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Deakin Disposal Schedule

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01. COLLECTIONS MANAGEMENT

Preferred Label 01. COLLECTIONS MANAGEMENT
Concept Type Function
Scope Notes The function of managing the university's artwork, artefact, specimen, and other object collections. Includes selecting, acquiring, maintaining, classifying and promoting items in the collection. Also includes those collections held by departments.
Alternative Labels
01.01 - ACCESS MANAGEMENT

Preferred Label 01.01 - ACCESS MANAGEMENT
Concept Type Activity
Scope Notes The activity of authorising, providing, and monitoring access to University collections.
Alternative Labels
01.02 - COLLECTION DEVELOPMENT AND MANAGEMENT

Preferred Label 01.02 - COLLECTION DEVELOPMENT AND MANAGEMENT
Concept Type Activity
Scope Notes The activity of bringing together artwork, artefacts, specimens and other objects to form a collection. Includes the acquiring of items through purchase, donation, or through teaching and research activities.
Alternative Labels
01.03 - EXHIBITIONS

Preferred Label 01.03 - EXHIBITIONS
Concept Type Activity
Scope Notes The activity of providing a program of exhibitions. Includes travelling exhibitions, competitions and exhibitions assembled from the permanent collection or from borrowed works.
Alternative Labels
01.04 - SUBSCRIPTIONS

Preferred Label 01.04 - SUBSCRIPTIONS
Concept Type Activity
Scope Notes The activity of managing the University's library subscriptions to collection material.
Alternative Labels
02. COMMERCIAL OPERATIONS

Preferred Label 02. COMMERCIAL OPERATIONS
Concept Type Function
Scope Notes The function of managing the commercial activities of the university including establishment and operation of Deakin companies, licences and agreements. Includes commercialisation of Deakin products, services and results of research. For the marketing of Deakin services and products, use ENGAGEMENT AND COMMUNITY RELATIONS - Marketing.
Alternative Labels
02.01 - BUSINESS DEVELOPMENT

Preferred Label 02.01 - BUSINESS DEVELOPMENT
Concept Type Activity
Scope Notes The activity of investigating and developing commercial opportunities for the university's products.
Alternative Labels
02.02 - CONSULTANCY SERVICES

Preferred Label 02.02 - CONSULTANCY SERVICES
Concept Type Activity
Scope Notes The activity of providing professional consultancy services for internal or external clients, by university staff. For provision of services to the university by external consultants or contractors, use HUMAN RESOURCES - CONSULTANTS & CONTRACTORS. Variants: Professional and Community Service (Academics)
Alternative Labels
02.03 - ESTABLISHMENT AND DEVELOPMENT OF COMPANIES, ASSOCIATIONS, AND TRUSTS

Preferred Label 02.03 - ESTABLISHMENT AND DEVELOPMENT OF COMPANIES, ASSOCIATIONS, AND TRUSTS
Concept Type Activity
Scope Notes The activity of establishing companies, associations or trusts owned by the university or established in partnership with other organisations Includes restructuring and company registration. Also includes reviews. For university faculties and departments, use GOVERNANCE ESTABLISHMENT & RESTRUCTURING.
Alternative Labels
03. ENGAGEMENT & COMMUNITY RELATIONS

Preferred Label 03. ENGAGEMENT & COMMUNITY RELATIONS
Concept Type Function
Scope Notes The function of managing the university's relationship with the community, government, and industry groups. Includes promoting the university to the public through activities such as exhibitions, undertaking marketing and fundraising activities, liaising with prospective students and the media, and facilitating corporate sponsorship. For liaison with government bodies in relation to compliance and other governance issues, use GOVERNANCE For orientation and transition activities use SUPPORT SERVICES - Functions and Events
Alternative Labels
03.01 - ADDRESSES (PRESENTATIONS)

Preferred Label 03.01 - ADDRESSES (PRESENTATIONS)
Concept Type Activity
Scope Notes The activity of giving addresses (presentations) for community relations purposes. For records relating to the administrative arrangements for addresses, use ENGAGEMENT & COMMUNITY RELATIONS CELEBRATIONS, CEREMONIES AND FUNCTIONS. For the publication of presentations and addresses by the university, use INFORMATION MANAGEMENT Publication. For presentations given for the purposes of teaching and learning, use TEACHING - Course Delivery. For presentations given as part of staff development and training, use HUMAN RESOURCES - Staff Development.
Alternative Labels
03.02 - ADVICE

Preferred Label 03.02 - ADVICE
Concept Type Activity
Scope Notes The activity of providing advice about University operations to external organisations and the community.
Alternative Labels
03.03 - ALUMNI SERVICES

Preferred Label 03.03 - ALUMNI SERVICES
Concept Type Activity
Scope Notes The activity of maintaining relations with the university's graduates. Use for all alumni business and affairs including membership conditions and benefits; contact details; national and international activities; papers and proceedings of the Deakin Alumni Community, etc. For Alumni awards use ENGAGEMENT & COMMUNITY RELATIONS - RECOGNITION.
Alternative Labels
03.04 - CELEBRATIONS, CEREMONIES AND FUNCTIONS

Preferred Label 03.04 - CELEBRATIONS, CEREMONIES AND FUNCTIONS
Concept Type Activity
Scope Notes The activities associated with arranging and managing festivities to honour a particular event. Includes launches, closures, award ceremonies, etc. For orientation and transition activities, and the arrangement of graduation ceremonies, use SUPPORT SERVICES - FUNCTIONS & EVENTS.
Alternative Labels
03.05 - COMPLAINTS

Preferred Label 03.05 - COMPLAINTS
Concept Type Activity
Scope Notes The act of receiving and responding to complaints made by members of the public or clients of the University.
Alternative Labels
03.06 - CONFERENCES

Preferred Label 03.06 - CONFERENCES
Concept Type Activity
Scope Notes The activities involved in arranging conferences or seminars. Includes management of registrations for participants, publicity and evaluations by participants.
Alternative Labels
03.07 - CUSTOMER SERVICE

Preferred Label 03.07 - CUSTOMER SERVICE
Concept Type Activity
Scope Notes The activities associated with the planning, monitoring and evaluation of customer services provided to clients by the agency.
Alternative Labels
03.08 - DONATIONS

Preferred Label 03.08 - DONATIONS
Concept Type Activity
Scope Notes The activities associated with managing money, items, artefacts or property donated or bequeathed to the agency, or by the agency to charities, etc. Includes managing unsolicited donations. For records documenting the financial management of donated items, use FINANCIAL MANAGEMENT ACCOUNTING.
Alternative Labels
03.09 - ENQUIRIES AND PUBLIC REACTION

Preferred Label 03.09 - ENQUIRIES AND PUBLIC REACTION
Concept Type Activity
Scope Notes Enquiries and correspondence of appreciation or suggestions from members of the public or clients of the University. Includes enquiries received in relation to the Universitys core functions.
Alternative Labels
03.10 - EXPERT COMMENTARY

Preferred Label 03.10 - EXPERT COMMENTARY
Concept Type Activity
Scope Notes The activities involved in soliciting and receiving expert advice on issues concerning the University.
Alternative Labels
03.11 - GRANTS

Preferred Label 03.11 - GRANTS
Concept Type Activity
Scope Notes The activities associated with the application for and receipt of non-research grants by the University. Relates to the allocation of financial assistance provided by an agency for various grants and funding programs. For research grants received by the University, see RESEARCH - GRANTS
Alternative Labels
03.12 - LIAISON

Preferred Label 03.12 - LIAISON
Concept Type Activity
Scope Notes The activities associated with maintaining regular general contact between the agency 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.
Alternative Labels
03.13 - MARKETING

Preferred Label 03.13 - MARKETING
Concept Type Activity
Scope Notes The process of analysing and selling products and services. Includes market research, sales forecasting, advertising, media releases, promotion, pricing and product evaluation. For policy records see GOVERNANCE - POLICY & PROCEDURES. For records of the drafting of marketing material, use INFORMATION MANAGEMENT - PUBLICATIONS For financial records, use FINANCIAL MANAGEMENT ACCOUNTING. Variants: Advertising, Corporate Identity, Merchandise, Promotion, Public Affairs
Alternative Labels
03.14 - MEDIA RELATIONS

Preferred Label 03.14 - MEDIA RELATIONS
Concept Type Activity
Scope Notes The activities associated with establishing a relationship between the media and an agency. Includes cultivating media contacts, coordinating access to the media, authorising and issuing press releases and briefings, and organising media interviews.
Alternative Labels
03.15 - RECOGNITION

Preferred Label 03.15 - RECOGNITION
Concept Type Activity
Scope Notes The activities involved in the recognition of excellence, service or contributions to the university and to society at large. Includes the presentation of honorary degrees and the maintenance of honour rolls, walls/halls of fame or similar. Includes all awards issued to university alumni in recognition of excellence, service or contributions to the University or broader community. For prizes presented to current students see STUDENT ADMINISTRATION - SCHOLARSHIPS & PRIZES. For organising events at which prizes or awards are presented, see ENGAGEMENT & COMMUNITY RELATIONS CELEBRATIONS, CEREMONIES AND FUNCTIONS. For records where the recipient of the prize or honour is determined by a committee or board see GOVERNANCE COMMITTEES & BOARDS.
Alternative Labels
03.16 - SPONSORSHIPS

Preferred Label 03.16 - SPONSORSHIPS
Concept Type Activity
Scope Notes The activities associated with the provision and receipt of sponsorship for programs and events. Includes financial support and the provision of other resources.
Alternative Labels
03.17 - STUDENT RECRUITMENT

Preferred Label 03.17 - STUDENT RECRUITMENT
Concept Type Activity
Scope Notes Information, documents and records associated with recruiting potential students, including international students, and associated marketing programmes.
Alternative Labels
03.18 - VISITS AND TOURS

Preferred Label 03.18 - VISITS AND TOURS
Concept Type Activity
Scope Notes The activities involved in arranging visits by other organisations, the public and students to the University, with a view to inform, educate or promote the services, operation and role of the organisation. Includes arranging visits by staff to other organisations. For financial records associated with visits and tours, use FINANCIAL MANAGEMENT Accounting.
Alternative Labels
04. EQUIPMENT AND STORES

Preferred Label 04. EQUIPMENT AND STORES
Concept Type Function
Scope Notes The function of acquiring, supplying, maintaining, repairing and disposing of equipment and stores stocked and used by the University. Items of equipment include instruments, implements, tools, machines, computers, audio and visual, furniture, furnishings, fixtures and fittings. Stores include chemicals, hardware items, kitchen/cleaning items, medical supplies and stationery.-
Alternative Labels
04.01 - ACQUISITION AND DISPOSAL

Preferred Label 04.01 - ACQUISITION AND DISPOSAL
Concept Type Activity
Scope Notes The process of gaining ownership and disposing of equipment or other items required in the conduct of business through purchase or requisition.
Alternative Labels
04.02 - ALLOCATION

Preferred Label 04.02 - ALLOCATION
Concept Type Activity
Scope Notes The process of allocating and dispersing equipment or stores to employees within the University.
Alternative Labels
04.03 - DELIVERY

Preferred Label 04.03 - DELIVERY
Concept Type Activity
Scope Notes The activities involved in the delivery of equipment and stores.
Alternative Labels
04.04 - FLEET MANAGEMENT

Preferred Label 04.04 - FLEET MANAGEMENT
Concept Type Activity
Scope Notes The activity of acquiring, providing, use, maintaining and selling vehicles used by the university.
Alternative Labels
04.05 - INSTRUCTIONS AND MANUALS

Preferred Label 04.05 - INSTRUCTIONS AND MANUALS
Concept Type Activity
Scope Notes The activity of storing and using instructions for University equipment
Alternative Labels
04.06 - MAINTENANCE

Preferred Label 04.06 - MAINTENANCE
Concept Type Activity
Scope Notes The activities involved in maintaining University equipment/ensuring it remains functional.
Alternative Labels
04.07 - SECURITY

Preferred Label 04.07 - SECURITY
Concept Type Activity
Scope Notes The activity of taking measures to protect people, premises, equipment and information from accidental or intentional damage, loss or unauthorised access. For security personnel, use HUMAN RESOURCES. Variants: Surveillance See also: TECHNOLOGY AND APPLICATIONS SECURITY.
Alternative Labels
04.08 - STOCKTAKE

Preferred Label 04.08 - STOCKTAKE
Concept Type Activity
Scope Notes The processes involved in preparing and auditing against, lists of University assets or items
Alternative Labels
04.09 - STORAGE

Preferred Label 04.09 - STORAGE
Concept Type Activity
Scope Notes The activities involved in storing University equipment.
Alternative Labels
05. FINANCIAL MANAGEMENT

Preferred Label 05. FINANCIAL MANAGEMENT
Concept Type Function
Scope Notes The function of managing the university's financial resources. Includes receipt, payment, recording, management and control of financial resources. For the provision of personal financial advice to staff and students, use SUPPORT SERVICES - Counselling and Health Services.
Alternative Labels
05.01 - ACCOUNTING

Preferred Label 05.01 - ACCOUNTING
Concept Type Activity
Scope Notes The activity of collecting, recording, classifying, summarising and analysing information on financial transactions, and subsequently on the financial position and operating results of the university. Includes financial statements, and the implementing and maintenance of the university's accounting systems and internal controls. Variants: Accounts Payable, Accounts Receivable, Invoices, Receipts.
Alternative Labels
05.02 - ADVICE

Preferred Label 05.02 - ADVICE
Concept Type Activity
Scope Notes The activity of providing of advice about financial management activities.
Alternative Labels
05.03 - ASSETS

Preferred Label 05.03 - ASSETS
Concept Type Activity
Scope Notes The activities involved in recording in a subsidiary ledger all fixed assets owned by the University. Includes the date of purchase, depreciation expense, written down value as well as stocktaking and auditing notations.
Alternative Labels
05.04 - AUDIT

Preferred Label 05.04 - AUDIT
Concept Type Activity
Scope Notes The activity of officially checking financial and operational processes to ensure that they are undertaken in accordance with agreed or legislated requirements. Includes compliance. Variants: Operational assessments, Quality assurance
Alternative Labels
05.05 - AUTHORISATION

Preferred Label 05.05 - AUTHORISATION
Concept Type Activity
Scope Notes The process of delegating power to authorise a financial activity.
Alternative Labels
05.06 - BUDGETING

Preferred Label 05.06 - BUDGETING
Concept Type Activity
Scope Notes The process of planning the use of expected income and expenditure over a specified period.
Alternative Labels
05.07 - DEBT RECOVERY

Preferred Label 05.07 - DEBT RECOVERY
Concept Type Activity
Scope Notes The activity of recovering debt owed to the University.
Alternative Labels
05.08 - FINANCIAL REPORTING

Preferred Label 05.08 - FINANCIAL REPORTING
Concept Type Activity
Scope Notes The process of compiling annual financial statements showing income and expenditure for the current financial year and assets and liabilities at the end of the year, with comparative figures for the previous financial year, as required by the Financial Management Act 1994.
Alternative Labels
05.09 - FRAUD

Preferred Label 05.09 - FRAUD
Concept Type Activity
Scope Notes The activities associated with the disclosure of fraud. Includes fraudulent activities carried out by those within and outside of the university. For records documenting the misconduct by employees, use HUMAN RESOURCES MISCONDUCT.
Alternative Labels
05.10 - FUNDRAISING

Preferred Label 05.10 - FUNDRAISING
Concept Type Activity
Scope Notes The activities carried out by the university to receive money or a benefit through donations. For records relating to the administrative arrangements of fundraising activities, use COMMUNITY RELATIONS AND EXTERNAL ENGAGEMENT.
Alternative Labels
05.11 - INSURANCE

Preferred Label 05.11 - INSURANCE
Concept Type Activity
Scope Notes The activity of taking out premiums to cover loss or damage to property or injury to staff, students or visitors.
Alternative Labels
05.12 - LOANS MANAGEMENT

Preferred Label 05.12 - LOANS MANAGEMENT
Concept Type Activity
Scope Notes The activity of acquiring financial loans to the University for the provision of services and the financing of University programs. Includes the administration of borrowing by the University.
Alternative Labels
05.13 - PECUNIARY INTERESTS

Preferred Label 05.13 - PECUNIARY INTERESTS
Concept Type Activity
Scope Notes Activities associated with the disclosure of pecuniary interests of employees or members of boards or committees
Alternative Labels
05.14 - SALARIES

Preferred Label 05.14 - SALARIES
Concept Type Activity
Scope Notes The process of managing the payment of salaries to personnel.
Alternative Labels
05.15 - TAXATION

Preferred Label 05.15 - TAXATION
Concept Type Activity
Scope Notes The activities involved with administering taxation matters. For taxation records specific to an employee, such as group certificates and tax declaration forms, use HUMAN RESOURCES REMUNERATION.
Alternative Labels
06. GOVERNANCE

Preferred Label 06. GOVERNANCE
Concept Type Function
Scope Notes The oversight of the University's registration, licensing and performance to ensure it is compliant with regulatory requirements; and the measuring of the University against other universities. For intellectual property including the registration and management of patents see INFORMATION MANAGEMENT - INTELLECTUAL PROPERTY.
Alternative Labels
06.01 - AUDITS

Preferred Label 06.01 - AUDITS
Concept Type Activity
Scope Notes Activities associated with monitoring the universitys work performance and projects to ensure they are effective and comply with internal and external requirements and expectations. Includes audits and other compliance monitoring. For Financial Management see FINANCIAL MANAGEMENT AUDIT. For Information Management see INFORMATION MANAGEMENT AUDITING. For Occupational Health and Safety see HEALTH AND SAFETY AUDIT.
Alternative Labels
06.02 - BENCHMARKING

Preferred Label 06.02 - BENCHMARKING
Concept Type Activity
Scope Notes The process of measuring and comparing a rival's product according to specified standards in order to improve one's own product.
Alternative Labels
06.03 - COMMITTEES & BOARDS

Preferred Label 06.03 - COMMITTEES & BOARDS
Concept Type Activity
Scope Notes The activity of establishing and managing committees and boards to consider and oversee particular matters and actions. Includes membership and composition, agenda, minutes, papers, items of business and correspondence. Includes advisory committees, boards, working parties, subcommittees, groups, task forces, etc. Includes but is not limited to University Council Academic Board Academic Board Executive Committee Audit and Risk Committee Chancellors Advisory Committee Course Standards Committee Finance and Business Affairs Committee Honorary Degrees Committee Investment Committee Legislation Committee Remuneration Committee Research and Research Training Committee Teaching and Learning Committee University Appeals Committee
Alternative Labels
06.04 - ESTABLISHMENT & RESTRUCTURING

Preferred Label 06.04 - ESTABLISHMENT & RESTRUCTURING
Concept Type
Scope Notes The activity of planning, establishing and implementing University faculties, departments and other entities. Includes restructuring and company registration. Also includes reviews. For commercial and collaborative ventures, use COMMERCIAL OPERATIONS - ESTABLISHMENT AND DEVELOPMENT OF COMPANIES, ASSOCIATIONS, AND TRUSTS. For staffing matters, use HUMAN RESOURCES. Variants: Collaborative Ventures, Organisational Structure, Registration
Alternative Labels
06.05 - INQUIRIES (FORMAL)

Preferred Label 06.05 - INQUIRIES (FORMAL)
Concept Type Activity
Scope Notes The activity associated with liaising with bodies carrying out formal inquiries and participating in them; e.g. Royal Commissions, Parliamentary and Ombudsman's inquiries. Includes the provision of evidence in the form of records, submissions or staff.
Alternative Labels
06.06 - LICENCING

Preferred Label 06.06 - LICENCING
Concept Type Activity
Scope Notes Activities associated with ensuring the institution holds the correct licences and permits to run its operations, undertake specific services or hold restricted materials. For records relating to Intellectual Property see INFORMATION MANAGEMENT INTELLECTUAL PROPERTY. For records relating to software licensing see TECHNOLOGY AND APPLICATIONS SOFTWARE LICENSES. For records relating to occupational health & safety see HEALTH & SAFETY.
Alternative Labels
06.07 - PLANNING

Preferred Label 06.07 - PLANNING
Concept Type Activity
Scope Notes The process of formulating ways in which objectives can be achieved. Includes determination of services, needs, and solutions to those needs. For strategic or corporate reports, use GOVERNANCE - REPORTING
Alternative Labels
06.08 - POLICY & PROCEDURES

Preferred Label 06.08 - POLICY & PROCEDURES
Concept Type
Scope Notes The activities associated with developing and establishing decisions, directions and precedents which act as a reference for future decision making or as the basis from which the University's operating procedures are determined.
Alternative Labels
06.09 - PROJECT MANAGEMENT

Preferred Label 06.09 - PROJECT MANAGEMENT
Concept Type Activity
Scope Notes Activities associated with developing, implementing and managing corporate, capital works, strategic and operational projects. This includes the processes involved in developing tools and methodologies for the management, reporting and closure of projects.
Alternative Labels
06.10 - REGISTRATION

Preferred Label 06.10 - REGISTRATION
Concept Type Activity
Scope Notes Information, documents and records involved in the development, final submission and outcomes of the Universitys application to become, or continue to be, an approved registered education or training provider by State or Australian regulatory authority. This includes (but is not limited to): Australian Skills Quality Authority (ASQA) Victorian Registration and Qualifications Authority (VRQA) Commonwealth Register of Institutions and Courses for Overseas Students (CRICOS). Tertiary Education Standards Quality Agency (TESQA)
Alternative Labels
06.11 - REPORTING

Preferred Label 06.11 - REPORTING
Concept Type
Scope Notes The processes associated with initiating or providing a formal response to a situation or request (either internal, external, or as a requirement of university policies), and to provide formal statements or findings of the results of examination or investigation. For financial statements and reports, use FINANCIAL MANAGEMENT - FINANCIAL REPORTING. Variants: Quality Assurance, Reporting
Alternative Labels
06.12 - RISK MANAGEMENT

Preferred Label 06.12 - RISK MANAGEMENT
Concept Type Activity
Scope Notes The activity of assessing and managing risks to the University.
Alternative Labels
07. HEALTH & SAFETY

Preferred Label 07. HEALTH & SAFETY
Concept Type Function
Scope Notes The function of implementing and coordinating Occupational Health & Safety (OH&S) and associated legislation throughout the university. Includes safety policy and the monitoring of safe work practices, procedures and preventative measures. For committees established to investigate and advise on health and safety issues in the workplace, use GOVERNANCE - COMMITTEES AND BOARDS. For OH&S matters that result in litigation, use LEGAL SERVICES - LITIGATION. Variants: Emergency Procedures, Occupational Health and Safety (OH&S), Risk Management, Safety
Alternative Labels
07.01 - ADVICE

Preferred Label 07.01 - ADVICE
Concept Type Activity
Scope Notes The activities associated with the offering of opinions by or to the University as to an action or judgement.
Alternative Labels
07.02 - APPEALS (DECISIONS)

Preferred Label 07.02 - APPEALS (DECISIONS)
Concept Type Activity
Scope Notes The activities involved in the process of appeals against decisions by application to a higher authority.
Alternative Labels
07.03 - AUDIT

Preferred Label 07.03 - AUDIT
Concept Type Activity
Scope Notes The activities associated with officially checking quality assurance and operational records to ensure they have been kept and maintained in accordance with agreed or legislated standards regarding OH&S. For other audits see the relevant Function and Activity.
Alternative Labels
07.04 - COMPENSATION

Preferred Label 07.04 - COMPENSATION
Concept Type Activity
Scope Notes The activities of providing compensation to personnel and visitors injured while proceeding to or from work, during work hours or on the agencys premises. Includes the rehabilitation of injured workers. For records of compensation claims for damage to property, use LEGAL SERVICES COMPENSATION.
Alternative Labels
07.05 - COMPLIANCE

Preferred Label 07.05 - COMPLIANCE
Concept Type Activity
Scope Notes The activities associated with complying with mandatory or optional accountability, fiscal, regulatory or quality standards or requirements to which the University is subject in relation to OH&S.
Alternative Labels
07.06 - COUNSELLING

Preferred Label 07.06 - COUNSELLING
Concept Type Activity
Scope Notes Activities involved with providing counselling services to University staff and students.
Alternative Labels
07.07 - HAZARDOUS SUBSTANCES MANAGEMENT

Preferred Label 07.07 - HAZARDOUS SUBSTANCES MANAGEMENT
Concept Type Activity
Scope Notes Processes involved with storing and managing hazardous substances.
Alternative Labels
07.08 - HEALTH PROMOTION

Preferred Label 07.08 - HEALTH PROMOTION
Concept Type Activity
Scope Notes The process of promotion by the University of programs which encourage the establishment and maintenance of a healthy work environment.
Alternative Labels
07.09 - INCIDENT MANAGEMENT

Preferred Label 07.09 - INCIDENT MANAGEMENT
Concept Type Activity
Scope Notes The activities involved in dealing with mishaps or hazards causing death or injury on an agencys premises. 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 agencys premises. Also includes hazards that may impact upon a number of people. For records relating to damage caused to vehicles as a result of an accident, use EQUIPMENT AND STORES - FLEET MANAGEMENT. For records relating to damage caused to property as a result of an accident, use PROPERTY MANAGEMENT SECURITY.
Alternative Labels
07.10 - INSPECTIONS

Preferred Label 07.10 - INSPECTIONS
Concept Type Activity
Scope Notes The process of official examinations of facilities, equipment and items to ensure compliance with agreed standards and objectives.
Alternative Labels
07.11 - PLANNING

Preferred Label 07.11 - PLANNING
Concept Type Activity
Scope Notes The process of formulating ways in which objectives can be achieved. Includes determination of services, needs and solutions to those needs.
Alternative Labels
07.12 - REPRESENTATIVES

Preferred Label 07.12 - REPRESENTATIVES
Concept Type Activity
Scope Notes The activities associated with the nomination, appointment or resignation of individuals or groups of personnel appointed by the University or their co-workers as OH&S representatives.
Alternative Labels
07.13 - RISK MANAGEMENT

Preferred Label 07.13 - RISK MANAGEMENT
Concept Type Activity
Scope Notes 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. Includes risk assessments.
Alternative Labels
08. HUMAN RESOURCES

