Archives Management
Records Management Services
How to Lodge an Archives Box – Faculties/Departments
This guideline provides an overview of the process Faculties/Departments must follow to lodge an archives box into Federation University’s official
archives. All steps in the process are manadatory.
The purpose of this process is to ensure University records are lodged into archives in a simple and consistent manner and that records are
correctly sentenced, thereby ensuring that the University retains and disposes of records in accordance with legislative requirements.
For further details of each section, please refer to Page 2 or contact Records Management Services by emailing centralrecords@ballarat.edu.au.
•Faculty/Departme
nt notify RMS by
email of records to
be archived and
request boxes
Materials
Supplied
•RMS provide boxes
and Archives
Lodgement Form
Notification
Sentencing &
Storage
Email Form
•Faculty/Departme
nt box records and
complete and print
Archives
Lodgement Form
Prepare Box &
Forms
•Faculty/Departme
nt email Archives
Lodgement Form
to RMS
•RMS quaility check
•RMS collect boxes
Collection
•RMS sentence and
store records in
accordance with
records
management
legislation
Warning – Uncontrolled when printed! The current version of this document is kept on the Federation University website.
Authorised by: University Registrar
Document Owner: Manager, Records, Archives and Policy Services
Page 1 of 4
CRICOS Provider Number – 00103D
Original Issue:
Current Version:
Review Date:
15/07/2014
07/05/2015
[XX/XX/XXXX]
Archives Management
Records Management Services
Stage
Description
Responsibility
Tools
Notification
 Faculty /Department email Records Management Services
(RMS) to advise there are records ready for archiving.
 Email must include a brief description of the records and the
number of boxes required.
 Faculties/Departments  Records Management Services
email address:
centralrecords@ballarat.edu.au
Materials
Supplied
 The notification will be acknowledged by RMS who will email the
Archives Lodgement Form to be completed for each box.
 RMS will deliver the required number of boxes to the
School/Department.
 Only RMS supplied boxes may be used for archiving.
 Records Management
Services
Prepare Box &
Forms
 Faculty /Department prepare the records for archiving using the
approved archive boxes only (as sent by RMS) and electronically
complete an Archives Lodgement Form for each box.
 Please remove all plastic pockets, binders and bulldog clips prior
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 calling extension 9847.
 Faculties/Departments  Approved Archive Boxes
 Archives Lodgement Form
Email Form
 Once the previous stage is finished, Faculty /Department must
email the completed Archives Lodgement Forms to RMS.
 RMS will quality check the Archives Lodgement Form and
arrange collection of boxes.
 Faculties/Departments  Records Management Services
email address:
 Records Management
centralrecords@ballarat.edu.au
Services
Collection
 RMS will collect the completed archive boxes from
 Records Management
Warning – Uncontrolled when printed! The current version of this document is kept on the Federation University website.
Authorised by: University Registrar
Document Owner: Manager, Records, Archives and Policy Services
Page 2 of 4
CRICOS Provider Number – 00103D
Original Issue:
Current Version:
Review Date:
15/07/2014
07/05/2015
[XX/XX/XXXX]
Archives Management
Records Management Services
Faculty/Department.
Sentencing &
Storage
Services
 RMS Officers will determine the retention period of the records by  Records Management
Services
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.
 Retention and Disposal
Authorities
 Grace Records Management
(Offsite secondary storage
provider)
Warning – Uncontrolled when printed! The current version of this document is kept on the Federation University website.
Authorised by: University Registrar
Document Owner: Manager, Records, Archives and Policy Services
Page 3 of 4
CRICOS Provider Number – 00103D
Original Issue:
Current Version:
Review Date:
15/07/2014
07/05/2015
[XX/XX/XXXX]
Archives Management
Records Management Services
exaExample Archives Lodgement Form
Records Management Use Only
Contact Name:
For Completion
Archive Box Number:
Department / School:
For Completion
Review Date:
Box Reference (i.e Box 1):
For Completion
Barcode Number:
Description
Student Files – Faculty/Department/Course
Student Name – Student Number
Date range of
records
Format of
records
2013
Hard Copy
Disposal
Authority
Reference
Records
Management
Use Only
Warning – Uncontrolled when printed! The current version of this document is kept on the Federation University website.
Authorised by: University Registrar
Document Owner: Manager, Records, Archives and Policy Services
Page 4 of 4
CRICOS Provider Number – 00103D
Original Issue:
Current Version:
Review Date:
15/07/2014
07/05/2015
[XX/XX/XXXX]