The term 'archives' traditionally refers to records that have been appraised as having continuing value, but are no longer required for current use and so have been selected for permanent preservation.
The term is more widely used in the general UTS community to also include records that are not permanent, but are required to be retained for a specified period of time before they can be destroyed.
The following procedures will assist staff with archiving records:
- How long should records be kept?
- Local storage of archived records
- Transferring records to UTS Archives
- Retrieving records from UTS Archives
At UTS, areas should undertake an appraisal of the records across their offices on a yearly or two-yearly basis. This process involves determining which files are no longer actively used within the area, and organising their local archival storage, secondary storage, or destruction, depending on retention requirements.
Undertaking this process periodically:
- reduces retrieval time when locating files by reducing the volume of files in the current system
- makes the task of archiving and disposal more efficient by reducing backlog and resource requirements
- allows an area to better manage space.
Records should not be dumped in storerooms without being managed appropriately. 'Out of sight' 'out of mind' is not an acceptable approach to records management. It leads to:
- vast backlogs of records no-one knows about, some of which may be important
- poor storage conditions
- increased storage requirements, and
- increased resource expenditure when the storerooms need to be cleaned out.