1 Policy Statement

1. The University of Southern Queensland will ensure the consistent and effective disaster preparedness (disaster recovery) of hard copy ‘public records’ held by, or under the control of USQ, in accordance with the relevant Government legislative requirements.

2. USQ will adopt the Disaster Preparedness Plan and associated Check Lists and Action Sheets for Hard Copy Records held by Records & Archives Services as a template to assist USQ cost centres in the development of individual disaster plans.

3. USQ cost centres will develop individual disaster plans using the approved Disaster Preparedness Plan and supporting documents as the basis of final plans.

4. USQ will promote ‘best practice’ recordkeeping associated with the approved Disaster Preparedness Plan and will provide appropriate information, guidelines and training to relevant staff, as required. Principles

2 Procedures

1. All ‘public records’ held by USQ, or under the control of USQ staff, in pursuit of their official responsibilities are the property of USQ. (refer S9 Public Records Act 2002).

2. USQ staff, including contractors, will be held responsible and accountable for the appropriate maintenance, storage and disposal of USQ records, including disaster preparedness (disaster recovery).

3. USQ cost centres will be held responsible and accountable for the overall management and preservation of temporary and permanent status records (hard copy), either physically stored in, or under the control of, the cost centre. Cost Centres will ensure:

   • the development, as soon as practicable, of an individual Disaster Preparedness Plan and associated Checklists and Action Sheets, using the approved template;

   • that relevant staff with responsibilities for execution of the plan are made fully aware of those responsibilities and are capable of carrying them out;

   • that the Disaster Response Team meets at least once every 12 months to:

     • review their roles and responsibilities;

     • test and review the Action Sheets for potential disasters resulting in fire and water damaged material;

     • review the contents and location of the Disaster Bin;

     • review the circulation and location of the Disaster Preparedness Plan, Checklists (including Telephone Trees) and Action Sheets, for safe custody and quick retrieval.

4. All cost centres will, for the purposes of disaster preparedness (disaster recovery), maintain an up-to-date and relevant Disaster Preparedness Plan and associated Check Lists and Action Sheets for hard copy records.

5. Matters requiring clarification will be referred to the Manager Corporate Records for investigation and advice. Unresolved issues will be referred to the Recordkeeping Working Party for appropriate advice.

3 Amendment History

4 Other Policy Information