It is a University requirement that all official files, including individual parts or volumes of files, are registered in your area's records database template. These entries must be consistent, accurate and up to date to facilitate the efficient management of the records.
The following table lists each field, and how and when it is to be filled in, for the standard official file. (Excel and File Maker Pro users should refer to specific instructions on Structure of the records database templates; TRIM users, refer to Using TRIM.)
Note: The entries in this table are listed according to the order of the standard records database template entry screen.
| Field | What to enter into this field | When to fill in this field |
|---|---|---|
| File Number | For a new file: enter your three-letter alpha-code, followed by the year, followed by the next consecutive number from your database (e.g. ABC04/00321). Numbering should begin again at '1' at the beginning of the year (e.g. ABC05/00001).
For a new part of an existing file: copy the same number as the previous part. |
MANDATORY: Must be filled in at the initial registration of the file. |
| Part | For a new file: This can be left blank initially. If only one part is ever created, no entry is required. If a part is created, enter 01 in this field for the first part.
For a new part or an existing file: enter 02 or 03, etc., depending on the next consecutive part number. |
MANDATORY: Only required if a file has more than one part. Must be filled in for all parts during the registration of a new part. |
| File Title | For a new file: enter the file title worked out from the File Classification System. Separate keywords and descriptors by entering a hyphen with a space on either side (e.g. Committees – Appeals). This makes reading the title easier.
For a new part or an existing file: enter the same title as for the previous part. |
MANDATORY: Must be filled in at the initial registration of the file. |
| Related To | If the file is related to a similar file, put that file's number in this field, including the part number (e.g. ABC05/00001-01). You may also use this field to relate the file to the corresponding vital record number if the file deals with the development of a contract, etc. | OPTIONAL: This field allows you to relate similar records to make access to related information easier. It is up to the user to ensure like records are related. |
| Notes | This is a free text field. Enter in any information you believe is required to assist in describing the file, further to the other fields. This may include who can access the file if it is confidential. | OPTIONAL: This field may be left blank. |
| Date Created | Enter the date of the earliest documentation on the file. The date should be entered in the following format: DD/MM/YYYY (e.g. 25/11/2004). | MANDATORY: Must be filled in at the initial registration of the file. |
| Date Registered | Enter the date the file is being registered into the Database. The date should be entered in the following format: DD/MM/YYYY (e.g. 25/11/2004). | MANDATORY: Must be filled in at the initial registration of the file. |
| Date Closed | Enter the date of the latest documentation on the file or the date of the last action, whichever is the latest. The date should be entered in the following format: DD/MM/YYYY (e.g. 24/11/2005). | MANDATORY: This field is normally filled in when a file is identified as closed, usually:
when a new part is created, or at the time of archiving. |
| Security Classification | This field determines the access to the file. Enter the appropriate security level, for example:
unclassified (no extra security required) confidential. If a file is considered confidential, etc., note in the Notes field who can access or provide access to the file. |
MANDATORY: Must be filled in at the initial registration of the file.
The security classification of a file can be changed if the contents of a file change over time. |
| Current Location or Assignee | This field name can differ depending on what system is in use.
Enter the full name of the person who currently has the file. If the file is with a unit, for example, it is stored centrally in your area or with archives, etc., use the unit name. If a file is destroyed, mark the current location as destroyed. |
MANDATORY: Must be filled in at the initial registration of the file.
Must also be updated if the file moves (unless the area has another approved method of recording this information). |
| Owner Location | Enter the name of the area that requested the file be created. This information will assist in future archiving and destruction activities.
(Note: Not all templates have this field. If your template is for recording files of your area only, the template itself specifies the Owner Location. However, if your template also records files for other areas, or you share a template across functional areas, then you will need an Owner Location field). |
MANDATORY: Must be filled in at the initial registration of the file. |
| Home Location | Enter the name of the person or area where the file is kept when not in use (e.g. compactus room, etc.). If a file is destroyed, mark the Home Location as destroyed. | MANDATORY: Must be filled in at the initial registration of the file. |
| Box Number | Enter the number of the box this file was placed in when archived. Each area can create their own initial box numbering pattern. Don't use the same number twice. If archives are sent to University Records for secondary storage, they will be allocated a central number.
If a file is never boxed for archiving, this field is to be left blank. |
MANDATORY: Only required if a file is boxed for archiving. Must be changed if the file is moved to a different box.
(Note: This will enable archive box lists to be generated from the template, rather than manual lists being generated). |
| Enclosed | Enter either YES or NO, depending on whether the file is in a box or not.
(Note: This information is necessary for when the template is imported into an enterprise-wide system.) |
MANDATORY: Only required if a file is boxed for archiving. |
| GDA Retention Period | Enter the timeframe for retention of the file, according to the General Disposal Authorities. For example, seven years, permanent, etc. | MANDATORY: Only if the area has assessed their records against the GDA for future archiving and destruction activities. |
| GDA Schedule Number | Enter the reference number from the General Disposal Authority this file falls under (e.g. GDA02-31.13.03). | MANDATORY: Only if the area has assessed their records against the GDA for future archiving or destruction activities. Can be entered at the file creation stage to assist in determining how files should be set up. |
| Date of Disposal | Enter the date the file will be ready for destruction. This will be determined by the 'Date Closed' and the 'GDA Retention Period'. The date should be entered in the following format: DD/MM/YYYY (e.g. 25/11/2004). | MANDATORY: Only where details are entered into the GDA Retention Period and GDA Schedule Number fields. Can not be filled in until the file is closed. |
For more information about updating your records database template, contact your Records Advisor.