Preferred Label 08. HUMAN RESOURCES
Concept Type Function
Scope Notes The function of managing all staff of the university, including continuing, fixed term, casual and sessional employees. Includes developing and managing human resources policies and procedures, and planning and managing the overall employment process. For the provision of safe working conditions for staff, use HEALTH AND SAFETY. Variants: Employees, Personnel, Staff, Training Needs Analysis
Alternative Labels
08.01 - CONSULTANTS & CONTRACTORS

Preferred Label 08.01 - CONSULTANTS & CONTRACTORS
Concept Type Activity
Scope Notes The activities involved in arranging, procuring and managing the performance of work or the provision of services by an external consultant or contractor, or by using external agency or bureau services. Includes the administrative arrangements regarding the engagement of consultants and contractors. For records that result from the actual work or services provided by an external contractor or consultant, refer to the function and activity to which they specifically relate. Variants: Casual Staff
Alternative Labels
08.02 - COUNSELLING

Preferred Label 08.02 - COUNSELLING
Concept Type Activity
Scope Notes Activities involved with providing counselling services to University staff and students.
Alternative Labels
08.03 - ENTERPRISE AGREEMENTS

Preferred Label 08.03 - ENTERPRISE AGREEMENTS
Concept Type Activity
Scope Notes The process where employees negotiate increased pay or other benefits with their employers in exchange for the implementation of working arrangements that improve the performance of the agency. Includes the activities associated with enterprise bargaining and with establishing and implementing a workplace agreement. For workplace agreements relating to individuals, use HUMAN RESOURCES WORKPLACE AGREEMENTS. Records relating to workplace agreements applying to the University which are of a precedent-setting nature or which affect a majority of University employees.
Alternative Labels
08.04 - EVALUATION

Preferred Label 08.04 - EVALUATION
Concept Type Activity
Scope Notes The process of determining the suitability of potential or existing programs, systems or services in relation to meeting the needs of the given situation.
Alternative Labels
08.05 - GRIEVANCES

Preferred Label 08.05 - GRIEVANCES
Concept Type Activity
Scope Notes The activity of receiving, handling and resolving staff grievances. Includes complaints over perceived discrimination, the academic environment generally, admissions or academic progress.
Alternative Labels
08.06 - INDUSTRIAL RELATIONS

Preferred Label 08.06 - INDUSTRIAL RELATIONS
Concept Type Activity
Scope Notes The activity of establishing formal relations with university staff and their representatives to achieve a harmonious workplace. Includes negotiations conducted to obtain determinations, agreements or awards; industrial disputes settled within the university or by an external arbiter; and reports of the state of industrial relations within the university.
Alternative Labels
08.07 - INJURY MANAGEMENT

Preferred Label 08.07 - INJURY MANAGEMENT
Concept Type Activity
Scope Notes The activity of restoring injured persons to the fullest physical, psychological, social, vocational, and economic usefulness of which they are capable; consistent with pre-injury status.
Alternative Labels
08.08 - LEAVE

Preferred Label 08.08 - LEAVE
Concept Type Activity
Scope Notes The process of administering leave for which staff are eligible. Includes unauthorised leave taken by staff.
Alternative Labels
08.09 - MISCONDUCT

Preferred Label 08.09 - MISCONDUCT
Concept Type Activity
Scope Notes The activities and actions associated with the handling of misconduct. Includes investigations, charges, formal inquiries, punishment and appeals. Includes both proven and unproven instances of misconduct.
Alternative Labels
08.10 - PERFORMANCE MANAGEMENT

Preferred Label 08.10 - PERFORMANCE MANAGEMENT
Concept Type Activity
Scope Notes The activity of identifying, appraising and developing corporate and staff work performance so that the University's goals and objectives are achieved. Includes benefiting employees through recognition, performance feedback, catering for work needs and offering career guidance. See also: HUMAN RESOURCES - INDUSTRIAL RELATIONS, HUMAN RESOURCES REMUNERATION. Variants: Academic Promotion, Increments, Probation
Alternative Labels
08.11 - POSITION CLASSIFICATION

Preferred Label 08.11 - POSITION CLASSIFICATION
Concept Type Activity
Scope Notes The activity of relating performance-based tasks to specific job codes and positions, and classifying and developing appropriate generic or specific position descriptions. Variants: Job Classification and Design
Alternative Labels
08.12 - RECRUITMENT & APPOINTMENT

Preferred Label 08.12 - RECRUITMENT & APPOINTMENT
Concept Type Activity
Scope Notes The activity of recruiting which includes applying for approval to fill vacancies, the advertising of vacant positions, and the handling of applications, selection and appointment. Variants: Appointments (Staff), Awards (Industrial), International Appointments, Volunteers
Alternative Labels
08.13 - REMUNERATION

Preferred Label 08.13 - REMUNERATION
Concept Type Activity
Scope Notes The activity of paying, rewarding, or compensating individuals for their services. Includes salaries, bonuses, allowances, and superannuation. See also: HUMAN RESOURCES PERFORMANCE MANAGEMENT. Variants: Bonuses, Increments, Paid Outside Work, Salaries
Alternative Labels
08.14 - STAFF DEVELOPMENT

Preferred Label 08.14 - STAFF DEVELOPMENT
Concept Type Activity
Scope Notes The activity of encouraging staff to develop their skills and abilities (through activities, programs and events), to maximise their potential and increase their productivity. Includes identifying needs, developing and providing appropriate training and programs (internal and external). Variants: Conferences, Leadership Retreats, Training
Alternative Labels
08.15 - STAFF FILE

Preferred Label 08.15 - STAFF FILE
Concept Type Activity
Scope Notes The activity of managing and maintaining a range of staff related documentation on a file relating to an individual employed by the university
Alternative Labels
08.16 - TRAVEL

Preferred Label 08.16 - TRAVEL
Concept Type Activity
Scope Notes The activities involved in arranging a journey or trip - includes preparing travel itineraries, authorisations, entitlements etc. For allowances paid to staff for travel purposes, use HUMAN RESOURCES - ALLOWANCES. For financial records, use FINANCIAL MANAGEMENT - ACCOUNTING.
Alternative Labels
08.17 - WORK PLACEMENTS

Preferred Label 08.17 - WORK PLACEMENTS
Concept Type Activity
Scope Notes The activity of managing volunteers and students undertaking work experience placements at the University.
Alternative Labels
09. INFORMATION MANAGEMENT

Preferred Label 09. INFORMATION MANAGEMENT
Concept Type Function
Scope Notes The function of managing the University's information resources including maintenance and provision of access to, and authorised disposal of, library, records and archival material. Includes management of the university's intellectual property and publications. For the provision of computer hardware, use EQUIPMENT AND STORES. For management of university systems and software, use TECHNOLOGY AND APPLICATIONS. See also: COLLECTIONS MANAGEMENT. Variants: Archives, Information Technology, Library Management, Records Management, Technology (Systems)
Alternative Labels
09.01 - ACCESS MANAGEMENT

Preferred Label 09.01 - ACCESS MANAGEMENT
Concept Type Activity
Scope Notes The activity of authorising, providing, and monitoring access to, the university's information resources, including dealing with Freedom of Information requests.
Alternative Labels
09.02 - AUDITING

Preferred Label 09.02 - AUDITING
Concept Type Activity
Scope Notes The activity of officially checking financial and operational processes to ensure that they are undertaken in accordance with agreed or legislated requirements. Includes compliance. Variants: Operational assessments, Quality assurance
Alternative Labels
09.03 - CONTROL

Preferred Label 09.03 - CONTROL
Concept Type Activity
Scope Notes The activities associated with creating, maintaining and evaluating control mechanisms. Variants: Catalogues, Disposal
Alternative Labels
09.04 - FREEDOM OF INFORMATION

Preferred Label 09.04 - FREEDOM OF INFORMATION
Concept Type Activity
Scope Notes The activity of managing and responding to requests for information filed under the Freedom of Information Act 1982 (Vic).
Alternative Labels
09.05 - INTELLECTUAL PROPERTY

Preferred Label 09.05 - INTELLECTUAL PROPERTY
Concept Type Activity
Scope Notes The activities involved in managing the University's intellectual property (IP), 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 such as trade secrets that are not available to the public under FOI legislation.
Alternative Labels
09.06 - PRIVACY

Preferred Label 09.06 - PRIVACY
Concept Type Activity
Scope Notes Information, documents and records involved in ensuring the University meets its obligations under the Privacy and Data Protection Act. This includes requests made in relation to access to or correction of personal information held by the University.
Alternative Labels
09.07 - PUBLICATIONS

Preferred Label 09.07 - PUBLICATIONS
Concept Type Activity
Scope Notes The activity of having works, irrespective of format, issued for sale or general distribution. Includes drafting, production and supply of publications by the University. Also includes publications and leaflets, which aim to promote the services and public image of the university. For the acquisition and management of publications, use INFORMATION MANAGEMENT- CONTROL. For the publication of research outcomes to funding bodies and others, use RESEARCH - RESEARCH PROJECT OUTPUT MANAGEMENT. Variants: Distribution, ePress, Printing
Alternative Labels
09.08 - SECURITY

Preferred Label 09.08 - SECURITY
Concept Type Activity
Scope Notes The activities associated with measures taken to protect information from accidental or intentional damage or from unauthorised access. For records associated with security for information technology systems, use TECHNOLOGY & TELECOMMUNICATIONS SECURITY.
Alternative Labels
10. LEGAL SERVICES

Preferred Label 10. LEGAL SERVICES
Concept Type Function
Scope Notes The function of providing legal advice and other legal services to the University.
Alternative Labels
10.01 - ADVICE

Preferred Label 10.01 - ADVICE
Concept Type Activity
Scope Notes The activities associated with the offering of opinions to the University as to an action or judgement. Includes the process of advising.
Alternative Labels
10.02 - AGREEMENTS / CONTRACTS

Preferred Label 10.02 - AGREEMENTS / CONTRACTS
Concept Type Activity
Scope Notes The processes associated with the establishment, maintenance, review and negotiation of agreements and contracts. For records relating to tendering, use CONTRACTING OUT Tendering.
Alternative Labels
10.03 - COMPENSATION

Preferred Label 10.03 - COMPENSATION
Concept Type Activity
Scope Notes The activities of providing compensation to personnel and visitors for damage to property where such damage is claimed as the Universitys responsibility. For claims relating to death or personal injury, use HEALTH & SAFETY COMPENSATION.
Alternative Labels
10.04 - LITIGATION

Preferred Label 10.04 - LITIGATION
Concept Type Activity
Scope Notes The activities involved in managing 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 outside counsel, and records documenting compliance with court instructions, e.g. subpoenas and discovery orders.
Alternative Labels
10.05 - UNIVERSITY LEGISLATION

Preferred Label 10.05 - UNIVERSITY LEGISLATION
Concept Type Activity
Scope Notes The activities associated with establishing and implementing the university's statutes and regulations. Specify by name and date of legislation.
Alternative Labels
10.06 - WHISTLEBLOWERS PROTECTION

Preferred Label 10.06 - WHISTLEBLOWERS PROTECTION
Concept Type Activity
Scope Notes The activities associated with the handling of disclosures about staff of the University under the Whistleblowers Protection Act 2001.
Alternative Labels
11. PROPERTY AND INFRASTRUCTURE

Preferred Label 11. PROPERTY AND INFRASTRUCTURE
Concept Type Function
Scope Notes The function of managing the physical resources and infrastructure of the university. Includes construction, fit-out, installation, maintenance, repair and other associated building, grounds and equipment services.
Alternative Labels
11.01 - ACQUISITION & DISPOSAL

Preferred Label 11.01 - ACQUISITION & DISPOSAL
Concept Type Activity
Scope Notes The process of gaining ownership or use of property or other items required in the conduct of business through purchase or requisition. Includes acquiring items for the collection.
Alternative Labels
11.02 - CONSERVATION

Preferred Label 11.02 - CONSERVATION
Concept Type Activity
Scope Notes The activities involved with conserving property owned by the University.
Alternative Labels
11.03 - CONSTRUCTION & RENOVATION

Preferred Label 11.03 - CONSTRUCTION & RENOVATION
Concept Type Activity
Scope Notes The processes involved in building or improving premises, grounds and roads.
Alternative Labels
11.04 - FIT-OUTS

Preferred Label 11.04 - FIT-OUTS
Concept Type Activity
Scope Notes Information, documents and records associated with refurbishing a workplace that does not affect the overall structure of the property. Includes painting, floor coverings, furnishings, furniture, partitions and wall fittings and equipment. Activities include the installation of equipment (e.g. heating, plumbing, air-conditioning, security equipment and cabling) in properties. For changes to property that affect structure, see PROPERTY AND INFRASTRUCTURE MANAGEMENT - CONSTRUCTION & RENOVATION.
Alternative Labels
11.05 - HAZARDOUS SUBSTANCES MANAGEMENT

Preferred Label 11.05 - HAZARDOUS SUBSTANCES MANAGEMENT
Concept Type Activity
Scope Notes The activities involved with managing hazardous substances found in the fabric of buildings.
Alternative Labels
11.06 - INSTALLATION

Preferred Label 11.06 - INSTALLATION
Concept Type Activity
Scope Notes The activity of installing equipment into facilities.
Alternative Labels
11.07 - INSURANCE

Preferred Label 11.07 - INSURANCE
Concept Type Activity
Scope Notes The process of taking out insurance policies to cover loss or damage to property and to cover the agency against damage to another organisation's property as well as injury to members of the public visiting agency property or using agency facilities.
Alternative Labels
11.08 - LEASE AND HIRE MANAGEMENT

Preferred Label 11.08 - LEASE AND HIRE MANAGEMENT
Concept Type Activity
Scope Notes The activities involved in leasing/leasing-out accommodation, premises or real estate from/to another organisation. Includes the formal documentation setting out conditions, rights, responsibilities etc. of both parties. Also includes sub-leasing. For student accommodation in university residences see SUPPORT SERVICES ACCOMMODATION.
Alternative Labels
11.09 - MAINTENANCE

Preferred Label 11.09 - MAINTENANCE
Concept Type Activity
Scope Notes The activities associated with the upkeep and repair of internal / external conditions of premises.
Alternative Labels
11.10 - PLANNING

Preferred Label 11.10 - PLANNING
Concept Type Activity
Scope Notes The process of formulating ways in which objectives can be achieved.
Alternative Labels
11.11 - ROADS AND CARPARKS

Preferred Label 11.11 - ROADS AND CARPARKS
Concept Type Activity
Scope Notes Activities associated with maintenance, and management of University roads and car parks.
Alternative Labels
11.12 - SECURITY

Preferred Label 11.12 - SECURITY
Concept Type Activity
Scope Notes The activity of taking measures to protect people, premises, equipment and information from accidental or intentional damage, loss or unauthorised access. For security personnel, use HUMAN RESOURCES. Variants: Surveillance See also: TECHNOLOGY AND APPLICATIONS SECURITY.
Alternative Labels
11.13 - SPACE ALLOCATION

Preferred Label 11.13 - SPACE ALLOCATION
Concept Type Activity
Scope Notes The process of relocation of a business unit or workgroup.
Alternative Labels
12. RESEARCH

Preferred Label 12. RESEARCH
Concept Type Function
Scope Notes The function of undertaking original academic investigations aimed at the creation of new knowledge. Includes the provision of services to support research projects and activities. For consultancies not related to research, use COMMERCIAL OPERATIONS - CONSULTANCY SERVICES. See also: TEACHING
Alternative Labels
12.01 - GRANTS

Preferred Label 12.01 - GRANTS
Concept Type Activity
Scope Notes The activities associated with the application for and receipt of grants by an agency from a government or non-gvoernment source.
Alternative Labels
12.02 - LICENCING

Preferred Label 12.02 - LICENCING
Concept Type Activity
Scope Notes The activities involved with ensuring the University has all the necessary licenses to legally undertake its researcj activities.
Alternative Labels
12.03 - RESEARCH ADMINISTRATION

Preferred Label 12.03 - RESEARCH ADMINISTRATION
Concept Type Activity
Scope Notes The administration of the University's research operations. Includes registration of all research projects undertaken by the University as well as the management of specific research projects. See GOVERNANCE - AUDITING for internal or external audits of research activities.
Alternative Labels
12.04 - RESEARCH DATA MANAGEMENT

Preferred Label 12.04 - RESEARCH DATA MANAGEMENT
Concept Type Activity
Scope Notes The activities associated with the creation and management of data and materials, in any format, created as part of the research process. Includes data created or collected by both staff and students of the university.
Alternative Labels
12.05 - RESEARCH PROJECT OUTPUT MANAGEMENT

Preferred Label 12.05 - RESEARCH PROJECT OUTPUT MANAGEMENT
Concept Type Activity
Scope Notes Management of outputs from research undertaken by the University. Research outputs include, but are not limited to publications; conference papers or proceedings; audio-visual material, computer software; design work; and creative works and exhibitions. For outputs submitted by students, including Masters and Doctorate theses, use TEACHING. For records relating to the commercialisation of research, use COMMERCIAL OPERATIONS.
Alternative Labels
12.06 - RESEARCH SPECIMENT AND ANIMAL MANAGEMENT

Preferred Label 12.06 - RESEARCH SPECIMENT AND ANIMAL MANAGEMENT
Concept Type Activity
Scope Notes The activities associated with managing human, animal and plant specimens and live animals held by the University for research and teaching purposes. Includes records associated with acquiring, monitoring, use and disposal of specimens and animals, and tracking of consent obtained to use the sample. See GOVERNANCE - LICENSING for records relating to the licensing of the University as a premises for undertaking scientific procedures or breeding animals. For records of ethics and biosafety committees, use GOVERNANCE - COMMITTEES & BOARDS. For maintenance of facilities and laboratories, use PROPERTY MANAGEMENT.
Alternative Labels
13. STUDENT ADMINISTRATION

Preferred Label 13. STUDENT ADMINISTRATION
Concept Type
Scope Notes The function of managing all students, including international students. Includes administering admissions, and academic progress, and handling student grievances. For student counselling services, use SUPPORT SERVICES - Counselling and Health Services. For the provision of student housing, use CAMPUS SUPPORT SERVICES - ACCOMMODATION. See also TEACHING
Alternative Labels
13.01 - ACADEMIC PROGRESS

Preferred Label 13.01 - ACADEMIC PROGRESS
Concept Type Activity
Scope Notes The activity of managing the overall academic performance of the University's students. Includes investigations and action regarding misconduct, compilation of results and copies of academic transcripts. For ongoing assessment processes, use TEACHING Assessment. For student grievances and appeals, use STUDENT ADMINISTRATION GRIEVANCES, COMPLAINTS, AND MISCONDUCT. See also: ASSESSMENT Variants: Academic Misconduct, Academic Performance, Results Maintenance
Alternative Labels
13.02 - ADMISSIONS AND ENROLMENTS

Preferred Label 13.02 - ADMISSIONS AND ENROLMENTS
Concept Type Activity
Scope Notes The activity of selecting, admitting and managing the initial and continuing enrolment of students for courses at the University. Includes undergraduate and postgraduate. For student grievances and appeals, use STUDENT ADMINISTRATION GRIEVANCES, COMPLAINTS, AND MISCONDUCT. See also STUDENT ADMINISTRATION Scholarships and Prizes. Variants: Enrolments
Alternative Labels
13.03 - COMPLETIONS AND GRADUATIONS

Preferred Label 13.03 - COMPLETIONS AND GRADUATIONS
Concept Type Activity
Scope Notes The conferring of degrees or qualifications on students. Includes activities undertaken to process applications to graduate, including notifying students of their eligibility, as well as the finalised summaries of graduates. Includes activities to provide academic award verifications, statements of completion, AHEG statements, replacement testamurs and academic transcripts.
Alternative Labels
13.04 - EXCHANGE PROGRAMS AND STUDY TOURS

Preferred Label 13.04 - EXCHANGE PROGRAMS AND STUDY TOURS
Concept Type Activity
Scope Notes The application, selection and management of students participating in an exchange program where credit is given for the overseas study undertaken; and participation in study tours organised by the university. Includes formal exchange programs between institutions and individually negotiated study abroad programs. Includes students of the University who study elsewhere (outbound) and students from other institutions who come to study at Deakin.
Alternative Labels
13.05 - GRIEVANCES, COMPLAINTS, AND MISCONDUCT

Preferred Label 13.05 - GRIEVANCES, COMPLAINTS, AND MISCONDUCT
Concept Type Activity
Scope Notes The activity of receiving, handling and resolving staff or student grievances. Includes complaints over perceived discrimination, the academic environment generally, admissions or academic progress. For matters relating to Academic Complaints and Student Complaints Committee, use GOVERNANCE - COMMITTEES & BOARDS. See also INDUSTRIAL RELATIONS
Alternative Labels
13.06 - SCHOLARSHIPS & PRIZES

Preferred Label 13.06 - SCHOLARSHIPS & PRIZES
Concept Type Activity
Scope Notes The activity of establishing, managing and bestowing recognition for academic or service achievements by students. Includes awards, prizes, scholarships and medals conferred as honour or distinction. For the process of conferring graduation awards, use STUDENT ADMINISTRATION COMPLETIONS & GRADUATIONS. For scholarships and prizes for staff, use HUMAN RESOURCES STAFF DEVELOPMENT.
Alternative Labels
14. SUPPORT SERVICES

Preferred Label 14. SUPPORT SERVICES
Concept Type Function
Scope Notes Provision of support services to the University. Includes the provision of accommodation; financial and disability support; orientation and transition support; provision of advice to students about their academic and social rights and responsibilities; management of sport and recreation activities; and the relationship between the University and allied associations such as student unions, clubs and societies.
Alternative Labels
14.01 - ACCOMMODATION

Preferred Label 14.01 - ACCOMMODATION
Concept Type Activity
Scope Notes The activities involved in assisting staff and students to find residential accommodation. Includes provision of accommodation services and management of students within student accommodation. For the construction, fit-out and maintenance of office and teaching facilities, use PROPERTY MANAGEMENT Variants: Halls of Residence, Housing, Residential Accommodation, Student Accommodation, Student Housing, Space Allocation
Alternative Labels
14.02 - CHILDCARE

Preferred Label 14.02 - CHILDCARE
Concept Type Activity
Scope Notes The activity of providing child care services. Includes matters relating to the enrolment, care and management of clients, and childcare facilities such as kindergartens, crches, and vacation care. Variants: Crche, Kindergarten
Alternative Labels
14.03 - FUNCTIONS & EVENTS

Preferred Label 14.03 - FUNCTIONS & EVENTS
Concept Type Activity
Scope Notes The activity of arranging events for promoting the activities, services and projects of the university. For conferences and seminars, use ENGAGEMENT & COMMUNITY RELATIONS - CONFERENCES. Variants: Catering, Celebrations, Ceremonies, Open Day, Performances
Alternative Labels
14.04 - HEALTH SERVICES

Preferred Label 14.04 - HEALTH SERVICES
Concept Type Activity
Scope Notes
Alternative Labels
14.05 - SPORT & RECREATION

Preferred Label 14.05 - SPORT & RECREATION
Concept Type Activity
Scope Notes The processes associated with the provision of a wide range of sports across all campuses. Includes sporting clubs, social sport, interuniversity sport and sports coaching. For study tours, use STUDENT ADMINISTRATION - Exchange Programs and Study Tours Variants: Excursions
Alternative Labels
14.06 - STUDENT & STAFF ASSOCIATIONS

Preferred Label 14.06 - STUDENT & STAFF ASSOCIATIONS
Concept Type Activity
Scope Notes The activity of providing sporting, cultural and other social groups for students and staff. Variants: Social Clubs, Sports Clubs, Staff Associations
Alternative Labels
14.07 - STUDENT ACCESS & EQUITY SUPPORT

Preferred Label 14.07 - STUDENT ACCESS & EQUITY SUPPORT
Concept Type Activity
Scope Notes The activities associated with the provision of support to current students to ensure they can complete their studies. Includes academic support, financial support and disability/special needs support. For records of financial assistance provided by government assistance schemes such as HECS and FEE-HELP use STUDENT ADMINISTRATION. For financial records documenting the support provided use FINANCIAL MANAGEMENT. Variants: Short Courses, Workshops
Alternative Labels
14.08 - STUDENT ADVICE

Preferred Label 14.08 - STUDENT ADVICE
Concept Type Activity
Scope Notes The activity of giving guidance and advice to students and staff in relation to career, personal, financial and health matters. Includes provision of counselling programs or activities and arrangement of student loans. For staff grievances and other work-related issues, use HUMAN RESOURCES. Variants: Chaplaincy, Financial Advice, Personal Advice, Student Loans
Alternative Labels
15. TEACHING

Preferred Label 15. TEACHING
Concept Type Function
Scope Notes The function of imparting knowledge, giving instruction and facilitating learning. Includes research and development of educational methods, teaching materials and study notes. See also STUDENT ADMINISTRATION, RESEARCH. Variants:Learning
Alternative Labels
15.01 - ASSESSMENT

Preferred Label 15.01 - ASSESSMENT
Concept Type Activity
Scope Notes The activity of developing, conducting, and coordinating assessment of the university's students. Includes examinations, reports and midterm reviews of research students, and records of results. See also STUDENT ADMINISTRATION ACADEMIC PROGRESS.
Alternative Labels
15.02 - COURSE DELIVERY

Preferred Label 15.02 - COURSE DELIVERY
Concept Type Activity
Scope Notes The activity of delivering a program of study through lectures, tutorials, and the provision of course materials. See also TEACHING COURSE DEVELOPMENT & REVIEW. Variants: Course Materials, Online Learning, Open Learning, Teaching Units
Alternative Labels
15.03 - COURSE DEVELOPMENT & REVIEW

Preferred Label 15.03 - COURSE DEVELOPMENT & REVIEW
Concept Type Activity
Scope Notes The activity of designing and developing new courses to respond to changing requirements, performance issues or wider trends. Includes identifying needs for new courses; developing new courses; reviewing and redesigning existing courses. See also TEACHING COURSE DELIVERY, GOVERNANCE - REGISTRATION. Variants: Curriculum Development
Alternative Labels
16. TECHNOLOGY AND APPLICATIONS

Preferred Label 16. TECHNOLOGY AND APPLICATIONS
Concept Type Function
Scope Notes The function of developing or acquiring, testing and implementing applications, systems and databases to support the business needs of the university, and to capture, store, retrieve, transfer, communicate and disseminate information through automated systems. Includes the evaluation of software and hardware and the acquisition, leasing, licensing and disposal of systems. Also includes ommunication network systems such as video conferencing, voice mail and email and technical aspects of the Internet, Intranets and websites.
Alternative Labels
16.01 - BUSINESS ANALYSIS

