Retention of Records Procedure . 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. 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. 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 regular and systematic disposal of records in accordance with these procedures. 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. Send the destruction form to Records & Archives Services, who will verify that the records are due for destruction. (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). (… Records may be kept for longer if there is an ongoing business need to do so. Disposal programs Top of PageSection 2 - Scope / Application 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. (10) The BCS specifies the minimum time frames records must be retained. If you have an existing file list, annotate the list to show that the records have been destroyed, and the date of destruction. Part A - Summary of Roles and Responsibilities the content has been reproduced elsewhere; and. If you need to destroy media containing electronic records (such as CDs, videos, disks, USBs, 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. NAP should not be used if drafts include significant comments or changes. the content has been reproduced elsewhere; and. (9) University Archivist all University records (both physical and electronic) created or held by VU, or created or held by contractors on VU's behalf. Summary. Managers are responsible for ensuring regular and systematic disposal of records in their areas in accordance with legal requirements. Records may be kept for longer if there is an ongoing business need to do so. This is not a current document. Continue to clause (15) if your records are temporary but cannot yet be destroyed, or clause (15)f. if they are ready for destruction. If you cannot find a term in the BCS that covers your records, contact Records and Archives Services for advice. Section 1 - Purpose / ObjectivesSection 2 - Scope / ApplicationSection 3 - DefinitionsSection 4 - Policy StatementSection 5 - ProceduresRoles/ResponsibilitiesRetentionDisposal programsProceduresSection 6 - Guidelines Records may be kept for longer if there is an ongoing business need to do so. Roles/Responsibilities 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. (7) Manager (6) See Records Management Policy. Records disposal is the process by which University Records are either destroyed or retained as University Archives. If you cannot find a term in the BCS that covers your records, contact Records & Archives Services for advice. Labelling should indicate the type of records, date range of contents, and identifying code range. 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. The procedure for official records depends on where the records are located. Regular records disposal is a key component of a well-run information and records management programme. Manager If you cannot find a term in the BCS that covers your records, contact. The records are not retained forever. Establish disposal protocols or procedures that meet regulatory requirements before an outbreak, for consistency and safeguarding. 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. As a guide, make sure you can move your flat hand between the records and the box wall. If you need to destroy media containing electronic records (such as CDs, videos, disks, USBs, etc. 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. (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). c. Responsible for monitoring compliance with records management legislation, policies and procedures within their organisational areas. Use a keyword search, or browse the hierarchy of terms, to identify the function or activity that the records document. Departments are responsible for annually initiating the onsite disposition of records. If the records are registered on RecFind, update RecFind to show that the records have been destroyed. 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. Please contact Facilities and Services to organise a pick up. Schools model disposal of records schedule in Word format. Pack the box appropriately. 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. 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. (7) Nil Do not overfill or underfill the box. To view historic versions, click on the 'Historic Versions' tab above. Temporary records cannot be housed in the University Archives. Status and Details Continue to clause (15) if your records are temporary but cannot yet be destroyed, or clause (15)f. if they are ready for destruction. Managers are responsible for ensuring regular and systematic disposal of records in their areas in accordance with legal requirements. Records Management will biannually initiate the offsite disposition of records. a. 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. Use a keyword search, or browse the hierarchy of terms, to identify the function or activity that the records document. Supporting Documents and Information 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. Managers are responsible for ensuring regular and systematic disposal of records in their areas in accordance with legal requirements. Responsibility If the following is being destroyed, the rest of this procedure does not apply: (12) With original records, use the Business Classification Scheme (BCS) to determine how long the records need to be kept: (14) If they are temporary records which cannot yet be destroyed: (15) If they are temporary records which have reached their destruction date: This is the current version of this document. (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 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. Top of PageSection 3 - Scope If you need to destroy media containing electronic records (such as CDs, videos, disks, USBs, etc. Part A - Summary of Roles and Responsibilities, Records Management - Physical Records Storage Procedure, Destruction of Records Authorisation form. The records must be boxed in acid-free archival-quality boxes and their contents listed before being transferred to the Archives. There are costs in records management, but good records management reduces those costs. Working papers consisting of rough notes and calculations used solely to assist in the preparation of other records. The records which have values are stored and others are disposed. all University staff and contractors, council members, honorary, adjunct or visiting academics, and volunteers; and. Once created and used records must be destroyed. (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). . Responsibilities As a guide, make sure you can move your flat hand between the records and the box wall. For example, records may be filed chronologically, alphabetically, or by reference number. 