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Feedback from Records Coordinators

Dear colleague, kindly take a few minutes of your time to complete the following questionnaire which is being sent out to all Records Coordinators to determine to what extent the procedures outlined in the Records Management and Archiving policy (2016) are being followed and whether any improvements might be required.

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1

Your name

2

Do you have a Records Retention Schedule for your section?

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3

If the answer to the above question is "Yes", do the type of documents listed on Records Retention Schedule schedule change very much from one year to another?

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4

Do you manage to review the Records Retention schedule with a manager / senior manager, on an annual basis?

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5

Do you ever need to change the retention periods of some documents?

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6

Are you aware if the retention periods of some documents in the Records Retention Schedule are prescribed by law?

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7

Are there any documents which you usually dispose of straight away, or you tend to hold on to all documents for a short period?

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8

Do you keep any records in any of the following archives?

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9

Is access to any internal archives restricted to authorised persons only?

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10

Who decides if the documents should go to the Internal and / or the External archives?

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11

Is there a particular period of the year when you send documents for archiving?

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12

If the answer to the above question is "Yes", kindly proceed with the following questions.

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13

For every box of documents that you archive do you draw up two copies of a Transmittal Sheet (in line with the Records Management and Archiving policy)?

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14

Are you satisfied with the procedure for requesting empty boxes for archiving?

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15

How do you keep track of the documents which you sent for archiving to Maltapost in Gozo?

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16

In which cases would you need to retrieve documents from Gozo?

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17

How often do you need to retrieve documents from Gozo?

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18

Is the procedure to retrieve documents from a box in Gozo, a straightforward one?

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19

After you remove some documents from a box, do you take photocopies and put all the original documents back inside the box and return everything to Gozo?

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20

How long does it take you to send the box to Gozo again?

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21

How do you remember that there are documents in a box (both in internal and external archives) whose retention period has expired and which need to be disposed of?

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22

Have you ever been through the process of disposing of boxes of documents held at Maltapost?

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23

Is there a particular time of year when you carry out / plan to carry out the disposal procedure?

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24

Are you aware that Maltapost charges the company a fee for each box that is stored in their archives?

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25

When any documents need to be disposed of (even from internal archives / offices) who do you inform?

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26

Are the boxes that need to be disposed of, brought here to Malta or do you have to go to Gozo to see them getting destroyed?

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27

Do you get some form of confirmation that the boxes you had indicated have been destroyed?

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28

Do you know how many boxes you have in Gozo at any one time?

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29

If the answer to the above question is "Yes" write down the exact / approximate number of boxes.

30

Do you engage Maltapost for scanning services as well?

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31

If your answer to the above question is "Yes", how do you rate this service?

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32

If applicable, are any scanned documents saved on a CD or are they sent as soft copies?

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33

If applicable, where are the CDs or soft copies of these scanned documents kept?

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34

If applicable, do you ever refer to the information in these scanned versions or do you keep them just in case you might need them?

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35

If applicable, have you ever disposed of the scanned soft copies?

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36

Are you, or the senior manager of your section aware that the following types of agreements should be forwarded to the Company Secretary: - Agreements related to property acquisitions / disposals, group insurance agreements, - Agreements with a value exceeding €1m?

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37

Are you, or the senior manager of your section aware that the original version of all other agreements with a value of less than €1m should be filed in your section and retained in paper format for at least 10 years?

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38

Do you have any suggestions on how the current procedure could be improved, or how we could generate less paper documents that require archiving?

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39

If the answer to the above question is "Yes" please explain.

40

Do you need training on the Records Management and Archiving policy?

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41

How do you feel about your duties as a Records Coordinator?

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