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Transfer records examples

Set different RAPs for records in the same series

Scenario

An agency wishes to transfer a series of administrative files to QSA. Most of these files cover general matters; however, 2 of them relate to unsubstantiated allegations of sexual misconduct against a named officer.

Action

The agency decides to apply a RAP of 0 years (open) to most of the series, but a RAP of 65 years to the allegation files. This decision is noted on the item list template and in the RAP form.

Provide access to closed records

Scenario

A researcher wants to access her grandfather’s staff file. The end date of this file is 1955 and it has a RAP of 65 years.

Action

QSA supplies the researcher with the contact details of the responsible agency’s authorised delegate through their preferred contact point. The researcher contacts the agency to ask for permission to access the file. The agency requests the file through the File Issue service to examine it.

The authorised delegate looks at the record and decides that it is ok to provide access to the researcher and for them to obtain copies. The agency returns the file to QSA and sends an access to restricted records form to QSA.

The agency informs the researcher that they have granted access to the file.

Request records through the File Issue service

Scenario

An agency transferred their records to QSA last year, but now need some of them for a project similar to one the records relate to.

Action

The agency finds out what records they need and contacts the File Issue service. The records they need are returned to them for a 90-day loan.