Destruction of temporary records

Temporary records can only be destroyed when they have reached the end of their required retention period, are no longer required for business use and are not the subject of current or pending litigation or Freedom of Information (FOI) requests.

Other disposal actions

Destroying records is one key disposal action for University records. Depending on the type of records you manage, you may also need to retain records in storage or transfer records.

When can temporary records be destroyed?

Records classed as 'Temporary' value in the University Records Retention and Disposal Authority (RDA) must be destroyed when they become time-expired, ie, as soon as reasonably practicable after the timeframe specified in the RDA, unless there is:

  • A current business need to regularly continue using the records within your Faculty or Chancellery work unit
  • Pending or anticipated legal action (including Freedom of Information request).

Important: Before you can lawfully destroy University records, you must first obtain approval via Proof of Destruction.

Note:  Any ephemeral information (eg, working drafts or copies of records) which fall under Normal Administrative Practice (NAP) can be destroyed anytime, without Proof of Destruction.

Proof of Destruction

Proof of Destruction:

  • Provides sufficient information about records due for destruction to ensure the delegate for the Faculty or Chancellery work area can make an informed destruction decision
  • Captures evidence around the destruction of University Records to meet our recordkeeping obligations under the Public Records Act 1973 (Vic).

At a minimum, the Proof of Destruction should document the following information:

Once you create a Proof of Destruction, you must submit a copy, including the approval, to Records & Information via ServiceNow request.

Important: There are additional requirements when destroying health information. University health service providers must also capture the name of the individual to whom the health information related, the period covered by it and the date on which it was deleted. This is a requirement under s4.3 of the Health Records Act 2001 (Vic).

Proof of Destruction Types

Below are Proof of Destruction examples:

TypeDescriptionWhen to use?
Plan or procedureA Faculty or Chancellery work area procedure or a plan such as a:
Digitisation Plan,
Records / Data Management Plan,
Records / Data Disposal Plan		Use for ongoing Business as Usual records destruction. Recommended for when a Faculty or Chancellery work area is managing information in a consistent way through a workflow and/or system and the intention is to regularly destroy specific types of time-expired, temporary records as part of the workflow/system.

Note: Should the scope of records, process or system change, a new plan or procedure will need to be created.
Destruction ListMS Word TemplateUse for once-off records destruction projects.
Recommended for physical records such as volumes, boxes, tapes etc. or a smaller volume of digital records.
Email authorisationEmail thread outlining information about the records to be destroyed and approval from delegateUse for once-off records destruction projects.
Recommended for large volumes of records when you wish to use a system export or listing and attach it to an email to the Faculty or Chancellery work area delegate for their approval.

Destruction process

Different types of records may need different approaches. See the various step by step processes below for digital and physical records. For further assistance, please submit a ServiceNow request.

  • Follow these steps to destroy digital records stored in a system or database on a regular, Business as Usual basis:

    1. Create a plan or procedure for the system/database and include a section on data/records disposal. This section should describe the data/records, outline the applicable RDA classes and retention periods, outline destruction timings/schedule, how the destruction will be carried out (e.g. script, automated), and the agent performing the deletion (e.g. role/position, script/system). This section of the plan or procedure will act as the Proof of Destruction.
    2. Provide plan or procedure to your Faculty or Chancellery work unit delegate for their approval, see KBA What to consider before authorising the destruction of temporary records? for guidance.
    3. Save the plan or procedure to an appropriate location that is known and accessible to relevant staff in your work unit.
    4. Send a copy of the approved plan or procedure to Records and Information by submitting a ServiceNow request.
    5. Proceed with regular, ongoing deletion of the records from the system or database.

  • Follow these steps to destroy digital records stored in a system or database:

    1. Create a Proof of Destruction (Email authorisation recommended) attaching a system or database export or report of the records to be destroyed. If you cannot generate an export, then provide a summary of the records (Destruction List template recommended).
    2. Provide Proof of destruction to your Faculty or Chancellery work unit delegate for their approval, see KBA What to consider before authorising the destruction of temporary records? for guidance.
    3. Save Proof of Destruction to an appropriate location that is known and accessible to relevant staff in your work unit.
    4. Send a copy of the approved plan or procedure to Records and Information by submitting a ServiceNow request.
    5. Delete the records from the system or database.

  • Follow these steps to destroy digital records on a network or portable drive, or a non-Records Managed SharePoint (RMSP) site:

    1. Create Proof of Destruction, capturing information about the high-level library and folder titles, disposal classes, date ranges and destruction dates. If you are unsure about how to assign the disposal classes for the records, see Using the University Records RDA for guidance.
    2. Provide Proof of Destruction to your Faculty or Chancellery work unit delegate for their approval, see KBA What to consider before authorising the destruction of temporary records? for guidance.
    3. Save Proof of Destruction to an appropriate location that is known and accessible to relevant staff in your work unit.
    4. Send a copy of the approved plan or procedure to Records and Information by submitting a ServiceNow request.
    5. Delete the records from the drive or non-RMSP site.

    Note: If you are using a RMSP site, the disposal of your records (including destruction, retention and transfer) will be automatically managed.

  • Follow these steps to destroy hardcopy paper records:

    1. Source a Confidential Document Disposal Bin. This KBA (accessible to University staff) outlines the process.
    2. Create Proof of Destruction. If the record details are already recorded in an existing spreadsheet or an electronic version of a Box List, copy this information into your proof of destruction (the Destruction List template is a suitable option).
    3. Provide Proof of Destruction to your Faculty or Chancellery work area delegate for their approval, see KBA What to consider before authorising the destruction of temporary records? for guidance.
    4. Save Proof of Destruction to an appropriate location that is known and accessible to relevant staff in your work unit.
    5. Send a copy of the approved plan or procedure to Records and Information by submitting a ServiceNow request.
    6. Place the records in the Confidential Bin. When the bin fills up, submit a request to have it replaced with an empty bin.

  • Media such as DVDs, tapes, portable hard drives and film cannot be placed in Confidential Document Disposal Bins and must be collected separately. Follow these steps to destroy physical media records:

    1. Submit a request for confidential media disposal. (Facilities will contact you to discuss availability and costing).
    2. Create Proof of Destruction. If the record details are already recorded in an existing spreadsheet or an electronic version of a Box List, copy this information into your proof of destruction (the Destruction List template is a suitable option).
    3. Provide Proof of Destruction to your Faculty or Chancellery work area delegate for their approval, see KBA What to consider before authorising the destruction of temporary records? for guidance.
    4. Save Proof of Destruction to an appropriate location that is known and accessible to relevant staff in your work unit.
    5. Send a copy of the approved plan or procedure to Records and Information by submitting a ServiceNow request.
    6. Place the records in the assigned collection area/container and notify Facilities that the media is ready for collection.

  • The process for destroying temporary records in Content Manager (CM) will be facilitated by Records & Information.

    1. We run annual reports to identify records that are eligible for destruction.
    2. We will prepare a list of records to be destroyed from CM which will be sent to the Faculty or Chancellery work unit delegate for approval via email.
    3. The records' delegate authorises the destruction of the records.
    4. The Proof of Destruction is captured into CM.
    5. We will securely destroy records in hardcopy format. Digital records will be deleted (image is removed/destroyed). However, metadata or details about deleted digital records (eg, title, date created, creator, etc) will remain in CM.

  • Under certain conditions it is acceptable to destroy hardcopy source records, which have been digitised and the intention is to use the digitised version as the new source record.

    See Digitisation for further information. For further assistance, please submit a ServiceNow request.

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