1. Prohibition of Destroying University Records
No one should destroy or to allow the destruction of any university records under their supervision or custody without prior written approval from the Head of MARC. MARC will provide a Records Retention Schedule as a written approval to the departments.
2. Records Retention Policy
- Records to be retained should be semi active and non-active status.
- Destroy immediately records that don't have Primary Value on the approval from MARC
- Destroy records according to the retention schedule as agreed by Head of Department and MARC
- Transfer all records from active storage and keep in Department's records room or MARC before destroy.
- Transfer all permanent status records and no longer active to MARC after keeping in the department.
- On request to destroy a record, requestor need to provide:
- Record series to be destroyed; state the information of the content briefly;
- Same type of records either in file, published materials, registered books etc.
- Year includes - earliest and last attachment in the record; and
- Total of records.
3. Records status
Records regularly used for the conduct of the current business of an organization or individual. Also known as current records. Cost centers are responsible for their own safekeeping of their files / records, in terms of physical safety and secure from unauthorized access.
Records that are likely to be required only infrequently in the conduct of current business. Semi-current records will normally be maintained in a records centre or other offsite storage location pending their ultimate disposal. Also known as semi-current records.
Records no longer needed for the conduct of current business. Also known as non-current records.
4. Access Policy
- University policy is that access be restricted to bona fide researchers and to depositors or their nominees. It is not the purpose of the University Archives to provide a general information centre.
- No person shall obtain access to archives before completing and signing the Access Form showing: name, address, occupation, subject of enquiry, material made available, date of access, authority for access (where applicable) and an undertaking to fulfill requirements of the access rules.
- Information from the University's archival collections shall be used only for the purpose specified when access is sought.
- In all cases where material is written from the University's archival collections, acknowledgment must be made by reference to the University of Multimedia Archives and to the name of the particular collection used.