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. (6) This Procedure applies to: When packing a box, original order must be maintained. Historic Versions 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. This means they need to be packed in the order they were kept in while being used. 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 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. 4.7.1.1 Quality Records may be disposed of after the minimum retention period is satisfied or as directed by Customer order. This procedure details the steps to be taken when assessing records at the end of their retention period with a disposal action of review. Part B - Retention (15) If they are temporary records which cannot yet be destroyed: 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. Determining whether records should be transferred to the University Archives, based on the BCS and the PROV RDAs. Do not dispose of materials until the approved copy of the Local Records Disposal Certificate is returned to your agency in compliance with Section 4000.40(c) of the rules of the Downstate Local Records Commission and Section 4500.40(c) of the rules of the Cook County Local Records Commission. 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. 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. a. 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. 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. Send the destruction form to Records and Archives Services, who will verify that the records are due for destruction. ), you should contact the. Future Versions Ensuring retention periods in the BCS reflect legal and business requirements. The procedure applies to all records created, received, maintained and held and in all formats by persons carrying out activity on behalf of ICNARC. 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. 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. The records must be boxed in acid-free archival-quality boxes and their contents listed before being transferred to the Archives. Top of PageSection 5 - Procedures Pack the box appropriately. Status and Details all University records (both physical and electronic) created or held by VU, or created or held by contractors on VU's behalf. It is the range of processes associated with implementing the retention, deletion, destruction or transfer of records. 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. 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. Future Versions c. Responsible for monitoring overall (University wide) compliance with records management legislation, policies and procedures. If you have an existing file list, annotate the list to show that the records have been destroyed, and the date of destruction. Send the destruction form to Records & Archives Services, who will verify that the records are due for destruction. (7) Manager Print Do not overfill or underfill the box. If you have an existing file list, annotate the list to show that the records have been destroyed, and the date of destruction. Inform the University Archivist when the boxes are to be delivered. This procedure explains how to use the BCS to determine whether records can be disposed of, and the process to follow in doing so. 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. Labelling should indicate the type of records, date range of contents, and identifying code range. 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. For example, records may be filed chronologically, alphabetically, or by reference number. If you do not have an existing contents list, contact the University Archivist for a box contents list template to be completed. Washington, D.C. 20201 Toll Free Call Center: 1-800-368-1019 If you cannot find a term in the BCS that covers your records, contact Records and Archives Services for advice. Ephemera and materials preserved solely for reference purposes. 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. Part A - Summary of Roles and Responsibilities, Records Management - Physical Records Storage Procedure, Destruction of Records Authorisation form. 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. (6) See Records Management Policy. 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. The records custodian or his or her designee will notify each Postal Service manager of his or her responsibility to dispose of records under his or her jurisdiction via a Records Disposal Notice.Specific disposal certification instructions are found on the notice. Use a keyword search, or browse the hierarchy of terms, to identify the function or activity that the records document. all University records (both physical and electronic) created or held by VU, or created or held by contractors on VU's behalf. 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 you have an existing file list, annotate the list to show that the records have been destroyed, and the date of destruction. To view historic versions, click on the 'Historic Versions' tab above. To view the current version, click the 'Current Version' tab above. 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. 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). When packing a box, original order must be maintained. the content has been reproduced elsewhere; and This means they need to be packed in the order they were kept in while being used. This means that records disposal can be built into work … This helps in creating space. Access, maintenance, retention, and disposal procedures for college records must be followed by all employees. (12) With original records, use the Business Classification Scheme (BCS) to determine how long the records need to be kept: Records Disposal Program (11) Records disposal is an important part of efficient and effective records management. 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. 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. Records Disposal. The records must be boxed in acid-free archival-quality boxes and their contents listed before being transferred to the 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. For example, attendance records for apprentices are not of permanent value and can be destroyed "7 years after last entry". Top of PageSection 5 - Policy/Regulation NAP should not be used if drafts include significant comments or changes. 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. Managers are responsible for ensuring regular and systematic disposal of records in their areas in accordance with legal requirements. Ephemera and materials preserved solely for reference purposes. 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 the following is being destroyed, the rest of this procedure does not apply: 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. (8) See Records Management Policy. (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). 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 Request for Destruction of Documents process is as follows: Once the department determines that records are past their retention period, the department records custodian liaison must request approval from the Records Officer and State Archives for permission to destroy the records in accordance with the Louisiana State Archives Records Management Handbook. Records may be scanned for easier access, provided the original records are kept in accordance with this procedure. The records need to be stored securely until they can be destroyed. This ensures the preservation and effective management of these records so that they can be used in the future. (4) This procedure applies to: For temporary records, the RDAs also list the minimum time frame the records need to be kept. This Procedures Manual for Records Management was Reviewed, Approved and Authorized for Implementation at Southern Leyte State University-Main Campus, Sogod, Southern Leyte. b. For example, attendance records for apprentices are not of permanent value and can be destroyed "7 years after last entry". 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. (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). 1. List the contents of the box. Part A - Summary of Roles and Responsibilities all University staff and contractors, council members, honorary, adjunct or visiting academics, and volunteers; and. (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). b. (9) The BCS specifies the minimum time frames records must be retained. This means they need to be packed in the order they were kept in while being used. (14) If they are permanent records: 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. This form needs to be signed by the manager of the unit responsible for the records to provide authorisation to destroy the records. Section 1 - Purpose / ObjectivesSection 2 - Scope / ApplicationSection 3 - DefinitionsSection 4 - Policy StatementSection 5 - ProceduresRoles/ResponsibilitiesRetentionDisposal programsProceduresSection 6 - Guidelines Records Management - Disposal of Records Procedure (10) Disposal should be done as an ongoing program, rather than as one-off projects when there is no more storage space. Providing advice on the disposal of records, particularly how long records should be kept. Update any records lists to show that the boxes are now located in the University Archives. Current Version (… 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. c. Responsible for monitoring compliance with records management legislation, policies and procedures within their organisational areas. 