Preferred Label 16.01 - BUSINESS ANALYSIS
Concept Type Activity
Scope Notes The activities involved in analysing business processes against a set of criteria to determine whether to pursue them.
Alternative Labels
16.02 - CONTROL

Preferred Label 16.02 - CONTROL
Concept Type Activity
Scope Notes The activities associated with creating, maintaining and evaluating control mechanisms for the University's technologies and systems.
Alternative Labels
16.03 - CUSTOMER SERVICE

Preferred Label 16.03 - CUSTOMER SERVICE
Concept Type Activity
Scope Notes The activity of managing the provision of advice about the University's information and technology activities.
Alternative Labels
16.04 - MAINTENANCE

Preferred Label 16.04 - MAINTENANCE
Concept Type Activity
Scope Notes The activity of maintaining the University's technology and systems.
Alternative Labels
16.05 - SECURITY

Preferred Label 16.05 - SECURITY
Concept Type Activity
Scope Notes The activity of ensuring that the University's technologies and systems are secure, accessible, and authentic.
Alternative Labels
16.06 - SOFTWARE LICENCES

Preferred Label 16.06 - SOFTWARE LICENCES
Concept Type Activity
Scope Notes Records documenting the monitoring and renegotiations of license agreements. Includes responses to any licensing infringements. For records of the original negotiation of licenses see 18.14.1.
Alternative Labels
16.07 - SYSTEMS DEVELOPMENT & MANAGEMENT

Preferred Label 16.07 - SYSTEMS DEVELOPMENT & MANAGEMENT
Concept Type Activity
Scope Notes The activity associated with building, prototyping, testing and maintaining databases. Includes the development and management of rules (eg. access hierarchy) and monitoring usage.
Alternative Labels
01.01.01 Disputed access to collections/information

Disposal Class ID 01.01.01
Disposal Class Title Disputed access to collections/information
Description Records documenting disputed access to information in the University's business and information systems that does not involve the application of legislation such as Freedom of Information (FOI), privacy, or records legislation or legislation specific to the University.
Authority University business requirement
Examples of Records - Denied requests on special grounds, such as; - Licensing and other user rights - Contracts and agreements for copyright - Special cultural or social requirements
Retain Permanently Yes
Disposal Action Transfer to local archive
Years 7
Months 0
Condition after
Disposal Trigger last action completed
01.01.02 Undisputed access to collections/information

Disposal Class ID 01.01.02
Disposal Class Title Undisputed access to collections/information
Description Records documenting access to information in University business and information systems that does not involve the application of legislation specific to the University.
Authority University business requirement
Examples of Records - Requests for access - Accepted requests
Retain Permanently No
Disposal Action Destroy
Years 15
Months 0
Condition after
Disposal Trigger last action completed
01.01.03 Library loans management

Disposal Class ID 01.01.03
Disposal Class Title Library loans management
Description Records relating to the administration of penalties and general borrower information.
Authority PROS 09/05 11.6.1
Examples of Records - Borrowing, renewal, return & overdue notices - Comms regarding loans, returns queries
Retain Permanently No
Disposal Action Destroy
Years 2
Months 0
Condition after
Disposal Trigger last action completed
01.02.01 Significant collection development and management records

Disposal Class ID 01.02.01
Disposal Class Title Significant collection development and management records
Description Records of continuing value that document: 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. Includes evidence of item acquisition such as donation agreements, undertakings and bequests. Histories of the items in the collection, including contextual information around item creation, acquisition details including any legal advice, preparation, conservation/preservation and general condition reports, valuation, loans and returns, and de-accessioning. Includes details of item loss due to theft, damage or destruction. Submissions for funding to acquire items for the collection. Advice on contemporary, retrospective and Indigenous acquisitions issues. Repatriation of collection items where the agency was the custodian only. Includes arrangements for the return of the item/s to the legitimate owners. Major projects to improve the content or management of the collection, such as relocation of the collection to new sites; establishment of new services such as in-house conservation services; acquisition of items by significant artists, or that are the subject of public interest or controversy, or that are categorised as highrisk (originate from conflict zones, are subject to strong illicit trade, comprise human remains, have similarities with items listed as being stolen etc.).
Authority PROS 17/03 2.1
Examples of Records
Retain Permanently Yes
Disposal Action Transfer to local archive
Years 0
Months 0
Condition after
Disposal Trigger Last action completed
01.02.02 Operational collection development and management records

Disposal Class ID 01.02.02
Disposal Class Title Operational collection development and management records
Description 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. Includes requests, condition assessment reports and log books Preparation works to house an item in the collection and/or place it on display (e.g. taxidermy and cleaning). Handling protocols for items identified as containing or comprised of hazardous substances e.g. specimens preserved in formaldehyde or treated with arsenic, items which may contain spores of fungi and other contaminants etc. Stocktake of collection items, including location, schedules, results, forms and consolidated stocktaking reports. Proposed collection acquisitions that do not proceed. Source details for potential acquisitions, including offers made by the public. Agency submissions seeking support for projects relating to the development of the collection. Documentation of the donation or bequest process. Includes correspondence with prospective donors and estates, negotiation of conditions of use or sale, supply of suggested wording for bequests, acknowledgement of item receipt, records of donations and bequests that do not proceed.
Authority PROS 17/03 2.2
Examples of Records
Retain Permanently No
Disposal Action Destroy
Years 15
Months 0
Condition after
Disposal Trigger Last action completed
01.02.03 Collection monitoring and maintenance

Disposal Class ID 01.02.03
Disposal Class Title Collection monitoring and maintenance
Description Records of the day to day monitoring and management of collection items. Includes: 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.
Authority PROS 17/03 2.3
Examples of Records
Retain Permanently No
Disposal Action Destroy
Years 7
Months 0
Condition after
Disposal Trigger Last action completed
01.03.01 Significant exhibition records

Disposal Class ID 01.03.01
Disposal Class Title Significant exhibition records
Description Records of continuing value that document final versions relating to the design, development and layout of exhibitions in the galleries and exhibition spaces; development of exhibition concept briefs; final approved exhibition planning, development and installation; and final approved marketing strategy, including official promotional material and artwork designs.
Authority PROS 17/03 3.1
Examples of Records Final versions of exhibition - Catalogues - Condition reports - Layouts - Marketing & publicity arrangements
Retain Permanently Yes
Disposal Action Transfer to local archive
Years 0
Months 0
Condition after
Disposal Trigger last action completed
01.03.02 Operational exhibition management records

Disposal Class ID 01.03.02
Disposal Class Title Operational exhibition management records
Description Records documenting preliminary versions relating to design, development and layout of exhibitions; negotiations and agreements to host travelling exhibitions developed by external institutions; working drawings and notes for construction of exhibitory frameworks and displays; development of educational content for tours, seminars etc.; planning, development, and management of mobile outreach programs
Authority PROS 17/03 3.2
Examples of Records - Exhibition ideas, notes, meeting minutes - Preliminary arrangements - Design and layout drafts
Retain Permanently No
Disposal Action Destroy
Years 15
Months 0
Condition after
Disposal Trigger last action completed
01.04.01 Journals and information bases

Disposal Class ID 01.04.01
Disposal Class Title Journals and information bases
Description Records documenting the subscription to academic and other journals, magazines and newspapers and information bases.
Authority PROS 07/01 9.1.1
Examples of Records - Journal or database details - Subscription pricing information - Usage statistics - Outage notifications
Retain Permanently No
Disposal Action Destroy
Years 7
Months 0
Condition after
Disposal Trigger last action completed
02.01.01 Commercial development planning (successful)

Disposal Class ID 02.01.01
Disposal Class Title Commercial development planning (successful)
Description 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.
Authority PROS 16/07 7.1.1
Examples of Records - Feasibility studies - Plans for the development of commercial enterprises
Retain Permanently Yes
Disposal Action Transfer to local archive
Years 0
Months 0
Condition after
Disposal Trigger last action completed
02.01.02 Commercial development planning (unsuccessful)

Disposal Class ID 02.01.02
Disposal Class Title Commercial development planning (unsuccessful)
Description Identification and investigation of commercial opportunities where the commercial activity did not proceed.
Authority PROS 16/07 7.1.2
Examples of Records
Retain Permanently No
Disposal Action Destroy
Years 7
Months 0
Condition after
Disposal Trigger Last action completed
02.02.01 Consultancies - significant projects

Disposal Class ID 02.02.01
Disposal Class Title Consultancies - significant projects
Description Summary reports and outcomes from significant consultancies involving controversial or major projects undertaken for financial gain. Includes records of consultancies involving controversial or major projects, e.g. where the university assists government or industry with major infrastructure, new technology or products, or economic improvement. Includes records facilitating the consultancy process, such as monitoring, working papers, analysis, surveys, market intelligence reports and background advice. Absent other metrics, contracts over $150K (as per the Financial Management Act) can be considered significant.
Authority PROS 16/07 7.2.1
Examples of Records
Retain Permanently Yes
Disposal Action Transfer to local archive
Years 0
Months 0
Condition after
Disposal Trigger last action completed
02.02.02 Consultancies - routine projects

Disposal Class ID 02.02.02
Disposal Class Title Consultancies - routine projects
Description Delivery of routine or minor projects involving provision of professional advice or services for commercial gain. Includes records facilitating the consultancy process, such as monitoring, working papers, analysis, surveys, market intelligence reports and background advice. Includes records facilitating the consultancy process, such as monitoring, working papers, analysis, surveys, market intelligence reports and background advice. Absent other metrics, contracts under $150K (as per the Financial Management Act) can be considered routine.
Authority PROS 16/07 7.2.2
Examples of Records
Retain Permanently No
Disposal Action Destroy
Years 7
Months 0
Condition after
Disposal Trigger last action completed
02.03.01 Successful establishment of University owned companies, associations, and trusts

Disposal Class ID 02.03.01
Disposal Class Title Successful establishment of University owned companies, associations, and trusts
Description Establishment of companies, associations or trusts 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. Includes records relating to the ongoing management and modification of trusts over time. Includes records of unsuccessful ventures.
Authority PROS 16/07 7.3.1
Examples of Records
Retain Permanently Yes
Disposal Action Transfer to local archive
Years 0
Months 0
Condition after
Disposal Trigger last action completed
02.03.02 Planning and development of University owned companies, assocations, and trusts (unsuccessful)

Disposal Class ID 02.03.02
Disposal Class Title Planning and development of University owned companies, assocations, and trusts (unsuccessful)
Description Planning and development of companies, associations and trusts or partnerships abandoned, or that did not proceed.
Authority PROS 16/07 7.3.2
Examples of Records - Market intelligence - Professional advice and services - Meeting minutes - Comms with external partners
Retain Permanently No
Disposal Action Destroy
Years 7
Months 0
Condition after
Disposal Trigger last action completed
03.01.01 Addresses (major public occasions)

Disposal Class ID 03.01.01
Disposal Class Title Addresses (major public occasions)
Description Final versions of addresses made at major public occasions, which are a significant event for the university. May include addresses on policy, strategic direction or new services, products or partnerships of the University. Includes addresses made by senior university officers. Includes addresses that were never presented. Working papers documenting the development of the address can be destroyed.
Authority PROS 07/01 2.1.1 & PROS 07/01 2.1.3
Examples of Records - Speeches, Lectures, Talks - Transcripts
Retain Permanently Yes
Disposal Action Transfer to local archive
Years 0
Months 0
Condition after
Disposal Trigger last action completed
03.01.02 Addresses (routine promotions)

Disposal Class ID 03.01.02
Disposal Class Title Addresses (routine promotions)
Description Final versions of addresses delivered or intended to be delivered on the routine promotion of the university's services or products. Working papers documenting the development of the address can be destroyed.
Authority PROS 07/01 2.1.2 & PROS 07/01 2.1.3
Examples of Records - Presentations - Transcripts
Retain Permanently No
Disposal Action Destroy
Years 2
Months 0
Condition after
Disposal Trigger last action completed
03.01.03 Working papers

Disposal Class ID 03.01.03
Disposal Class Title Working papers
Description Working papers documenting the development of all addresses.
Authority PROS 07/01 2.1.3
Examples of Records - Notes - Drafts - Relevant minutes or annotations
Retain Permanently No
Disposal Action Destroy
Years 0
Months 0
Condition after
Disposal Trigger last action completed
03.02.01 General advice

Disposal Class ID 03.02.01
Disposal Class Title General advice
Description Records documenting the receipt and response to individual enquiries and public reaction which require routine responses on agency actions, policy or procedures. Includes standard responses.
Authority PROS 07/01 - 2.7.4
Examples of Records - Compliments - Complaints - Comments or enquiries
Retain Permanently No
Disposal Action Destroy
Years 2
Months 0
Condition after
Disposal Trigger last action completed
03.03.01 Register of alumni

Disposal Class ID 03.03.01
Disposal Class Title Register of alumni
Description Summary record of all registered alumni of the university. Includes the registration of individuals and alumni chapters or groups.
Authority PROS 16/07 6.1.1
Examples of Records - Alumni registers - Email lists
Retain Permanently No
Disposal Action Destroy
Years 7
Months 0
Condition after
Disposal Trigger last action completed
03.03.02 Maintenance of alumni records

Disposal Class ID 03.03.02
Disposal Class Title Maintenance of alumni records
Description Records documenting the maintenance of alumni registers and databases. Includes updating contact and other details, applications to join an alumni association, and any eligibility checks undertaken.
Authority PROS 16/07 6.1.2
Examples of Records - Event invitations - Alumni Association applications - Email and communication records
Retain Permanently No
Disposal Action Destroy
Years 0
Months 0
Condition after
Disposal Trigger last action completed
03.04.01 Administrative arrangements

Disposal Class ID 03.04.01
Disposal Class Title Administrative arrangements
Description Records relating to the administrative arrangements for events including invitations, acceptances, guest lists, catering, venue. For associated financial records, use FINANCIAL MANAGEMENT ACCOUNTING. For records relating to obtaining a liquor licence see GOVERNANCE - LICENSING.
Authority PROS 07/01 2.2.1
Examples of Records
Retain Permanently No
Disposal Action Destroy
Years 2
Months 0
Condition after
Disposal Trigger Last action completed
03.05.01 Receipt and response to complaints resulting in changes to policy/procedures

Disposal Class ID 03.05.01
Disposal Class Title Receipt and response to complaints resulting in changes to policy/procedures
Description Records documenting the receipt and response to complaints which result in changes to university policy or procedures.
Authority PROS 07/01 2.3.2
Examples of Records - Letters of complaint - Community grievances - Complaints against staff or departments
Retain Permanently Yes
Disposal Action Transfer to local archive
Years 0
Months 0
Condition after
Disposal Trigger last action completed
03.05.02 Receipt and response to complaints

Disposal Class ID 03.05.02
Disposal Class Title Receipt and response to complaints
Description Can't appraise because of privacy concerns - needs to be 99 years.
Authority
Examples of Records
Retain Permanently No
Disposal Action
Years 99
Months 0
Condition after
Disposal Trigger Last action completed
03.06.01 Papers and speeches

Disposal Class ID 03.06.01
Disposal Class Title Papers and speeches
Description Master copies of transcripts and speeches, proceedings and reports presented at conferences.
Authority PROS 07/01 2.4.1
Examples of Records - Finalised copies of speeches, presentations
Retain Permanently Yes
Disposal Action Transfer to local archive
Years 0
Months 0
Condition after
Disposal Trigger last action completed
03.06.02 Conference planning and facilitation

Disposal Class ID 03.06.02
Disposal Class Title Conference planning and facilitation
Description Records documenting arrangements to hold conferences including program development, arranging speakers, promotion, registration management and venue bookings. Includes draft programs, publicity, invitations, venue accommodation and catering arrangements. For associated financial records, use FINANCIAL MANAGEMENT ACCOUNTING.
Authority PROS 07/01 2.4.3
Examples of Records
Retain Permanently No
Disposal Action Destroy
Years 2
Months 0
Condition after
Disposal Trigger last action completed
03.07.01 Customer services management

Disposal Class ID 03.07.01
Disposal Class Title Customer services management
Description Records documenting the management of specific customer services provided to the University staff and students, e.g. managing an enquiry desk, a telephone information service or interpreter service. Includes planning, monitoring and evaluation of services, e.g. carrying out customer surveys.
Authority PROS 07/01 2.5.1 & PROS 07/01 9.5.1
Examples of Records
Retain Permanently No
Disposal Action Destroy
Years 2
Months 0
Condition after
Disposal Trigger Last action completed
03.07.02 Customer service strategy

Disposal Class ID 03.07.02
Disposal Class Title Customer service strategy
Description Information, documents and records associated with planning, monitoring and evaluation of services and their delivery to customers and the community provided by the University.
Authority PROS 07/01 18.1.1
Examples of Records - Customer service desk scheduling - Staff rosters - Support/service tickets - Accumulated service statistics
Retain Permanently No
Disposal Action Destroy
Years 5
Months 0
Condition after
Disposal Trigger Date closed
03.08.01 Major donations

Disposal Class ID 03.08.01
Disposal Class Title Major donations
Description Records documenting the receipt and management of items, artefacts or real property that have a value that impacts on the university or the broader community. Includes approaches for donations or bequests and acknowledgments.
Authority PROS 07/01 2.6.1
Examples of Records - Land donations - Collections of cultural or historical significance - Culturally or monetarily valuable artefacts
Retain Permanently Yes
Disposal Action Transfer to local archive
Years 0
Months 0
Condition after
Disposal Trigger last action completed
03.08.02 Routine donations

Disposal Class ID 03.08.02
Disposal Class Title Routine donations
Description Information, documents and records associated with managing money, items or property donated or bequeathed to the University or by the University to charities. Includes both incoming and outgoing donations, as well as records documenting the refusal and return of donations not accepted by the university.
Authority PROS 07/01 2.6.2
Examples of Records - Routine Library donations - Small financial donations
Retain Permanently No
Disposal Action Destroy
Years 7
Months 0
Condition after
Disposal Trigger last action completed
03.09.01 Receipt and response to enquiries resulting in changes to policy/procedures

Disposal Class ID 03.09.01
Disposal Class Title Receipt and response to enquiries resulting in changes to policy/procedures
Description Records documenting the receipt and response to individual enquiries and public reaction which result in changes to University or government policy or procedures.
Authority PROS 07/01 2.7.2
Examples of Records - Suggestions - Requests - Public developments
Retain Permanently Yes
Disposal Action Transfer to local archive
Years 0
Months 0
Condition after
Disposal Trigger last action completed
03.09.02 Routine receipt and response to enquiries

Disposal Class ID 03.09.02
Disposal Class Title Routine receipt and response to enquiries
Description Records documenting the receipt and response to individual enquiries and public reaction which require either a detailed response or generic response on University actions, policy or procedures but do not result in changes to University or government policy or procedures. Records documenting the receipt and response to individual enquiries and public reaction which require routine responses on agency actions, policy or procedures. Includes standard responses.
Authority PROS 07/01 2.7.3
Examples of Records
Retain Permanently No
Disposal Action Destroy
Years 5
Months 0
Condition after
Disposal Trigger last action completed
03.10.01 Expert commentary

Disposal Class ID 03.10.01
Disposal Class Title Expert commentary
Description Records relating to subject matter experts at the university providing unpaid expert commentary to a specific group or the public at large (e.g. the media). Includes expert-matching registers to assist external parties in finding the correct expert to contact.
Authority PROS 16/07 6.2.1
Examples of Records - Epidemiology experts providing expert commentary to a broadcaster during a pandemic - Requests for expert commentary pertaining to a specific topic - "Find an Expert" web pages published by the University
Retain Permanently No
Disposal Action Destroy
Years 2
Months 0
Condition after
Disposal Trigger last action completed
03.11.01 Summary record of grants

Disposal Class ID 03.11.01
Disposal Class Title Summary record of grants
Description Summary record of grant applications that identifies the nature of the application and reasons for acceptance or rejection. Includes both grants bestowed and applied for by the university.
Authority PROS 07/01 2.10.1
Examples of Records - Submissions - Applications - Selection Criteria
Retain Permanently Yes
Disposal Action Transfer to local archive
Years 0
Months 0
Condition after
Disposal Trigger last action completed
03.11.02 External grant identification, selection, and applications

Disposal Class ID 03.11.02
Disposal Class Title External grant identification, selection, and applications
Description Records documenting successful applications made by the agency for grant funding received from a government or non-government source.
Authority PROS 07/01 2.11.1 & PROS 07/01 2.11.2 & PROS 07/01 2.11.3
Examples of Records - Submissions - Applications - Selection Criteria
Retain Permanently No
Disposal Action Destroy
Years 7
Months 0
Condition after
Disposal Trigger last action completed
03.12.01 Liaison activities

Disposal Class ID 03.12.01
Disposal Class Title Liaison activities
Description Records documenting liaison activities undertaken with government bodies, international stakeholders, professional associations, private sector organisations and community groups. Does not include liaison carried out for regulatory purposes.
Authority PROS 07/01 2.13.1
Examples of Records - Communications - Meeting minutes, materials - Records of activities undertaken
Retain Permanently No
Disposal Action Destroy
Years 5
Months 0
Condition after
Disposal Trigger last action completed
03.13.01 Marketing campagin planning and final products (routine campaigns)

Disposal Class ID 03.13.01
Disposal Class Title Marketing campagin planning and final products (routine campaigns)
Description Records documenting the planning and final products of minor marketing campaigns relating to university activities. Includes records covering arrangements for advertising campaigns, public launches and promotional images.
Authority PROS 07/01 2.14.2
Examples of Records - Advertising Campaigns - Population attraction materials - Promotional Images - Promotional Videos - Public Launches
Retain Permanently No
Disposal Action Destroy
Years 7
Months 0
Condition after
Disposal Trigger last action completed
03.13.02 Marketing campain planning and final products (significant campaigns)

Disposal Class ID 03.13.02
Disposal Class Title Marketing campain planning and final products (significant campaigns)
Description Records documenting the planning and final products of major marketing campaigns relating to university activities. Includes activities such as rebranding after mergers or restructuring or major awareness campaigns. For records associated with other facets of University restructure, use GOVERNANCE - ESTABLISHMENT & RESTRUCTURING
Authority PROS 07/01 2.14.1
Examples of Records - Advertising Campaigns - Population attraction materials - Promotional Images - Promotional Videos - Public Launches
Retain Permanently Yes
Disposal Action Transfer to local archive
Years 0
Months 0
Condition after
Disposal Trigger last action completed
03.14.01 University media releases

Disposal Class ID 03.14.01
Disposal Class Title University media releases
Description Master set of university media releases.
Authority PROS 07/01 2.15.1
Examples of Records - University media releases - Public statements - Responses
Retain Permanently Yes
Disposal Action Transfer to local archive
Years 0
Months 0
Condition after
Disposal Trigger last action completed
03.14.02 Administrative arrangements

Disposal Class ID 03.14.02
Disposal Class Title Administrative arrangements
Description Records relating to administrative arrangements with the media. Includes the issuing of media releases, organising interviews, and providing information and assistance to support media coverage of an event or promotion of the Universitys services or products.
Authority PROS 07/01 2.15.2
Examples of Records - Cultivating media contacts - Co-ordinating access to media - Authorising and issuing media releases - Organising media interviews
Retain Permanently No
Disposal Action Destroy
Years 2
Months 0
Condition after
Disposal Trigger last action completed
03.15.01 Honorary awards (summary record)

Disposal Class ID 03.15.01
Disposal Class Title Honorary awards (summary record)
Description Summary of all honorary degrees issued by the University and individuals inducted into the Universitys Halls of Fame, Walls of Fame, honour rolls or similar. Includes recipient, award given and citation or reasons for the degree awarded or inclusion in the Hall of Fame. Includes specific Halls of Fame such as a Sports Hall of Fame.
Authority PROS 16/07 6.3.1
Examples of Records - Awards registers - Prize registers
Retain Permanently Yes
Disposal Action Transfer to local archive
Years 0
Months 0
Condition after
Disposal Trigger last action completed
03.15.02 Honorary awards (selection)

Disposal Class ID 03.15.02
Disposal Class Title Honorary awards (selection)
Description Records documenting the nomination and deliberation process to determine recipients of all forms of recognition, which are not done through a university committee or board. Includes calls for nominations and deliberations to determine the recipient.
Authority PROS 16/07 6.3.2
Examples of Records - Nominations for awards - Selection by individuals - Discussion or deliberation on recipients
Retain Permanently No
Disposal Action Destroy
Years 2
Months 0
Condition after
Disposal Trigger last action completed
03.16.01 Sponsorship management

Disposal Class ID 03.16.01
Disposal Class Title Sponsorship management
Description Records relating to sponsorships received and provided by the University from/to another organisation. Includes sponsorship for sporting or cultural events.
Authority PROS 07/01 2.17.1 & PROS 07/01 2.17.2
Examples of Records - Negotiation of sponsorship contracts - Feedback or effects of sponsorship - Details on termination of sponsorships
Retain Permanently No
Disposal Action Destroy
Years 7
Months 0
Condition after
Disposal Trigger last action completed
03.17.01 Student recruitment records

Disposal Class ID 03.17.01
Disposal Class Title Student recruitment records
Description Information, documents and records associated with recruiting potential students, including international students, and associated marketing programmes.
Authority PROS 07/01 2.14.2
Examples of Records - Advertising programs - Speeches, talks given to potential students - Records detailing success or failure of recruitment campaigns
Retain Permanently No
Disposal Action Destroy
Years 7
Months 0
Condition after
Disposal Trigger Date closed
03.18.01 Administrative arrangements

Disposal Class ID 03.18.01
Disposal Class Title Administrative arrangements
Description Records documenting arrangements for visits or tours to the University. Also includes records documenting visits by agency representatives to community organisations to promote the image or services of the agency
Authority PROS 07/01 2.18.1 & PROS 07/01 2.18.4
Examples of Records - Visit reports - Incoming work integrated learning placements - Community outreach/visitation programs
Retain Permanently No
Disposal Action Destroy
Years 2
Months 0
Condition after
Disposal Trigger last action completed
04.01.01 Acquisition and disposal

