Territory Records (Records Disposal Schedule – Tertiary Student Management Records) Approval 2007 (No 1) Notifiable instrument ni2007—313



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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;

  • 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 re-recording) does not 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.

RELATED LEGISLATION


The following legislation is related to the records classes covered by this Records Disposal Schedule:

Administrative Appeals Tribunal Act 1995
Administrative Decisions (Judicial Review) Act 1989
Associations Incorporation Act 1991
Business Names Act 1963
Canberra Institute of Technology Act 1987
Commonwealth Higher Education Funding Act 1988
Discrimination Act 1991
Drugs of Dependence Act 1989
Education Act 1937
Education Services for Overseas Students (Registration and Regulation of Providers) Act 1994
Evidence Act 1971
Evidence (Miscellaneous Provisions) Act 1991
Freedom of Information Act 1989
Health and Community Care Services Act 1996
Health Records (Privacy and Access) Act 1997
Hotel School Act 1996
Landlord and Tenant Act 1899
Medical Practitioners Act 1930
Medical Services (Fees) Act 1984
Medical Treatment Act 1994
Nurses Act 1988
Occupational Health and Safety Act 1989
Ombudsman Act 1989
Poisons and Drugs Act 1978
Privacy Act 1988 (Commonwealth)
Psychologists Act 1994
Residential Tenancies Act 1997
Royal Commissions Act 1991
Territory Records Act 2002
University of Canberra Act 1989
Vocational Education and Training Act 1995

DEFINITIONS




Agency


The Executive, an ACT Court, the Legislative Assembly Secretariat, an administrative unit, a Board of Inquiry, a Judicial or Royal Commission, any other prescribed authority, or an entity declared under the regulations of the Territory Records Act 2002 to be an agency.

Appraisal


The process of evaluating business activities to:

  • determine which records need to be captured;

  • determine how long the records need to be kept to meet business needs; and

  • meet the requirements of organisational accountability and community expectations.

Business Classification Scheme


A hierarchical scheme for identifying and defining the functions, activities and transactions an agency performs in the conduct of its business, and the relationships between them.

Principal Officer


The Chief Executive of an administrative unit, or its equivalent in other types of agencies.

Records


Information created, received, and maintained as evidence and information by an organisation or person, in pursuance of legal obligations or in the transition of business. This recorded information must be maintained or managed by the agency to provide evidence of their business activities. Records can be in written, electronic or any other form.

Records of an Agency


Records, in writing, electronic or any other form, under the control of an agency or to which it is entitled to control, kept as a record of its activities, whether it was created or received by the agency.



Records Disposal Schedule


A document approved by the Director of Territory Records, which sets out the types of records an agency must make and how long they must be kept.

Records Management Program


A document that complies with Section 16 of the Territory Records Act 2002 by setting out the means by which an agency will manage its records, and is approved by the agency's Principal Officer.

Recordkeeping Systems


Information systems that capture, maintain and provide access to records over time. While the term is often associated with computer software, Recordkeeping Systems also encompass policies, procedures, practices and resources that are applied within an agency to ensure that full and accurate records of business activity are made and kept.

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