Search by keywords or use the drop down menus below to browse for the area you work in or activities you perform to find out how long you need to keep the records you create and use in the course of doing University business.
COMMON ACTIVITIES | Accessibility
1.1.1 : Initiatives and projects
Records documenting the development of initiatives, programs and projects aimed at ensuring University compliance with diversity and anti discrimination goals and benchmarks.
Includes records of assessments of requirements with which the University needs to comply, background research into existing levels of compliance and breaches, records of development of initiatives to improve compliance, equity and cultural diversity audits.
Source
University Business Requirement
Disability Discrimination Act 1992 (Cth)
Required action
Temporary - Destroy 10 years after last action completed
COMMON ACTIVITIES | Audit
1.2.1 : Audit resulting in significant change to practices
Final report of an internal or external audit that triggers changes to University wide policy or procedures concerning particular area being audited.
Includes draft versions of audit reports.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 10 years after audit completed
COMMON ACTIVITIES | Audit
1.2.2 : Audit resulting in limited or no change to practices
Final report of an internal or external audit that results in limited or localised or no changes to University practices relating to functions area being audited.
Includes draft versions of audit reports.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Limitation of Actions Act 1958
Required action
Temporary - Destroy 7 years after audit completed
COMMON ACTIVITIES | Audit
1.2.3 : Planning and conduct
Records documenting the planning and conduct of audits.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 2 years after audit completed
COMMON ACTIVITIES | Benchmarking
1.3.1 : Benchmark processes or services
Records relating to measuring processes, programs and services against like Universities or acknowledged professional or industry standards.
Includes collection of benchmarking data via surveys or feedback, and analysis and reporting on evaluation activities.
Source
PROS 16/07 Higher and Further Education Functions
Required action
Temporary - Destroy 7 years after action completed
COMMON ACTIVITIES | Ceremonies & Celebrations
1.4.1 : Major significance
Records relating to celebrations, ceremonies, forums or events of major significance to the University such as events of an historic nature, University milestones and anniversaries.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Permanent - Retain as University Archives
COMMON ACTIVITIES | Ceremonies & Celebrations
1.4.2 : Minor significance
Records relating to celebrations, ceremonies, forums or events of minor significance to the University such as funerals, memorials, farewells, luncheons, dinners and non-University celebrations and ceremonies.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 2 years after last action completed
COMMON ACTIVITIES | Ceremonies & Celebrations
1.4.3 : Administrative arrangements
Records relating to other administrative arrangements for events including catering and venue bookings.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 2 years after last action completed
COMMON ACTIVITIES | Compliance
1.5.1 : Compliance with external standards
Records relating to initiatives at an University-wide or program-specific level to measure and improve the University's operations in order to be compliant with external standards.
Please refer to 'HEALTH & SAFETY - Compliance' for records specific to Health and Safety.
Source
University Business Requirement
Required action
Temporary - Destroy 10 years after last action completed.
COMMON ACTIVITIES | Conferences & Forums
1.6.1 : Convened by the University
Master copies of transcripts and speeches, proceedings and reports presented at conferences convened by the University.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Permanent - Retain as University Archives
COMMON ACTIVITIES | Conferences & Forums
1.6.2 : University strategy or partnership
Papers presented by agency staff to conferences convened by other organisations and which address the agency's policy, strategic direction or new services, products or partnerships.
Includes content that may address academic conferences, the strategic direction of the University or new partnerships.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Permanent - Retain as University Archives
COMMON ACTIVITIES | Conferences & Forums
1.6.3 : Papers and presentations
Papers and presentations presented by University staff to conferences as part of their professional development.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 2 years after last action completed
COMMON ACTIVITIES | Conferences & Forums
1.6.4 : Administrative arrangements
The activities involved in organising communication forums for staff of the University.
Includes duplicates, copies, arrangements, attendance and participants reports.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 2 years after last action completed
COMMON ACTIVITIES | Customer Service
1.7.1 : Service procedures and processes
Records documenting the processes and procedures involved in the handling of customer service, enquiries and feedback relating to the University.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 7 years after date procedure superseded
COMMON ACTIVITIES | Enquiries & Feedback
1.8.1 : Response results in change to University practices
Records documenting the receipt and response to feedback or to enquiries on any matter which results in changes to University policies or procedures.
Includes complaints, public reactions and anonymous correspondence.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Permanent - Retain as University Archives
COMMON ACTIVITIES | Enquiries & Feedback
1.8.2 : Detailed and routine responses
Records documenting the receipt and response to feedback on University matters which requires a routine response concerning University actions, policies or procedures.
Includes standard responses, complaints, letters of acknowledgement and anonymous. Includes records documenting the receipt and response to individual enquiries which require routine responses on University actions, policy or procedures. Includes form letters, standard responses, admission and prospective student enquiries.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 5 years after last action completed
COMMON ACTIVITIES | Evaluation
1.9.1 : Major reviews
Records documenting reviews which take in the entire University or substantial operational components thereof, or reviews into the University's performance of its legislative obligations.
Includes documents establishing the review, background research, draft versions of review reports containing significant changes or alterations or circulated for comment, final approved versions of reports. Includes reviews of courses, Faculties, Academic Departments, Schools, Administrative Divisions.
Source
University Business Requirement
Required action
Permanent - Retain as University Archives
COMMON ACTIVITIES | Evaluation
1.9.2 : Minor reviews
Records documenting minor reviews affecting only particular sections of the University and having little effect on the overall functioning of the University.
Includes documents establishing the review, background research, draft versions of review reports containing significant changes or alterations or circulated for comment, final approved versions of reports.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
PROS 16/07 Higher and Further Education Functions
Required action
Temporary - Destroy 10 years after last action completed
COMMON ACTIVITIES | Presentations
1.10.1 : Significant presentation
Presentations that signal fundamental shifts in University policies, strategic directions, services, products or partnerships.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Permanent - Retain as University Archives
COMMON ACTIVITIES | Presentations
1.10.2 : Routine presentation
Presentations delivered or intended to be delivered on the routine promotion of the Universities service or products.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 2 years after last action
COLLECTION MANAGEMENT | Access Management
2.1.1 : Disputed access to information
Records documenting disputed access to information in the University's business and information systems that does not involve the application of legislation such as Freedom of Information (FOI), privacy or records legislation or legislation specific to the University.
Source
University Business Requirement
Required action
Permanent - Retain as University Archives
COLLECTION MANAGEMENT | Access Management
2.1.2 : Undisputed access to information
Records documenting access to information in University business and information systems that does not involve the application of legislation specific to the University.
Source
University Business Requirement
Required action
Temporary - Destroy 15 years after last action completed
COLLECTION MANAGEMENT | Access Management
2.1.3 : Library loans management
Records relating to the administration of penalties and general borrower information.
Source
PROS 09/05 Retention and Disposal Authority for Records of Local Government Functions
Required action
Temporary - Destroy 2 years after last action on the borrower's account
COLLECTION MANAGEMENT | Collection Development & Management
2.2.1 : Campaigns and strategy
The core tasks associated with collection development & management include:
- research to identify potential acquisitions (including inspections and condition assessments), to establish provenance, and into the history and use of acquired items.
- acquisition, storage, control, maintenance and de-accessioning of items within the collection, including the establishment and maintenance of registers.
- preparation, preservation and conservation, including remedial treatment (repairs) and preventative techniques (such as repacking or rehousing items to prevent damage or deterioration).
- valuation of items and collection audits ('stocktakes').
- environmental control and monitoring.
- development of handling protocols and other risk management processes for items identified as containing hazardous substances.
- giving and receiving advice on collection development and management issues.
- submissions to support the development of the collection, including funding requests.
Includes Membership Applications Form.
Source
PROS 17/03 Retention and Disposal Authority for Records of Museum and Gallery Functions
Required action
Permanent - Retain as University Archives
COLLECTION MANAGEMENT | Collection Development & Management
2.2.2 : Operational records
Records documenting:
- implementing preventative conservation strategies and techniques. Includes creating preservation copies of collection items, condition assessment reports and log books.
- remedial conservation treatment to damaged or deteriorated collection items. Includes requests,condition assessment reports and log books.
- preparation works to house an item in the collection and/or place it on display (e.g. taxidermy and cleaning).
- handling protocols for items identified as containing or comprised of hazardous substances e.g. specimens preserved in formaldehyde or treated with arsenic, items which may contain spores of fungi and other contaminants etc.
- stocktake of collection items, including location, schedules, results, forms and consolidated stocktaking reports.
- proposed collection acquisitions that do not proceed.
- source details for potential acquisitions, including offers made by the public.
- University submissions seeking support for projects relating to the development of the collection.
- documentation of the donation or bequest process. Includes correspondence with prospective donors and estates, negotiation of conditions of use or sale, supply of suggested wording for bequests, acknowledgement of item receipt, records of donations and bequests that do not proceed.
Source
PROS 17/03 Retention and Disposal Authority for Records of Museum and Gallery Functions
Required action
Temporary - Destroy 15 years after administrative use has concluded
COLLECTION MANAGEMENT | Collection Development & Management
2.2.3 : Monitoring and maintenance
Records of the day to day monitoring and management of collection items.Includes:
- instructions for mounting/demounting specific items within the collection.
- environmental control readings and adjustments.
- calibration of collection equipment.
- arrangements for transportation, including quarantine services and permits.
- surveys of collection items to ascertain the need for maintenance.
Source
PROS 17/03 Retention and Disposal Authority for Records of Museum and Gallery Functions
Required action
Temporary - Destroy 7 years after action completed
COLLECTION MANAGEMENT | Commercial Operations
2.3.1 : Campaigns and strategy
Records of continuing value that document:
- the approval or establishment, and review of fundraising, sponsorship and membership campaigns. Includes records of campaign plans, scope/parameters and goals, evaluation and resulting recommendations to adjust or end a particular campaign, detailed customer feedback that results in change, and decisions to end campaigns.
- summarised details of the receipt of donations and bequests. Information captured may include name and other details of the donor, date of receipt, any conditions or provisions regarding the donation or bequest e.g. the donor specifies what the donation must be used for, value, type of donation/bequest i.e. cash vs artwork vs artefact. Includes entries that summarise the collated results of small anonymous donations and entries that summarise the collated results of fundraising campaigns that collect small donations from many donors.
- summarised details of sponsorship arrangements, including name of sponsor, period and value of sponsorship, what was sponsored (exhibition, tour, event, educational program etc.).
Source
PROS 17/03 Retention and Disposal Authority for Records of Museum and Gallery Functions
Required action
Permanent - Retain as University Archives
COLLECTION MANAGEMENT | Commercial Operations
2.3.2 : Operational records
Records of the day to day management of commercial operations, including:
- collection of data regarding funds raised (and other campaign success indicators) for fundraising campaign evaluation purposes.
- coordination and processing of fundraising and sponsorship mail-outs, advertising in the media, posters, displays and/or articles in membership publications/website etc. to raise awareness or feed back progress/results to the target audience.
- development and approval of pro forma forms and templates for collection of pledge information.
- arrangements for the collection and transfer of coinage (and notes if applicable) deposited in donation collection devices located on-site e.g. NGV fountains, collections tins, wishing wells etc.
- summary records of current and past members of the agency membership program. Includes, member name and contact details, category of membership, status of membership (current vs lapsed), key notes on membership requests or dealings e.g. member may have ticked a box to receive no promotional material, or past member may have requested no further contact re renewals, donations or promotions, or last attempted contact identified contact details as no longer current.
- management of sponsors, including correspondence with potential sponsors, sponsorship agreements, including payment schedules, development and design of promotional campaigns, including use of sponsor logos, summary reporting and evaluation, and acknowledgements.
Source
PROS 17/03 Retention and Disposal Authority for Records of Museum and Gallery Functions
Required action
Temporary - Destroy 7 years after action completed
COLLECTION MANAGEMENT | Exhibitions
2.4.1 : Campaigns and strategy
Records of continuing value that document:
- final versions relating to the design or redesign, development and layout of exhibitions in the galleries and exhibition spaces.
- development of exhibition concept briefs and their approval.
- final approved exhibition planning, development, and installation.
- final approved marketing strategy, including event calendars, official promotional material and artwork designs.
Source
PROS 17/03 Retention and Disposal Authority for Records of Museum and Gallery Functions
Required action
Permanent - Retain as University Archives
COLLECTION MANAGEMENT | Exhibitions
2.4.2 : Operational records
Records documenting:
- preliminary versions relating to the design or redesign, development and layout of exhibitions in the galleries and exhibition spaces.
- negotiations and agreements to host travelling exhibitions developed by external institutions, or to arrange external venues to host an in-house developed travelling exhibition.
- working drawings and notes for the construction of exhibitory frameworks and displays.
- development of educational content for tours, seminars and other explanatory events.
- planning, development, and management of mobile outreach programs which take mini-exhibits out to rural areas or to visit customers who are unable to travel.
Source
PROS 17/03 Retention and Disposal Authority for Records of Museum and Gallery Functions
Required action
Temporary - Destroy 15 years after administrative use has concluded
COLLECTION MANAGEMENT | Subscriptions
2.5.1 : Journals and information bases
Records documenting the subscription to academic and other journals, magazines and newspapers and information bases.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 7 years after last action completed
ENGAGEMENT | Alumni Relations
3.1.1 : Register of alumni
Summary record of all registered alumni of an University.
Includes the registration of individuals as well as alumni groups or chapters.
Source
PROS 16/07 Higher and Further Education Functions
Required action
Temporary - Destroy 7 years after reference ceases
ENGAGEMENT | Alumni Relations
3.1.2 : Maintenance of alumni records
Records documenting the maintenance of alumni registers and databases.
Includes updating contact or other details of current members.
Source
PROS 16/07 Higher and Further Education Functions
Required action
Temporary - Destroy after reference use ceases
ENGAGEMENT | Branding
3.2.1 : Master designs
Records documenting the development, approval, implementation and administration of designs for University logos.
Includes letterhead, style guide, testamur design, stationery and publications incorporating the corporate brand or image.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
PROS 16/07 Higher and Further Education Functions
Required action
Temporary - Retain as University Archives
ENGAGEMENT | Branding
3.2.2 : Master forms
Records documenting the development, approval, implementation and administration of designs for University forms.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 7 years after action completed
ENGAGEMENT | Companies & Joint Ventures
3.4.1 : Company establishment
Establishment of companies or associations owned by the University or partnerships with other Universities.
Includes certificates of company registration, memoranda and articles of association and records regarding appointment of Directors. Includes records relating to the ongoing management and modification of trusts over time.
Source
PROS 16/07 Higher and Further Education Functions
Required action
Permanent - Retain as University Archives
ENGAGEMENT | Companies & Joint Ventures
3.4.2 : Companies not proceeded with or abandoned
Planning and development of companies, associations or partnerships that were abandoned or did not proceed.
Source
PROS 16/07 Higher and Further Education Functions
Required action
Temporary - Destroy 7 years after last action completed
ENGAGEMENT | Companies & Joint Ventures
3.4.3 : Major joint venture initiatives
Final signed version of joint venture agreements or Memorandums of Understanding of major significance to the State such as large-scale infrastructure projects and partnerships.
