procedures. Application and Selection Records related to the registration of children for a place at a Federation University child care facility amid the selection of successful applicants. Includes: application forms; interview records; and selection documentation. Temporary Destroy 1 year following date of decision. Disposal Authority Reference: 17.2.0 (0201) Retain records in department/school for 1 year after decision has been made. Prior to destroying records, a Records Disposal Authorisation form must be completed and submitted to the Records Management Unit to gain the required approval. Only upon destruction approval being granted should records be placed in a confidential document bin for appropriate disposal. OR Lodge records into the Federation University Archives using established procedures. Client Management Records relating to the enrolment, care and management of children within Federation University child care services. Includes: client files; Temporary (Long Term) Destroy 25 years following last attendance. Disposal Authority Reference: 17.1.0 (0201) Retain records in department/school until client’s last attendance. Lodge records into the Federation University
Archives using established procedures. Patient Management Records relating to individual patients. Includes: patient and client files; medical records; and dental records. Temporary Destroy 7 years following last attendance, or access on behalf of the patient, provided the patient has reached 25 years of age. Disposal Authority Reference: 18.1.0 (0201) Note: For patients under the age of 25 at the time of last attendance or access, the 7 year retention period will be determined from that person’s 25th birthday. Retain records in department/school until last attendance or the last date of access. Lodge records into the Federation University Archives on an annual basis using established procedures. Prescription and Drug Management Records relating to the management of the prescription and administration of medicines. Includes: drug registers; prescription file copies; medicine/drug orders and deliveries; and drug administration registers and records. Temporary Destroy 3 years following date of last entry. Disposal Authority Reference: 18.2.0 (0201) Retain records in department/school for 3 years after date of last entry. Prior to destroying records, a Records Disposal Authorisation form must be completed and submitted to the Records Management Unit to gain the required approval. Only upon destruction
Appointment of Members advisory committee. Includes: successful appointments; and resignations of members. Archive) Retain as a state archive. These records will be transferred to PROV when administrative use by the University has concluded. Disposal Authority Reference: 1.1.1 (0701) Archives on an annual basis using established procedures. These records must not be destroyed. Unsuccessful Nominations and Appointments Records documenting unsuccessful nominations / appointments of members to University advisory committees. Temporary Destroy 2 years after action completed. Disposal Authority Reference: 1.1.2 (0701) Retain records in department/school for 2 years after last action has been completed. Prior to destroying records, a Records Disposal Authorisation form must be completed and submitted to the Records Management Unit to gain the required approval. Only upon destruction approval being granted should records be placed in a confidential document bin for appropriate disposal. OR Lodge records into the Federation University
Includes working groups, adhoc committees and staff meetings of departments or schools. Activity Description & Examples Retention Action Required by Staff (for hardcopy records) Agendas, Minutes and Reports [Master] Master set of minutes, agendas, reports, submissions and other meeting papers. Temporary Destroy when administrative use has concluded. Disposal Authority Reference: 1.6.1 (0701) Retain records in department/school until administrative use has concluded. Prior to destroying records, a Records Disposal Authorisation form must be completed and submitted to the Records Management Unit to gain the required approval. Only upon destruction approval being granted should records be placed in a confidential document bin for appropriate disposal. Internal [Strategic] Internal committees established to determine policy and for planning purposes, including meetings of senior management within the University. Activity Description & Examples Retention Action Required by Staff (for hardcopy records)
Establishment and Appointment of Members Records relating to the establishment and ongoing membership of the University Council and all Includes: Council Member appointments; and Council Member resignation. Permanent (State Archive) Retain as a state archive. These records will be transferred to PROV when administrative use by the University has concluded. Disposal Authority Reference: 1.2.1 (0701) Lodge records into the Federation University Archives on an annual basis using established procedures. These records must not be destroyed. Unsuccessful Nominations and Appointments Records documenting unsuccessful nominations or applications for University Council membership. Temporary Destroy 2 years after action completed. Disposal Authority Reference: 1.2.2 (0701) Retain records in department/school for 2 years after last action has been completed. Prior to destroying records, a Records Disposal Authorisation form must be completed and submitted to the Records Management Unit to gain the required approval. Only upon destruction approval being granted should records be placed in a confidential document bin for appropriate disposal. OR Lodge records into the
Responses [Significant Change] Records documenting the receipt and response to complaints which result in changes to University or government policy or procedures. Permanent (State Archive) Retain as a state archive. These records will be transferred to PROV when administrative use by the University has concluded. Disposal Authority Reference: 2.3.2 (0701) Lodge records into the Federation University Archives on an annual basis using established procedures. These records must not be destroyed. Conferences [Convened by UB] The activities involved in arranging conferences or seminars. Includes the management of registrations for participants, publicity and evaluations by participants. Activity Description & Examples Retention Action Required by Staff (for hardcopy records) Administration Records documenting arrangements to hold conferences. Includes: program development; arranging speakers; promotion and publicity; registration management; Temporary Destroy 2 years after action completed. Disposal Authority Reference: 2.4.3 (0701) Retain records in department/school for 2 years after last action has been completed. Prior to destroying records, a Records Disposal Authorisation form
Services to Public [Management] Records documenting the management of specific customer services provided to the public, e.g. managing an enquiry desk, a telephone information service or interpreter service. Includes: planning, monitoring and evaluation of services, e.g. carrying out customer surveys. Temporary Destroy 2 years after action completed. Disposal Authority Reference: 2.5.1 (0701) Retain records in department/school for 2 years after last action has been completed. Prior to destroying records, a Records Disposal Authorisation form must be completed and submitted to the Records Management Unit to gain the required approval. Only upon destruction approval being granted should records be placed in a confidential document bin for appropriate disposal. OR Lodge records into Federation University Archives using established procedures. Donations The activities associated with managing money, items, artefacts or property donated or bequeathed to the University, or by the University to charities. Includes managing unsolicited donations.
