Recordkeeping: Retention and Disposal of University Records Procedures
The Monash University Retention and Disposal Authority must be used to decide how long university records are kept and when they can be destroyed or deleted. The Retention and Disposal Authority contains instructions with legal force issued under the Public Records Act 1973 about minimum retention periods for records.
The retention periods in the Retention and Disposal Authority are based on Public Record Office Victoria Standards, including the Authority for Records of Higher & Further Education Institutions (PROS 02/01) and the General Disposal Schedule for Common Administrative Records (PROS 07/01), as well as decisions made by Monash University governance committees.
The Monash University Retention and Disposal Authority is available to staff from the Records and Archives Services website.
Definition of terms
Record: Any recorded information made or received by a staff member of the university in the course of undertaking university duties. Records are evidence of or information about university activities. They can be any format (electronic documents, e-mail, paper, plans, photographs etc)
Retention and Disposal of University Records Procedure
The Monash University Retention and Disposal Authority must be used to determine how long university records are kept and when they can be destroyed or deleted.
When assessing records for disposal or retention, take the following steps:
Destruction of records must not be carried out where:
The Crimes (Document Destruction) Act 2006 and the associated Evidence (Document Unavailability) Act 2006 create formal and specific penalties for destruction of documents that are known to be reasonably likely to be required in evidence, where the destruction is intended to prevent the documents from coming into court, in situations where no litigation has actually commenced. For more information see advice from the Public Record Office Victoria
All staff creating or managing university records
Content Enquiries: Execserv Policy
University Policy Use Only: