1. Purpose and Objectives
These guidelines expand on PPL 1.60.04a Records Management - Policy and include specific information regarding the assessment, sentencing and transfer of records when relocating.
2. Definitions, Terms, Acronyms
Record - Recorded information created or received that provides evidence of decisions or actions while undertaking business.
Retention and Disposal Schedule - Defines the status, minimum retention periods and consequent disposal actions authorised for specific classes of records. The University is subject to two mandatory retention and disposal schedules:
- University Sector Retention and Disposal Schedule [2]
- General Retention and Disposal Schedule for Administrative Records [3]
3. Guidelines Scope/Coverage
These guidelines apply to staff undertaking all aspects of University business, and include records in all formats including hardcopy and electronic records in business systems, databases, spreadsheets, websites and email systems.
These guidelines do not apply to organisations associated with the University that are not subject to the Public Records Act 2002 [4], such as the UQ Union and University controlled entities.
4. Guidelines Statement
These guidelines will assist staff in their assessment of records and prevent the unauthorised destruction of records.
5. Assessment Prior to Relocating
Records in your area can be broken down into a number of broad categories.
There are those you use regularly, those you use infrequently (semi-active), those you use rarely or not at all (inactive) and, in many cases, those you didn’t even know you had.
Records |
Action |
Regularly used |
Take the records with you to keep near your work area. |
Used infrequently (semi-active) |
Place in storage close by in your new area (where available) or transfer to a commercial storage provider. Records must be appropriately boxed, listed and sentenced when transferring to storage. Group similar records together. This ensures that the records can be retrieved when required and that they are not kept longer than necessary. |
Inactive with heritage or archival value |
Contact the University Archivist archives@uq.edu.au [5] |
Inactive but NOT eligible for destruction |
Transfer to a commercial storage provider. Records must be appropriately boxed, listed and sentenced when transferring to storage. Group similar records together. This ensures that the records can be retrieved when required and that they are not kept longer than necessary.
|
Inactive AND eligible for destruction |
Destroy securely and ensure destruction is documented. Use the ‘Records Disposal Approval Form [6]’ to document records destruction and forward to RAMS [7]. |
5.1 Records actions checklist
Use the current retention schedules to determine how long you need to keep your records:
- University Sector Retention and Disposal Schedule [2]
- General Retention and Disposal Schedule for Administrative Records [3]
Check all filing cabinets and desks to ensure files are not abandoned or accidentally destroyed during relocation.
If boxing files use durable boxes which are available through P&F Stores.
050606 |
|
050605 |
Contact RAMS [7] if you require assistance in assessing your files – records_request@uq.edu.au [10]
6. Transfer to Commercial Storage
RAMS [7] recommend Grace Records Management [11] as a suitable commercial storage provider. They make regular collections/deliveries to the St Lucia campus and provide appropriate environmental controls for the long term storage of records.
To set up an account at Grace please email records@grace.com.au [12]
Label each box clearly and keep a detailed, accurate record of what you have sent and what is in each box. This can be done with a spread sheet or even a Word document. It is also important to ensure that other staff know where this information is kept so that if you are unavailable the records are still accessible.
Information on the labels should include:
- Unique box number (generated by you), and
- Summary of content
e.g.
Queensland Centre Intellectual & Developmental Disability (QCIDD) Box 001 Research Materials 2013 Professor J Smith |
Grace Records Management will provide you with a roll of barcode labels that you will also need to attach to your boxes. This is how they track the boxes in their system.
Information recorded in your spread sheet should include the following:
- Unique box number (generated by you)
- Grace barcode label number
- Owner of the records/researcher
- Date sent to Grace
- Summary of the contents
- Date for review/destruction
Grace have an online inventory and ordering system which you can use to look up your boxes but you should also maintain a separate record. They will only have the information you provide them with as a means of tracking your boxes.
Grace also provide training on how to use their online inventory and ordering system, if required.
7. Disposal
Remember that records destruction must be:
- documented and authorised (use the Records Disposal Approval Form [6])
- secure/confidential (use a Shred-X bin).
Please refer to PPL 1.60.06b Disposal of Records [13].
Our State Retention and Disposal Schedule allows for the destruction of some records as soon as they are no longer needed for business or administrative purposes. There is no minimum retention period for these records and there is no need to document their destruction.
These are ephemeral documents which are items of short term temporary informational value. These include copies, media reports, unsolicited letters, diaries, transitory messages, drafts and superseded manuals.
8. Archives
The University has an extensive archives collection dating back more than 100 years. If you have any records which have particular historical interest or are identified as permanent please contact the University Archivist archives@uq.edu.au [5]
Records in this category include committee minutes, photographs and annual reports.