(1) Under Victorian law, RMIT University is a public office subject to the Public Records Act 1973. RMIT University must comply with standards issued by the Public Records Office Victoria (PROV). This standard provides requirements for the retention and disposal of RMIT Group data and information, created and maintained as records, pursuant to obligations in the Public Records Act 1973. (2) This standard applies to all RMIT Group staff, students, temporary employees, contractors, visitors, and third parties who create, use, manage, handle or process RMIT Group data and information. (3) The scope of this standard includes the RMIT Retention and Disposal Authority (RDA), defined in Section 5. (4) Authority for this document is established by the Information Governance Policy. (5) RMIT records that must be retained includes those which are created, maintained, sent or received whilst carrying out work at RMIT that: (6) RMIT must preserve information as records for the period specified in Section 5 – RMIT Records Retention & Disposal Authority (RDA). (7) Records which fall under Normal Administrative Practice (NAP) principles are not subject to Section 5 – RMIT Retention and Disposal Authority. The Destruction of Information Procedure provides guidance for identifying and managing records under NAP principles. (8) All staff members are required to create and maintain records of information that show evidence of workplace activities and decisions. These records must be full, accurate, reliable and managed in an appropriate location. (9) Storage locations must be able to support the retention of records for as long as they are required for legal and business purposes, including for data analytics purposes, be able to provide sufficient protection over time and support the application of required metadata. (10) Records must be maintained in a format that is expected to survive and be readable for the required life of the records. The Public Record Office of Victoria (PROV) standard: PROS 19/05 S3: Long Term Sustainable Formats provides specific requirements for digital records. (11) Controls must be designed and applied to processes and systems to ensure records are protected from unauthorised activity and can be trusted as credible evidence. (12) Records must be retained with required metadata, accessible for authorised use and effectively managed for as long as they are required or until they are able to be lawfully disposed of or destroyed. (13) Disposal can involve either destruction of records of temporary retention value or transfer of state archives to PROV or a registered Place of Deposit. (14) Records that have met the minimum retention period defined below in Section 5 – RMIT Retention and Disposal Authority and are eligible for disposal. Once disposal is authorised, records should be disposed of in a timely manner. (15) Prior to disposal, RMIT must check that the records are eligible for destruction or transfer to another Victorian agency or registered place of deposit, i.e. they are no longer required for any RMIT operations or legal purpose including: operational needs, analytics, financial or audit reasons, legal or Freedom of Information (FOI) requirements. (16) Records that fall under NAP are pre-authorised for destruction. (17) Destruction of records must follow the Destruction of Information Procedure. (18) The RMIT Retention and Disposal Authority (RDA) is adapted from, and incorporates, the following list of PROV Retention and Disposal Authorities, pursuant to the Public Records Act 1973 (Vic): (19) The RMIT Retention and Disposal (RDA) is outlined below. A RMIT Retention and Disposal (RDA) Search Tool is available to assist navigation of retention classes contained within the RDA. Please contact the Data and Analytics team for further guidance or questions regarding the RDA. (20) For the purposes of this Standard:Retention and Disposal Standard
Section 1 - Purpose
Section 2 - Scope
Section 3 - Authority
Section 4 - Standard
Recordkeeping
Retention Requirements
Disposal Requirements
Section 5 - RMIT Retention and Disposal Authority (RDA)
1. Child Safety
Class
Activities
Description
Notes and Examples
Retention Rule
2. Engagement and Communications
Class
Activities
Description
Notes and Examples
Retention Rule
Includes: updating contact or other details of current members, applications to join the University's alumni association and any eligibility checks undertaken.
Records documenting the nomination and deliberation process to determine recipients of all forms of recognition.
Summary of all honorary degrees issued by RMIT and individuals inducted into RMIT's Halls of Fame, Walls of Fame, honour rolls or similar.
Memorandums of Understanding.
Delivery of projects involving provision of professional advice or services for commercial gain.
Facilitation of the consultancy process. Includes records of meeting arrangements, monitoring, working papers, analysis, surveys, market intelligence reports and background advice.
The successful application, selection and management of students participating in an exchange or study abroad program
Management of study tours conducted at RMIT.
Planning and organising of fundraising events by RMIT.
Allocation of financial assistance provided by RMIT for various grants and funding programs.
Application for and receipt of grants by the University from a government or non-government source.
Working papers for fund distribution.
Includes closing dates, lists of granting bodies and available grants.
Records documenting successful/unsuccessful applications made by RMIT for grant funding received from a government or non-government source.
Records of a facilitative nature used for the preparation of all marketing campaigns and administrative arrangements.
Records relating to subject-matter experts at the institution providing unpaid expert commentary to a specific group or the public at large (for example, to the media).Includes expert-matching registers maintained by the institution to assist external parties in finding the correct expert to contact.
Records documenting liaison activities undertaken with professional associations; private sector organisations and community groups.
Includes the provision of membership benefits to these individuals or Universities such as the provision of a journal, conference registration discounts and professional development activities.
Records documenting the refusal of donations.
Includes the return of items not accepted by RMIT.
Records documenting comments, suggestions, or expressions of gratitude provided by visitors
Security records documenting visitor attendance to RMIT.
Visits by RMIT representatives to community organisations to promote the image or services of RMIT.
Papers presented by RMIT staff to conferences convened by other organisations and which address RMIT's policy, strategic direction or new services, products or partnerships.
Records relating to celebrations, ceremonies, forums or events of major significance to RMIT such as events of an historic nature, milestones and anniversaries.
May include addresses on policy, strategic direction or new services, products or partnerships.
Records relating to other administrative arrangements for events including catering and venue bookings.
Records documenting the preparation, dispatch and receipt of letters of introduction, appreciation, condolence and greeting cards. Includes mailing lists.
Final version of addresses delivered or intended to be delivered on the routine promotion of RMIT's service or products.
Working papers documenting the development of all addresses.
Papers presented by staff to conferences convened by other organisations and which address the University's policy, strategic direction or new services, products or partnerships.
One copy of each of RMIT's primary publications (including web publications but excluding websites) which have not been lodged with the State Library of Victoria in compliance with the Libraries Act 1988.
Records documenting the development, approval, implementation and administration of designs for forms.
Records documenting rejected designs regarding corporate style.
Records documenting the distribution activity for publications. Includes records of the monitoring of distribution, stock lists and address lists.
Records relating to all aspects of the drafting of publications. Includes drafts, background information, and unused material (such as duplicate photographs etc.).
3. Financial Management
Class
Activities
Description
Notes and Examples
Retention
Working papers and calculations relating to the preparation of all financial statements.
Sales and purchase invoices, 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.
Establishment and closure of RMIT bank accounts.
Management of banking activities including deposit records, bank statements, bank reconciliation statements, investment and dividend statements, and records documenting use of credit cards.
Management of debt recovery.
Management of incidental benefits received by RMIT personnel, e.g. frequent flyer points.
Administrative process in handling money and financial records, i.e. records which do not document University revenue and expenditure.
Management of surplus, obsolete or damaged accountable forms.
Chart of accounts.
Background records used for the production of whole of RMIT budget estimates including the input by individual departments within an agency to the whole of University budget estimates.
Records documenting spending progress or revenue collection against allocations within budget estimates.
Records relating to organisational income taxation records including records relating to the payment of payroll taxes.
4. Governance
Class
Activities
Description
Notes and Examples
Retention
Audits against with recordkeeping policies, procedures and systems (and associated breaches).
Audit activities carried out on systems to ensure they have been kept and maintained in accordance with agreed or legislated standards (including routine checking and review of location of files, documents and other information resources).
Audits relating to OH&S functions
a) Boards - elected or appointed management bodies established as a requirement of, or under legislation.
b) Advisory committees - committees that perform an advisory role and consisting of external stakeholders.
c) Internal strategic committees - committees that are established with the purpose to determine RMIT policy direction or strategic planning.
Includes records relating to establishment of the committee, including the appointment of members.
Master set of minutes, terms of reference, agenda, reports, resolutions, submissions and other meeting papers.
Industry Advisory Committee, RMIT Council, VCE, Academic Board, Faculty Board and ad hoc Advisory/Working Group papers.
Records relating to the establishment of the external committees (not convened by RMIT), including the appointment of members, copies of minutes, agenda, reports, submissions and other meeting papers.
Establishment restructure and amendments of RMIT's staffing structure or functional sections; the administrative arrangements that result from RMIT restructures.
Includes, policies, procedures, policy resources, guidelines, manuals and handbooks.
Australian Skills Quality Authority (ASQA),
Victorian Registration and Qualifications Authority (VRQA)
The Commonwealth Register of Institutions and Courses for Overseas Students (CRICOS).
