Archiving Files

PolicyArchiving of files complies with legislative requirements, and ensures that critical information is not destroyed.

DefinitionsActive records are those records in frequent use regardless of their date of creation. They are needed for current business relating to the administration of the Organisation. These records are normally maintained in office space and equipment for easy access.

Archiving is the process of transferring or moving inactive information, including records from an active system to a repository for longer-term storage, preservation and access.

Inactive records are those records not in current use. They may be transferred to intermediate storage, archival custody or destroyed in accordance with an approved retention and disposal schedule.

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Permanent records are records which cannot be destroyed and must be retained indefinitely, by the organisation or by a contracted records retention service.

Open access files are available to all employees.

Confidential files have restricted access to specific employees.

Procedure

Because BCCS receives some state funding, we will comply with the practices required of the State Records Authority of NSW.

To review current legislation State Records Act 1998., seek advice or further information about storage and disposal of public records staff should refer to the State Records website advice, at www.records.nsw.gov.au/recordkeeping/advice.

This provides guidelines for storing, transferring and disposing public records and covers areas such as:

  • Annual report
  • Bank accounts
  • Celebrations
  • Complaints
  • Policies
  • Publications
  • Reporting
  • Staff development
  • Workplace health and safety

General Retention and Disposal Schedule
Black Cockatoo Community Services
Type of record / Status / Disposal action
Records relating to the development of Strategic Plans / Temporary / Retain for three years after last action
Records relating to the development of Operational Plans / Temporary / Retain for three years after last action
Records relating to mail including registers, certified and hand-delivered mail, messages etc / Temporary / Retain for two years after last action
Records relating to loan, lease or hire of equipment to other agencies / Temporary / Retain for one years after return of equipment or in the case equipment not returned, 5 years after last action
General Ledgers or Cash Books / Temporary / Retain for 20 years from end of last financial year
Records relating to staff including recruitment, staff files, training records / Temporary / Retain for 20 years from end of last financial year
Records relating to audits that lead to major changes in policies, systems or procedures of the organisation. / Permanent / Retain Permanently
Records relating to any Child Protection issues / Permanent / Retain Permanently

Inactive records

  • Go through the organisation’s files and separate those records that are inactive as suggested in the General Retention and Disposal Schedule.
  • Every inactive file should be reviewed individually and given a disposal action from the General Retention and Disposal Schedule. This action should be recorded on the file and in the Records Storage and Disposal Register.
  • Put a date closed on each inactive file and record this date in the Records Storage and Disposal Register.
  • Transfer open access records which are inactive to inactive storage. Pack the files into numbered boxes and clearly label each box with the contents and date range of the records. Store the boxes in a clean, secure area.
  • Transfer confidential records which are inactive to the two bottom drawers in the Confidential filing cabinet.
  • Record the transfer of all records in the Records Storage and Disposal Register.
  • When the retention period specified by Retention and Disposal Schedule has passed, the Manager will authorise the destruction of open access records. Confidential records must be shredded.
  • Record the destruction of all records in the Records Storage and Disposal Register.

Permanent records

Retain permanent records for an indefinite period in the organisation or have them transferred to Queensland State Archives.

Related documents

Confidential File Register

Records Storage and Disposal Register

Black Cockatoo Community Services December 2015