Activity Description & Examples Retention Action Required by Staff (for hardcopy records) Donations [By University] Records documenting donations of money, items and services by the University to public organisations and groups, including charities. Temporary Destroy 7 years after donation was made. Disposal Authority Reference: 2.6.4 (0701) Retain records in department/school until decision is made. Lodge records into the Federation University Archives on an annual basis using established procedures. Non-significant Items Records documenting the receipt, management and disposal of donations of money, items, artefacts or objects which do not have value that impacts on the whole of government or the broader community. Includes: approaches for donations; and acknowledgements. Temporary Destroy 7 years after action completed. Disposal Authority Reference: 2.6.2 (0701) Retain records in department/school until last action has been completed. Lodge records into the Federation University Archives on an annual basis using established procedures. Refusal [By University] Records documenting the refusal of donations. Includes: return of items not accepted by the University. Temporary Destroy 7 years after action completed. Disposal Authority Reference: 2.6.3 (0701) Retain records in department/school until last action has been completed. Lodge records into the Federation University Archives on annual basis using established
Event Management Records associated with the planning and organising of fundraising events by the University. Temporary Destroy 5 years after action completed. Disposal Authority Reference: 2.9.2 (0701) Retain records in department/school until last action has been completed. Lodge records into the Federation University Archives on an annual basis using established procedures. Opportunities The records associated with investigating possible fundraising activities. Temporary Destroy 2 years after action completed. Disposal Authority Reference: 2.9.1 (0701) Retain records in department/school for 2 years after last action has been completed. Prior to destroying records, a Records Disposal Authorisation form must be completed and submitted to the Records Management Unit to gain the required approval. Only upon destruction approval being granted should records be placed in a confidential document bin for appropriate disposal. OR Lodge records into the Federation University
Archives using established procedures. Grant Allocation Relates to the allocation of financial assistance provided by the University for various grants and funding programs. Note: For academic scholarships, prizes and awards see STUDENT ADMINISTRATION – Scholarships, Prizes and Awards. Activity Description & Examples Retention Action Required by Staff (for hardcopy records) Applications Register Summary record of grant applications that identifies the nature of the application and reasons for acceptance or rejection. Permanent (State Archive) Retain as a state archive. These records will be transferred to PROV when administrative use by the University has concluded. Disposal Authority Reference: 2.10.1 (0701) Lodge records into the Federation University Archives on an annual basis using established procedures. These records must not be destroyed. Processes and Procedures Records documenting grant allocation procedures. Includes: selection criteria. Temporary Destroy 7 years after action completed. Disposal Authority Reference: 2.10.2 (0701) Retain records in department/school until last action has been completed. Lodge records into Federation University Archives on an annual basis using established
must be completed and submitted to the Records Management Unit to gain the required approval. Only upon destruction approval being granted should records be placed in a confidential document bin for appropriate disposal. OR Lodge records into the Federation University Archives using established procedures. Greetings The activities associated with preparing, sending and receiving letters/notices of appreciation or condolence. Activity Description & Examples Retention Action Required by Staff (for hardcopy records) Preparation and Management Records documenting the preparation, dispatch and receipt of letters of introduction, appreciation, condolence and greeting cards. Includes: mailing lists. Temporary Destroy when administrative use ceases. Disposal Authority Reference: 2.12.1 (0701) Retain records in department/school until administrative use has concluded. Prior to destroying records, a Records
major marketing campaigns relating to the University's activities. Includes: activities such as re-branding after University mergers or restructuring; and major awareness campaigns. Note: For records associated with other facets of a University restructure, use HUMAN RESOURCES or STRATEGIC MANAGEMENT. Archive) Retain as a state archive. These records will be transferred to PROV when administrative use by the University has concluded. Disposal Authority Reference: 2.14.1 (0701) Federation University Archives on an annual basis using established procedures. These records must not be destroyed. Campaigns [Minor] Records documenting the planning and final products of minor marketing campaigns relating to the University's activities. Includes: arrangements for advertising campaigns; public launches; and promotional images. Temporary Destroy 7 years after action completed. Disposal Authority Reference: 2.14.2 (0701) Retain records in department/school until last action has been completed. Lodge records into the Federation University Archives on an annual basis using established procedures. Media Relations The activities associated with establishing a relationship between the media and the University. Includes cultivating media contacts, coordinating access to the media, authorising and issuing press releases and briefings, and organising media
Includes: copies of news cuttings; transcripts; and items from media monitor services, including those specifically relating to the University's operations. Destroy when reference ceases. Disposal Authority Reference: 2.15.3 (0701) reference ceases. Prior to destroying records, a Records Disposal Authorisation form must be completed and submitted to the Records Management Unit to gain the required approval. Only upon destruction approval being granted should records be placed in a confidential document bin for appropriate disposal. Media Releases [Master] Master set of University media releases. Permanent (State Archive) Retain as a state archive. These records will be transferred to PROV when administrative use by the University has concluded. Disposal Authority Reference: 2.15.1 (0701) Lodge records into the Federation University Archives on an annual basis using established procedures. These records must not be destroyed. Media Releases Received [External] Media releases received from other agencies. Temporary Destroy when reference ceases. Disposal Authority Reference: 2.15.4 (0701) Retain records in department/school until reference ceases. Prior to destroying records, a Records
procedures. Contractors The activities associated with the management of the use of contractors and suppliers for services by the University. A contractor is an individual or organisation engaged: to provide goods, works or services which implement a decision; to perform all or part of a new or existing ongoing function to assist the University carry out its defined activities and operational functions; or to perform a function involving skills that would normally be expected to reside within the University but which are not currently available. Activity Description & Examples Retention Action Required by Staff (for hardcopy records) Engagement Records relating to the engagement and use of contractors, suppliers and service providers. Includes: registers of contractors; and registers of suppliers. Temporary Destroy 7 years after term of contract expires. Disposal Authority Reference: 3.2.1 (0701) Retain records in department/school until contract has expired. Lodge records into the Federation University Archives on an annual basis using established procedures. Contracts The processes associated with the establishment, maintenance, review and negotiation of agreements and contracts. Note: For records relating to tendering, use CONTRACTING–OUT – Tendering.
procedures. Tendering The activities involved in receiving and assessing tenders for the supply, sale or purchase of goods and services. Tendering refers to the process of inviting parties to submit an offer by advertisement, followed by evaluation of offers and selecting a successful bidder. Note: For records relating to the contracts, use CONTRACTING-OUT – Contracts. Activity Description & Examples Retention Action Required by Staff (for hardcopy records) Advertising Routine enquiries and arrangements for the advertising of tenders. Temporary Destroy 2 years after action completed. Disposal Authority Reference: 3.4.2 (0701) Retain records in department/school for 2 years after last action has been completed. Prior to destroying records, a Records Disposal Authorisation form must be completed and submitted to the Records Management Unit to gain the required approval. Only upon destruction approval being granted should records be placed in a confidential document bin for appropriate disposal.
OR Lodge records into Federation University Archives using established procedures. Develop and Issue of Tender Documentation Records documenting the development and issue of tender documentation. Includes: records documenting the development of the evaluation and selection criteria for the tender; statement of requirements; requests for proposals; requests for expressions of interest; request for tender (RFT); draft contracts; specifications; and quotations. Temporary Destroy 7 years after tender process is completed. Disposal Authority Reference: 3.4.1 (0701) Retain records in department/school until tender process is finalised/completed. Lodge records into the Federation University Archives on an annual basis using established procedures. Evaluation Evaluation of tenders received against selection criteria. Includes: evaluation reports; recommendations; final reports; and public notices. Temporary Destroy 7 years after tender process completed. Disposal Authority Reference: 3.4.4 (0701) Retain records in department/school until tender process is finalised/completed. Lodge records into the Federation University Archives on an annual basis using established procedures.
EQUIPMENT AND STORES The function of acquiring, supplying, maintaining, repairing and disposing of equipment and stores stocked and used by the University. Items of equipment include instruments, implements, tools, machines, computers, plant, furniture, furnishings, fixtures and fittings. Stores include chemicals, hardware items, kitchen/cleaning items, medical supplies and stationery. Acquisition The process of gaining ownership or use of equipment and stores. Activity Description & Examples Retention Action Required by Staff (for hardcopy records) Did Not Proceed Research into acquisitions of equipment and stores not proceeded with. Temporary Destroy when administrative use has concluded. Disposal Authority Reference: 4.1.2 (0701) Retain records in department/school until administrative use has concluded. Prior to destroying records, a Records Disposal Authorisation form must be completed and submitted to the Records Management Unit to gain the required approval. Only upon destruction approval being granted should records be placed in
licenses & rental revision; tender documents; conditions of contracts; and certificates of approval. Note: For records relating to the leasing of property, use PROPERTY MANAGEMENT – Leasing. administrative use by the University has concluded. Disposal Authority Reference: 14.2.1 (0701) These records must not be destroyed. Negotiations [Not proceeded with] Records documenting the negotiations for properties where the acquisition was not proceeded with. Temporary. Destroy 7 years after purchase is suspended. Disposal Authority Reference: 14.2.3 (0701) Retain records in department/school until a decision is made not to proceed with the acquisition. Lodge records into the Federation University Archives on an annual basis using established procedures. Conservation The activities involved in the preservation, protection, restoration and enhancement of properties, including buildings and land. Activity Description & Examples Retention Action Required by Staff (for hardcopy records) Preservation, Protection, Restoration and Records documenting the activities involved in the preservation, protection, restoration and enhancement of Temporary Destroy when property is Retain records in department/school until
Note: For refurbishments of properties which do not affect its overall structure, use PROPERTY MANAGEMENT – Fit-outs. Note: For renovations of properties identified as having local heritage significance see FACILITIES MANAGEMENT – Conservation - Preservation, Protection, Restoration and Enhancement [Local heritage] Activity Description & Examples Retention Action Required by Staff (for hardcopy records) Properties [Government owned] Records documenting construction and renovation activities carried out on government owned properties. Includes: ‘as built’ construction plans. Permanent (State Archive) Retain as a state archive. These records will be transferred to PROV when administrative use by the University has concluded. Disposal Authority Reference: 14.4.1 (0701) Lodge records into the Federation University Archives on an annual basis using established procedure. These records must not be destroyed. Properties [Not government owned] Records documenting construction and renovation activities carried out on non-government owned properties. Includes: ‘as built’ construction plans. Temporary (Long-term) Destroy 15 years after property is no longer occupied. Disposal Authority Reference: 14.4.2 (0701) Retain records in department/school until property is no longer occupied. Lodge records into the Federation University Archives on an annual basis using established procedures. Not Proceeded Records documenting construction and renovation activities for properties which are not proceeded with. Temporary Destroy 7 years after Retain records in department/school until a
(for hardcopy records) University owned property [Negotiations and Agreements] Records relating to the leasing-out of premises belonging to the University. Includes: Negotiations; and signed leases. Temporary Destroy 7 years after expiry of lease. Disposal Authority Reference: 14.10.1 (0701) Retain records in department/school until lease has expired. Lodge records into the Federation University Archives on an annual basis using established procedures. University owned property [Administration] Records documenting ongoing administrative matters regarding the leasing arrangements for a property. Temporary Destroy 2 years after action completed. Disposal Authority Reference: 14.10.2 (0701) Retain records in department/school for 2 years after last action has been completed. Prior to destroying records, a Records Disposal Authorisation form must be completed and submitted to the Records Management Unit to gain the required approval. Only upon destruction approval being granted should records be placed in a confidential document bin for appropriate disposal. OR
procedures. Hazardous Material Removal [Building fabric] Records documenting the removal and disposal of hazardous materials (including asbestos) from the fabric of the building. Temporary (Long-term) Destroy 100 (one hundred) years after removal of hazardous materials. Disposal Authority Reference: 14.11.5 (0701) Retain records in department/school until hazardous materials are removed. Lodge records into the Federation University Archives on an annual basis using established procedures. Hazardous Material Removal [Non building fabric] Records documenting the removal, storage and disposal of hazardous waste and materials that are not from the fabric of the building, e.g. chemicals or pesticides. Temporary (Long-term) Destroy 30 (thirty) years after removal of hazardous waste. Disposal Authority Reference: 14.11.6 (0701) Retain records in department/school until hazardous materials are removed. Lodge records into the Federation University Archives on an annual basis using established procedures. Hazardous Substance Register Hazardous substance register (including asbestos register) identifying substance properties and details of their condition. Temporary (Long-term) Destroy 100 (one hundred) years after last entry. Disposal Authority Reference: Retain records in department/school until last entry is made. Lodge records into the
Disposal Authorisation form must be completed and submitted to the Records Management Unit to gain the required approval. Only upon destruction approval being granted should records be placed in a confidential document bin for appropriate disposal. OR Lodge records into the Federation University Archives using established procedures. Routine Records documenting routine upkeep, repair and maintenance activities, e.g. cleaning, painting, grounds maintenance and electrical maintenance. Note: For records of structural maintenance on property or equipment intended for exclusive or extensive use by the public see FACILITIES MANAGEMENT – Maintenance - Structural or Equipment [Exclusive use by public]. Temporary Destroy 2 years after action completed. Disposal Authority Reference: 14.11.1 (0701) Retain records in department/school for 2 years after last action has been completed. Prior to destroying records, a Records Disposal Authorisation form must be completed and submitted to the Records Management Unit to gain the required approval. Only upon destruction
Includes: plans devised for the management of worksites during renovation; and other maintenance activities. completed. Disposal Authority Reference: 14.14.2 (0701) Lodge records into the Federation University Archives on an annual basis using established procedures. Security The activities associated with measures taken to protect property from accidental or intentional damage or from unauthorised access. Activity Description & Examples Retention Action Required by Staff (for hardcopy records) Property Guarding Records documenting property guarding, surveillance, and patrol operations. Includes: records of electronic security systems; security reports; and rosters. Temporary Destroy 7 years after action completed. Disposal Authority Reference: 14.15.1 (0701) Retain records in department/school until last action has been completed. Lodge records into the Federation University Archives on an annual basis using established procedures. Surveillance Footage Surveillance camera footage. Temporary Destroy when administrative use has concluded. Disposal Authority Reference: 14.15.2 (0701) Retain records in department/school until administrative use has concluded. Prior to destroying records, a Records
Destroy 7 years after action completed. Disposal Authority Reference: 5.1.4 (0701) action has been completed. Lodge records into the Federation University Archives on an annual basis using established procedures. Establishment and Closure of Bank Accounts Records documenting the establishment of University bank accounts. Includes records that document the closure of the bank account. Temporary Destroy 7 years after account has been closed. Disposal Authority Reference: 5.1.2 (0701) Retain records in department/school until account has been closed. Lodge records into the Federation University Archives on an annual basis using established procedures. Incidental Benefits Records documenting the management of incidental benefits received by University personnel, e.g. frequent flyer points. Temporary Destroy 7 years after the completion of the financial year in which the record was created. Disposal Authority Reference: 5.1.5 (0701) Retain records in department/school until account has been closed. Lodge records into the Federation University Archives on an annual basis using established procedures. Management of Banking activities Records documenting the management of banking activities. Includes: Temporary Destroy 7 years after the completion of the financial year in which the record Retain records in department/school until the completion of the relevant financial years.
Revenue and Expenditure Principal accounting records and associated supporting records related to managing the University’s revenue and expenditure. Includes: sales/purchase invoices and receipts; orders for the payment of money; bills of exchange; cheques; promissory notes; credit notices; petty cash records; cash books; journals; ledgers; and other records of prime entry. Temporary Destroy 7 years after the completion of the financial year in which the record was created. Disposal Authority Reference: 5.1.1 (0701) Retain records in department/school until the completion of the relevant financial years. Lodge records into the Federation University Archives on an annual basis using established procedures. Surplus and Obsolete Forms Records documenting the management of surplus obsolete or damaged accountable forms. Temporary Destroy 7 years after the completion of the financial year in which the record was created. Disposal Authority Reference: 5.1.7 (0701) Retain records in department/school until the completion of the relevant financial years. Lodge records into the Federation University Archives on an annual basis using established procedures.
Note: For reports that refer to financial expenditure of public funds, see REPORTING. Activity Description & Examples Retention Action Required by Staff (for hardcopy records) Annual Annual financial statements and associated background documentation. Includes: balance sheets; operating statements; cash flow statements; and accompanying notes. Permanent (State Archive) Retain as a state archive. These records will be transferred to PROV when administrative use by the University has concluded. Disposal Authority Reference: 5.6.1 (0701) Lodge records into the Federation University Archives on an annual basis using established procedure. These records must not be destroyed. Interim Interim financial statements including balance sheets and operating statements. Includes: mid-year and quarterly financial reporting statements. Temporary Destroy 7 years after completion of the financial year in which the record was created. Disposal Authority Reference: 5.6.2 (0701) Retain records in department/school until the completion of the relevant financial years. Lodge records into the Federation University Archives on an annual basis using established procedures. Working papers and calculations Working papers and calculations relating to the preparation of all financial statements. Temporary Destroy 5 years after action Retain records in department/school until last action has been completed.
Implementation of Recommendations Records documenting the implementation by the University of the recommendations that were made as part of an inquiry. Permanent (State Archive) Retain as a state archive. These records will be transferred to PROV when administrative use by the University has concluded. Disposal Authority Reference: 7.5.2 (0701) Lodge records into the Federation University Archives on an annual basis using established procedure. These records must not be destroyed. Statements, Submissions and Responses Records documenting the University's contribution and involvement in an inquiry directly related to its functions. Includes: agency statements and submissions; responses to final reports; transcripts of oral evidence given by University officers; and working and supporting papers. Permanent (State Archive) Retain as a state archive. These records will be transferred to PROV when administrative use by the University has concluded. Disposal Authority Reference: 7.5.1 (0701) Lodge records into the Federation University Archives on an annual basis using established procedure. These records must not be destroyed. Joint Ventures The activities involved in managing joint operations between departments, either within the University or with other public agencies, or with the interstate governments where there is a contract, joint contribution of funds and / or time. Includes ventures with the private sector and co-research or collaboration between departments or agencies. Includes the development of Memorandums of Understanding.
