Where an agency has lost or misplaced an information assets on loan they are required to explain that they have destroyed or abandoned an information asset without State Records or Council approval by submitting a brief to:

• Director of State Records and
• State Records Council

The brief must include:

• a description of the record
• who in the agency loaned the information assets and for what purpose
• steps taken to locate the record
• an outline of the processes put in place to appropriately track information assets on loan