Records created during the development of a submission by the University to either become or continue to be an Education Provider/RTO. Includes but not limited to: CRICOS, TESQA, ASQA and VRQA.
Summary documentation of projects. Includes project registers.
University Annual reports
Reports of the University's functions that detail performance against objectives, including legislated objectives.
Evaluation of the institution by measuring processes, programs and services against like institutions or professional or industry standards.
Final version of business unit level strategic work plans and their development
Project management methodology and systems for reporting and monitoring of projects.
Risk assessments, treatment schedules and action plans.
Includes benchmarking, surveys, analysis and reporting on evaluation activities. Also includes records used for facilitation of evaluation activities and working papers as well as records used to develop benchmarks and compare current benchmarks with professional or industry standards and to those used by other institutions.
Excludes financial procedures (refer to FM.03)
Excludes records documenting the management of specific customer services provided to the public (refer to SS.07B)
5. Human Resources
Class
Activities
Description
Notes and Examples
Retention
Enterprise bargaining and workplace agreements / awards
Industrial action
Processes associated with the establishment, maintenance, review and negotiation of workplace agreements and awards
Workplace disputes
Appeals against industrial relations decisions by application to a higher authority
Workplace agreements applying to the University. Records relating to situations where enterprise bargaining has not resulted in a workplace agreement.
Includes misconduct handled by an external body and records documenting allegations where no misconduct is proven.
Administrative arrangements supporting the conduct of training courses
Receipt and provision of advice on trends relating to staff development, and advice of available training.
Attending and participants’ reports on conferences or seminars held by other organisations.
The process of formulating ways in which objectives can be achieved. Includes determination of services, needs and solutions to those needs.
Staff social clubs including support given by the University
The activities associated with all aspects of training (external / internal) available to staff for their development.
Records documenting available training courses. Includes publicity material and testimonials collected about training courses.
Includes records relating to recruitment campaigns and graduate employment programs.
Records documenting the management of unsolicited applications.
Records documenting security checks pre-engagement/ employment or periodic reviews (e.g. police check, reference checks, Working with Children Check).
Note In alignment with GPDR requirements, records relating to unsuccessful applications of recruitment activities within the European Union are required to be destroyed immediately following finalisation of the recruitment decision.
Evaluation of existing and potential programs and services supporting the personnel function
Excludes individuals who have been exposed to hazardous materials, refer to class HR.01B.
Consolidated leave history records and records documenting the authorisation of long service leave, parental leave, military leave and leave without pay exceeding 5 days in any one calendar year (i.e. leave used to calculate entitlements for superannuation or long service leave).
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.
(For records documenting the process of payment of salaries to personnel, see Financial Management: Payment of Salaries FM.05)
Records documenting the employment conditions of ongoing and non-ongoing employees, including heads of agencies, that are not part of the consolidated employment history.
Records supporting taking of leave records (e.g. sick leave certificates)
Management of rosters
Attendance records (including overtime, clock on/off, attendance books)
Work funded relocations
Other employment conditions not part of the consolidated employment history
6. Information Management, Access and Protection
Class
Activities
Description
Notes and Examples
Retention
Includes breaches internally and/or referred to the relevant privacy commissioner
Records documenting very specific or prescribed preservation activities undertaken on records, library and information resources.
The program of activities to facilitate the orderly transfer of records between systems
Records documenting the transfer of permanent records to Public Record Office Victoria (PROV).
Records relating to the selection and use of off-site storage areas.
Records relating to security arrangements for records storage areas.
The retrieval of records held by PROV and secondary storage providers including both physical and online retrieval.
Records management procedures such as document titling protocols.
Control records documenting library collections, e.g. library catalogue.
7. Information Technology and Applications
Class
Activities
Description
Notes and Examples
Retention
Quality assurance checks to confirm accuracy of the migration process
The allocation and maintenance of metadata in electronic systems.
Maintenance of system usernames, email address lists (internal and external) and / or telephone lists, to individuals or business units.
For master control records (see IM.09)
Technical assistance to an individual
Requests to reset passwords
Requests to recover data from backup tapes; and
Ad-hoc requests for information from databases.
The setting up of remote access to University networks at individual's homes.
The use of filters in systems to control SPAM and viruses.
The setting and management of digital signatures.
Establishing and assigning security levels and caveats within records management systems.
Records associated with establishing and assigning security levels and caveats within records management systems.
Physical security arrangements for records management systems.
The acquisition of licenses for software and systems from vendors. Includes negotiations relating to the terms and conditions of the license.
The monitoring and renegotiations of license agreements. Includes responses to any licensing infringements.
Records documenting the allocation of software to individuals or organisational units.
Software maintenance records, scheduled software updates etc.
Records relating to the maintenance and upkeep of applications, software and information systems, e.g. updates, patches.
Backup copies of records and information that have been used for the purpose of system recovery.
Routine inspection of technology and telecommunications systems and facilities,
Evaluation of potential or existing technology and telecommunications services and systems.
Investigations into the feasibility of contracting out technology and telecommunications activities.
Systems analysis
Business process analysis
Feasibility studies; pilot studies; final versions of all system documentation, user and technical manuals; business rules; user requirements; system specifications; final sign-off.
Testing strategies, result forms, and test reports.
Implementation plans
Implementation, installation, configuration and relocation of technology equipment and facilities.
Includes applications which do not go into production.
IT.10
Backups of systems
Backup copies of data retained for the purpose of system recovery.
Destroy after business requirements have ceased.
8. Learning and Teaching
Class
Activities
Description
Notes and Examples
Retention
Includes master set of approved examination papers, if no other course material is available.
Governance information such as course proposal, rationale for course, business case, approval date, responsible officer and any external professional accreditations or registrations which apply to the course or program.
Internal applications to add new training products to RMIT’s scope of registration
(excludes assessment material where this is the only course or unit material available, refer to SM.01)
Theses and other outputs submitted for assessment for Masters and Honours qualifications.
Records that support the management of work integrated learning or other off-campus activities conducted as part of a subject or unit for which students receive credit towards their final result. Includes records relating to industry and work placements, practicums and excursions.
Curriculum, teaching and student resources designed to assist teachers and students during the learning process.
Commencement checklists and contact record sheets.
Training plans developed for individual apprentices and trainees.
Administrative arrangements for course delivery. Includes records relating to timetabling, room booking, session creation and allocation of staff to specific sessions.
The evaluation and review of courses, subjects and units by students. Includes student evaluation of unit and student evaluation of teaching surveys.
9. Legal Services
Class
Activities
Description
Notes and Examples
Retention
Summary records for all contracts managed by the University. Includes contract registers and systems.
Records that document the formulation and execution of contracts for significant government commitments, such as large-scale infrastructure projects and public private partnerships (PPPs).
Records of contracts for smaller-scale activities which are under seal (specialty contracts). Includes records associated with the negotiation process, excluding tender records.
Records of contracts for smaller-scale activities which are not under seal (simple contracts). Includes records associated with the negotiation process, excluding tender records.
Records documenting the preliminary drafting process for contracts. Used for internal purposes only and not subject to formal negotiations.
Includes records documenting the acquisition of records documenting the acquisition of property equipment and stores, technology and telecommunication equipment, goods and services library, information and records management materials and/or services where there is no tender or contracting-out process. Includes orders and subscriptions.
Annual renewal of insurance policies.
Records documenting insurance claims.
Successful and unsuccessful attempts to establish intellectual property rights.
Infringements, breaches and requests to reproduce material
Records documenting compliance with court instructions, e.g. subpoenas and discovery orders.
Research of legislation and regulations
Documenting routine research carried out to support the legal services function.
10. Occupational Health & Safety
Class
Activities
Description
Notes and Examples
Retention
Includes copy of final report and records documenting changes made to procedures as a result of an audit.
Includes the development and distribution of notices, instructions, posters and other promotional material.
Records documenting an appeal made by the University against an investigator (e.g. WorkCover Victoria) decision on a health and safety matter.
Compliance with provisions of the Occupational Health and Safety Acts and Regulations.
Records documenting the risk management of all OHS&S hazards, including hazardous substances detailed in OH&S regulations.
Includes both risk assessments that indicate a risk to the employees where health surveillance and/or monitoring of the employees is necessary and where risk assessments indicate no risk to the employees with no health surveillance and/or monitoring is required.
Also includes hazards that may impact upon a number of people
Accident registers, minor incidents and incidents not resulting in compensation.
Includes first-aid registers of injuries and treatment.
inspections of hazardous substances; routine inspections of work sites.
Includes records that document substantial input or decisions made regarding the plans and those that document the implementation of the plans.
Records documenting the review and monitoring of OH&S programs and operations.