Note: For records relating to the management of other contracts, see CONTRACTING-OUT. Activity Description & Examples Retention Action Required by Staff (for hardcopy records) Ventures and Memorandums of Understanding [Major] Final signed version of joint venture agreements or Memorandums of Understanding of major significance to the State such as large-scale government infrastructure projects and public private partnerships (PPPs). Includes: records documenting the development of agreements. Permanent (State Archive) Retain as a state archive. These records will be transferred to PROV when administrative use by the University has concluded. Disposal Authority Reference: 7.6.1 (0701) Lodge records into the Federation University Archives on an annual basis using established procedure. These records must not be destroyed. Ventures and Memorandums of Understanding [Minor] Final versions of joint venture agreements or Memorandums of Understanding of small-scale significance to the State. Includes: records documenting the development of agreements. Temporary Destroy 7 years after administrative use has concluded. Disposal Authority Reference: 7.6.2 (0701) Retain records in department/school until administrative use has concluded. Lodge records into the Federation University Archives on an annual basis using established procedures. Legislation The process of making laws. Includes Acts, Bills and subsections to Acts, and amendments to each.
submissions to the Minister,: reports; comments received from other agencies; and any other papers containing substantial input from the University. University has concluded. Disposal Authority Reference: 7.7.2 (0701) Representations [Including Parliamentary Questions] The activities involved in preparing responses to questions raised in Parliament by Members on behalf of their constituents. Also includes preparation of responses to questions directed to Ministers from individuals, community groups or industry bodies that are not raised in Parliament. Note: For enquiries that are managed by the University directly, use COMMUNITY ENGAGEMENT – Enquiries and Public Reaction. Activity Description & Examples Retention Action Required by Staff (for hardcopy records) Information Requests Requests for and copies of information supplied to other agencies to answer parliamentary questions. Temporary Destroy 2 years after administrative use has concluded. Disposal Authority Reference: 7.8.5 (0701) Retain records in department/school for 2 years after administrative use has concluded. Prior to destroying records, a Records Disposal Authorisation form must be completed and submitted to the Records Management Unit to gain the required approval.
Major Tours [Not related to core functions] Records documenting the arrangement of visits by University representatives both within Australia and overseas. Includes: Invitations; travel and accommodation arrangements; itineraries and programs; and letters of thanks. Temporary Destroy 7 years after administrative use has concluded. Disposal Authority Reference: 7.10.3 (0701) Retain records in department/school until administrative use has concluded. Lodge records into the Federation University Archives on an annual basis using established procedures. Minor International Tours [Related to core functions] Official reports of overseas tours by University representatives that do not specifically relate to the core functions of the University. Temporary Destroy 7 years after administrative use has concluded. Disposal Authority Reference: 7.10.2 (0701) Retain records in department/school until administrative use has concluded. Lodge records into the Federation University Archives on an annual basis using established procedures. Minor Tours [Not related to core functions] Records documenting visits by University representatives to other government agencies in Australia. Includes visit reports. Temporary Destroy 7 years after administrative use has concluded. Disposal Authority Reference: 7.10.4 (0701) Retain records in department/school until administrative use has concluded. Lodge records into the Federation University Archives on an annual basis using established
HUMAN RESOURCES The function of managing all employees in the University. Employees include permanent, part-time, casual and temporary employees, volunteers and people working under scholarships, traineeships, apprenticeships and similar relationships. Includes appeals, overtime, salaries, superannuation and working hours when related to persons rather than to industrial relations issues. Note: Also refer to INDUSTRIAL RELATIONS, OCCUPATIONAL HEALTH & SAFETY, and STAFF DEVELOPMENT for records relating to staff. Allowances The activities involved in arranging and managing money paid to employees in addition to salary to cover expenses incurred in the course of employment. Includes allowances. Activity Description & Examples Retention Action Required by Staff (for hardcopy records) Payments Records documenting the payment of allowances to employees. Includes: overtime; first aid; clothing allowances; and travelling allowances. Temporary Destroy 7 years after action completed. Disposal Authority Reference: 12.2.1 (0701) Retain records in department/school until last action has been completed. Lodge records into the Federation University Archives on an annual basis using established
Lodge records into the Federation University Archives using established procedures. Employment Conditions The activities associated with managing the general conditions of employment for personnel. Note: For records of pecuniary interests, use FINANCIAL MANAGEMENT – Pecuniary Interests. Activity Description & Examples Retention Action Required by Staff (for hardcopy records) Consolidated Employment History [Employees] 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 heads of agencies and executives). Note: If an employee has been exposed to hazardous substances, including asbestos, or if an employee was located at places identified as containing hazardous substances use class HUMAN RESOURCES – Employee Conditions – Consolidated Employment History [Exposure to hazardous waste] [Employees]. Note: If no summary record exists, these records are to be retained. Note: For records relating to disciplinary action, use HUMAN RESOURCES – Misconduct [Discipline]. Temporary Destroy 50 (fifty) years after date of separation from the University if a summary record is maintained and if the employee was not exposed to hazardous materials. Disposal Authority Reference: 12.5.2 (0701) Retain records in department/school until employee separates from the University. Lodge records into the Federation University Archives on an annual basis using established procedures.
date of appointment; date of separation from the University; rates of salary and allowances; position titles; and the dates positions were held. Note: If the University does not maintain a summary record then the consolidated employment histories are considered the summary record and must be retained. administrative use by the University has concluded. Disposal Authority Reference: 12.5.1 (0701) These records must not be destroyed. Volunteer and Work Experience Records documenting the engagement of volunteers and students undertaking work experience placements. Includes: personal details; and agreed undertakings relating to conditions of engagement and details of work performed. Note: If a volunteer or student has been exposed to hazardous substances, including asbestos, or were located at places identified as containing hazardous substances, use HUMAN RESOURCES – Employee Conditions - Other History [Exposure to hazardous substances] [Employees] Temporary Destroy 7 years after placement has ended providing the individual has by then reached the age of 25 years and if the individual was not exposed to hazardous materials. Disposal Authority Reference: 12.5.5 (0701) Note: For patients under the age of 25 at the time of last attendance or access, the 7 year retention period will be determined from that person’s 25th birthday. Retain records in department/school until administrative use has concluded. Lodge records into the Federation University Archives on an annual basis using established procedures.
Activity Description & Examples Retention Action Required by Staff (for hardcopy records) Development and Management of University Schemes Records documenting the development and management of University performance management schemes. Temporary Destroy 7 years after administrative use has concluded. Disposal Authority Reference: 12.12.1 (0701) Retain records in department/school until administrative use has concluded. Lodge records into the Federation University Archives on an annual basis using established procedures. Individual Performance Agreements Performance agreements with individual employees. Includes: final version of agreement; notes from meetings with employees; and assessment and review reports. Note: For records of staff development plans, use STAFF DEVELOPMENT – Planning. Temporary Destroy 7 years after agreement is superseded. Disposal Authority Reference: 12.12.2 (0701) Retain records in department/school until agreement has been superseded. Lodge records into the Federation University Archives on an annual basis using established procedures. Positions The activities involved in varying, creating, transferring or abolishing individual positions or assigned duties. Note: For records of University restructures, use STRATEGIC MANAGEMENT – Restructuring.
and submitted to the Records Management Unit to gain the required approval. Only upon destruction approval being granted should records be placed in confidential document bin for appropriate disposal. Unsuccessful Applications Records of unsuccessful applications for vacancies in the University. Includes: unsuccessful applications for continuing positions; and unsuccessful applications for non-continuing positions. Note: For records of successful applications, use HUMAN RESOURCES – Employment conditions. Note: For records relating to police background checking of applicants, use HUMAN RESOURCES – Security Checks and Registers. Temporary Destroy unsuccessful applications 6 months after recruitment has been finalised. Disposal Authority Reference: 12.14.2 (0701) Retain records in department/school for 6 months after receipt. Prior to destroying records, a Records Disposal Authorisation form must be completed and submitted to the Records Management Unit to gain the required approval. Only upon destruction approval being granted should records be placed in confidential document bin for appropriate
disposal. Salaries The process of managing the payment of salaries to personnel. Activity Description & Examples Retention Action Required by Staff (for hardcopy records) Administration Records documenting employees’ salaries. Includes: taxation declaration records; group certificates; payroll deduction authorities; records relating to the recovery of overpayments; and employee pay history records. Note: For records documenting the process of payment of salaries to personnel, use FINANCIAL MANAGEMENT – Salaries. Temporary (Long-term) Destroy 50 (fifty) years after employee’s date of separation from the University. Disposal Authority Reference: 12.15.1 (0701) Retain records in department/school until date of separation. Lodge records into the Federation University Archives on an annual basis using established procedures.
