Storage of temporary records
Temporary records should be stored in your systems and/or office until they are time expired, then they can be destroyed.
Other disposal actions
Retaining and storing your records is one key disposal action for University records. Depending on the type of records you manage, you may also need to destroy or transfer records.
Storing digital records
Managed digital records
Managed records, that is, digital records which are appropriately stored within Content Manager, the University’s enterprise recordkeeping system, or within a Records Managed SharePoint (RMSP) site will already have been assigned the required retention period as outlined in the University Records Retention and Disposal Authority (RDA).
You will not need to concern yourself with the retention and storage of digital records held in these systems.
Unmanaged digital records
Unmanaged records, that is, records which are stored without records management controls in shared/network drives or non-RMSP sites, will not have automated records retention in place.
You will need to manually review records to assess whether the records have been kept for their required retention period as outlined in the University Records RDA. When the destruction year has been reached, then the records will be eligible for deletion. See Destruction of temporary records.
Important: Digital records classed as permanent in the University RDA must be transferred to Records & Information (R&I) once business use concludes. See Transfer of permanent records.
Storing hardcopy records
On campus storage
On campus storage options are determined by whether the records have been managed in the University's recordkeeping system – Content Manager.
Records not registered in Content Manager - store in work unit
We do not provide on campus storage for hardcopy temporary records which:
- Are not registered in Content Manager
- Work units no longer have a business need for but are awaiting the expiration of the required retention period
Work units should:
- Pack the records into boxes
- Complete a Box Listing for each box of records and place a printed copy of the listing inside the box.
- Clearly label each box with the destruction date. Destruction dates are the date when records can be legally destroyed according to the University Records RDA. (To calculate the Destruction Date, add the End Date of the latest record in the box, to the retention period specified in the RDA, then round up to 1 January of the following year).
- Store the records in available areas within the unit until they are time-expired.
- When the destruction year has been reached, complete the process for destroying hardcopy records. See Destruction of temporary records.
Records registered in Content Manager - store in R&I storage location
We have on campus storage available for hardcopy records that are registered and managed in Content Manager.
Our storage locations are within the following buildings at the Parkville campus: Alan Gilbert, Raymond Priestley and Wilson Hall.
Note: Where local storage is unavailable, we will help arrange for you to store the records with our secondary storage provider – Grace Records Management.
Preparing hardcopy records for storage
Follow these steps for preparing temporary hardcopy records for either:
- Off campus storage at Grace Records Management
- Storage at one of our Parkville campus locations
- Contact us so that a member of our team can be assigned to work with you: firstname.lastname@example.org. We will provide guidance throughout the preparation process.
- Purchase appropriate boxes. (We can suggest strong and durable boxes, if required).
- Pack the boxes so that records with the same/similar destruction dates are together. (To calculate the Destruction Date, add the End Date of the latest record in the box, to the retention period specified in the RDA, then round up to 1 January of the following year).
- Using the Records Listing template, complete a list of the records contained in each box, including the disposal class applicable to each record.
- Write the box number (eg, '2021/1BOX1') on the box with a dark coloured marker:
- Optional step, for records going to Grace – affix barcode labels to each box and enter the barcode numbers in the Records Listing. (We will arrange for the labels to be delivered to you)
- Optional step, we may arrange a site visit to inspect that the records have been prepared and packed appropriately.
- Move boxes to appropriate pick up location. (We will arrange for the boxes to be collected).
- When the destruction year has been reached, work with us to complete the process for destroying hardcopy records. See Destruction of temporary records.
Important: Hardcopy records classed as permanent in the University RDA must be transferred to R&I once business use concludes. See Transfer of permanent records.