Later this year, Financial Services Hobart are to commence a major disposal project of financial records that are currently located in their inactive storage area on the Sandy Bay Campus. This storage area has a number of issues including an assortment of overhead pipes (water, steam, sewerage) that exposes these records to the risk of loss if the pipes are inadvertently damaged.
Financial Services have proactively put in place a more compliant solution that provides an efficient and cost effective method of maintaining their inactive records.
Over 800 boxes plus an assortment of miscellaneous inactive records are due for appraisal to be either destroyed or transferred. It is estimated that over 2/3rds of the records held in this area are overdue for destruction. The small amount of records that require further retention are to be relocated to offsite commercial storage facilities until they can be destroyed in accordance with the General Disposal Schedule 2157. On transfer to these facilities the destruction date is identified and processes put in place so that these records are destroyed in a timely manner.
With the use of offsite commercial storage providers in the future, Financial Services simply list what records are contained in the box before transferring, identify their retention requirements and list the destruction date and the commercial providers do the rest for a relatively small cost.
If you have any question relating to this project please contact Cathy Fyfe, Manager Records & Information.
Authorised by the Chief Information Officer
26 May, 2010