5.2 All decisions to destroy original print records following digitisation, and any related actions, will be documented and managed as corporate records. (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). Regulations covering lists of records for disposal, procedure for disposal, and standards for reproduction § 3303. the draft does not include evidence of important decisions or modifications. Temporary records cannot be housed in the University Archives. (10) Disposal should be done as an ongoing program, rather than as one-off projects when there is no more storage space. Working papers consisting of rough notes and calculations used solely to assist in the preparation of other records. The records need to be stored securely until they can be destroyed. 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. This procedure explains how to use the BCS to determine whether records can be disposed of, and the process to follow in doing so. Top of PageSection 6 - Guidelines The records are not retained forever. c. Responsible for monitoring overall (University wide) compliance with records management legislation, policies and procedures. Determining whether records should be transferred to the University Archives, based on the BCS and the PROV RDAs. 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. There are costs in records management, but good records management reduces those costs. ), you should contact the University's secure destruction provider to arrange this. For example, records may be filed chronologically, alphabetically, or by reference number. a. This is the current version of this document. Ephemera and materials preserved solely for reference purposes. To view the current version, click the 'Current Version' tab above. Part D - Procedures It is strongly recommended that each area or unit conduct disposal actions as part of an ‘action day’ at least once a year. Definition of records § 3302. (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). This procedure explains how to use the BCS to determine whether records can be disposed of, and the process to follow in doing so. List the contents of the box. Prevent the spread of the disease agent with little or no effect on the environment, (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). University Archivist When packing a box, original order must be maintained. 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. See the. 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. (12) Determine if the record you are assessing is an original record or a copy. (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). 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. Feedback Ensuring regular and systematic disposal of records in accordance with these procedures. Since no one individual or depart… Once created and used records must be destroyed. NAP should not be used if drafts include significant comments or changes. (13) If they are permanent records: (5) Nil Regular records disposal is a key component of a well-run information and records management programme. (15) If they are temporary records which have reached their destruction date: Contact the University Archivist to inform them that the boxes are to be delivered. 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 … Records Management will biannually initiate the offsite disposition of records. Continue to clause (15) if your records are temporary but cannot yet be destroyed, or clause (15)f. if they are ready for destruction. The "Disposal advice" indicates whether the records are permanent, and if not, how long they need to be kept. (11) Determine if the record you are assessing is an original record or a copy. 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 may be kept for longer if there is an ongoing business need to do so. 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. Disposal actions for University records should occur on a regular basis. 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. 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… This means they need to be packed in the order they were kept in while being used. Complete the Archives Transfer Form, which you need to fill out before transferring the records. Responsibilities This form needs to be signed by the manager of the unit responsible for the records to provide authorisation to destroy the records. NAP should not be used if drafts include significant comments or changes. Pack the box appropriately. If you do not have an existing contents list, contact the University Archivist for a box contents list template to be completed. Use a keyword search, or browse the hierarchy of terms, to identify the function or activity that the records document. See the. Records Management Procedures Manual Brief Description: Records are a valuable corporate asset which provide evidence of decision-making and business activity, and improve the efficiency and effectiveness of the Department. In fact disposal is something that you are required to do under legislation such as the Public Records Act and Data Protection Act. 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 the records are temporary, determine if they are due for destruction. 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. The "Disposal advice" indicates whether the records are permanent, and if not, how long they need to be kept. (13) With original records, use the Business Classification Scheme (BCS) on the VU intranet to determine how long the records need to be kept: Please note that it is not permitted to scan records and destroy the originals. If the records are temporary, determine if they are due for destruction. Feedback 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. (4) HESF: Standard 7.3 Information Management. (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. 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? 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. 6-5.3 Disposal Procedures. To view historic versions, click on the 'Historic Versions' tab above. For example, records may be filed chronologically, alphabetically, or by reference number. NAP should not be used if drafts include significant comments or changes. all University records (both physical and electronic) created or held by VU, or created or held by contractors on VU's behalf. Use a keyword search, or browse the hierarchy of terms, to identify the function or activity that the records document. If the records are temporary, determine if they are due for destruction. Ensuring retention periods in the BCS reflect legal and business requirements. This procedure applies to all 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. Once Central Records and Mailroom Services have reviewed and ascertained the records can be disposed of, a copy of the Records Disposal Authorisation form will be emailed to the Business Area. (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 Archives Acquisition Guideline contains further information on this process. Records and Archives Services If the following is being destroyed, the rest of this procedure does not apply: University records cannot be disposed of if: They are identified as having historical significance and / … More regular actions, including individual staff performing disposal actions for University digital records in their care, may also be conducted. Managers are responsible for ensuring regular and systematic disposal of records in their areas in accordance with legal requirements. a. Authorising the destruction of records in their organisational area. If the records are temporary, determine if they are due for destruction. all University staff and contractors, council members, honorary, adjunct or visiting academics, and volunteers; and. Pack the box appropriately. If the records are registered on RecFind, update RecFind to show that the records have been destroyed. Send the destruction form to Records & Archives Services, who will verify that the records are due for destruction. The "Disposal advice" indicates whether the records are permanent, and if not, how long they need to be kept. c. Responsible for monitoring overall (University wide) compliance with records management legislation, policies and procedures. This form will be required to be completed, signed by the Business Area head and emailed back to Central Records and Mailroom Services. Section 1 - Summary 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. 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. (5) Standards for Registered Training Organisations (RTOs) 2015: Standards 6 and 8 and Schedule 5. 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2020 disposal of records procedure