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0050/0300/1 (Records Class)

Number
0050/0300/1

Authority
NSW GA 28 Administrative Records

Name


Description

Records documenting the development of academic initiatives, programs and projects aimed at ensuring university compliance with diversity and anti discrimination goals and benchmarks.

Includes records of assessments of requirements with which the university needs to comply, background research into existing levels of compliance and breaches, records of development of initiatives to improve compliance, equity and cultural diversity audit.

Includes records relating to initiatives concerning cultural and racial diversity, indigenous education strategies, discrimination.


Full Text

Make inactive 6 months after last action completed


Developer Notes

No equivalent in PROV schedule.

NSW GA 28 19.4.1

No University Records Disposal Schedule source.


RC Status
Temporary

Custody

Hold in work unit after administrative use concluded until the records are due for destruction
Disposition Rule
Action
Temporary - Destroy 10 years after last action completed


Years
10


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed

Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction


0050/0550/1 (Records Class)

Number
0050/0550/1

Authority
PROS 16/07 Retention & Disposal Authority for Higher and Further Education Functions

Name


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.


Full Text



Developer Notes

Modified description from PROV.

PROS 16/07 2.1.4

No University Records Disposal Schedule source.


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 7 years after accreditation expires or is revoked


Years
7


Months
0


Condition
Temporary - Destroy 7 years


Event Trigger
accreditation expires or is revoked


Action



Years
0


Months
0


Condition



Event Trigger


Action
Transfer hard copy original or electronic original to Records Services after administrative use concluded


Years
0


Months
0


Condition
Transfer hard copy original or electronic original to Records Services


Event Trigger
Administrative use concluded


0050/2000/1 (Records Class)

Number
0050/2000/1

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records relating to the establishment of Academic Board.


Full Text

Retain as University Archives


Developer Notes

Modified description from PROV.

PROS 07-01 1.2.1

University Records Disposal Schedule sources: None


RC Status
Permanent

Custody

Disposition Rule
Action
Permanent - Retain as University Archives


Years
0


Months
0


Condition
Permanent - Retain as University Archives


Event Trigger


Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Administrative use concluded

Action
Transfer hard copy original or electronic original to Records Services after administrative use concluded


Years
0


Months
0


Condition
Transfer hard copy original or electronic original to Records Services


Event Trigger
Administrative use concluded


0050/2000/10 (Records Class)

Number
0050/2000/10

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Internal Committees established for operational purposes that do not determine University wide policy direction or strategic planning. Includes working groups, adhoc committees and staff meetings of units or work areas within the university.

Master and duplicate copies of minutes, agenda, reports, resolutions, submissions and other meeting papers.


Full Text



Developer Notes

Modified description from PROV, sentence increased to 5 years as PROV sentence was inadequate.

PROS 07-01 1.6.1

University Records Disposal Schedule sources: 20-8.4


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 5 years after last action completed


Years
5


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed

Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction


0050/2000/11 (Records Class)

Number
0050/2000/11

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Internal Committees established to determine University wide policy direction or strategic planning or to meet regulatory and statutory requirements.

Master set of minutes, agenda, reports, resolutions, submissions and other meeting papers.

Australia and New Zealand School of Government Committee, Joint Committee of Academic Board and Heads of Colleges, Liaison Committee with the Victorian College of Optometry, Melbourne Business School Committee, Melbourne College of Divinity Committee, Postgraduate Coursework Programs Committee, Indigenous Studies Sub Committee, Research Higher Degrees Committee, Melbourne Custom Programs Committee, Teaching and Learning Development Committee, Teaching and Learning Quality Assurance Committee (TALQAC), Undergraduate Programs Committee, Melbourne Model Committees.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 1.7.1

University Records Disposal Schedule sources: 20-8.3, 18-18.1.1, 18-18.1.2, 8-13.1.1, 8-13.1.3


RC Status
Permanent

Custody

Disposition Rule
Action
Permanent - Retain as University Archives


Years
0


Months
0


Condition
Permanent - Retain as University Archives


Event Trigger


Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Administrative use concluded

Action



Years
2


Months
0


Condition
Local Archive


Event Trigger
Administrative use concluded

Action



Years
25


Months
0


Condition
Permanent Archive


Event Trigger
Administrative use concluded

Action
Transfer hard copy original or electronic original to Records Services after administrative use concluded


Years
0


Months
0


Condition
Transfer hard copy original or electronic original to Records Services


Event Trigger
Administrative use concluded


0050/2000/12 (Records Class)

Number
0050/2000/12

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Internal Committees established to determine University wide policy direction or strategic planning or to meet regulatory and statutory requirements.

Duplicate copies of minutes, agenda, reports, resolutions, submissions and other meeting papers.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 1.7.2

University Records Disposal Schedule sources: 18-18.2.1


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 1 year after last action completed


Years
1


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed

Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction


0050/2000/2 (Records Class)

Number
0050/2000/2

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Master set of minutes, agendas, reports, resolutions, submissions and other meeting papers for Academic Board.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 1.2.3

University Records Disposal Schedule sources: 16-28.2, 8-13.1.1, 18-18.1.1


RC Status
Permanent

Custody

Disposition Rule
Action
Permanent - Retain as University Archives


Years
0


Months
0


Condition
Permanent - Retain as University Archives


Event Trigger


Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Administrative use concluded

Action
Transfer hard copy original or electronic original to Records Services after administrative use concluded


Years
0


Months
0


Condition
Transfer hard copy original or electronic original to Records Services


Event Trigger
Administrative use concluded


0050/2000/3 (Records Class)

Number
0050/2000/3

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Reference or duplicate copies of minutes, agendas, reports, resolutions, submissions and other meeting papers for Academic Board.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 1.2.4

University Records Disposal Schedule sources: 16-28.4, 18-18.2


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 1 year after last action completed


Years
1


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed

Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction


0050/2000/4 (Records Class)

Number
0050/2000/4

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

External Committees convened by the University or where the University has provided the Secretariat.

Records documenting the establishment of the committee.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 1.3.1

University Records Disposal Schedule sources: None


RC Status
Permanent

Custody

Disposition Rule
Action
Permanent - Retain as University Archives


Years
0


Months
0


Condition
Permanent - Retain as University Archives


Event Trigger


Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Administrative use concluded

Action
Transfer hard copy original or electronic original to Records Services after administrative use concluded


Years
0


Months
0


Condition
Transfer hard copy original or electronic original to Records Services


Event Trigger
Administrative use concluded


0050/2000/5 (Records Class)

Number
0050/2000/5

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

External Committees - convened by the University or where the University has provided the Secretariat.