Documents establishing the review, final report and action plan.
11. Procurement and Property Services
Class
Activities
Description
Notes and Examples
Retention
Particulars of sale documents; board of survey; licenses & rental revision; tender documents; conditions of contracts; certificates of approval.
Records documenting the activities undertaken to protect equipment and stores. Includes investigations into theft or intentional damage and referral of an alleged incident to law enforcement authorities.
Records relating to the allocation of equipment or stores to employees within the University. Includes records documenting requests for equipment or stores.
Records documenting the stocktake of equipment and stores.
Information provided by vendors relating to equipment and stores.
Records documenting arrangements for the delivery of equipment and stores to the University.
Records documenting lock combinations and/or keys for equipment or plant such as safes and filing cabinets. Includes key registers.
Records documenting the storage of equipment and stores (excluding hazardous materials) within the University. Includes records documenting location management and stock control.
Instructions for the use of equipment and stores. Includes equipment manuals and operating instructions.
Leasing accommodation, premises or real estate
Includes space and accommodation assessments; negotiations; cost-benefit analysis; assessments; signed leases.
The leasing-out of premises belonging to the University. Includes negotiations and signed leases.
Work orders and the engagement of subcontractors.
Records documenting fit-outs of properties (including where asbestos was present).
Includes refurbishing, painting, floor coverings, furnishings, furniture, partitions, wall fittings and equipment.
Records documenting the installation of equipment intended for exclusive or extensive use by the public.
Records documenting construction and renovation activities carried out on non-University owned properties. Includes "as built" construction plans.
Records documenting fit-outs of properties (excluding where asbestos was present - see PS.05A).
Records documenting installation of equipment (e.g. heating, plumbing, air-conditioning, security equipment and cabling) in properties. Includes arranging installations and location details.
Hazardous substance register (including asbestos register) identifying substance properties and details of their condition.
Licences, policies, reports, repairs, ticketing.
Vehicle running sheets/log books. Includes records generated by global positioning systems.
Includes operating and maintenance manuals, test results and service log sheets for cooling towers.
Records documenting the structural maintenance of property or equipment intended for exclusive or extensive use by the public.
Records relating to pest and infestation control.
Records documenting the devising of other plans relating to property management. Includes plans devised for the management of worksites during renovation and other maintenance activities.
Includes licences and permits relating to the institution's compliance with regulations surrounding research activities including laboratories and animal housing, collections, the provision of alcohol, beauty services, food services and other institutional services designed to support teaching and learning activities.
Deeds and certificates for property owned by the University (transfer to new owner as required as required)
Property guarding, surveillance and patrol operations. Includes records of electronic security systems, security reports and rosters.
Records of accidents and damage occurring to property.
Records relating to illegal entry. Includes incidents of illegal entry resulting in damage and/or theft.
Also includes records documenting the development of the evaluation and selection criteria for the tender.
Routine enquiries and arrangements for the advertising of tenders.
Copies of tender specifications produced by the University for distribution.
Includes formal requests for quotations, orders, handover reports, and correspondence relating to the acquisition.
(For acquisitions requiring tenders or contracts, see PS.14)
12. Research
Class
Activities
Description
Notes and Examples
Retention
Records facilitating the business development process. Includes facilitative records for both successful and unsuccessful commercial enterprises.
Planning and development of companies, associations, trusts or partnerships that were abandoned or did not proceed.
Facilitative and administrative working papers supporting the establishment and development of companies, associations, trusts and partnerships. Includes papers from successful and unsuccessful commercial ventures.
Research data and materials include, but are not limited to: questionnaires, recordings, specimen samples, biological material, test results, transcripts, laboratory notes, field notes, digital collections or datasets, or other primary or secondary data and materials.
Excludes final versions of joint venture agreements or Memorandums of Understanding, including records documenting the development of these agreements (refer to COM.04)
(For consulting activities to other organisations for commercial gain, refer to COM.05)
Includes summary record of supervisors of Higher Degree by Research candidates covering information about the supervisor, their areas of supervision, students, topics and qualifications they have supervised.
Includes records documenting the use of human cadavers and body parts and all biospecimens
13. Student Management
Class
Activities
Description
Notes and Examples
Retention
Excludes complaints submitted by students (refer to SS.07)
Excludes complaints submitted by students (refer to SS.07)
14. Support and Other Services
Top of Page
Class
Activities
Description
Notes and Examples
Retention
Includes checking of individual assignments and dissertations for language issues, and any editorial assistance provided.
Provision of reasonable adjustments via Equitable Learning Plan (or equivalent) to students with disabilities, long-term illnesses and/or mental health conditions which may impact on their studies.
Provision of financial support to successful and unsuccessful applicants.
(For assessment of special consideration applications, see LT.05C)
Records documenting the provision of financial support to successful applicants. Includes the provision of loans, fee waivers and other fee reduction methods, such as partial payments.
Parental permission records for attendees of orientation and transition activities where the participants are under 18. Note retention period starts once participants reach 18.
Records documenting the provision of ad hoc individual academic support to students. Includes checking of individual assignments and dissertations for language issues, and any editorial assistance provided.
Unsuccessful applications for financial support. Includes, supporting documentation and any applicant checks required.
Records documenting the registration of residents in accommodation managed by the institution. Includes registration of both ongoing and short-term residents, such as for conferences and residential camps. Note destruction to occur once retention period has been met provide past resident has reached 30 years of age.
Applications for accommodation managed by the institution. Includes records of successful and unsuccessful applicants, including any checks required to aid the decision making process. Also includes associated records such as waiting lists.
Documenting the management of the relationship between the institution and student or staff associations, societies and clubs.
Development and provision of general advice provided in a group or generic setting.
Intermediary services provided by the institution, where the institution acts as a link between the student and external opportunities but has no further role.
Includes employment databases, registers and job listings and external housing
Participation by an institution in international, national and state-wide sporting and recreation events and competitions not organised by the University.
Records relating to curriculum development for children attending childcare and early education services.
The approval or establishment, and review of fundraising, sponsorship and membership campaigns.
Final versions relating to the design or redesign, development and layout of exhibitions in the galleries and exhibition spaces, development of exhibition concept briefs and their approval final approved exhibition planning, development, and installation final Approved marketing strategy, including event calendars, official promotional material and artwork designs.
Master control records for the collection, including databases and management systems for audio-visual material, registers, indexes, and lists, and associated data dictionaries supporting these systems and databases documentation establishing rights to the management of items in the collection, including the right to copy, distribute and provide access, as well as important contextual information about the provenance of individual collection items
Records documenting: preliminary versions relating to the design or redesign, development and layout of exhibitions in the galleries and exhibition spaces negotiations and agreements to host travelling exhibitions developed by external institutions, or to arrange external venues to host an in-house developed travelling exhibition working drawings and notes for the construction of exhibitory frameworks and displays development of educational content for tours, seminars and other explanatory events planning, development, and management of mobile outreach programs which take mini-exhibits out to rural areas or to visit customers who are unable to travel.
Records relating to the administrative arrangements for the opening and publicising of exhibitions.
Records of the day to day monitoring and management of collection items including instructions for mounting/demounting specific items within the collection environmental control readings and adjustments calibration of collection equipment arrangements for transportation, including quarantine services and permits surveys of collection items to ascertain the need for maintenance.
Records of the day to day management of commercial operations, including: collection of data regarding funds raised (and other campaign success indicators) for fundraising campaign evaluation purposes coordination and processing of fundraising and sponsorship mail-outs; advertising in the media.
Records of short-term value to the completion of a particular transaction including requests for venue hire, correspondence, bookings, short-term use agreements, bond or other surety arrangements specific requests for venue layout or equipment to be provided associated catering and other support services membership applications, decisions, and correspondence.
Section 6 - Definitions
Record
Recordkeeping
The ‘making and maintaining of complete, accurate and reliable evidence of business transactions in the form of recorded information’.
Disposal
The range of processes associated with implementing appraisal decisions which are documented in disposal authorities or other instruments. These include:
1. the retention, destruction or deletion of records in or from recordkeeping systems
2. the migration or transmission of records between recordkeeping systems
3. the transfer of ownership or the transfer of custody of records (for example, to PROV) The lawful disposal of records is an essential and critical component of any records management program.
Destruction
The process of eliminating or deleting records, beyond any possible reconstruction.
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CS.01
Child safety incidents and allegations
Records of major internal reviews of the process of responding to child sexual abuse incidents and allegations.
Including final reports, findings and recommendations.
Retain permanently
CS.02
Child safety incidents and allegations
Records documenting the reporting, inquiring and investigation of child sexual abuse incidents, allegations and disclosures.
Records of actions taken to address child sexual abuse that has occurred or is alleged to have occurred.