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. If you need to destroy media containing electronic records (such as CDs, videos, disks, USBs, etc. Procedures Update any records lists to show that the boxes are now located in the University Archives. The "Disposal advice" indicates whether the records are permanent, and if not, how long they need to be kept. Top of PageSection 4 - Definitions Send the destruction form to Records and Archives Services, who will verify that the records are due for destruction. This procedure applies to all Top of PageSection 6 - Guidelines (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). If the following is being destroyed, the rest of this procedure does not apply: (13) With original records, use the Business Classification Scheme (BCS) on the VU intranet to determine how long the records need to be kept: (15) If they are temporary records which cannot yet be destroyed: (16) If they are temporary records which have reached their destruction date: (17) See flowchart which summarises the disposal process. More regular actions, including individual staff performing disposal actions for University digital records in their care, may also be conducted. This means they need to be packed in the order they were kept in while being used. Washington, D.C. 20201 Toll Free Call Center: 1-800-368-1019 When determining the retention period for your records, it’s important to: Perform a record inventory of all physical and electronic records 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. When packing a box, original order must be maintained. Determining whether records should be transferred to the University Archives, based on the BCS and the PROV RDAs. 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. Roles Use a keyword search, or browse the hierarchy of terms, to identify the function or activity that the records document. (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). Arrange for the removal of the records from your work area to the University Archives. For temporary records, the RDAs also list the minimum time frame the records need to be kept. This can be done by contacting the Facilities Service Desk. ), you should contact the University's secure destruction provider to arrange this. Draft material, if: (11) Disposal should be done as an ongoing program, rather than as one-off projects when there is no more storage space. To view the current version, click the 'Current Version' tab above. This means they need to be packed in the order they were kept in while being used. Office manager must wisely dispose all unnecessary ad useless records. Determining whether records should be transferred to the University Archives, based on the BCS and the PROV RDAs. (4) HESF: Standard 7.3 Information Management. List the contents of the box. Send the destruction form to Records & Archives Services, who will verify that the records are due for destruction. Complete the Archives Transfer form, which you need to fill out before transferring the records. Providing advice on the disposal of records, particularly how long records should be kept. Identify suitable disposal personnel, supplies, materials, and equipment prior to an outbreak. Records Management - Disposal of Records Procedure Send the destruction form to Records and Archives Services, who will verify that the records are due for destruction. This can be done by contacting the Facilities Service Desk. The purpose of these procedures is to assist organisations in obtaining retention and disposal authorisation in accordance with the provisions of the State Records Act 1998.Retention and disposal authorisation is an essential component of an organisation’s records and information management program and is an integral part of organisational efficiency and accountability. This form needs to be signed by the manager of the unit responsible for the records to provide authorisation to destroy the records. The "Disposal advice" indicates whether the records are permanent, and if not, how long they need to be kept. (4) This procedure applies to: Working papers consisting of rough notes and calculations used solely to assist in the preparation of other records. Only publicly available reference material and copies of material of a non-sensitive nature should be put in the normal recycling bins found in offices, and in general the normal recycling bins should not be used for records disposal. This procedure explains how to use the BCS to determine whether records can be disposed of, and the process to follow in doing so. Historic Versions Prevent the spread of the disease agent with little or no effect on the environment, a. Authorising the destruction of records in their organisational area. It is strongly recommended that each area or unit conduct disposal actions as part of an ‘action day’ at least once a year. Please contact, For electronic records, destruction should include erasing the digital media, or overwriting stored data, not simply deleting the data. The records need to be stored securely until they can be destroyed. The records need to be stored securely until they can be destroyed. (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. Section 1 - Purpose / Objectives a. Retention 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. Temporary records cannot be housed in the University Archives. (16) If they are temporary records which have reached their destruction date: Please note that it is not permitted to scan records and destroy the originals. Labelling should indicate the type of records, date range of contents, and identifying code range. (11) Disposal should be done as an ongoing program, rather than as one-off projects when there is no more storage space. Labelling should indicate the type of records, date range of contents, and identifying code range. 5.2 All decisions to destroy original print records following digitisation, and any related actions, will be documented and managed as corporate records. For electronic records, destruction should include erasing the digital media, or overwriting stored data, not simply deleting the data. For example: phone messages; global emails; brochures and flyers; photocopies kept for reference when original documents are forwarded to other departments; surplus copies of annual reports and other publications; external publications including printouts from websites. 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. For example: Woodland Studies Research Committee, WSRCM 07.03.01, 1 March 2007, Minutes of Meetings Draft versions of such documents also need an identifier to indicate their status, but once the final version receives the approval of the appropriate ‘authority’ then that becomes the permanent record for retention and subsequent disposal. 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. If you have an existing file list, annotate the list to show that the records have been destroyed, and the date of destruction. U.S. Department of Health & Human Services 200 Independence Avenue, S.W. For example, attendance records for apprentices are not of permanent value and can be destroyed "7 years after last entry". c. Responsible for monitoring overall (University wide) compliance with records management legislation, policies and procedures. Section 1 - SummarySection 2 - HESF/ASQA/ESOS AlignmentSection 3 - ScopeSection 4 - DefinitionsSection 5 - Policy/RegulationSection 6 - ProceduresPart A - Summary of Roles and ResponsibilitiesPart B - RetentionPart C - Disposal ProgramsPart D - Procedures the content has been reproduced elsewhere; and Purpose and Scope. Ephemera and materials preserved solely for reference purposes. If the following is being destroyed, the rest of this procedure does not apply: Ensuring retention periods in the BCS reflect legal and business requirements. NAP should not be used if drafts include significant comments or changes. 