Includes records documenting the development of these agreements.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Permanent - Retain as University Archives
ENGAGEMENT | Companies & Joint Ventures
3.4.4 : Minor joint venture initiatives
Final versions of joint venture agreements or Memorandums of Understanding of small-scale significance to the State.
Includes records documenting the development of these agreements.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 7 years after last action completed
ENGAGEMENT | Companies & Joint Ventures
3.4.5 : Administrative arrangements
Facilitation of the consultancy process.
Includes records of meeting arrangements, monitoring, working papers, analysis, surveys, market intelligence reports and background advice.
Source
PROS 16/07 Higher and Further Education Functions
Required action
Temporary - Destroy 2 years after last action completed
ENGAGEMENT | Consultancy
3.5.1 : Significant consultancies
Summary reports and outcomes from significant consultancies involving controversial or major projects undertaken for commercial gain.
Includes records of consultancies involving controversial or major projects: for instance, where the University assists government or industry with major infrastructure, new technology or products, or economic improvements.
Source
PROS 16/07 Higher and Further Education Functions
Required action
Permanent - Retain as University Archives
ENGAGEMENT | Consultancy
3.5.2 : Routine consultancies
Delivery of routine or minor projects involving provision of professional advice or services for commercial gain.
Source
PROS 16/07 Higher and Further Education Functions
Required action
Temporary - Destroy 7 years after last action completed
ENGAGEMENT | Exchange Programs & Study Tours
3.6.1 : Program management
Management of study tours or exchange programs conducted at the University.
Includes student selection for tours, administrative arrangements, insurance arrangements and any changes to the tour.
Source
PROS 16/07 Higher and Further Education Functions
Required action
Temporary - Destroy 7 years after termination of the program
ENGAGEMENT | Exchange Programs & Study Tours
3.6.2 : Successful applications
The successful application, selection and management of students participating in an exchange or study abroad program at the University.
Source
PROS 16/07 Higher and Further Education Functions
Required action
Temporary - Destroy 7 years after action completed
ENGAGEMENT | Exchange Programs & Study Tours
3.6.3 : Unsuccessful applications
Unsuccessful applications to participate in an exchange or study abroad program.
Source
PROS 16/07 Higher and Further Education Functions
Required action
Temporary - Destroy 1 year after final decision made
ENGAGEMENT | Fundraising
3.7.1 : Campaign investigation and planning
Records associated with the investigation, planning and organising of fundraising campaigns by the University.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 5 years after action completed
ENGAGEMENT | Grants
3.8.1 : University managed: summary record of outcomes
Summary record of grant applications that identifies the nature of the application and reasons for acceptance or rejection.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Permanent - Retain as University Archives
ENGAGEMENT | Grants
3.8.2 : University managed: grant allocation
Records documenting grant allocations, including the selection criteria used to assess grant applications.
Includes working papers for fund distribution.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Limitation of Actions Act (Vic)
Required action
Temporary - Destroy 7 years after last action completed
ENGAGEMENT | Grants
3.8.3 : University managed: promotional material
Records relating to promotion and advertising for grants and correspondence outlining available grants.
Includes closing dates, lists of granting bodies and available grants.
Source
University Business Requirement
Required action
Temporary - Destroy 2 years after last action completed
ENGAGEMENT | Grants
3.8.4 : Investigation and identification
Records documenting the investigation, identification and selection of external grant funding opportunities.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 2 years after last action completed
ENGAGEMENT | Grants
3.8.5 : Successful applications
Records documenting successful applications made by the University or to the University for grant funding.
Includes selection outcome advice to applicants, criteria and grant conditions, including funding arrangements, project reports (including progress reports).
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Limitation of Actions Act (Vic)
Required action
Temporary - Destroy 7 years after last action completed
ENGAGEMENT | Grants
3.8.6 : Unsuccessful applications
Records documenting unsuccessful applications made by the University or to the University for grant funding.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 2 years after action completed
ENGAGEMENT | Marketing
3.9.1 : Media releases
Master set of University media releases representing the University and associated bodies.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Permanent - Retain as University Archives
ENGAGEMENT | Marketing
3.9.2 : Major campaigns
Records documenting the planning, final products and review of major marketing campaigns relating to the University's core education and research mission.
Includes rebranding and major awareness campaigns e.g. Melbourne Model and the University's overall marketing strategy.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Permanent - Retain as University Archives
ENGAGEMENT | Marketing
3.9.3 : Website structure
Records documenting development of the structure and University of the University website and records of substantial changes made, e.g. site maps, site restructures or redesigns, changes to website design protocols and standards.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Permanent - Retain as University Archives
ENGAGEMENT | Marketing
3.9.4 : Minor campaigns
Records documenting the planning and final products of minor marketing campaigns, concerned with peripheral University activities.
Includes records covering arrangements for advertising campaigns, public launches and promotional images, allocation and placement of advertising.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Limitation of Actions Act (Vic)
Required action
Temporary - Destroy 7 years after action completed
ENGAGEMENT | Marketing
3.9.5 : Media coverage
Media coverage collected from external media sources.
Includes copies of news cuttings and transcripts and items from media monitor services, including those specifically relating to the University's operations.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 2 years after last action
ENGAGEMENT | Marketing
3.9.6 : Expert commentary
Records relating to subject-matter experts at the University providing unpaid expert commentary to a specific group or the public at large (for example, to the media).
Includes expert-matching registers maintained by the University to assist external parties in finding the correct expert to contact.
Source
PROS 16/07 Higher and Further Education Functions
Required action
Temporary - Destroy 2 years after reference use ceases
ENGAGEMENT | Marketing
3.9.7 : Website and social media content
Website content and social media exchanges of the University and other affiliated bodies.
Source
University Business Requirement
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Permanent - Retain as University Archives
ENGAGEMENT | Memberships
3.10.1 : Individual and University memberships
Records of membership of individuals and Universities to University managed centres or other groups.
Includes the provision of membership benefits to these individuals or Universities such as the provision of a journal, conference registration discounts and professional development activities.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 7 years after last action
ENGAGEMENT | Trusts & Donations
3.11.1 : Major significance
Records documenting the receipt and management of items, monetary gifts, artefacts or real property that have a value that impacts on the whole of University or the broader community.
Includes approaches for donations or bequests and acknowledgments.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
PROS 17/03 Museum & Gallery Functions
Required action
Permanent - Retain as University Archives
ENGAGEMENT | Trusts & Donations
3.11.2 : Minor significance
Records documenting the receipt, management and disposal of donations of money, items, artefacts or objects which have a minor significance to the University.
Includes approaches for donations or bequests and acknowledgments.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 7 years after action completed
ENGAGEMENT | Trusts & Donations
3.11.3 : Refusal of donation
Records documenting the refusal of donations.
Includes the return of items not accepted by the University.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
PROS 17/03 Museum & Gallery Functions
Required action
Temporary - Destroy 7 years after action completed
ENGAGEMENT | Visits & Tours
3.12.1 : Security measures
Records documenting the security arrangements made for visitors on University premises.
Includes security arrangements for visits to the University by dignitaries and the general public such as additional security measures and personnel, road closures, police liaison and notification.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 7 years after last action completed
ENGAGEMENT | Visits & Tours
3.12.2 : Administrative arrangements
Records documenting arrangements for visits or tours to the University. Includes lists of visitors and visitor information.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 2 years after last action completed
FINANCIAL MANAGEMENT | Accounting
4.1.1 : Account management
Principal accounting records and associated supporting records related to managing the University's revenue and expenditure.
Includes sales and purchase invoices, receipts, bank account activities, debt recovery, chart of accounts.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 7 years after completion of the financial year in which the record was created
FINANCIAL MANAGEMENT | Accounting
4.1.2 : Guarantees issued to the University
Records relating to bonds or bank guarantees/securities.
Source
University Business Requirement
SRNSW Common Admin 7.1.2
Required action
Temporary - Retain until matter completed, then return to applicant or bank
FINANCIAL MANAGEMENT | Accounting
4.1.3 : Cardholder data
Records containing cardholder data captured as part of an electronic financial transaction including information printed, processed, transmitted or stored in any form on a payment card.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Payment Card Industry Data Security Standard (PCI DSS)
Required action
Temporary - Destroy 3 months after last action
FINANCIAL MANAGEMENT | Accounting
4.1.4 : Salary transactions
Records documenting the processing of payment of salaries to personnel.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 7 years after completion of the financial year in which the record was created
FINANCIAL MANAGEMENT | Advice
4.2.1 : Significant advice
Records relating to the provision or receipt of detailed and significant financial advice to executive or senior management regarding financial investments, incurred obligations and financial reporting requirements.
Includes detailed and high level advice on the application of specific accounting standards and policies, financial or annual reporting legislation and accounting treatments.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Permanent - Retain as University Archives
FINANCIAL MANAGEMENT | Advice
4.2.2 : Routine advice
Records relating to advice regarding general financial management and accounting practices including financial advice concerning routine operational matters, e.g. wage cases, property matters.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 15 years after last action completed
FINANCIAL MANAGEMENT | Asset Register
4.3.1 : Summary records of assets
Summary record listing an University's assets such as an asset register.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Permanent - Retain as University Archives
FINANCIAL MANAGEMENT | Asset Register
4.3.2 : Asset register
Records documenting asset valuation and asset management processes, including requests for inclusion on the asset register.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 7 years after administrative use is concluded
FINANCIAL MANAGEMENT | Authorisation
4.4.1 : Financial delegations
Delegation of power to University staff to authorise financial activities and transactions (e.g. delegation to approve expenditure or appointment of an officer to countersign cheques).
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 7 years after delegation is superseded or cancelled
FINANCIAL MANAGEMENT | Budgeting
4.5.1 : University-wide estimates
Budget estimates, spending progress and revenue for the University.
Includes background information, budget allocation decisions, allocation of funds, estimates of expenditure, certification of accounts, calculations, superseded revisions, costing of annual expenditure, additional estimates.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 7 years after completion of the financial year in which the records were created
FINANCIAL MANAGEMENT | Budgeting
4.5.2 : Departmental or work-unit estimates
Budget estimates, spending progress and revenue for a department or work unit.
Includes tables reflecting budget allocations, salary commitments, other commitment projections, budget submissions. Includes variations to budgets, interim budget reports.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 2 years after completion of the financial year in which the records were created
FINANCIAL MANAGEMENT | Donations & Trusts
4.6.1 : Trust establishment
Establishment of trusts owned by the University or established in partnership with other Universities.
Includes certificates of registration, memoranda and articles of association and records regarding appointment of Directors.
Source
PROS 16/07 Higher and Further Education Functions
Required action
Permanent - Retain as University Archives
FINANCIAL MANAGEMENT | Donations & Trusts
4.6.2 : Significant donations
Records documenting the receipt and management of funds and property trusted to the University.
Source
PROS 16/07 Higher and Further Education Functions
Required action
Permanent - Retain as University Archives
FINANCIAL MANAGEMENT | Donations & Trusts
4.6.3 : Minor donations
Records documenting the receipt, management and disposal of funds and property trusted to the University for a one off transitory purpose.
Source
PROS 16/07 Higher and Further Education Functions
Required action
Temporary - Destroy 7 years after last action completed
FINANCIAL MANAGEMENT | Financial Statements
4.7.1 : Annual financial statements
Annual financial statements and associated background documentation.
Includes balance sheets, operating statements, cash flow statements and accompanying notes.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Permanent - Retain as University Archives
FINANCIAL MANAGEMENT | Financial Statements
4.7.2 : Interim financial statements
Interim financial statements including balance sheets and operating statements.
Includes mid-year and quarterly financial reporting statements.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 7 years after completion of the financial year in which the record was created
FINANCIAL MANAGEMENT | Loans Management
4.8.1 : Borrowing of currency
Records relating to the borrowing of currency by an University.
Includes, loan agreements, repayment records, interest rate agreements, mortgage management, and other associated records.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Financial Management Act 1994 (Vic)
Required action
Temporary - Destroy 7 years after finalisation of the loan
FINANCIAL MANAGEMENT | Taxation
4.9.1 : Statutory registrations
Records relating to the University's compliance with mandatory or optional standards or with statutory requirements regarding financial management.
Includes registration of Australian Business Number (ABN), Australian Company Number (ACN), Data Universal Numbering System Number (DUNS), accounting standards.
Source
University Business Requirement
Required action
Temporary - Retain minimum of 7 years after registration lapses or is superseded
FINANCIAL MANAGEMENT | Taxation
4.9.2 : Tax administration
Records documenting the management and administration of taxation at the University.
Includes administration of payroll tax, income tax, Goods and Services Tax (GST), Fringe Benefits Tax (FBT), travel diaries, travel receipts, Capital Gains Tax, tax exemptions, recipient created tax invoice agreements, tax returns.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Taxation Administration Act 1953 (Cth)
Required action
Temporary - Destroy 5 years after completion of the financial year in which the record was created
GOVERNANCE | Audit
5.1.1 : Audit resulting in significant change to practices
Final report of an internal or external audit that triggers changes to University wide policy or procedures concerning particular area being audited.
Includes draft versions of audit reports.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 10 years after audit completed
GOVERNANCE | Audit
5.1.2 : Audit resulting in limited or no change to practices
Final report of an internal or external audit that results in limited or localised or no changes to University practices relating to functions area being audited.
Includes draft versions of audit reports.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 7 years after audit completed
GOVERNANCE | Audit
5.1.3 : Planning and conduct
Records documenting the planning and conduct of external audits concerning the governance function.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 2 years after audit completed
GOVERNANCE | Audit
5.1.4 : Risk Management
Records documenting risk management including each stage of the process, risk assessments, treatment schedules and action plans. Risks assessments applicable to university functions including Health and Safety assessments and mitigation efforts.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 7 years after last action completed
GOVERNANCE | Audit
5.1.5 : Fraud: Major case
Records documenting the identification of major instances of fraud.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 15 years after administrative use has concluded
GOVERNANCE | Audit
5.1.6 : Fraud: Minor case
Records documenting the identification of minor instances of fraud that were resolved internally.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 7 years after administrative use has concluded
GOVERNANCE | Committees & Boards
5.2.1 : Internal Committee: Strategic
Internal Committees established to determine University wide policy direction or strategic planning or to meet regulatory and statutory requirements.
Includes master set of minutes, agenda, reports, resolutions, submissions and other meeting papers. Includes University Council, Academic Board, Faculty Board and ad hoc Advisory/Working Group papers.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Permanent - Retain as University Archives
GOVERNANCE | Committees & Boards
5.2.2 : Internal Committee: Operational
Internal Committees established for operational purposes that do not determine University wide policy direction or strategic planning.
Includes working groups, adhoc committees and staff meetings of units or work areas within the University.Master and duplicate copies of minutes, agenda, reports, resolutions, submissions and other meeting papers.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 5 years after last action completed
GOVERNANCE | Committees & Boards
5.2.3 : External Committee: University-convened
External Committees convened by the University or where the University has provided the Secretariat.