Master set of minutes, agenda, reports, resolutions, submissions and other meeting papers.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 1.3.2

University Records Disposal Schedule sources: None


RC Status
Permanent

Custody

Disposition Rule
Action
Permanent - Retain as University Archives


Years
0


Months
0


Condition
Permanent - Retain as University Archives


Event Trigger


Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Administrative use concluded

Action
Transfer hard copy original or electronic original to Records Services after administrative use concluded


Years
0


Months
0


Condition
Transfer hard copy original or electronic original to Records Services


Event Trigger
Administrative use concluded


0050/2000/6 (Records Class)

Number
0050/2000/6

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

External Committees - convened by the University or where the University has provided the Secretariat.

Duplicate copies of minutes, agenda, reports, resolutions, submissions and other meeting papers.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 1.3.2

University Records Disposal Schedule sources: None


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 1 year after last action completed


Years
1


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed

Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction


0050/2000/7 (Records Class)

Number
0050/2000/7

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

External Committees where the University sends representation but does not convene and does not provide the Secretariat.

Records documenting to the establishment of the committee.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 1.4.1

University Records Disposal Schedule sources: 18-18.3.1, 18-18.3.2, 18-18.3.3.


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 2 years after last action completed


Years
2


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed

Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction


0050/2000/8 (Records Class)

Number
0050/2000/8

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

External Committees where the University sends representation but does not convene and does not provide the Secretariat.

Duplicate copies of minutes, agenda, reports, resolutions, submissions and other meeting papers.


Full Text



Developer Notes

Modified description from PROV, sentence increased to 2 years as PROV sentence was inadequate.

PROS 07-01 1.4.2

University Records Disposal Schedule sources: 18-18.3.1, 18-18.3.2, 18-18.3.3.


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 2 years after last action completed


Years
2


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed

Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction


0050/2000/9 (Records Class)

Number
0050/2000/9

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records accumulated in the course of facilitating meetings of boards or committees.

Includes the preparation and distribution of minutes to members, venue bookings, attendance arrangements and expressions of thanks and appreciation.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 1.5.1

University Records Disposal Schedule sources: 8-13.1.4, 8-13.1.5, 18-18.1.4, 18-18.1.5, 16-28.3.


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 2 years after last action completed


Years
2


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed

Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction


0050/2050/1 (Records Class)

Number
0050/2050/1

Authority
NSW GA28 General Retention & Disposal Authority: Administrative Records

Name


Description

Records relating to initiatives at an organisation-wide or program-specific level to measure and improve the organisation's operations in order to be compliant with external standards.

Includes the records of assessments against requirements with which the organisation needs to comply, and records on the development of initiatives to improve compliance.

Use FREEDOM OF INFORMATION for the management of information requested under the Freedom of Information Act 1982 (Vic).

Use INFORMATION SECURITY for records documenting complaints made concerning breaches of the Privacy and Data Protection Act 2014 (Vic).


Full Text



Developer Notes

NSW GDA 19.4.1. Requested by Policy and Compliance Education, and Education and Compliance teams in Legal & Risk.


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 10 years after last action completed


Years
10


Months
0


Condition
Temporary - Destroy 10 years


Event Trigger
Last action completed



0050/2400/1 (Records Class)

Number
0050/2400/1

Authority
PROS 16/07 Retention & Disposal Authority for Higher and Further Education Functions

Name


Description

Records documenting administrative arrangements for the delivery of courses.

Includes timetables for lectures, subjects, lecture theatres, semesters, tutorials, classroom and theatre allocations and bookings.


Full Text



Developer Notes

Modified scope from PROS 16/07 2.2.2.

University Records Disposal Schedule sources: 18-17.1, 18-60.2, 18-60.3.1, 18-60.3.2, 18-25.1.2, 18-25.11, 18-107.1, 18-110.1, 18-110.2, 8-56.1.1, 8-56.1.2, 8-56.1.3, 8-56.2.1, 8-56.2.2, 8-56.2.3, 20-50.4, 20-50.5


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy after reference use ceases


Years
0


Months
0


Condition
Temporary - Destroy


Event Trigger
Reference ceases



0050/2400/2 (Records Class)

Number
0050/2400/2

Authority
PROS 16/07 Retention & Disposal Authority for Higher and Further Education Functions

Name


Description

Subject resources and material used in course delivery.

Includes subject outlines, study guides, readings, self assessment exercises, audio-visual teaching aides, reading lists, assignment lists, textbook lists and lecture notes.


Full Text



Developer Notes

PROS 16/07 2.2.5

University Records Disposal Schedule sources: 18-105.1


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 1 year after date course superseded


Years
1


Months
0


Condition
Temporary - Destroy


Event Trigger
Date course superseded


Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Date course superseded

Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction


0050/2450/1 (Records Class)

Number
0050/2450/1

Authority
PROS 16/07 Retention & Disposal Authority for Higher and Further Education Functions

Name


Description

Records documenting the planning, development, structure and content of a course or degree.

Includes the alteration and abolition of courses or degrees.

Includes Undergraduate courses, Graduate Diploma courses, Postgraduate Diploma Courses, Masters Courses, PhD Courses, Short Courses, Undergraduate Degrees, Higher Degrees, Masters Degrees, Postgraduate Degrees.


Full Text



Developer Notes

Modified description from PROV schedule.

PROS 02-01 21.2.0

University Records Disposal Schedule sources: 16-38.2, 8-17.2, 8-17.2.1, 8-17.4, 8-17.7, 8-17.8, 8-18.2, 16-39.1, 18-26.4.2, 8-18.5, 18-25.8


RC Status
Permanent

Custody

Disposition Rule
Action
Permanent - Retain as University Archives


Years
0


Months
0


Condition
Permanent - Retain as University Archives


Event Trigger


Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Administrative use concluded

Action
Transfer hard copy original or electronic original to Records Services after administrative use concluded


Years
0


Months
0


Condition
Transfer hard copy original or electronic original to Records Services


Event Trigger
Administrative use concluded


0050/2450/2 (Records Class)

Number
0050/2450/2

Authority
NAA 2006/00446555 RA - Research & Development, Teaching & Learning

Name


Description

Master set of courses approved by school, faculty, department or internal governing body.

Includes approval documentation.


