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Information about State Records Freedom of Information (FOI) General Awareness course during October and November 2008. FOI General Awareness Courses 2008
Details about Certificate III and Certificate IV in Recordkeeping in 2009 and the new alternative to traditional face-to-face delivery of studying via correspondence. Certificate III and IV in Recordkeeping in 2009
Publicising the Christmas and New Year opening hours for State Records City and Gepps Cross Research Centres. Christmas 2008 Research Centre Hours
State Records Council has approved the permanent retention of all pre-1901 official records. Pre-1901 Records Made Permanent
State Records has recently updated the Adequate Records Management Standard and South Australian Recordkeeping Metadata Standard and created the Contracting and Official Records Standard. Across-Government Standards for Record Management
News item re change to October 2008 Research Centre opening hours at Gepps Cross. Change to October 2008 Sunday Opening Hours
Freedom of Information (FOI) training courses being conducted for public sector employees in September and October 2008. FOI Training Courses - September/October 2008
News item to announce that State Records has updated its Authorised Agency Retrieval Request Form. Agency Retrieval Request Form Updated
To promotes the availability of Freedom of Information (FOI) Induction Training as an on-line module via ERNI, State Records E-Resource Network Initiative. Freedom of Information (ERNI) Induction Training
Notifying agencies that May 2007 version of the guideline for agencies making public access determinations for official records which they control is now available. Public Access Determination Guideline for Agencies
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Temporary Records

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Management of Temporary Value Records

All Agencies of the Government of South Australia, as defined by the State Records Act, 1997, are responsible for the management of temporary value records. Management of the records is conducted within a policy and standards framework established and monitored by State Records of South Australia in partnership with Agencies.

State Records has implemented the following strategies to support Agencies in the management of temporary value records:

  • established standards and guidelines for the management and storage of temporary value records
  • established an Approved Service Provider List (ASPL) for storage, retrieval and destruction of temporary value records
  • contracted to AUSDOC Information Management the storage, retrieval, and destruction of the temporary value records previously held by State Records on behalf of Agencies. If this applies to your Agency, please contact AUSDOC for information on your temporary value records
  • produced a flowchart for determining what options are available to Agencies for the management and storage of temporary value records
  • produced process descriptions to cover the transfer and destruction of temporary value records for each option.

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Standard and Guidelines for Temporary Records

State Records' principles and standards governing the management and storage of South Australian official records of temporary value are outlined in the following Standard and Guidelines:

  • Standard for the Management of Temporary Records
  • Guidelines for the Management of Temporary Records.

The principles and standards in these documents are to be adhered to, whether the temporary value records are stored:

  • on-site within Agency premises
  • off-site in Agency facilities (either owned or leased)
  • off-site on the premises of an Approved Service Provider (ASP).

The Standards and Guidelines cover all types of hard-copy record formats (e.g. paper, tapes, disks) but exclude the storage of electronic records.

State Records is no longer in the business of temporary records. All agencies are now responsible for their own temporary records within a policy and standards framework established and monitored by State Records. This is the standard to be followed.application/pdf - State Records is no longer in the business of temporary record Standard for the Management of Temporary Records (154 KB PDF File)
All agencies are now responsible for their own temporary records within a policy and standards framework established and monitored by State Records. This guideline covers the process for managing temporary records.application/pdf - All agencies are now responsible for their own temporary recor Guidelines for the Management of Temporary Records (212 KB PDF File)


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Approved Service Providers for Temporary Records

State Records has established an Approved Service Providers List (ASPL) for the storage, retrieval and destruction of official records of temporary value.

The companies on the ASPL have demonstrated the capability to provide storage, retrieval and destruction services for temporary value records services to the standards specified by State Records. The companies have entered into a Deed that establishes the legal framework for the provision of such services.

Service providers who have been approved are:

Information for Agencies about accessing the services of the companies on the ASPL is documented below.

All agencies are responsible for their own temporary value records and can select from an accredited service provider. This is a User Guide for using a company on the Approved Service Providers List (ASPL).application/pdf - All agencies are responsible for their own temporary value rec ASPL User Guide for Agencies (122 KB PDF File)


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Secondary Storage Options for Temporary Records

Storage and Management

A number of options are available to Agencies for the secondary storage of their temporary value records. These options are:

  • on-site within Agency premises
  • off-site in Agency facilities (either owned or leased)
  • off-site on the premises of an Approved Service Provider (ASP).