Includes the appointment of members and meeting papers.Records documenting to the establishment of the committee includes appointment of members. Includes proxy forms, duplicate copies of minutes agenda, reports, resolution submissions and other meeting papers.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Permanent - Retain as University Archives
GOVERNANCE | Committees & Boards
5.2.4 : External Committee: Externally-convened
External Committees where the University sends representation but does not convene and does not provide the Secretariat.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 2 years after administrative use is concluded
GOVERNANCE | Committees & Boards
5.2.5 : Membership nominations
Records documenting successful and unsuccessful nominations or applications for board membership.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 2 years after last action completed
GOVERNANCE | Committees & Boards
5.2.6 : Pecuniary interests
Records documenting an individual's company, trust and property holdings as well as any other pecuniary interests.
Includes pecuniary returns made upon appointment as well as any regular updates.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 3 years after administrative use is concluded
GOVERNANCE | Committees & Boards
5.2.7 : Administrative arrangements
Records of a general administrative nature relating to the management of boards and committees.
Includes the preparation and circulation of minutes, use of premises and facility arrangements, attendee arrangements including travel, expressions of thanks, and records relating to election of members.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 2 years after last action completed
GOVERNANCE | Establishment & Restructure
5.3.1 : Significant restructure
Records documenting significant establishment, restructure and amendments of the University's staffing structure or major functional sections.
Includes establishment documentation, constitution, background research, draft versions of plans containing significant changes, alterations or formally circulated for comment and reports analysing issues and the outcomes of consultation with employees, unions, stakeholders, etc.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
PROS 16/07 Higher and Further Education Functions
Required action
Permanent - Retain as University Archives
GOVERNANCE | Establishment & Restructure
5.3.2 : Minor restructuring
Records detailing only minor reviews and restructures affecting only particular units of the University and having little effect on the overall functioning of the University.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 10 years after last action completed
GOVERNANCE | Establishment & Restructure
5.3.3 : Administrative arrangements
Records documenting the administrative arrangements that result from University restructures.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 7 years after last action completed
GOVERNANCE | Policy & Procedures
5.4.1 : University-wide policy
Final versions of University-wide policy prescribing the way the University operates.
Including its formulation, or functional activities, strategic planning and management matters affecting the whole University.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Permanent - Retain as University Archives
GOVERNANCE | Policy & Procedures
5.4.2 : Procedures and processes
University procedures and processes, and records of their development. Includes manuals and handbooks.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 7 years after the procedure or process is superseded
GOVERNANCE | Project Management
5.5.1 : Summary record of projects
Summary documentation of projects. Includes project registers.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Permanent - Retain as University Archives
GOVERNANCE | Registration
5.6.1 : Registered Education Provider
Final submission to an Education Authority / Regulator to either become or continue to be a Registered Education Provider / RTO.
Includes records of the approval/certification by the Authority (eg. CRICOS, TESQA, ASQA and VRQA) and records documenting any terms or conditions imposed by the regulator.
Source
PROS 16/07 Higher and Further Education Functions
Tertiary Education Quality and Standards Agency Act 2011 (Cth)
Required action
Temporary - Destroy 30 years after action completed
GOVERNANCE | Registration
5.6.2 : Development of submission
Records created during the development of a submission by the institution to either become or continue to be an Education Provider/RTO.
Includes but not limited to: CRICOS, TESQA, ASQA and VRQA.
Source
PROS 16/07 Higher and Further Education Functions
Tertiary Education Quality and Standards Agency Act 2011 (Cth)
Required action
Temporary - Destroy 15 years after action completed
GOVERNANCE | Reporting & Planning
5.7.1 : University-wide or departmental plans
Records documenting the planning and final products of major University-wide or Faculty-wide plans.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Permanent - Retain as University Archives
GOVERNANCE | Reporting & Planning
5.7.2 : Annual Report
Master version of the Annual Report.
Includes records on the development and tabling of the report to Victorian Parliament.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Permanent - Retain as University Archives
GOVERNANCE | Reporting & Planning
5.7.3 : Unit-level plans
Final version of work-unit level business plans.
Source
PROS 16/07 Higher and Further Education Functions
Required action
Temporary - Destroy 5 years last action completed
GOVERNANCE | Reporting & Planning
5.7.4 : Functional reports
Reports on functional activities which are reproduced elsewhere (e.g. in the Annual Report and other University committees).
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 7 years after last action completed
GOVERNANCE | Reporting & Planning
5.7.5 : Periodic reports
Periodic reports produced on recurring activities.
Includes interim progress reports addressing performance against strategic and operational plans and reports that are not required for the purposes of meeting legislative objectives.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 5 years after last action completed
GOVERNANCE | Reporting & Planning
5.7.6 : Consolidated reports
Consolidated reports on functional activities which are not reproduced elsewhere
Includes final reports required for the purposes of meeting legislative objectives, final reports on performance and progress against objectives detailed in strategic or operational plans. Includes reports to State and Commonwealth Governments, Faculty Annual Reports, Academic Annual Reports, Dean's Annual Reports, Statistical reports compiled by the Faculty, Department or School, Work Unit Annual Reports.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Permanent - Retain as University Archives
GOVERNANCE | Submissions & Inquiries (Formal)
5.8.1 : Whisteblower and Protected Disclosure
Investigations into disclosures made under the Protected Disclosure Act 2012 (Vic) and Whistleblowers Protection Act 2001 (Vic).
Includes Ombudsman's reports.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Permanent - Retain as University Archives
GOVERNANCE | Submissions & Inquiries (Formal)
5.8.2 : Significant submissions
Formal submissions made to government bodies on issues directly relating to the higher education sector and services.Includes records documenting the development of submissions.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Permanent - Retain as University Archives
GOVERNANCE | Submissions & Inquiries (Formal)
5.8.3 : Routine submissions
Formal and informal submissions documenting a minor response to a request for comment on legislation not relating to the higher education sector and services.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 10 years after last action completed
HEALTH & SAFETY | Audit
6.1.1 : Planning and final report
Records documenting the planning and conduct of external and internal audits relating to the Health & Safety function.
Includes copy of final report and records documenting changes made to procedures as a result of an audit. For final reports that results in changes in practices see 1.2.1.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 7 years after audit undertaken
HEALTH & SAFETY | Awareness & Training
6.2.1 : Promotion and training
Records documenting the promotion of healthy and safe practices at the University.
Includes the development and distribution of notices, information sessions, instructions, posters and other promotional material. Also includes training records such as staff attendance and training needs analysis.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 5 years after administrative use is concluded
HEALTH & SAFETY | Claims
6.3.1 : Claim made for death
Records documenting claims for compensation submitted when an a person has died and the liability is with the University or its subsidiaries.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Workplace Injury Rehabilitation and Compensation Act 2013 (Vic)
Required action
Permanent - Retain as University Archives
HEALTH & SAFETY | Claims
6.3.2 : Public claim made for injury
Records documenting claims for compensation submitted when a member of the public has been injured and liability is with the University.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Workplace Injury Rehabilitation and Compensation Act 2013 (Vic)
Required action
Temporary - Destroy 7 years after finalisation of the claim
HEALTH & SAFETY | Claims
6.3.3 : University claim made for injury
Records documenting claims for compensation submitted for personal injury of an employee.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Workplace Injury Rehabilitation and Compensation Act 2013 (Vic)
Required action
Temporary - Destroy 50 years after claim is finalised
HEALTH & SAFETY | Claims
6.3.4 : Appeals made to regulator
Records documenting an appeal made by the University against an investigators (e.g. WorkSafe Victoria) decision on a health and safety matter.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Workplace Injury Rehabilitation and Compensation Act 2013 (Vic)
Required action
Temporary - Destroy 10 years after appeal has concluded
HEALTH & SAFETY | Claims
6.3.5 : Notifications to WorkSafe Victoria
Notification of incidents to external statutory and regulatory authorities including WorkSafe Victoria.
Source
University Business Requirement
Required action
Temporary - Destroy 5 years after incident occurred
HEALTH & SAFETY | Claims
6.3.6 : Employee rehabilitation
Records documenting the rehabilitation of workers to full employment which are not related to a compensation case.
Includes return to work plans.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Workplace Injury Rehabilitation and Compensation Act 2013 (Vic)
Required action
Temporary - Destroy 50 years after completion of rehabilitation
HEALTH & SAFETY | Compliance
6.4.1 : Monitoring
Monitoring records documenting employee and environmental monitoring of hazardous substances listed in relevant Occupational Health and Safety legislation.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Occupational Health and Safety Act 2004 (Cth)
Required action
Temporary - Destroy 30 years after last action completed
HEALTH & SAFETY | Compliance
6.4.2 : OH&S compliance
Records documenting compliance with provisions of the Occupational Health and Safety Acts and Regulations.
Includes records relating to fire protection systems,evacuation drills and building emergency response plans.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Occupational Health and Safety Act 2004 (Cth)
Required action
Temporary - Destroy 7 years after last action completed
HEALTH & SAFETY | Compliance
6.4.3 : Licenses & permit management
Records documenting the application for and management of licenses and permits issued under Occupational Health and Safety legislation.
Includes confined space entry permits, radiation management license, poison permits and dangerous goods manifest.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Occupational Health and Safety Act 2004 (Cth)
Required action
Temporary - Destroy 10 years after licence or permit has expired
HEALTH & SAFETY | Compliance
6.4.4 : Non-compliance notices
Non-compliance notices issued under Occupational Health and Safety legislation.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Occupational Health and Safety Act 2004 (Cth)
Required action
Temporary - Destroy 10 years after last action completed
HEALTH & SAFETY | Compliance
6.4.5 : Safety data sheets (SDS)
Safety Data Sheets (SDS) prepared by the manufacturers of chemicals which describe the properties and uses of the substance.
Includes dangerous goods, hazardous substances, drugs, poisons and controlled substances and also medicines, agricultural and veterinary chemicals.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Occupational Health and Safety Act 2004 (Cth)
Required action
Temporary - Destroy 1 years after chemical has been disposed of
HEALTH & SAFETY | Compliance
6.4.6 : Contact tracing information
Records documenting attendees at University premises to enable contact tracing if required for public health reasons.
Includes a register or record of the names of all persons (including staff) attending an agency premise, their contact information, and the date and time they visited the premises.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Direction issued by Department of Health and Human Services
Required action
Temporary - Destroy 28 days after the visit occurred
HEALTH & SAFETY | Hazard Identification
6.5.1 : Risk assessments: exposure to hazardous substances
Records documenting the risk management of all Occupational Health and Safety hazards, including hazardous substances detailed in OH&S regulations, where risk assessments indicate a risk to the employees and where health surveillance and/or monitoring of the employees is necessary.
Includes Health Hazard Assessment Questionnaires (HHAQ).
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Occupational Health and Safety Act 2004 (Cth)
Required action
Temporary - Destroy 100 years after date of separation from the University
HEALTH & SAFETY | Hazard Identification
6.5.2 : Risk assessments: no exposure to hazardous substances
Records documenting the risk management of Occupational Health and Safety hazards where risk assessments indicate no risk to the employees and where no health surveillance and/or monitoring is required.
Includes Health Hazard Assessment Questionnaires (HHAQ).
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Occupational Health and Safety Act 2004 (Cth)
Required action
Temporary - Destroy 50 years after date of separation from the University
HEALTH & SAFETY | Incident Management
6.6.1 : Accidental death
Accident and incident reports for incidents where death of an employee or contractor has occurred as the result of an incident within the workplace or while travelling for the purposes of employment (while on duty or official business), or where the death of a visitor has occurred as the result of an incident on University premises.
Includes accident registers.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Accident Compensation (Occupational Health and Safety) Act 1996 (Cth)
Required action
Permanent - Retain as University Archives
HEALTH & SAFETY | Incident Management
6.6.2 : Serious personal injury
Serious Accident and incident reports and supporting documentation for dangerous occurrences and incidents where serious personal injury and incapacity (as defined by Accident Compensation and Occupational Health and Safety legislation) of an employee or contractor has occurred as the result of an incident within the workplace or while travelling for the purposes of employment (while on duty or official business), or has occurred to a visitor as the result of an incident on the University's premises. Also applies where there has been a serious incident and damage has occured only to property, assets or equipment.
Includes accident registers.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Accident Compensation (Occupational Health and Safety) Act 1996 (Cth)
Required action
Temporary - Destroy 50 years after incident occurred
HEALTH & SAFETY | Incident Management
6.6.3 : Minor incident
Accident and incident reports and supporting documentation for incidents which did not result in a serious injury (as defined by Accident Compensation and OH&S legislation) to an employee or contractor as the result of an incident within the workplace or while travelling for the purposes of employment (while on duty or official business) or to a visitor on the University's premises.
Includes accident registers.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Accident Compensation (Occupational Health and Safety) Act 1996 (Cth)
Required action
Temporary - Destroy 7 years after incident occurred (providing the individual has by then reached the age of 25 years)
HEALTH & SAFETY | Incident Management
6.6.4 : Incidents not resulting in compensation
Records relating to incidents that do not result in claims for compensation.
Includes accident registers.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Accident Compensation (Occupational Health and Safety) Act 1996 (Cth)
Required action
Temporary - Destroy 7 years after incident occurred (providing the individual has by then reached the age of 25 years)
HEALTH & SAFETY | Incident Management
6.6.5 : Register of injuries and treatment
First aid registers of injuries and treatment of injuries treatments
Includes accident registers.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Accident Compensation (Occupational Health and Safety) Act 1996 (Cth)
Required action
Temporary - Destroy 5 years after last entry and administrative use has concluded.
HEALTH & SAFETY | Inspections
6.7.1 : Major accident resulting in inspection
Records documenting an Occupational Health and Safety workplace inspection resulting from a major accident in the workplace (e.g. dangerous occurrences or accidents causing fatalities or serious injuries).
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Occupational Health and Safety Act 2004 (Cth)
Required action
Permanent - Retain as University Archives
HEALTH & SAFETY | Inspections
6.7.2 : Safety dispute resulting in inspection
Records documenting routine Occupational Health and Safety inspections carried out by WorkSafe Victoria as a result of a planned program or a safety dispute in the workplace.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Occupational Health and Safety Act 2004 (Cth)
Required action
Temporary - Destroy 10 years after administrative use has concluded.
HEALTH & SAFETY | Inspections
6.7.3 : Routine inspections
Records documenting routine inspections of work sites.
Includes inspections of hazardous substances.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Occupational Health and Safety Act 2004 (Cth)
Required action
Temporary - Destroy 10 years after review has occurred
HEALTH & SAFETY | Representation
6.8.1 : Appointment of officers and wardens
Records documenting the appointment of first aid officers, fire wardens, health and safety representatives, membership of designated work groups, local EHS coordinators.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 2 years after appointment lapses
HUMAN RESOURCES | Contractors & Honorary Appointments
7.1.1 : Engagement
Records documenting the engagement and management of independent contractors and honorary appointments.
Includes personal details and agreed undertakings relating to conditions of engagement and details of work performed. Includes Independent Contractor Agreements (ICA), Honorary Fellows, Visiting Professors, Professors Emeritus and University visitors.
Includes Working with Children Checks (WWCC).
