This means they need to be packed in the order they were kept in while being used. If you cannot find a term in the BCS that covers your records, contact Records & Archives Services for advice. Identify suitable disposal personnel, supplies, materials, and equipment prior to an outbreak. 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 will be required to be completed, signed by the Business Area head and emailed back to Central Records and Mailroom Services. Top of PageSection 5 - Procedures (6) See Records Management Policy. Inform the University Archivist when the boxes are to be delivered. Before the records are destroyed, a Destruction of Records Authorisation form needs to be completed. 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. a. Authorising the destruction of records in their organisational area. 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. 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. 1. (8) Records & Archives Services the draft does not include evidence of important decisions or modifications. 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 … Do not overfill or underfill the box. Records Management - Physical Records Storage Procedure, Destruction of Records Authorisation form. The Archives Acquisition Guideline contains further information on this process. For temporary records, the RDAs also list the minimum time frame the records need to be kept. 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records retention schedule outlines how long records should be kept from an operational and legal standpoint, and that outdated records are disposed of in a timely, systematic manner. (14) If they are temporary records which cannot yet be destroyed: Summary. (16) If they are temporary records which have reached their destruction date: For example, attendance records for apprentices are not of permanent value and can be destroyed "7 years after last entry". (9) University Archivist Records Disposal. List the contents of the box. all University records (both physical and electronic) created or held by VU, or created or held by contractors on VU's behalf. For physical records, place the records in a secure destruction bin to ensure that any personal or other confidential private information is not disclosed. Follow these disposal procedures: Records Stored Locally or On-Site. Send the destruction form to Records & Archives Services, who will verify that the records are due for destruction. Supporting Documents and Information Departments are responsible for annually initiating the onsite disposition of 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. Ensuring regular and systematic disposal of records in accordance with these procedures. Contact the University Archivist to inform them that the boxes are to be delivered. 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. This ensures the preservation and effective management of these records so that they can be used in the future. 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. Pack the box appropriately. 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 cannot find a term in the BCS that covers your records, contact Records & Archives Services for advice. Manager 6-5.3 Disposal Procedures. 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? This can be done by contacting the Facilities Service Desk. a. Providing advice on the disposal of records, particularly how long records should be kept. 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