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					QASD PROCEDURE FOR ARCHIVING DOCUMENTATION
COMMITTEE ARCHIVING PROCEDURE.............................................................. 1
 Suggested List of Committee Documents ........................................................... 1
 Minor modifications ................................................................................................. 2
 External Examiner Files ......................................................................................... 2
 Summary 2010-2011 .............................................................................................. 3
 Filing documentation in MX125 ............................................................................. 3

ARCHIVING OF REVIEW AND RE/VALIDATION DOCUMENTATION ............ 4
 Suggested list of archive documentation ............................................................. 4
 Storing files in the MX125 Archive........................................................................ 4
 Storing files in the electronic archive.................................................................... 4

COMMITTEE ARCHIVING PROCEDURE

   Officers will build up, over the course of an academic year, a year’s worth of
    committee documentation (year 0). This is retained in MX207 in Officers’
    personal storage space.
   Officers will keep a full set of committee documentation for the previous academic
    year (year 1). This is also retained in MX207 in Officers’ personal storage space.
   Officers will archive the previous year’s documentation during the summer break,
    retaining documents as follows to build up an archive of years 2 – 6.

Suggested List of Committee Documents

ALL COMMITTEES
       Document                                     Retain in Archive                            Format
                                                          Box?
Confirmed minutes                                     Permanently                      Electronically on the
                                                                                      web* or hard in archive
                                                                                               box
Papers from other University                         For one full year                  Electronically (see
committees e.g. UQEC or                                                                       below)
Academic Board
Agenda (indexed or annotated)                         Permanently                              Hard
Evidence to close out actions                    At Officers’ discretion               Hard or electronic as
                                                    for 3 years, then                      appropriate
                                                        dispose of
Draft minutes                                    At Officers’ discretion                           Hard
                                                    for 3 years, then
                                                        dispose of
Hand-written notes                               At Officers’ discretion                           Hard
                                                    for 3 years, then
                                                        dispose of
Action checklist                                 At Officers’ discretion                           Hard
                                                    for 3 years, then
                                                        dispose of
All other papers                                 At Officers’ discretion               Hard or electronic as
                                                    for 3 years, then                      appropriate
                                                        dispose of
Attendance list                                             No


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Papers sent to other University    Retain for one full year,
committees e.g. External              then dispose of
Examiner nominations, once
approved, External Examiner
Summary Report and Annual
Monitoring Summary Report.
SQECs
Minor modifications*                         Yes                 Hard copy and/or
                                                               electronic (see below)
External Examiner grid              At Officers’ discretion             Hard
                                       for 3 years, then
                                           dispose of
EESC
Nominations for External            At Officers’ discretion             Hard
Examiners which were not               for 3 years, then
approved                                   dispose of

* The working copy for the web site is stored on the I: drive, both Word and pdf
versions are available there.

   Usually Officers will keep year 0 and 1 committee documentation in their personal
    storage area in MX207, but it is expected that older files will be stored in the bar
    coded boxes in the first floor archive room, MX125.
   During their period of responsibility for a particular committee an Officer may
    decide to keep additional documentation relating to an agenda item. For example
    there may be a contentious issue or they may have received a lot of post meeting
    enquiries, the Officer may wish to note on the papers why the documentation has
    been retained and recommend a longer than usual archiving period. This would
    aid any future Officers of this Committee.
   Officers should record what documentation has been retained in the archive and
    where it is stored. This can be done by annotating the agenda or converting the
    agenda into an index front sheet. If Officers choose to index their papers
    electronically, this allows other staff to search for materials more easily.

Minor modifications

   When a minor modifications grid has been ratified by UQEC, the grid and all the
    documentation relating to the modules listed on it should be filed in the bar coded
    boxes in MX125.
   Electronic copies of the minor modifications documentation should be stored in
    the validation folder on the i:drive. See Storing files in the electronic archive
    below.

External Examiner Files

   After EESC have approved external examiner nominations, a file is made for
    each external examiner. This file is used to store contracts, correspondence,
    reports, expenses information etc. for the lifetime of the examiner's tenure.
    These records will be stored in additional storage space in filing cabinets in
    MX207. At the end of contract periods, files will be moved to filing cabinets in
    MX125 and retained for a total of 10 years.


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Summary 2010-2011

   Year          Period covered                           Process
    0              2010-2011                       Collate during the year
    1              2009-2010               Retain full documentation for one year
    2              2008-2009            Retain agenda, minutes and action checklists,
                                        plus any other documentation at the Officers’
                                                          discretion
     3              2007-2008           Retain agenda, minutes and action checklists,
                                        plus any other documentation at the Officers’
                                                          discretion
    4               2006-2007           Retain agenda, minutes and action checklists
    5               2005-2006           Retain agenda, minutes and action checklists
    6               2004-2005           Retain agenda, minutes and action checklists
  Expired      2003-2004 and earlier                  Dispose of all files

Filing documentation in MX125

All documentation to be removed from or placed in MX125 needs to be co-ordinated
through Shaun Gurmin or Rachel Ford. This is because they are approved to work in
MX125 and is responsible for labelling the archive boxes and keeping the electronic
archiving system up to date.




