Each year the Tasmanian Archives & Heritage Office (TAHO) requests copies of the University’s Registers of Records Destroyed (RRDs) as part of its annual audit. This audit is central to the accountability process built into the disposal schedule procedures and is a legal requirement. Each business area is responsible for maintaining their own Registers and providing a copy to the Records Management Unit (RMU) for reporting purposes. If you have not already forwarded your business unit’s 2010 return to the Records Management Unit, please do so by the 13th of May 2011.
If you have not disposed of any scheduled records since your last return, please list nil return on the form and submit it as usual. If you have already submitted one or more Registers of Records Destroyed as part of a disposal project, there is no need to resubmit these but you will still need to submit an RRD for 2010 covering any other records you destroyed. Please remember to list the business unit’s name in the space provided at the top of the form, provide meaningful descriptions that can be readily understood outside your business area and avoid using acronyms and abbreviations. This will reduce the likelihood that you will be asked to resubmit an amended Register.
Please note that the Register of Records Destroyed form and associated Information Sheet (describing how to complete and submit the form) have been updated since last year to reflect a change in the submission procedures: we now require that draft Registers of Records Destroyed are submitted to the Records Management Unit prior to the destruction of any records. This change was implemented due to the discovery of problems with some of the RRDs submitted last year only after the records concerned had already been destroyed. If you were unaware of the change and have already destroyed records under the old procedures, you may still submit the old form for the 2010-2011 audit but you must use the new form and disposal procedures from this point on.
If you are submitting a nil return, the only signature required is that of the head of the business unit (e.g. head of school). There is no need to obtain the authorisation of the Records Management Unit or sign the Certification of Destruction unless you are actually destroying records. Note that this only applies in the case of nil returns.
Registers can be submitted to RMU.Staff@utas.edu.au or mailed to the Records Management Unit, Private Bag 69. If you have any questions, please contact our Disposal and Training Officer at George.Phillips@utas.edu.au or extension 1894.
Authorised by the Chief Information Officer
15 April, 2011