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Limitation of Actions Act 1958 (Cth)
Required action
Temporary - Destroy 7 years after date of separation from the University
HUMAN RESOURCES | Contractors & Honorary Appointments
7.1.2 : Engagement: exposure to hazardous substances
Records documenting the engagement of independent contractors and honorary appointments who have had exposure to hazardous substances, including asbestos and biohazards, or who were located at places identified as containing hazardous substances.
Includes Honorary Fellows, Visiting Professors, Professors Emeritus and University Visitors.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 100 years after date of separation from the University
HUMAN RESOURCES | Grievances
7.2.1 : Summary of grievances
Summary documentation of grievances detailing the type of grievance and how resolved.
Grievance Register.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Permanent - Retain as University Archives
HUMAN RESOURCES | Grievances
7.2.2 : Informal grievances
Records documenting grievances which are handled informally by an immediate supervisor, including those settled by mediation.
Includes case files and investigation documentation.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 7 years after administrative use is concluded
HUMAN RESOURCES | Grievances
7.2.3 : Formal grievances
Records documenting formal grievances referred to local HR Business Partner.
Includes case files and investigation documentation.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 15 years after administrative use is concluded
HUMAN RESOURCES | Induction & Development
7.3.1 : Program development
Records documenting the development of training material for staff development courses and programs run internally by the University.
Includes promotional material.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 1 year after last action completed
HUMAN RESOURCES | Induction & Development
7.3.2 : Course material
Training material for staff development courses and programs run internally by the University (e.g. induction courses, graduate training and training of volunteers).
Includes programs, lecture notes, hand outs, films and videos.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy after date course superseded
HUMAN RESOURCES | Induction & Development
7.3.3 : Social and wellbeing clubs
Records documenting activities associated with improving the overall health and wellbeing of staff. Includes massage programs, exercise and yoga classes etc.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 2 years after last action completed
HUMAN RESOURCES | Induction & Development
7.3.4 : Administrative arrangements
Records detailing administrative arrangements supporting the conduct of training courses run internally by the University.
Includes processing instructions, venue bookings, hire of equipment, staff attendance, catering.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 2 years after last action completed
HUMAN RESOURCES | Misconduct
7.4.1 : Misconduct resulting in dismissal
Records documenting investigations by either the University or an external body where misconduct by an University representative is proven and which results indismissal.
Includes reports, investigations, representations, records of disciplinary action taken and inquiry records.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 15 years after last action completed
HUMAN RESOURCES | Misconduct
7.4.2 : Misconduct proven without dismissal
Records documenting investigations where minor misconduct is proven and results in disciplinary action other than dismissal, e.g. a reduction in salary or job classification or suspension of employment.
Includes reports, investigations, representations, records of disciplinary action taken and inquiry records.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 7 years after last action completed
HUMAN RESOURCES | Misconduct
7.4.3 : Misconduct unproven
Records documenting allegations of misconduct where no misconduct is proven and no disciplinary action is taken.
Includes reports, investigations, representations, records of disciplinary action taken and inquiry records.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 2 years after last action completed
HUMAN RESOURCES | Performance Development
7.5.1 : Performance development programs
Records documenting the development and management of the University's performance development programs.
Performance Development Framework (PDF).
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 7 years after last action completed
HUMAN RESOURCES | Performance Development
7.5.2 : Individual performance agreements
Performance development agreements for individual employees.
Includes final version of agreement, notes from meetings with employees, assessment and review reports and disputes arising from the performance management process.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 7 years after agreement is superseded
HUMAN RESOURCES | Personnel Filing
7.6.1 : Summary record of employees
Summary record documenting the employment details of all employees at the University.
Types of summary data include name of employee, date of birth, date of appointment, date of separation from the University, rates of salary and allowances, position titles and the dates positions were held.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Fair Work Act 2009 (Cth)
Required action
Permanent - Retain as University Archives
HUMAN RESOURCES | Personnel Filing
7.6.2 : Master employee file
Records documenting the consolidated employment history of all ongoing and non-ongoing employees from initial appointment to subsequent promotions and details of higher duties undertaken.
Includes all types of leave records and HR forms.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Fair Work Act 2009 (Cth)
Required action
Temporary - Destroy 50 years after separation from the University.
HUMAN RESOURCES | Personnel Filing
7.6.3 : Master employee file: exposure to hazardous substances
Records documenting the consolidated employment history of all ongoing and non-ongoing employees who have had exposure to hazardous substances, including asbestos and biohazards, or who were located at places identified as containing hazardous substances.
The consolidated history includes initial appointment to subsequent promotions and details of higher duties undertaken as well as all types of leave records.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Workplace Injury Rehabilitation and Compensation Act 2013 (Vic)
Required action
Temporary - Destroy 100 years after date of separation from the University
HUMAN RESOURCES | Personnel Filing
7.6.4 : Master employee file: legacy superannuation scheme
Records documenting the consolidated employment history of all ongoing and non-ongoing employees who have been a member of any superannuation and pension scheme that predated SSAU (1 May 1983). The consolidated history includes initial appointment to subsequent promotions and details of higher duties undertaken as well as all types of leave records.
Includes Samuel Gillott University Provident Fund, Staff Superannuation Scheme, Disability Pension Fund, Academic Staff Retirement Fund, Staff Superannuation (1986) Fund, MCAE Superannuation Scheme and predecessors.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 85 years after employee date of birth
HUMAN RESOURCES | Personnel Filing
7.6.5 : Master employee file: legacy superannuation scheme and exposure to hazardous substances
Records documenting the consolidated employment history of all ongoing and non-ongoing employees who have had exposure to hazardous substances, including asbestos and biohazards, or who were located at places identified as containing hazardous substances and who have been a member of any superannuation and pension scheme that predated SSAU (1 May 1983).
Includes Samuel Gillott University Provident Fund, Staff Superannuation Scheme, Disability Pension Fund, Academic Staff Retirement Fund, Staff Superannuation (1986) Fund, MCAE Superannuation Scheme and predecessors. The consolidated history includes initial appointment to subsequent promotions and details of higher duties undertaken as well as all types of leave records.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Workplace Injury Rehabilitation and Compensation Act 2013 (Vic)
Required action
Temporary - Destroy 100 years after date of separation from the University
HUMAN RESOURCES | Personnel Filing
7.6.6 : Local employee file
Records documenting the consolidated employment history of all ongoing and non-ongoing employees that are not part of the consolidated employment history.
Documents that are duplicates of those held by Finance and Employee Services can be destroyed. Includes records of staff termination, the moving/storage of personal effects, attendance, timesheets, rosters and personal leave.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 7 years after administrative use concluded
HUMAN RESOURCES | Personnel Filing
7.6.7 : Rosters, leave and attendance
Attendance records of all employees, managed separately to the consolidated employment history file.
Includes attendance books, timesheets, clock on-off cards, flexitime sheets and overtime records.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 7 years after action completed
HUMAN RESOURCES | Personnel Filing
7.6.8 : FOI request to expunge personal information
Records in relation to cases where a request has been made under Section 39 of the Freedom of Information Act 1982 for the expunging of personal information. This class authorises destruction of information under Section 49 of the Freedom of Information 1982 Act.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Privacy and Data Protection Act 2014 (Vic)
Required action
Temporary - Destroy after consent obtained from Executive Director, Human Resources
HUMAN RESOURCES | Position Classification
7.7.1 : Position descriptions
Records documenting the creation, variation, abolition, transfer or reclassification of positions and assigned duties.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 7 years after position or assigned duties have been abolished or altered
HUMAN RESOURCES | Position Classification
7.7.2 : Position descriptions: variations not proceeded with
Applications to vary and establish positions and assigned duties not approved or proceeded with.
Includes draft variations to position descriptions that were never implemented.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 2 years after administrative use is concluded
HUMAN RESOURCES | Position Classification
7.7.3 : Appeal of promotion or reclassification outcome
Records documenting the review of promotion decisions.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 2 years after administrative use is concluded
HUMAN RESOURCES | Recruitment
7.8.1 : Candidate identification and selection
Records documenting the candidate identification and selection process including recruitment campaigns.
Includes make up of interview panels and the interview and referee questions.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 2 years after administrative use is concluded
HUMAN RESOURCES | Recruitment
7.8.2 : Unsuccessful applications
Records of unsuccessful applications for vacancies in the University.
Includes unsuccessful applications for continuing and non continuing positions.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 2 years after recruitment has been finalised
HUMAN RESOURCES | Recruitment
7.8.3 : Unsolicited applications
Records documenting the management of unsolicited applications.
Includes resumes, curriculum vitae and supportive information.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 6 months after receipt of application
HUMAN RESOURCES | Recruitment
7.8.4 : Security checks
Records documenting security checks (vetting) carried out as part of pre-engagement, pre-employment and pre-appointment checks, or periodic reviews.
Includes police checks and the Working with Children Check (WWCC).
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Child Wellbeing and Safety Act 2005 (Cth)
Required action
Temporary - Destroy 6 months after recruitment has been finalised or last action completed
HUMAN RESOURCES | Rehabilitation
7.9.1 : Work plans and case records
Records documenting the rehabilitation of staff to normal employment.
Includes return to work plans, case files and notes.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Workplace Injury Rehabilitation and Compensation Act 2013 (Vic)
Required action
Temporary - Destroy 50 years after completion of rehabilitation
HUMAN RESOURCES | Remuneration
7.10.1 : Salaries
Records documenting the processing of payment of salaries to personnel.
Includes payroll documentation not filed on an employee's personnel file, group certificates, employment declaration forms.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Fair Work Act 2009 (Cth)
Required action
Temporary - Destroy 7 years after action completed
HUMAN RESOURCES | Remuneration
7.10.2 : Allowances
The management of money paid to employees in addition to salary tocover expenses incurred in the course of employment, e.g. travelling allowances.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Fair Work Act 2009 (Cth)
Required action
Temporary - Destroy 7 years after action completed
HUMAN RESOURCES | Work Placements
7.11.1 : Applications and management
Records documenting the engagement of volunteers and students undertaking work experience placements at the University
Includes personal details and agreed undertakings relating to conditions of engagement and details of work performed.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 7 years after individual has reached the age of 25 and placement has ceased
HUMAN RESOURCES | Work Placements
7.11.2 : Applications and management: exposure to hazardous substances
Records documenting the engagement of volunteers and students undertaking work experience placements at the University who have had exposure to hazardous substances, including asbestos and biohazards, or who were located at places identified as containing hazardous substances.
Includes personal details and agreed undertakings relating to conditions of engagement and details of work performed.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 100 years after date of separation from the University
HUMAN RESOURCES | Workplace Relations
7.12.1 : Enterprise workplace agreements
Records relating to workplace agreements applying to the University which are of a precedent setting nature or which affect a majority of employees.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Fair Work Act 2009 (Cth)
Required action
Permanent - Retain as University Archives
HUMAN RESOURCES | Workplace Relations
7.12.2 : Enterprise workplace agreements: unsuccessful
Records relating to situations where enterprise bargaining has not resulted in a workplace agreement.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Fair Work Act 2009 (Cth)
Required action
Temporary - Destroy 5 years after discussions have ceased.
HUMAN RESOURCES | Workplace Relations
7.12.3 : Industrial action: major
Records documenting the management of industrial action of a significant nature, e.g. involving large numbers of University staff, where the action has a major affect on the provision of services to student, staff and the community.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Permanent - Retain as University Archives
HUMAN RESOURCES | Workplace Relations
7.12.4 : Industrial action: minor
Records documenting the management of industrial action of a minor nature, e.g. involving small numbers of University staff, where the action has a small affect on the provision of services to student, staff and the community.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 7 years after administrative use is concluded
HUMAN RESOURCES | Workplace Relations
7.12.5 : Appeals made for arbitration
Records documenting appeals made to the central official arbitration or determining body (e.g. FairWork Commission) against a decision or an order where the University is a major participant in negotiations.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Permanent - Retain as University Archives
HUMAN RESOURCES | Workplace Relations
7.12.6 : Disputes resulting in precedent
Records relating to workplace disputes of a landmark or precedent-setting nature or which affect the entire University.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Permanent - Retain as University Archives
HUMAN RESOURCES | Workplace Relations
7.12.7 : Disputes not resulting in precedent
Records relating to workplace disputes that are not of a landmark or precedent-setting nature and which do not affect the entire University.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 5 years after administrative use is concluded
INFORMATION MANAGEMENT | Access Management
8.1.1 : FOI requests resulting in precedent
Records documenting Freedom of Information (FOI) requests that set a precedent for the management of FOI requests at the University.
Includes FOI requests which lead to a legal precedent or a significant change in how the University operates (e.g. changes to University policy or processes) and appeals to the Ombudsman, Victorian Civil and Administrative Tribunal (VCAT) or to the courts.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Freedom of Information Act 1982 (Cth)
Required action
Permanent - Retain as University Archives
INFORMATION MANAGEMENT | Access Management
8.1.2 : FOI requests requiring a detailed response
Records documenting Freedom of Information (FOI) requests that require a detailed response from the University.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Freedom of Information Act 1982 (Cth)
Required action
Temporary - Destroy 5 years after last action completed
INFORMATION MANAGEMENT | Access Management
8.1.3 : FOI requests routine in nature or withdrawn
Records documenting Freedom of Information (FOI) requests which are routine or which are not proceeded with (e.g. where requests are withdrawn, lapse because of non payment of application fees or are referred to another University).
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Freedom of Information Act 1982 (Cth)
Required action
Temporary - Destroy 2 years after last action completed
INFORMATION MANAGEMENT | Access Management
8.1.4 : Privacy breaches referred to Commissioner
Records documenting complaints made concerning breaches of the Privacy and Data Protection Act 2014 (Vic) that are not resolved by the University and have been referred to the Commissioner.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Privacy and Data Protection Act 2014 (Vic)
Required action
Temporary - Destroy 15 years after last action completed
INFORMATION MANAGEMENT | Access Management
8.1.5 : Privacy breaches resolved internally
Records documenting complaints made concerning breaches of the Privacy and Data Protection Act 2014 (Vic) that are resolved internally by the University.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Privacy and Data Protection Act 2014 (Vic)
Required action
Temporary - Destroy 7 years after last action completed
INFORMATION MANAGEMENT | Access Management
8.1.6 : Requests to modify personal information
Records documenting requests made in relation to correct personal information held by the University.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Privacy and Data Protection Act 2014 (Vic)
Required action
Temporary - Destroy 1 year after last action completed
INFORMATION MANAGEMENT | Access Management
8.1.7 : Disputed access to information
Records documenting disputed access to information in the University's business and information systems that does not involve the application of legislation such as FOI, privacy or records legislation or legislation specific to the University.
Source
University Business Requirement
Required action
Permanent - Retain as University Archives.
INFORMATION MANAGEMENT | Access Management
8.1.8 : Undisputed access to information
Records documenting access to information in University business and information systems that does not involve the application of legislation specific to the University.