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ARCHIVING OF REVIEW AND RE/VALIDATION DOCUMENTATION

When Officers are planning and undertaking reviews and re/validations, they will be
accruing documentation. Officers will need to have access to this material until such
a time as the AAR has been completed and ratified. This is stored in Officers’
personal storage space in MX207

Officers may decide to file approved module and pathway specifications in the R&V
archive as soon as they have been made available to Programmes. In this case,
they should arrange for the documentation to be put in MX125 labelled by AAR
number, but then proceed as below when the AAR is completed.

When the revalidation/validation is closed, the Officer circulates an approval memo
and makes the confirmed documentation available to Programmes via the electronic
archive. See Storing files in the electronic archive below.

Suggested list of archive documentation

   Academic Approval Record – retained for the lifetime of pathway /award
   Proposal approved by PASC, ADP or the latest planning approval process
   Review Document
   Validation/Revalidation Document
   Pathway specifications
   Module specifications
   Memorandum of Cooperation (or related contract)

Storing files in the MX125 Archive

1. When the approval memo is submitted, the R&V database is updated and if
   required a temporary file is made up so that the Officer can store files in MX125
   while the AAR is being produced.
2. When the AAR is submitted, the R&V database record is confirmed and a folder
   with front sheets is made up and forwarded to the validating Officer. If the activity
   represents a revalidation of existing provision, any related files will be subsumed
   into the new folder.
3. Officers should then make up the folder, completing any front sheets included.
   When the file is complete it should be handed to a member of admin staff to be
   recorded and filed in MX125.

Storing files in the electronic archive

A folder called Validation Documents is available on the i:drive. QASD have full
access; Programmes have read only.

Top level
There is one folder per school (see screen 1).

Second level
Within each school folder, there is

   A draft folder. Officers can make their own sub folders within this to store draft
    submission documentation until the re/validation process is complete. (see
    screen 2).



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       A folder for each AAR. Once confirmed, documentation should be stored within
        folders labelled with the relevant AAR number and an indication of the title
        /subjects.
       A folder for amended modules. Documentation relating to modules amended
        outside of validation / revalidation should be stored in this folder, with one folder
        for each module.
       A folder for amended pathways. Documentation relating to pathways amended
        outside of validation / revalidation should be stored in this folder, with one folder
        for each pathway.
       A folder for Learning Works documentation.

Third level
Within each AAR folder will be stored module specifications /guides and pathway
specifications and the validation approval memo. A sub folder may be included in
which to store other documents such as the review document, revalidation document,
validation documents etc, but, in the interests of data protection, this should not
include emails, letters or other correspondence, CV and personal information.
Neither should anything which is included in the AAR be duplicated here such as
responses to actions and panel feedback.

PROCESS

Initial re/validation

       Any draft documents should be stored in the “draft folder”.
       Once the re/validation process is complete, Officers circulate the memo
        confirming re/validation noting that pathway and module documentation will be
        made available shortly.
       The confirmed pathway and module information is stored in the appropriate folder
        by school and AAR number + title / subject.
       The corresponding draft folders and their contents are deleted and Programmes
        advised that the final documentation is now available.

Subsequent module/pathway amendment

       Draft documents are stored in the “draft folder”.
       When the amendment has been confirmed, make the appropriate subfolders
        within the amended modules / amended pathways folders. Modules should be
        stored in a folder by module code e.g. FD1000 and pathways should be stored in
        a folder by pathway code e.g. DJ/HS.
       Store the amended module spec/ guide (including front sheet) in the module
        folder. If further amendments are made during the lifetime of the module, ensure
        the latest version is clearly labelled. (Suggest using “final” in the module title).
       If there are changes to pathway as well, make a folder for the pathway spec(s)
        amended and add in the amended pathway spec. Ensure the latest version is
        clearly labelled. (Again, suggest using “final” in the module title).
       Programmes are advised that the amended documentation is now available.
       Documentation relating to modules and pathways which are subsequently
        deleted or revalidated should be moved to the archive folder.

Example

Screen 1 – One folder for each school (and one for Overseas).
Screen 2 – Draft folder plus one folder for each AAR, one for amended modules and
one for amended pathways.

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Screen 3 – AAR 1330 has 2 pathway specs and 16 modules. Other documentation,
not relevant to Programmes, is included in the sub folder.
Screen 4 – The amended module folder contains folders relating to 8 module
amendments plus an archive folder.
Screen 5 – Folder HS3013 contains the amended module guide and rationale cover
sheet (in lieu of the mdf).




                                                           Screen 1




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                                               Screen 2




                                                Screen 3




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                                               Screen 4




                                               Screen 5




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