Disposal Class ID 04.01.01
Disposal Class Title Acquisition and disposal
Description Records documenting the acquisition and/or disposal of equipment and stores where there is no tender or contracting-out process. Includes formal requests for quotations, orders, handover reports, and correspondence relating to the acquisition. Includes records arranging delivery of equipment. For acquisitions requiring tenders or contracts, see CONTRACTING OUT.
Authority PROS 07/01 4.1.1
Examples of Records
Retain Permanently No
Disposal Action Destroy
Years 7
Months 0
Condition after
Disposal Trigger Last action completed
04.02.01 Asset allocation

Disposal Class ID 04.02.01
Disposal Class Title Asset allocation
Description Records relating to the allocation of equipment or stores to employees within the University. Includes records documenting requests for equipment or stores.
Authority PROS 07/01 4.2.1
Examples of Records - Laptop & laptop accessory allocation - Requests for new equipment, including replacements - Registers tracking equipment allocation
Retain Permanently No
Disposal Action Destroy
Years 2
Months 0
Condition after
Disposal Trigger last action completed
04.03.01 Delivery

Disposal Class ID 04.03.01
Disposal Class Title Delivery
Description Records documenting arrangements for the delivery of equipment and stores to an agency.
Authority PROS 07/01 4.3.1
Examples of Records - Shipping manifests - Equipment tracking documents - Records from internal and external delivery services
Retain Permanently No
Disposal Action Destroy
Years 0
Months 0
Condition after
Disposal Trigger
04.04.01 Fleet management records

Disposal Class ID 04.04.01
Disposal Class Title Fleet management records
Description All records relating to the management of Deakin's vehicle fleet.
Authority PROS 07/01 6.2.1 & PROS 07/01 6.4.1 & PROS 07/01 6.7.1 & PROS 07/01 6.1.1 & PROS 07/01 6.5.1 & PRO
Examples of Records Includes records documenting: - Vehicle acquisition, lease, and disposal. - Accidents and infringements. - Vehicle usage and maintenance. - Insurance policies and claims.
Retain Permanently No
Disposal Action Destroy
Years 7
Months 0
Condition after
Disposal Trigger last action completed
04.05.01 Instructions and Manuals

Disposal Class ID 04.05.01
Disposal Class Title Instructions and Manuals
Description Instructions for the use of equipment and stores. Includes equipment manuals and operating instructions
Authority PROS 07/01 4.9.1
Examples of Records - Equipment manuals - Operating instructions - Advice from manafacturers regarding equipment operation
Retain Permanently No
Disposal Action Destroy
Years 0
Months 0
Condition after
Disposal Trigger Date closed
04.06.01 Maintenance of equipment

Disposal Class ID 04.06.01
Disposal Class Title Maintenance of equipment
Description Records documenting the maintenance of equipment and stores, including chemicals, hardware items, instruments, implements, kitchen-cleaning items, medical supplies, stationery, tools, machines, computers, photocopiers, plant, furniture, furnishings, fixtures and fittings. Includes service and maintenance records.
Authority PROS 07/01 4.5.1
Examples of Records - Service and maintenance records, schedules
Retain Permanently No
Disposal Action Destroy
Years 7
Months 0
Condition after
Disposal Trigger last action completed
04.07.01 Security administration

Disposal Class ID 04.07.01
Disposal Class Title Security administration
Description Records documenting the provision of security to guard property and equipment. Includes records of electronic security surveillance systems, security reports, rosters of patrol operations, restricted access areas.
Authority PROS 07/01 14.15.1 & PROS 07/01 4.6.1
Examples of Records
Retain Permanently No
Disposal Action Destroy
Years 7
Months 0
Condition after
Disposal Trigger last action completed
04.08.01 Stocktake and inventory

Disposal Class ID 04.08.01
Disposal Class Title Stocktake and inventory
Description Records documenting the processes involved in preparing and auditing against, lists of University assets or items. Includes computer equipment, machinery, tools and furniture.
Authority PROS 07/01 4.7.1
Examples of Records - Lists of any equipment, tools, objects or vehicles etc. owned by the University
Retain Permanently No
Disposal Action Destroy
Years 2
Months 0
Condition after
Disposal Trigger last action completed
04.09.01 Storage of non-hazardous materials

Disposal Class ID 04.09.01
Disposal Class Title Storage of non-hazardous materials
Description Records documenting the storage of equipment and stores (excluding hazardous materials) within the University. Includes records documenting location management and stock control.
Authority PROS 07/01 4.8.1
Examples of Records
Retain Permanently No
Disposal Action Destroy
Years 0
Months 0
Condition after
Disposal Trigger Last action completed
04.09.02 Storage of hazardous materials

Disposal Class ID 04.09.02
Disposal Class Title Storage of hazardous materials
Description Records documenting the storage of hazardous equipment and stores within the University. Includes records documenting location management and stock control identifying substance properties and details of their condition. For the environmental monitoring of hazardous substances, use HEALTH & SAFETY COMPLIANCE.
Authority PROS 07/01 4.8.2
Examples of Records
Retain Permanently No
Disposal Action Destroy
Years 10
Months 0
Condition after
Disposal Trigger last action completed
05.01.01 Accounting records

Disposal Class ID 05.01.01
Disposal Class Title Accounting records
Description Principal accounting records and associated supporting records relating to managing the University's revenue and expenditure. Includes invoices, receipts, statements of expenditure, travel diaries, credit notices, journals, ledgers and other records of prime entry. Includes accounts payable and accounts receivable.
Authority PROS 07/01 5.1.1
Examples of Records
Retain Permanently No
Disposal Action Destroy
Years 7
Months 0
Condition after
Disposal Trigger date created
05.01.02 Banking activities records

Disposal Class ID 05.01.02
Disposal Class Title Banking activities records
Description Records documenting the management of the University's banking activities.
Authority PROS 07/01 5.1.2 & PROS 07/01 5.1.3
Examples of Records - Records documenting the establishment of university bank accounts. - Records that document the closure of the bank account. - Deposit records, bank statements, bank reconciliation statements, investment and dividend statements, and records documenting use of credit cards.
Retain Permanently No
Disposal Action Destroy
Years 7
Months 0
Condition after
Disposal Trigger date created
05.01.03 Records containing cardholder data and cardholder authentication data

Disposal Class ID 05.01.03
Disposal Class Title Records containing cardholder data and cardholder authentication data
Description 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.
Authority PROS 07/01 5.1.9
Examples of Records - Card owner data - Names, addresses, dates recorded with card transactions
Retain Permanently No
Disposal Action Destroy
Years 3
Months 0
Condition after
Disposal Trigger last action completed
05.02.01 Significant advice

Disposal Class ID 05.02.01
Disposal Class Title Significant advice
Description Records relating to the provision or receipt of detailed and significant financial advice to executive or senior management regarding financial investments, incurred obligations and financial reporting requirements. Includes detailed and high level advice on the application of specific accounting standards and policies, financial or annual reporting legislation and accounting treatments.
Authority
Examples of Records
Retain Permanently Yes
Disposal Action Transfer to local archive
Years 0
Months 0
Condition after
Disposal Trigger
05.02.02 Routine advice

Disposal Class ID 05.02.02
Disposal Class Title Routine advice
Description Records relating to advice regarding general financial management and accounting practices including financial advice concerning routine operational matters, e.g. wage cases, property matters.
Authority
Examples of Records
Retain Permanently No
Disposal Action
Years 0
Months 0
Condition after
Disposal Trigger
05.03.01 Asset registers

Disposal Class ID 05.03.01
Disposal Class Title Asset registers
Description Summary record listing the university's assets, such as an asset register
Authority PROS 07/01 5.2.1
Examples of Records - Information asset registers - Departmental asset registers - Informal lists of University-owned assets
Retain Permanently Yes
Disposal Action Transfer to local archive
Years 0
Months 0
Condition after
Disposal Trigger last action completed
05.03.02 Asset valuation

Disposal Class ID 05.03.02
Disposal Class Title Asset valuation
Description Records documenting asset valuation and asset management processes, including requests for inclusion on the asset register.
Authority PROS 07/01 5.2.2
Examples of Records - Formal and informal valuation of University-owned assets - Records surrounding management of University-owned assets
Retain Permanently No
Disposal Action Destroy
Years 7
Months 0
Condition after
Disposal Trigger last action completed
05.04.01 Audit reports

Disposal Class ID 05.04.01
Disposal Class Title Audit reports
Description Final reports of internal or external financial audits, which result in significant changes to university practices.
Authority PROS 07/01 5.3.1
Examples of Records - Final or master copies of financial audits
Retain Permanently No
Disposal Action Destroy
Years 10
Months 0
Condition after
Disposal Trigger Date closed
05.04.02 Audit planning

Disposal Class ID 05.04.02
Disposal Class Title Audit planning
Description Records documenting the planning and conduct of internal and external financial audits.
Authority PROS 07/01 5.3.3
Examples of Records - Planning, organisation & running of financial audits
Retain Permanently No
Disposal Action Destroy
Years 2
Months 0
Condition after
Disposal Trigger Date closed
05.05.01 Delegations

Disposal Class ID 05.05.01
Disposal Class Title Delegations
Description Delegations of power to university staff to authorise financial activities and transactions (e.g. delegation to approve expenditure or appointment of an officer to countersign cheques).
Authority PROS 07/01 5.4.1
Examples of Records - Appointment to positions of authority over financial decisions - Requests for University staff to oversee financial duties - Records related to staff with oversight over financial activities
Retain Permanently No
Disposal Action Destroy
Years 7
Months 0
Condition after
Disposal Trigger date superseded
05.06.01 University-wide estimates

Disposal Class ID 05.06.01
Disposal Class Title University-wide estimates
Description Budget estimates, spending progress and revenue for the University. Includes background information, budget allocation decisions, allocation of funds, estimates of expenditure, certification of accounts, calculations, superseded revisions, costing of annual expenditure, additional estimates. Includes supporting documentation and any monitoring activities that track spending against the budget.
Authority PROS 07/01 5.5.1 & PROS 07/01 5.5.3
Examples of Records
Retain Permanently No
Disposal Action Destroy
Years 7
Months 0
Condition after
Disposal Trigger Date created
05.06.02 Departmental or work-unit estimates

Disposal Class ID 05.06.02
Disposal Class Title Departmental or work-unit estimates
Description Budget estimates, spending progress and revenue for a department or work unit. Includes tables reflecting budget allocations, salary commitments, other commitment projections, budget submissions. Includes variations to budgets, interim budget reports. Includes supporting documentation and any monitoring activities that track spending against the budget.
Authority PROS 07/01 5.5.5
Examples of Records
Retain Permanently No
Disposal Action Destroy
Years 2
Months 0
Condition after
Disposal Trigger Date created
05.07.01 Debt recovery

Disposal Class ID 05.07.01
Disposal Class Title Debt recovery
Description Records documenting the management of debt recovery.
Authority PROS 07/01 5.1.4
Examples of Records - Negotiations with debtors, creditors - Communications and notifications - Records from external debt collection agencies
Retain Permanently No
Disposal Action Destroy
Years 7
Months 0
Condition after
Disposal Trigger last action completed
05.08.01 Annual financial statements and background documentation

Disposal Class ID 05.08.01
Disposal Class Title Annual financial statements and background documentation
Description Annual financial statements and associated background documentation. Includes balance sheets, operating statements, cash flow statements and accompanying notes/working papers.
Authority PROS 07/01 5.6.1
Examples of Records
Retain Permanently Yes
Disposal Action Transfer to local archive
Years 0
Months 0
Condition after
Disposal Trigger Last action completed
05.08.02 Interim financial statements

Disposal Class ID 05.08.02
Disposal Class Title Interim financial statements
Description Interim financial statements including balance sheets and operating statements. Includes mid-year and quarterly financial reporting statements. Includes working papers.
Authority PROS 07/01 5.6.2
Examples of Records
Retain Permanently No
Disposal Action Destroy
Years 7
Months 0
Condition after
Disposal Trigger Date created
05.09.01 Identification of fraud

Disposal Class ID 05.09.01
Disposal Class Title Identification of fraud
Description Records documenting the identification of instances of fraud that were resolved internally. Includes fraud resulting in liaison with external bodies.
Authority PROS 07/01 5.7.1 & PROS 07/01 5.7.2
Examples of Records - Identification and investigation of internally-resolved fraud - Communication and deliberation surrounding instances of fraud - Evidence relating to any instances of fraud
Retain Permanently No
Disposal Action Destroy
Years 15
Months 0
Condition after
Disposal Trigger last action completed
05.11.01 Claims and policies

Disposal Class ID 05.11.01
Disposal Class Title Claims and policies
Description Records of insurance policies including property insurance and public liability insurance, and records documenting insurance claims. For files related to management of individual Workcover cases, see HUMAN RESOURCES.
Authority PROS 07/01 14.8.3 & PROS 07/01 14.8.1
Examples of Records - Insurance documentation - Insurance policy documents - Insurance claims & outcomes
Retain Permanently No
Disposal Action Destroy
Years 7
Months 0
Condition after
Disposal Trigger last action completed
05.12.01 Loans management

Disposal Class ID 05.12.01
Disposal Class Title Loans management
Description Records relating to the borrowing of money by the University. Includes loan agreements, repayment records, interest rate agreements and other associated records.
Authority PROS 07/01 5.13.1
Examples of Records - Letters of agreement - Negotiations - Repayment schedules
Retain Permanently No
Disposal Action Destroy
Years 7
Months 0
Condition after
Disposal Trigger Date closed
05.13.01 Pecuniary interests

Disposal Class ID 05.13.01
Disposal Class Title Pecuniary interests
Description Records documenting an individuals company, trust and property holdings as well as any other pecuniary interests. Includes pecuniary returns made upon appointment as well as any regular updates.
Authority PROS 07/01 5.9.1
Examples of Records - Pecuniary returns - Pecuniary updates
Retain Permanently No
Disposal Action Destroy
Years 3
Months 0
Condition after
Disposal Trigger last action completed
05.14.01 Salaries processing/payroll

Disposal Class ID 05.14.01
Disposal Class Title Salaries processing/payroll
Description Records documenting the processing of payment of salaries to personnel. For records such as group certificates, tax declaration forms and overtime, use HUMAN RESOURCES Remuneration.
Authority PROS 07/01 5.11.1
Examples of Records - Deductions - Superannuation - Timesheets/Penalty rates/Overtime
Retain Permanently No
Disposal Action Destroy
Years 7
Months 0
Condition after
Disposal Trigger date created
05.15.01 Tax administration

Disposal Class ID 05.15.01
Disposal Class Title Tax administration
Description Records documenting the taxation matters of the University, e.g. administration of Goods & Services Tax (GST). Includes records relating to organisational income taxation records, including records relating to the payment of payroll taxes.
Authority PROS 07/01 5.12.1
Examples of Records - University taxation records - Payroll taxation - GST administration records
Retain Permanently No
Disposal Action Destroy
Years 5
Months 0
Condition after
Disposal Trigger date created
06.01.01 Audits and audit management

Disposal Class ID 06.01.01
Disposal Class Title Audits and audit management
Description Final reports of audit or other compliance monitoring of university activities. Includes both internal and external audits. Includes records documenting the planning and conduct of audits or other compliance monitoring into university activities.
Authority PROS 16/07 4.1.1 & PROS 16/07 4.1.2
Examples of Records - Planning and conduct of audits - Final audit reports - Compliance monitoring reports
Retain Permanently No
Disposal Action Destroy
Years 7
Months 0
Condition after
Disposal Trigger last action completed
06.02.01 Benchmarking

Disposal Class ID 06.02.01
Disposal Class Title Benchmarking
Description Records documenting the evaluation of the University by measuring processes, programs and services against like institutions or professional or industry standards. 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. Does not include surveys used to test student satisfaction with the courses, subjects or units see TEACHING COURSE DELIVERY.
Authority PROS 16/07 4.2.1
Examples of Records
Retain Permanently No
Disposal Action Destroy
Years 7
Months 0
Condition after
Disposal Trigger Last action completed
06.03.01 Internal committees minutes, agendas, and papers - strategic

Disposal Class ID 06.03.01
Disposal Class Title Internal committees minutes, agendas, and papers - strategic
Description Minutes, agendas, and papers of internal committees established to determine policy and for planning purposes, including meetings of senior management within the university. Includes Deakin University Council.
Authority PROS 07/01 1.7.1
Examples of Records
Retain Permanently Yes
Disposal Action Transfer to local archive
Years 0
Months 0
Condition after
Disposal Trigger Last action completed
06.03.02 Internal committees minutes, agendas, and papers - operational

Disposal Class ID 06.03.02
Disposal Class Title Internal committees minutes, agendas, and papers - operational
Description Minutes, agendas, and papers of committees established for operational purposes that do not determine policy direction or strategic planning of the university. For the records of committees established to consider ethics issues use RESEARCH RESEARCH ADMINISTRATION.
Authority PROS 07/01 1.6.1
Examples of Records
Retain Permanently No
Disposal Action Destroy
Years 5
Months 0
Condition after
Disposal Trigger Last action completed
06.03.03 Administrative arrangements

Disposal Class ID 06.03.03
Disposal Class Title Administrative arrangements
Description Records of a general administrative nature relating to the management of boards and committees, including the preparation and circulation of minutes to members, use of premises where the meetings take place and travel arrangements for members to attend meetings. Includes attendance arrangements, facility arrangements, and expressions of thanks. For financial records relating to the facilitation of meetings, use FINANCIAL MANAGEMENT - ACCOUNTING.
Authority PROS 07/01 1.5.1
Examples of Records
Retain Permanently No
Disposal Action Destroy
Years 0
Months 0
Condition after
Disposal Trigger Last action completed
06.03.04 Elections, nominations, and establishment

Disposal Class ID 06.03.04
Disposal Class Title Elections, nominations, and establishment
Description Records documenting the establishment and ongoing membership management of University committees and boards.
Authority PROS 07/01 1.2.1
Examples of Records - Nominations to committees or councils - Applications, interview records, invitations to join - Resignations - Terms of reference
Retain Permanently Yes
Disposal Action Transfer to local archive
Years 0
Months 0
Condition after
Disposal Trigger last action completed
06.03.05 External committees - convened by the university

Disposal Class ID 06.03.05
Disposal Class Title External committees - convened by the university
Description Records relating to external or inter-university committees, convened by the university, or where the University provides the Secretariat.
Authority PROS 07/01 1.3.1
Examples of Records - Appointment of members - Meeting notes & papers - List of presentations - List of deputations
Retain Permanently Yes
Disposal Action Transfer to local archive
Years 0
Months 0
Condition after
Disposal Trigger last action completed
06.03.06 External committees - not convened by the university

Disposal Class ID 06.03.06
Disposal Class Title External committees - not convened by the university
Description Records relating to external committees or inter-university committees not convened by Deakin University, or where Deakin University does not provide the Secretariat.
Authority PROS 07/01 1.4.1
Examples of Records
Retain Permanently No
Disposal Action Destroy
Years 2
Months 0
Condition after
Disposal Trigger Last action completed
06.04.01 Establishment and restructuring planning (major)

Disposal Class ID 06.04.01
Disposal Class Title Establishment and restructuring planning (major)
Description Records detailing significant reviews and restructures of functional sections of the university. Includes records documenting the establishment and development of a new university structure.
Authority PROS 07/01 18.4.1
Examples of Records - Organisational charts - Records documenting departmental changes
Retain Permanently Yes
Disposal Action Transfer to local archive
Years 0
Months 0
Condition after
Disposal Trigger last action completed
06.04.02 Establishment and restructuring planning (minor)

Disposal Class ID 06.04.02
Disposal Class Title Establishment and restructuring planning (minor)
Description Records detailing only minor reviews and restructures affecting only particular sections of the university and having little effect on the overall functioning of the university.
Authority PROS 07/01 18.4.2
Examples of Records - Planning and establishment of new structures - Differences between old and new work areas
Retain Permanently No
Disposal Action Destroy
Years 10
Months 0
Condition after
Disposal Trigger last action completed
06.04.03 Establishment and restructuring facilitation

Disposal Class ID 06.04.03
Disposal Class Title Establishment and restructuring facilitation
Description Records documenting the administrative arrangements that result from university restructures. Includes transfer of equipment, corporate files etc.
Authority PROS 07/01 18.4.3
Examples of Records - Change management plans and documents - Updated equipment registers - Documents detailing destruction or retention of business records
Retain Permanently No
Disposal Action Destroy
Years 7
Months 0
Condition after
Disposal Trigger last action completed
06.05.01 Inquiries related to university functions

Disposal Class ID 06.05.01
Disposal Class Title Inquiries related to university functions
Description Records documenting the university's contribution and involvement in inquiries directly related to university functions. Includes university statements and submissions, responses to final reports, and transcripts of evidence given by university officers. Includes records documenting the implementation by the university of recommendations made as part of an inquiry.
Authority PROS 07/01 7.5.1
Examples of Records
Retain Permanently Yes
Disposal Action Transfer to local archive
Years 0
Months 0
Condition after
Disposal Trigger Last action completed
06.06.01 Licensing

Disposal Class ID 06.06.01
Disposal Class Title Licensing
Description Registration of University compliance with licensing or other bodies to enable the University to manage and hold specific facilities, services and materials. Includes records of initial licensing, permits or registration as well as renewal or re-registration. Includes licences and permits relating to the Universitys compliance with regulations surrounding research activities including laboratories and animal housing, collections, the provision of alcohol, beauty services, food services and other university services designed to support teaching and learning activities. For building permits use PROPERTY MANAGEMENT.
Authority PROS 16/07 4.3.1
Examples of Records
Retain Permanently No
Disposal Action Destroy
Years 7
Months 0
Condition after
Disposal Trigger Date closed
06.07.01 Strategic or corporate plans (Master copies)

Disposal Class ID 06.07.01
Disposal Class Title Strategic or corporate plans (Master copies)
Description Final version of agency-wide strategic or corporate plans. For agency-wide staff development plans, use HUMAN RESOURCES - STAFF DEVELOPMENT.
Authority PROS 07/01 18.2.1
Examples of Records
Retain Permanently Yes
Disposal Action Transfer to local archive
Years 0
Months 0
Condition after
Disposal Trigger Last action completed
06.07.02 Business unit level work plans

Disposal Class ID 06.07.02
Disposal Class Title Business unit level work plans
Description Final version of business unit level work plans. For business unit staff development plans, use HUMAN RESOURCES - STAFF DEVELOPMENT.
Authority PROS 07/01 18.2.3
Examples of Records
Retain Permanently No
Disposal Action Destroy
Years 5
Months 0
Condition after
Disposal Trigger Last action completed
06.07.03 Development of strategic, corporate, and business unit level work plans

Disposal Class ID 06.07.03
Disposal Class Title Development of strategic, corporate, and business unit level work plans
Description Records documenting the development of all strategic, corporate or business unit level work plans.
Authority PROS 07/01 18.2.4
Examples of Records - Initial consultations - Risk registers - Change management plans - Development notes & meeting minutes
Retain Permanently No
Disposal Action Destroy
Years 0
Months 0
Condition after
Disposal Trigger last action completed
06.08.01 University-wide policy

Disposal Class ID 06.08.01
Disposal Class Title University-wide policy
Description Records documenting a policy, including its formulation, or functional activities, strategic planning and management matters affecting the whole university.
Authority PROS 07/01 13.1.1 & PROS 07/01 13.1.2
Examples of Records - Policies located with the University Policy Library
Retain Permanently Yes
Disposal Action Transfer to local archive
Years 0
Months 0
Condition after
Disposal Trigger last action completed
06.08.02 Minor administrative policy

Disposal Class ID 06.08.02
Disposal Class Title Minor administrative policy
Description Records relating to the formulation of policies that refer to administrative functions of minor significance.
Authority PROS 07/01 13.1.3
Examples of Records - Departmental or work-unit level policies - Less formal departmental work guidelines
Retain Permanently No
Disposal Action Destroy
Years 0
Months 0
Condition after
Disposal Trigger date superseded
06.08.03 Procedures and processes

Disposal Class ID 06.08.03
Disposal Class Title Procedures and processes
Description Standard methods of operating laid down by the University according to formulated policy. Variants: Emergency Procedures, unit level procedures, Guidelines, Work Instructions. Records of university procedures including manuals, handbooks, directives, etc.
Authority PROS 07/01 13.3.1
Examples of Records
Retain Permanently No
Disposal Action Destroy
Years 7
Months 0
Condition after
Disposal Trigger Date superseded
06.09.01 Summary project records

Disposal Class ID 06.09.01
Disposal Class Title Summary project records
Description Summary documentation of projects. Includes project registers.
Authority PROS 07/01 18.3.1
Examples of Records - Summary reports and outcomes
Retain Permanently Yes
Disposal Action Transfer to local archive
Years 0
Months 0
Condition after
Disposal Trigger last action completed
06.09.02 Development of project management methodologies and systems

Disposal Class ID 06.09.02
Disposal Class Title Development of project management methodologies and systems
Description Records documenting the development of a project management methodology and systems for reporting and monitoring of projects.
Authority PROS 07/01 18.3.2
Examples of Records - Designation of project management roles - Selection, reasoning for specific project methodologies - Documents detailing project methodology rules, scheduling
Retain Permanently No
Disposal Action Destroy
Years 0
Months 0
Condition after
Disposal Trigger last action completed
06.09.03 Project initiation, management, reporting, and closure (strategic)

Disposal Class ID 06.09.03
Disposal Class Title Project initiation, management, reporting, and closure (strategic)
Description Records documenting the planning, initiation, management, reporting, and closure of routine projects run by the University that cost over $150,000 or require approval by the Deakin Portfolio Office (DPO).
Authority PROS 07/01 18.2.1
Examples of Records - Building or renovation plans - Project roles & organisation - Final reports and outcomes
Retain Permanently Yes
Disposal Action Transfer to local archive
Years 0
Months 0
Condition after
Disposal Trigger last action completed
06.09.04 Project initiation, management, reporting, and closure (operational)

Disposal Class ID 06.09.04
Disposal Class Title Project initiation, management, reporting, and closure (operational)
Description Records documenting the planning, initiation, management, reporting, and closure of routine projects run by the University that cost under $150,000.
Authority PROS 07/01 18.2.3
Examples of Records - Project plans - Project roles & organisation - Final reports and outcomes
Retain Permanently No
Disposal Action Destroy
Years 5
Months 0
Condition after
Disposal Trigger last action completed
06.10.01 Submissions for registration.