Source
University Business Requirement
Required action
Temporary - Destroy 15 years after last action completed
INFORMATION MANAGEMENT | Analysis
8.2.1 : Systems and processes
Records documenting the analysis and evaluation of technology, analog systems and their associated processes.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 7 years after last action completed
INFORMATION MANAGEMENT | Mail Management
8.3.1 : Mail dispatch and receipt
Records relating to mail dispatch and receipt.
Includes postal delivery receipts and courier dockets.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy after administrative use has concluded
INFORMATION MANAGEMENT | Publication
8.4.1 : Master copy of University publications
Master copy of University publications.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Permanent - Retain as University Archives
INFORMATION MANAGEMENT | Publication
8.4.2 : Commissioned images and films
Master set of commissioned photographs and moving images on University activities.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Permanent - Retain as University Archives
INFORMATION MANAGEMENT | Publication
8.4.3 : Publication preparation
Records documenting the production process of University publications.
Includes graphic design, printing, binding, indexing, layout, typesetting, printing requisitions (departmental copy of).
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 3 years after date publishedHold in work unit after administrative use concluded until the records are due for destruction
INFORMATION MANAGEMENT | Records Disposal
8.5.1 : Disposal: permanent retention
Records documenting permanent retention University records which have been managed by means of the University records Retention & Disposal Authority or other authorised instrument.
Includes transfer lists.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Permanent - Retain as University Archives
INFORMATION MANAGEMENT | Records Disposal
8.5.2 : Disposal: temporary retention
Records documenting temporary retention University records which have been managed or destroyed of by means of the University records Retention & Disposal Authority or other authorised instrument.
Includes transfer lists and certificates/proof of destruction.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 30 years after last action completed
INFORMATION MANAGEMENT | Storage
8.6.1 : Selection and use
Records relating to the selection, security arrangements, management and use of on-campus and off-campus storage.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 7 years after administrative use has concluded.
LEGAL SERVICES | Advice
9.1.1 : Advice resulting in precedent
Records documenting precedent setting requests for and legal advice received from an internal or external legal service provider.
Includes matters of major public interest or controversy, University-wide industrial issues, new or amended legislation, matters which are precedent setting or matters resulting in significant changes to the University's policies.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Permanent - Retain as University Archives
LEGAL SERVICES | Advice
9.1.2 : Advice not resulting in precedent
Records documenting non-precedent setting requests for and legal advice received from an internal or external legal service provider.
Includes matters of major public interest or controversy, University-wide industrial issues, new or amended legislation, matters which are precedent setting or matters resulting in significant changes to the University's policies.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 15 years after administrative use is concluded
LEGAL SERVICES | Agreements
9.2.1 : Summary record of agreements
Summary records for all contracts managed by the University.
Includes University contract registers and systems.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Permanent - Retain as University Archives
LEGAL SERVICES | Agreements
9.2.2 : Significant agreements
Records of agreements and contracts for significant University commitments, such as large-scale infrastructure projects and partnerships.
Includes agreements related to the commercialisation of intellectual property or are of major significance to the University. Includes records documenting the development, formulation and execution of agreements.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Permanent - Retain as University Archives
LEGAL SERVICES | Agreements
9.2.3 : Small-scale or standard agreements
Records of agreements and contracts for smaller-scale activities which are not under seal (simple contracts).
Includes records documenting the development, formulation and execution of agreements.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 7 years after agreement has expired
LEGAL SERVICES | Insurance
9.3.1 : Claims by the University
Insurance claims made by University.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 7 years after claim resolved
LEGAL SERVICES | Insurance
9.3.2 : Claims by University employees or public
Records of insurance claims made by University, and claims for damage made by staff, students or members of the public against the University or its subsidiaries.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 20 years after claim resolved
LEGAL SERVICES | Intellectual Property
9.4.1 : Successful establishment of intellectual property
Records documenting the establishment and management of intellectual property either held or administered by the University.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Copyright Act 1968 (Cth)
Required action
Permanent - Retain as University Archives
LEGAL SERVICES | Intellectual Property
9.4.2 : Unsuccessful establishment of intellectual property
Records documenting unsuccessful or abandoned attempts to establish intellectual property rights.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Copyright Act 1968 (Cth)
Required action
Temporary - Destroy 2 years after administrative use has concluded
LEGAL SERVICES | Intellectual Property
9.4.3 : Copyright requests
Requests from the public and other agencies for permission to reproduce either published or unpublished material in which the University retains copyright, and applications by the University to reproduce material held under copyright by other agencies.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Copyright Act 1968 (Cth)
Required action
Temporary - Destroy 7 years after last action completed
LEGAL SERVICES | Intellectual Property
9.4.4 : Copyright infringements
Records documenting infringements or breaches of the University's copyright which do not proceed to litigation.
Includes investigations, notifications of breaches and negotiations.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Copyright Act 1968 (Cth)
Required action
Temporary - Destroy 7 years after last action completed
LEGAL SERVICES | Litigation
9.5.1 : Litigation results in change to practices
Records documenting litigation matters where legal precedents are set or lead to a change in University or organisational-wide policies, or lead to the establishment or abolition of business areas.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Permanent - Retain as University Archives
LEGAL SERVICES | Litigation
9.5.2 : Litigation not resulting in change to practices
Records documenting litigation matters that do not set legal precedent, nor lead to a change in any University or organisational-wide policies, nor lead to the establishment or or abolition of business areas.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 15 years after litigation has concluded
LEGAL SERVICES | Litigation
9.5.3 : Legal discovery
Records created and received during legal discovery processes.
Includes subpoenas and discovery orders.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 7 years after action completed
LEGAL SERVICES | Litigation
9.5.4 : Expert witnesses
Records documenting arrangements for staff to appear as expert witnesses for litigation cases or commissions of inquiry.
Source
University Business Requirement
Required action
Temporary - Destroy 7 years after action completed
LEGAL SERVICES | Research
9.6.1 : Legal research
Records documenting detailed research carried out to support the legal services function.
Includes research of legislation and regulations.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 5 years after administrative use has concluded
LEGAL SERVICES | Trusts
9.7.1 : Trust: establishment
Establishment of trusts owned by the University or established in partnership with other parties.
Includes certificates of registration, memoranda and articles of association and records regarding appointment of Directors.
Source
PROS 16/07 Higher and Further Education Functions
Required action
Permanent - Retain as University Archives
LEGAL SERVICES | Trusts
9.7.2 : Trust: did not proceed
Planning and development of trusts that were abandoned or did not proceed.
Source
PROS 16/07 Higher and Further Education Functions
Required action
Temporary - Destroy 7 years after action completed
LEGAL SERVICES | University Legislation
9.8.1 : University statutes and regulations
Records relating to the development of legislation and regulations concerning the operations and functions of the University.
Includes drafting instructions, draft legislation, regulation and amendments, submissions to the Minister, reports and comments received from other agencies.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Permanent - Retain as University Archives
PROPERTY, ASSETS & EQUIPMENT | Acquisition
10.1.1 : Property or land
Records relating to the acquisition of property and land.
Includes legal documents relating to a purchase / sale, particulars of sale documents, board of survey, licenses & rental revision, tender documents, conditions of contracts, certificates of approval.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Permanent - Retain as University Archives
PROPERTY, ASSETS & EQUIPMENT | Acquisition
10.1.2 : Equipment or stores
Records documenting the acquisition and disposal of equipment and stores where there is no tender or contracting-out process.
Includes formal requests for quotations, orders, handover reports, and correspondence relating to the acquisition.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 7 years after, sale, disposal or action completed
PROPERTY, ASSETS & EQUIPMENT | Allocation
10.2.1 : Asset allocation
Records relating to the allocation of equipment or stores to employees within an agency. Includes records documenting requests for equipment or stores.
Records documenting the deployment of equipment, items or software to University units.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 2 years after action completed
PROPERTY, ASSETS & EQUIPMENT | Allocation
10.2.2 : Space allocation
Records relating to the moving of business activities from one property or space to another.
Includes inventories, costings, and removalist records.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 7 years after action completed
PROPERTY, ASSETS & EQUIPMENT | Biosafety Management
10.3.1 : Biological or infectious agents
Records relating to reporting the acquisition, use and disposal of biological or infectious agents. Includes inventories of biological or infectious agents.
Source
University Business Requirement
Required action
Permanent - Retain as University Archives
PROPERTY, ASSETS & EQUIPMENT | Biosafety Management
10.3.2 : Laboratory certification
Records documenting the certification process for laboratories that use Inspection Service AQIS as a Quarantine Approved Premises QAP; and, Risk Group 1, 2 and 3 biological agents as defined by AS-NZS 2243.3 'Safety in laboratories - Microbiological safety and containment'.
Includes internal University certification, OGTR certification and inspections as part of the certification process.
Source
University Business Requirement
Required action
Temporary - Destroy 7 years after certification expires
PROPERTY, ASSETS & EQUIPMENT | Biosafety Management
10.3.3 : Biohazard laboratory training
Records relating to the development of Biohazard laboratory practice training. Includes training materials, attendance records of training sessions conducted.
Source
University Business Requirement
Required action
Temporary - Destroy 7 years after last action completed
PROPERTY, ASSETS & EQUIPMENT | Bookings
10.4.1 : Hire and bookings
Records relating to the short term hire or bookings of University buildings, gardens, equipment, vehicles or other infrastructure.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 7 years after last action completed
PROPERTY, ASSETS & EQUIPMENT | Conservation
10.5.1 : University property and buildings
Records documenting the activities involved in the preservation, protection, restoration, enhancement, fitting out and renovation of properties owned, leased or managed by the agency that are identified as having local significance within a municipal heritage study.
Excludes records of properties identified on the World Heritage Register, the Register of the National Estate, or the Victorian Heritage Register.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Permanent - Retain as University Archives
PROPERTY, ASSETS & EQUIPMENT | Conservation
10.5.2 : Non-University property and buildings
Records documenting the activities involved in the preservation, protection, restoration and enhancement of properties.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy after property is disposed of or transfer to new owner as required
PROPERTY, ASSETS & EQUIPMENT | Construction & Renovation
10.6.1 : Site preparation where site is contaminated
Records documenting the clearing and preparation of sites for new construction projects where the site is contaminated by hazardous, asbestos or other toxic material.
Includes the identification and restoration of contaminated land.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Permanent - Retain as University Archives
PROPERTY, ASSETS & EQUIPMENT | Construction & Renovation
10.6.2 : Construction and renovation: University properties
Records documenting construction and renovation activities carried out on University owned property that affects the overall building structure.
Includes "as built" construction plans, landscaping, erection of monuments and memorials on University grounds and modification of properties in line with anti discrimination and accessibility regulations and benchmarks.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Permanent - Retain as University Archives
PROPERTY, ASSETS & EQUIPMENT | Construction & Renovation
10.6.3 : Construction and renovation: non-University properties
Records documenting construction and renovation activities carried out on properties not owned by the University.
Includes "as built" construction plans.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 15 years after property is no longer occupied
PROPERTY, ASSETS & EQUIPMENT | Construction & Renovation
10.6.4 : Construction and renovation: not proceeded
Records documenting construction and renovation activities for properties which are not proceeded with.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 7 years after decision to suspend construction or renovation activities
PROPERTY, ASSETS & EQUIPMENT | Construction & Renovation
10.6.5 : Fit-outs
Records documenting fit-outs of University property.
Includes modification of properties in line with anti discrimination and accessibility regulations and benchmarks where the overall building structure is not affected. Includes refurbishing, painting, floor coverings, furnishings, furniture, partitions, wall fittings and equipment.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 15 years after fit-out is completed
PROPERTY, ASSETS & EQUIPMENT | Controlled Substances
10.7.1 : Identification and restoration of contaminated land
Records documenting the identification and restoration of contaminated land on University operated sites.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Permanent - Retain as University Archives
PROPERTY, ASSETS & EQUIPMENT | Controlled Substances
10.7.2 : Hazardous substance register
Hazardous substance register (including asbestos register) identifying substance properties and details of their condition.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 100 years after last entry
PROPERTY, ASSETS & EQUIPMENT | Controlled Substances
10.7.3 : Disposal of hazardous material
Records documenting the removal and disposal of hazardous materials (including asbestos) from the fabric of the building.
Work orders and the engagement of subcontractors.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 100 years after removal of hazardous material
PROPERTY, ASSETS & EQUIPMENT | Controlled Substances
10.7.4 : Disposal of hazardous material: not in fabric of building
Records documenting the removal, storage and disposal of hazardous waste and materials that are not from the fabric of the building.
Work orders and the engagement of subcontractors.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 30 years after removal of hazardous waste
PROPERTY, ASSETS & EQUIPMENT | Controlled Substances
10.7.5 : Disposal of non-hazardous material
Records documenting the removal of non-toxic waste.
Work orders and the engagement of subcontractors.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 2 years after action completed
PROPERTY, ASSETS & EQUIPMENT | Equipment & Stores
10.8.1 : Maintenance of equipment
Records documenting the maintenance of equipment and stores, including chemicals, hardware items, instruments, implements, kitchen-cleaning items, medical supplies, stationery, tools, machines, computers, photocopiers, plant, furniture, furnishings, fixtures and fittings. Includes service and maintenance records.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 7 years after action completed
PROPERTY, ASSETS & EQUIPMENT | Equipment & Stores
10.8.2 : Guarantees & Warranties
Records relating to guarantees and warranties for equipment including instruments, implements, tools, machines, plant, furniture and furnishings, technology and telecommunications equipment such as telephones, network infrastructure, servers, computers etc.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy after item superseded, replaced or decommissioned
PROPERTY, ASSETS & EQUIPMENT | Equipment & Stores
10.8.3 : Purchases not proceeded with
Documents and information about equipment (including technology and telecommunications equipment) that was never purchased.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 1 year after last action completed
PROPERTY, ASSETS & EQUIPMENT | Equipment & Stores
10.8.4 : Supplier Management
Specifications and product information provided by vendors for equipment, including technology and telecommunications equipment. Includes brochures, catalogues and specifications.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 2 years after last action completed
PROPERTY, ASSETS & EQUIPMENT | Equipment & Stores
10.8.5 : Inventories
Records documenting the processes involved in preparing and auditing against, lists of University assets or items. Includes computer equipment, machinery, tools and furniture.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 2 years after last action completed
PROPERTY, ASSETS & EQUIPMENT | Fleet Management
10.9.1 : Vehicle acquisition, lease and disposal
Records relating to the acquisition, lease or disposal of vehicles.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 7 years after sale or disposal of vehicle
PROPERTY, ASSETS & EQUIPMENT | Fleet Management
10.9.2 : Vehicle use and maintenance
Records relating to vehicle use, registration, repairs and ongoing maintenance of vehicles.
Includes warranty, servicing and guarantee records.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 2 years after action completed
PROPERTY, ASSETS & EQUIPMENT | Fleet Management
10.9.3 : Traffic Infringements
Records relating to traffic infringements involving vehicles owned, leased, rented or operated by or on behalf of the University.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 7 years after action completed
PROPERTY, ASSETS & EQUIPMENT | Insurance
10.10.1 : Policies
Records documenting issuance and payment of insurance premiums.
