Destruction of Records

The destruction of University records is subject to the terms of the State records Act, 1998 (NSW).

The University must be able to account for its records, if a record is destroyed, we need to be able to explain how, when and why this action was taken and under what authority

If you have any doubts about whether records should be destroyed contact your Records Support Officer

Destruction of Records:

There is no single minimum period for which records need to be kept. A common misconception is that records need to be kept for at least 7 years. The minimum period records must be kept varies depending on what activities of the University the records document. This can range from a few months to 99 years through to those records that need to be kept permanently.

  • Destruction of all original documents needs to be authorised through a relevant GDA/GA is a General retention and disposal authority. Refer to your Records Information Form (RIF) on the retention period of your records.
  • Destruction of records should be documented on a Destruction Approval Form to ensure the University is able to show that it is meeting legislative compliance requirements.
  • Destruction of records requires the approval of the head of a business unit.
  • Records that are due for destruction now can be placed in a secured destruction bin after approval from RAMS, or placed in Archive Boxes and sent to RAMS.
    Note: All TRIM files must only be destroyed by RAMS. Do not place these files in destruction bins, shred of otherwise destroy these files.
  • For the destruction of Exam Scripts and Major Assessments please refer to the Guidelines.