1 Policy Statement

As a public authority, USQ is required under the Queensland Government initiative, the ‘Whole-of-Government Recordkeeping Framework’, http://www.archives.qld.gov.au/ to comply with:

• Public Records Act 2002

• Information Standard 40: Recordkeeping (IS40)

• Additional policies and guidelines are available through the Queensland State Archives (QSA) website:

• Recommended reading is the Best Practice Guide to Recordkeeping.

2 Principles

1. The University of Southern Queensland will ensure the consistent and effective disposal of ‘public records’ held by, or under the control of USQ, in accordance with appropriate Government legislative requirements.

2. USQ will adopt the relevant Disposal Schedule or Disposal Authority, as approved by the Queensland State Archivist.

3. USQ will maintain a Records Disposal Register for the purpose of recording all authorised disposals of ‘public records’.

4. USQ will promote ‘best practice’ recordkeeping associated with authorised disposals of ‘public records’, and will provide appropriate information, guidelines and training of relevant staff.

3 Procedures

1. 1All ‘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. 2USQ staff, including contractors, will be held responsible and accountable for the appropriate maintenance, storage and disposal of USQ records.

3. 3USQ staff, including contractors, are not authorised to destroy USQ records other than in accordance with an approved Disposal Schedule or Disposal Authority, approved by the Queensland State Archivist. (refer s8 and s13 Public Records Act 2002).

4. 4The USQ Recordkeeping Working Party is responsible for providing oversight of the Recordkeeping Information Standards IS40 implementation strategies adopted by USQ (refer USQ Recordkeeping Implementation Project).

5. The Manager Corporate Records, through the USQ Recordkeeping Working Party, is responsible for developing a corporate approach to the implementation of recordkeeping policies and procedures to ensure a coordinated and consistent application of recordkeeping strategies for all USQ ‘public records’.

6. All faculties/sections will use the approved Disposal Schedule or Disposal Authority (below) for the purpose of appraisal and sentencing of USQ records.

   Generic records (held by most Qld Government departments and agencies) refer to:

   General Retention and Disposal Schedule for Administrative Records (V2.1)

   Core business records (held by Queensland universities) refer to:

   General Retention and Disposal Schedule for Queensland Universities

7. Matters requiring interpretation of the approved Disposal Schedule or Disposal Authority will be referred to the Manager Corporate Records for investigation and advice. Unresolved issues will be referred to Queensland State Archives for authoritative advice prior to disposal decisions or actions by USQ staff.

8. As a minimum requirement, all faculties/sections will conduct an annual cull of aged records using the approved Disposal Schedule or Disposal Authority.

9. All such approved disposals will be recorded in a Records Disposal Register and maintained, in both electronic and hard-print format, within faculties/sections (form located at end of this document).

10. The Records Disposal Register will be made available, upon request, to the Manager Corporate Records for the purposes of satisfying recordkeeping and Right to Information Act 2009 (Qld) compliance issues.

11. All approved disposals of hard print records will be placed in available secured ‘wheelie-bins’ for collection by the USQ appointed service provider.

12. Collection of large consignments of approved disposals, unsuitable for placement in the secured bins, will require coordination through Corporate Records using the USQ appointed service provider.

4 Definitions

The publication, ‘Glossary of Archival and Recordkeeping Terms’, issued by Queensland State Archives (QSA).

5 Other Policy Information