Records of activities undertaken to provide support and redress.
Includes:
· unproven allegations
· records of initial allegations, complaints and disclosures
· investigations carried out
· cases referred to law enforcement agencies
· evidence collected and collated including records and transcripts of interviews, witness statements, notes of meetings or discussions
· any physical exhibits collected such as photographs and audio visual records
· correspondence and liaison with government agencies.
Destroy 99 years after action completed
COM.01A
Alumni Relations
Summary records of registered University alumni members
Summary records of all registered alumni of the University
Retain permanently
COM.01B
Alumni Relations
Relations with former students and staff of the institution
Records documenting the maintenance of alumni registers and databases.
Destroy after last administrative use
COM.02A
Branding
University marketing or branding including campaigns, logos and form designs.
Records documenting the planning, final product branding and review of major/minor marketing campaigns relating to the University`s core education and research mission.
Retain permanently
COM.02B
Branding
Development, implementation and administration of designs
Records documenting the development, approval, implementation and administration of designs for University logos, letterhead, stationery and publications incorporating the corporate image.
Destroy after last administrative use
COM.03A
Community Recognition
Recognition of excellence, service or contributions to the institution and society at large.
Includes the presentation of honorary degrees and the maintenance of honour rolls, walls/halls of fame or similar.
Retain permanently
COM.03B
Community Recognition
Nomination and deliberation process to determine recipients of all forms of recognition
Records documenting the nomination and deliberation process to determine recipients of all forms of recognition, which are not done through an institution committee or board. Includes calls for nominations and deliberations to determine the recipient.
Destroy 2 years after last administrative use
COM.04
Companies & Joint Ventures
Managing joint operations between departments, either within RMIT or with other organisations, or with the interstate governments where there is a contract, joint contribution of funds and / or time.
Final signed version of joint venture agreements.
Retain Permanently
COM.05
Consultancy to External Organisations
Activities associated with RMIT staff undertaking consultancy projects on behalf of the RMIT for external organisations for commercial gain.
Summary reports and outcomes from consultancies
Retain permanently
COM.06A
Exchange Programs & Study Tours
Application, selection, and management of students participating in an exchange program
Includes formal exchange programs between institutions and individually negotiated study abroad programs.
Destroy 7 years after last administrative use
COM.06B
Exchange Programs & Study Tours
Unsuccessful applications to participate in an exchange or study abroad program.
Destroy 1 year after last administrative use
COM.07
Fundraising & Grants
Activities carried out by RMIT to receive money or a benefit through donations.
The records associated with investigating possible fundraising activities.
Destroy 7 year(s) after last administrative use
COM.08A
Internal and External Grants
Summary record of grant applications.
Identifies the nature of the application and reasons for acceptance or rejection
Retain Permanently
COM.08B
Internal and External Grants
Grant allocation procedures and successful applications for grants including monitoring of allocated grants
Includes selection criteria and records of the ongoing monitoring of the allocated grant.
Destroy 7 years after last administrative use
COM.08C
Internal and External Grants
Records of unsuccessful applications for grants.
Destroy 2 years after last administrative use
COM.08D
Internal and External Grants
External grants
Records documenting the identification and selection of grant funding opportunities.
Destroy 7 years after last administrative use
COM.09A
Media Relations
Master set RMIT media releases representing the University and associated bodies.
Retain Permanently
COM.09B
Media Relations
Administrative arrangements with the media
Includes copies of news cuttings and transcripts and items from media monitor services, including those specifically relating to RMIT’s operations.
Destroy 7 years after last administrative use
COM.09C
Media Relations
Items collected from external media sources and media releases received from other organisations.
Items collected from external media sources. Includes copies of news cuttings and transcripts and items from media monitor services, including those specifically relating to RMIT's operations.
Destroy after last administrative use
COM.10A
Marketing
Records documenting the planning and final products of major marketing campaigns
Includes activities such as re-branding after mergers or restructuring or major awareness campaigns.
Retain permanently
COM.10B
Marketing
Records of a facilitative nature used for the preparation of all marketing campaigns and administrative arrangements.
Records documenting changes to content on University websites. Includes records of the approval process.
Destroy 7 years after last administrative use
COM.11
Memberships & Professional Associations
Maintaining regular general contact between RMIT and professional associations
Professionals in related fields, private sector organisations and community groups. Includes sharing informal advice and discussions; membership of professional associations and collaborating on projects.
Destroy 7 years after last administrative use
COM.12
RMIT Trusts & Donations
Records of donations of both money, items and services by RMIT
Records documenting donations of money, items and services by RMIT to public organisations and groups, including charities.
Destroy 7 years after last administrative use
COM.13
Visits & Tours
Arranging visits by other organisations, the public and students to RMIT.
Records documenting arrangements for visits or tours to RMIT.
Destroy 7 years after last administrative use
COM.15A
Presentation, Conferences and Forums
Conferences, seminars and forums convened by the University and celebrations, ceremonies or events of major significance to the University.
Master copies of transcripts and speeches, proceedings and reports presented at conferences convened by RMIT.
Retain permanently
COM.15B
Presentation, Conferences and Forums
Records relating to addresses, celebrations, ceremonies, forums or events of minor significance to RMIT
e.g. funerals, memorials, farewells, luncheons, dinners and non-RMIT celebrations and ceremonies.
Destroy 7 years after last administrative use
COM.16A
Publications
Master copy of University publications.
Master set of commissioned photographs and moving images on University activities.
Retain Permanently
COM.16B
Publications
Records documenting the production process.
Includes graphic design, printing, binding, indexing, layout, typesetting, printing requisitions (departmental copy of).
Destroy 7 years after last administrative use
COM.16C
Publications
Duplicate copies, drafts and distribution activities.
Duplicate copies of commissioned photographs and moving images on activities, publications intended to publicise or promote RMIT activities. Includes pamphlets and brochures.
Destroy after last administrative use
FM.01A
Asset Register
Summary record listing RMIT assets such as an asset register.
Retain permanently
FM.01B
Asset Register Management
Records documenting asset valuation and asset management processes, including requests for inclusion on the asset register.
Includes records associated with listing and preparing lists of items and assets in the possession of RMIT.
Destroy 7 years after last administrative use
FM.02A
Annual Financial Statements
Annual financial statements and associated background documentation.
Includes balance sheets, operating statements, cash flow statements and accompanying notes.
Retain permanently
FM.02B
Annual Financial Statements
Interim financial statements including balance sheets and operating statements.
Includes mid-year and quarterly financial reporting statements.
Destroy 7 years after end of relevant financial year
FM.03
Manuals, Handbooks and Procedures
Master set of RMIT manuals, handbooks, directives etc. detailing procedures supporting the financial management function.
Including: Records documenting the development of RMIT procedures supporting the financial management function.
Retain permanently
FM.04
Donations
Receipt and management of all donations of money, items, artefacts or objects, including approaches for donations or bequests and acknowledgements.
Retain permanently
FM.05A
Accounting Records
The process of collecting, recording, classifying, summarising and analysing information on financial transactions, and subsequently on the financial position and operating results of RMIT.
Principal accounting records and associated supporting records related to managing RMIT revenue and expenditure.
Destroy 7 years after end of relevant financial year
FM.05B
Accounting Records
Cardholder data
Records containing cardholder data captured as part of an electronic financial transaction including information printed, processed, transmitted or stored in any form on a payment card.
Destroy 3 months after last business, legal and/or regulatory action.
FM.06
Financial Delegations
Delegations authorising financial activities and transactions
Destroy 7 years after end of relevant financial year
FM.07
Payment of Salaries
Records documenting the processing of payment of salaries to personnel.
Destroy 7 years after end of relevant financial year
FM.08
Budgeting
Activities associated with planning the use of expected income and expenditure over a specified period.
Budget estimates and associated records prepared for external approval, produced for internal use by RMIT, and ad hoc funding submissions (i.e. funding requests that fall outside core budget).
Destroy 7 years after end of relevant financial year
FM.09
Loans
Records relating to the borrowing of money by RMIT.
Includes, loan agreements, repayment records, interest rate agreements and other associated records.
Destroy 7 years after finalisation of loan
FM.10
Statutory Registrations
Records relating to RMIT's compliance with mandatory or optional standards or with statutory requirements regarding financial management.
Registration of Australian Business Number (ABN), Australian Company Number (ACN), Data Universal Numbering System Number (DUNS), accounting standards.
Destroy 7 years after end of relevant financial year
FM.11
Taxation
The activities involved with administering taxation matters.
Records documenting the taxation matters of RMIT, e.g. administration of Goods & Services Tax (GST).
Destroy 7 years after end of relevant financial year
FM.12
Fundraising
Money received through fundraising events and activities.