Full Text



Developer Notes

No equivalent in PROV schedule, modified description from NAA.

NAA RDA 2006-00446555 13870 and NSW GDA 23 25.5.3

University Records Disposal Schedule sources: None


RC Status
Permanent

Custody

Disposition Rule
Action
Permanent - Retain as University Archives


Years
0


Months
0


Condition
Permanent - Retain as University Archives


Event Trigger


Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Administrative use concluded

Action
Transfer hard copy original or electronic original to Records Services after administrative use concluded


Years
0


Months
0


Condition
Transfer hard copy original or electronic original to Records Services


Event Trigger
Administrative use concluded


0050/2450/3 (Records Class)

Number
0050/2450/3

Authority
Limitation of Actions Act 1958 (Vic)

Name


Description

Course proposals and curriculum content which are not approved or did not proceed to approval stage.


Full Text



Developer Notes

PROS 16/07 2.1.5


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 7 years after date of decision


Years
7


Months
0


Condition
Temporary - Destroy


Event Trigger
Date of decision



0050/2500/1 (Records Class)

Number
0050/2500/1

Authority
NAA 2006/00446555 RA - Research & Development, Teaching & Learning

Name


Description

Master set of curricula-subjects approved by school, faculty, department or internal governing body.


Full Text



Developer Notes

No equivalent in PROV schedule, modified description from NAA.

NAA RDA 2006-00446555 13870

University Records Disposal Schedule sources: 8-50.1, 8-50.2, 8-50.3, 8-50.4.


RC Status
Permanent

Custody

Disposition Rule
Action
Permanent - Retain as University Archives


Years
0


Months
0


Condition
Permanent - Retain as University Archives


Event Trigger


Action
Transfer hard copy original or electronic original to Records Services after administrative use concluded


Years
0


Months
0


Condition
Transfer hard copy original or electronic original to Records Services


Event Trigger
Administrative use concluded

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Administrative use concluded

Action



Years
2


Months
0


Condition
Local Archive


Event Trigger
Administrative use concluded

Action



Years
25


Months
0


Condition
Permanent Archive


Event Trigger
Administrative use concluded


0050/2500/2 (Records Class)

Number
0050/2500/2

Authority
NAA 2006/00446555 RA - Research & Development, Teaching & Learning

Name


Description

Records documenting the development of curricula-subjects.

Includes working papers and unapproved curricula-subjects.


Full Text



Developer Notes

No equivalent in PROV schedule, modified description from NAA.

NAA RDA 2006-00446555 13871 and 13872

University Records Disposal Schedule sources: None.


RC Status
Temporary

Custody

Disposition Rule
Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Administrative use concluded


Action
Temporary - Destroy 3 years after date curricula/subject superseded


Years
3


Months
0


Condition
Temporary - Destroy


Event Trigger
Date curricula/subject superseded

Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction


0050/2900/1 (Records Class)

Number
0050/2900/1

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records documenting the processes and procedures involved in the handling of enquiries and feedback relating to academic programs.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 2.7.1

University Records Disposal Schedules source: None.


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 7 years after last action completed


Years
7


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


0050/2900/2 (Records Class)

Number
0050/2900/2

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records documenting the receipt and response to individual enquiries and feedback on collections which result in changes to university policy or procedures.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 2.7.2

University Records Disposal Schedules source: 16-65.2.1


RC Status
Permanent

Custody

Disposition Rule
Action
Permanent - Retain as University Archives


Years
0


Months
0


Condition
Permanent - Retain as University Archives


Event Trigger


Action
Transfer hard copy original or electronic original to Records Services after administrative use concluded


Years
0


Months
0


Condition
Transfer hard copy original or electronic original to Records Services


Event Trigger
Administrative use concluded

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Administrative use concluded

Action



Years
2


Months
0


Condition
Local Archive


Event Trigger
Administrative use concluded

Action



Years
25


Months
0


Condition
Permanent Archive


Event Trigger
Administrative use concluded


0050/2900/3 (Records Class)

Number
0050/2900/3

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records documenting the receipt and response to individual enquiries and feedback on academic programs which require an investigation and a detailed response on university actions, policy or procedures but do not result in changes to university policy and procedures.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 2.7.3

University Records Disposal Schedules source: 16-65.2.1


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 5 years after last action completed


Years
5


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


0050/2900/4 (Records Class)

Number
0050/2900/4

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records documenting the receipt and response to individual enquiries and feedback on academic programs which require routine responses on university actions, policy or procedures.

Includes form letters and standard responses.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 2.7.4

University Records Disposal Schedules source: 16-51.2, 16-65.2.2, 8-21.5, 14-23.1, 20-15.1


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 2 years after last action completed


Years
2


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


0050/3700/1 (Records Class)

Number
0050/3700/1

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records documenting the development of formal processes and procedures for receipt of and response to feedback relating to academic programs.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 2.3.1, 2.7.1.

University Records Disposal Schedule sources: None.


RC Status
Temporary

Custody

Disposition Rule
Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Date procedure superseded


Action
Temporary - Destroy 7 years after date procedure superseded


Years
7


Months
0


Condition
Temporary - Destroy


Event Trigger
Date procedure superseded

Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction


0050/3700/2 (Records Class)

Number
0050/3700/2

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records documenting the receipt and response to feedback on the academic programs function which results in changes to university policies or procedures.

Includes complaints and anonymous correspondence.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 2.3.2, 2.7.2.

University Records Disposal Schedule sources: 16-29.2

In the 2017 RDA conslidation project, the activity of Enquiries duplicated the activity of Feedback for many actions. As a result, Feedback has been relegated to a non-preferred term that links to Enquiries. (CS)




RC Status
Permanent

Custody

Disposition Rule
Action
Permanent - Retain as University Archives


Years
0


Months
0


Condition
Permanent - Retain as University Archives


Event Trigger


Action
Transfer hard copy original or electronic original to Records Services after administrative use concluded


Years
0


Months
0


Condition
Transfer hard copy original or electronic original to Records Services


Event Trigger
Administrative use concluded

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Administrative use concluded

Action



Years
2


Months
0


Condition
Local Archive


Event Trigger
Administrative use concluded

Action



Years
25


Months
0


Condition
Permanent Archive


Event Trigger
Administrative use concluded


0050/3700/3 (Records Class)

Number
0050/3700/3

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records documenting the receipt and response to feedback on the academic programs function which requires a detailed response on university actions, policies or procedures but does not result in changes to university policies or procedures.

