(12) With original records, use the Business Classification Scheme (BCS) to determine how long the records need to be kept: 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 "Disposal advice" indicates whether the records are permanent, and if not, how long they need to be kept. Label and number each box. Top of PageSection 2 - HESF/ASQA/ESOS Alignment Labelling should indicate the type of records, date range of contents, and identifying code range. (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). (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. a. Authorising the destruction of records in their organisational area. Records Management will biannually initiate the offsite disposition of records. University records must only be disposed of in accordance with an applicable Retention and Disposal Authority (RDA) issued by the Public Record Office Victoria (PROV). To view historic versions, click on the 'Historic Versions' tab above. 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 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… 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. 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. Arrange for the removal of the records from your work area to the University Archives. the draft does not include evidence of important decisions or modifications. The Archives Acquisition Guideline contains further information on this process. Office for Civil Rights Headquarters. Before the records are destroyed, a Destruction of Records Authorisation form needs to be completed. 5.2 All decisions to destroy original print records following digitisation, and any related actions, will be documented and managed as corporate records. The procedure for official records depends on where the records are located. Labelling should indicate the type of records, date range of contents, and identifying code range. Complete the Archives Transfer Form, which you need to fill out before transferring the records. (8) See Records Management Policy. 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. 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. (5) Standards for Registered Training Organisations (RTOs) 2015: Standards 6 and 8 and Schedule 5. Complete the Archives Transfer form, which you need to fill out before transferring the records. See the. (14) If they are permanent records: Once created and used records must be destroyed. The records need to be stored securely until they can be destroyed. For example, records may be filed chronologically, alphabetically, or by reference number. This guide assumes that disposal will usually take place as part of the normal records management process. If the records are temporary, determine if they are due for destruction. If the following is being destroyed, the rest of this procedure does not apply: All University Employees, contractors and consultants are required to retain and dispose of University's records and Information in accordance with the Public Records Act 2002, and the relevant authorised Retention and Disposal Schedules (refer to Section 7). (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 is not a current document. Ephemera and materials preserved solely for reference purposes. 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. Roles/Responsibilities Determining whether records should be transferred to the University Archives, based on the BCS and the PROV RDAs. (11) Disposal should be done as an ongoing program, rather than as one-off projects when there is no more storage space. 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. 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 PROV Retention and Disposal Authorities (RDAs) provide legal authorisation for Victoria University to dispose of records once the minimum retention periods have been met. Working papers consisting of rough notes and calculations used solely to assist in the preparation of other records. Disposal of records schedule Word (164 KB) Labelling should indicate the type of records, date range of contents, and identifying code range. 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. 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. (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). Future Versions 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 policy covers all types of records, regardless of physical characteristics, that are created, generated, received; recorded as evidence of the organization, its functions, policies, decisions, procedures, operations, or activities; or documents legally filed in the course of business or legal obligations. Records Management - Disposal of Records Procedure If you need to destroy media containing electronic records (such as CDs, videos, disks, USBs, etc. If you have an existing file list, annotate the list to show that the records have been destroyed, and the date of destruction. Section 1 - Summary 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. Archive boxes are available from the University Archivist. (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). Draft material, if: § 3303. 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 clause (14) and prepare your records for transfer to the VU Archives. 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 draft does not include evidence of important decisions or modifications. a. Authorising the destruction of records in their organisational area. It is the range of processes associated with implementing the retention, deletion, destruction or transfer of records. If you do not have an existing contents list, contact the University Archivist for a box contents list template to be completed. 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. 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. Retention Pack the box appropriately. 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. Label and number each box. Ephemera and materials preserved solely for reference purposes. 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. Pack the box appropriately. This guide assumes that disposal will usually take place as part of the normal records management process. Records disposal can mean the destruction, archiving or permanent retention of a record or series of records. 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. Complete the Archives Transfer Form, which you need to fill out before transferring the records. the content has been reproduced elsewhere; and. Providing advice on the disposal of records, particularly how long records should be kept. 6-5.3 Disposal Procedures. 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. Records may be scanned for easier access, provided the original records are kept in accordance with this procedure. ), you should contact the. This ensures the preservation and effective management of these records so that they can be used in the future. University Records Disposal Schedules will identify types of University records and provide a length of time the records must be retained. Disposal actions for University records should occur on a regular basis. If you need to destroy media containing electronic records (such as CDs, videos, disks, USBs, etc. The records which have values are stored and others are disposed. (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. The Code of Practice on the management of records, s12 states that: However, disposal must be done responsibly through a clear understanding of: an … 4. Working papers consisting of rough notes and calculations used solely to assist in the preparation of other records. Top of PageSection 5 - Policy/Regulation When packing a box, original order must be maintained. a. If the records are registered on RecFind, update RecFind to show that the records have been destroyed. For example, attendance records for apprentices are not of permanent value and can be destroyed "7 years after last entry". Temporary records cannot be housed in the University Archives. As a guide, make sure you can move your flat hand between the records and the box wall. Files, folders, publications and bound volumes should be packed spine downward (against the base of the box) to minimise stress on paper and fastenings. 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 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. 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. (12) Determine if the record you are assessing is an original record or a copy. If the records are temporary, determine if they are due for destruction. 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. b. NAP should not be used if drafts include significant comments or changes. 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. This can be done by contacting the Facilities Service Desk. (5) Nil (9) The BCS specifies the minimum time frames records must be retained. (6) This Procedure applies to: Records may be scanned for easier access, provided the original records are kept in accordance with this 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. Current Version This procedure explains how to use the BCS to determine whether records can be disposed of, and the process to follow in doing so. (10) The BCS specifies the minimum time frames records must be retained. Records Management Office The information presented in the Manual defines a quality system for records management that substantially complies with the requirements. Archive boxes are available from the University Archivist. If you cannot find a term in the BCS that covers your records, contact Records and Archives Services for advice. ), you should contact the University's secure destruction provider to arrange this. This means they need to be packed in the order they were kept in while being used. Determining whether records should be transferred to the University Archives, based on the BCS and the PROV RDAs. (10) The BCS specifies the minimum time frames records must be retained. (11) Disposal should be done as an ongoing program, rather than as one-off projects when there is no more storage space. If the records are registered on RecFind, update RecFind to show that the records have been destroyed. This form needs to be signed by the manager of the unit responsible for the records to provide authorisation to destroy the records. 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. Purpose and Scope. Records may be kept for longer if there is an ongoing business need to do so. 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