Recordkeeping Manual - Other Media Records
- What is Meant by Other Media Recordkeeping?
- Storage of Various Media Types
- What goes on File?
- Access and Security
- Disposal of Other Media Records
- Contacts
1. What is Meant by Other Media?
Within the manual we have covered paper records and electronic records such as emails, websites and computer documents, but there exists other media in use across the University that may still be classified as university records. These consist of such things as compact discs, video tapes, video discs, DVD's, microfiche and microfilm, audio tapes, computer tapes, photographs and so on to name a few.
As with electronic records the medium to which a record is stored does not mean those records have to be retained or that they can be destroyed any differently than with the paper record.
Where the data on the media used is considered a university record as defined in Part 3 of this manual then those items are records and therefore need to be managed as records. Many records stored on such media as video, DVD or the like, especially photos, may not seem to fit within the definition of a university record, however in many cases these hold significant historical value to the university and should be protected from damage at all times.
2. Storage of Various Media Types
The storage of the various media types is obviously dependant on what the media is, staff should consult with the Records and Archives Office for specific media storage solutions to ensure that the records held on the various media types is preserved and any possible damage that could be caused is minimised.
To ensure that these record types are maintained staff are recommended to make second copies of such records and transfer that second copy to the Records and Archives Office for safe keeping, in which those records will be stored in suitable locations to ensure they are protected.
The media itself cannot be placed on file, basically because it's not paper and could get damaged if simply left in a paper based file. Staff should take a file note form and write down the description and particulars of the media and what is on that media and where it is stored, that file note should then be placed on the file. Then anyone looking for that item will be notified on file where the item is to retrieve it.
Again it is highly recommended in all cases that a second copy be made and transferred to the Records and Archives Office for safe keeping.
Access and security to all media used to store records should be safeguarded against possible damage, loss or simply over use. Duplicate copies should be used for general access and not the master copy, where the duplicate becomes damaged a new duplicate can be made from the master copy.
As with any records who can access the records and where, depends on what the records are, areas should establish as with other records, any security access restrictions on each record (media) and have that recorded within a register or file. Obviously as with any university records all records are subject to the Freedom of Information Act.
Access to the records by anyone should not be available, access should be monitored with a register of who has received any media item and when it was returned. Periodic reports and auditing of the items booked out should be conducted to ensure that the media has not been lost or damaged.
5. Disposal of Other Media Records
Disposal of records held on such media is still dependant on the approved disposal authorities of the university and as such no records of the university can be destroyed unless in compliance to the University disposal authorities. As with other records, areas that have records due for disposal must submit a disposal list to the Records and Archives Office seeking approval before destruction commences. The Records and Archives Office will review those records listed and may decide to have some records transferred to the Records and Archives Office for preservation as historical records.
Once approval for destruction has been given, the records must be destroyed to ensure that none of the data on the media can be recovered by any means. In some cases this may involve the process of physically damaging the media itself to ensure no data can be retrieved. As with hard drives there may be methods to recover data if not securely destroyed.
Please contact your local IT Support Helpdesk for assistance.
The Records and Archives Office can be contacted during business hours in the following ways;
Telephone: 9266 7050
Facsimile: 9266 2255
Email: records@curtin.edu.au