Records documenting the receipt and disbursement of money received through fundraising events and activities.
Destroy 7 years after last administrative use
GV.01
Audits
All records associated with audit activities both internal and external
Final financial audits (including final report of an internal or external financial audit resulting in major/significant changes to RMIT).
Destroy 15 years after last administrative use
GV.02A
Committees & Boards
Records of advisory committees, boards, external committees convened by RMIT, and internal strategic committees.
Definitions:
Retain permanently
GV.02B
Committees & Boards
Records relating to unsuccessful nominations or applications, and records and minutes of external committees not convened by RMIT.
Includes records documenting successful and unsuccessful nominations.
Destroy 2 years after last administrative use
GV.02C
Committees & Boards
Internal committees established for operational purposes, and duplicate or reference copies of minutes, agenda and related papers
Destroy after last administrative use
GV.03A
Establishments & Restructures
The reassessment of the activities, goals and structure of RMIT.
Includes consideration of the number of staff, their position descriptions, equipment, and other resources required by RMIT.
Retain permanently
GV.03B
Establishments & Restructures
Administrative arrangements resulting from restructures
Records documenting the administrative arrangements that result from RMIT restructures. Includes transfer of equipment, corporate files etc.
Destroy 7 years after last administrative use
GV.04
Fraudulent Activities
Disclosure of fraud. Includes fraudulent activities carried out by those within and outside of the University. Including both internal and external investigations.
Destroy 15 years after last administrative use
GV.05
Policies
Versions of University-wide policy prescribing the way the University operates.
Final versions, major drafts, supporting research and results of stakeholder consultation recorded during the development and establishment of organisational requirements, policy, process and guidance
Retain permanently
GV.06
Registration as Education Provider / RTO
The development, final submission and outcomes of The University's application to become, or continue to be, an approved registered education or training provider by a State or Australian regulatory authority.
Includes, but is not limited to, registrations with the Tertiary Education Standards Quality Agency (TESQA),
Retain permanently
GV.07A
Reporting and Planning
University wide, College and Portfolio reports and plans
Final version of University-wide strategic or corporate plans.
Excludes records that are required or are reasonably likely to be required as part of investigations of child safety incidents and allegations (refer to CS.01)
Retain permanently
GV.07B
Reporting and Planning
Functional and business unit reports and plans
Reports produced about the day to day internal administrative functions that support providing a formal response to a situation or request (either internal, external or as a requirement of corporate policies), and to provide formal statements or findings of the results of an examination or investigation.
Excludes records that are required or are reasonably likely to be required as part of investigations of child safety incidents and allegations (refer to CS.01)
Destroy 7 years after last administrative use
GV.08
Strategic Management & Benchmarking
The planning, monitoring and evaluation of services provided by the University
The development of customer service strategies including strategies and service charters.
Destroy 7 years after last administrative use
GV.09
Whistle-blower's Protection
Activities associated with investigations into disclosures made under the Protected Disclosure Act 2012 (Vic).
Includes Ombudsman's reports.
Retain permanently
GV.10
Formal Submissions to Government Bodies
Preparation and submission of a formal statement (e.g. reports, statistics, etc.) supporting a case or opinion to government bodies
Issues directly relating to the University’s functions, concerning controversial issues, social, economic and interstate implications relating to the functional responsibilities of the University
Retain permanently
GV.11
Procedures
University procedures and processes, and records of their development, including manuals and handbooks.
Includes processes and procedures for handling enquiries and complaints from members of the public or clients
Excludes records that are required or are reasonably likely to be required as part of investigations of child safety incidents and allegations (refer to CS.01)
Destroy 7 years after superseded
HR.01A
Employment Details and Conditions
Consolidated/summary employment details and history (ongoing and non-ongoing).
Types of summary data include name of employee, date of birth, date of appointment, date of separation from the University, rates of salary and allowances, position titles and the dates positions were held.
Retain permanently
HR.01B
Employment Details and Conditions
Records documenting personnel who have had exposure to hazardous substances
Including asbestos and biohazards, or who were located at places identified as containing hazardous substances (including volunteers, contractors, honorary appoints, students etc.).
Retain permanently
HR.02
Industrial Relations
All activities associated with industrial relations
Industrial relations advice
Retain permanently
HR.03
Employee Grievances
The activities associated with issues or complaints raised by employees in relation to any workplace action or decision which directly affects them and which they perceive to be unfair or unreasonable.
Retain permanently
HR.04
Employee Misconduct
Activities and actions associated with the handling of misconduct by the University. Includes investigation, charges, formal inquiries, punishment and appeals.
Destroy 15 years after last administrative use
HR.05A
Training & Development
Activities related to developing staff skills and abilities to maximise their potential and productivity. Includes identifying and implementing all aspects of training needs and programs (internal and external) available to staff
Training material for staff development courses and programs (e.g. induction courses, graduate training and training of volunteers)
Excludes records documenting the development of training programs devised to instruct staff on how to prevent, identify and respond to child safety incidents that have occurred or are alleged to have occurred. (refer to CS.01)
Destroy 7 years after last administrative use
HR.05B
Training & Development
Evaluations of training courses and publication of available training courses.
Records documenting evaluations of internally and externally conducted training courses. Includes course evaluations made by staff after attending courses.
Destroy after last administrative use
HR.06
Performance Management
Records documenting the development and management of performance management schemes.
Individual employee Work Plans, notes from meetings with employees and assessment and review reports.
Destroy 7 years after last administrative use
HR.07
Coaching & Counselling
Refer to SS.10
HR.09
Position Classification
Records documenting the creation, variation, abolition, transfer or reclassification of positions and assigned duties.
Includes applications to vary and establish positions and assigned duties not approved or proceeded with.
Retain permanently
HR.10A
Recruitment
Records relating to recruitment activities
Including interview notes for successful applicants, make-up of interview panels, and referee questions.
Excludes records that are required or are reasonably likely to be required as part of investigations of child safety incidents and allegations (refer to CS.01)
Destroy 7 years after last administrative use
HR.10B
Recruitment
Records relating to unsuccessful applications, unsolicited applications and employment checks.
Unsuccessful applications for vacancies including unsuccessful feedback/interview notes.
Destroy 6 months after receipt or decision finalised. See additional note for GPDR requirements.
HR.11
Evaluation of Programs and Services
The process of determining the suitability of potential or existing programs, systems or services in relation to meeting the needs of a given situation.
Evaluation of staff development programs
Destroy 7 years after last administrative use
HR.12
Contractors & Honorary Appointments
Engagement and management of independent contractors and honorary appointments.
Includes personal details and agreed undertakings relating to conditions of engagement and details of work performed. Includes independent contractor agreements, Honorary Fellows, Visiting Professors, Professors Emeritus and University visitors.
Destroy 7 years after placement has ended providing the individual has by then reached the age of 25 years
HR.13
Salaries, Leave Authorisation and Employment Conditions
Consolidated leave history records, salaries including promotions and higher duties.
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.
Destroy 50 years after last administrative use
HR.14
Allowances, Administrative Leave, Rosters and Attendance
Payment of allowances, employee leave, management of rosters, attendance records and general employment conditions not part of consolidated employment history
Records documenting the payment of allowances to employees. Includes overtime, first aid, clothing and travelling allowances.
Destroy 7 years after last administrative use
HR.15
Requests for Expunging of Personal Information Under FOI
Records in relation to cases where a request has been made under Section 39 of the Freedom of Information Act 1982 for the expunging of personal information
Records in relation to cases where a request has been made under Section 39 of the Freedom of Information Act 1982 for the expunging of personal information. This class authorises destruction of information under Section 49 of the Freedom of Information Act 1982.This class relates to information stored on an individual's consolidated employment record only. Separate applications must be made to Public Record Office Victoria for expunging of personal information not related to an individual's consolidated employment record, or records classified in this section of the authority as Permanent.
Destroy after authorisation from Chief People Officer to destroy
HR.16
Pecuniary interests
Records documenting an individual's company, trust and property holdings as well as any other pecuniary interests.
Includes pecuniary returns made upon appointment as well as any regular updates.
Destroy 3 years after an individual ceases to hold office
IM.01A
Freedom of Information (FOI) Requests
Records documenting FOI requests that set a precedent in how FOI requests are handled (e.g. changes in university processes/policies)
Retain permanently
IM.01B
Freedom of Information (FOI) Requests
All other records documenting FOI requests
Destroy 7 years after last administrative use
IM.01C
Privacy Complaints & Breaches
Records documenting complaints made concerning privacy breaches
Includes breaches of internal privacy policies, Privacy and Data Protection Act 2014 (Vic) and any other relevant privacy legislation
Destroy 15 years after last administrative use
IM.04
Records Conservation & Archiving
The preservation, protection, maintenance, restoration and enhancement of information resources and artefacts.