Security Checks and Registers The activities associated with measures taken to protect people, premises, equipment or information from accidental or intentional damage or from unauthorised access. Includes the security classification of personnel and criminal record checks. Activity Description & Examples Retention Action Required by Staff (for hardcopy records) Checks Records documenting security checks (vetting) carried out as part of pre-engagement, pre-employment and pre-appointment checks, or periodic reviews. Includes: checks carried out by Victoria Police or police authorities in other jurisdictions. Temporary Destroy 6 months after action is completed. Disposal Authority Reference: 12.16.2 (0701) Retain records in department/school for 6 months after last action is complete. Prior to destroying records, a Records Disposal Authorisation form must be completed and submitted to the Records Management Unit to gain the required approval. Only upon destruction approval being granted
Activity Description & Examples Retention Action Required by Staff (for hardcopy records) Agreed Records relating to workplace agreements applying to the University which are of a precedent-setting nature or which affect a majority of the University's employees. Permanent (State Archive) Retain as a state archive. These records will be transferred to PROV when administrative use by the University has concluded. Disposal Authority Reference: 8.6.1 (0701) Lodge records into the Federation University Archives on an annual basis using established procedure. These records must not be destroyed. Not Agreed Records relating to situations where enterprise bargaining has not resulted in a workplace agreement. Temporary Destroy 5 years after discussions have ceased. Disposal Authority Reference: 8.6.2 (0701) Retain records in department/school until discussions have ceased. Lodge records into the Federation University Archives on an annual basis using established procedures.
retention and disposal documents; records management classification procedures; and document titling protocols. These records will be transferred to PROV when administrative use by the University has concluded. Disposal Authority Reference: 9.4.2 (0701) procedure. These records must not be destroyed. Corporate Library Collections Control records documenting library collections e.g. library catalogue. Temporary Destroy when collection is disposed of. Disposal Authority Reference: 9.4.3 (0701) Retain records in department/school until collection is disposed of. Prior to destroying records, a Records Disposal Authorisation form must be completed and submitted to the Records Management Unit to gain the required approval. Only upon destruction approval being granted should records be placed in confidential document bin for appropriate disposal. Recordkeeping Systems Master control records for University recordkeeping systems. Includes: registers; Permanent (State Archive) Retain as a state archive. These records will be Lodge records into the Federation University Archives on an annual basis using established
indexes; configuration manual; and records management systems. transferred to PROV when administrative use by the University has concluded. Disposal Authority Reference: 9.4.1 (0701) procedures. These records must not be destroyed. Customer Service The activities associated with the planning, monitoring and evaluation of services provided to customers by the University. Activity Description & Examples Retention Action Required by Staff (for hardcopy records) Records Management Operations Records documenting the day to day operations of records management enquiries. Temporary Destroy when reference ceases. Disposal Authority Reference: 9.5.1 (0701) Retain records in department/school until reference has ceased. Prior to destroying records, a Records Disposal Authorisation form must be completed and submitted to the Records Management Unit to gain the required approval.
Note: For FOI requests that lead to litigation use LEGAL SERVICES - Litigation. Activity Description & Examples Retention Action Required by Staff (for hardcopy records) Requests [Detailed] Records documenting FOI requests that require a detailed response from the University. Temporary Destroy 5 years after action concluded. Disposal Authority Reference: 9.7.2 (0701) Retain records in department/school until last action has concluded. Lodge records into the Federation University Archives on an annual basis using established procedures. Requests [Routine] Records documenting 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 agency). Temporary Destroy 2 years after action completed. Disposal Authority Reference: 9.7.3 (0701) Retain records in department/school for 2 years after last action has been completed. Prior to destroying records, a Records Disposal Authorisation form must be completed and submitted to the Records Management Unit to gain the required approval. Only upon destruction approval being granted should records be placed
Establishing and Assigning Records associated with establishing and assigning security levels and caveats within records management systems. Temporary Destroy 5 years after action concluded. Disposal Authority Reference: 9.10.2 (0701) Retain records in department/school until last action has concluded. Lodge records into the Federation University Archives on an annual basis using established procedures. Storage The activities involved in storing information resources. Activity Description & Examples Retention Action Required by Staff (for hardcopy records) Off-site Areas Records relating to the selection and use of off-site storage areas. Temporary Destroy 7 years after administrative use has concluded. Disposal Authority Reference: 9.11.2 (0701) Retain records in department/school until administrative use has concluded. Lodge records into the Federation University Archives on an annual basis using established procedures. Offsite Retrievals Records relating to the retrieval of records held by PROV and secondary storage providers including both Temporary Destroy when Retain records in department/school until administrative use has
approval being granted should records be placed in a confidential document bin for appropriate disposal. OR Lodge records into the Federation University Archives using established procedures. University On-site Areas Records relating to the use of on-site storage areas. Temporary Destroy 2 years after action concluded. Disposal Authority Reference: 9.11.1 (0701) Retain records in department/school for 2 years after last action has been completed. Prior to destroying records, a Records Disposal Authorisation form must be completed and submitted to the Records Management Unit to gain the required approval. Only upon destruction approval being granted should records be placed in a confidential document bin for appropriate
(for hardcopy records) Research Outcomes Records related to research outcomes. Includes: collaborative agreements; inter-organisational research agreements; and memos of understanding and patents. Permanent (State Archive) Retain as a state archive. These records will be transferred to PROV when administrative use by the University has concluded. Disposal Authority Reference: 4.2.0 (0201) Lodge records into the Federation University Archives on an annual basis using established procedure. These records must not be destroyed. Compensation The activities of providing compensation to personnel and visitors for damage to property where such damage is claimed as the University's responsibility. Note: For claims relating to death or personal injury, use OCCUPATIONAL HEALTH & SAFETY - COMPENSATION. Activity Description & Examples Retention Action Required by Staff
Management management of intellectual property either held or administered by the University. Destroy 7 years after intellectual property lapses. Disposal Authority Reference: 10.3.1 (0701) department/school until intellectual property has lapsed. Lodge records into the Federation University Archives on an annual basis using established procedures. Unsuccessful Attempts to Establish Rights Records documenting unsuccessful or abandoned attempts to establish intellectual property rights. Temporary Destroy 2 years after administrative use has concluded. Disposal Authority Reference: 10.3.2 (0701) Retain records in department/school for 2 years after administrative use has concluded. Prior to destroying records, a Records Disposal Authorisation form must be completed and submitted to the Records Management Unit to gain the required approval. Only upon destruction approval being granted should records be placed in a confidential document bin for appropriate disposal. OR
Activity Description & Examples Retention Action Required by Staff (for hardcopy records) Detailed Records documenting detailed research carried out to support the legal services function. Includes: research of legislation and regulations. Note: For advice from a legal service provider, use LEGAL SERVICES – Advice. Temporary Destroy 5 years after administrative use has concluded. Disposal Authority Reference: 10.5.1 (0701) Retain records in department/school until administrative use has concluded. Lodge records into the Federation University Archives on an annual basis using established procedures. Routine Records documenting routine research carried out to support the legal services section Temporary Destroy when reference ceases. Disposal Authority reference: 10.5.2 (0701) Retain records in department/school until reference has ceased. Prior to destroying records, a Records Disposal Authorisation form must be completed and submitted to the Records Management Unit to gain the required approval. Only upon destruction approval being granted should records be placed in confidential document bin for appropriate
disposal. Whistleblower’s Protection The activities associated with the handling of disclosures about officers of the University under the Whistleblower’s Protection Act 2001. Activity Description & Examples Retention Action Required by Staff (for hardcopy records) Disclosure Investigations Investigations into disclosures made under the Whistleblower’s Protection Act 2001. Permanent (State Archive) Retain as a state archive. These records will be transferred to PROV when administrative use by the University has concluded. Disposal Authority Reference: 10.6.1 (0701) Lodge records into the Federation University Archives on an annual basis using established procedure. These records must not be destroyed.