Disposal Class ID 06.10.01
Disposal Class Title Submissions for registration.
Description Final submissions to an Education Authority / Regulator to either become or continue to be a Registered Education Provider / RTO. Includes, but is not limited to, registrations with the Tertiary Education Standards Quality Agency (TESQA), Australian Skills Quality Authority (ASQA), Victorian Registration and Qualifications Authority (VRQA) and the Commonwealth Register of Institutions and courses for Overseas Students (CRICOS) and records documenting any terms or conditions imposed by the regulator. Includes records documenting the development of the submission.
Authority PROS 16/07 4.4.1
Examples of Records
Retain Permanently No
Disposal Action Destroy
Years 30
Months 0
Condition after
Disposal Trigger Last action completed
06.11.01 Administrative reporting

Disposal Class ID 06.11.01
Disposal Class Title Administrative reporting
Description Reports produced about the day-to-day internal administrative functions of the University. The activities associated with the reporting on the Universitys administrative functions.
Authority PROS 07/01 16.1.1
Examples of Records
Retain Permanently No
Disposal Action Destroy
Years 5
Months 0
Condition after
Disposal Trigger Last action completed
06.11.02 Annual reports

Disposal Class ID 06.11.02
Disposal Class Title Annual reports
Description Annual reports. The activities that produce an agencys annual report to Parliament.
Authority PROS 07/01 16.2.1
Examples of Records - Annual reports - Directors & Chief Executive reports - End of Financial Year (EOFY) reports
Retain Permanently Yes
Disposal Action Transfer to local archive
Years 0
Months 0
Condition after
Disposal Trigger last action completed
06.11.03 Consolidated reporting

Disposal Class ID 06.11.03
Disposal Class Title Consolidated reporting
Description Reports of the Universitys functions that detail performance against objectives, including legislated objectives. Consolidated reports on functional activities, which are not reproduced elsewhere. See also HEALTH AND SAFETY PLANNING.
Authority PROS 07/01 16.3.1
Examples of Records - Performance reporting - Reports detailing targeted benchmarks and whether they were made
Retain Permanently Yes
Disposal Action Transfer to local archive
Years 0
Months 0
Condition after
Disposal Trigger last action completed
06.11.04 Functional reporting

Disposal Class ID 06.11.04
Disposal Class Title Functional reporting
Description Reports on functional activities which are reproduced elsewhere, e.g. in the annual report. See also FINANCIAL MANAGEMENT AUDIT, GOVERNANCE AUDITING.
Authority PROS 07/01 16.3.2
Examples of Records - Department analysis - Analysed or processed statistics - Information gathered to support annual reporting
Retain Permanently No
Disposal Action Destroy
Years 7
Months 0
Condition after
Disposal Trigger last action completed
06.11.05 Input to reports

Disposal Class ID 06.11.05
Disposal Class Title Input to reports
Description Background information and reference materials supplied for reports and summaries.
Authority
Examples of Records - Raw data - Background information, history - External or reference material referred to in a report
Retain Permanently No
Disposal Action Destroy
Years 0
Months 0
Condition after
Disposal Trigger last action completed
06.12.01 Risk management

Disposal Class ID 06.12.01
Disposal Class Title Risk management
Description Records documenting risk management including each stage of the process, risk assessments, treatment schedules and action plans. Includes risk assessments applicable to university functions including Health and Safety assessments and mitigation efforts.
Authority PROS 07/01 18.5.1
Examples of Records - Risk assessments - Risk mitigation plans - Risk registers - Potential claims registers - Internal and external risk and insurance
Retain Permanently No
Disposal Action Destroy
Years 7
Months 0
Condition after
Disposal Trigger last action completed
07.01.01 Occupational Health & Safety (OH&S) advice

Disposal Class ID 07.01.01
Disposal Class Title Occupational Health & Safety (OH&S) advice
Description Records relating to the receipt and provision of advice on the OH&S function.
Authority PROS 24/03 - 2.2 - Short-term Records
Examples of Records - OHS Bulletins - OHS Newsletters - OHS legislative advice
Retain Permanently No
Disposal Action Destroy
Years 7
Months 0
Condition after
Disposal Trigger last action completed
07.02.01 Appeals against decisions

Disposal Class ID 07.02.01
Disposal Class Title Appeals against decisions
Description Records documenting an appeal made by the university against an investigator's (e.g. WorkCover Victoria) decision on a health and safety matter.
Authority PROS 24/03 - 2.2 - Short-term Records
Examples of Records - Legal documents and letters - Advice concerning the appeal - Outcomes and further actions
Retain Permanently No
Disposal Action Destroy
Years 7
Months 0
Condition after
Disposal Trigger last action completed
07.03.01 Audit planning and final report

Disposal Class ID 07.03.01
Disposal Class Title Audit planning and final report
Description Records documenting the planning and conduct of external and internal audits relating to the OH&S function. Includes copy of final report and records documenting changes to procedures as a result of an audit.
Authority PROS 24/03 - 2.2 - Short-term Records
Examples of Records - Planning for audit - Conduct of audit - Outcomes and further actions
Retain Permanently No
Disposal Action Destroy
Years 7
Months 0
Condition after
Disposal Trigger last action completed
07.04.01 Compensation - death

Disposal Class ID 07.04.01
Disposal Class Title Compensation - death
Description Records documenting claims for compensation submitted when an employee or a member of the public has died and liability is with the University.
Authority PROS 24/03 - 2.1 - Medium-term Records
Examples of Records - Claim forms - Determination - Liability documentation and reports - Notes from meetings - Witness statements
Retain Permanently Yes
Disposal Action Destroy
Years 30
Months 0
Condition after
Disposal Trigger last action completed
07.04.02 Compensation - injury to public

Disposal Class ID 07.04.02
Disposal Class Title Compensation - injury to public
Description Records documenting claims for compensation submitted when a member of the public has been injured and liability is with the University.
Authority PROS 24/03 - 2.1 - Medium-term Records
Examples of Records - Claim forms - Determination - Liability documentation and reports - Notes from meetings - Witness statements - Medical certificates
Retain Permanently No
Disposal Action Destroy
Years 30
Months 0
Condition after
Disposal Trigger last action completed
07.04.03 Compenstation - injury to staff

Disposal Class ID 07.04.03
Disposal Class Title Compenstation - injury to staff
Description Records documenting claims for compensation submitted for personal injury of an employee.
Authority PROS 24/03 - 2.1 - Medium-term Records
Examples of Records - Claim forms - Determination - Liability documentation and reports - Notes from meetings - Witness statements - Return to Work plans
Retain Permanently No
Disposal Action Destroy
Years 30
Months 0
Condition after
Disposal Trigger last action completed
07.05.01 Occupational Health & Safety (OH&S) compliance

Disposal Class ID 07.05.01
Disposal Class Title Occupational Health & Safety (OH&S) compliance
Description Records documenting compliance with provisions of the Occupational Health and Safety Acts and Regulations. Includes records relating to fire protection systems,evacuation drills and building emergency response plans. Includes Records documenting the application for and management of licenses and permits issued under OH&S legislation. Includes non-compliance notices
Authority PROS 24/03 - 2.2 - Short-term Records
Examples of Records - Records relating to legal OH&S and Safety requirements - Fire protection, evacuation procedures and drills, emergency response plans
Retain Permanently No
Disposal Action Destroy
Years 7
Months 0
Condition after
Disposal Trigger last action completed
07.05.02 Occupational Health and Safety (OH&S) licenses and permits

Disposal Class ID 07.05.02
Disposal Class Title Occupational Health and Safety (OH&S) licenses and permits
Description Records documenting the application for and management of licenses and permits issued under OH&S legislation.
Authority PROS 24/03 - 2.2 - Short-term Records
Examples of Records - High risk work permits - Dangerous goods licenses - Asbestos removal licenses
Retain Permanently No
Disposal Action Destroy
Years 7
Months 0
Condition after
Disposal Trigger last action completed
07.05.03 Non-compliance notices

Disposal Class ID 07.05.03
Disposal Class Title Non-compliance notices
Description Non-compliance notices issued under OH&S legislation.
Authority PROS 24/03 - 2.2 - Short-term Records
Examples of Records - Breach, defect or infringement notices - Review of infringement notices
Retain Permanently No
Disposal Action Destroy
Years 7
Months 0
Condition after
Disposal Trigger last action completed
07.05.04 Contact tracing information

Disposal Class ID 07.05.04
Disposal Class Title Contact tracing information
Description Records documenting attendees at University premises to enable contact tracing if required for public health reasons. Includes a register or record of the names of all persons (including staff) attending an agency premise, their contact information, and the date and time they visited the premises.
Authority PROS 24/03 - 2.3 - Public Health Compliance
Examples of Records
Retain Permanently No
Disposal Action Destroy
Years 0
Months 1
Condition after
Disposal Trigger last action completed
07.07.01 Hazardous substrances register

Disposal Class ID 07.07.01
Disposal Class Title Hazardous substrances register
Description Hazardous substance register (including asbestos register) identifying substance properties and details of their condition.
Authority PROS 07/01 14.11.7
Examples of Records - Identification of hazardous substances - Followup or outcome information regarding their removal
Retain Permanently No
Disposal Action Destroy
Years 100
Months 0
Condition after
Disposal Trigger last action completed
07.07.02 Monitoring of hazardous substances

Disposal Class ID 07.07.02
Disposal Class Title Monitoring of hazardous substances
Description Records documenting environmental monitoring of hazardous substances listed in relevant OH&S legislation. Includes Safety Data Sheets (SDS)/Material Safety Data Sheets (MSDS) prepared by the manufacturers of chemicals which describe the properties and uses of the substance. Includes dangerous goods, hazardous substances, drugs, poisons and controlled substances and also medicines, agricultural and veterinary chemicals.
Authority PROS 24/03 - 2.2 - Short-term Records
Examples of Records
Retain Permanently No
Disposal Action Destroy
Years 7
Months 0
Condition after
Disposal Trigger last action completed
07.08.01 Health and safety awareness programs

Disposal Class ID 07.08.01
Disposal Class Title Health and safety awareness programs
Description Records documenting the promotion of safe work practices in the workplace. Includes the development and distribution of notices, instructions, posters and other promotional material. Records documenting activities associated with improving the overall health and wellbeing of a workforce. Includes massage programs, yoga classes, etc.
Authority PROS 24/03 - 2.2 - Short-term Records
Examples of Records
Retain Permanently No
Disposal Action Destroy
Years 5
Months 0
Condition after
Disposal Trigger last action completed
07.09.01 Incidents resulting in death

Disposal Class ID 07.09.01
Disposal Class Title Incidents resulting in death
Description Accident/incident reports and supporting documentation for incidents where death of an employee or contractor has occurred as the result of an injury in the workplace or while travelling for employment purposes; or where the death of a visitor has occurred as the result of an incident on university premises. Includes accident registers.
Authority PROS 24/03 - 2.1 - Medium-term Records
Examples of Records - Accident registers - Witness statements, reports - Prior safety or OH&S concerns
Retain Permanently Yes
Disposal Action Destroy
Years 30
Months 0
Condition after
Disposal Trigger last action completed
07.09.02 Incidents resulting in serious injury

Disposal Class ID 07.09.02
Disposal Class Title Incidents resulting in serious injury
Description Accident/incident reports and supporting documentation for dangerous occurrences and incidents where serious personal injury (as defined by Accident Compensation and OH&S legislation) and incapacity of an employee or contractor has occurred as a result of an incident within the university, or while travelling for university purposes, or has occurred to a visitor as the result of an incident on the agencys premises. Includes accident registers.
Authority PROS 24/03 - 2.1 - Medium-term Records
Examples of Records - Accident registers - Witness statements, reports - Prior safety or OH&S concerns
Retain Permanently No
Disposal Action Destroy
Years 30
Months 0
Condition after
Disposal Trigger last action completed
07.09.03 Less serious incidents

Disposal Class ID 07.09.03
Disposal Class Title Less serious incidents
Description Accident/incident reports and supporting documentation for incidents, which did not result in a serious injury (as defined by Accident Compensation and OH&S legislation) to an employee or contractor as the result of an incident within the workplace or while travelling for the purposes of employment, or to a visitor on the Universitys premises.
Authority PROS 24/03 - 2.2 - Short-term Records
Examples of Records - Accident registers - Witness statements, reports - Prior safety or OH&S concerns
Retain Permanently No
Disposal Action Destroy
Years 7
Months 0
Condition after
Disposal Trigger last action completed
07.09.04 Incidents not resulting in claims

Disposal Class ID 07.09.04
Disposal Class Title Incidents not resulting in claims
Description Records relating to incidents involving employees or contractors (or Victorian Government workers) not resulting in Workers Compensation claims
Authority PROS 24/03 - 2.2 - Short-term Records
Examples of Records - Accident registers - Witness statements, reports - Prior safety or OH&S concerns
Retain Permanently No
Disposal Action Destroy
Years 7
Months 0
Condition after
Disposal Trigger last action completed
07.09.05 First-aid registers

Disposal Class ID 07.09.05
Disposal Class Title First-aid registers
Description First-aid registers of injuries and treatment.
Authority PROS 24/03 - 2.2 - Short-term Records
Examples of Records - Registers documenting injuries and their related outcome or treatments
Retain Permanently No
Disposal Action Destroy
Years 7
Months 0
Condition after
Disposal Trigger last action completed
07.10.01 Work Cover Victoria Inspections

Disposal Class ID 07.10.01
Disposal Class Title Work Cover Victoria Inspections
Description Records documenting workplace inspections by external regulators, including WorkSafe Victoria. Includes those following an accident or incident, routine regulatory audit programs, and those focused on management of hazardous substances, high risk elements of workplace safety, and/or which arise in connections with a safety dispute.
Authority PROS 24/03 - 2.1 - Medium-term Records
Examples of Records - OH&S inspection records - Records related to an incident that prompted the investigation
Retain Permanently Yes
Disposal Action Destroy
Years 30
Months 0
Condition after
Disposal Trigger last action completed
07.10.02 Routine OH&S inspections

Disposal Class ID 07.10.02
Disposal Class Title Routine OH&S inspections
Description Records documenting internal OH&S inspections that are not carried out by an external regulator (WorkSafe Victoria).
Authority PROS 24/03 - 2.2 - Short-term Records
Examples of Records - Dates and times of inspection - Outcomes or notes from inspection - Records relating to an event that may have prompted the inspection
Retain Permanently No
Disposal Action Destroy
Years 7
Months 0
Condition after
Disposal Trigger last action completed
07.11.01 Occupational Health & Safety (OH&S) plans

Disposal Class ID 07.11.01
Disposal Class Title Occupational Health & Safety (OH&S) plans
Description Final versions of university-wide OH&S plans. Includes records that document substantial input or decisions made regarding the plans and those that document the implementation of the plans. Includes records documenting the review and monitoring of the plan. Includes emergency planning.
Authority PROS 24/03 - 2.1 - Medium-term Records
Examples of Records - Final version of plans - Substantial decisions made towards the development of the plan, including registers of who was involved - Review and ongoing maintenance or monitoring of the plan - Records surround phasing-out or replacement of plan
Retain Permanently No
Disposal Action Destroy
Years 30
Months 0
Condition after
Disposal Trigger last action completed
07.12.01 Appointment of Occupational Health & Safety (OH&S) officers

Disposal Class ID 07.12.01
Disposal Class Title Appointment of Occupational Health & Safety (OH&S) officers
Description Records documenting the appointment of first aid officers, fire wardens and safety officers etc.
Authority PROS 24/03 - 2.2 - Short-term Records
Examples of Records - Includes records from nominations, committees to appoint, volunteers for positions - Emails sent out requesting appointment to positions - Selection criteria - Final outcomes & appointments
Retain Permanently No
Disposal Action Destroy
Years 7
Months 0
Condition after
Disposal Trigger last action completed
07.13.01 Occupational Health & Safety (OH&S) risk management - monitoring required

Disposal Class ID 07.13.01
Disposal Class Title Occupational Health & Safety (OH&S) risk management - monitoring required
Description Records documenting the risk management of all OH&S hazards, including hazardous substances detailed in OH&S regulations, where risk assessments indicate a risk to the employees and where health surveillance and/or monitoring of employees is necessary.
Authority PROS 24/03 - 2.1 - Medium-term Records
Examples of Records - Ongoing risk registers - Supervision notes of staff working in high-risk areas, with hazardous substances etc. - Employee health complaints, related or unrelated to hazards
Retain Permanently No
Disposal Action Destroy
Years 30
Months 0
Condition after
Disposal Trigger last action completed
07.13.02 Occupational Health & Safety (OH&S) risk management - no monitoring required

Disposal Class ID 07.13.02
Disposal Class Title Occupational Health & Safety (OH&S) risk management - no monitoring required
Description Records documenting the risk management of OH&S hazards where risk assessments indicate no risk to the employees and where no health surveillance and/or monitoring is required.
Authority PROS 24/03 - 2.1 - Medium-term Records
Examples of Records - Decision to not monitor hazards - Process or standard this was based upon - Ongoing assessment, documentation of hazard
Retain Permanently No
Disposal Action Destroy
Years 30
Months 0
Condition after
Disposal Trigger last action completed
08.01.01 Management of consultants, contractors, and honorary positions

Disposal Class ID 08.01.01
Disposal Class Title Management of consultants, contractors, and honorary positions
Description Records associated with the engagement and use of consultants or contractors and honorary or adjunct appointments. Includes personal details and agreed undertakings relating to conditions of engagement and details of work performed. Includes Independent Contractor Agreements (ICA), Honorary Fellows, Visiting Professors, Professors Emeritus and University visitors.Includes Working with Children Checks (WWCC).
Authority PROS 07/01 3.1.1 & PROS 07/01 3.2.1
Examples of Records - Certificates, references, qualifications - Copies of insurance - Renewals or dismissals - Profiles of consultants, contractors and honorary positions
Retain Permanently No
Disposal Action Destroy
Years 7
Months 0
Condition after
Disposal Trigger contract expiration or other termination
08.02.01 Counselling records

Disposal Class ID 08.02.01
Disposal Class Title Counselling records
Description Records documenting the provision of counselling or professional coaching to staff. Includes employee assistance programs, mentoring, and trauma counselling. This class does not include the patient/case management records held by an external provider where staff access external wellbeing and/or counselling services.
Authority PROS 24/03 - 2.2/4.1
Examples of Records - Appointments and bookings - Persons involved - Notes or minutes from sessions - Records documenting outcomes
Retain Permanently No
Disposal Action Destroy
Years 7
Months 0
Condition after
Disposal Trigger last action completed
08.03.01 Enterprise agreements

Disposal Class ID 08.03.01
Disposal Class Title Enterprise agreements
Description Records documenting the process where employees negotiate increased pay or other benefits with their employers in exchange for the implementation of working arrangements that improve the performance of the agency. Includes the activities associated with enterprise bargaining and with establishing and implementing a workplace agreement. For workplace agreements relating to individuals, use HUMAN RESOURCES WORKPLACE AGREEMENTS. Records relating to workplace agreements applying to the University which are of a precedent-setting nature or which affect a majority of University employees.
Authority PROS 24/03 - 3.1 - Records of Continuing Value
Examples of Records
Retain Permanently Yes
Disposal Action Transfer to local archive
Years 0
Months 0
Condition after
Disposal Trigger last action completed
08.04.01 Benchmarking

Disposal Class ID 08.04.01
Disposal Class Title Benchmarking
Description Records documenting the evaluation of existing and potential programs and services supporting the human resources function. See also GOVERNANCE BENCHMARKING.
Authority PROS 24/03 - 4.1 - Short-term Records
Examples of Records - HR benchmarking standards - Evaluation of new programs - Outcomes of benchmark tests or projects
Retain Permanently No
Disposal Action Destroy
Years 7
Months 0
Condition after
Disposal Trigger last action completed
08.05.01 Grievances resulting in separation

Disposal Class ID 08.05.01
Disposal Class Title Grievances resulting in separation
Description Records documenting grievances that result in separation from the University.
Authority PROS 24/03 - 1.3 - Medium-term Records
Examples of Records - Formal or informal grievances - Mediation documents, notes - Records presented to a review panel
Retain Permanently Yes
Disposal Action Destroy
Years 15
Months 0
Condition after
Disposal Trigger last action completed
08.05.02 Grievances not resulting in separation

Disposal Class ID 08.05.02
Disposal Class Title Grievances not resulting in separation
Description Records documenting grievances that do not result in separation from the University.
Authority PROS 24/03 -1.4 - Short-term Records
Examples of Records - Formal or informal grievances - Mediation documents, notes - Records presented to a review panel
Retain Permanently No
Disposal Action Destroy
Years 7
Months 0
Condition after
Disposal Trigger last action completed
08.06.01 Advice (significant matters)

Disposal Class ID 08.06.01
Disposal Class Title Advice (significant matters)
Description Records relating to detailed advice concerning significant industrial relations matters concerning the University, including precedent cases.
Authority PROS 24/03 - 3.1 - Records of Continuing Value
Examples of Records - Precedent cases - Advice concerning multiple staff across departments or areas - Industry-wide matters
Retain Permanently Yes
Disposal Action Transfer to local archive
Years 0
Months 0
Condition after
Disposal Trigger administrative or reference use ceases
08.06.02 Advice (routine matters)

Disposal Class ID 08.06.02
Disposal Class Title Advice (routine matters)
Description Records relating to advice concerning routine industrial relations matters.
Authority PROS 24/03 - 3.2 - Short-term Records
Examples of Records - Advice specific to individual matters - Regular or well-established issues or matters - Healthy precedent or well-established procedures
Retain Permanently No
Disposal Action Destroy
Years 10
Months 0
Condition after
Disposal Trigger last action completed
08.06.03 Appeals to arbitration

Disposal Class ID 08.06.03
Disposal Class Title Appeals to arbitration
Description Records documenting appeals made to the central arbitration or determining body (e.g. Australia Industrial Relations Commission (AIRC)) against a decision or an order where the University is a major participant in negotiations.
Authority PROS 24/03 - 3.1 - Records of Continuing Value
Examples of Records - Decision making processes - Staff or persons involved - Content and outcome of appeals
Retain Permanently Yes
Disposal Action Transfer to local archive
Years 0
Months 0
Condition after
Disposal Trigger last action completed
08.06.04 Disputes (precedent setting)

Disposal Class ID 08.06.04
Disposal Class Title Disputes (precedent setting)
Description Records relating to workplace disputes of a landmark or precedentsetting nature or which affect the entire university.
Authority PROS 24/03 - 3.1 - Records of Continuing Value
Examples of Records - Evidence and background of dispute - Documents supporting precedent-setting nature of dispute - Advice for future actions - Outcomes and final actions
Retain Permanently Yes
Disposal Action Transfer to local archive
Years 0
Months 0
Condition after
Disposal Trigger last action completed
08.06.05 Disputes (less significant)

Disposal Class ID 08.06.05
Disposal Class Title Disputes (less significant)
Description Records relating to workplace disputes that are not of a landmark or precedent-setting nature and which do not affect the entire University.
Authority PROS 24/03 - 3.2 - Short-term Records
Examples of Records - Routine disputes - Well-established outcomes or dispute processes - Persons involved - Final outcomes
Retain Permanently No
Disposal Action Destroy
Years 10
Months 0
Condition after
Disposal Trigger last action completed
08.06.06 Industrial action - significant

Disposal Class ID 08.06.06
Disposal Class Title Industrial action - significant
Description Records documenting the management of industrial action of a significant nature, e.g. involving large numbers of University staff, where the action has a major effect on the provision of services to the university community or it has state wide implications.
Authority PROS 24/03 - 3.1 - Records of Continuing Value
Examples of Records - Lock-outs, strikes, stoppages or work-bans etc. - Action affecting entire HE sector - Effects of stoppages, documented evidence of impact - Outcomes
Retain Permanently Yes
Disposal Action Transfer to local archive
Years 0
Months 0
Condition after
Disposal Trigger last action completed
08.06.07 Industrial action - minor

Disposal Class ID 08.06.07
Disposal Class Title Industrial action - minor
Description Records documenting the management of industrial action of a minor nature e.g. involving few staff, with no major effect on the provision of services to the university community or confined to a localised area of the University.
Authority PROS 24/03 - 3.2 - Short-term Records
Examples of Records - Background and outcomes - Documented evidence of impact
Retain Permanently No
Disposal Action Destroy
Years 10
Months 0
Condition after
Disposal Trigger last action completed
08.06.08 Bargaining not resulting in agreement

Disposal Class ID 08.06.08
Disposal Class Title Bargaining not resulting in agreement
Description Records relating to situations where enterprise bargaining has not resulted in a workplace agreement.
Authority PROS 24/03 - 3.2 - Short-term Records
Examples of Records - Correspondence, meeting minutes - Points of contention - Reasons for failure of bargaining
Retain Permanently No
Disposal Action Destroy
Years 10
Months 0
Condition after
Disposal Trigger last action completed
08.06.09 Workplace agreements

Disposal Class ID 08.06.09
Disposal Class Title Workplace agreements
Description Records documenting enterprise agreements/contracts made with individual employees or at a workgroup level. Includes the agreement and records of negotiations. The process where employees negotiate increased pay or other benefits with their employers in exchange for the implementation of working arrangements that improve the performance of the agency. (Workplace Agreements for cases where Deakin is not the primary negotiating employer should be retained for 10 years after separation).
Authority PROS 24/03 - 1.2/3.1/3.2
Examples of Records
Retain Permanently No
Disposal Action Destroy
Years 100
Months 0
Condition after
Disposal Trigger date of birth
08.06.10 Workload allocation models

Disposal Class ID 08.06.10
Disposal Class Title Workload allocation models
Description Records documenting the allocation of academic workloads to staff.
Authority PROS 24/03 - 1.4 - Short-term Records
Examples of Records - Workload & staff lists - Related budgeting, expenses & hours
Retain Permanently No
Disposal Action Destroy
Years 7
Months 0
Condition after
Disposal Trigger Date closed
08.07.01 Rehabilitation

