Record Disposal Procedures
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1 Record Disposal Procedures 1 DOCUMENT PURPOSE The purpose of this document is to outline record disposal procedures. 1.1 Intended Audience This document is intended to be understood by all relevant business areas. The intended audience of this document is as follows: Archives & Records Management Services 1.2 Related Documents The following documents may be relevant to this work: Draft requirements for FlexSIS student file disposal report. Record Number TBA. 2 IDENTIFYING RECORDS FOR DISPOSAL 2.1 Administrative Files Active TRIM record types Administrative File Inactive TRIM record types Administrative File (Cumberland) [Captura] Administrative File (G12) [Captura] Administrative File [Captura] Administrative File [RecFind] FMO Publications Policy File Unsuccessful Application Folder Working File Identifying records in TRIM There are a number of ways to identify administrative records for disposal in TRIM Identifying Administrative Records with retention schedules and destroy triggers The following search will identify any administrative records with a pending destroy event between 1/1/1900 and Today. It relies on records having retention schedules assigned, and those schedules having trigger dates Archives & Records Management Services 20/02/2009 Page 1
2 specified in TRIM. Archives & Records Management Services 20/02/2009 Page 2
3 Identifying Administrative Records without retention schedules A regular check of administrative records without retention schedules assigned should be carried out. The following search will identify administrative records without retention schedules applied. Archives & Records Management Services 20/02/2009 Page 3
4 The search can be refined to limit results by a date registered range. Archives & Records Management Services 20/02/2009 Page 4
5 2.2 Staff Files Active TRIM record types Staff File Staff File (Pre Peoplesoft) Inactive TRIM record types Staff File (Restricted Information) Identifying records in TRIM DOB + 75 years & Separation Date + 7 years which ever is longer 2.3 Student Files Active TRIM record types Student File Inactive TRIM record types Cumberland College Student File International Prospective Student File Prospective Student File Identifying records in TRIM 2.4 Documents Active TRIM record types Document Inactive TRIM record types Paper Document Policy Document Identifying records in TRIM 3 STEPS IN TRIM 3.1 Destroying Administrative Files Identify the record/s in TRIM If there is no retention schedule assigned to the record, assign a retention schedule. If there is a retention schedule assigned check that it is appropriate. Record the inactive date (generally date of last action). Request approval for destruction Approval received Archives & Records Management Services 20/02/2009 Page 5
6 Add the document number of the approved list to the notes field of each record Retrieve all files for destruction/disposal by pasting the record numbers into the TRIM work tray - this allows double check required prior to destruction Bulk change in disposition - change to - destroy and click OK Extra step would be:- Other Set Date Closed to Specified Date Should be able to do under bulk as above 3.2 Destroying Staff Files 3.3 Destroying Student Files 3.4 Destroying Documents 4 PERMANENT ARCHIVAL RECORDS IN TRIM 4.1 Disposition Flag in TRIM for University or State Archives materials In TRIM, we flag the archival University records using: DISPOSITION = ARCHIVE (LOCAL)ITION: DISPOSITION = ARCHIVE (INTERIM) DISPOSITION = ARCHIVE (PERMANENT) Archive (Local) should used for records which are stored outside of ARMS by faculties or departments. Archive (Interim) should be used for records which are stored in RMS Secondary Storage waiting to be transferred to University Archives. Archive (Permanent) should be used for records which are stored in University Archives. 4.2 Changing custody of records to University Archives Seek a consignment number from Archives Record the consignment number in TRIM prior to transferring files to University Archives Archives & Records Management Services 20/02/2009 Page 6
7 4.2.3 Arrange the physically file transfer Get a Accession Number from Archives this must be done within the three months of the file transfer (????) Record the accession number in TRIM That the Accession Number is stored in the Accession Number field: Archives & Records Management Services 20/02/2009 Page 7
8 4.2.6 Annual reporting of Archive (Permanent) without consignment or accession numbers in TRIM 4.3 Changing custody of records to State Records Archives & Records Management Services 20/02/2009 Page 8
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