Includes complaints and anonymous correspondence.


Full Text



Developer Notes

Modified description from PROV, retention increased to 6 years following feedback from Legal Services - claims for breach of contract, tort etc under Section 5 of the Limitations of Actions Act 1958 (Vic) must be brought within a period of 6 years.

PROS 07-01 2.3.3, 2.7.3.

University Records Disposal Schedule sources: 16-37.4, 15-2.2

In the 2017 RDA conslidation project, the activity of Enquiries duplicated the activity of Feedback for many actions. As a result, Feedback has been relegated to a non-preferred term that links to Enquiries. (CS)


RC Status
Temporary

Custody

Disposition Rule
Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


Action
Temporary - Destroy 6 years after last action completed


Years
6


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed

Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction


0050/3700/4 (Records Class)

Number
0050/3700/4

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records documenting the receipt and response to feedback on the academic programs function which requires a routine response concerning university actions, policies or procedures.

Includes standard responses, complaints, letters of acknowledgement and anonymous correspondence.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 2.3.4, 2.7.4.

University Records Disposal Schedule sources: 16-37.5, 16-37.4, 15-2.1, 16-29.1

In the 2017 RDA conslidation project, the activity of Enquiries duplicated the activity of Feedback for many actions. As a result, Feedback has been relegated to a non-preferred term that links to Enquiries. (CS)


RC Status
Temporary

Custody

Disposition Rule
Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


Action
Temporary - Destroy 2 years after last action completed


Years
2


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed

Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction


0050/5750/1 (Records Class)

Number
0050/5750/1

Authority
NSW GDA 23 University Records

Name


Description

Once copy of each University exhibition catalogue.


Full Text



Developer Notes

Description directly from NSW GDA 23, no equivalent in PROV schedule.

NSW GDA 23 1.7.2

University Records Disposal Schedule sources: None.


RC Status
Permanent

Custody

Disposition Rule
Action
Permanent - Retain as University Archives


Years
0


Months
0


Condition
Permanent - Retain as University Archives


Event Trigger


Action
Transfer hard copy original or electronic original to Records Services after administrative use concluded


Years
0


Months
0


Condition
Transfer hard copy original or electronic original to Records Services


Event Trigger
Administrative use concluded

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Administrative use concluded

Action



Years
2


Months
0


Condition
Local Archive


Event Trigger
Administrative use concluded

Action



Years
25


Months
0


Condition
Permanent Archive


Event Trigger
Administrative use concluded


0050/5750/2 (Records Class)

Number
0050/5750/2

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records relating to the design, setting up and the ongoing upkeep of exhibitions.

Includes drafts, background information, unused material, (e.g. reproductions of photographs etc).


Full Text



Developer Notes

Description directly from PROV.

PROS 07-01 2.8.1

University Records Disposal Schedule sources: None.


RC Status
Temporary

Custody

Disposition Rule
Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Exhibition closed


Action
Temporary - Destroy 2 years after exhibition closed


Years
2


Months
0


Condition
Temporary - Destroy


Event Trigger
Exhibition closed

Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction


0050/5750/3 (Records Class)

Number
0050/5750/3

Authority
NSW GDA 23 University Records

Name


Description

Records relating to the loan of exhibition items.

Includes arrangements to transport items.


Full Text



Developer Notes

Description directly from NSW GDA 23, no equivalent in PROV schedule.

NSW GDA 23 1.8.2, 1.9.2

University Records Disposal Schedule sources: None.


RC Status
Temporary

Custody

Disposition Rule
Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Loaned item returned


Action
Temporary - Destroy 2 years after loaned item returned


Years
2


Months
0


Condition
Temporary - Destroy


Event Trigger
Loaned item returned

Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction


0050/5750/4 (Records Class)

Number
0050/5750/4

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records relating to the administrative arrangements for the opening and publicising of exhibitions.

Includes invitations and acceptances, catering arrangements, venue bookings, organisation of entertainment and accommodation and transport arrangements.


Full Text



Developer Notes

Description directly from PROV.

PROS 07-01 2.8.2

University Records Disposal Schedule sources: None.


RC Status
Temporary

Custody

Disposition Rule
Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Exhibition closed


Action
Temporary - Destroy 2 years after exhibition closed


Years
2


Months
0


Condition
Temporary - Destroy


Event Trigger
Exhibition closed

Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction


0050/5750/5 (Records Class)

Number
0050/5750/5

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Final versions of lectures delivered as part of a public lecture series arranged by the University.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 2.1.1

University Records Disposal Schedule sources: 16-96.1


RC Status
Permanent

Custody

Disposition Rule
Action
Permanent - Retain as University Archives


Years
0


Months
0


Condition
Permanent - Retain as University Archives


Event Trigger


Action
Transfer hard copy original or electronic original to Records Services after administrative use concluded


Years
0


Months
0


Condition
Transfer hard copy original or electronic original to Records Services


Event Trigger
Administrative use concluded

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Administrative use concluded

Action



Years
2


Months
0


Condition
Local Archive


Event Trigger
Administrative use concluded

Action



Years
25


Months
0


Condition
Permanent Archive


Event Trigger
Administrative use concluded


0050/5750/6 (Records Class)

Number
0050/5750/6

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Working papers accumulated during the development of public lectures.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 2.1.3

University Records Disposal Schedule sources: None


RC Status
Temporary

Custody

Disposition Rule
Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


Action
Temporary - Destroy 2 years after last action completed


Years
2


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed

Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction


0050/5750/7 (Records Class)

Number
0050/5750/7

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records relating to the administrative arrangements for public lectures including invitations and invitations to speak, acceptances, guest lists, catering and venue bookings.


Full Text



Developer Notes

Description modified from PROV.

