• 003
  • Policy 2.7

    Access to Catholic Education Melbourne Official Records for Purposes of Research

    Rationale

    Catholic Education Melbourne identifies, selects and preserves its official records as well as those of the Catholic Education Commission of Victoria (CECV) Ltd, the Catholic Education Office of Victoria (1973–1990) and their antecedent and associated boards, committees, commissions and bodies.

    Official records are stored and managed at the Catholic Education Melbourne Archives for the purpose of documenting the function, development and history of the aforementioned bodies, as well as their contribution to Catholic education in Victoria.

    Principles

    The main function of the Catholic Education Melbourne Archives is to serve the administrative needs of Catholic Education Melbourne and the CECV.

    Access to official records for purposes of research will only be considered on submission of a formal written application.

    Restrictions on access to official records exist for the following reasons:

    • to preserve Catholic Education Melbourne and CECV official records;
    • to facilitate access to archive material;
    • to protect the integrity of Catholic Education Melbourne, the Church and Catholic schools.

    Definitions

    Official records – documents or items held in the Catholic Education Melbourne Archives that have been created or received by Catholic Education Melbourne and the CECV as part of their normal day-to-day administration.

    Procedures

    Application

    Access to official records within the Catholic Education Melbourne Archives is restricted to bona fide researchers. Application for access must be made through a written submission to the Executive Director, Catholic Education Melbourne, using the attached form – Application for Access to Official Records for Purposes of Research

    Access to official records will be subject to the following constraints:

    Constraints on access

    In general, official records will be made available only after a period of 15 years from the date of their creation.

    General records

    Official records of a sensitive nature will be made available only after a period of 25 years from the date of their creation.

    Special cases

    Even after a 15- or 25-year lapse of time, the following conditions apply for the categories of official records outlined below:

    A) INVOLVEMENT OF OTHER ORGANISATIONS
    Records which contain a significant number of documents, which originated or were created in liaison with another organisation, and that organisation’s records have been closed for longer than 15 or 25 years.
    Release date: consideration will be given to the access policy of the other organisation.

    B) PERSONNEL RECORDS
    Release date: will normally be 75 years after the expected retirement date of the individual identified in the records.

    C) PERSONAL INFORMATION
    Records which contain information or comment of a personal nature.
    Release date: will only be released at the discretion of Catholic Education Melbourne and may be edited.

    D) POTENTIALLY DAMAGING INFORMATION
    Records which contain information which could be damaging to Catholic Education Melbourne, the Church or Catholic schools.
    Release date: will only be released at the discretion of Catholic Education Melbourne and may be edited.

    Catholic Education Melbourne discretion

    Access to records will always be under the supervision of the Catholic Education Melbourne Archivist. It is the Catholic Education Melbourne Archivist’s role to ensure

    Supervision of access

    • that the official records are not removed from the Catholic Education Melbourne Archives area
    • that no marks or writing is placed on the official records
    • if photocopying is undertaken, that copyright provisions are taken into account that the authenticity of photocopies of official records is acknowledged by placing a Catholic Education Melbourne Archives stamp on each photocopy.

    Catholic Education Melbourne February 2005 (Revised)