LIBRARY

(INCLUDING ARCHIVING)
SYSTEM A5
PURPOSE
To undertake work to the highest professional standards requires access to the best possible information available
through the implementation of best practices in the provision of library and archiving services.
These services are provided in each State office for the collection, storage, accessing and dissemination of
information from any source and in any format to meet the information needs of staff.

ORGANISATION
KBR (the Company) libraries are maintained by the State Office Administration Coordinators, as part of the State
Service Centre. They are to be staffed by qualified and experienced librarians who are able to facilitate the storage
and retrieval of resource and reference material required by the marketing, project and administration staff of the
Company.

LIBRARY/INFORMATION SERVICES
Access to external reference and resource databases and arrangements for the archiving of company records will
normally be undertaken through the Companys libraries.
The libraries hold a range of material, including:

Acts and regulations

Australian Standards

bid submissions for projects over a specified value

journals and magazines

overseas Standards

records of archival material (marketing, project and administration work)

reference books, videos and cassettes

reports prepared as deliverables for projects

specialist technical literature

technical papers produced by the Company.

Material on loan from other libraries may also be temporarily held.

Computer software may be indexed or held, and its issue controlled from the library.
Catalogue
All material held in the library is catalogued and a statement of new acquisitions is circulated to staff at regular
intervals.
The catalogued material is indexed using the Universal Decimal Classification (UDC) system or the Dewey Decimal
Classification (DDC) system.

Borrowing library material

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Staff may borrow items from the library on completion of the appropriate loan card. While there is no specific loan
period, consideration should be given to other users, and borrowed items returned to the library as soon as possible.
Interlibrary loans
When requesting an interlibrary loan, the following details should be specified:

the full citation of the document (author, title, sponsoring body, date of publication), or as much of this
information as is known

the project or marketing number against which the cost of obtaining the loan is to be made

the urgency of the request (i.e. when the items are required)

any other relevant information.

The Librarian is to advise the person requesting the interlibrary loan of the cost of obtaining it.
Australian Standards
The Companys technical products often rely heavily on the use of current appropriate Australian Standards, as
published by Standards Australia. The library is the organisational centre for the maintenance and issue of up-todate Australian Standards.
There is a clear obligation on the part of the Company to ensure that the copies of Australian Standards used for its
projects are up to date.
All copies of Australian Standards used by Company staff (whether full time, part time or contract) are to be
catalogued and owned by the Company. No privately purchased copies of Australian Standards are to be used by
staff on Company projects.
All Company copies of Australian Standards are to be catalogued in the office library, and marked as either kept up
to date or not kept up to date. The catalogued copies may then either be held in the library (a master copy of some
key Standards is always held) or be booked out to personnel for short or long-term reference.
The library staff are responsible for obtaining update amendment slips for the catalogued Standards from Standards
Australia, and for ensuring that these slips are attached to each of the catalogued copies. This procedure relies on the
holders of registered copies of Standards keeping them near their workstation so that a major search is not required
by library staff to locate them.
It is unlikely that most staff members will require many, if any, copies of Standards to be kept permanently at their
workstation. However, if there is such a need and the State General Manager agrees, there is no barrier to
maintained copies being made available on permanent loan.
It is recognised that some personnel rely heavily on a particular copy of a Standard. They may use it every day, and
may make notes on its application and use. There is no barrier to this practice, providing the copy is registered in the
library as an updated copy, its update amendment slips are incorporated and it is kept at the persons workstation
where it can be easily found.
Some Australian Standards are obtained for particular project needs, and will represent only a long-term burden on
library staff if they become permanently updated copies. Under such circumstances, these Standards should be
marked not kept up to date and held in the library for casual reference. Should a need subsequently emerge for one
of these Standards, the library will obtain an updated version.
The library may also hold Australian Standards on microfiche. These records are kept up to date by Standards
Australias updating service.

Journals
Journals are usually displayed prior to circulation. If a journal is required on a regular basis by a staff member, the
Librarian is to be advised. Six to eight titles for each employee is considered to be sufficient.
Journals can also be circulated from other Company libraries.
The Librarian will provide each new member of staff with a list of journals held and circulated in that office.
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Reports
The Companys libraries will be the repositories for reference copies of certain categories of Company reports, as
follows:

For all Company projects for which the preparation of a report is the key deliverable to the client, a copy of the
report is to be lodged in the library. This copy is to be catalogued and indexed in the library document recording
system and, unless specifically requested otherwise, is to be available for reference by all staff of the Company.

