Transferring records procedure

Intent

This procedure applies to the transfer of hard copy records, which are appraised as temporary or permanent value, to Secondary Storage or to Archival Custody respectively, in accordance with standards established by the Public Record Office Victoria (PROV).

Scope

This procedure relates to hard copy RMIT records created or managed by or on behalf of RMIT. This procedure applies to all RMIT operations including those of the RMIT Group, outsourced providers, offshore partners and any contractor or other body engaged by RMIT.

Includes student files.

Exclusions

Electronic records retention and transfer of electronic permanent records to the Public Record Office Victoria is managed by the University Secretariat. Contact the Manager, Records and Archives for advice.

Refer to the RMIT Business Applications Classification List for minimum retention decisions made at an application level.

Procedure

1. Transferring inactive records into Secondary Storage

Records can only be transferred to Secondary Storage or to RMIT Archives in consultation with the RMIT Archives.

1.1. Records to be transferred

The following records can only be stored in Secondary Storage or in RMIT Archives:

  • Records that are appraised as temporary value in accordance with the Record Retention and Disposal Procedure;
  • Records of permanent value to RMIT and/or the State of Victoria.

1.2. Method of transfer

When transferring RMIT records, the responsibility lies with the Agency or School identified as the custodian, in performing the necessary tasks outlined in the Preparing Records for Transfer Instruction.

Boxes used for the transfer of records must be either supplied, or agreed to, by the RMIT Archives.

1.3. Transfer of Custody to the RMIT Records Management and Archives group

Future decisions regarding the records arrangement and description, storage, conservation, access, display, and disposal, will be the responsibility of RMIT Records Management and Archives group.

Access to records in secondary storage will be processed in accordance with the Access to Archives Instruction.

2. Donation

The RMIT Archives may accept donations of records (including artefacts or ephemera) that have either archival or high evidential value from agencies, or individuals, closely associated with RMIT.

Donations of material will only be accepted if the prospect donor completes and signs the RMIT Archives Donor Agreement Form that transfers custody and ownership of the items to RMIT. The transfer of ownership can also assign copyright to RMIT.

Any costs involved in transferring donated records to the RMIT Archives will be negotiated between the donor and the Manager, Records and Archives.

Future decisions regarding the records arrangement and description, storage, conservation, access, display, and disposal, will be the responsibility of RMIT Archives.

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