PROS 07-01 2.2.1

University Records Disposal Schedule sources: None


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 2 years after last action completed


Years
2


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed

Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction


0050/5950/1 (Records Class)

Number
0050/5950/1

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Final version of university wide strategic or corporate academic plans.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 18.2.1

University Records Disposal Schedule sources: None


RC Status
Permanent

Custody

Disposition Rule
Action
Permanent - Retain as University Archives


Years
0


Months
0


Condition
Permanent - Retain as University Archives


Event Trigger


Action
Transfer hard copy original or electronic original to Records Services after administrative use concluded


Years
0


Months
0


Condition
Transfer hard copy original or electronic original to Records Services


Event Trigger
Administrative use concluded

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Administrative use concluded

Action



Years
2


Months
0


Condition
Local Archive


Event Trigger
Administrative use concluded

Action



Years
25


Months
0


Condition
Permanent Archive


Event Trigger
Administrative use concluded


0050/5950/2 (Records Class)

Number
0050/5950/2

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Duplicate copies of university wide strategic or corporate academic plans.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 18.2.2

University Records Disposal Schedule sources: None


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 1 year after last action completed


Years
1


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed

Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction


0050/5950/3 (Records Class)

Number
0050/5950/3

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Final version of work unit level business plans concerning academic programs.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 18.2.3

University Records Disposal Schedule sources: 8-37.1.1, 8-37.1.2, 20-38.3, 20-38.1, 8-37.2, 8-37.3, 8-37.4, 8-37.5


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 5 years after last action completed


Years
5


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed

Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction


0050/5950/4 (Records Class)

Number
0050/5950/4

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records documenting the development of all strategic, corporate or work unit level business plans for academic programs.

Includes background research, draft versions, divisional or work unit contributions to university wide strategic or corporate academic plans.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 18.2.4

University Records Disposal Schedule sources: 16-76.3, 16-76.4, 18-79.1.2, 18-79.2.2, 20-38.2


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 1 year after last action completed


Years
1


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed

Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction


0050/6000/1 (Records Class)

Number
0050/6000/1

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Final, approved versions of university wide policies prescribing the way the university`s academic programs operate.

Includes university policies for Combined courses, Weighting of subjects, Complementary courses, Summer School, Full fee paying courses, Short courses, Undergraduate Degrees, Higher Degrees, Honorary Degrees, Masters Degrees, PhD Degrees, Postgraduate Degrees.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 13.1.1, 13.1.2

University Records Disposal Schedule sources: 16-38.1


RC Status
Permanent

Custody

Disposition Rule
Action
Permanent - Retain as University Archives


Years
0


Months
0


Condition
Permanent - Retain as University Archives


Event Trigger


Action
Transfer hard copy original or electronic original to Records Services after administrative use concluded


Years
0


Months
0


Condition
Transfer hard copy original or electronic original to Records Services


Event Trigger
Administrative use concluded

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Administrative use concluded

Action



Years
2


Months
0


Condition
Local Archive


Event Trigger
Administrative use concluded

Action



Years
25


Months
0


Condition
Permanent Archive


Event Trigger
Administrative use concluded


0050/6000/2 (Records Class)

Number
0050/6000/2

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records documenting the formulation of university wide policies prescribing the way the university`s academic programs operate.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 13.1.1, 13.1.2

University Records Disposal Schedule sources: None


RC Status
Permanent

Custody

Disposition Rule
Action
Permanent - Retain as University Archives


Years
0


Months
0


Condition
Permanent - Retain as University Archives


Event Trigger


Action
Transfer hard copy original or electronic original to Records Services after administrative use concluded


Years
0


Months
0


Condition
Transfer hard copy original or electronic original to Records Services


Event Trigger
Administrative use concluded

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Administrative use concluded

Action



Years
2


Months
0


Condition
Local Archive


Event Trigger
Administrative use concluded

Action



Years
25


Months
0


Condition
Permanent Archive


Event Trigger
Administrative use concluded


0050/6000/3 (Records Class)

Number
0050/6000/3

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records documenting the formulation of non university wide policies concerning academic programs.

Includes final versions of policies.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 13.1.3

University Records Disposal Schedule sources: None


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy after date policy superseded


Years
0


Months
0


Condition
Temporary - Destroy


Event Trigger
Date policy superseded


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Date policy superseded


0050/6100/1 (Records Class)

Number
0050/6100/1

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Final versions of presentations that signal fundamental shifts in University policies, strategic directions, services, products or partnerships concerning academic programs, e.g. the Melbourne Model.

Includes presentations made by senior University officers and presentations that were never given.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 2.1.1

University Records Disposal Schedule sources: 16-96.1


RC Status
Permanent

Custody

Disposition Rule
Action
Permanent - Retain as University Archives


Years
0


Months
0


Condition
Permanent - Retain as University Archives


Event Trigger


Action
Transfer hard copy original or electronic original to Records Services after administrative use concluded


Years
0


Months
0


Condition
Transfer hard copy original or electronic original to Records Services


Event Trigger
Administrative use concluded

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Administrative use concluded

Action



Years
2


Months
0


Condition
Local Archive


Event Trigger
Administrative use concluded

Action



Years
25


Months
0


Condition
Permanent Archive


Event Trigger
Administrative use concluded


0050/6100/2 (Records Class)

Number
0050/6100/2

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Final version of presentations delivered or intended to be delivered on the routine promotion of the University`s academic programs. e.g. on current academic programs.


Full Text



Developer Notes

Modified description from PROV. University schedules have a longer retention period than 2 years - 7 and 5 years.

PROS 07-01 2.1.2

University Records Disposal Schedule sources: 16-96.2, 14-30.1


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 2 years after last action completed


Years
2


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed

Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction


0050/6100/3 (Records Class)

Number
0050/6100/3

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Working papers accumulated during the development of all presentations.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 2.1.3

University Records Disposal Schedule sources: None


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 2 years after last action completed


Years
2


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed

Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction


0050/6250/1 (Records Class)

Number
0050/6250/1

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Final, approved version of procedures relating to academic programs.

Includes manuals, handbooks, guidelines, directives etc.

Includes procedures for Combined courses, Weighting of subjects, Complementary courses, Summer School, Full fee paying courses, Short courses, Undergraduate Degrees, Higher Degrees, Honorary Degrees, Masters Degrees, PhD Degrees, Postgraduate Degrees.


Full Text



Developer Notes

Modified description from PROV. University schedule has procedures as permanent retention.

PROS 07-01 13.3.1

University Records Disposal Schedule sources: 16-38.1


RC Status
Temporary

Custody

Disposition Rule
Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Date procedure superseded


Action
Temporary - Destroy 7 years after date procedure superseded


Years
7


Months
0


Condition
Temporary - Destroy


Event Trigger
Date procedure superseded

Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction


0050/6250/2 (Records Class)

Number
0050/6250/2

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records accumulated during the development of procedures relating to academic programs.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 13.3.2

University Records Disposal Schedule sources: None


RC Status
Temporary

Custody

Disposition Rule
Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Date procedure superseded


Action
Temporary - Destroy 2 years after date procedure superseded


Years
2


Months
0


Condition
Temporary - Destroy


Event Trigger
Date procedure superseded

Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction


0050/6450/1 (Records Class)

Number
0050/6450/1

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Course and subject handbooks.

