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Memento : Issue 24
10 MEMENTO News from the National Archives Many people don't realise that, as well as paper records, we collect films, sound recordings and videotapes created by Commonwealth agencies. ScreenSound Australia, the other Commonwealth audiovisual collecting body (now part of the Australian Film Commission), collects mainly private and commercial recordings. Audiovisual material created by Common- wealth agencies is subject to the same disposal and access requirements that apply to other record formats. As part of our audiovisual preservation program, we have upgraded our pres- ervation facilities and established an audiovisual copying program. We are contacting departments still holding collections of film, videotape or sound recordings, so that we can assess and transfer material of archival value to the Archives for preservation. Departments that still hold audiovisual material should contact their local Archives office (see back cover). Many Australians have served in the defence forces. The records of service personnel are extremely important to protect their rights and entitlements and ensure their stories can be told to future generations. Agency to Archives online The Electronic Load Module, or ELM for short, is part of a system that will enable agencies to conduct business online. ELM will mainly be used for transferring records and record information from agencies' electronic recordkeeping systems into our RecordSearch database. Agencies will be able to download item information to a neutral format. This information will be checked, validated and uploaded onto a transitional database before being loaded onto RecordSearch. If agencies don't have item level information in an electronic recordkeeping system, they can manually enter information onto a database and send it to us for uploading into RecordSearch. We thank the 13 Commonwealth agencies that participated in the pilot project. In addition to advising us about their recordkeeping systems, partici- pants also tested ELM and commented on our user documentation and train- ing material. For more information please contact the Recordkeeping Hotline at firstname.lastname@example.org or phone (02) 6212 3610. Film stars in our collection Defence dossiers in safekeeping But not every one of these documents needs to be kept forever. The task of determining what needs to be created and kept, and for how long, has been the focus of a project by Department of Defence and Archives staff for the past 12 months. The project has resulted in a disposal authority that covers service records from recruitment to discharge. Dating back to the creation of the Australian Army in 1903, these records cover both World Wars and the Korean and Vietnam wars. The authority guarantees that service dossiers, which are among our most valued records, will be kept by the Archives for future generations. The authority also identifies the key documents that will be used to compile service dossiers for all future service personnel, which will improve the management of these vast quantities of records. Significant records relating to military personnel who served in war or warlike operations will also continue to be retained as national archives by the Australian War Memorial. Other records of service will be retained -- some of them for 130 years after a person was born -- to preserve the evidence required by the Department of Veterans' Affairs to ensure veterans and their families receive the benefits to which they are entitled. Recordkeeping Training Training for Commonwealth Recordkeepers 22 October 2003, Canberra, Perth 29 October 2003, Sydney 19 November 2003, Adelaide 27 November 2003, Darwin Introduction to DIRKS 19 November 2003, Canberra DIRKS workshops Step B 4 September 2003, Canberra Step C 24 September 2003, Canberra For more information, please look under 'Recordkeeping -- Training' on our website at www.naa.gov.au or phone (02) 6212 3764.