has by then reached the age of 25 years). Disposal Authority Reference: 11.1.4 (0701) Note: For patients under the age of 25 at the time of the last action being completed, the 7 year retention period will be determined from that person’s 25th birthday. Lodge records into the Federation University Archives on an annual basis using established procedures. Non-serious Injury Accident / 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. Temporary Destroy 7 years after incident occurred (providing the individual has by then reached the age of 25 years). Disposal Authority Reference: 11.1.3 (0701) Note: For patients under the age of 25 at the time of the last action being completed, the 7 year retention period will be determined from that person’s 25th birthday. Retain records in department/school until matter has been finalised. Lodge records into the Federation University Archives on an annual basis using established procedures. Resulting in Death Accident / incident reports and supporting Permanent (State Lodge records into the
documentation 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 student or visitor has occurred as the result of an incident on the University's premises. Includes: accident registers. Archive) Retain as a state archive. These records will be transferred to PROV when administrative use by the University has concluded. Disposal Authority Reference: 11.1.1 (0701) Federation University Archives on an annual basis using established procedure. These records must not be destroyed. Serious Injury Accident / incident reports and supporting documentation for dangerous occurrences and incidents where serious personal injury and incapacity (as defined by Accident Compensation and OH&S 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. Includes: accident registers. Temporary (Long-term) Destroy 50 (fifty) years after accident occurred. Disposal Authority Reference: 11.1.2 (0701) Retain records in department/school until matter has been finalised. Lodge records into the Federation University Archives on an annual basis using established procedures. Advice
Environmental Monitoring [Hazardous substances] Records documenting environmental monitoring of hazardous substances listed in relevant OHS legislation. Note: For records that identify hazardous substances as listed in relevant OH&S legislation, use OCCUPATIONAL HEALTH & SAFETY – Risk Management. Temporary Destroy 10 years after administrative use has concluded. Disposal Authority Reference: 11.6.4 (0701) Retain records in department/school until administrative use has concluded. Lodge records into the Federation University Archives on an annual basis using established procedures. Material Safety Data Sheets Material safety data sheets (MSDS) prepared by the manufacturers of a hazardous substance which describe the properties and uses of the substance. Temporary Destroy when hazardous material is disposed of. Disposal Authority Reference: 11.6.5 (0701) Retain records in department/school until hazardous material has been disposed of. Prior to destroying records, a Records Disposal Authorisation form must be completed and submitted to the Records Management Unit to gain the required approval. Only upon destruction approval being granted should records be placed in confidential document bin for appropriate disposal.
Non-compliance Notices Non-compliance notices issued under OHS legislation. Temporary Destroy 10 years after administrative use has concluded. Disposal Authority Reference: 11.6.3 (0701) Retain records in department/school until administrative use has concluded. Lodge records into the Federation University Archives on an annual basis using established procedures. OHS Acts and Regulations Records documenting compliance with provisions of the OHS Acts and Regulations Temporary Destroy 7 years after administrative use has concluded. Disposal Authority Reference: 11.6.1 (0701) Retain records in department/school until administrative use has concluded. Lodge records into the Federation University Archives on an annual basis using established procedures. Health Promotion The process of promotion by the University of programs which encourage the establishment and maintenance of a healthy work environment. Activity Description & Examples Retention Action Required by Staff (for hardcopy records) Health and Wellbeing Records documenting activities associated with improving the overall health and wellbeing of a Temporary Retain records in department/school until
These records will be transferred to PROV when administrative use by the University has concluded. Disposal Authority Reference: 11.8.1 (0701) procedure. These records must not be destroyed. Routine [By University] Records documenting routine inspections of work sites. Includes: inspections of hazardous substances. Temporary Destroy 10 years after action completed. Disposal Authority Reference: 11.8.3 (0701) Retain records in department/school until last action has been completed. Lodge records into the Federation University Archives on an annual basis using established procedures. Routine [By WorkCover] Records documenting routine OH&S inspections carried out by WorkCover Victoria as a result of a planned program or a safety dispute in the workplace. Temporary Destroy 10 years after administrative use has concluded. Disposal Authority Reference: 11.8.2 (0701) Retain records in department/school until administrative use has concluded. Lodge records into the Federation University Archives on an annual basis using established procedures. Planning
Appointments Records documenting the appointment of first aid officers, fire wardens and safety officers etc. Temporary Destroy 2 years after appointment lapses. Disposal Authority Reference: 11.11.1 (0701) Retain records in department/school for 2 years after appointment has lapsed. Prior to destroying records, a Records Disposal Authorisation form must be completed and submitted to the Records Management Unit to gain the required approval. Only upon destruction approval being granted should records be placed in a confidential document bin for appropriate disposal. OR Lodge records into the Federation University Archives using established procedures. Risk Management The process involving the identification of risks, the likelihood and consequences of those risks, and the implementation of appropriate
must be completed and submitted to the Records Management Unit to gain the required approval. Only upon destruction approval being granted should records be placed in confidential document bin for appropriate disposal. Significant Policy Development Records documenting a policy, including its formulation, or functional activities, strategic planning and management matters affecting the whole University. Permanent (State Archive) Retain as a state archive. These records will be transferred to PROV when administrative use by the University has concluded. Disposal Authority Reference: 13.1.1 (0701) Lodge records into the Federation University Archives on an annual basis using established procedures. These records must not be destroyed.
PROGRAM DELIVERY The function of delivering approved programs and courses. Assessment Determination of interim results to be awarded. Interim results form part of final result. Activity Description Retention Action Required by Staff (for hardcopy records) Final Assessment Compilation [Apprenticeships and traineeships] Summary form of final results to be awarded to students for each component of study. Permanent (State Archive) Retain as a state archive. These records will be transferred to PROV when administrative use by the University has concluded. Disposal Authority Reference: 11.3.0 (0201) Lodge records into the Federation University Archives on an annual basis using established procedures. These records must not be destroyed. Final Assessment Compilation [University and TAFE students] Summary form of final results to be awarded to students for each component of study. Permanent (State Archive) Retain as a state archive. These records will be transferred to PROV when administrative use by the University has concluded. Lodge records into the Federation University Archives on an annual basis using established procedures. These records must not be destroyed.
