Archiving Procedures and Costs
The University stores its archives off-site with an external records
management company, Recall. This facilitates secure storage and enables
efficient retrieval. Please note that before you may archive any material it
will need to be clearly listed, boxed and recorded on the Universitys
records management database.
The arrangement for archiving material for the University is that the
Records Management cost centre pays the ongoing storage costs based on a
weekly fee per box or per file. The balance is that the Universitys Records
Manager, gets to decide what is kept, based upon a range of legislative
requirements and historical imperatives. Our office also manages access to
this University collection, based on a clear understanding of which work
group created, may access, and authorise destruction of the records.
Material stored off-site can be retrieved within a day, when requested by an
authorised person. It also improves both the findability and the security
of the records.
There is an upfront cost to getting the material organised and indexed to
enable easy location. We recommend this effort occurs, whether the area
chooses to store locally or off-site.
There is a choice in the method for getting material added to the archive
storage:
Option One
Your work group acquires the software application and uses it to record the
details so that the material can be archived. Before material can be sent
off to off-site storage for archiving, there are a few things that need to
be done.
- Records will need to be assessed by the Records Manager to determine whether records need to be retained.
- The material needs to be packed in Type 1 archive boxes that we provide to you.
- The details of the records need to be entered on the University's records management software, FileMaster. We provide the installation, licence, training and instructions for free. Installation/training usually takes about 30 minutes.
- Once the boxes have been packed and entered onto the system, we send you barcode labels to stick on the boxes and organize for a courier to collect them.
- Your cost centre pays the initial $5 per box to add each item to the Recall inventory.
Option Two
Uses the Records Management teams help for a price which includes;
- Records assessment carried out by the Records Manager to determine which records need to be retained
- File preparation, record assessment, re-boxing and data entry onto the Universitys records management software, FileMaster, is undertaken by Records Management staff at your location.
Your cost centre pays the cost calculated on the time taken to process a
box at $35 per hour (cover staff costs), plus $5 per box to add to Recall
inventory. For example, 60mins X $35 plus 5 = $40 per box. The group will
only be charged for the actual number of boxes archived. Please note there
is no capacity for the Records Management team to accept boxes into our
office for processing there is simply not enough room.
The Records Management cost centre pays the ongoing costs to retain the
archives for the University.
Archive Boxes
We provide the Type 1 archiving boxes at a cost of $1.50 per box. We
organise delivery. Requests for boxes are made via email and the information
we require is:
- Location
- Number of boxes
- Cost centre code
Access to Records Management Database - FileMaster
Access to FileMaster is managed by Douglas Pitt. The program is easy to use
and our team provides training and notes. Installation and training usually
takes about 30-40 minutes. All items to be archived need to be listed on the
database with sufficient information to facilitate retrieval by staff in the
University, not necessarily just the person who has entered the data.
Requests for access need to be sent to Cathy via email.
Groups across the University use FileMaster according to their level of
records management needs. Some groups use it effectively for their current
filing, whereas other groups use it exclusively for archiving.
Retrieval
Most deliveries from the archives are done by box. To retrieve an item from
storage, you just need to send the Records Management team an email stating
which box you need. The turnaround time is about 1 day plus the time taken
to deliver through the internal mail system. We are able to retrieve items
urgently, however, this incurs a cost, as charges are higher.
Contact Information
Records Management, Chancellery
University of South Australia
RR 3-09, City West Campus
Douglas Pitt
Ph: (08) 8302 5598
Email:
douglas.pitt@unisa.edu.au