, and identifying code range which University records is... 5.1 disposal of original print records will be required to do so 3 - (... In fact disposal is a key component of a well-run information and records management - Physical records procedure. Before an outbreak Archivist for a box, original order must be retained the assignment some. 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