Includes health, property, motor vehicle, public and product liability, accident, travel, marine, professional indemnity, medical malpractice and clinical trial insurance. Includes industrial special risk, certificates of currency, liability questionnaires, actuary briefs.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 25 years after policy has expired
PROPERTY, ASSETS & EQUIPMENT | Insurance
10.10.2 : Claims
Records documenting insurance claims.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 7 years after action completed
PROPERTY, ASSETS & EQUIPMENT | Lease Management
10.11.1 : Leasing of property and equipment
Records accumulated by the University in the course of leasing property belonging to another organisation, or leasing-out to another organisation.
Includes space and accommodation assessments, negotiations, cost-benefit analysis, assessments, signed leases, rent reviews, user requirements. Includes chemicals, hardware items, instruments, implements, medical supplies, tools, machines, computers, plant, furniture, furnishings, fixtures and fittings.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 7 years after lease expires or is terminated
PROPERTY, ASSETS & EQUIPMENT | Maintenance
10.12.1 : Major repairs
Records documenting major repairs made to properties after a disaster. For example, fire, floods, etc.
Includes work orders and the engagement of subcontractors.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy after property is disposed of
PROPERTY, ASSETS & EQUIPMENT | Maintenance
10.12.2 : Routine repairs and maintenance
Records documenting routine upkeep, repair and maintenance activities for University sites.
Includes work orders and the engagement of subcontractors. Includes the maintenance, repair and testing of cooling tower systems.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 7 years after action completed
PROPERTY, ASSETS & EQUIPMENT | Maintenance
10.12.3 : Pest control
Records relating to pest and infestation control.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 7 years after action completed
PROPERTY, ASSETS & EQUIPMENT | Permit Management
10.13.1 : Permit and licence management
Registration of institutional compliance with licensing or other bodies to enable the institution to manage and hold specific facilities, services and materials.
Includes records of initial licensing, permits or registration as well as renewal or re-registration. Includes licences and permits relating to the institution's compliance with regulations surrounding research activities including laboratories and animal housing, collections, the provision of alcohol, beauty services, food services and other institutional services designed to support teaching and learning activities.
Source
Biosecurity Act 2015 (Cth)
Required action
Temporary - Destroy 7 years after expiry or termination of license
PROPERTY, ASSETS & EQUIPMENT | Property Management
10.14.1 : Naming of buildings and locations
Records relating to the naming of University buildings, locations, gardens and streets.
Source
University Business Requirement
Required action
Permanent - Retain as University Archives
PROPERTY, ASSETS & EQUIPMENT | Property Management
10.14.2 : Acquisition and disposal
Records relating to the acquisition and disposal of University property.
Includes legal documents relating to a purchase-sale, particulars of sale documents, board of survey, licenses and rental revision, tender documents, conditions of contracts, certificates of approval.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Permanent - Retain as University Archives
PROPERTY, ASSETS & EQUIPMENT | Property Management
10.14.3 : Acquisitions not proceeded with
Records documenting the negotiations for properties where the acquisition never occurred.
Includes investigation of properties for acquisition.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 7 years after purchase is suspended
PROPERTY, ASSETS & EQUIPMENT | Property Management
10.14.4 : Deeds and certificates
Records documenting the negotiations for properties where the acquisition never occurred.
Includes investigation of properties for acquisition.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy after property is disposed of or transfer to new owner as required
PROPERTY, ASSETS & EQUIPMENT | Security
10.15.1 : Provision of security and protection
Records documenting the provision of security to guard property and equipment.
Includes records of electronic security surveillance systems, security reports, rosters of patrol operations, restricted access areas.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 7 years after last action completed
PROPERTY, ASSETS & EQUIPMENT | Security
10.15.2 : Accidents, damage and illegal entry
Records of illegal entry, accidents and damage occurring to property.
Includes relevant surveillance camera footage and evidence of acts.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 7 years after action completed
PROPERTY, ASSETS & EQUIPMENT | Security
10.15.3 : Security surveillance footage
Security surveillance camera footage.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 1 year after last action completed
PROPERTY, ASSETS & EQUIPMENT | Tendering
10.16.1 : Tender development and evaluation
Records documenting the development and issue of tender documentation. Includes statement of requirements, request for proposals, requests for expressions of interest, request for tender (RFT), draft contracts, specifications and quotations.
Also includes records documenting the development of the evaluation and selection criteria for the tender; successful and unsuccessful tender submissions; post offer negotiations; and due diligence checks.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 7 years after tender process is completed
PROPERTY, ASSETS & EQUIPMENT | Tendering
10.16.2 : Routine enquiries and arrangements
Routine enquiries and arrangements relating to the publicising of tenders.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 2 years after last action completed
PROPERTY, ASSETS & EQUIPMENT | Traffic Management
10.17.1 : Parking and traffic controls
Records relating to the management and planning of parking and traffic control.
Source
University Business Requirement
Required action
Temporary - Retain minimum of 5 years after action completed, then destroy
PROPERTY, ASSETS & EQUIPMENT | Traffic Management
10.17.2 : Permit management
Records of parking permits, including special parking arrangements and special or temporary parking zones.Records include applications and determinations, copies of permits, renewals, permit numbers and associated correspondence. Includes unsuccessful applications.
Source
University Business Requirement
Required action
Temporary - Retain until expiry or termination of permit or 1 year after action completed, then destroy
PROPERTY, ASSETS & EQUIPMENT | Traffic Management
10.17.3 : Fines and penalties
Records relating to fines and penalties for parking and other traffic offences.
Source
University Business Requirement
Required action
Temporary - Retain minimum of 2 years after action completed, then destroy
RESEARCH | Agreements
11.1.1 : Significant agreements
Records of agreements and contracts for significant University commitments, such as large-scale infrastructure projects and partnerships.
Includes agreements related to the commercialisation of intellectual property or are of major significance to the University. Includes records documenting the development, formulation and execution of agreements.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Permanent - Retain as University Archives
RESEARCH | Agreements
11.1.2 : Minor agreements
Records of agreements and contracts for smaller-scale activities which are not under seal (simple contracts).
Includes records documenting the development, formulation and execution of agreements.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Limitation of Actions Act 1958
Required action
Temporary - Destroy 7 years after agreement has expired
RESEARCH | Commercialisation
11.2.1 : Opportunity identification: successsful
High level activities relating to feasibility studies or consolidated plans towards the development of commercial enterprises.
Includes records that define criteria and processes for commercialisation.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Permanent - Retain as University Archives
RESEARCH | Commercialisation
11.2.2 : Opportunity identification: unsuccessful
Identification and investigation of commercial opportunities where the commercial activity did not proceed.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Limitation of Actions Act 1958
Required action
Temporary - Destroy 7 years after action completed
RESEARCH | Commercialisation
11.2.3 : Administrative arrangements
Records facilitating the business development and commercialisation process.
Includes facilitative records for both successful and unsuccessful commercial enterprises.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 2 years after use ceases
RESEARCH | Data Management
11.3.1 : Summary record of research data
Summary record of data created as part of research activities within the University.
Includes information about the nature and type of data, principal researchers or investigators, how long the data is to be retained, location and format of data and any conditions around access or reuse of the data.
Source
PROS 16/07 Higher and Further Education Functions
Australian Code for the Responsible Conduct of Research, 2018
Required action
Permanent - Retain as University Archives
RESEARCH | Data Management
11.3.2 : Datasets of regulatory or community-wide significance
Data and datasets created as part of research activities within the University, which are of regulatory or community significance.
Includes data created that is: part of genetic research, including gene therapy, controversial or of high public interest, costly or impossible to reproduce, relates to the use of an innovative technique for the first time, of significant community or heritage value to the state or nation, or required by funding or other agreements to be retained permanently.
Source
PROS 16/07 Higher and Further Education Functions
Australian Code for the Responsible Conduct of Research, 2018
Required action
Permanent - Retain as University Archives
RESEARCH | Data Management
11.3.3 : Datasets created from clinical trials
Data and datasets created from clinical trials as part of research activities within the University.
Source
PROS 16/07 Higher and Further Education Functions
Australian Code for the Responsible Conduct of Research, 2018
Required action
Temporary - Minimum 15 years after completion of research activity
RESEARCH | Data Management
11.3.4 : Datasets related to research involving minors
Data and datasets created as part of research activities within the University which involve minors.
Source
PROS 16/07 Higher and Further Education Functions
Australian Code for the Responsible Conduct of Research, 2018
Required action
Temporary - Minimum 15 years after the child reaches the age of 18
RESEARCH | Data Management
11.3.5 : Datasets not involving clinical trials or minors
Data and datasets created as part of research activities within the University. Does NOT include data created for specific research activities for which additional regulatory requirements apply, including: clinical trials, gene therapy and research involving children.
Source
PROS 16/07 Higher and Further Education Functions
Australian Code for the Responsible Conduct of Research, 2018
Required action
Temporary - Minimum 5 years after completion of research activity
RESEARCH | Grants
11.4.1 : Applications: successful
Records documenting successful applications for grant funding for research, external fellowships and research scholarships.
Includes selection outcome advice to applicants, criteria and grant conditions, funding arrangements, research reports, transferred and relinquished grants.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Limitation of Actions Act 1958
Required action
Temporary - Destroy 7 years after allocation of funds
RESEARCH | Grants
11.4.2 : Applications: unsuccessful
Records documenting unsuccessful applications for grant funding for research.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 2 years after last action completed
RESEARCH | Joint Ventures
11.5.1 : Venture establishment
Records documenting the establishment of companies, associations or projects owned by the University or established in partnership with other organisations.
For example, large scale infrastructure projects requiring a major investment by the University or Cooperative Research Centres (CRC). Includes certificates of company registration, memoranda and articles of association and records regarding appointment of Directors.
Includes records relating to the establishment and the ongoing relationship.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
PROS 16/07 Higher and Further Education Functions
Required action
Permanent - Retain as University Archives
RESEARCH | Joint Ventures
11.5.2 : Ventures not proceeded with
Planning and development of companies, associations, trusts or partnerships that were abandoned or did not proceed.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
PROS 16/07 Higher and Further Education Functions
Limitation of Actions Act 1958
Required action
Temporary - Destroy 7 years after last action completed
RESEARCH | Joint Ventures
11.5.3 : Administrative arrangements
Facilitative and administrative working papers supporting the establishment and development of companies, associations and partnerships.
Includes papers from successful and unsuccessful commercial ventures.
Source
PROS 16/07 Higher and Further Education Functions
Required action
Temporary - Destroy 2 years after last action completed
RESEARCH | Research Administration
11.6.1 : Register of research projects
Summary record of research projects undertaken by the University.
Includes title and type of research, names of the Chief Investigator and other researchers, funding details, and citations of outputs and publications related to the research.
Source
PROS 16/07 Higher and Further Education Functions
Required action
Permanent - Retain as University Archives
RESEARCH | Research Administration
11.6.2 : Ethics proposal, approval and amendment
Records of ethics proposals, approvals and amendments relating to research projects.
Includes records of formal bodies established to consider ethics issues as required under the Australian Code for Responsible Conduct of Research and associated National Statements, Guidelines and Codes.
Source
PROS 16/07 Higher and Further Education Functions
Required action
Permanent - Retain as University Archives
RESEARCH | Research Administration
11.6.3 : Project management
Records relating to the management and administration of specific individual research projects.
Includes the development of research methodologies and protocols, resourcing, development and reporting on ethics applications, results of experiments, progress reporting to internal or external bodies and arrangements for informal collaborative research links with outside organisations.
Source
PROS 16/07 Higher and Further Education Functions
Required action
Temporary - Destroy 7 years after last action completed
RESEARCH | Research Administration
11.6.4 : Summary of supervisors
Summary record of supervisors of Higher Degree by Research candidates.
Includes information about the supervisor, their areas of supervision, students, topics and qualifications they have supervised.
Source
PROS 16/07 Higher and Further Education Functions
Required action
Temporary - Destroy 7 years after last act of student supervision
RESEARCH | Specimen & Animal Management
11.7.1 : Human cadaver management
Records relating to the coordination, management and control of human cadavers by the Body Donor Program.
Includes records of the consent obtained from participants for the use of their cadaver in anatomy teaching, including any scope or limits of consent, records documenting and tracking the chain of custody for all bodies or body parts obtained under the Human Tissue Act 1982 and associated Regulations, identification and labelling of bodies and body parts, return, cremation or disposal of specimens from prescribed Schools of Anatomy, and tracking and maintenance of specimens on loan to other Universities.
Includes records of plastinated body parts which are permanently retained and will not be cremated.
Source
PROS 16/07 Higher and Further Education Functions
Human Tissue Act 1982 (Vic)
Required action
Permanent - Retain as University Archives
RESEARCH | Specimen & Animal Management
11.7.2 : Human specimen management
Records relating to the management and administration of specimens obtained from humans for teaching or research purposes.
Includes records documenting the use of human cadavers and body parts by prescribed Schools of Anatomy, and all biospecimens including (but not limited to) tissue, blood, genes and organs. Includes acquisition records, records relating to a specimen's condition and use in research projects, interventions undertaken on the specimen and destruction of the specimen or transfer and removal from the University.Also includes records of the consent obtained from the participant for the use of their biospecimens including duration and types of consent (eg, specific, extended or unspecified), and any access restrictions applied.
Source
PROS 16/07 Higher and Further Education Functions
Human Tissue Act 1982 (Vic)
Required action
Temporary - Transfer with specimen to new custodian or Destroy 15 years after disposal of specimen
RESEARCH | Specimen & Animal Management
11.7.3 : GMO management
Records relating to managing Genetically Modified Organisms (GMO) or other material requiring biosafety provisions, which do not go through the University Biosafety Committee or equivalent, while being used in specific research projects.
Includes applications and assessments of Notifiable Low Risk Dealings (NLRDs), ongoing management of biosafety material and records of inspections of certified GMO facilities.
Source
PROS 16/07 Higher and Further Education Functions
Gene Technology Act 2000 (Cth)
Required action
Temporary - Destroy 8 years after final action complete
RESEARCH | Specimen & Animal Management
11.7.4 : Animal care
Records documenting the management and care of animals in the University's custody, as required under the Australian Code for the Care and Use of Animals for Scientific Purposes, the Prevention of Cruelty to Animals Act and Regulations and associated codes of practice.
Includes information about the acquisition of animals, scientific procedures or research projects using animals, number and species of animals held, number and species of animals removed from the premises or destroyed, and records of any breeding conducted.
Source
PROS 16/07 Higher and Further Education Functions
Australian Code for the Care and Use of Animals for Scientific Purposes, Prevention of Cruelty to Animals Act 1986 (Vic)
Required action
Temporary - Destroy 7 years after last treatment or action completed
RESEARCH | Specimen & Animal Management
11.7.5 : Other specimens
Records relating to the management and administration of organic and inorganic specimens, which are not derived from humans or animals, and which do not have any biosafety provisions, held by the University.
Includes acquisition records, records relating to a specimen's condition and use in research projects, interventions undertaken on the specimen and destruction of the specimen or removal from the University.