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. Send the completed destruction form to Records & Archives Services, K419, Footscray Park campus, and keep a copy of the completed form for your own records. (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). See the Records Management - Physical Records Storage Procedure for more information. If the records are temporary, determine if they are due for destruction. If you cannot find a term in the BCS that covers your records, contact Records & Archives Services for advice. Supporting Documents and Information The records need to be stored securely until they can be destroyed. a. This means that records disposal can be built into work … a. 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. If you do not have an existing contents list, contact the University Archivist for a box contents list template to be completed. § 3301. 6-5.3 Disposal Procedures. Current Version (4) HESF: Standard 7.3 Information Management. 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. Draft material, if: Records Disposal. The Code of Practice on the management of records, s12 states that: However, disposal must be done responsibly through a clear understanding of: an … 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. This can be done by contacting the Facilities Service Desk. 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. Continue paragraph (15) if your records are temporary but cannot yet be destroyed, or step 5 if they are ready for destruction. When packing a box, original order must be maintained. Since no one individual or depart… Part C - Disposal Programs 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. Labelling should indicate the type of records, date range of contents, and identifying code range. Feedback This guide assumes that disposal will usually take place as part of the normal records management process. Temporary records cannot be housed in the University Archives. 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. The records need to be stored securely until they can be destroyed. c. Responsible for monitoring overall (University wide) compliance with records management legislation, policies and procedures. For temporary records, the RDAs also list the minimum time frame the records need to be kept. HMRC is committed to the efficient management of our records for the effective delivery of our services, to document our principle activities and to maintain the corporate memory. 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. 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. (8) See Records Management Policy. b. This means they need to be packed in the order they were kept in while being used. 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. 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. all University staff and contractors, council members, honorary, adjunct or visiting academics, and volunteers; and Section 1 - Summary If the records are registered on RecFind, update RecFind to show that the records have been destroyed. Ensuring regular and systematic disposal of records in accordance with these procedures. 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. Use a keyword search, or browse the hierarchy of terms, to identify the function or activity that the records document. (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. To view historic versions, click on the 'Historic Versions' tab above. Providing advice on the disposal of records, particularly how long records should be kept. The benefits of effective records management are: 1. protecting our business critical records and improving business resilience 2. ensuring our information can be found and retrieved quickly and efficiently 3. complying with legal and regulatory requirements 4. reducing risk for litigation, audit and government investigations 5. minimisin… Part B - Retention 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. Please note that it is not permitted to scan records and destroy the originals. Records may be kept for longer if there is an ongoing business need to do so. Procedure Step 1: Assess the Ongoing Value of the Record. If you have an existing file list, annotate the list to show that the records have been destroyed, and the date of destruction. Update any records lists to show that the boxes are now located in the University Archives. For example: phone messages; global emails; brochures and flyers; photocopies kept for reference when original documents are forwarded to other departments; surplus copies of annual reports and other publications; external publications including printouts from websites. 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. Top of PageSection 5 - Policy/Regulation Records Management Office The information presented in the Manual defines a quality system for records management that substantially complies with the requirements. Pack the box appropriately. Records Management - Disposal of Records Procedure (5) Standards for Registered Training Organisations (RTOs) 2015: Standards 6 and 8 and Schedule 5. 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. Archive boxes are available from the University Archivist. Pack the box appropriately. 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. This is not a current document. Determining whether records should be transferred to the University Archives, based on the BCS and the PROV RDAs. 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. University records cannot be disposed of if: They are identified as having historical significance and / … Any official University records must be appropriately retained / disposed of based on the University’s records retention policy prior to cleaning or destruction of the system, device, or media. the content has been reproduced elsewhere; and (13) If they are permanent records: the draft does not include evidence of important decisions or modifications. If the following is being destroyed, the rest of this procedure does not apply: If the records are registered on RecFind, update RecFind to show that the records have been destroyed. all University records (both physical and electronic) created or held by VU, or created or held by contractors on VU's behalf. Before the records are destroyed, a Destruction of Records Authorisation form needs to be completed. Part D - Procedures (14) If they are permanent records: Follow these disposal procedures: Records Stored Locally or On-Site. Access, maintenance, retention, and disposal procedures for college records must be followed by all employees. This ensures the preservation and effective management of these records so that they can be used in the future. the draft does not include evidence of important decisions or modifications. 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. Send the completed destruction form to Records & Archives Services, K419, Footscray Park campus, and keep a copy of the completed form for your own records. This is the current version of this document. 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. Roles (9) The BCS specifies the minimum time frames records must be retained. 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. 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