Disposal Class ID 08.07.01
Disposal Class Title Rehabilitation
Description Records documenting the rehabilitation of workers to full employment, which are not related to a compensation case. Includes return to work plans. For records relating to workers compensation cases, use HEALTH & SAFETY COMPENSATION.
Authority PROS 24/03 - 2.1 - Medium-term Records
Examples of Records - Return to work plans - Transition or handover plans
Retain Permanently No
Disposal Action Destroy
Years 30
Months 0
Condition after
Disposal Trigger last action completed
08.08.01 Consolidated leave history

Disposal Class ID 08.08.01
Disposal Class Title Consolidated leave history
Description 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).
Authority PROS 24/03 - 1.3 - Medium-term Records
Examples of Records - Leave requests - Approvals & notes supporting leave
Retain Permanently No
Disposal Action Destroy
Years 15
Months 0
Condition after
Disposal Trigger date of event
08.08.02 Records supporting the taking of leave

Disposal Class ID 08.08.02
Disposal Class Title Records supporting the taking of leave
Description Records supporting the taking of leave (e.g. sick leave certificates, applications and approval of leave, etc.). Includes attendance records.
Authority PROS 24/03 - 1.4 - Short-term Records
Examples of Records - Doctors, Medical certificates - Records supporting applications for carers, infectious diseases leave etc.
Retain Permanently No
Disposal Action Destroy
Years 7
Months 0
Condition after
Disposal Trigger last action completed
08.09.01 Misconduct

Disposal Class ID 08.09.01
Disposal Class Title Misconduct
Description Records documenting investigations by either the University or an external body where misconduct by a university representative is proven and which results in dismissal. Includes both records of the investigations and their outcomes. Until definitely unproven, all records relating to misconduct fall under this class. Includes instances of misconduct not resulting in dismissal.
Authority PROS 24/03 - 1.3 - Medium-term Records
Examples of Records - Appeals - Formal inquiries - Investigations
Retain Permanently No
Disposal Action Destroy
Years 15
Months 0
Condition after
Disposal Trigger last action completed
08.09.02 Misconduct unproven

Disposal Class ID 08.09.02
Disposal Class Title Misconduct unproven
Description Records documenting allegations of misconduct where no misconduct is proven (e.g. where allegations are proved to be frivolous or vexatious).
Authority PROS 24/03 - 1.5 - Faciliative Records
Examples of Records - Appeals - Formal inquiries - Investigations - Outcomes - Details of frivolous or vexatious complaints
Retain Permanently No
Disposal Action Destroy
Years 2
Months 0
Condition after
Disposal Trigger last action completed
08.10.01 Performance management schemes

Disposal Class ID 08.10.01
Disposal Class Title Performance management schemes
Description Records documenting the development and management of University performance management schemes.
Authority PROS 24/03 - 1.4 - Short-term Records
Examples of Records
Retain Permanently No
Disposal Action Destroy
Years 7
Months 0
Condition after
Disposal Trigger last action completed
08.10.02 Performance agreements

Disposal Class ID 08.10.02
Disposal Class Title Performance agreements
Description Performance agreements with individual employees. Includes final version of agreement, notes from meetings with employees and assessment and review reports.
Authority PROS 24/03 - 1.4 - Short-term Records
Examples of Records - Meeting minutes, notes - Feedback - Review reports
Retain Permanently No
Disposal Action Destroy
Years 7
Months 0
Condition after
Disposal Trigger last action completed
08.11.01 Position descriptions

Disposal Class ID 08.11.01
Disposal Class Title Position descriptions
Description Records documenting the creation, variation, abolition, transfer or reclassification of positions and assigned duties. Includes appeals against promotion/classification decisions.
Authority PROS 24/03 - 1.4 - Short-term Records
Examples of Records - Meeting minutes, notes - Rationale behind decisions - Feedback received - Consultation period documentation
Retain Permanently No
Disposal Action Destroy
Years 7
Months 0
Condition after
Disposal Trigger last action completed
08.11.02 Position descriptions - applications to vary not proceeded with

Disposal Class ID 08.11.02
Disposal Class Title Position descriptions - applications to vary not proceeded with
Description Applications to establish and/or vary positions and assigned duties not proceeded with. Includes appeals against promotion/classification decisions.
Authority PROS 24/03 - 1.5 - Faciliative Records
Examples of Records - Meeting minutes, notes - Rationale behind decisions - Feedback received - Consultation period documentation - Appeals
Retain Permanently No
Disposal Action Destroy
Years 2
Months 0
Condition after
Disposal Trigger last action completed
08.12.01 Recruitment process and outcomes

Disposal Class ID 08.12.01
Disposal Class Title Recruitment process and outcomes
Description Records documenting the recruitment process including recruitment campaigns (e.g. graduate employment schemes). Includes records documenting candidate identification and selection. Includes make-up of interview panels and the interview and referee questions.
Authority PROS 24/03 - 1.5 - Faciliative Records
Examples of Records - Recruitment campaigns, marketing - Candidate selection decisions and information - Interview documentation - Successful and unsuccessful candidate documentation
Retain Permanently No
Disposal Action Destroy
Years 2
Months 0
Condition after
Disposal Trigger last action completed
08.12.02 Security checks

Disposal Class ID 08.12.02
Disposal Class Title Security checks
Description Records documenting security checks (vetting) carried out as part of pre-engagement, pre-employment and pre-appointment checks, or periodic reviews. Includes police checks and the Working with Children Check (WWCC). Copies of police checks are to be retained for no more than 3 months.
Authority PROS 24/03 - 1.3/1.5/1.7
Examples of Records - Copies of security checks - Invoices, receipts - Relevant communication with either candidates or third-party organisations conducting checks
Retain Permanently No
Disposal Action Destroy
Years 0
Months 6
Condition after
Disposal Trigger last action completed
08.13.01 Salaries

Disposal Class ID 08.13.01
Disposal Class Title Salaries
Description Records documenting employee salaries. Includes taxation declaration records, group certificates, payroll deduction authorities, records relating to recovery of overpayments and employee pay history records. - Summary information about each employee should include: - rates of annual salary (class 1.1 - Permanent) - detailed salary records that do not form part of the summary or employees' salaries and weekly/fortnightly pay history may form part of the consolidated 'personnel file' (1.2 - Destroy 100 years after date of birth) - employees' salaries and weekly/fortnightly pay history. Includes taxation declaration records, group certificates, payroll deduction authorities, and records relating to the recovery of overpayments (1.4 - 7 years after action completed)
Authority PROS 24/03 - 1.1/1.2/1.4
Examples of Records
Retain Permanently No
Disposal Action Destroy
Years 100
Months 0
Condition after
Disposal Trigger Date closed
08.13.02 Allowances

Disposal Class ID 08.13.02
Disposal Class Title Allowances
Description Records documenting the payment of allowances to employees. Includes overtime, first aid, clothing and travelling allowances.
Authority PROS 24/03 - 1.4 - Short-term Records
Examples of Records - Invoices, receipts related to employee allowances
Retain Permanently No
Disposal Action Destroy
Years 7
Months 0
Condition after
Disposal Trigger last action completed
08.14.01 Staff training course materials

Disposal Class ID 08.14.01
Disposal Class Title Staff training course materials
Description Training material for courses run internally by the University (e.g. induction courses, graduate training and training of volunteers). Includes programs, lecture notes, hand-outs and films and videos. Includes records documenting the development of training courses.
Authority PROS 16/07 - 1.1
Examples of Records - Professional development programs - Mentoring programs - Mandatory training
Retain Permanently No
Disposal Action Destroy
Years 2
Months 0
Condition after
Disposal Trigger date superseded
08.14.02 Administrative arrangements for training courses (internal)

Disposal Class ID 08.14.02
Disposal Class Title Administrative arrangements for training courses (internal)
Description Records detailing administrative arrangements supporting the conduct of training courses run internally by the university. Includes processing instructions, venue bookings, hire of equipment, catering.
Authority PROS 24/03 - 4.2 - Facilitative Records
Examples of Records
Retain Permanently No
Disposal Action Destroy
Years 0
Months 0
Condition after
Disposal Trigger last action completed
08.14.03 Staff development plans

Disposal Class ID 08.14.03
Disposal Class Title Staff development plans
Description Records documenting the development and implementation of both university-wide and business unit level staff development plans. Includes training plans. Includes individual staff development plans/Deakin Achieve plans.
Authority PROS 24/03 - 4.1 - Short-term Records
Examples of Records - DeakinAchieve plans
Retain Permanently No
Disposal Action Destroy
Years 7
Months 0
Condition after
Disposal Trigger date of event
08.15.01 Summary employment details

Disposal Class ID 08.15.01
Disposal Class Title Summary employment details
Description Summary record documenting the employment details of all employees of the university. Details include name of employee, date of birth, dates of appointment and resignation, work history details; position titles and dates held; location of employment; rates of salary and allowances; summary superannuation record; summary leave record; summary discipline record.
Authority PROS 24/03 - 1.1 - Records of Continuing Value
Examples of Records
Retain Permanently Yes
Disposal Action Transfer to local archive
Years 0
Months 0
Condition after
Disposal Trigger last action completed
08.15.02 Consolidated employment history

Disposal Class ID 08.15.02
Disposal Class Title Consolidated employment history
Description Records documenting the consolidated employment history of all ongoing and non-going employees from initial appointment to subsequent promotions; higher duties undertaken; and details of separation from the university.
Authority PROS 24/03 - 1.2 - Long-Term Records
Examples of Records - Declarations of interest - Summary records of leave - Legal advice pertaining to employment - Payment history records - Professional development records - Retirement and other separation records
Retain Permanently No
Disposal Action Destroy
Years 100
Months 0
Condition after
Disposal Trigger date of birth
08.15.03 Consolidated employment history - staff exposed to hazard

Disposal Class ID 08.15.03
Disposal Class Title Consolidated employment history - staff exposed to hazard
Description Records documenting the consolidated employment history of all ongoing and non-ongoing staff who have had exposure to hazardous substances, including asbestos, or who were located at places identified as containing hazardous substances. The consolidated history includes initial appointment to subsequent promotions and details of higher duties undertaken. Includes executives. NOTE: If no summary record exists, these records are to be retained. For records relating to disciplinary action, use HUMAN RESOURCES MISCONDUCT. For records relating to leave, use HUMAN RESOURCES LEAVE.
Authority PROS 24/03 - 1.2 - Long-Term Records
Examples of Records - Declarations of interest - Summary records of leave - Legal advice pertaining to employment - Payment history records - Professional development records - Retirement and other separation records
Retain Permanently No
Disposal Action Destroy
Years 100
Months 0
Condition after
Disposal Trigger Date closed
08.15.04 Employment history - staff exposed to hazard

Disposal Class ID 08.15.04
Disposal Class Title Employment history - staff exposed to hazard
Description Records which are not part of a consolidated employment history and document personnel (including employees, volunteers etc.) who have had exposure to hazardous substances, including asbestos, or who were located at places identified as containing hazardous substances.
Authority PROS 24/03 - 1.2 - Long-Term Records
Examples of Records - Records pertaining to exposure, e.g. dates and locations worked - Records detailing claims, care given, responses etc.
Retain Permanently No
Disposal Action Destroy
Years 100
Months 0
Condition after
Disposal Trigger Date closed
08.15.05 Expunging of personal information

Disposal Class ID 08.15.05
Disposal Class Title Expunging of personal information
Description Records relating to cases where a request has been made under Section 39 of the FOI Act 1982 for the expunging of personal information from an individual's consolidated employment record. Note: separate application must be made to PROV for expunging of personal information not related to the consolidated employment record, or records classified as Permanent.
Authority PROS 24/03 - 1.9 - Expungement of personal information
Examples of Records - Applications - Communications - Outcomes of requests
Retain Permanently No
Disposal Action Destroy
Years 0
Months 0
Condition after
Disposal Trigger Date closed
08.16.01 Travel arrangements

Disposal Class ID 08.16.01
Disposal Class Title Travel arrangements
Description Records documenting arrangements for an employee to undertake a journey or trip for work related reasons. Includes arrangements for obtaining official passports and visas.
Authority PROS 24/03 - 1.5 - Faciliative Records
Examples of Records - Procedures for obtaining documents e.g. passports - Transport or accomodation booking confirmations
Retain Permanently No
Disposal Action Destroy
Years 2
Months 0
Condition after
Disposal Trigger last action completed
08.17.01 Volunteers and work experience placement engagement

Disposal Class ID 08.17.01
Disposal Class Title Volunteers and work experience placement engagement
Description Records documenting the engagement of volunteers and students undertaking work experience placements. Includes personal details and agreed undertakings relating to conditions of engagement and details of work performed. (If volunteers are exposed to hazardous materials, their records must be retained for 30 years under PROS 24/03 -5.2)
Authority PROS 24/03 - 5.1 - Short-term records
Examples of Records - Communications with placement organisers - Placement plans or schedules - Any subsequent documentation e.g. rating or feedback forms
Retain Permanently No
Disposal Action Destroy
Years 10
Months 0
Condition after
Disposal Trigger last action completed
09.01.01 Requests for access to or correction of personal information

Disposal Class ID 09.01.01
Disposal Class Title Requests for access to or correction of personal information
Description Records associated with requests made in relation to access to or correction of personal information held by the University.
Authority PROS 07/01 9.9.3
Examples of Records - Initial and subsequent communications - Outcomes - Legal advice, as necessary
Retain Permanently No
Disposal Action Destroy
Years 0
Months 0
Condition after
Disposal Trigger last action completed
09.01.02 Disputed access to information

Disposal Class ID 09.01.02
Disposal Class Title Disputed access to information
Description Records documenting disputed access to information in the University's business and information systems that does not involve the application of legislation such as FOI, privacy or records legislation or legislation specific to the University.
Authority melb uni has this as a "university business requirement"
Examples of Records - Complaints - Communications, reasoning - Outcomes
Retain Permanently Yes
Disposal Action
Years 0
Months 0
Condition after
Disposal Trigger last action completed
09.01.03 Unsdisputed access to information

Disposal Class ID 09.01.03
Disposal Class Title Unsdisputed access to information
Description Records documenting access to information in University business and information systems that does not involve the application of legislation specific to the University.
Authority melb uni has this as a "university business requirement"
Examples of Records - Complaints - Communications, reasoning - Outcomes
Retain Permanently No
Disposal Action Destroy
Years 15
Months 0
Condition after
Disposal Trigger last action completed
09.02.01 Recordkeeping compliance audits

Disposal Class ID 09.02.01
Disposal Class Title Recordkeeping compliance audits
Description Records associated with audits carried out to check compliance with recordkeeping policies, procedures and systems; and to investigate any breaches. For records relating to financial audits see FINANCIAL MANAGEMENT Audit.
Authority PROS 07/01 9.2.1
Examples of Records - Audit trails - System logs, e.g. TRIM access history - Summary of persons or documents involved
Retain Permanently No
Disposal Action Destroy
Years 7
Months 0
Condition after
Disposal Trigger last action completed
09.03.01 Recordkeeping systems - master control records

Disposal Class ID 09.03.01
Disposal Class Title Recordkeeping systems - master control records
Description Master control records for university recordkeeping systems: includes registers, indexes, configuration manuals and records management systems. See also TECHNOLOGY AND APPLICATIONS CONTROL.
Authority PROS 07/01 9.4.1
Examples of Records - Shared login details - System support portals or contacts
Retain Permanently Yes
Disposal Action Transfer to local archive
Years 0
Months 0
Condition after
Disposal Trigger last action completed
09.03.02 Records management tools

Disposal Class ID 09.03.02
Disposal Class Title Records management tools
Description Master copy of file classification systems or the Universitys business classification schemes. Includes records management procedures such as document titling protocols.
Authority PROS 07/01 9.4.2
Examples of Records
Retain Permanently Yes
Disposal Action Transfer to local archive
Years 0
Months 0
Condition after
Disposal Trigger Last action completed
09.03.03 Records disposal and transfer

Disposal Class ID 09.03.03
Disposal Class Title Records disposal and transfer
Description Information, documents and records relating to activities involved in the destruction or transfer of records to IRS, and the program of activities to facilitate the orderly transfer of semi-active and inactive records from current office space into storage. Includes interactions with the Public Record Office Victoria (PROV). Consignment Lists Notification of Destruction to PROV Forms
Authority PROS 07/01 9.6.6
Examples of Records - Communication and advice - Bin listing sheets - Archibus disposal request documentation
Retain Permanently No
Disposal Action Destroy
Years 5
Months 0
Condition after
Disposal Trigger last action completed
09.03.04 Records storage

Disposal Class ID 09.03.04
Disposal Class Title Records storage
Description Information, documents and records associated with the on-site and off-site storage of the Universitys records.
Authority PROS 07/01 9.11.2
Examples of Records - Record and shelf location information (maps etc.) - Shelf label data - Storage arrangements - Records documenting retrieval of documents
Retain Permanently No
Disposal Action Destroy
Years 7
Months 0
Condition after
Disposal Trigger last action completed
09.04.01 Freedom of Information (FOI) requests resulting in procedural change

Disposal Class ID 09.04.01
Disposal Class Title Freedom of Information (FOI) requests resulting in procedural change
Description Records documenting FOI requests that set a precedent in how to handle FOI requests. Also includes FOI requests, which lead to a change in how the University operates (e.g. changes to university policy or processes).
Authority PROS 07/01 9.7.1
Examples of Records - FOI Register - Requests granted/refused
Retain Permanently Yes
Disposal Action Transfer to local archive
Years 0
Months 0
Condition after
Disposal Trigger last action completed
09.04.02 Freedom of Information (FOI) requests

Disposal Class ID 09.04.02
Disposal Class Title Freedom of Information (FOI) requests
Description Records documenting FOI requests that require a detailed response from the university. Includes records for requests that are retrieved, withdrawn, or not proceeded with.
Authority PROS 07/01 9.7.2 & PROS 07/01 9.7.3
Examples of Records - FOI Register - Requests granted/refused
Retain Permanently No
Disposal Action Destroy
Years 5
Months 0
Condition after
Disposal Trigger last action completed
09.05.01 Intellectual property management

Disposal Class ID 09.05.01
Disposal Class Title Intellectual property management
Description Records documenting the establishment and management of intellectual property either held or administered by the University. Includes records documenting the unsuccessful establishment of intellectual property.
Authority PROS 07/01 10.3.1 & PROS 07/01 10.3.2
Examples of Records - Copyright information - Infringements or breaches of copyright or intellectual property - Permission forms for images
Retain Permanently No
Disposal Action Destroy
Years 7
Months 0
Condition after
Disposal Trigger contract expiration or other termination
09.05.02 Copyright requests

Disposal Class ID 09.05.02
Disposal Class Title Copyright requests
Description Requests from the public and other agencies for permission to reproduce either published or unpublished material in which the university retains copyright. Includes applications made by the University to reproduce published material held under copyright by another agency, organisation or individual.
Authority PROS 07/01 15.3.1 & PROS 07/01 15.3.2
Examples of Records - Requests or applications to reproduce copyrighted information or material
Retain Permanently No
Disposal Action Destroy
Years 7
Months 0
Condition after
Disposal Trigger last action completed
09.06.01 Privacy breaches, complaints, and requests for access

Disposal Class ID 09.06.01
Disposal Class Title Privacy breaches, complaints, and requests for access
Description The records associated with complaints made concerning breaches of the Information Privacy Act 2000. Includes records resolved both by the University and those referred to the Office of the Victorian Privacy Commissioner.
Authority PROS 07/01 9.9.1 & PROS 07/01 9.9.2
Examples of Records - Complaints - Requests for access - Communication of inappropriate collection, use or disclosure of personal information - Privacy matters referred to VCAT
Retain Permanently No
Disposal Action Destroy
Years 15
Months 0
Condition after
Disposal Trigger last action completed
09.07.01 University publications

Disposal Class ID 09.07.01
Disposal Class Title University publications
Description One copy each of the University'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.
Authority PROS 07/01 15.2.1
Examples of Records - Journals - Newsletters - Course guides - Pamphlets
Retain Permanently Yes
Disposal Action Transfer to local archive
Years 0
Months 0
Condition after
Disposal Trigger last action completed
09.07.02 Commissioned photographs

Disposal Class ID 09.07.02
Disposal Class Title Commissioned photographs
Description Master set of commissioned photographs and moving images on University activities.
Authority PROS 07/01 15.1.1
Examples of Records - Open Day photographs - Official commissioned event photography, videography
Retain Permanently Yes
Disposal Action Transfer to local archive
Years 0
Months 0
Condition after
Disposal Trigger last action completed
09.07.03 Production preparation

Disposal Class ID 09.07.03
Disposal Class Title Production preparation
Description Records documenting the production process including design, layout, printing, binding, corporate style guide, etc.
Authority PROS 07/01 15.7.1
Examples of Records - Background information - Decision making process - Costs e.g. printing
Retain Permanently No
Disposal Action Destroy
Years 3
Months 0
Condition after
Disposal Trigger last action completed
09.07.04 Changes to website content

Disposal Class ID 09.07.04
Disposal Class Title Changes to website content
Description Records documenting changes to content on a University website. Includes records of the approval process.
Authority PROS 07/01 15.7.2
Examples of Records - Before/after records of changes - FInal approval - Post-launch feedback
Retain Permanently No
Disposal Action Destroy
Years 0
Months 0
Condition after
Disposal Trigger last action completed
09.08.01 Records management system security planning and classification data

Disposal Class ID 09.08.01
Disposal Class Title Records management system security planning and classification data
Description Records relating to the physical security arrangements for records management systems. Records associated with establishing and assigning security levels and caveats within records management systems.
Authority PROS 07/01 9.10.1 & PROS 07/01 9.10.2
Examples of Records - Access levels - Account creation - Members of access groups
Retain Permanently No
Disposal Action Destroy
Years 5
Months 0
Condition after
Disposal Trigger last action completed
10.01.01 Advice (major)

Disposal Class ID 10.01.01
Disposal Class Title Advice (major)
Description Records documenting requests for and legal advice received from an internal or external legal service provider relating to: matters of major public interest or controversy, new or amended University legislation, or University-wide industrial issues.
Authority PROS 07/01 10.1.1
Examples of Records Legal advice following, for example: - Major personal data leaks - Controversial news stories - Major industrial action
Retain Permanently Yes
Disposal Action Transfer to local archive
Years 0
Months 0
Condition after
Disposal Trigger last action completed
10.01.02 Advice (minor)

Disposal Class ID 10.01.02
Disposal Class Title Advice (minor)
Description Records documenting requests for and legal advice received from an internal or external legal provider that relate to matters of minor public interest or controversy and do not relate to new or amended university legislation.
Authority PROS 07/01 10.1.2
Examples of Records Legal advice following, for example: - News stories relating to a confined area of the university - Controversial developments pertaining to a single office or faculty
Retain Permanently No
Disposal Action Destroy
Years 15
Months 0
Condition after
Disposal Trigger last action completed
10.02.01 Summary record of contracts and agreements

Disposal Class ID 10.02.01
Disposal Class Title Summary record of contracts and agreements
Description Summary records for all contracts and agreements managed by the university. Includes contract registers and systems.
Authority PROS 07/01 3.3.1
Examples of Records - Contract registers, lists - Records containing lists contract identifiers (e.g. record numbers)
Retain Permanently Yes
Disposal Action Transfer to local archive
Years 0
Months 0
Condition after
Disposal Trigger last action completed
10.02.02 Significant contracts and agreements

Disposal Class ID 10.02.02
Disposal Class Title Significant contracts and agreements
Description Records of contracts and agreements for significant University commitments, such as large-scale infrastructure projects and partnerships. Includes agreements related to the commercialisation of intellectual property or are of major significance to the University. Includes records documenting the development, formulation and execution of agreements. Absent other metrics, contracts over $150K (as per the Financial Management Act) can be considered significant.
Authority PROS 07/01 3.3.2
Examples of Records - Major buildings and grounds contracts - Large-scale business development records - Research commercialisation - Bargaining, tendering, insurance related to above
Retain Permanently Yes
Disposal Action Transfer to local archive
Years 0
Months 0
Condition after
Disposal Trigger contract expiration or other termination
10.02.03 Routine contracts and agreements

Disposal Class ID 10.02.03
Disposal Class Title Routine contracts and agreements
Description Records of contracts for smaller-scale activities which are under seal (specialty contracts). Includes records associated with the negotiation process, excluding tender records. Includes contracts under seal and not under seal. Absent other metrics, contracts under $150K (as per the Financial Management Act) can be considered routine.
Authority PROS 07/01 3.3.3 & PROS 07/01 3.3.4
Examples of Records - Equipment loan agreements - Consultancy services - Small-scale research agreements - Contracting 3rd party services or companies
Retain Permanently No
Disposal Action Destroy
Years 15
Months 0
Condition after
Disposal Trigger contract expiration or other termination
10.03.01 Compensation records

Disposal Class ID 10.03.01
Disposal Class Title Compensation records
Description Records of claims for damage to property made by University employees or members of the public. See also PROPERTY MANAGEMENT Accidents, Damage and Illegal Entry
Authority PROS 07/01 10.2.1
Examples of Records - Broken windows - Damaged PCs - Damaged guardrails or barriers - Specifically claims
Retain Permanently No
Disposal Action Destroy
Years 7
Months 0
Condition after
Disposal Trigger last action completed
10.04.01 Litigation leading to change in policy

Disposal Class ID 10.04.01
Disposal Class Title Litigation leading to change in policy
Description Records documenting litigation matters involving the University where legal precedents are set or lead to a change in University policies, or lead to the establishment or abolition of departments or centres.
Authority PROS 07/01 10.4.1 & PROS 07/01 10.4.3
Examples of Records - Briefs - Discovery Orders - Issues of Summons - Subpoenas
Retain Permanently Yes
Disposal Action Transfer to local archive
Years 0
Months 0
Condition after
Disposal Trigger last action completed
10.04.02 Litigation not leading to change in policy

Disposal Class ID 10.04.02
Disposal Class Title Litigation not leading to change in policy
Description Records documenting litigation matters that do not set legal precedent, nor lead to a change in any university-wide policies. Includes records documenting the legal discovery process.
Authority PROS 07/01 10.4.2 & PROS 07/01 10.4.3
Examples of Records
Retain Permanently No
Disposal Action Destroy
Years 15
Months 0
Condition after
Disposal Trigger Last action completed
10.05.01 University statutes and regulations