Routine preservation activities undertaken on University records and library and information resources.
Destroy 7 years after last administrative use
IM.05A
Records Disposal
The activities involved in the destruction, migrations or transfer of records to archives
Internal University business rules or procedures regarding the use of retention and disposal authorities.
Destroy 7 year(s) after last administrative use
IM.05B
Records Disposal
Record of disposed documentation using RDA or the transfer of permanent records to Public Record Office Victoria (PROV).
Records documenting public records that have been disposed of by means of an authorised disposal authority or by normal administrative practice.
Retain permanently
IM.08
Selection and use of storage solutions
Activities involved in selection and use of on-premise, off-site and cloud storage solutions (including security arrangements).
Records relating to the use of on-site storage areas.
Destroy 7 years after last administrative use
IM.09
Master control records for information systems
Master control records, procedures for systems holding university records and library collections.
Includes registers, indexes, data classification schemas and configuration manuals, database configuration and schemas.
Retain permanently
IT.01
Data migration
Migration of data between electronic systems and from one electronic medium to another.
Migration plans/strategies
Destroy 7 years after last administrative use
IT.02
Database management
Records documenting database management
Includes requests for changes to schemas, views and configuration management.
Destroy 7 years after last administrative use
IT.03
Development of control mechanisms
Development of control mechanisms to ensure record authenticity
The development of control mechanisms ensuring e.g. authenticity and version control.
Destroy 7 years after last administrative use
IT.04
Helpdesk Services
Records relating to the provision of help desk services.
Minor maintenance and advice
Destroy 7 years after last administrative use
IT.05
Information Security Controls and Response
Measures taken to protect information or equipment from unauthorised access, accidental or intentional damage.
Responses to any security breaches and the security of systems.
Destroy 7 years after last administrative use
IT.06
Leasing & Licenses
Establishing a formal relationship to use software or a system, as well as leasing technology and telecommunications from another organisation
The administration and management of leased technology and telecommunications equipment. Includes reports received from leasing companies.
Destroy 7 years after last administrative use
IT.07
Maintenance
Upkeep, repair and servicing of technology and telecommunications assets to ensure compliance with agreed standards and objectives
System logs which are not used to show a history of access or changes to data. Includes backup logs. Excludes backups of data. Refer to IT.10.
Destroy 7 years after last administrative use
IT.08
Evaluation, development, implementation and ongoing management of applications
Evaluation of suitability of existing systems or services, development/modification/testing, implementation and ongoing management of applications
For audits carried out on systems (refer to GV.01)
Destroy 7 years after last administrative use
IT.09
Logs of system access and changes
System logs which are used to show a history of access or change to data.
Includes system access logs; system change logs; audit trails.
Destroy after business requirements have ceased.
LT.01
Summary finalised student results
Summary record of finalised results obtained by students for all courses delivered by the University (i.e. AQF levels 5-10, 1-4 and non-award courses).
Includes results for specific subjects, units or modules, as well as final course results.
Retain permanently
LT.02A
Course development
Master record of accredited or approved courses, programs, training packages, modules and their units for all courses delivered by the University (i.e. AQF levels 5-10, 1-4 and non-award courses).
Syllabus, teaching objectives, learning outcomes, assessment methods and course, subject or unit descriptions and delivery methods, capability outcomes and any specific criteria for successfully completing the course/subject/unit.
Retain permanently
LT.02B
Course development
Course proposals and curriculum content which are not approved or did not proceed to approval stage.
Excludes: Applications to add training products made under the ASQA Delegation Agreement, refer to LT.02C
Destroy 7 years after last administrative use
LT.02C
Applications to add training products under ASQA Delegation Agreement
Internal applications to add new training products to RMIT’s scope of registration
Includes:
Records of the final decisions made by the ASQA panel and determination or approval documentation, and
All documentation that was assessed for the decision.
Destroy 30 years after last administrative use
LT.03A
Prizes and Scholarships
Development and establishment of internal prizes and scholarships.
Includes establishment of eligibility criteria for the prize/scholarship and any conditions attached.
Summary record of recipients of prizes and scholarships. Includes name of prize/scholarship, year and successful recipient(s).
Retain permanently
LT.03B
Prizes and Scholarships
Records documenting successful applicants for prizes, scholarship and award funding.
Destroy 7 years after last administrative use
LT.03C
Prizes and Scholarships
Unsuccessful applications and nominations for prizes and scholarships.
Destroy 1 year after last administrative use
LT.04
Assessment Material
Master copy and drafting of approved assessment and examination material.
Includes assignments, workbooks, tests, class presentation tasks, practical assessments and any other assessment tools.
Destroy 7 years after last administrative use
LT.05A
Assessment, Examination and Results
Final approved theses, compilations and/or creative equivalents for assessment for Doctorate and Masters by Research qualifications. Records of determination of a student’s eligibility to graduate.
Includes records associated with the issue of testamur, certificates and statement of attainments.
Includes registers of all Australian Qualifications Framework (AQF) qualifications registered to issue and all AQF qualifications issued.
Includes records of AQF certification documentation issued.
Retain permanently
LT.05B
Assessment, Examination and Results
Amendments to students' results made as a result of moderation, re-marking or appeal by the student including authorisation to amend the result.
Where amendments are the result of appeals, includes records documenting moderation of student assessment tasks, and any evaluation undertaken of the suitability of the assessment task.
Destroy 7 years after last administrative use
LT.05C
Assessment, Examination and Results
Assessment of applications for special consideration.
Excludes Masters by Research (see to LT.05A)
Destroy 7 years after last administrative use
LT.05D
Assessment, Examination and Results
Completed examination and assessment material submitted by students for the purpose of assessment or evaluation of competencies
Includes completed assignments, exams, portfolios, works of art, software, photographs and videos.
Please note – longer retention may be applicable due to other secondary requirements arising from funding contracts and accreditation etc.
Destroy 6 months after date of grading and appeal period ends, if not returned to student. Exceptions may apply, see further notes.
LT.06
Graduation event booklets
Graduation event booklets that list qualification recipients.
Retain permanently
LT.07
Testamur and graduation management
Records associated with the re-issue of testamurs
Includes requests for replacements, uncollected testamurs and administrative arrangements for graduation ceremonies.
Destroy 7 years after last administrative use
LT.08
Course Delivery
The delivery of course content to all students via all methods. Student attendance records.
Includes class lists, rolls and attendance registers.
Destroy 7 years after last administrative use
LS.01
Advice received (internal and external)
Legal advice received relating to matters of public interest, controversy, industrial issues, new/amended legislation applicable to university
Retain permanently
LS.02A
Agreements and contracts
Summary record of all contracts, and records associated with formation and execution of significant contracts and smaller scale contracts under seal
(Excludes tender records: see PS.14)
Retain permanently
LS.02B
Smaller scale or standard contracts
Records of agreements and contracts for smaller-scale activities which are not under seal (simple contracts).
Records relating to the engagement and use of consultants. Includes copies of the specification, quotations, copies of contract and summaries of consultant evaluations.
Destroy 7 years after last administrative use
LS.03
Compensation
Compensation to personnel and visitors for damage to property where such damage is claimed as the University's responsibility:
Records of claims for damage to property made by employees or members of the public.
Destroy 7 year(s) after last administrative use
LS.04
Insurance
Taking out insurance policies to cover loss or damage to property and to cover the University against damage to another organisation's property as well as injury to members of the public visiting the University property or using University facilities:
Insurance policies including property insurance and public liability insurance.
Destroy 7 years after last administrative use
LS.05
Intellectual Property
Managing the University's copyright and intellectual property, both published and unpublished, and the use of material held by the University in which another party owns the intellectual property.
Includes copyright, design, patents and trademarks, royalties and matters of confidentiality
Destroy 7 years after last administrative use
LS.06A
Litigation
Lawsuits or legal proceedings between the University and other parties in a court or other tribunal.
Includes briefs for counsel, copies of documents required by or lodged with a court, consultation with the Attorney-General's department and other agencies
Retain Permanently
LS.06B
Litigation
Records created and received during legal discovery processes. Includes subpoenas and discovery orders.
Destroy 7 years after last administrative use
LS.07
Legal Research
Investigating or enquiring into a legal or legislative subject or area of interest in order to discover facts, principles etc.
Used to support the development of projects, standards, guidelines etc. and the business activities of the University in general.
Destroy 7 years after last administrative use
LS.08
University Legislation
Records relating to the development of legislation and regulations concerning the operations and functions of the University.
