Records disposal for staff who are leaving or relocating

As a result of restructure, relocation, resignation or retirement, staff will need to undertake records disposal.

Before you start

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

Before carrying out any disposal activities, see our Retention and disposal page for guidance.

What to do when staff leave or relocate?

Staff who are leaving or relocating their team or the University, need to ensure that any records they were responsible for in their role are captured, organised and prepared for disposal.

This could include:

  • Capturing significant emails into Content Manager
  • Returning hardcopy files to Records & Information
  • Identifying time-expired records for destruction.
  • Identifying permanent records for transfer to Records & Information

Allocating sufficient time will help ensure staff are not overwhelmed by the disposal tasks in their final days prior to leaving or relocating.

Resources

The following resources provide a starting point and practical guidance:

Resource titleDescription
Records Management Checklist for Staff Leaving or RelocatingThis checklist template should be completed prior to your last week in your current role. It outlines the steps to take to file, destroy or transfer the information you have been responsible for and will ensure that important information remains accessible to other staff once you leave or move
Records Handover for Staff Leaving or RelocatingThis template should be completed to record and handover critical documents and records, ideally at least a week before your departure from the work unit or University
Relocating Hardcopy Records from the Work Unit Flow ChartUse this flow chart to determine how to relocate hardcopy records
Records Management Workflow for Closing Work UnitsUse this workflow to determine how to meet your records management responsibilities when your work unit closes down
Records Destruction ListUse this template to compile lists of temporary records for authorised destruction
Confidential Disposal Request FormComplete this ServiceNow form to request confidential disposal bins from Facilities Services to securely and safely dispose of documents and media

Further information

If you have read the above resources and require further information or advice on records disposal, please contact Records & Information: records-info@unimelb.edu.au.

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