An agency wants to ensure that records cannot be accidently destroyed by an APROSS. They question the APROSS and are told that:
- Records cannot be scheduled for destruction without explicit approval from the agency representative, with a record of this approval retained by the APROSS
- Items for destruction have a brightly coloured sticker placed on them
- Items for destruction are placed on separate trolleys/pallets and are separated from other items during transport
- APROSS staff check the barcodes of items when removing from the shelves, when placing into vehicles, when removing from vehicles and before destruction to ensure the correct items are destroyed
- The destruction method used will ensure the records cannot be reconstructed
- The agency will receive a notice of destruction showing what was destroyed, the time/date/location of destruction and the agency person who authorised it.
An agency becomes aware that an APROSS has accidently and unlawfully destroyed some of their records. The APROSS and the agency work quickly together to ensure the remaining records are not at risk. The agency works with the APROSS to identify the destroyed records and informs PROV as soon as possible. The APROSS also informs PROV, as required by the PROS 20/02 S1 APROSS Specification.
The agency determines how critical the records were, whether the information is available elsewhere and if it is possible to recreate the records from other sources. If the agency decides it is necessary and possible, it commences action to recreate the record from other sources. The resourcing for this is negotiated between the agency, APROSS and their insurers.
PROV investigates the incident, working with the APROSS to determine the causes and any required changes to their practices. PROV monitors the APROSS to ensure any required changes are implemented. The Keeper of Public Records decides whether the APROSS will be de-certified or put on probation for a period of time. PROV keeps the agency informed and ensures they are satisfied with the process and result.
An agency wants to ensure that records cannot be lost or stolen during transit. They question the APROSS and are told that:
- Records will be transported in their own closed vans by staff employed by the APROSS
- The vehicles will be locked, with staff checking the barcodes of the items when removing from shelves, when placing into vans, when removing from the vans. Agency staff receiving the records will be asked to check and sign for them.
An agency wants to ensure that records cannot be removed from the specified facility to another facility without their agreement and that the records continue to be held in a facility certified as an APROSS. To ensure this, these requirements are included in the contract between the APROSS and agency.
An agency wants to ensure that their records will be returned in a timely manner and for a reasonable cost if they decide to exit the arrangement. To ensure this occurs, guarantees and costs (including any likely increases) are included in the contract between the APROSS and the agency.
An agency occasionally needs to access records held at an APROSS outside standard business hours within very short timeframes. The agency ensures it selects an APROSS which can deliver the required services and that these requirements and the associated cost structure is included in the contract.