It is the responsibility of the Project Supervisor to ensure that a final version of the report is directed to the
library.

The key repository for Company reports is the office library of the State in which the report is produced.
However, a copy may be forwarded to the Adelaide office library.

Occasionally, a report may be assessed by the Project Supervisor and/or Project Director as Commercial in
Confidence, and should not be made available for open reference on the library shelves. In these cases, the report
is to be stamped Commercial in Confidence and signed and dated as being such by the Project Supervisor. The
report is to be catalogued and indexed in the library document recording system, but kept in a secure facility in
the library area, accessible only to the Librarian and to those approved in writing by the State General Manager.

Once a year, the Librarian is to review the Commercial in Confidence reports with the State General Manager,
who, with the advice of the appropriate Project Director/Project Supervisor (if available), shall decide if the
report should continue to be held in a secure facility or whether it may be placed on the open shelves of the
library.

Reports prepared by the Company that are part of the general scope of services and do not represent a defined
deliverable for the project should not be forwarded to the library. These reports are part of the project file record
and are therefore kept on the relevant project file. Reports of this type would normally include:
soil reports
project status reports
special topic reports
interim reports
site reports
incident reports.

Bids
The Companys libraries will be the repositories for reference copies of certain categories of bid documents.
A copy of each bid document for both successful and unsuccessful bids in excess of $20,000 gross revenue to the
Company is to be lodged in the library. This copy is to be catalogued and indexed in the library document recording
system and, unless specifically requested otherwise, is to be available for reference by Company staff.
Under normal circumstances, a bid document would not be forwarded to the library by the Proposal Leader until the
results of the bid were known. The provision of Commercial in Confidence restrictions may be applied.
The key repository for Company bids is to be the office library of the State in which the bid was produced, but a
copy may also be forwarded to the Adelaide office library.
The Proposal Leader should exercise judgement in determining how much of the content of the bid document should
be kept in the office library. Copies of standard company brochures may be excluded from the copy of the bid
document held in the Adelaide office library.
Information searches
When requesting an information search on a topic, the following details should be specified:

whether or not to restrict the search to the local Company library

whether to restrict the search to Australian publications, or to include overseas material

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the currency of the material required (e.g. produced in the past five years, past twenty years)

a short description of the topic of the search, including some key words to search for in an abstract

the urgency of the request

the cost allowed (search costs range from $20 to $200 depending on the databases searched, and the complexity
of the searches)

the job number against which the search is to be charged

any further information that may be relevant.

ARCHIVING AND STORAGE

The archival process consists of:

identifying documents suitable for off-site storage at a secure, accessible and reliable location

despatching these documents to this location

maintaining records of the content and location of the documents

retrieving them as required.

The storage area must have appropriate facilities to allow the storage of computer disks, photographs and other
atmospherically sensitive material.
Responsibilities
The responsibilities for archiving are as follows:

State Office Administration Coordinator:

physically retrieving material upon request;

receiving archival material, preparing archival records and

Librarian: maintaining archival records, including details of the location where the material is stored.

Material suitable for archiving

Any documents produced or held by the Company can be sent to archives. In most instances, the types of document
considered suitable for archiving include:

marketing documents and unsuccessful bids

project related material, including details of successful bids

administration material

corporate quality management records

contracts

subconsultant and contractor registers.

Personal items such as books or references are not to be sent to archives.

This system does not include the archiving of drawings, which is specified in MAN-AUST-MUL-CD-001, Drafting
standards manual..
Archive Register
The Librarian (or in a branch office with separate archive facilities, the Branch Manager) is responsible for
maintaining the Archive Register, which shall include the following completed forms:
Form A5-1

Register List of Archive Boxes

Form A5-2

Record of Archive Box Contents. One copy of this form is fixed to the lid of the archive box; the
other is held by the State Office Administration Coordinator.

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Form A5-3

Retrieval of Archival Material Request Form. This form is to be used by Company personnel to
record the Companys activities in this regard. The archive storage organisation would use its own
forms to record its activities in this regard.