Source
PROS 16/07 Higher and Further Education Functions
Required action
Temporary - Transfer with specimen to new custodian or destroy 7 years after disposal of specimen
STUDENT MANAGEMENT | Academic Progress
12.1.1 : Unsatisfactory progress resulting in expulsion
Formal and informal review records of a student's academic progress where the student where it is determined to permanently exclude or expel the student.
Includes any academic performance improvement plans, records of advice and strategies to alleviate issues, and any other support documentation.
Source
PROS 16/07 Higher and Further Education Functions
Required action
Temporary - Destroy 80 years after date of decision
STUDENT MANAGEMENT | Academic Progress
12.1.2 : Unsatisfactory progress
Formal and informal review records of a student's academic progress where the student is permitted to continue in their course, with or without penalties or sanctions (including temporary suspension) applied.
Includes any academic performance improvement plans, records of advice and strategies to alleviate issues, and any other support documentation.
Source
PROS 16/07 Higher and Further Education Functions
Required action
Temporary - Destroy 7 years after completion, withdrawal or abandonment by student
STUDENT MANAGEMENT | Admissions
12.2.1 : Application and selection
Records documenting admissions, applications and selection process to a course or program of study, regardless of outcome. Includes national admissions, international admissions, Special Entry Scheme, Access Melbourne, Community Access Program, the University of Melbourne Extension Program, Summer School, TAFE etc. Includes application forms, references, supporting documentation, portfolios, auditions, prior learning results, disputed entry, appeals against admission decisions, immigration clearances, police clearances, Working with Children Checks (WWCC) or other checks where the clearance is required as part of application.
Source
PROS 16/07 Higher and Further Education Functions
Higher Education Standards Framework (Threshold Standards) 2015
Required action
Temporary - Destroy 2 years after the offered commencement date
STUDENT MANAGEMENT | Admissions
12.2.2 : Enrolment
Records documenting the enrolment and re-enrolment of students into a course of study.Includes enrolment forms, deferment, leave of absence, withdrawals, exemptions, credits, variations to enrolment, Recognition of Prior Learning (RPL), HECS-HELP, FEE-HELP and OS-HELP declarations.
Source
PROS 16/07 Higher and Further Education Functions
Higher Education Standards Framework (Threshold Standards) 2015
Required action
Temporary - Destroy 7 years after completion, withdrawal or abandonment by student
STUDENT MANAGEMENT | Admissions
12.2.3 : Health information
Disclosure of health information to the institution, other than information provided to a health service.
Includes health information provided prior to attending work placements, excursions or study tours.Includes reporting of health information by guardians of individuals who are under 18, and where needed, consent for individuals under 18 to participate in activities such as work placements, excursions or study tours.
Source
PROS 16/07 Higher and Further Education Functions
Health Records Act 2001 (Vic)
Required action
Temporary - Destroy 7 years after date of last action or attendance, or access by or on behalf of the individual, provided the individual has reached 25 years of age.
STUDENT MANAGEMENT | Assessment
12.3.1 : Register of finalised results
Records documenting the final results for award and non-award, courses and subjects.
Includes data in electronic student records systems (e.g. Student One) results register, final results, examination-assessment return sheets, higher degree return sheets and supplementary exam results.Includes the final assessment of non-award courses (Community Access Program, Short Courses and Bridging Programs).
Source
PROS 16/07 Higher and Further Education Functions
Higher Education Standards Framework (Threshold Standards) 2015
Required action
Permanent - Retain as University Archives
STUDENT MANAGEMENT | Assessment
12.3.2 : PhD Theses
Final approved theses, compilations and/or creative equivalents for assessment for PhD Doctorate qualifications.
Other outputs include dissertations, exegeses, creative works or other major works arising from a candidates research.
Source
PROS 16/07 Higher and Further Education Functions
Required action
Permanent - Retain as University Archives
STUDENT MANAGEMENT | Assessment
12.3.3 : Master examination content
Master copy of approved assessment and examination material. Does not include assessment and examination material completed by students.
Includes examinations, assignments, workbooks, tests, class presentation tasks, practical assessments and any other assessment tools.
Source
PROS 16/07 Higher and Further Education Functions
Required action
Temporary - Destroy 7 years after last action completed
STUDENT MANAGEMENT | Assessment
12.3.4 : Special consideration
Assessment of applications for special consideration.
Includes applications, supporting documentation and outcomes.
Source
PROS 16/07 Higher and Further Education Functions
Higher Education Standards Framework (Threshold Standards) 2015
Required action
Temporary - Destroy 7 years after completion, withdrawal or abandonment by student
STUDENT MANAGEMENT | Assessment
12.3.5 : Examination arrangements
Records documenting the development of examination content and the conduct of the examination.
Includes provisional and final examination timetables, appointment of examiners, printing and distribution of examination papers and script books, booking of exam venues.
Source
PROS 16/07 Higher and Further Education Functions
Required action
Temporary - Destroy 1 year after last action completed
STUDENT MANAGEMENT | Assessment
12.3.6 : Essays, assignments and script books
Coursework assignments, examination script books or other assessable materials not collected by students.
Includes completed assignments, exams, portfolios, works of art, software, photographs and videos. Includes copies of assessment submitted by students to the Learning Management System (LMS) and the Academic Interactive Resources Portal (AIRport) for assessment purposes.
Source
PROS 16/07 Higher and Further Education Functions
Required action
Temporary - Destroy 6 months after the publication of results, or after finalisation of appeal period
STUDENT MANAGEMENT | Assessment
12.3.7 : Assessment moderation
Moderation and results of student assessment tasks, and any evaluation undertaken of the suitability of the assessment task.
Includes examiners' reports, marking sheets, moderation reports, and marking guidance provided to staff. Includes moderation or examination of theses submitted for the award of Honours, Masters and PhD theses.
Source
PROS 16/07 Higher and Further Education Functions
Higher Education Standards Framework (Threshold Standards) 2015
Required action
Temporary - Destroy 2 years after the publication of results, or after finalisation of appeal period
STUDENT MANAGEMENT | Assessment
12.3.8 : Honours and Masters Theses
Theses and other outputs submitted for assessment for Masters, qualifications.
Other outputs include dissertations, exegeses, creative works or other major works arising from a candidates research.
Source
PROS 16/07 Higher and Further Education Functions
Required action
Temporary - Destroy after administrative use ceases
STUDENT MANAGEMENT | Completions & Graduations
12.4.1 : Graduation event booklets
Graduation event booklets that list qualification recipients.
Source
University Business Requirement.
Required action
Permanent - Retain as University Archives
STUDENT MANAGEMENT | Completions & Graduations
12.4.2 : Register of completed qualifications
Summary record confirming details of all students who are awarded a qualification for award and non-award courses.
Includes data in electronic student records systems (e.g. Student One) results register, final results, examination-assessment return sheets, higher degree return sheets and supplementary exam results.Includes the final assessment of non-award courses (Community Access Program, Short Courses and Bridging Programs).
Source
PROS 16/07 Higher and Further Education Functions
Required action
Permanent - Retain as University Archives
STUDENT MANAGEMENT | Completions & Graduations
12.4.3 : Testamur and graduation management
Records associated with the issue of testamurs, requests for replacements, uncollected testamurs and administrative arrangements for graduation ceremonies.
Source
PROS 16/07 Higher and Further Education Functions
Required action
Temporary - Destroy 7 years after last action completed
STUDENT MANAGEMENT | Misconduct
12.5.1 : Misconduct resulting in expulsion
Records documenting the investigation of misconduct or complaints resulting in expulsion due to High Risk Misconduct under s. 50 of the Academic Board Regulation.
Includes reports, investigations, representations, records of disciplinary action taken and inquiry records.
Source
PROS 16/07 Higher and Further Education Functions
Required action
Temporary - Destroy 80 years after date of decision
STUDENT MANAGEMENT | Misconduct
12.5.2 : Misconduct resulting in sanction
Records documenting the investigation of misconduct or complaints resulting in a reprimand or sanction being given.
Includes reports, investigations, representations, records of disciplinary action taken and inquiry records.
Source
PROS 16/07 Higher and Further Education Functions
Required action
Temporary - Destroy 7 years after date of decision
STUDENT MANAGEMENT | Misconduct
12.5.3 : Misconduct where allegation is false or not proven
Records documenting the investigation of misconduct or complaints where the allegation is found to be either vexatious, false or not proven.
Includes reports, investigations, representations, records of disciplinary action taken and inquiry records.
Source
PROS 16/07 Higher and Further Education Functions
Required action
Temporary - Destroy 2 years after date of decision
STUDENT MANAGEMENT | Prizes & Scholarships
12.6.1 : Establishment and management
Records documenting the establishment and management of prizes, scholarships and awards, and the investment of associated funds.
Includes evidence of the payment to successful recipients, establishment-foundation papers, recipient register (Scholars Postgraduate Scholarship Database).
Source
PROS 16/07 Higher and Further Education Functions
Required action
Permanent - Retain as University Archives
STUDENT MANAGEMENT | Prizes & Scholarships
12.6.2 : Applications
Records documenting successful applicants for prizes, scholarship and award funding.
Includes records of the applications, selection process, supporting documentation, references, faculty nomination forms and Scholars Postgraduate Scholarship Database and Endeavour Language Teacher Fellowships (ELTF).
Source
PROS 16/07 Higher and Further Education Functions
Required action
Temporary - Destroy 7 years after completion of delivery of scholarship to recipient
STUDENT MANAGEMENT | Prizes & Scholarships
12.6.3 : Administrative arrangements
Records documenting the formal or ceremonial delivery of scholarships, prizes and awards.
Includes advice from faculties to student administration on successful candidates, arrangements for presentation such as venue bookings, catering arrangements, guest speakers and presenters and order of proceedings.
Source
University Business Requirement
Required action
Temporary - Destroy 1 year after last action completed
STUDENT MANAGEMENT | Recruitment
12.7.1 : Recruitment records
Records documenting activities and events aimed at introducing and attracting future students to the University.
Includes draft advertising, sponsorship, recruitment activity files, draft pamphlets, display files, road show documentation, information session files.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 7 years after last action completed
STUDENT MANAGEMENT | Student Filing
12.8.1 : Master student file
Master Student File. Includes Undergraduate, Postgraduate, Masters by Coursework, Postgraduate Diplomas, Masters by Research, MPhil and PhD students, AusAID Program, TAFE and Exchange Students.
Includes records relating to admission, enrolment, cancellation, discontinuation, withdrawal, academic progress, special consideration, fees, examinations and assessments, candidature, academic progress reports and theses. Applications for admission, unsatisfactory progress, approval to repeat, course plans, subject change requests, cancellation of enrolment request, authority to enrol, amendments to enrolment, applications for leave of absence, suspension, deferral, discontinuation, application to re-enrol, resume or transfer, change of course advice, transfer to higher degree, change in status, applications for enrolment in quota restricted subjects, application to exceed maximum workload, disputed results, appeals against examination results, special consideration, nomination and appointment of examiners, examiners recommendations and reports. Approval, continuation and extension of candidature, thesis submission-resubmission, synopsis, confidentiality arrangements, candidates declarations, thesis allowance and Working with Children Check Assessment Notices.
Source
PROS 16/07 Higher and Further Education Functions
Required action
Temporary - Destroy 7 years after completion or abandonment of, or withdrawal, discontinue or termination from course
STUDENT MANAGEMENT | Student Filing
12.8.2 : Master student file: lapsed PhD student
Doctorate student files who have lapsed in their enrolment.Includes students with scholarships and AusAID Program and Exchange Students.
Includes records relating to admission, enrolment, cancellation, discontinuation, withdrawal, candidature, progress reports, theses, travel and examinations.Applications for admission, Unsatisfactory progress, Approval to repeat, Approval, continuation and extension of candidature, Cancellation of enrolment request, Authority to enrol, amendments to enrolment, Applications for leave of absence, suspension, deferral, discontinuation, Application to re-enrol, resume or transfer, Change of course advice, Transfer to higher degree, Change in status, Applications for enrolment in quota restricted subjects, Application to exceed maximum workload, Disputed results, appeals against examination results, Special consideration, Nomination and appointment of examiners, Examiners recommendations and reports, Thesis submission-resubmission, synopsis, confidentiality arrangements, candidates declarations, thesis allowance.
Source
University Business Requirement
Required action
Temporary - Destroy 15 years after lapsed date
STUDENT MANAGEMENT | Student Filing
12.8.3 : Master student file: predecessor institutions
Master Student File of student who graduated from a predecessor educational institution of the University. Includes Undergraduate, Postgraduate, Masters by Coursework, Postgraduate Diplomas, Masters by Research, MPhil and PhD students, AusAID Program, TAFE and Exchange Students.
Includes records relating to admission, enrolment, cancellation, discontinuation, withdrawal, candidature, progress reports, theses, travel and examinations.Applications for admission, Unsatisfactory progress, Approval to repeat, Approval, continuation and extension of candidature, Cancellation of enrolment request, Authority to enrol, amendments to enrolment, Applications for leave of absence, suspension, deferral, discontinuation, Application to re-enrol, resume or transfer, Change of course advice, Transfer to higher degree, Change in status, Applications for enrolment in quota restricted subjects, Application to exceed maximum workload, Disputed results, appeals against examination results, Special consideration, Nomination and appointment of examiners, Examiners recommendations and reports, Thesis submission-resubmission, synopsis, confidentiality arrangements, candidates declarations, thesis allowance.
Source
University Business Requirement
Required action
Permanent - Retain as University Archives
STUDENT MANAGEMENT | Student Filing
12.8.4 : Health Information
Disclosure of health information to the University, other than information provided to a health service.Includes health information provided prior to attending work placements, excursions or study tours.
Includes reporting of health information by guardians of individuals who are under 18, and where needed, consent for individuals under 18 to participate in activities such as work placements, excursions or study tours.
Source
PROS 16/07 Higher and Further Education Functions
Health Records Act 2001 (Vic)
Required action
Temporary - Destroy 7 years after last action date provided the student has reached 25 years of age
SUPPORT SERVICES | Access & Equity
13.1.1 : Disability support
Targeted support to students with disabilities or conditions which may impact on their studies.
Includes the establishment and monitoring of support mechanisms, registration and development of plans for students with specific needs, including disability support plans or similar, and notifications of any reasonable adjustments required.
Source
PROS 16/07 Higher and Further Education Functions
Disability Discrimination Act 1992 (Cth)
Required action
Temporary - Destroy 7 years after completion, withdrawal or abandonment by student
SUPPORT SERVICES | Access & Equity
13.1.2 : Academic support
Records documenting the provision of ad hoc individual academic support to students.
Includes checking of individual assignments and dissertations for language issues, and any editorial assistance provided.
Source
PROS 16/07 Higher and Further Education Functions
Required action
Temporary - Destroy 2 years after action completed
SUPPORT SERVICES | Access & Equity
13.1.3 : Financial support
Records documenting the provision of financial support to successful applicants.
Includes the provision of loans, fee waivers and other fee reduction methods, such as partial payments.
Source
PROS 16/07 Higher and Further Education Functions
Limitation of Actions Act (Vic)
Required action
Temporary - Destroy 7 years after delivery of financial support completed
SUPPORT SERVICES | Access & Equity
13.1.4 : Orientation and transition support
Records documenting transition and orientation activities and programs designed to provide new and existing students with the opportunity to become familiar with the institution, meet other students, and prepare for study.