Includes faculty, undergraduate and postgraduate handbooks.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 15.2.1

University Records Disposal Schedule sources: 8-17.0, 8-38.1.1


RC Status
Permanent

Custody

Disposition Rule
Action
Permanent - Retain as University Archives


Years
0


Months
0


Condition
Permanent - Retain as University Archives


Event Trigger


Action
Transfer hard copy original or electronic original to Records Services after administrative use concluded


Years
0


Months
0


Condition
Transfer hard copy original or electronic original to Records Services


Event Trigger
Administrative use concluded

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Administrative use concluded

Action



Years
2


Months
0


Condition
Local Archive


Event Trigger
Administrative use concluded

Action



Years
25


Months
0


Condition
Permanent Archive


Event Trigger
Administrative use concluded


0050/6500/1 (Records Class)

Number
0050/6500/1

Authority
NAA 2006/00446555 RA - Research & Development, Teaching & Learning

Name


Description

Records documenting the development and collection of Evaluation Cycle surveys.

Includes subject forms, additional questions, departmental-school summary sheets, data files and summary file.

Surveys include: Quality of Teaching, Quality of research supervision and academic support, quality of administrative and support services; course experience questionnaire (CEQ), postgraduate experience questionnaire (PREQ), graduate destination survey (GDS), Melbourne experience survey (MES), employer feedback survey (EFS), Graduate views on the relevance of their course and University experience, Staff feedback on the Quality of University Management and Administration (QUMA), International student survey (ISS).


Full Text



Developer Notes

No equivalent in PROV schedule.

NAA 2006-00446555 13869

University Records Disposal Schedule sources: 17-12.2, 18-105.2.3, 18-105.2.4, 18-105.2.5


RC Status
Temporary

Custody

Disposition Rule
Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


Action
Temporary - Destroy 2 years after last action completed


Years
2


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed

Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction


0050/6500/2 (Records Class)

Number
0050/6500/2

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records documenting the analysis and reporting of Evaluation Cycle survey data.

Includes reports to University senior executive, Academic Board and several of its sub-committees, Faculty Deans and managers, as well as external reporting to the Commonwealth.


Full Text



Developer Notes

Sentence from PROV.

PROS 07-01 18.1.2

University Records Disposal Schedule sources: 17-12.3. 18-105.2.2


RC Status
Temporary

Custody

Disposition Rule
Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


Action
Temporary - Destroy 5 years after last action completed


Years
5


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed

Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction


0050/6800/1 (Records Class)

Number
0050/6800/1

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Periodic reports produced on recurring activities related to academic programs.

Includes interim progress reports addressing performance against strategic and operational plans and reports that are not required for the purposes of meeting legislative objectives.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 16.1.1

University Records Disposal Schedule sources: 14-45.3


RC Status
Temporary

Custody

Disposition Rule
Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


Action
Temporary - Destroy 5 years after last action completed


Years
5


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed

Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction


0050/6800/2 (Records Class)

Number
0050/6800/2

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Formal, consolidated reports on academic programs which are not reproduced elsewhere.

Includes reports required for the purposes of meeting legislative objectives, final reports on performance and progress against objectives detailed in strategic or operational plans.

Includes utilisation rates of theatres statistical report.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 16.3.1

University Records Disposal Schedule sources: 20-50.6


RC Status
Permanent

Custody

Disposition Rule
Action
Permanent - Retain as University Archives


Years
0


Months
0


Condition
Permanent - Retain as University Archives


Event Trigger


Action
Transfer hard copy original or electronic original to Records Services after administrative use concluded


Years
0


Months
0


Condition
Transfer hard copy original or electronic original to Records Services


Event Trigger
Administrative use concluded

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Administrative use concluded

Action



Years
2


Months
0


Condition
Local Archive


Event Trigger
Administrative use concluded

Action



Years
25


Months
0


Condition
Permanent Archive


Event Trigger
Administrative use concluded


0050/6800/3 (Records Class)

Number
0050/6800/3

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Reports on academic programs which are produced for inclusion in wider university reports e.g. in the annual report.

Includes faculty, departmental, divisional and work unit contributions to the annual report.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 16.3.2

University Records Disposal Schedule sources: 20-41.1


RC Status
Temporary

Custody

Disposition Rule
Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


Action
Temporary - Destroy 7 years after last action completed


Years
7


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed

Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction


0050/6800/4 (Records Class)

Number
0050/6800/4

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records accumulated during the process of producing reports.

Includes background information, draft versions, collection of surveys and statistics or data extracted from University source systems.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 16.4.1

University Records Disposal Schedule sources: None


RC Status
Temporary

Custody

Disposition Rule
Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


Action
Temporary - Destroy 1 year after last action completed


Years
1


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed

Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction


0050/6950/1 (Records Class)

Number
0050/6950/1

Authority
PROS 16/07 Retention & Disposal Authority for Higher and Further Education Functions

Name


Description

The evaluation and review of courses, subjects and units by students. Includes student evaluation of unit and student evaluation of teaching surveys.

Includes working papers, course alteration proposals, draft revised subject outlines, unapproved curriculum revisions and course-subject evaluations.


Full Text



Developer Notes

Modified description from PROV.

PROS 16/07 2.2.6

University Records Disposal Schedule sources: 16-38.4, 18-25.7.1, 18-25.7.2


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 6 years after last action completed


Years
6


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed



0050/6950/2 (Records Class)

Number
0050/6950/2

Authority
PROS 16/07 Retention & Disposal Authority for Higher and Further Education Functions

Name


Description

Records documenting the review of the University`s courses and degrees which result in a substantial change to degree structures or requires reaccreditation of academic qualifications. e.g. the Melbourne Model.

Includes documentation establishing the review, project and action plans, final version of review`s report.


Full Text



Developer Notes

Modified description from PROV.

