2.7 Access to Melbourne Archdiocese Catholic Schools office Official Records for Purposes of Resear

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Policy 2.7

Access to the Melbourne Archdiocese Catholic Schools (MACS) office Official Records for Purposes of Research

RationaleImage of three males students at school

The Melbourne Archdiocese Catholic Schools (MACS) office 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), Catholic Education Office Melbourne and Catholic Education Melbourne  (1991 to 2020) and their antecedent and associated boards, committees, commissions and bodies.

Official records are stored and managed at the MACS office 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 MACS office Archives is to serve the administrative needs of the MACS office 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 the MACS office and CECV official records
  • to facilitate access to archive material
  • to protect the integrity of the MACS office, the Church and Catholic schools.
Definitions

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

Procedures
Application

Access to official records within the MACS office Archives is restricted to bona fide researchers. Application for access must be made through a written submission to the Executive Director, MACS office, 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 the MACS office and may be edited.

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

Catholic Education Melbourne discretion

Access to records will always be under the supervision of the MACS office Archivist. It is the MACS office Archivist’s role to ensure

Supervision of access
  • that the official records are not removed from the MACS office 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 MACS office Archives stamp on each photocopy.

Melbourne Archdiocese Catholic Schools February 2005 (Revised) (Updated 2020)