Elements and Performance Criteria
- Conduct a records survey
- Plan a records survey to identify records and formats for disposal
- Inform users of the business or records system of the need for their participation to identify and assess records and formats for disposal
- Gather required data about records in accordance with the predetermined methodology and user requirements
- Assess records to determine disposal status
- Present findings of survey to inform users of proposed disposal processes and requirements
- Undertake quality control measures in accordance with organisational procedures, to ensure consistency in determining disposal status and retention periods
- Undertake disposal actions
- Seek approval from appropriate individual/body for disposal actions
- Destroy records which are no longer required for any purpose, in accordance with approval and organisational procedures
- Store records which need to be kept for a further period, in accordance with legal obligations and organisational records storage requirements
- Store original vital records, and copies of vital records where applicable, in accordance with organisational procedures and vital records strategy
- Record and authorise all disposal actions in accordance with legal obligations, organisational procedures and business or records system rules
- Maintain control of records
- Prepare disposal documentation by recording the unique identifiers of the records to be disposed of in a form compliant with organisational rules and procedures for the transfer of custody, ownership and/or responsibility, or destruction of records
- Prepare records for transfer in accordance with storage medium requirements
- Retain identifying documentation for transfer as part of organisational records and forward a copy to the recipient
- Document transit locations for records to be moved in the location control system, where applicable
- Maintain identifying documentation for destroyed records as part of organisation records where appropriate
- Transfer records
- Determine method, timeframe and personnel to undertake the movement in accordance with the organisational procedures and record requirements
- Document relocation of records in the location control system and other systems, in accordance with organisational procedures
- Complete and document the movement of records in accordance with the organisational procedures
- Obtain proof of receipt and forward to appropriate authority where it is required
- Destroy records
- Determine method, timeframe and personnel to undertake the destruction, in accordance with organisational procedures and record requirements
- Document destruction of records in the location control system and other systems, in accordance with organisational procedures
- Complete and document destruction of records in accordance with legal requirements and organisational procedures
- Destroy records under secure conditions