PROS 02-01 3.1.0

University Records Disposal Schedule sources: 16-38.4, 18-25.7.1, 18-25.7.2


RC Status
Permanent

Custody

Disposition Rule
Action
Permanent - Retain as University Archives


Years
0


Months
0


Condition
Permanent - Retain as University Archives


Event Trigger


Action
Transfer hard copy original or electronic original to Records Services after administrative use concluded


Years
0


Months
0


Condition
Transfer hard copy original or electronic original to Records Services


Event Trigger
Administrative use concluded

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Administrative use concluded

Action



Years
2


Months
0


Condition
Local Archive


Event Trigger
Administrative use concluded

Action



Years
25


Months
0


Condition
Permanent Archive


Event Trigger
Administrative use concluded


0050/8300/1 (Records Class)

Number
0050/8300/1

Authority
PROS 16/07 Retention & Disposal Authority for Higher and Further Education Functions

Name


Description

Records documenting arrangements for the provision of transition support for students moving from course work to research based higher degrees.


Full Text



Developer Notes

Modified description from PROV.

PROS 02-01 19.3.0

University Records Disposal Schedule sources: 20-51.6, 20-51.7, 20-51.8, 20-51.5


RC Status
Temporary

Custody

Disposition Rule
Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


Action
Temporary - Destroy 2 years after last action completed


Years
2


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed

Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction


0100/0750/1 (Records Class)

Number
0100/0750/1

Authority
Limitation of Actions Act 1958 (Vic)

Name


Description

Summary record of all registered alumni of an institution. Includes the registration of individuals as well as alumni groups or chapters.

Includes alumni personal information, when and what they studied, what alumni chapters or groups they are part of, and membership status.


Full Text



Developer Notes

PROS 16/07 6.1.1


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 7 years after reference ceases


Years
7


Months
0


Condition
Temporary - Destroy


Event Trigger
Reference ceases



0100/0750/2 (Records Class)

Number
0100/0750/2

Authority
PROS 16/07 Retention & Disposal Authority for Higher and Further Education Functions

Name


Description

Records documenting the maintenance of alumni registers and databases.

Includes updating contact or other details of current members, applications to join an institution's alumni association and any eligibility checks undertaken.


Full Text



Developer Notes

PROS 16/07 6.1.2


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy after reference ceases


Years
0


Months
0


Condition
Temporary - Destroy


Event Trigger
Reference ceases



0100/1350/1 (Records Class)

Number
0100/1350/1

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records documenting the receipt of major gifts of money or property willed to the university that results in, for example, the creation of a named chair or professorship, the creation of scholarships, the provision of research or library support or has other ongoing value to the university.

Includes bequests where the Vice Chancellor responds to the bequest`s executor.


Full Text



Developer Notes

Modified description from PROV.

Current University schedules have permanent retention for all records relating to bequests, no matter what the value is.

PROS 07-01 2.6.1

University Records Disposal Schedule sources: 18-11.2, 18-36.1


RC Status
Permanent

Custody

Disposition Rule
Action
Permanent - Retain as University Archives


Years
0


Months
0


Condition
Permanent - Retain as University Archives


Event Trigger


Action
Transfer hard copy original or electronic original to Records Services after administrative use concluded


Years
0


Months
0


Condition
Transfer hard copy original or electronic original to Records Services


Event Trigger
Administrative use concluded

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Administrative use concluded

Action



Years
2


Months
0


Condition
Local Archive


Event Trigger
Administrative use concluded

Action



Years
25


Months
0


Condition
Permanent Archive


Event Trigger
Administrative use concluded


0100/1350/2 (Records Class)

Number
0100/1350/2

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records documenting the receipt of minor gifts of money or property willed to the university for a one off transitory purpose.


Full Text



Developer Notes

Modified description from PROV.

Current University schedules have permanent retention for all records relating to bequests, no matter what the value is.

PROS 07-01 2.6.2

University Records Disposal Schedule sources: 18-11.2, 18-36.1


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 7 years after last action completed


Years
7


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


0100/1650/1 (Records Class)

Number
0100/1650/1

Authority
NSW GA 28 Administrative Records

Name


Description

Records relating to celebrations, ceremonies or events of major significance to the University such as events of an historic nature, University milestones and anniversaries.

Includes programs, guest lists, invitations and acceptances.


Full Text



Developer Notes

Modified description from NSW, no equivalent in PROV schedules.

NSW GA 28 2.4.1

University Records Disposal Schedule sources: 16-58.2.1, 18-48.2.2


RC Status
Permanent

Custody

Disposition Rule
Action
Permanent - Retain as University Archives


Years
0


Months
0


Condition
Permanent - Retain as University Archives


Event Trigger


Action
Transfer hard copy original or electronic original to Records Services after administrative use concluded


Years
0


Months
0


Condition
Transfer hard copy original or electronic original to Records Services


Event Trigger
Administrative use concluded

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Administrative use concluded

Action



Years
2


Months
0


Condition
Local Archive


Event Trigger
Administrative use concluded

Action



Years
25


Months
0


Condition
Permanent Archive


Event Trigger
Administrative use concluded


0100/1650/2 (Records Class)

Number
0100/1650/2

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records relating to celebrations, ceremonies or events of minor significance to the University such as funerals, memorials, farewells, luncheons, dinners and non-university celebrations and ceremonies.

Includes programs, guest lists, invitations and acceptances.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 2.2.1

University Records Disposal Schedule sources: 16-26.2, 16-58.2.2, 18-48.2.1, 18-48.2.3, 8-41.19, 16-58.3, 20-23.1


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 2 years after last action completed


Years
2


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


0100/1650/3 (Records Class)

Number
0100/1650/3

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records relating to other administrative arrangements for events including catering and venue bookings.


Full Text



Developer Notes

Description directly from PROV.

PROS 07-01 2.2.1

University Records Disposal Schedule sources: 16-26.2, 16-58.2.1, 16-58.2.2, 18-48.2.1, 18-48.2.2, 8-41.19, 16-58.3, 20-23.1


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 2 years after last action completed


Years
2


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


0100/2000/1 (Records Class)

Number
0100/2000/1

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records relating to the establishment of Committee of Convocation.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 1.2.1

University Records Disposal Schedule sources: None


RC Status
Permanent

Custody

Disposition Rule
Action
Permanent - Retain as University Archives


Years
0


Months
0


Condition
Permanent - Retain as University Archives


Event Trigger


Action
Transfer hard copy original or electronic original to Records Services after administrative use concluded


Years
0


Months
0


Condition
Transfer hard copy original or electronic original to Records Services


Event Trigger
Administrative use concluded

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Administrative use concluded

Action



Years
2


Months
0


Condition
Local Archive


Event Trigger
Administrative use concluded

Action



Years
25


Months
0


Condition
Permanent Archive


Event Trigger
Administrative use concluded


0100/2000/10 (Records Class)

Number
0100/2000/10

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Internal Committees established for operational purposes that do not determine University wide policy direction or strategic planning. Includes working groups, adhoc committees and staff meetings of units or work areas within the university.

