Retention & Destruction

Knowing when to keep and when to destroy records is vital to a healthy information culture.

University records

A University record can be any information created or received in the course of University operations.

Guide: What is a University record?

Retention

The time period for which records are required to be kept.

Reasons to retain university records:

  • To provide evidence of decision-making and support accountability
  • To enable staff to carry out the University's business activities
  • To meet public expectations and trust by being transparent, encouraging a positive long-lasting relationship with the broader University community
  • To preserve the organisational memory and history of the University
  • To comply with legislative and regulatory requirements

Destruction/Deletion

Destruction renders records unreadable and irretrievable.

Reasons to destroy/delete university records:

  • To improve ease and efficiency of working, as available information is current and relevant
  • To reduce the physical and digital storage obligations and costs on the University
  • To support a proactive approach to privacy by destroying personal, sensitive and health information in a timely manner where appropriate
  • To reduce risk and liability in over-retaining information which could have otherwise been legally destroyed
  • To comply with legislative and regulatory requirements
Proof of Destruction

A Destruction List should be created to prove that destruction took place, and may be required in litigation proceedings or in response to Freedom of Information requests. While there is no current industry standard for proof of destruction for electronic records/data, work is being done to establish guidelines for the University context, and proof of destruction should be taken into consideration when destroying electronic records.

Resources

University Records Retention & Disposal Authority (RDA)

The University RDA sets out the requirements for the destruction of university records and information, in line with legislative and business needs.

Records Disposal Toolkit

A guide on how to do hard-copy records disposal.

Appraisal Guideline PROS 10/17 G2 (External)

Criteria for the retention and destruction of public records records from Public Record Office Victoria, which informs the university regulatory environment.

Contact Us

Records Services can provide catered advice and presentations on identifying when to keep and destroy records.