Governance

Guild Archives

24.1 Definitions

Appropriately qualified means a person is eligible for associate or professional membership of the Australian Society of Archivists.

Archive means any record which has been lodged with the Guild Archivist for its preservation, conservation and management and for use for study, research and administrative purposes and which has not be disposed of in accordance with Regulation 24.3.9.

Assistant Guild Archivist means a person who is appointed to that position by Guild Council to assist the Guild Archivist in their duties.

Disposal of Archives means the removal or retention of any archive from the Guild Archives.

Disposition Schedule means the list of classes of archives which may be disposed of or which must be retained.

Guild Archives means any archive and class of archives lodged with the Guild Archivist, as well as the place or places in which such archives are kept.

Guild Archivist means the appropriately qualified person appointed to that position by Guild Council.

Guild Record means any record made or received by any officer of the Guild in the course of their duties.

Non-current Record means any Guild record and/or any record made or received by a registered University society which record has ceased to be in regular use in the office in which it was made or in whose custody it has been placed.

24.2 Role

24.2.1 The role of the Guild Archivist is to—

(a) accept into custody records lodged with the Guild Archivist and to take all steps necessary for their preservation, conservation and management;

(b) maintain the archives in a proper manner;

(c) advise and assist officers of the Guild and of registered University societies in matters of record management;

(d) regulate and control and/or assist access to the Guild Archives by the public in a manner consistent with the preservation, conservation and management of the archives;

(e) dispose of any archives in accordance with Regulation 24.3.9;

(f) prepare for approval of the Guild Council the form of suggested amendments or new disposition schedules as requested by Guild Council or the Managing Director or when the Guild Archivist thinks it appropriate to do so;

(g) advise the Guild Executive or Guild Council of any records or archives known or suspected by the Guild Archivist of being or having been unlawfully removed from the Guild; and

(h) present an annual report to the November meeting of Guild Council on the activities of the Guild Archivist undertaken during the year.

24.2.2 The role of the Guild Archivist under Regulation 24.2 may be delegated to the Director, Student Services.

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24.3 General Regulations

24.3.1 The Assistant Guild Archivist must assist the Guild Archivist in their role and must carry out duties delegated by the Guild Archivist.

24.3.2 The Guild Archivist is allocated a proportion of the annual Guild budget for the conservation, preservation and management of the Guild Archives.

24.3.3 The Guild Statute Book and copies of Guild regulations and standing orders are kept and maintained in the Guild Archives.

24.3.4 Two copies of every publication produced for or by the Guild or any registered University society is lodged with the Guild Archivist.

24.3.5 Except for archives which have been disposed of in accordance with Regulation 24.3.9, Guild records and non-current records must not be disposed of or destroyed.

24.3.6 All non-current records made by or in the custody of the following, must be lodged with the Guild Archivist:

(a) subsidiary councils of the Guild;

(b) departments of the Guild;

(c) divisions of the Guild;

(d) committees or councils of the Guild; and

(e) registered University societies.

24.3.7 The Managing Director is responsible, with the advice of the Guild Archivist, for the maintenance of a system of records management and for ensuring that non-current Guild records are lodged with the Guild Archivist.

24.3.8 The Guild Executive must take all action necessary in the name of the Guild to recover any records or archives unlawfully removed from the Guild and/or to recover damages or compensation for unlawful removal or destruction of records or archives.

24.3.9 Archives, or the classes of archives, listed in the disposition schedule as archives which may be disposed of and any other archive which in the opinion of the Guild Archivist should not be preserved or which should not be preserved any longer must only be disposed of in accordance with the following:

(a) in the case of archives which are not included in the classes of archives which may be disposed of, or where the Guild Archivist is unsure as to whether the archive comes within the said classes in the disposition schedule—

(i) the Guild Archivist must provide to the Guild Council via its Secretary, a list of recommended archives to be disposed of; and

(ii) Guild Council must decide whether or not to approve the disposal of the archives.

24.3.10 The Guild Archivist may dispose of an archive which was a record of a registered University society by—

(a) returning the archive to the registered University society; or

(b) except where the society is no longer a registered University society, returning the archive to a former officer of the University society; or

(c) if neither (a) or (b) apply, disposing of the archive according to these Regulations.

24.3.11 If the archive is not collected by the registered University society or its former officer within 14 days of notification of its availability, the archive may be disposed of in accordance with these Regulations.

24.3.12 Archives that fall within the classes listed in the disposition schedule as archives which may be disposed of, or archives approved for disposal by Guild Council may, subject to Regulation 24.3.10 and 24.3.11, be disposed of by—

(a) removing the archive to another place;

(b) giving the archive to any group at the University involved in recycling paper; or

(c) disposal as the Guild Archivist sees fit, provided the method of disposal does not contravene the confidentiality provisions of Regulation 24.3.14.

24.3.13 If a record that contains information, the disclosure or publication of which may be unlawful or may be in breach of any law, is lodged with the Guild Archivist, notification in writing of the possible unlawfulness or breach of the law contained in the archive must be forwarded to the Guild Archivist.

24.3.14 If the Guild Archivist or the Guild Executive or Guild Council is of the opinion that any record lodged, or being lodged, with the Guild Archivist—

(a) contains information of a confidential or personal nature that should not be disclosed to the public, or

(b) is such that disclosure to the public would be in breach of any law,

the Guild Archivist may, in accordance with Guild policy or any directions by Guild Council restrict or grant limited access to the archive to any person who must observe the restrictions or conditions imposed.

24.3.15 Subject to the provisions of Regulation 24.3.14, and subject to any limitations or rules imposed by the Guild Archivist for the purpose of preserving, conserving and maintaining archives, access to the Guild Archives is available to the public for study, research, information and administrative purposes.

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