Disposal Class ID 10.05.01
Disposal Class Title University statutes and regulations
Description 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.
Authority PROS 07/01 7.7.2
Examples of Records - Briefs - Discovery Orders - Issues of Summons - Subpoenas
Retain Permanently Yes
Disposal Action Transfer to local archive
Years 0
Months 0
Condition after
Disposal Trigger last action completed
10.06.01 Whisteblower & protected disclosure

Disposal Class ID 10.06.01
Disposal Class Title Whisteblower & protected disclosure
Description Investigations into disclosures made under the Whistle blowers Protection Act 2001 (Vic) and/or the Protected Disclosure Act 2012 (Vic)
Authority PROS 07/01 10.6.1
Examples of Records - Nature of disclosure - Persons involved (witnesses, investigators) - Outcomes
Retain Permanently Yes
Disposal Action Transfer to local archive
Years 0
Months 0
Condition after
Disposal Trigger last action completed
11.01.01 Acquisition and disposal records

Disposal Class ID 11.01.01
Disposal Class Title Acquisition and disposal records
Description Records relating to the acquisition and/or disposal of property. Includes legal documents relating to a purchase / sale; particulars of sale documents; board of survey; licenses & rental revision; tender documents; conditions of contracts; certificates of approval. For records relating to the leasing of property, use PROPERTY MANAGEMENT LEASE & HIRE MANAGEMENT.
Authority PROS 07/01 14.2.1 & PROS 07/01 14.5.1
Examples of Records - Receipts, certificates of sale - Rental or lease agreements - Disposal processes
Retain Permanently Yes
Disposal Action Transfer to local archive
Years 0
Months 0
Condition after
Disposal Trigger last action completed
11.01.02 Acquisition not proceeded with

Disposal Class ID 11.01.02
Disposal Class Title Acquisition not proceeded with
Description Records documenting the negotiations for properties where the acquisition was not proceeded with.
Authority PROS 07/01 14.2.3
Examples of Records - Receipts, certificates of sale - Rental or lease agreements - Disposal processes - Negotiation records - Reasoning for not proceeding
Retain Permanently No
Disposal Action Destroy
Years 7
Months 0
Condition after
Disposal Trigger last action completed
11.02.01 Conservation of properties

Disposal Class ID 11.02.01
Disposal Class Title Conservation of properties
Description Records documenting the activities involved in the preservation, protection, restoration and enhancement of properties.
Authority PROS 07/01 14.3.1
Examples of Records - Restoration priorities and costs - Property upgrade feasability and progress - Conservation activities of rare or valuable property
Retain Permanently No
Disposal Action Destroy
Years 0
Months 0
Condition after
Disposal Trigger Date closed
11.02.02 Conservation of culturally significant properties

Disposal Class ID 11.02.02
Disposal Class Title Conservation of culturally significant properties
Description Records documenting the activities involved in the preservation, protection, restoration, enhancement, fitting out and renovation of properties owned, leased or managed by the university that are identified as having local significance within a municipal heritage study. Excludes records of properties identified on the World Heritage Register, the Register of the National Estate, or the Victorian Heritage Register.
Authority PROS 07/01 14.3.2
Examples of Records Records documenting activities completed on: - Local heritage buildings, structures or features
Retain Permanently Yes
Disposal Action Transfer to local archive
Years 0
Months 0
Condition after
Disposal Trigger last action completed
11.03.01 Construction and renovation (university properties)

Disposal Class ID 11.03.01
Disposal Class Title Construction and renovation (university properties)
Description Records documenting construction and renovation activities carried out on university owned properties. Includes 'as built' construction plans. See also PROPERTY MANAGEMENT ACQUISITION & DISPOSAL.
Authority PROS 07/01 14.4.1
Examples of Records - Plans, blueprints - Risk or issue registers - Contractor names, passes - Progress updates
Retain Permanently Yes
Disposal Action Transfer to local archive
Years 0
Months 0
Condition after
Disposal Trigger last action completed
11.03.02 Construction and renovation (not proceeded with)

Disposal Class ID 11.03.02
Disposal Class Title Construction and renovation (not proceeded with)
Description Records documenting construction and renovation activities for properties that are not proceeded with.
Authority PROS 07/01 14.4.3
Examples of Records - Plans, blueprints - Any work already conducted
Retain Permanently No
Disposal Action Destroy
Years 7
Months 0
Condition after
Disposal Trigger last action completed
11.04.01 OUTS-Fit-outs (asbestos present)

Disposal Class ID 11.04.01
Disposal Class Title OUTS-Fit-outs (asbestos present)
Description Records documenting fit-outs of properties where no asbestos was present.
Authority PROS 07/01 14.6.1
Examples of Records - Purchase registers - Receipts - Lists of contractors
Retain Permanently No
Disposal Action Destroy
Years 100
Months 0
Condition after
Disposal Trigger Date closed
11.04.02 OUTS-Fit-outs (no asbestos present)

Disposal Class ID 11.04.02
Disposal Class Title OUTS-Fit-outs (no asbestos present)
Description Records documenting fit-outs of properties where asbestos was present.
Authority PROS 07/01 14.6.2
Examples of Records - Purchase registers - Receipts - Lists of contractors - Asbestos safety measures and equipment - Lists of people working in area - Training records
Retain Permanently No
Disposal Action Destroy
Years 15
Months 0
Condition after
Disposal Trigger last action completed
11.05.01 Hazardous substances management

Disposal Class ID 11.05.01
Disposal Class Title Hazardous substances management
Description Information, documents and records relating to the removal and disposal of hazardous materials (including asbestos) from the fabric of the building. This includes identification and restoration of contaminated land.
Authority PROS 07/01 14.11.4
Examples of Records - Hazardous waste removal permits - Asbestos removal permits - Hazardous substance registers - Disposal procedures - Maps and warnings of contaminated land
Retain Permanently Yes
Disposal Action Transfer to local archive
Years 0
Months 0
Condition after
Disposal Trigger last action completed
11.06.01 Equipment installation in properties

Disposal Class ID 11.06.01
Disposal Class Title Equipment installation in properties
Description Records documenting installation of equipment (e.g. heating, plumbing, air-conditioning, security equipment and cabling) in properties. Includes arranging installations and location details.
Authority PROS 07/01 14.7.1
Examples of Records - Installation times, persons involved - Locations and plans - Issues - Warranties or assurances
Retain Permanently No
Disposal Action Destroy
Years 0
Months 0
Condition after
Disposal Trigger last action completed
11.06.02 Equipment installation in properties for public use

Disposal Class ID 11.06.02
Disposal Class Title Equipment installation in properties for public use
Description Records documenting the installation of equipment intended for exclusive or extensive use by the public.
Authority PROS 07/01 14.7.2
Examples of Records - Liability or safety information - Conditions of use
Retain Permanently No
Disposal Action Destroy
Years 25
Months 0
Condition after
Disposal Trigger Date closed
11.07.01 Policies, claims, and renewals

Disposal Class ID 11.07.01
Disposal Class Title Policies, claims, and renewals
Description Records of insurance policies including property insurance and public liability insurance.
Authority PROS 07/01 14.8.1 & PROS 07/01 14.8.2 & PROS 07/01 14.8.3
Examples of Records - Property insurance - Liability insuarance - Details of premiums - Policy history
Retain Permanently No
Disposal Action Destroy
Years 7
Months 0
Condition after
Disposal Trigger contract expiration or other termination
11.08.01 Leasing, leasing-out, and facility hire

Disposal Class ID 11.08.01
Disposal Class Title Leasing, leasing-out, and facility hire
Description Records documenting the leasing by the agency of property belonging to another organisation, as well as records relating to the leasing-out of premises belonging to the university.
Authority PROS 07/01 14.9.1 & PROS 07/01 14.9.2 & PROS 07/01 14.10.1 & PROS 07/01 14.10.2
Examples of Records - Space and accommodation assessments; - Negotiations; - Cost-benefit analysis; - Assessments; - Signed leases; and any administrative arrangements supporting the lease process.
Retain Permanently No
Disposal Action Destroy
Years 7
Months 0
Condition after
Disposal Trigger contract expiration or other termination
11.09.01 Maintenance and repairs

Disposal Class ID 11.09.01
Disposal Class Title Maintenance and repairs
Description Records documenting routine upkeep, repair and maintenance activities, e.g. cleaning, painting, grounds maintenance and electrical maintenance.
Authority PROS 07/01 14.11.1 & PROS 07/01 14.11.9
Examples of Records - Maintenance of cooling tower systems; - Non-toxic waste management; - Structural maintenance; - Pest control
Retain Permanently No
Disposal Action Destroy
Years 7
Months 0
Condition after
Disposal Trigger last action completed
11.09.02 Major repairs proceeding disaster

Disposal Class ID 11.09.02
Disposal Class Title Major repairs proceeding disaster
Description Records documenting major repairs made to properties after a disaster, e.g. fire, floods etc.
Authority PROS 07/01 14.11.3
Examples of Records - Temporary or permanent reinforcement - Water damage or mould records - Costs, contractors involved etc.
Retain Permanently No
Disposal Action Destroy
Years 0
Months 0
Condition after
Disposal Trigger Date closed
11.10.01 Disaster prevention planning

Disposal Class ID 11.10.01
Disposal Class Title Disaster prevention planning
Description Records documenting the devising of disaster plans for disasters such as fire and floods to property both leased and owned
Authority PROS 07/01 14.14.1
Examples of Records - Risk assessments - Emergency wardens - Training to be organised - Short and long term recovery plans
Retain Permanently No
Disposal Action Destroy
Years 0
Months 0
Condition after
Disposal Trigger date superseded
11.10.02 Property and worksite management planning

Disposal Class ID 11.10.02
Disposal Class Title Property and worksite management planning
Description Records documenting the devising of plans (other than disaster plans) relating to property management. Includes plans devised for the management of worksites during renovation and other maintenance activities.
Authority PROS 07/01 14.14.2
Examples of Records - Covid safety plans - Emergency evacuation plans - Templates or standards used
Retain Permanently No
Disposal Action Destroy
Years 5
Months 0
Condition after
Disposal Trigger last action completed
11.11.01 Roads and carparks management

Disposal Class ID 11.11.01
Disposal Class Title Roads and carparks management
Description Records documenting the management of roads and carparks within University grounds
Authority PROS 07/01 12.1.1 & PROS 07/01 12.1.5
Examples of Records - Infringements - Maintenance - Management
Retain Permanently No
Disposal Action Destroy
Years 7
Months 0
Condition after
Disposal Trigger last action completed
11.11.02 Parking permits

Disposal Class ID 11.11.02
Disposal Class Title Parking permits
Description Information, documents and records relating to the receipt and processing of applications for Council/University issued parking permits
Authority PROS 09/05 08.06.01
Examples of Records - Types of permits - Details attached to permit - names, student or staff numbers, car registration
Retain Permanently No
Disposal Action Destroy
Years 1
Months 0
Condition after
Disposal Trigger last action completed
11.12.01 Security administration

Disposal Class ID 11.12.01
Disposal Class Title Security administration
Description Records documenting the provision of security to guard property and equipment. Includes records of electronic security surveillance systems, security reports, rosters of patrol operations, restricted access areas. Includes records of accidents and damage occurring to property, including incidents of illegal entry which may result in damage and/or theft.
Authority PROS 07/01 14.15.1 & PROS 07/01 4.6.1 & PROS 07/01 14.1.1 & PROS 07/01 14.1.2
Examples of Records
Retain Permanently No
Disposal Action Destroy
Years 7
Months 0
Condition after
Disposal Trigger last action completed
11.12.02 Surveillance camera footage and images.

Disposal Class ID 11.12.02
Disposal Class Title Surveillance camera footage and images.
Description Surveillance camera footage and images.
Authority PROS 07/01 14.15.2
Examples of Records
Retain Permanently No
Disposal Action Destroy
Years 0
Months 0
Condition after
Disposal Trigger Last action completed
11.13.01 Moving records

Disposal Class ID 11.13.01
Disposal Class Title Moving records
Description Records relating to the moving of business activities from one property to another. Includes inventories, costings and removalist records.
Authority PROS 07/01 14.12.1
Examples of Records - Porterage requests - Temporary transfer or disposal details - Archibus requests
Retain Permanently No
Disposal Action Destroy
Years 7
Months 0
Condition after
Disposal Trigger last action completed
12.01.01 Successful grant applications

Disposal Class ID 12.01.01
Disposal Class Title Successful grant applications
Description Records documenting successful applications for grant funding for research, external fellowships and research scholarships. Includes selection outcome advice to applicants, criteria and grant conditions, funding arrangements, research reports, transferred and relinquished grants.
Authority PROS 07/01 2.11.2
Examples of Records
Retain Permanently No
Disposal Action Destroy
Years 7
Months 0
Condition after
Disposal Trigger Last action completed
12.01.02 Unsuccessful grant applications

Disposal Class ID 12.01.02
Disposal Class Title Unsuccessful grant applications
Description Records documenting unsuccessful applications for grant funding for research.
Authority PROS 07/01 2.11.3
Examples of Records
Retain Permanently No
Disposal Action Destroy
Years 2
Months 0
Condition after
Disposal Trigger Last action completed
12.02.01 Licensing

Disposal Class ID 12.02.01
Disposal Class Title Licensing
Description Information, documents and records relating to the Universitys compliance with regulations surrounding research activities including laboratories and animal housing and collections/specimens. For all other licensing requirements, see GOVERNANCE - LICENSING.
Authority PROS 16/07 & 04.03.01
Examples of Records - Licenses - Permits - Registration renewals
Retain Permanently No
Disposal Action Destroy
Years 7
Months 0
Condition after
Disposal Trigger Date closed
12.03.01 Summary project records

Disposal Class ID 12.03.01
Disposal Class Title Summary project records
Description Summary records of research undertaken by the university. 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.
Authority PROS 16/07 3.1.1
Examples of Records
Retain Permanently Yes
Disposal Action Transfer to local archive
Years 0
Months 0
Condition after
Disposal Trigger Last action completed
12.03.02 Individual project management/administration

Disposal Class ID 12.03.02
Disposal Class Title Individual project management/administration
Description 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.
Authority PROS 16/07 3.1.2
Examples of Records
Retain Permanently No
Disposal Action Destroy
Years 7
Months 0
Condition after
Disposal Trigger Last action completed
12.03.03 Records of Higher Degree by Research (HDR) supervisors

Disposal Class ID 12.03.03
Disposal Class Title Records of Higher Degree by Research (HDR) supervisors
Description Summary record of supervisors of Higher Degree by Research candidates. Includes information about the supervisor, their areas of supervision, students, topics and qualifications they have supervised. For records relating to honorariums paid to supervisors use FINANCIAL MANAGEMENT.
Authority PROS 16/07 3.1.3
Examples of Records
Retain Permanently No
Disposal Action Destroy
Years 7
Months 0
Condition after
Disposal Trigger Date superseded
12.03.04 Ethics proposals, approvals, and amendments

Disposal Class ID 12.03.04
Disposal Class Title Ethics proposals, approvals, and amendments
Description 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.
Authority PROS 16/07 3.1.4
Examples of Records
Retain Permanently Yes
Disposal Action Transfer to local archive
Years 0
Months 0
Condition after
Disposal Trigger Last action completed
12.04.01 Summary record of research data

Disposal Class ID 12.04.01
Disposal Class Title Summary record of research data
Description Summary record of data created as part of research activities within the University. 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.
Authority PROS 16/07 3.3.1
Examples of Records
Retain Permanently Yes
Disposal Action Transfer to local archive
Years 0
Months 0
Condition after
Disposal Trigger Last action completed
12.04.02 Datasets of regulatory or community-wide significance

Disposal Class ID 12.04.02
Disposal Class Title Datasets of regulatory or community-wide significance
Description Data and datasets created as part of research activities which are of regulatory or community significance. Includes data that is: part of genetic research, including gene therapy; controversial or of high public interest; costly or impossible to reproduce; relates to the use of an innovative technique for the first time; of significant community or heritage value to the state or nation; or required by funding or other agreements to be retained permanently.
Authority PROS 16/07 3.3.2
Examples of Records - Raw or processed research data
Retain Permanently Yes
Disposal Action Transfer to local archive
Years 0
Months 0
Condition after
Disposal Trigger last action completed
12.04.03 Datasets created from clinical trials

Disposal Class ID 12.04.03
Disposal Class Title Datasets created from clinical trials
Description Data and datasets created from clinical trials as part of research activities within the University.
Authority PROS 16/07 3.3.3
Examples of Records - CSV files - Hardcopy survey results
Retain Permanently No
Disposal Action Destroy
Years 15
Months 0
Condition after
Disposal Trigger last action completed
12.04.04 Datasets related to research involving minors

Disposal Class ID 12.04.04
Disposal Class Title Datasets related to research involving minors
Description Data and datasets created as part of research activities within the University, which involve minors.
Authority PROS 16/07 3.3.4
Examples of Records - CSV files - Hardcopy survey results
Retain Permanently No
Disposal Action Destroy
Years 33
Months 0
Condition after
Disposal Trigger last action completed
12.04.05 Datasets not involving clinical trials or minors

Disposal Class ID 12.04.05
Disposal Class Title Datasets not involving clinical trials or minors
Description Data and datasets for which there are no additional regulatory requirements, and did not involve clinical trials, gene therapy or children.
Authority PROS 16/07 3.3.5
Examples of Records - CSV files - Hardcopy survey results
Retain Permanently No
Disposal Action Destroy
Years 5
Months 0
Condition after
Disposal Trigger last action completed
12.05.01 Research outputs of major significance

Disposal Class ID 12.05.01
Disposal Class Title Research outputs of major significance
Description Research outputs that disseminate the findings of research where the research outcomes: Report on projects having potential major or long term impact on the environment, heritage, society, the economy or human health; have major national or international significance; are controversial, of high public interest or the subject of widespread debate in the public arena; report on using innovative or experimental research techniques for the first time; or are required by legislation or project agreements to be retained permanently.
Authority PROS 16/07 3.2.1
Examples of Records - Journal articles - Theses - Conference papers - Books or book chapters
Retain Permanently Yes
Disposal Action Transfer to local archive
Years 0
Months 0
Condition after
Disposal Trigger last action completed
12.05.02 Research outputs of less significance

Disposal Class ID 12.05.02
Disposal Class Title Research outputs of less significance
Description Research outputs that disseminate the findings of university projects where the outcomes do not conform to the requirements of disposal class 18.3.1.
Authority PROS 16/07 3.2.2
Examples of Records - Journal articles - Theses - Conference papers - Books or book chapters
Retain Permanently No
Disposal Action Destroy
Years 7
Months 0
Condition after
Disposal Trigger last action completed
12.06.01 Specimen management

Disposal Class ID 12.06.01
Disposal Class Title Specimen management
Description Records relating to the management of specimens obtained from humans for teaching or research purposes. Includes records documenting the use of human cadavers and body parts and all bio specimens including tissue, blood, genes and organs. Also includes records of the consent obtained from the participants. Includes records relating to managing Genetically Modified Organisms (GMO) or other material requiring biosafety provisions, which do not go through the Laboratory and Biosafety Committee or equivalent, while being used in specific research projects. Includes applications and assessments of Notifiable Low Risk Dealings (NLRDs), ongoing management of biosafety material and records of inspections of certified GMO facilities. Includes records documenting the management and care of animals in the university's custody, as required under the Australian Code for the Care and Use of Animals for Scientific Purposes, the Prevention of Cruelty to Animals Act and Regulations and associated codes of practice. Includes information about the acquisition of animals, scientific procedures or research projects using animals, number and species of animals held, number and species of animals removed from the premises or destroyed, and records of any breeding conducted.
Authority PROS 16/07 3.4.2 & PROS 16/07 3.4.3 & PROS 16/07 3.4.4 & PROS 16/07 3.4.5
Examples of Records
Retain Permanently No
Disposal Action Destroy
Years 15
Months 0
Condition after
Disposal Trigger Date closed
13.01.01 Academic progress reviews

Disposal Class ID 13.01.01
Disposal Class Title Academic progress reviews
Description Formal and informal review records of a students academic progress that are not included in committee records. Includes both instances where the student is permitted to continue in their course without penalties or sanctions (including temporary suspension) applied, as well as instances where students are ultimately expelled.
Authority PROS 16/07 1.4.2 & PROS 16/07 1.4.1
Examples of Records - Academic Progress Committee documents - Academic Progress warning or outcome emails - Student statements
Retain Permanently No
Disposal Action Destroy
Years 15
Months 0
Condition after
Disposal Trigger last action completed
13.02.01 Applications documentation

Disposal Class ID 13.02.01
Disposal Class Title Applications documentation
Description Admissions, applications and selection to a course or program of study regardless of outcome. Includes application forms, prior results, portfolios, immigration clearances, police clearances, and records created during the selection process.
Authority PROS 16/07 1.1.1
Examples of Records
Retain Permanently No
Disposal Action Destroy
Years 1
Months 0
Condition after
Disposal Trigger Last action completed
13.02.02 Enrolments documentation

Disposal Class ID 13.02.02
Disposal Class Title Enrolments documentation
Description Records documenting the enrolment or re-enrolment of individual students. Includes records relating to international and domestic students administrative progress through the university, covering matters such as leave of absence, deferment, withdrawals, enrolment variations and issues with eligibility for enrolment such as visa breaches. Includes applications for credit/advanced standing/recognition of prior learning (RPL). See also STUDENT ADMINISTRATION COMPLETIONS & GRADUATIONS.
Authority PROS 16/07 1.1.2 & PROS 16/07 1.1.3
Examples of Records
Retain Permanently No
Disposal Action Destroy
Years 7
Months 0
Condition after
Disposal Trigger Last action completed
13.02.03 Health information

Disposal Class ID 13.02.03
Disposal Class Title Health information
Description Disclosure of health information to the University, other than information provided to the health service. Includes health information provided prior to attending work placements, excursions or study tours. For records relating to health services see CAMPUS AND SUPPORT SERVICES - Counselling and Health Services.
Authority PROS 16/07 1.1.5
Examples of Records - Medical certificates - Health records or requirements
Retain Permanently No
Disposal Action Destroy
Years 10
Months 0
Condition after
Disposal Trigger last action completed
13.03.01 Summary student record

Disposal Class ID 13.03.01
Disposal Class Title Summary student record
Description Summary record confirming details of all students who are awarded a qualification in AQF Levels 1-10 (includes courses from Certificates to Doctoral degrees). Includes student records for non-award courses.
Authority PROS 16/07 1.6.1 (AQF Levels 5 10) & PROS 16/07 1.6.2 (AQF Levels 1 4)
Examples of Records
Retain Permanently Yes
Disposal Action Transfer to local archive
Years 0
Months 0
Condition after
Disposal Trigger Last action completed
13.03.02 Approvals to graduate

Disposal Class ID 13.03.02
Disposal Class Title Approvals to graduate
Description Records of determination of a students eligibility to graduate, notification of approval to the student and graduation arrangements.
Authority PROS 16/07 1.6.4
Examples of Records - Record of credit points - Emails, notifications
Retain Permanently No
Disposal Action Destroy
Years 2
Months 0
Condition after
Disposal Trigger last action completed
13.03.03 Testamurs and testamur management

Disposal Class ID 13.03.03
Disposal Class Title Testamurs and testamur management
Description Records associated with the reissue of testamurs and requests for replacements and copies of academic transcripts, verification of qualifications, AHEG Statements and statements/letters re academic completion.
Authority PROS 16/07 1.6.5 & PROS 16/07 1.6.6
Examples of Records - Uncollected or unclaimed testamurs and certificates of completion - Email communications - Copy audit trails
Retain Permanently No
Disposal Action Destroy
Years 7
Months 0
Condition after
Disposal Trigger last action completed
13.03.04 Qualification templates

Disposal Class ID 13.03.04
Disposal Class Title Qualification templates
Description Final versions of templates used to produce testamurs, transcripts, AHEGS and other statements of completion over time.
Authority PROS 16/07 1.6.7
Examples of Records - Degree, testamur templates
Retain Permanently Yes
Disposal Action Transfer to local archive
Years 0
Months 0
Condition after
Disposal Trigger last action completed
13.04.01 Management of study tours

Disposal Class ID 13.04.01
Disposal Class Title Management of study tours
Description Management of study tours conducted at the University. Includes student selection for tours, administrative arrangements, insurance arrangements and any changes to the tour. Includes successful application, selection and management of students participating in an exchange or study abroad program. Includes administrative arrangements for managing the students while on exchange, including any pre-checks required, arranging or confirming flights and accommodation, insurance arrangements, approved study plans and any changes to the exchange. See also TEACHING COURSE DELIVERY.
Authority PROS 16/07 1.3.3 & PROS 16/07 1.3.1
Examples of Records - Schedules - Student rolls, lists
Retain Permanently No
Disposal Action Destroy
Years 7
Months 0
Condition after
Disposal Trigger last action completed
13.05.01 Grievances and misconduct

Disposal Class ID 13.05.01
Disposal Class Title Grievances and misconduct
Description Records documenting grievances and misconduct allegations made against students. Includes both instances where students are expelled, as well as where lesser penalties are imposed but no expulsion takes place. Includes records of the investigation undertaken and outcome documentation.
Authority PROS 16/07 1.5.1 & PROS 16/07 1.5.2
Examples of Records - Persons involved - Nature of allegation - Outcome
Retain Permanently No
Disposal Action Destroy
Years 15
Months 0
Condition after
Disposal Trigger last action completed
13.05.02 Grievances and misconduct allegations not proven

Disposal Class ID 13.05.02
Disposal Class Title Grievances and misconduct allegations not proven
Description Grievances and any misconduct allegations where the allegations are not proven. Includes allegations that are proven to be frivolous or vexatious, or unfounded. Note: re Academic Integrity Warnings Register - warnings to be destroyed only after 7 years if no action taken (Academic Board 3/2013)
Authority PROS 16/07 1.5.3
Examples of Records - Persons involved - Nature of allegation - Outcome
Retain Permanently No
Disposal Action Destroy
Years 2
Months 0
Condition after
Disposal Trigger last action completed
13.06.01 Management of internal prizes and scholarships

Disposal Class ID 13.06.01
Disposal Class Title Management of internal prizes and scholarships
Description Development, establishment and awarding of internal prizes and scholarships. Includes establishment of eligibility criteria for the prize/scholarship and any conditions attached, and summary record of recipients of prizes and scholarships.
Authority PROS 16/07 1.2.1
Examples of Records - Background/reasoning - Prize associated - Record of awardees
Retain Permanently Yes
Disposal Action Transfer to local archive
Years 0
Months 0
Condition after
Disposal Trigger last action completed
13.06.02 Successful applications for prizes and scholarships