Includes drafting instructions, draft legislation, regulation and amendments, submissions to the Minister, reports, comments received from other agencies and any other papers containing substantial input from the University.
Retain ermanently
OHS.01
OH&S Advice
The offering of opinions by or to the University
The receipt and provision of advice on the OH&S function.
Destroy 7 years after last administrative use
OHS.02
Awareness Programs
Promotions by the University which encourage the establishment and maintenance of a healthy work environment:
The promotion of safe work practices in the workplace.
Destroy 7 years after last administrative use
OHS.03A
Compensation Claims
Claims for compensation for personnel and visitors injured while proceeding to or from work, during work hours or on the University's premises.
Claims for compensation submitted when a person has died or for personal injury of an employee, and the liability is with the University or its subsidiaries.
Retain permanently
OHS.03B
Compensation Claims
Claims for compensation submitted when a member of the public has been injured and liability is with the University.
Destroy 7 years after last administrative use
OHS.04A
Compliance
Complying with mandatory or optional accountability, fiscal, regulatory or quality standards or requirements to which the University is subject in relation to OH&S
Environmental monitoring of hazardous substances listed in relevant Occupational Health and Safety legislation.
Destroy 15 years after last administrative use
OHS.04B
Compliance
Material safety data sheets (MSDS) prepared by the manufacturers of a hazardous substance which describe the properties and uses of the substance.
Destroy after last administrative use
OHS.05
Risk Identification & Management
Records documenting the risk management of all OH&S hazards.
The process involving the identification of risks, the likelihood and consequences of those risks, and the implementation of appropriate practices and procedures to treat the risks.
Retain permanently
OHS.06A
Incident Management
Incidents resulting in major injury, incapacity or death on University premises or while travelling for the purposes of employment
Includes injury or death to an employee travelling for the purposes of employment (while on duty or official business), or to visitors or the general public while on the University's premises.
Retain permanently
OHS.06B
Incident Management
All incidents not resulting in major injury or compensation claims
Includes employees, contractors and members of the public.
Destroy 7 years after last administrative use
OHS.07
Inspections following major accident
Records documenting an OH&S inspection resulting from a major accident in the workplace
Dangerous occurrences or accidents causing fatalities or serious injuries).Records documenting an Occupational Health and Safety workplace inspection resulting from an accident in the workplace;
Retain permanently
OHS.08
Planning, Review and Monitoring
University wide OH&S plans and records documenting review and monitoring of OH&S programs and operations.
Final versions of University-wide OH&S plans.
Destroy 15 years after last administrative use
OHS.09
OH&S Representation
Activities associated with the nomination, appointment or resignation of individuals or groups of personnel appointed as OH&S representatives.
Including the appointment of first aid officers, fire wardens and safety officers etc.
Destroy 7 years after last administrative use
OHS.10
Rehabilitation
Rehabilitation of workers to full employment (not related to a compensation case).
Includes return to work plans.
Retain permanently
OHS.11
Appeals against investigators decisions
Records documenting an appeal made by the University against an investigators (e.g. WorkCover Victoria) decision on a health and safety matter.
Destroy 15 years after last administrative use
PS.01A
Property Acquisitions
Records relating to the acquisition of property
Includes legal documents relating to a purchase / sale;
Retain permanently
PS.02A
Property Equipment & Stores
Maintenance, security/protection, allocation to employees and stocktake
Records documenting the maintenance of equipment and stores. Includes service and maintenance records.
Destroy 7 years after last administrative use
PS.02B
Property Equipment & Stores
Delivery arrangements, information from vendors, acquisitions not proceeded with, key registers, storage of equipment and manuals/operating instructions
Research into acquisitions of equipment and stores not proceeded with.
Destroy after last administrative use
PS.03
Leases and bookings of University assets
The hire or bookings of University buildings, gardens, equipment, vehicles or other infrastructure.
Records documenting ongoing administrative matters regarding the leasing arrangements for a property.
Destroy 7 years after last administrative use
PS.04A
Conservation & Restoration
The preservation, protection, restoration and enhancement of properties, including buildings and land.
The preservation, protection, restoration and enhancement of properties.
Retain permanently
PS.04B
Conservation & Restoration
Records documenting the identification and restoration of contaminated land.
Retain permanently
PS.05A
Construction, renovation, fit-outs and installations
Construction, fit-outs and renovation on University owned properties and installations of equipment intended for extensive public use.
Includes "as built" construction plans, landscaping, erection of monuments and memorials on University grounds and modification of properties
Retain permanently
PS.05B
Construction, renovation, fit-outs and installations
Construction and renovations on non-University owned properties and activities which did not proceed or fit-outs of properties
Records documenting construction and renovation activities for properties which are not proceeded with.
Destroy 15 years after last administrative use
PS.06A
Hazardous material and waste
Removal, storage and disposal of hazardous materials and waste
Records documenting the removal, storage and disposal of hazardous materials, including: asbestos, chemicals or pesticides.
Retain permanently
PS.06B
Non-toxic waste
Removal of non-toxic waste
Destroy 7 years after last administrative use
PS.08
Fleet Management
Records relating to University owned fleet or vehicles
Warranty, servicing and guarantee records.
Destroy 7 years after last administrative use
PS.10A
Repairs, Maintenance & Planning
Routine upkeep, repair and maintenance
Cleaning, painting, grounds maintenance and electrical maintenance.
Destroy 7 years after last administrative use
PS.10B
Repairs, Maintenance & Planning
Major repairs made to properties after a disaster, e.g. fire, floods etc.
Destroy after property is disposed of
PS.10C
Repairs, Maintenance & Planning
Structural maintenance and records documenting devising of plans associated with property management
Records documenting the devising of disaster plans for disasters such as fire and floods to property both leased and owned.
Destroy 7 years after last administrative use
PS.10D
Repairs, Maintenance & Planning
Moving of business activities from one property to another.
Includes inventories, costings, and removalist records.
Destroy 7 years after last administrative use
PS.11
Permit Management
Registration of institutional compliance with licensing or other bodies to enable the institution to manage and hold specific facilities, services and materials.
Includes records of initial licensing, permits or registration as well as renewal or re-registration.
Destroy 7 years after last administrative use
PS.12
Disposal of Properties
Records of the disposal of property no longer required by the University.
Disposal by sale, transfer, auction, donation or destruction.
Retain permanently
PS.13A
Property Security
Managing protection of property from accidental or intentional damage or from unauthorised access.
Issue of security passes to employees, including registers.
Excludes records that are required or are reasonably likely to be required as part of investigations of child safety incidents and allegations (refer to CS.01)
Destroy 7 years after last administrative use
PS.13B
Property Security
Surveillance camera footage
Excludes records that are required or are reasonably likely to be required as part of investigations of child safety incidents and allegations (refer to CS.01)
Destroy after last administrative use
PS.14
Tendering
Receiving and assessing tenders for the supply, sale or purchase of goods and services.
Includes statement of requirements, request for proposals, requests for expressions of interest, request for tender (RFT), draft contracts, specifications and quotations.
Destroy 7 years after last administrative use
PS.15
Property Equipment & Stores
Acquisition of property equipment and stores, technology and telecommunication equipment, goods and services
Includes information provided by vendors relating to products and services.
Destroy 7 years after last administrative use
RS.01A
Commercialisation
High level activities relating to feasibility studies or consolidated plans towards the development of commercial enterprises.
Includes records that define criteria and processes for commercialisation.
Retain permanently
RS.01B
Commercialisation
Establishment of companies, associations or projects owned by the University or established in partnership with other organisations.
Includes certificates of company registration, memoranda and articles of association and records regarding appointment of Directors.
Retain permanently
RS.01C
Commercialisation
Identification and investigation of commercial opportunities that was either unsuccessful or did not proceed.
Identification and investigation of commercial opportunities where the commercial activity did not proceed.
Destroy 7 years after last administrative use
RS.02A
Research Data Management
Summary records of data created as part of research activities.
Includes information about the nature and type of data, principal researchers or investigators, how long the data is to be retained, location and format of data and any conditions around access or reuse of the data.
Retain permanently
RS.02B
Research Data Management
Data and datasets created as part of research activities that are of regulatory or community significance.
Includes data created or collected by both staff and students of the institution.
Retain permanently
RS.02C
Research Data Management
Data and datasets created as part of research activities of clinical trials that are not of regulatory or community significance
Destroy 15 years after last administrative use
RS.02D
Research Data Management
Data and datasets created as part of research activities that involve minors that are not of regulatory or community significance.
Destroy 15 year(s) after child reaches the age of 18 years
RS.02E
Research Data Management
All other data and datasets created as part of research activities
Destroy 5 years after last administrative use
RS.03
Establishment of companies & trusts
Facilitative and administrative working papers supporting the establishment and development of companies, associations, trusts and partnerships.