Disposal Authority Reference: 11.3.0 (0201) Interim Assessment [Apprenticeships and traineeships] Interim results for students undertaking a VET apprenticeship or traineeship course of study. Temporary Destroy 7 years after administrative use concluded. Disposal Authority Reference: 11.2.1 (0201) Retain records in department/school until administrative use has concluded. Lodge records into the Federation University Archives on an annual basis using established procedures. Interim Assessment [University and TAFE students] Interim results for students undertaking University and VET courses not associated with apprenticeships or traineeships. Temporary Destroy 6 months after administrative use concluded. Disposal Authority Reference: 11.2.2 (0201) Retain records in department/school for 6 months after administrative use has concluded. Prior to destroying records, a Records Disposal Authorisation form must be completed and submitted to the Records Management Unit to gain the required approval. Only upon destruction approval being granted should records be placed in confidential document bin for appropriate disposal. Attendance
resumes; interview records/results; selection forms; and correspondence regarding outcomes. Disposal Authorisation form must be completed and submitted to the Records Management Unit to gain the required approval. Only upon destruction approval being granted should records be placed in a confidential document bin for appropriate disposal. OR Lodge records into the Federation University Archives using established procedures. Establishment Records include correspondence with exchange partners to establish program and supporting community service organisations, eg Rotary. Note: For core decisions minuted by the relevant committee to establish the program, see COMMITTEES. Note: For marketing and publicity material relating to the program, see PUBLICATIONS. Temporary Destroy 5 years following termination of the program. Disposal Authority Reference: 15.1.0 (0201) Retain records in department/school until program has been terminated. Lodge records into the Federation University Archives on an annual basis using established procedures. Thesis Management of thesis submitted by a University student. Activity Description Retention Action Required by Staff
(for hardcopy records) Honours Degree Thesis submitted by a student enrolled in an Honours degree, at the conclusion of their study. Includes: honours thesis; and related documentation/items eg artwork, video or sound recordings, specimen collections. Note: For thesis research see RESEARCH. Temporary Not required as State Archives. To be retained until organisational use has concluded. Disposal Authority Reference: 11.4.0 (0201) Lodge records into the Federation University Archives on an annual basis using established procedures. Masters Thesis Thesis submitted by a student enrolled in a Master's Degree. Includes: Masters thesis; and related documentation/items eg artwork, video or sound recordings, specimen collections. Temporary Not required as State Archives. To be retained until organisational use has concluded. Disposal Authority Reference: 11.5.4 (0201) Lodge records into the Federation University Archives on an annual basis using established procedures. PhD Thesis [High public interest] Those theses that contain research outcomes that have or become of high-interest, or the subject of wide-spread debate and/or contention to the public arena, usually, but not limited to, through the daily media. Permanent (State Archive) Retain as a state archive. These records will be transferred to PROV when administrative use by the University has concluded. Disposal Authority Reference: 11.5.1 (0201) Lodge records into the Federation University Archives on an annual basis using established procedures. These records must not be destroyed. PhD Thesis [Other] Those these that, while adding to the body of research in the field, do not cause or confirm a paradigm shift in the understanding , approach or epitome for a subject. Temporary Not required as State Lodge records into the Federation University Archives on an annual
Requests [Incoming] Requests from the public and other agencies for permission to reproduce either published or unpublished material in which the University retains copyright. Temporary Destroy 7 years after action completed. Disposal Authority Reference: 15.3.1 (0701) Retain records in department/school until last action has been completed. Lodge records into the Federation University Archives on an annual basis using established procedures. Requests [Outgoing] Applications made by the University to reproduce published material held under copyright by another agency, organisation or individual. Temporary Destroy 7 years after action completed. Disposal Authority Reference: 15.3.2 (0701) Retain records in department/school until last action has been completed. Lodge records into the Federation University Archives on an annual basis using established procedures. Corporate Style The activity of compiling and administering guidelines on the consistency in written style, graphic design etc. within the University's documents. Includes designing logos, letterhead, stationery, forms, and publications etc. that incorporate the corporate image of the University.
Note: For the promotion of the corporate image of the University use COMMUNITY ENGAGEMENT – Marketing. Activity Description & Examples Retention Action Required by Staff (for hardcopy records) Branding Records documenting the development, approval, implementation and administration of designs for University logos, letterhead, stationery and publications incorporating the corporate image. Note: For the design of marketing campaigns, use COMMUNITY ENGAGEMENT – Marketing. Temporary Destroy when superseded. Disposal Authority Reference: 15.4.2 (0701) Retain records in department/school until superseded. Prior to destroying records, a Records Disposal Authorisation form must be completed and submitted to the Records Management Unit to gain the required approval. Only upon destruction approval being granted should records be placed in confidential document bin for appropriate disposal. Forms Records documenting the development, approval, implementation and administration of designs for University forms. Temporary Destroy when administrative use has concluded. Disposal Authority Reference: 15.4.3 (0701) Retain records in department/school until administrative use has concluded. Prior to destroying records, a Records Disposal Authorisation form must be completed and
administrative use by the University has concluded. Disposal Authority Reference: 16.3.1 (0701) be destroyed. Reports [Reproduced elsewhere] Reports on functional activities which are reproduced elsewhere, e.g. in the annual report. Temporary Destroy 7 years after action completed. Disposal Authority Reference: 16.3.2 (0701) Retain records in department/school until last action has been completed. Lodge records into the Federation University Archives on an annual basis using established procedures. Input to University Reports Activities that support the preparation of all University reports. Activity Description & Examples Retention Action Required by Staff (for hardcopy records) Background Information Background information and reference materials supplied for reports and summaries. Temporary Destroy when administrative use has concluded. Disposal Authority Reference: 16.4.1 (0701) Retain records in department/school until administrative use has concluded. Prior to destroying records, a Records Disposal Authorisation form must be completed and submitted to the Records
requests for animals; ethics documentation; and veterinary treatment/prescription records. Note: For research and ethics approved by the relevant committee, see COMMITTEES. Archives on an annual basis using established procedures. Laboratory and Field Station Administration Records related to the administration of laboratories and field stations. Includes: rosters; technical records for equipment or consumables; instructions for use of facilities; consumable requests; clearing records; and maintenance rosters and requests. Temporary Destroy 7 years from date of last entry. Disposal Authority Reference: 23.1.0 (0201) Retain records in department/school until last entry has been made. Lodge records into the Federation University Archives on an annual basis using established procedures. Management A systematic program of examination and analysis to further knowledge and current understanding. Activity Description Retention Action Required by Staff (for hardcopy records)
Fund Management Records relating to the allocation of discretionary funds to research projects or programs. Includes: applications (unsuccessful and successful); funding/grant submissions; and working papers for fund distribution. Note: For financial records see FINANCIAL MANAGEMENT. Temporary Destroy 2 years following allocation of funds. Disposal Authority Reference: 24.2.0 (0201) Retain records in department/school for 2 years after funds have been allocated. Prior to destroying records, a Records Disposal Authorisation form must be completed and submitted to the Records Management Unit to gain the required approval. Only upon destruction approval being granted should records be placed in a confidential document bin for appropriate disposal. OR Lodge records into the Federation University Archives using established procedures. Program Administration Records relating to the approval of research projects, and management and interim reporting on research progress including the formulation of applications for ethical clearance. Includes: project approval applications; project resource allocations; correspondence with other research groups/partners/stakeholders; Temporary Destroy 7 years from date of last entry. Disposal Authority Reference: 24.3.0 (0201) Retain records in department/school until last entry has been made. Lodge records into the Federation University Archives on an annual basis using established procedures.
STRATEGIC MANAGEMENT The function of applying broad systematic management planning for the organisation. Customer Service Strategy The activities associated with the planning, monitoring and evaluation of services provided to customers by the University. Note: For other activities associated with customer service, use COMMUNITY ENGAGEMENT – Customer Service. Activity Description & Examples Retention Action Required by Staff (for hardcopy records) Evaluation, Monitoring and Reporting Records documenting the evaluation, monitoring and reporting of customer service provided. Temporary Destroy 5 years after administrative use has concluded. Disposal Authority Reference: 18.1.2 (0701) Retain records in department/school until administrative use has concluded. Lodge records into the Federation University Archives on an annual basis using established procedures. Strategies and Service Charters Records documenting the development of customer service strategies. Includes: strategies; and service charters. Temporary Destroy 5 years after strategies are superseded. Disposal Authority Reference: 18.1.1 (0701) Retain records in department/school until strategies have been superseded. Lodge records into the Federation University
(for hardcopy records) Methodology Development Records documenting the development of a project management methodology and systems for reporting and monitoring of projects. Temporary Destroy when administrative use has concluded. Disposal Authority Reference: 18.3.2 (0701) Retain records in department/school until administrative use has concluded. Prior to destroying records, a Records Disposal Authorisation form must be completed and submitted to the Records Management Unit to gain the required approval. Only upon destruction approval being granted should records be placed in confidential document bin for appropriate disposal. Summary and Project Registers Summary documentation of projects. Includes: project registers. Permanent (State Archive) Retain as a state archive. These records will be transferred to PROV when administrative use by the University has concluded. Disposal Authority Reference: 18.3.1 (0701) Lodge records into the Federation University Archives on an annual basis using established procedure. These records must not be destroyed.
Restructuring The reassessment of the activities, goals and structure of the University. Includes consideration of the number of staff, their position descriptions, equipment, and other resources required by the University. Activity Description & Examples Retention Action Required by Staff (for hardcopy records) Administrative Arrangements Records documenting the administrative arrangements that result from University restructures. Includes: transfer of equipment; and transfer of corporate files. Temporary Destroy 7 years after administrative use has concluded. Disposal Authority Reference: 18.4.3 (0701) Retain records in department/school until administrative use has concluded. Lodge records into the Federation University Archives on an annual basis using established procedures. Reviews and Restructure [Major] Records detailing significant reviews and restructures of the entire University or major functional sections of it. Includes: records documenting the establishment and development of a new University structure. Permanent (State Archive) Retain as a state archive. These records will be transferred to PROV when administrative use by the University has concluded. Disposal Authority Reference: 18.4.1 (0701) Lodge records into the Federation University Archives on an annual basis using established procedures. These records must not be destroyed.
