General Records Authority 33. Accredited Training

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1 General Recrds Authrity / Accredited Training February 2013 This is an accurate reprductin f the authrised recrds authrity cntent, created fr accessibility purpses

2 CONTENTS INTRODUCTION 3 APPLICATION OF THIS AUTHORITY 3 CONTACT INFORMATION 4 AUTHORISATION 5 ACCREDITED TRAINING 6 Cmmnwealth f Australia 2013 This wrk is cpyright. Apart frm any use as permitted under the Cpyright Act 1968, n part may be reprduced by any prcess withut prir written permissin frm the Natinal Archives f Australia. Requests and inquiries cncerning reprductin and rights shuld be directed t the Publicatins Manager, Natinal Archives f Australia, PO Bx 7425, Canberra Mail Centre ACT 2610, Australia. 2 f 8

3 Natinal Archives f Australia General Recrds Authrity 33 - Accredited Training February 2013 INTRODUCTION The Natinal Archives f Australia has develped this Recrds Authrity t set ut the requirements fr keeping r destrying the recrds relating t the cre business f Accredited Training. The Authrity is intended t have brad applicatin fr agencies that undertake an Accredited Training rle as a Registered Training Prvider (RTO). This Authrity is based n the identificatin and analysis f the business f Accredited Training. It takes int accunt the legal and rganisatinal recrds management requirements fr agencies that undertake an Accredited Training rle as an RTO, and the interests f stakehlders, and the Natinal Archives f Australia. This Authrity specifies the minimum length f time that temprary recrds need t be kept. This Authrity gives agencies that undertake an Accredited Training rle as an RTO permissin under the Archives Act 1983, fr the destructin f the temprary recrds described after the minimum retentin perid has expired. Retentin perids fr these temprary recrds are based n: an assessment f business needs; brader rganisatinal accuntability requirements; and cmmunity expectatins. As changes in circumstances may affect future recrds management requirements, the peridic review f this Authrity is recmmended. All amendments must be apprved by the Natinal Archives. APPLICATION OF THIS AUTHORITY 1. This Authrity is t be used t determine hw lng recrds must be kept. Recrds are matched t the relevant cre business and recrds class in the Authrity. Where the minimum retentin perid has expired and the recrds are nt needed fr agency business they shuld be destryed as authrised in this Authrity. Recrds that have nt reached the minimum retentin perid must be kept until they d. 2. This Authrity shuld be used in cnjunctin with Cmmnwealth agency specific recrds authrities cvering the cre businesses f the agency. Where there is uncertainty abut which recrds authrity t use, please cntact the Archives. 3. This Authrity shuld be used in cnjunctin with general recrds authrities such as: the Administrative Functins Dispsal Authrity (AFDA) and/r AFDA Express issued by the Natinal Archives t cver business prcesses and recrds cmmn t Australian Gvernment agencies; General Recrds Authrity (31) Fr surce (including riginal) recrds that have been cpied, cnverted r migrated. 4. RTOs that prvide training fr security r intelligence purpses must cntact the Natinal Archives prir t using this Authrity. This Authrity des nt supersede existing cverage fr Accredited Training in current issued recrds authrities. 5. The Nrmal Administrative Practice (NAP) prvisin f the Archives Act 1983 gives agencies permissin t destry certain recrds withut frmal authrisatin. This usually ccurs where recrds are duplicated, facilitative r fr shrt-term use nly. NAP des nt replace arrangements agreed t in this Authrity but can be used as a tl t assist in identifying recrds fr destructin tgether with an agency's Recrds Authrity r Authrities, and with AFDA and AFDA Express. The Natinal Archives recmmends that agencies develp and implement a Nrmal Administrative Practice plicy. Advice and guidance n destrying recrds as a nrmal administrative practice and n hw t develp an agency NAP plicy is available frm the Natinal Archives' website at 6. Recrds that are reasnably likely t be needed as evidence in a current r future judicial prceeding r are subject t a request fr access under the Archives Act 1983, the Freedm f Infrmatin Act 1982 r any ther relevant Act must nt be destryed until the actin has been cmpleted. 7. Recrds subject t a dispsal freeze must nt be destryed until the freeze has been lifted. Further infrmatin abut dispsal freezes and whether they affect the applicatin f this Authrity is available frm the Natinal Archives website at 8. Where the methd f recrding infrmatin changes (fr example frm a manual system t an electrnic system, r when infrmatin is migrated frm ne system t a new system) this Authrity can still be applied, prviding the recrds dcument the same cre business. The infrmatin must be accessible fr 3 f 8