Includes induction material prepared by specific areas of the institution.
Source
PROS 16/07 Higher and Further Education Functions
Required action
Temporary - Destroy 2 years after action completed
SUPPORT SERVICES | Accommodation
13.2.1 : Resident records
Records documenting the registration of residents in accommodation managed by the University.
Includes registration of both ongoing and short-term residents, such as for conferences and residential camps.
Source
PROS 16/07 Higher and Further Education Functions
Limitation of Actions Act (Vic)
Required action
Temporary - Destroy 25 years after last action.
SUPPORT SERVICES | Accommodation
13.2.2 : Homestay agreements
Records documenting the establishment and maintenance of individual homestay agreements, when the institution acts as the homestay agent.
Source
PROS 16/07 Higher and Further Education Functions
Limitation of Actions Act (Vic)
Required action
Temporary - Destroy 15 years after expiry or termination of agreement
SUPPORT SERVICES | Accommodation
13.2.3 : Accommodation applications
Applications for accommodation managed by the institution. Includes records of successful and unsuccessful applicants.
Includes any checks required to aid the decision making process. Also includes associated records such as waiting lists.
Source
PROS 16/07 Higher and Further Education Functions
Required action
Temporary - Destroy 1 year after final decision made
SUPPORT SERVICES | Accommodation
13.2.4 : Operational records
Records documenting the management of the daily operations of accommodation managed by the institution, including the management of guests or visitors and the allocation of rooms, facilities or services to individuals.
Includes tenant files, Student Housing Access Program (SHAP), Emergency Housing, International Student Temporary Accommodation, Residential Tenancy condition reports, Residential Tenancy Agreements.
Source
PROS 16/07 Higher and Further Education Functions
Required action
Temporary - Destroy 2 years after date of last residence
SUPPORT SERVICES | Associations & Clubs
13.3.1 : Registration and affiliation
Records documenting the registration and formal affiliation of clubs and societies with the institution, when affiliated directly with the institution.
Includes summary of clubs and societies affiliated with the institution over time, period of time they were affiliated with the institution and aims/objectives of the club or society.Does not include records of clubs and societies who are affiliated with the student union rather than the institution direct.
Source
PROS 16/07 Higher and Further Education Functions
Associations Incorporation Reform Act 2012 (Vic)
Required action
Temporary - Destroy 7 years after affiliation ceases
SUPPORT SERVICES | Associations & Clubs
13.3.2 : Administrative arrangements
Records documenting the management of the relationship between the institution and student or staff associations, societies and clubs.
Includes support to clubs and societies provided by the institution.
Source
PROS 16/07 Higher and Further Education Functions
Associations Incorporation Reform Act 2012 (Vic)
Required action
Temporary - Destroy 7 years after action completed.
SUPPORT SERVICES | Career Advice
13.4.1 : Advice
Records documenting the provision of advice to individual students or groups regarding both academic and non-academic options available.
Includes services such as resume checking, specific course or career planning advice, student advocacy assistance, financial advice, student and staff mentoring programs, chaplaincy services, and advocacy on behalf of individual students.
Source
PROS 16/07 Higher and Further Education Functions
Required action
Temporary - Destroy 5 years after action completed
SUPPORT SERVICES | Career Advice
13.4.2 : Intermediary services
Records documenting intermediary services provided by the institution, where the institution acts as a link between the student and external opportunities but has no further role.
Includes employment databases, registers and job listings and external housing opportunities.
Source
PROS 16/07 Higher and Further Education Functions
Required action
Temporary - Destroy after superseded
SUPPORT SERVICES | Chaplaincy Services
13.5.1 : Religious services
Records documenting the provision of religious services and or religious support.
Includes service timetables, support group meeting documentation.
Source
PROS 02/01 General Retention & Disposal Authority for the Records for Higher and Further Education Institutions
Required action
Temporary - Destroy 2 years after last action completed
SUPPORT SERVICES | Chaplaincy Services
13.5.2 : Client files
Client files.
Includes student attendance, critical incident debriefing group.
Source
PROS 02/01 General Retention & Disposal Authority for the Records for Higher and Further Education Institutions
Required action
Temporary - Destroy 7 years after conclusion of activity
SUPPORT SERVICES | Children's Services
13.6.1 : Curriculum material
Records relating to curriculum development for children attending childcare and early education services.
Source
PROS 09/05 Retention and Disposal Authority for Records of Local Government Functions
Education and Care Services National LawAct 2010 (Vic)
Required action
Temporary - Retain as University Archives
SUPPORT SERVICES | Children's Services
13.6.2 : Summary record of placements
Summary records of the placement of children in childcare and early education services within University facilities.
Source
PROS 09/05 Retention and Disposal Authority for Records of Local Government Functions
Education and Care Services National LawAct 2010 (Vic)
Required action
Temporary - Destroy 25 years after the initial placement of the child
SUPPORT SERVICES | Children's Services
13.6.3 : Child enrolment and development
Records of individual enrolment and development of children within childcare and early education services.
Includes registration of child, reporting on childprogress and attendance records.
Source
PROS 09/05 Retention and Disposal Authority for Records of Local Government Functions
Education and Care Services National LawAct 2010 (Vic)
Required action
Temporary - Destroy 7 years after last attendance of child
SUPPORT SERVICES | Counselling & Health Services
13.7.1 : Patient management
Records documenting the provision of counselling or professional coaching.
Includes career and trauma counselling, client records and appointment schedules.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
PROS 09/05 Retention and Disposal Authority for Records of Local Government Functions
Health Records Act 2001 (Vic)
Required action
Temporary - Destroy 7 years after provision of the service providing client has reached 25 years
SUPPORT SERVICES | Counselling & Health Services
13.7.2 : Drug provision register
Records documenting the supply and dispensing of pharmaceutical products including authorisations to supply certain drugs such as drugs of addiction and restricted substances.
Includes records used to maintain and control pharmaceutical stock supplies.
Source
PROS 17/04 Hospital Administrative Functions
Drugs, Poisons and Controlled Substances Regulations 2017 (Vic)
Required action
Temporary - Destroy 3 years after action completed
SUPPORT SERVICES | Sport & Recreation
13.8.1 : Membership management
Records documenting sports and recreation membership registration and management.
Includes member applications, renewals and health asssessments.
Source
PROS 16/07 Higher and Further Education Functions
Required action
Temporary - Destroy 12 years after last action, provided person has reached 30 years of age
SUPPORT SERVICES | Sport & Recreation
13.8.2 : Community competitions
Records documenting participation by an institution in international, national and state-wide sporting and recreation events and competitions not organised by the institution.
Includes team registration, provision of gear and uniforms, any travel support or funding provided, and competition results.
Source
PROS 16/07 Higher and Further Education Functions
Required action
Temporary - Destroy 7 years after action completed
SUPPORT SERVICES | Sport & Recreation
13.8.3 : Group activities and programs
Records documenting group activities and programs provided to users of sports and recreation facilities and the scheduling of events and classes at facilities.
Includes development, administration, delivery and evaluation of programs, class timetables and bookings for use of the facility.
Source
PROS 16/07 Higher and Further Education Functions
Required action
Temporary - Destroy 2 years after action completed
SUPPORT SERVICES | Travel
13.9.1 : Travel arrangements
Records documenting arrangements for an employee or staff member to undertake a journey or trip for work or study-related reasons.
Includes arrangements for obtaining official passports and visas.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 2 years after last action completed
TEACHING & LEARNING | Accessibility
14.1.1 : Initiatives and projects
Records documenting the development of initiatives, programs and projects aimed at ensuring University compliance with diversity and anti discrimination goals and benchmarks.
Includes records of assessments of requirements with which the University needs to comply, background research into existing levels of compliance and breaches, records of development of initiatives to improve compliance, equity and cultural diversity audit. Includes records relating to initiatives concerning cultural and racial diversity, indigenous education strategies, discrimination.
Source
University Business Requirement
Required action
Temporary - Destroy 10 years after last action completed
TEACHING & LEARNING | Accreditation
14.2.1 : Accreditation with external body
Records of submissions for registration, accreditation, evaluation and approval of courses, subjects and units by relevant professional regulatory and/or licensing bodies.
Also includes amendments to existing courses, subjects and units approved by the external body, and confirmation of continuing accreditation over time.
Source
PROS 16/07 Higher and Further Education Functions
Required action
Temporary - Destroy 10 years after accreditation expires or is revoked.
TEACHING & LEARNING | Course Delivery
14.3.1 : Course delivery resources
Resources used in course and subject delivery.
Includes subject outlines, study guides, readings, self assessment exercises, audio-visual teaching aides, reading lists, assignment lists, textbook lists and lecture notes.
Source
PROS 16/07 Higher and Further Education Functions
Required action
Temporary - Destroy 1 year after date superseded.
TEACHING & LEARNING | Course Delivery
14.3.2 : Administrative arrangements
Administrative arrangements for course delivery.
Includes records relating to student attendance, timetabling, room booking, session creation and allocation of staff to specific sessions.
Source
PROS 16/07 Higher and Further Education Functions
Required action
Temporary - Destroy 2 years after reference use ceases.
TEACHING & LEARNING | Course Development
14.4.1 : Master set of courses and subjects
Master set of courses and curricular approved by Academic Board and non-award courses.
Includes development, and approval documentation.
Source
PROS 16/07 Higher and Further Education Functions
Higher Education Standards Framework (Threshold Standards) 2015
Required action
Permanent - Retain as University Archives
TEACHING & LEARNING | Course Development
14.4.2 : Unapproved course and subject proposals
Course proposals and curriculum content which are not approved by Academic Board, or did not proceed to approval stage.
Includes development documentation.
Source
PROS 16/07 Higher and Further Education Functions
Required action
Temporary - Destroy 7 years after date of decision
TEACHING & LEARNING | Course Development
14.4.3 : Evaluation of courses and subjects
The evaluation and review of courses, subjects and units by students.
Includes student evaluation of unit and student evaluation of teaching surveys.
Source
PROS 16/07 Higher and Further Education Functions
Higher Education Standards Framework (Threshold Standards) 2015
Required action
Temporary - Destroy 7 years after last action completed
TEACHING & LEARNING | Publications
14.5.1 : University course handbook
The official course and subject handbook of the University.
Includes faculty, undergraduate and postgraduate handbooks.
Source
University Business Requirement
Required action
Permanent - Retain as University Archives
TECHNOLOGY & APPLICATIONS | Control
15.1.1 : Master control records
Master control records for University information systems.
Includes registers, indexes, data classification schemas and configuration manuals, database configuration and schemas.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Permanent - Retain as University Archives
TECHNOLOGY & APPLICATIONS | Control
15.1.2 : Library control records
Control records documenting library collections, e.g. library catalogue.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy after collection is disposed of
TECHNOLOGY & APPLICATIONS | Control
15.1.3 : System audits
Records associated with officially checking systems to ensure they have been kept and maintained in accordance with agreed or legislated standards and that any records contained in them correctly record the business of the University.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 7 years after action completed
TECHNOLOGY & APPLICATIONS | Control
15.1.4 : Email and telephone lists
Records documenting the allocation and maintenance of email address lists (internal and external) and telephone lists.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 2 years after administrative use has concluded.
TECHNOLOGY & APPLICATIONS | Information Security
15.2.1 : Information security
Records relating to the security of information systems.
For example records associated with establishing and assigning security levels and caveats within records management systems.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 7 years after system becomes defunct or is superseded
TECHNOLOGY & APPLICATIONS | Information Security
15.2.2 : Remote access
Records documenting the setting up of remote access to University networks from remote or off-campus locations.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 2 years after last action completed
TECHNOLOGY & APPLICATIONS | Information Security
15.2.3 : Security filters
Records associated with the use of filters in systems to control spam, malicious content and viruses.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 7 years after system becomes defunct or is superseded
TECHNOLOGY & APPLICATIONS | Information Security
15.2.4 : Digital signatures
Records associated with the setting and management of digital signatures.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy after no longer required for verification purposes on the electronic records the digital signature has been used on
TECHNOLOGY & APPLICATIONS | Licenses
15.3.1 : Acquisition
Records documenting the acquisition of licenses for software and systems from vendors.
Includes negotiations relating to the terms and conditions of the license.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 7 years after license has expired
TECHNOLOGY & APPLICATIONS | Licenses
15.3.2 : Monitoring and infringements
Records documenting the monitoring and renegotiations of license agreements.
Includes responses to any licensing infringements.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 7 years after license has expired
TECHNOLOGY & APPLICATIONS | Licenses
15.3.3 : Software allocation
Records documenting the allocation of system usernames to individuals or University units.
Includes network logins, email accounts, System Access Forms.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 2 years after last action completed
TECHNOLOGY & APPLICATIONS | Maintenance
15.4.1 : Updates and maintenance
Records relating to the maintenance and upkeep of applications, software and information systems, e.g. updates, patches.
Includes software maintenance records, scheduled software updates etc.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 2 years after last action completed
TECHNOLOGY & APPLICATIONS | Maintenance
15.4.2 : Inspections
Records documenting the routine inspection of technology and telecommunications systems and facilities, i.e. to ensure that unauthorised software or equipment is not being used.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 2 years after action completed
TECHNOLOGY & APPLICATIONS | Maintenance
15.4.3 : Systems logs
System logs which are used to show a history of access or change to data.
Includes system access logs, internet access logs, system change logs and audit trails.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy after reference ceases
TECHNOLOGY & APPLICATIONS | Maintenance
15.4.4 : System recovery and backup
Backup copies of records and information used for the purpose of system recovery.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy after reference ceases
TECHNOLOGY & APPLICATIONS | System Development & Management
15.5.1 : Development: Production
Records documenting the development, implementation and modification of specific applications which go into production.
Includes feasibility studies, pilot studies, final versions of all system documentation, user and technical manuals, business rules, user requirements, system specifications, final sign-off.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 20 years last action on development or modification
TECHNOLOGY & APPLICATIONS | System Development & Management
15.5.2 : Development: Test
Records documenting the development, implementation and modification of specific applications which do not go into production.
Includes testing activities, evaluation, strategies and reports.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 7 years after last action
TECHNOLOGY & APPLICATIONS | System Development & Management
15.5.3 : Evaluation and feasibility
Records documenting the evaluation of potential or existing technology and telecommunications services and systems.
Includes investigations into the feasibility of contracting out technology and telecommunications activities.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 7 years after last action
TECHNOLOGY & APPLICATIONS | System Development & Management
15.5.4 : Systems logs
System logs which are used to show a history of access or change to data.
Includes system access logs, internet access logs, system change logs, audit trails.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 7 years after date of entry
TECHNOLOGY & APPLICATIONS | System Development & Management
15.5.5 : Data Migration
Records relating to the migration of data between electronic systems and from one electronic medium to another.
Includes strategies for the migration and quality assurance checks to confirm accuracy of the migration process.
Source
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions
Required action
Temporary - Destroy 1 year after migration