Records Disposal

Frequently Asked Questions


Q1. What is Records Disposal?


Q2. I have records in my office that I wish to
dispose, what should I do?



Q3. What happens to my records after I have returned them to Records Management Services?


Q4. The University Disposal Officer has advised me that I can destroy my unregistered records without having to return them to Records Management Services, how do I secure a confidential waste bin?

Answers


A1. Disposal is the process by which inactive records are retained, destroyed or transfered. This process is governed by the NSW State Records Act and the mandatory authorities issued by the Sate Records Authority.
Top of page


A2. If the records are in files that are registered on Records Online simply return them to Records Management Services A14 when they are no longer required.

If the records are not registered in Records Online please print out the Application to Dispose of University Records form and return it to the Disposal Officer, Records Management Services A14. The will then contact you to discuss the next step.
Top of page


A3. The will assess the records for their historical and administrative value based on guidelines set out by the NSW State Records Act. The records will then be retained or destroyed in accordance with these guidelines – destruction may not take place for several years, see the common retention periods listed below for an idea of how long your records may be kept before destruction.
Top of page


A4.The confidential waste service is provided by the e-Services Desk within Campus Infrastructure Services. Please follow the link provided and request a confidential waste bin.
Top of page

Contact Us


Andrew Mattey: or tel. 9036 9536

Below is a list of commonly used records in the University and their retention period.

Type of file Length of retention
Student files  6 years after last action on the file
Unsuccessful student applications 12 months after appeal period
Exam scripts - Students' marked copy 6 months
Exam Scripts - Blank Form/Master Set

If the exam was administered through the Examinations Office the master set will be sent by the Examinations Office to the University Archives to be retained indefinitely.

For all other exams, please store the master set locally until no longer required.

If you feel that your locally stored exams are significant, or if you have any other queries please contact the

Staff files 75 years
Leave forms 7 years
PM & D forms 3 years; 75 years for senior staff
Governing body files  Permanent retention