4 Natinal Archives f Australia General Recrds Authrity 33 - Accredited Training February 2013 the perid f time prescribed in this Authrity. Agencies will need t maintain cntinuing access t the infrmatin, including digital infrmatin, fr the perids prescribed in this recrds authrity r until the infrmatin is transferred int the custdy f the Natinal Archives. 9. In general, retentin requirements indicate a minimum perid fr retentin. Agencies may extend minimum retentin perids if there is an administrative need t d s, withut further reference t the Natinal Archives. Where the Cmmnwealth agency believes that its accuntability will be substantially cmprmised because a retentin perid r perids are nt adequate, it shuld cntact the Natinal Archives fr review f the retentin perid. 10. Recrds in the care f agencies shuld be apprpriately stred, managed and preserved. Agencies need t meet this bligatin t ensure that the recrds remain authentic and accessible ver time. Under Sectin 31 f the Archives Act 1983, access arrangements are required fr recrds that becme available fr public access including thse recrds that remain in agency custdy. 11. Advice n hw t use this Authrity is available frm yur agency s recrds manager. If there are prblems with the applicatin f the Authrity that cannt be reslved, please cntact the Natinal Archives. CONTACT INFORMATION Fr assistance with this authrity r fr advice n ther recrds management matters, please cntact the Natinal Archives Agency Service Centre. Queen Victria Terrace Tel: (02) Parkes ACT 2600 Fax: (02) PO Bx Canberra Mail Centre ACT 2610 Website: 4 f 8

5 Natinal Archives f Australia General Recrds Authrity 33 - Accredited Training February 2013 AUTHORISATION RECORDS AUTHORITY 2012/ Persn t whm ntice f authrisatin is given: Heads f Cmmnwealth Institutins under the Archives Act 1983 respnsible fr the recrds f Accredited Training Purpse: Authrises arrangements fr the dispsal f recrds in accrdance with Sectin 24(2)(b) f the Archives Act 1983 Applicatin: Recrds relating t Accredited Training. This authrity gives permissin fr the destructin r retentin f the recrds described. This authrity will apply nly with the cnsent f the agency respnsible fr the business dcumented in the recrds described. Authrised by: Date f issue: David Fricker 26 February 2013 Directr-General Natinal Archives f Australia 5 f 8

6 Natinal Archives f Australia General Recrds Authrity 33 - Accredited Training February 2013 ACCREDITED TRAINING The cre business f develping and delivering accredited training, as a registered training prvider (RTO), t internal and external participants. The cre tasks assciated with accredited training include: negtiating, establishing, managing and reviewing agreements; develping and implementing plicies, prcedures, plans, standards, guidelines and strategies; liaising with gvernment and industry t manage accredited training; initial accreditatin and nging management as a registered training rganisatin (RTO); planning, develping, implementing and evaluating training prgrams; enrlling trainees; delivering training and assessing trainees; results registratin and ntificatin; awarding f diplmas, curse certificates and statements f attainment; managing trainee grievances and appeals, internal investigatins int allegatins f miscnduct by the RTO; cmpliance with legislative and regulatry requirements; funding applicatins t federal, state r territry gvernments; and self-assessment f perfrmance and dcumenting cntinuus imprvement in accrdance with registratin standards; The perfrmance f the cre business is supprted by general administrative tasks such as: prviding and receiving advice: arranging trips, venue and facilities hire, and catering; develping reprts and submissins; planning, cnducting and facilitating audits; and receiving and respnding t general enquiries. Fr the develpment and delivery f nn-accredited training, r attendance at training delivered by external rganisatins, use AFDA/AFDA Express - STAFF DEVELOPMENT. Fr the accredited training histry and credentials f training persnnel, use AFDA/AFDA Express PERSONNEL Fr financial transactins assciated with fee-based training, use AFDA/AFDA Express - FINANCIAL MANAGEMENT. Fr the registered training prvider s public liability insurance plicy, use AFDA/AFDA Express - INDUSTRIAL RELATIONS. Fr prcuring the services f cntractrs, cnsultants and the purchase f gds and services, use AFDA/AFDA Express - PROCUREMENT. Fr the prductin and distributin f agency publicatins, including prmtinal material used t prmte the registered training prvider, use AFDA/AFDA Express PUBLICATION. 6 f 8

