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Recording GovernmentTemporary RecordsOn This Page
Management of temporary value recordsAll agencies of the Government of South Australia, as defined by the State Records Act, 1997, are responsible for the management of temporary value records, within the policy and standards framework established and monitored, in partnership with agencies, by State Records of South Australia. State Records has implemented the following strategies to support agencies in the management of temporary value records:
Standard and guidelines for temporary recordsState Records' mandatory principles and associated benchmarks governing the management and storage of South Australian official records of temporary value with approved service providers are outlined in the Management and Storage of Temporary Value Records with an Approved Service Provider (ASP) Standard, the supporting Guideline, and the ASPL User Guide for Agencies. The Standard, Guideline and User Guide cover temporary records of all hard-copy record formats (e.g. paper, tapes, disks) but exclude the management and storage of electronic records. The principles and benchmarks in these documents are to be adhered to when temporary value records are transferred to an ASP. All agencies are responsible for their own temporary value records and, when considering a storage provider, can select from a company listed on the Approved Servicer Providers List (ASPL). 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).
Records sentenced prior to secondary storagePrior to being transferred to an ASP, records need to be sentenced using an approved schedule, either a General Disposal Schedule (GDS) or an Agency Records Disposal Schedule (RDS). Sentencing will identify the records as being of either temporary or permanent value. Agencies cannot transfer unsentenced records to ASP without first seeking a formal exemption from State Records. Such exemptions will only be granted on a case-by-case basis.
Approved service providers for temporary recordsState 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 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:
All agencies are responsible for their own temporary value records and can select from an Approved Service Provider (ASP). Information for agencies about accessing the services of the companies on the ASPL is documented below in the ASPL User Guide. Agencies considering secondary storage with a provider, other than a company on the ASPL, may be required to seek an approval by way of a written formal exemption from State Records. Such exemptions will only be granted on a case-by-case basis. For further information please contact Records Management Services. 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).
Transfer process for temporary value recordsOnce an agency has decided upon an ASP 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 a process description to outline the transfer process to an ASP. The process to transfer an agency's temporary value records to an ASP nominated site.
Onsite storage of temporary value recordsFor agencies wanting to store temporary records onsite, State Records requires that the following four key principles be met:
State Records has produced a recordkeeping advice sheet that details these principles and provides a checklist for onsite storage facilities and handling practices that must be met by an agency before seeking written approval to store temporary value records onsite. A recordkeeping advice sheet outlining the requirements and processes for agencies wanting to store temporary records onsite.
Reporting of temporary value records transferredSo that State Records can monitor the quantity and variety of records transferred to secondary storage, selected agencies need to produce an Annual Record Holdings Report. The report requires the following information:
Selected agencies will be required to produce a report. State Records will be contacting those agencies directly. Annual summaries of temporary records storage as at June 30th of a financial year will need to be submitted to State Records by 31 August of that year. For example, a report for 2010/11 would be undertaken by the agency on or near 30 June 2011 and submitted to State Records by 31 August 2011. Related Information:
Destruction process for temporary recordsApplying for 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. 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. Prior to the destruction of temporary value records, agencies are required to complete and sign the Intention to Destroy Records Report form and send it to Records Management Services. Agencies will then be advised by State Records when destruction of the temporary value records can occur. The only two exceptions are where records are being destroyed in accordance with Normal Administrative Practice (see General Disposal Schedule No. 15, 7th edition or General Disposal Schedule No. 20, 3rd edition) or under authority of General Disposal Schedule No. 15 (where the disposal action allows destruction 1 year or less after last action). All Agencies are required to complete and sign the Intention to Destroy Records Report form and send it to State Records, who will then advise when destruction of the temporary value records can occur. Related Information:
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ASPL User Guide for Agencies (95 KB PDF File)
Intention to Destroy Records Report (134 KB DOC File)
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