Includes papers from successful, unsuccessful commercial ventures and/or planning and development of companies, associations, trusts or partnerships that were abandoned or did not proceed.
Destroy 7 years after last administrative use
RS.04A
Research Administration
Summary records of research undertaken by the institution.
Includes title and type of research, names of the Chief Investigator and other researchers, funding details, and citations of outputs and publications related to the research. Does not include research undertaken by students.
Retain permanently
RS.04B
Research Administration
Records of ethics proposals, approvals and amendments relating to research projects.
Includes records of formal bodies established to consider ethics issues as required under the Australian Code for Responsible Conduct of Research and associated National Statements, Guidelines and Codes.
Retain permanently
RS.04C
Research Administration
Records relating to the management and administration of specific individual research projects.
Includes the development of research methodologies and protocols, resourcing, development and reporting on ethics applications, results of experiments, progress reporting to internal or external bodies and arrangements for informal collaborative research links with outside organisations.
Destroy 7 years after last administrative use
RS.05
Research Project Outputs Management
Research outputs that disseminate the findings of institutional research
Research outputs that disseminate the findings of institutional research
Retain permanently
RS.06
Specimen & Animal Management
Activities associated with managing human, animal and plant specimens and live animals held by the institution for research and teaching purposes.
Includes acquisition records, records relating to a specimen's condition and use in research projects, interventions undertaken on the specimen and destruction of the specimen or removal from the University.
Retain permanently
SM.01
Applications and Enrolments
Records documenting the enrolment (or re-enrolment) and evaluation of applications for admission and enrolment in a course regardless of delivery method or course undertaken
Enrolment and all enrolment transactions, re-enrolment, student transfers, credit transfer, recognition of prior learning, deferment, exemptions, withdrawals, leave of absence, HECS-HELP, FEE-HELP and OS-HELP declarations.
Destroy 7 years after last administrative use
SM.02
Academic Progress
Review records (formal and informal) of a student's academic progress
Where it is determined to permanently exclude, expel the student, or where student is permitted to continue in their course (with or without penalties or sanctions including temporary suspension applied).
Destroy 15 years after last administrative use
SM.03A
Student Grievances and Misconduct
Grievances and misconduct allegations where the allegations are proven, and the student is permanently excluded or expelled from the course or institution.
Includes records of the investigation undertaken and outcome documentation.
Excludes complaints submitted by students (refer to SS.07)
Destroy 15 years after final decision
SM.03B
Student Grievances and Misconduct
Grievances and misconduct allegations where the allegations are proven and the student is penalised or sanctioned (including temporary suspension) but is not excluded or expelled.
Includes records of the investigation undertaken and documentation of the outcome.
Destroy 7 years after final decision
SM.03C
Student Grievances and Misconduct
Grievance and misconduct allegations where the allegations are not proven. Includes allegations that are proven to be frivolous or vexatious, or unfounded.
Includes records of the investigation undertaken and outcome documentation.
Destroy 2 years after final decision
SM.04
Student Details
Updating of student personal details including current name and contact details.
Log of change of details
Destroy 7 years after last administrative use
SM.05
Student Health Information
Disclosure of health information to the institution, other than information provided to a health service.
Includes health information provided prior to attending work placements, excursions or study tours.
Destroy 7 year(s) after last administrative use
SS.01
Access & Equity
Support to current students to ensure they can complete their studies.
Includes academic support, financial support and disability / special needs support.
Destroy 7 years after last administrative use
SS.01A
Access, Equity & Transition
Support to current students to ensure they can complete their studies including financial support, students with specific needs.
Includes the establishment and monitoring of support mechanisms, registration, development and ongoing review of plans for students with specific needs, including Equitable Learning Plan (or equivalent), and notifications of any reasonable adjustments required.
Destroy 7 years after last administrative use
SS.01B
Access, Equity & Transition
Orientation and transition activities/programs, ad-hoc individual academic support, implementation of disability support plans, and records of unsuccessful applications for financial support
Records documenting transition and orientation activities and programs designed to provide new and existing students with the opportunity to become familiar with the institution, meet other students, and prepare for study. Includes induction material prepared by specific areas of the institution.
Implementation of the Equitable Learning Plan (or equivalent), through the provision of reasonable adjustments made for students with disabilities, long-term illnesses and/or mental health. Includes timetabling of resources, equipment and staff required to make these adjustments.
Destroy 2 years after last administrative use
SS.02A
Accommodation for students, staff and visitors
Establishment/maintenance of individual homestay agreements, and the registration of residents
Records documenting the establishment and maintenance of individual homestay agreements, when the institution acts as the homestay agent.
Destroy 15 years after last administrative use
SS.02B
Accommodation for students, staff and visitors
Daily operational records including management of guests/visitors, allocation of rooms, and applications for accommodation.
Records documenting the management of the daily operations of accommodation managed by the institution, including the management of guests or visitors and the allocation of rooms, facilities or services to individuals.
Destroy 2 years after last administrative use
SS.03
Associations & Clubs
The University’s relationship with student or staff associations and clubs.
Registration and formal affiliation of clubs and societies with the University.
Destroy 7 years after last administrative use
SS.04
Career Advice
Advice to current students regarding academic progress, potential career paths, wellbeing, financial options and course options.
The provision of tailored advice to individual students regarding both academic and non-academic options available.
Destroy 7 years after last administrative use
SS.05
Sport & Recreation
Sport and recreation programs and facilities to students, staff and the general public.
Group activities and programs provided to users of sports and recreation facilities and the scheduling of events and classes at facilities.
Destroy 15 years after last administrative use
SS.06
Travel
Arrangements for an employee or staff member to undertake a journey or trip for work or study-related reasons.
Arrangements for an employee to undertake a journey or trip for work related reasons. Includes arrangements for obtaining official passports and visas.
Destroy 7 years after last administrative use
SS.07A
Customer Service Management
Receipt and response to complaints, feedback or to enquiries on any matter which results in changes to University policies or procedures.
Retain permanently
SS.07B
Customer Service Management
All other routine receipt and response to feedback or enquiries and records documenting the management of specific customer services provided to the public.
Including managing an enquiry desk, a telephone information service or interpreter service. Includes planning, monitoring and evaluation of services, e.g. carrying out customer surveys.
Excludes records that are required or are reasonably likely to be required as part of investigations of child safety incidents and allegations (refer to CS.01)
Destroy 7 years after last administrative use
SS.08A
Childcare & Early Education Services
Summary records of the placement of children
Excludes records that are required or are reasonably likely to be required as part of investigations of child safety incidents and allegations (refer to CS.01)
Destroy 25 years after date of initial placement
SS.08B
Childcare & Early Education Services
Records relating to an incident, illness, injury or trauma suffered by a child.
Excludes incidents involving serious injury or death (refer to OHS.06A)
Excludes records that are required or are reasonably likely to be required as part of investigations of child safety incidents and allegations (refer to CS.01)
Destroy after the child is 25 years of age
SS.08C
Childcare & Early Education Services
Curriculum development and individual enrolment and development of children
Records of individual enrolment and development of children within childcare and early education services. Includes registration of child, reporting on child progress and attendance records.
Destroy 7 years after last administrative use
SS.09A
Galleries, Exhibitions and Collections Management
Significant records of exhibition management, collection development and commercial operations
Records of continuing value that document:
Retain permanently
SS.09B
Galleries, exhibitions and collections management
Operational development and management of collections and exhibitions
Records documenting: implementing preventative conservation strategies and techniques. Includes creating preservation copies of collection items, condition assessment reports and log books remedial conservation treatment to damaged or deteriorated collection items.
Destroy 15 years after last administrative use
SS.09C
Galleries, exhibitions and collections management
Records relating to design, setup and upkeep, opening and publicising of exhibitions and operational records of commercial operations
Records relating to the design, setting up and ongoing upkeep of exhibitions. Includes drafts, background information, unused material, (e.g. reproductions of photographs, etc.).
Destroy 7 years after last administrative use
SS.10
Counselling and coaching
Records documenting the provision of counselling or professional coaching to staff and students.
Includes trauma counselling.
Excludes records that are required or are reasonably likely to be required as part of investigations of child safety incidents and allegations (refer to CS.01)
Destroy 7 year(s) after last administrative use
SS.11
Clinical health services
Records relating to patients of health clinics including staff, students and members of the public.
Excludes any health treatment or care under the Mental Health Act 2014 (Vic)
Destroy 12 years after last administrative use provided the patient have reached 30 years of age.
Is a set of information that will have been created, collated, received or maintained as evidence while conducting the business of RMIT and/or in pursuance of legal obligations.