Retention and disposal

Retention and disposal

Disposal is a key records management responsibility for Faculty and Chancellery work units

What is records disposal?

Disposal is a range of processes associated with implementing records retention, destruction or transfer decisions, which are documented in the University Records Retention and Disposal Authority (RDA).

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Who is responsible for disposal?

All University staff share a responsibility for records management, including disposal. Each Faculty or Chancellery work unit is encouraged to integrate a regular records disposal program into their routine operations to ensure that records and data are disposed of appropriately and in a timely manner.

Scoping and resourcing disposal projects

If you have a substantial amount of disposal work to undertake, Records & Information can provide an estimate of the records management processing work required, which you can incorporate into a proposal or plan, as required.

If you have available budget, Records & Information can put you in touch with a suitable person from our Records & Information Resource Pool, and provide guidance to the appointee to ensure the disposal work is carried out in accordance with recordkeeping standards and our established practices.

When should disposal be undertaken?

It is good practice to attempt short and simple projects and to conduct regular (eg, annual) disposal, rather than to allow records to accumulate. This will help reduce the risks of over-retention.

Occasionally, additional ad hoc records disposal activities may be required. For example, when:

Tools for disposal

University staff have two main tools which they can use to help with records disposal.

  • An RDA is a legal instrument which authorises the retention and disposal of records.

    The University Records RDA has been developed to cover all records and data created and managed by University staff. It outlines:

    • The minimum required period of time for which temporary records and data should be kept, before they can be destroyed
    • The types of records and data that should be kept permanently as University archives.

    Using the University Records RDA

  • Information of ephemeral value (ie, records and data with little or no ongoing administrative, fiscal, legal, evidential or historical value), or unofficial information (such as personal, non-work related files) can be destroyed without authorisation as part of NAP.

    Normal Administrative Practice

What is the disposal process?

The process of records disposal can be broken down into the following tasks:

  • Identify
  • Use NAP
  • Sentence
  • Undertake disposal action

Carrying out records disposal

  1. Identify records

    You need to identify your records and data before you can make any decisions about how to manage them. This means establishing the following:

    • The type of records and data
    • Where the records and data are stored
    • How many records/data there are
    • Any other relevant information.

  2. Use NAP

    Once you have identified the records/data you want to dispose, review them to see if any are ephemeral or unofficial, and can be destroyed under Normal Administrative Practice (NAP).

    Normal Administrative Practice

  3. Sentence using the University Records RDA

    The next step is to sentence the records/data. This process consists of classifying and establishing the record class, retention period and disposal action.

    The University Records RDA will guide you through the process.

    Using the University Records RDA

    In the RDA, records and data will be classed as either ‘Temporary’ or ‘Permanent’:

    Type of recordAction
    Temporary – time expired (ie has been kept for the required retention period specified in the RDA)Destroy
    Temporary – not time expiredStore the records until they are time expired
    Permanent – still required for business useRetain in work unit until business use concludes
    Permanent – not required for business useTransfer to Records & Information

  4. Undertake disposal action

    Once you have sentenced the records/data to establish the record class and retention requirements, then you can carry out the disposal action:

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Further information

If you require further information or advice on records disposal, please submit a ServiceNow request.

Note: Advice on records disposal is limited to University of Melbourne records only. Records created by non-University organisations (except where the University has dealings with them) are not covered.

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