to placing records in boxes. Records can be separated by using coloured paper or binding with string. Each form must be printed and placed inside the relevant box. Box Reference: Start with Box 1 then place a number 1 on the physical archive box, and also put Box 1 in the name of the electronic Archives form, for example: Box 1 Student Files – – Faculty/Department Archives Lodgement form – Assistance in completing the Archives Lodgement Form can be obtained by contacting Central Records. School/Department Central Records email address: Email Form Once the previous stage is finished, School/Department must Central Records email the completed Archives Lodgement Forms to Central Records, who will quality check the Archives Lodgement Form and arrange collection of boxes. Central Records Collection Central Records will collect the completed archive boxes from School/Department. Central Records Retention and Disposal Sentencing Central Records will determine the retention period of the records Authorities and Storage by applying sentencing procedures. Grace Records Management Upon completion of sentencing and lodging into ECM (Federation (Offsite secondary storage document management system), boxes University’s electronic provider) will be sent to offsite storage for their designated retention period. exaExample Archives Lodgement Form Central Records Use Only
to placing records in boxes. Records can be separated by using coloured paper or binding with string. Each form must be printed and placed inside the relevant box. Box Reference: Start with Box 1 then place a number 1 on the physical archive box, and also put Box 1 in the name of the electronic Archives form, for example: Box 1 – Student Files – Faculty/Department – Archives Lodgement form Assistance in completing the Archives Lodgement Form can be obtained by contacting Central Records. Email Form Once the previous stage is finished, School/Department must email the completed Archives Lodgement Forms to Central Records, who will quality check the Archives Lodgement Form and arrange collection of boxes. School/Department Central Records Central Records email address: Collection Central Records will collect the completed archive boxes from School/Department. Central Records Sentencing and Storage Central Records will determine the retention period of the records by applying sentencing procedures. Upon completion of sentencing and lodging into ECM (Federation University’s electronic document management system), boxes will be sent to offsite storage for their designated retention period. Central Records Retention and Disposal Authorities Grace Records Management (Offsite secondary storage provider) exaExample Archives Lodgement Form Central Records Use Only