Disposal Class ID 13.06.02
Disposal Class Title Successful applications for prizes and scholarships
Description Successful applications for prizes/scholarships; and the delivery of the prize/scholarship to successful recipient(s).
Authority PROS 16/07 1.2.3
Examples of Records - Record of awardees - Date/time of award
Retain Permanently No
Disposal Action Destroy
Years 7
Months 0
Condition after
Disposal Trigger last action completed
13.06.03 Unsuccessful applications for prizes and scholarships

Disposal Class ID 13.06.03
Disposal Class Title Unsuccessful applications for prizes and scholarships
Description Unsuccessful applications and nominations for prizes/scholarships.
Authority PROS 16/07 1.2.4
Examples of Records - Record of unsuccessful applicants - Reasoning
Retain Permanently No
Disposal Action Destroy
Years 1
Months 0
Condition after
Disposal Trigger last action completed
14.01.01 Resident records

Disposal Class ID 14.01.01
Disposal Class Title Resident records
Description Records documenting the registration of residents in accommodation managed by the university. Includes registration of both ongoing and short-term residents, such as for conferences and residential camps.
Authority PROS 16/07 5.1.2
Examples of Records - Contact, identification details - Duration/time of stay
Retain Permanently No
Disposal Action Destroy
Years 12
Months 0
Condition after
Disposal Trigger last action completed
14.01.02 Accommodation applications

Disposal Class ID 14.01.02
Disposal Class Title Accommodation applications
Description Applications for accommodation managed by the university, including records of successful and unsuccessful applicants, including any required checks, and associated records such as waiting lists.
Authority PROS 16/07 5.1.4 see VAR.1 below
Examples of Records
Retain Permanently No
Disposal Action Destroy
Years 1
Months 0
Condition after
Disposal Trigger Last action completed
14.01.03 Operational records

Disposal Class ID 14.01.03
Disposal Class Title Operational records
Description Records documenting management of the daily operations of accommodation managed by the university, including the management of guests or visitors and the allocation of rooms, facilities or services to individuals.
Authority PROS 16/07 5.1.3 see VAR.1 below
Examples of Records - Guest passes - Cleaning records - Booking sheets - Complaints
Retain Permanently No
Disposal Action Destroy
Years 2
Months 0
Condition after
Disposal Trigger last action completed
14.01.04 Homestay agreements

Disposal Class ID 14.01.04
Disposal Class Title Homestay agreements
Description Records documenting the establishment and maintenance of individual homestay agreements, when the institution acts as the homestay agent
Authority PROS 16/07 5.1.1
Examples of Records - Identification details - Length of stay - Issues/complaints register
Retain Permanently No
Disposal Action Destroy
Years 15
Months 0
Condition after
Disposal Trigger contract expiration or other termination
14.02.01 Services management

Disposal Class ID 14.02.01
Disposal Class Title Services management
Description Records relating to the ongoing management of childcare services by the university
Authority PROS 09/05 4.6.8
Examples of Records - Staff, child details - Parent/emergency contact details - Issues register - Communications - Management or administration documents
Retain Permanently No
Disposal Action Destroy
Years 7
Months 0
Condition after
Disposal Trigger last action completed
14.02.02 Summary placement records

Disposal Class ID 14.02.02
Disposal Class Title Summary placement records
Description Summary records of the placement of children in childcare and early education services within Campus-based facilities.
Authority PROS 09/05 4.6.1
Examples of Records
Retain Permanently No
Disposal Action Destroy
Years 25
Months 0
Condition after
Disposal Trigger Date created
14.02.03 Enrolment and development

Disposal Class ID 14.02.03
Disposal Class Title Enrolment and development
Description Records of individual enrolment and development of children within childcare and early education services. Includes registration of child, reporting on child progress, and attendance and assessment records.
Authority PROS 09/05 4.6.2
Examples of Records
Retain Permanently No
Disposal Action Destroy
Years 7
Months 0
Condition after
Disposal Trigger Last action completed
14.02.04 Curriculum development

Disposal Class ID 14.02.04
Disposal Class Title Curriculum development
Description Records relating to curriculum development for children attending childcare and early education services.
Authority PROS 09/05 4.6.3
Examples of Records - Learning activities - Background, reasoning behind curriculum decisions - Outcomes
Retain Permanently No
Disposal Action Destroy
Years 2
Months 0
Condition after
Disposal Trigger last action completed
14.02.05 Administration of medications

Disposal Class ID 14.02.05
Disposal Class Title Administration of medications
Description Records relating to the administrating of medication to children enrolled in childcare and early education services
Authority ACECQA
Examples of Records - Date/Time - Incident reports, if required - Outcomes and other actions
Retain Permanently No
Disposal Action Destroy
Years 3
Months 0
Condition after
Disposal Trigger last action completed
14.03.01 Orientation and transition

Disposal Class ID 14.03.01
Disposal Class Title Orientation and transition
Description 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 parental permission records for attendees under the age of 18.
Authority PROS 16/07 5.3.1 & PROS 16/07 5.3.2
Examples of Records - O-week records - Special events - Reports related
Retain Permanently No
Disposal Action Destroy
Years 10
Months 0
Condition after
Disposal Trigger last action completed
14.03.02 Administrative arrangements

Disposal Class ID 14.03.02
Disposal Class Title Administrative arrangements
Description Records relating to the administrative arrangements for events including invitations, acceptances, guest lists, catering, venue.
Authority PROS 07/01 2.2.1
Examples of Records
Retain Permanently No
Disposal Action Destroy
Years 2
Months 0
Condition after
Disposal Trigger Last action completed
14.04.01 University health services

Disposal Class ID 14.04.01
Disposal Class Title University health services
Description Records documenting treatment and care of patients attending university health services.
Authority PROS 11/06 2.3.3
Examples of Records - Patient details - Actions taken - Outcomes or follow-up
Retain Permanently No
Disposal Action
Years 99
Months 0
Condition after
Disposal Trigger last action completed
14.05.01 Facility and membership administration

Disposal Class ID 14.05.01
Disposal Class Title Facility and membership administration
Description Records documenting sports and recreation facility membership, registration and management. Includes pre-membership health checks, new member applications and membership renewals. Includes records documenting specific fitness/training programs developed for individual members of the facility.
Authority PROS 16/07 5.4.1
Examples of Records
Retain Permanently No
Disposal Action Destroy
Years 17
Months 0
Condition after
Disposal Trigger Last action completed
14.05.02 Program administration

Disposal Class ID 14.05.02
Disposal Class Title Program administration
Description Records documenting group activities and programs provided to users of sports and recreation facilities and the scheduling of events and classes at facilities. Includes development, administration, delivery and evaluation of programs, class timetables and bookings for use of the facility.
Authority PROS 16/07 5.4.2
Examples of Records
Retain Permanently No
Disposal Action Destroy
Years 2
Months 0
Condition after
Disposal Trigger Last action completed
14.05.03 Event participation

Disposal Class ID 14.05.03
Disposal Class Title Event participation
Description Records documenting participation by the university in international, national and state-wide sporting and recreation events and competitions not organised by the university. Includes team registration, provision of gear and uniforms, any travel support or funding provided and competition results.
Authority PROS 16/07 5.4.3
Examples of Records
Retain Permanently No
Disposal Action Destroy
Years 7
Months 0
Condition after
Disposal Trigger Last action completed
14.06.01 Clubs and societies management

Disposal Class ID 14.06.01
Disposal Class Title Clubs and societies management
Description Records documenting the registration and formal affiliation of clubs and societies with the University, when affiliated directly with the university. Includes summary of clubs and societies affiliated over time, and aims/objectives of the club or society. Includes records documenting Deakin's relationship management efforts with these organisations. Does not include records of clubs and societies who are affiliated with the student association rather than the institution direct. NOTE that while these records are not required as State Archives, they will be accepted into the University Archives collection.
Authority PROS 16/07 5.6.1 & PROS 16/07 5.6.2
Examples of Records
Retain Permanently No
Disposal Action Transfer to local archive
Years 7
Months 0
Condition after
Disposal Trigger contract expiration or other termination
14.07.01 Student support records

Disposal Class ID 14.07.01
Disposal Class Title Student support records
Description Records documenting the provision of support to current students to ensure they can complete their studies. Includes: - Individual academic support - Financial support - Disability/special needs support. For records of financial assistance provided by government assistance schemes such as HECS and FEE-HELP use STUDENT ADMINISTRATION. For financial records documenting the support provided use FINANCIAL MANAGEMENT. Variants: Short Courses, Workshops
Authority PROS 16/07 5.5.1 5
Examples of Records
Retain Permanently No
Disposal Action Destroy
Years 10
Months 0
Condition after
Disposal Trigger Last action completed
14.08.01 Advice (generic)

Disposal Class ID 14.08.01
Disposal Class Title Advice (generic)
Description Records documenting the development and provision of general advice (academic and non-academic) provided in a group or generic setting. Includes group workshops, seminars and events designed to increase student knowledge about services offered and options available. Includes advice provided by student service centres. See also LEGAL SERVICES - ADVICE.
Authority PROS 16/07 5.2.2
Examples of Records
Retain Permanently No
Disposal Action Destroy
Years 0
Months 0
Condition after
Disposal Trigger Date superseded
14.08.02 Advice (tailored/specific)

Disposal Class ID 14.08.02
Disposal Class Title Advice (tailored/specific)
Description Records documenting the provision of tailored advice to individual students regarding both academic and non-academic options available. Variants: Resume Checking, Course Advice, Career Planning Advice, Advocacy, and Financial Advice, Mentoring Programs (staff and student, Chaplaincy Services)
Authority PROS 16/07 5.2.1
Examples of Records - Student advisor emails - Resume checking - Course advice - Career planning advice - Advocacy - Financial advice - Mentoring Programs (staff and student, Chaplaincy Services)
Retain Permanently No
Disposal Action Destroy
Years 5
Months 0
Condition after
Disposal Trigger last action completed
14.08.03 Intermediary facilitation

Disposal Class ID 14.08.03
Disposal Class Title Intermediary facilitation
Description Records documenting 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 opportunities.
Authority PROS 16/07 5.2.3
Examples of Records
Retain Permanently No
Disposal Action Destroy
Years 0
Months 0
Condition after
Disposal Trigger Date superseded
15.01.01 Summary record of results

Disposal Class ID 15.01.01
Disposal Class Title Summary record of results
Description Summary record of finalised results obtained by students for courses in AQF levels 1-10, as well as non-award courses. Includes results for specific subjects, units or modules, as well as final course results.
Authority PROS 16/07 2.3.1 & PROS 16/07 2.3.2 & PROS 16/07 2.3.3
Examples of Records
Retain Permanently Yes
Disposal Action Transfer to local archive
Years 0
Months 0
Condition after
Disposal Trigger Last action completed
15.01.02 Master copy of assessment material

Disposal Class ID 15.01.02
Disposal Class Title Master copy of assessment material
Description Master copy of approved assessment and examination material.  Includes examinations, assignments, workbooks, tests, class presentation tasks, practical assessments etc.
Authority PROS 16/07 2.3.4
Examples of Records
Retain Permanently Yes
Disposal Action Transfer to local archive
Years 0
Months 0
Condition after
Disposal Trigger Last action completed
15.01.03 Development of assessment material

Disposal Class ID 15.01.03
Disposal Class Title Development of assessment material
Description Drafting and development of all assessment material, including development of exam and assignment questions, and the development of other assessment tools. Includes master copies of approved assessment and examination material. Includes examinations, assignments, workbooks, tests, class presentation tasks, practical assessments etc.
Authority PROS 16/07 2.3.4 & PROS 16/07 2.3.5
Examples of Records
Retain Permanently No
Disposal Action Destroy
Years 7
Months 0
Condition after
Disposal Trigger Last action completed
15.01.04 Moderation of assessment tasks

Disposal Class ID 15.01.04
Disposal Class Title Moderation of assessment tasks
Description Moderation of student assessment tasks, and any evaluation undertaken of the suitability of the assessment task. Includes examiners reports, marking sheets, moderation reports, and marking guidance provided to staff. Includes moderation or examination of theses submitted for Honours, Masters and Doctorate theses.
Authority PROS 16/07 2.3.6
Examples of Records
Retain Permanently No
Disposal Action Destroy
Years 2
Months 0
Condition after
Disposal Trigger Last action completed
15.01.05 Completed assessment material

Disposal Class ID 15.01.05
Disposal Class Title Completed assessment material
Description Completed examination and assessment material submitted by students. Includes completed assignments, exams, portfolios, works of art, software, photographs and videos. Does not include Honours, Masters, or Doctoral Theses. - - - A temporary disposal hold has been placed on digital completed assessment material, to be reviewed in 2024.
Authority PROS 16/07 2.3.7
Examples of Records
Retain Permanently No
Disposal Action Destroy
Years 0
Months 6
Condition after
Disposal Trigger administrative or reference use ceases
15.01.06 Amendments to results

Disposal Class ID 15.01.06
Disposal Class Title Amendments to results
Description Amendments to students results resulting from moderation, remarking or appeal by the student, including authorisation to amend the result, where the summary of results is updated with the new mark.
Authority PROS 16/07 2.3.8
Examples of Records
Retain Permanently No
Disposal Action Destroy
Years 7
Months 0
Condition after
Disposal Trigger Last action completed
15.01.07 Theses

Disposal Class ID 15.01.07
Disposal Class Title Theses
Description Theses and other outputs submitted for assessment for Doctorate qualifications. Other outputs include dissertations, exegeses, creative works or other major works arising from a candidates research. Includes works submitted for the award of Higher Doctorates, Masters, and Honours degrees. Note: Failed doctoral theses are retained for 25 years (ref. RGSC 9/2004).
Authority PROS 16/07 2.3.9 & PROS 16/07 2.3.10
Examples of Records
Retain Permanently Yes
Disposal Action Transfer to local archive
Years 0
Months 0
Condition after
Disposal Trigger Last action completed
15.01.08 Special consideration documentation

Disposal Class ID 15.01.08
Disposal Class Title Special consideration documentation
Description Assessment of applications for special consideration. Includes applications, supporting documentation and outcomes.
Authority PROS 16/07 2.3.11
Examples of Records
Retain Permanently No
Disposal Action Destroy
Years 7
Months 0
Condition after
Disposal Trigger Last action completed
15.01.09 Student invigilation videos

Disposal Class ID 15.01.09
Disposal Class Title Student invigilation videos
Description Videos of students undertaking online assessment to ensure something...
Authority University business requirement
Examples of Records
Retain Permanently No
Disposal Action Destroy
Years 6
Months 0
Condition after
Disposal Trigger Last action completed
15.02.01 Course and curriculum delivery

Disposal Class ID 15.02.01
Disposal Class Title Course and curriculum delivery
Description Information, documents and records relating to the delivery of course content to students. This includes curriculum, teaching and student resources designed to assist teachers and students during the learning process. Also includes the evaluation and review of courses, subjects and units.
Authority PROS 16/07 2.2.1 & PROS 16/07 2.2.6
Examples of Records
Retain Permanently No
Disposal Action Destroy
Years 7
Months 0
Condition after
Disposal Trigger Last action completed
15.02.02 Work integrated learning (WIL) and off-campus activities

Disposal Class ID 15.02.02
Disposal Class Title Work integrated learning (WIL) and off-campus activities
Description 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 toward their final result.  Includes administrative arrangements and liaison with placement or practicum providers.
Authority PROS 16/07 2.2.3
Examples of Records
Retain Permanently No
Disposal Action Destroy
Years 7
Months 0
Condition after
Disposal Trigger Last action completed
15.02.03 Teaching and learning resources

Disposal Class ID 15.02.03
Disposal Class Title Teaching and learning resources
Description Curriculum, teaching and student resources designed to assist during the learning process. Includes delivery notes and schedules, class outlines and presentation materials, induction material, study guides, readings, subject outlines, study guides, readings, self assessment exercises, audio-visual teaching aides, reading lists, assignment lists, textbook lists and lecture notes.
Authority PROS 16/07 2.2.5
Examples of Records
Retain Permanently No
Disposal Action Destroy
Years 1
Months 0
Condition after
Disposal Trigger Date superseded
15.02.04 Student course evaluation

Disposal Class ID 15.02.04
Disposal Class Title Student course evaluation
Description The evaluation and review of courses, subjects and units by students. Includes student evaluation of unit, and student evaluation of teaching surveys.
Authority PROS 16/07 2.3.6
Examples of Records
Retain Permanently No
Disposal Action Destroy
Years 7
Months 0
Condition after
Disposal Trigger Last action completed
15.03.01 Master record of courses

Disposal Class ID 15.03.01
Disposal Class Title Master record of courses
Description Master record of accredited, approved, award and non-award courses, programs, training packages, modules and their units. Includes approved curriculum content, 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. Also includes 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. Includes tracking changes to approved courses over time.
Authority PROS 16/07 2.1.1 (Courses in AQF levels 5 10.) & PROS 16/07 2.1.2 (Courses in AQF levels 1 4.) & PRO
Examples of Records
Retain Permanently Yes
Disposal Action Transfer to local archive
Years 0
Months 0
Condition after
Disposal Trigger Last action completed
15.03.02 Professional accreditation submissions

Disposal Class ID 15.03.02
Disposal Class Title Professional accreditation submissions
Description Records of submissions to external organisations for registration, accreditation, evaluation and approval of courses, subjects and units by relevant professional regulatory and/or licensing bodies. Also includes amendments to existing courses, subjects and units approved by the external body, and confirmation of continuing accreditation over time.
Authority PROS 16/07 2.1.4
Examples of Records
Retain Permanently No
Disposal Action Destroy
Years 7
Months 0
Condition after
Disposal Trigger contract expiration or other termination
15.03.03 Courses proposals and content not approved

Disposal Class ID 15.03.03
Disposal Class Title Courses proposals and content not approved
Description Course proposals and curriculum content which are not approved or did not proceed to approval stage.
Authority PROS 16/07 2.1.5
Examples of Records
Retain Permanently No
Disposal Action Destroy
Years 7
Months 0
Condition after
Disposal Trigger Last action completed
16.01.01 Business analysis documentation

Disposal Class ID 16.01.01
Disposal Class Title Business analysis documentation
Description Information, documents and records detailing analysis of business processes. Includes systems and business processes analysis. Includes business requirements documentation, design documentation, etc.
Authority PROS 07/01 19.10.01
Examples of Records
Retain Permanently No
Disposal Action Destroy
Years 7
Months 0
Condition after
Disposal Trigger Last action completed
16.02.01 Master control records

Disposal Class ID 16.02.01
Disposal Class Title Master control records
Description Master control records for University information systems. Includes registers, indexes, data classification schemas and configuration manuals, database configuration and schemas.
Authority
Examples of Records
Retain Permanently Yes
Disposal Action Transfer to local archive
Years 0
Months 0
Condition after
Disposal Trigger Last action completed
16.02.02 Library control records

Disposal Class ID 16.02.02
Disposal Class Title Library control records
Description Control records documenting library collections, e.g. library catalogue.
Authority
Examples of Records
Retain Permanently No
Disposal Action Destroy
Years 0
Months 0
Condition after
Disposal Trigger Date closed
16.02.03 System audits

Disposal Class ID 16.02.03
Disposal Class Title System audits
Description Records associated with officially checking systems to ensure they have been kept and maintained in accordance with agreed or legislated standards and that any records contained in them correctly record the business of the University.
Authority
Examples of Records
Retain Permanently No
Disposal Action Destroy
Years 7
Months 0
Condition after
Disposal Trigger Last action completed
16.02.04 Email and telephone lists

Disposal Class ID 16.02.04
Disposal Class Title Email and telephone lists
Description Records documenting the allocation and maintenance of email address lists (internal and external) and telephone lists.
Authority
Examples of Records
Retain Permanently No
Disposal Action Destroy
Years 2
Months 0
Condition after
Disposal Trigger Last action completed
16.03.01 Customer services management

Disposal Class ID 16.03.01
Disposal Class Title Customer services management
Description Information, documents and records related to the provision of general advice about information and technology activities. Includes: - Helpdesk services - IT Systems Support -Notifications to Staff of system upgrades -Records management advice -Records Services
Authority PROS 07/01 19.6.1 & PROS 07/01 9.5.1
Examples of Records
Retain Permanently No
Disposal Action Destroy
Years 2
Months 0
Condition after
Disposal Trigger Last action completed
16.04.01 Updates and maintenance

Disposal Class ID 16.04.01
Disposal Class Title Updates and maintenance
Description Records relating to the maintenance and upkeep of applications, software and information systems, e.g. updates, patches. Includes software maintenance records, scheduled software updates etc.
Authority PROS 07/01 19.15.1
Examples of Records
Retain Permanently No
Disposal Action Destroy
Years 2
Months 0
Condition after
Disposal Trigger
16.04.02 Inspections

Disposal Class ID 16.04.02
Disposal Class Title Inspections
Description Records documenting the routine inspection of technology and telecommunications systems and facilities, i.e. to ensure that unauthorised software or equipment is not being used.
Authority PROS 07/01 19.15.2
Examples of Records
Retain Permanently No
Disposal Action Destroy
Years 2
Months 0
Condition after
Disposal Trigger
16.04.03 System recovery and backup

Disposal Class ID 16.04.03
Disposal Class Title System recovery and backup
Description Backup copies of records and information used for the purpose of system recovery.
Authority PROS 07/01 19.15.3
Examples of Records
Retain Permanently No
Disposal Action Destroy
Years 0
Months 0
Condition after
Disposal Trigger
16.05.01 Information security

Disposal Class ID 16.05.01
Disposal Class Title Information security
Description Records relating to the security of information systems. For example records associated with establishing and assigning security levels and caveats within records management systems.
Authority PROS 07/01 19.16.1
Examples of Records
Retain Permanently No
Disposal Action Destroy
Years 7
Months 0
Condition after
Disposal Trigger Date superseded
16.05.02 Remote access

Disposal Class ID 16.05.02
Disposal Class Title Remote access
Description Records documenting the setting up of remote access to University networks from remote or off-campus locations
Authority PROS 07/01 19.16.2
Examples of Records
Retain Permanently No
Disposal Action Destroy
Years 2
Months 0
Condition after
Disposal Trigger Last action completed
16.05.03 Security filters

Disposal Class ID 16.05.03
Disposal Class Title Security filters
Description Records associated with the use of filters in systems to control spam, malicious content and viruses.
Authority PROS 07/01 19.16.3
Examples of Records
Retain Permanently No
Disposal Action Destroy
Years 7
Months 0
Condition after
Disposal Trigger Date superseded
16.05.04 Digital signatures

Disposal Class ID 16.05.04
Disposal Class Title Digital signatures
Description Records associated with the setting and management of digital signatures.
Authority PROS 07/01 19.16.4
Examples of Records
Retain Permanently No
Disposal Action Destroy
Years 0
Months 0
Condition after
Disposal Trigger
16.06.01 Software licenses

Disposal Class ID 16.06.01
Disposal Class Title Software licenses
Description Information, documents and records associated with giving permission or establishing a formal relationship to use software or a system through licencing arrangements.
Authority PROS 07/01 19.14.1
Examples of Records
Retain Permanently No
Disposal Action Destroy
Years 7
Months 0
Condition after
Disposal Trigger Date closed
16.06.02 Acquisition

Disposal Class ID 16.06.02
Disposal Class Title Acquisition
Description Records documenting the acquisition of licenses for software and systems from vendors. Includes negotiations relating to the terms and conditions of the license.
Authority PROS 07/01 19.1.1
Examples of Records
Retain Permanently No
Disposal Action Destroy
Years 7
Months 0
Condition after
Disposal Trigger Date finalised
16.06.03 Monitoring & infringements

Disposal Class ID 16.06.03
Disposal Class Title Monitoring & infringements
Description Records documenting the monitoring and renegotiations of license agreements. Includes responses to any licensing infringements
Authority PROS 07/01 19.1.1
Examples of Records
Retain Permanently No
Disposal Action Destroy
Years 7
Months 0
Condition after
Disposal Trigger Date finalised
16.06.04 Software allocation

Disposal Class ID 16.06.04
Disposal Class Title Software allocation
Description Records documenting the allocation of system usernames to individuals or University units. Includes network logins, email accounts, System Access Forms
Authority PROS 07/01 19.2.1
Examples of Records
Retain Permanently No
Disposal Action Destroy
Years 2
Months 0
Condition after
Disposal Trigger Last action completed
16.07.01 Development: Production

Disposal Class ID 16.07.01
Disposal Class Title Development: Production
Description Records documenting the development, implementation and modification of specific applications which go into production. Includes feasibility studies, pilot studies, final versions of all system documentation, user and technical manuals, business rules, user requirements, system specifications, final sign-off.
Authority PROS 07/01 19.3.1
Examples of Records
Retain Permanently No
Disposal Action Destroy
Years 20
Months 0
Condition after
Disposal Trigger Last action completed
16.07.02 Development: Test

Disposal Class ID 16.07.02
Disposal Class Title Development: Test
Description Records documenting the development, implementation and modification of specific applications which do not go into production. Includes testing activities, evaluation, strategies and reports.
Authority PROS 07/01 19.3.3
Examples of Records
Retain Permanently No
Disposal Action Destroy
Years 7
Months 0
Condition after
Disposal Trigger Last action completed
16.07.03 Evaluation & feasibility

Disposal Class ID 16.07.03
Disposal Class Title Evaluation & feasibility
Description Records documenting the evaluation of potential or existing technology and telecommunications services and systems. Includes investigations into the feasibility of contracting out technology and telecommunications activities
Authority PROS 07/01 19.10.01
Examples of Records
Retain Permanently No
Disposal Action Destroy
Years 7
Months 0
Condition after
Disposal Trigger Last action completed
16.07.04 Data migration

Disposal Class ID 16.07.04
Disposal Class Title Data migration
Description Records relating to the migration of data between electronic systems and from one electronic medium to another. Includes strategies for the migration and quality assurance checks to confirm accuracy of the migration process.
Authority PROS 07/01 19.7.1
Examples of Records
Retain Permanently No
Disposal Action Destroy
Years 1
Months 0
Condition after
Disposal Trigger Last action completed