Territory Records (Records Disposal Schedule – Tertiary Student Management Records) Approval 2004 (No 1) Notifiable instrument ni2004—338



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Australian Capital Territory

Territory Records (Records Disposal Schedule – Tertiary Student Management Records) Approval 2004 (No 1)

Notifiable instrument NI2004—338

made under the



Territory Records Act 2002, s 19 (Approval of schedules for the disposal of records)

I approve the Records Disposal Schedule – Tertiary Student Management Records.

David Wardle
Director of Territory Records
1 September 2004


Records Disposal Schedule

Tertiary Student Management Records


Introduction 4

Purpose 4

Scope 4

Authority 4

Structure and relationship to the Territory Version of Keyword AAA 4

Territory Version of Keyword AAA 5

Guidelines for use 6



Coverage of authority 6

Format of record 8

Electronic records 8

Destruction of records 8

Updating the Records Disposal Schedule 8

Assistance in using the Records Disposal Schedule 8

Introduction

The Records Disposal Schedule – Tertiary Student Management Records is the official authority for the disposal of records relating to student management matters.


It is one of a series of Records Disposal Schedules authorised by the Director of Territory Records in accordance with the provisions of the Territory Records Act 2002. It is to be used in conjunction with the Territory Administrative Records Disposal Schedule (TARDiS).
Purpose

The purpose of this Records Disposal Schedule is to provide for the authorised disposal of Tertiary Student Management records created or maintained by ACT Government agencies.


Scope

This Records Disposal Schedule applies to all ACT Government agencies as defined in the Territory Records Act 2002.


It applies to records in any format, including electronic records.
Authority

The Director of Territory Records, in consultation with stakeholders and the Territory Records Advisory Council, has approved this Records Disposal Schedule for use. The schedule does not take effect until is has been incorporated into an agencies Records Management program that has been signed of by the Principal Officer of the agency.


Even so, officers using this Records Disposal Schedule should apply it with caution. They should be aware that the authorisations for disposal are given in terms of the Territory Records Act 2002 only. Officers must not dispose of records in contravention of this Records Disposal Schedule or other requirements.
This Records Disposal Schedule will remain in force until a new schedule supersedes it or the Director of Territory Records withdraws it from use.

Structure and relationship to the Territory Version of Keyword AAA

A Records Disposal Schedule generally specifies retention periods. That is, how long records are to be retained by the agency before being destroyed or retained as Territory Archives.
Retention periods set down in this schedule are minimum periods only and an agency may keep records for a longer period if considered necessary for business requirements. Reasons for longer retention could include legal requirements, administrative need or agency directives. An agency must not dispose of any records where it is aware of possible legal action for which the records may be required as evidence.
The Records Disposal Schedule Tertiary Student Management Records has a hierarchical structure that reflects its arrangement according to functions and activities, rather than by subject, and its close relationship to the Territory Version of Keyword AAA. The Records Disposal Schedule is designed to be applicable to all Tertiary Student Management records regardless of titling conventions used, so that records, which have not been titled using the terminology represented by this Records Disposal Schedule, may still be sentenced with relative ease.

Territory Version of Keyword AAA

The Territory Version of Keyword AAA is the general administrative thesaurus produced by the Territory Records Office. The structure and terms used in this Records Disposal Schedule are closely related to those used in the Territory Version of Keyword AAA, which is based on functional analysis of business activity. This methodology (ie. the analysis of business activity) produces a hierarchical model of an organisation's business activity. The hierarchical model also represents a classification scheme for the records that document functions, activities and transactions.
The disposal actions listed in this Records Disposal Schedule were determined through the process of appraisal in accordance with Territory Records Office Standard for Records Management No.2 - Appraisal. Appraisal is based upon the same type of analysis of business activity employed in the classification scheme used in the Territory Version of Keyword AAA. Essentially, appraisal involves attaching record retention periods and disposal decisions (and even records creation requirements and rules) to the same classification scheme.

Guidelines for use

Coverage of authority

The Records Disposal Schedule Tertiary Student Management Records:



  • covers all Tertiary Student Management records divided into the following functions:

  • ACCOMMODATION SERVICES,

  • STUDENT ADMINISISTRATION, and

  • STUDENT SERVICES.

  • is intended to cover most Tertiary Student Management records common to all ACT Government agencies;

  • is intended to be used in conjunction with TARDiS;

  • specifies the minimum period records should be kept (retention periods);

  • specifies whether, upon the expiry of the retention periods, the records may be destroyed or are required as Territory Archives; and

  • is applicable to records created and maintained in any format, including electronic or formats such as microfiche.


Layout of the schedule

This Records Disposal Schedule begins with an introduction incorporating definitions and the business classification scheme. Then each of the functions and activity disposal sets or ‘disposal classes’ relating to the functions are described. These are followed by a composite list of classes designated ‘Retain as Territory Archives’. The functions and activity disposal sets show the following details:


Function This is the broad level business function and is displayed in bold capital letters at the top of each page. It is the highest level in the business classification scheme. It is followed by the scope note, which provides definitions of the function and a collective view of the business activities that make that function unique.
Activity Activities are the processes or operations that make up the business function. They are set in bold and italics below the function statement. This is the second level of the business classification scheme. The scope of the activity encompasses all of the transactions that take place in relation to this activity. Activities can relate to many functions with the scope notes covering all of these relationships (eg the activity ‘Policy’ is linked to all of the functions). However, each function and activity set represents a unique unit.
Entry No. This is the disposal class number allocated based on the function and activity set and the class number of the record. The barcode is the same as the Entry No., and may be used in an automated recordkeeping system.
Description of Records

This is the description of the records documenting the business function, activity and transactions. The descriptions can relate to one record such as a register or a group of records documenting a particular set of transactions.



Disposal Action

This is the minimum period a record must be kept for and is the trigger event from which the disposal date can be calculated.



Format of record

This Records Disposal Schedule is applicable to any record that performs the function prescribed, irrespective of format. Records may include:



  • cards,

  • registers,

  • files,

  • microfilm,

  • microfiche,

  • COM (computer output microfiche),

  • electronic records, including various electronic media, and

  • any other formats.


Electronic records

Refers to records created, communicated and maintained by means of electronic equipment. Information could be maintained/stored in a number of ways - on the database (the main database, or a special archives database); on magnetic media; on optical disks; or on separate hardcopy (paper, COM).


Electronic records must be readily accessible for the length of the specified retention period. Routine treatment (such as wiping, updating, alterations or rerecording) does constitute disposal.
Destruction of records

When the approved disposal date for the destruction of records has been reached, appropriate arrangements for their destruction should be made. It is the responsibility of each agency to ensure that its records are destroyed in a secure and appropriate manner as indicated in the agency Records Management Program.


Updating the Records Disposal Schedule

Records Disposal Schedules are reviewed and updated from time to time. For suggested amendments or alterations to this schedule please contact the Director of Territory Records.


Assistance in using the Records Disposal Schedule

Agencies requiring any assistance in the interpretation or implementation of any Records Disposal Schedule are encouraged to contact the Director of Territory Records.



Records Disposal Schedule – Tertiary Student Management Records August 2004

Unauthorised version prepared by ACT Parliamentary Counsel’s Office


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