Form A5-4

Instruction for Document Destruction. This form is used to instruct the archive storage organisation
to destroy archival material. The archive storage administration would use its own forms to record its
activities in this regard.

The documentation is prepared by the State Office Administration Coordinator and forwarded to the Librarian.
The information shown on Forms A5-1 and A5-2 may be entered into a computerised database; however, it should be
the same in all respects as that shown on the forms.
Registry/cataloguing
The State Office Administration Coordinator is responsible for sending material to archives and for preparing records
for entry into library archiving registers. Form A5-1 is used to record all archive boxes sent to archives as well as
their contents, and to detail their subsequent histories through to destruction.
Each archive box shall have a unique identifying number, which must include the alphabetical prefix exclusive to the
Company that is provided by the storage facility. The numerical component of each archive box number is the
number sequentially assigned on Form A5-1.
This alphanumeric number is used to identify the archive box when it is stored and if it is subsequently retrieved.
The box number can be obtained from the State Office Administration Coordinator.

SENDING MATERIAL TO ARCHIVES

Form M2-1, Bid File Index and Record, in System M2, Marketing correspondence and documents, details
information on the creation and archiving of bid files (including those for personal and prospect marketing). This
form must be checked when archiving bid files.
Form P1-10-5, Project File Record, in System P1-10, Correspondence, documents and filing, details information on
the creation and archiving of project files. This form must be checked when archiving project files. Where possible,
projects that have similar archival retention times should be stored in the same archive box.
Arrangements for the archiving of other material (see Material suitable for archiving above) should be made in
accordance with the instructions of the people responsible for the creation and archiving of the files. These files need
to show:

the name of the person sending the file to archives

the job number

the job name

the client name (if applicable)

a brief description of the contents of the file

the year in which the file may be destroyed.

Copies of Forms A5-1 and A5-2 are to be:

held by the State Office Administration Coordinator

issued to the Librarian or person responsible for sending the contents to archives.

Another copy of Form A5-2 is to be taped inside the lid of the archive box to enable a record to be readily maintained
of material removed and returned to the box. However, the original of the form, which is maintained in the Archive
Register, is the main record and must also record each time material is removed or returned to the box.
The information for each numbered archive box is entered into the Archive Register. Arrangements are then made for
the delivery or pick-up of the boxes to the storage facility.

RETRIEVING MATERIAL FROM ARCHIVES

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To retrieve material from archives, Form A5-3, the Retrieval of Archival Material Request form, is to be completed
and forwarded to the State Office Administration Coordinator, who will then issue a copy to the storage facility and
arrange delivery to the Company office.
On receipt of the archive box, information on the distribution of the requested file(s) is entered on Form A5-1 as well
as on the copy of Form A5-2 in the Archive Register and the copy taped inside the box. This information shall
include the name and signature of the person who requested the file(s) and the date of retrieval. On return of the file
to the archive box, the date of return and the signature of the person who retrieved the file are entered on both these
copies of Form A5-2, and the box is returned to the storage facility.

DESTRUCTION OF ARCHIVAL DOCUMENTS

Authorisation for destruction of archival files is initiated by completing Form A5-4, Instruction for Document
Destruction. Approval to destroy archival files can only be granted following the countersigning of Form A5-4 by
either the State Office Administration Coordinator or the State General Manager, after a review of the archival
material. Legal Counsel should be consulted if there are any potential legal ramifications associated with the
destruction of some records.
It should be noted that Agreements must be retained for a minimum of seven years, and Deeds for a minimum of
twenty years.
The storage facility operator confirms that the documents have been destroyed by signing and dating the appropriate
sections of Form A5-4 and returning it to the Company office. The returned form is retained for a period of not less
than five years after destruction has occurred.
Original archival material (whether preliminary or final) should only be requested to be destroyed if there is no legal
action, either notified or current. If the Company has notified any company insurers of a potential claim, all material
should be kept, even if proceedings have not been issued. (This is specified on Form A5-4.)
It should always be remembered that premature destruction of job files could potentially place the Company in a
difficult, if not impossible, position in its defence of litigation proceedings.

All copies of this document (electronic, paper-based etc.) are UNCONTROLLED.

Please refer to the KBR Management System web site for the current version.

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