Includes: change of name; change of address; change of personal details; student ID card forms; and concession eligibility forms. administrative used is concluded. Disposal Authority Reference: 10.1.0 (0201) concluded. Prior to destroying records, a Records Disposal Authorisation form must be completed and submitted to the Records Management Unit to gain the required approval. Only upon destruction approval being granted should records be placed in confidential document bin for appropriate disposal. Graduation The conferring of degrees or qualifications on students who have met the criteria required to graduate. Activity Description Retention Action Required by Staff (for hardcopy records) Administration Records relating to administrative arrangements for graduation registration and ceremony. Includes: correspondence with graduates and ceremony participants; Temporary Destroy 1 year following the date of ceremony. Disposal Authority Reference: 12.2.0 (0201) Retain records in department/school for 1 year after date of ceremony. Prior to destroying
minutes). Penalty or Disciplinary Action [Not incurred] Records related to a grievance case were penalty or disciplinary action has not incurred. Includes: complaint forms; records of interviews; correspondence; and reports/summaries presented to the committee (where they do not form part of the committee minutes). Temporary Destroy 7 years following the date of decision. Disposal Authority Reference: 9.2.0 (0201) Retain records in department/school until date of decision. Lodge records into the Federation University Archives on an annual basis using established procedures. Not Proven Records related to an incident leading to counselling/discipline which are found to be false or not proven. Includes: complaint forms; records of interviews; correspondence; reports/summaries presented to the committee (where they do not form part of the committee minutes). Temporary Destroy if Grievance Register determines that the record should be erased. This does not cover the records of the Grievance Registrar. Disposal Authority Reference: 9.3.0 (0201) Retain records in department/school until Grievance Register determines that the matter should be erased. Prior to destroying records, a Records Disposal Authorisation form must be completed and submitted to the Records Management Unit to gain the required approval. Only upon destruction approval being granted should records be placed in confidential document bin for appropriate disposal. Scholarships and Prizes
OR Lodge records into the Federation University Archives using established procedures. Delivery Administrative arrangements of presentation of scholarships and prizes. Includes: venue bookings; catering arrangements; correspondence to guests and speakers/presenters; and order of proceedings. Temporary Destroy when administrative used is concluded. Disposal Authority Reference: 7.4.0 (0201) Retain records in department/school until administrative use has concluded. Prior to destroying records, a Records Disposal Authorisation form must be completed and submitted to the Records Management Unit to gain the required approval. Only upon destruction approval being granted should records be placed in confidential document bin for appropriate disposal. Establishment and Management Records related to the establishment and management of scholarships and prizes. Includes: establishment and foundation papers; and recipient register. Note: For policies and procedures, see POLICIES AND PROCEDURES. Permanent (State Archive) Retain as a state archive. These records will be transferred to PROV when administrative use by the University has concluded. Disposal Authority Reference: Lodge records into the Federation University Archives on an annual basis using established procedures. These records must not be destroyed.
STUDENT RECRUITMENT The function of attracting potential students to the University. Marketing Activities that are designed to attract student applications to the University. Activity Description Retention Action Required by Staff (for hardcopy records) Campaigns [Open day and orientation week] Activities designed to provide prospective or newly enrolled students with an opportunity to become familiar with campus layout, courses and subjects and services offered by the University. Includes: venue bookings; staff rosters for display/session attendance; display arrangements; tour documentation; and information session rosters. Temporary Destroy when administrative used has concluded. Disposal Authority Reference: 14.2.0 (0201) Retain records in department/school until administrative use has concluded. Prior to destroying records, a Records Disposal Authorisation form must be completed and submitted to the Records Management Unit to gain the required approval. Only upon destruction approval being granted should records be placed in confidential document bin for appropriate disposal. Campaigns [Routine] Activities designed to attract student applications to the University. Temporary Destroy 2 years following Retain records in department/school for 2 years after last activity has
Support Management Administrative arrangements regarding the provision of specialist services and assistance (eg disability support) to eligible recipients. Includes: application forms and associated documentation; medical certificates and reports; tutorial arrangements; and transport arrangements. Temporary Destroy 2 years following date of completion of service. Disposal Authority Reference: 19.3.0 (0201) Retain records in department/school for 2 years after date of service. Prior to destroying records, a Records Disposal Authorisation form must be completed and submitted to the Records Management Unit to gain the required approval. Only upon destruction approval being granted should records be placed in a confidential document bin for appropriate disposal. OR Lodge records into the Federation University Archives using established procedures.
approval. Only upon destruction approval being granted should records be placed in confidential document bin for appropriate disposal. Equipment, Goods and Services [Without tender or contract] Records documenting the acquisition of technology and telecommunication equipment, goods and services where there is no tender or contract process. Includes: formal requests for quotes and orders. Note: For acquisitions carried out by contract, use CONTRACTING-OUT – Contracts. Temporary Destroy 7 years after action completed. Disposal Authority Reference: 19.1.1 (0701) Retain records in department/school until last action has been completed. Lodge records into the Federation University Archives on an annual basis using established procedures. Vendor Provided Information Information provided by technology and telecommunications vendors relating to products and services. Temporary Destroy when reference ceases. Disposal Authority Reference: 19.1.3 (0701) Retain records in department/school until reference has ceased. Prior to destroying records, a Records Disposal Authorisation form must be completed and submitted to the Records Management Unit to gain the required approval.
Lodge records into the Federation University Archives using established procedures. Development and Modification [Specific applications] [Did not proceed] Records documenting the development and modification of specific applications which do not go into production. Temporary Destroy 2 years after last action. Disposal Authority Reference: 19.3.2 (0701) Retain records in department/school for 2 years after last action has concluded. Prior to destroying records, a Records Disposal Authorisation form must be completed and submitted to the Records Management Unit to gain the required approval. Only upon destruction approval being granted should records be placed in a confidential document bin for appropriate disposal. OR Lodge records into the Federation University Archives using established procedures.
Testing Records documenting testing activities. Includes: testing strategies; result forms; and test reports. Temporary Destroy 7 years after action completed. Disposal Authority Reference: 19.3.3 (0701) Retain records in department/school until last action has been completed. Lodge records into the Federation University Archives on an annual basis using established procedures. Audit The activities 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 events, processes and business of the University in a specified period. Activity Description & Examples Retention Action Required by Staff (for hardcopy records) System Activities Records documenting audit activities carried out on systems. Temporary Destroy 7 years after action completed. Disposal Authority Reference: 19.4.1 (0701) Retain records in department/school until last action has been completed. Lodge records into the Federation University Archives on an annual basis using established procedures.
Control The activities associated with creating, maintaining and evaluating control mechanisms. Activity Description & Examples Retention Action Required by Staff (for hardcopy records) Control Mechanisms Records documenting the development of control mechanisms (e.g. authenticity and version control). Temporary Destroy 5 years after mechanism is superseded. Disposal Authority Reference: 19.5.1 (0701) Retain records in department/school until control mechanism has been superseded. Lodge records into the Federation University Archives on an annual basis using established procedures. Email Addresses Records documenting the maintenance of email address lists (internal and external) and/or telephone lists. Temporary Destroy when reference ceases. Disposal Authority Reference: 19.5.5 (0701) Retain records in department/school until reference has ceased. Prior to destroying records, a Records Disposal Authorisation
Customer Service The activities associated with the planning, monitoring and evaluation of services provided to customers. Activity Description & Examples Retention Action Required by Staff (for hardcopy records) Help Desk Services Records relating to the provision of a help desk service. Includes: minor maintenance and advice; technical assistance to an individual; requests to reset passwords; requests to recover data from backup tapes; and adhoc requests for information from databases. Temporary Destroy 2 years after administrative use has concluded. Disposal Authority Reference: 19.6.1 (0701) Retain records in department/school for 2 years after administrative use has concluded. Prior to destroying records, a Records Disposal Authorisation form must be completed and submitted to the Records Management Unit to gain the required approval. Only upon destruction approval being granted should records be placed in a confidential document bin for appropriate disposal. OR Lodge records into the Federation University