To assist in the decision making process, State Records has produced the flowchart (Secondary Storage Options For Temporary Value Records) below. By clicking on the boxes in the flowchart, there is a help commentary to further assist you.


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Transfer Process for Temporary Value Records

Transfer Process

Once the Agency has decided which option to select for the storage and management of temporary value records, the process to transfer the temporary records to a storage site is undertaken.

State Records has produced process descriptions and flowcharts to outline the transfer process to either an ASP site or an exempted Agency site.

The process to transfer an agency's temporary value records to an ASP nominated site.application/pdf - The process to transfer an agencys temporary value records to  Transferring Temporary Records to an ASP (83 KB PDF File)
Flowchart to describe the process to transfer agency temporary records to an ASP site.application/pdf - Flowchart to describe the process to transfer agency temporary Transfer Temporary Records to an ASP Site (25 KB PDF File)
Process to transfer an agency's temporary records to an exempted agency site after approval by State Records.application/pdf - Process to transfer an agencys temporary records to an exempte Transfer Temporary Records to Exempted Agency Site (61 KB PDF File)
A flowchart outlining the transfer process for temporary records to be stored at an exempted agency site after approval by State Recordsapplication/pdf - A flowchart outlining the transfer process for temporary recor Transfer Temporary Records to Exempted Agency Site (24 KB PDF File)


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Reporting of Temporary Value Records Transferred

So that State Records can monitor the quantity and variety of records transferred to secondary storage, agencies need to produce Annual Temporary Records Storage Report Forms. This requirement applies to temporary records that have been moved to an ASP storage site or to an Agency's own temporary records storage site.

The form requires the following information:

  • agency name and contact officer
  • number of transfers for the year
  • number of record series transferred for the year
  • number of consignments transferred for the year
  • physical quantity (in metres) of records transferred for the year
  • physical quantity (in metres) of records destroyed for the year
  • name of ASP's used
  • copy of destruction certificates.

Annual Summaries of Temporary Records Storage up to April 30th of a year will be collected from each Agency as part of the records management audit's evidentiary collection process. All Agencies with Temporary Record holdings will need to have completed a report in time for a scheduled audit.

Related Information:


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Destruction Process for Temporary Records

Applying for Destruction of Temporary Value Records

All temporary value records that have been transferred to a site for long term storage and management, will have been sentenced against a Disposal Schedule approved by the State Records Council. This will have set a date after which these temporary value records can be destroyed. Records that have been sentenced as permanent records will have been transferred to the custody of State Records.

State Records requires that all Agencies make an application before destroying records that have been moved to temporary records storage. This requirement applies to temporary records that have been moved to an ASP storage site or to an Agency's own temporary records storage site.

If this application is rejected, the temporary value records may not be destroyed.

The application form below needs to be completed and returned to State Records before destruction of temporary value records.

Before an Agency can destroy temporary records, they need to complete the Intention to Destroy Records Report.application/msword - Before an Agency can destroy temporary records, they need t Intention to Destroy Records Report (113 KB DOC File)
Form to request approval to destroy temporary value records via an Intention to Destroy Records Report.application/pdf - Form to request approval to destroy temporary value records vi Intention to Destroy Records Report (102 KB PDF File)

Related Information:


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Destruction of Temporary Value Records

Temporary value records do not have enduring (or archival) value and may be destroyed at the end of a retention period approved by the State Records Council.

State Records has produced process descriptions and flowcharts outlining the processes involved in the destruction of temporary value records.

The process to follow to allow the destruction of temporary records held at an ASP site.application/pdf - The process to follow to allow the destruction of temporary re Destruction Temporary Records Stored with an ASP (65 KB PDF File)
Flowchart of process to destroy temporary records held at an ASP site.application/pdf - Flowchart of process to destroy temporary records held at an A To Destroy Temporary Records at an ASP Site (27 KB PDF File)
Process to destroy temporary records held at approved agency site.application/pdf - Process to destroy temporary records held at approved agency s To Destroy Temporary Records at an Agency Site (51 KB PDF File)
Flowchart outlining process to destroy temporary records held at approved agency site.application/pdf - Flowchart outlining process to destroy temporary records held  To Destroy Temporary Records at an Agency Site (24 KB PDF File)


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