7 Natinal Archives f Australia General Recrds Authrity 33 Accredited Training February 2013 ACCREDITED TRAINING Class n Descriptin f recrds Dispsal actin Recrds dcumenting: registratin and authrisatin recrds supprting accredited training. Includes initial accreditatin and re-accreditatin f the registered training rganisatin (RTO) and r training prgram, including applicatins and certificatin, and supprting dcuments; assessment utcmes fr accredited training curses. Includes results, qualificatins, statements f attainment and certificates, transcripts/summary results, registers, and ntificatins; final high-level strategies and plans such as strategic peratinal training plans and cntinuus imprvement strategies fr training and assessment; develpment and implementatin f accredited training standards, plicies, prcedures, guidelines and instructins; negtiatin, establishment, maintenance and review f significant agreements. Includes cntracts under seal r deeds and memrandums f understanding with external agencies r rganisatins fr sharing r accessing infrmatin relating t the RTO; and allegatins f miscnduct by the RTO that lead t an internal investigatin r frmal enquiry, and r impact n a training prgram r curse. Includes investigatin and reslutin prcesses fr cmplaints made t the RTO. Nte: Sme accredited training recrds in high risk business areas, such as training prvided fr security and intelligence purpses, may need t be retained as Natinal Archives. Applicable RTO s must cntact the Natinal Archives fr agreement t use this Authrity Recrds dcumenting: RTO s cmpliance with legislative and regulatry requirements and mandatry r ptinal standards. Includes accrediting bdy audit results, and recrds f breaches, grievances r appeals; advice t regulatry bdies, such as that relating t changes t the structure r status f the RTO. Includes the discntinuance f, r significant changes relating t, an accredited training curse; evaluatin f ptential r existing training prgrams and services, including cnsultatin with industry; successful funding applicatins made by the RTO t federal, state r territry gvernments; negtiatin, establishment, maintenance and review f rutine peratinal agreements relating t the RTO; final versins f frmal internal and external reprts such as training statistical reprts and self-assessment reprts; cmpleted trainee assessment items such as written assignments, where there has been a grievance r appeal; and enrlment f students int a training prgram r curse, including enrlment frms and student identificatin dcuments and recgnitin f prir learning. Destry 30 years after actin cmpleted Destry 10 years after actin cmpleted 7 f 8

8 Natinal Archives f Australia General Recrds Authrity 33 Accredited Training February 2013 ACCREDITED TRAINING Class n Descriptin f recrds Dispsal actin Master set f training material fr training and wrkshps run by the RTO. Includes: prgrams lecture ntes instructinal materials films and vides nline mdules supprting recrds Recrds dcumenting: nn-cntractual administrative arrangements supprting the delivery f accredited training by the agency, including facility and trainer bkings, invitatins, applicatins, reminders, cnfirmatins, travel and catering arrangements; cmpleted trainee assessment items such as written assignments, where there has been n grievance r appeal; and receiving and respnding t lw level general enquiries in relatin t accredited training which require a rutine/standard respnse, such as curse enquiries Recrds dcumenting: rutine peratinal administrative tasks supprting the cre business; and accredited training activities, ther than thse cvered in classes t Destry 3 years after training material is superseded Destry 2 year after actin cmpleted Destry 7 years after actin cmpleted 8 f 8

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