Master and duplicate copies of minutes, agenda, reports, resolutions, submissions and other meeting papers.


Full Text



Developer Notes

Description directly from PROV, sentence increased to 5 years as initial sentence was inadequate.

PROS 07-01 1.4.2

University Records Disposal Schedule sources: 20-8.4


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 5 years after last action completed


Years
5


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


0100/2000/11 (Records Class)

Number
0100/2000/11

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Internal Committees established to determine University wide policy direction or strategic planning or to meet regulatory and statutory requirements.

Master set of minutes, agenda, reports, resolutions, submissions and other meeting papers.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 1.7.1

University Records Disposal Schedule sources: 20-8.3, 18-18.1.1, 18-18.1.2, 8-13.1.1, 8-13.1.3


RC Status
Permanent

Custody

Disposition Rule
Action
Permanent - Retain as University Archives


Years
0


Months
0


Condition
Permanent - Retain as University Archives


Event Trigger


Action
Transfer hard copy original or electronic original to Records Services after administrative use concluded


Years
0


Months
0


Condition
Transfer hard copy original or electronic original to Records Services


Event Trigger
Administrative use concluded

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Administrative use concluded

Action



Years
2


Months
0


Condition
Local Archive


Event Trigger
Administrative use concluded

Action



Years
25


Months
0


Condition
Permanent Archive


Event Trigger
Administrative use concluded


0100/2000/12 (Records Class)

Number
0100/2000/12

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Internal Committees established to determine University wide policy direction or strategic planning or to meet regulatory and statutory requirements.

Duplicate copies of minutes, agenda, reports, resolutions, submissions and other meeting papers.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 1.7.2

University Records Disposal Schedule sources: 18-18.2.1


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 1 year after last action completed


Years
1


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


0100/2000/2 (Records Class)

Number
0100/2000/2

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Master set of minutes, agendas, reports, resolutions, submissions and other meeting papers for the Committee of Convocation.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 1.2.3

University Records Disposal Schedule sources: 16-28.2, 8-13.1.1


RC Status
Permanent

Custody

Disposition Rule
Action
Permanent - Retain as University Archives


Years
0


Months
0


Condition
Permanent - Retain as University Archives


Event Trigger


Action
Transfer hard copy original or electronic original to Records Services after administrative use concluded


Years
0


Months
0


Condition
Transfer hard copy original or electronic original to Records Services


Event Trigger
Administrative use concluded

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Administrative use concluded

Action



Years
2


Months
0


Condition
Local Archive


Event Trigger
Administrative use concluded

Action



Years
25


Months
0


Condition
Permanent Archive


Event Trigger
Administrative use concluded


0100/2000/3 (Records Class)

Number
0100/2000/3

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Reference or duplicate copies of minutes, agendas, reports, resolutions, submissions and other meeting papers for the Committee of Convocation.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 1.2.4

University Records Disposal Schedule sources: 16-28.4, 18-18.2


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 1 year after last action completed


Years
1


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


0100/2000/4 (Records Class)

Number
0100/2000/4

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

External Committees convened by the University or where the University has provided the Secretariat.

Records documenting the establishment of the committee.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 1.3.1

University Records Disposal Schedule sources: None


RC Status
Permanent

Custody

Disposition Rule
Action
Permanent - Retain as University Archives


Years
0


Months
0


Condition
Permanent - Retain as University Archives


Event Trigger


Action
Transfer hard copy original or electronic original to Records Services after administrative use concluded


Years
0


Months
0


Condition
Transfer hard copy original or electronic original to Records Services


Event Trigger
Administrative use concluded

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Administrative use concluded

Action



Years
2


Months
0


Condition
Local Archive


Event Trigger
Administrative use concluded

Action



Years
25


Months
0


Condition
Permanent Archive


Event Trigger
Administrative use concluded


0100/2000/5 (Records Class)

Number
0100/2000/5

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

External Committees - convened by the University or where the University has provided the Secretariat.

Master set of minutes, agenda, reports, resolutions, submissions and other meeting papers.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 1.3.2

University Records Disposal Schedule sources: None


RC Status
Permanent

Custody

Disposition Rule
Action
Permanent - Retain as University Archives


Years
0


Months
0


Condition
Permanent - Retain as University Archives


Event Trigger


Action
Transfer hard copy original or electronic original to Records Services after administrative use concluded


Years
0


Months
0


Condition
Transfer hard copy original or electronic original to Records Services


Event Trigger
Administrative use concluded

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Administrative use concluded

Action



Years
2


Months
0


Condition
Local Archive


Event Trigger
Administrative use concluded

Action



Years
25


Months
0


Condition
Permanent Archive


Event Trigger
Administrative use concluded


0100/2000/6 (Records Class)

Number
0100/2000/6

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

External Committees - convened by the University or where the University has provided the Secretariat.

Duplicate copies of minutes, agenda, reports, resolutions, submissions and other meeting papers.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 1.3.2

University Records Disposal Schedule sources: None


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 1 year after last action completed


Years
1


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


0100/2000/7 (Records Class)

Number
0100/2000/7

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

External Committees where the University sends representation but does not convene and does not provide the Secretariat.

Records documenting to the establishment of the committee.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 1.4.1

University Records Disposal Schedule sources: 18-18.3.1, 18-18.3.2, 18-18.3.3


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 2 years after last action completed


Years
2


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


0100/2000/8 (Records Class)

Number
0100/2000/8

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

External Committees where the University sends representation but does not convene and does not provide the Secretariat.

Duplicate copies of minutes, agenda, reports, resolutions, submissions and other meeting papers.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 1.4.2

University Records Disposal Schedule sources: 18-18.3.1, 18-18.3.2, 18-18.3.3


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 2 years after last action completed


Years
2


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


0100/2000/9 (Records Class)

Number
0100/2000/9

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records accumulated in the course of facilitating meetings of boards or committees.

Includes the preparation and distribution of minutes to members, venue bookings, attendance arrangements and expressions of thanks and appreciation.


Full Text



Developer Notes

Modified description from PROV, sentence increased to 2 years as initial sentence was inadequate.

PROS 07-01 1.4.2

University Records Disposal Schedule sources: 8-13.1.4, 8-13.1.5, 18-18.1.4, 18-18.1.5, 16-28.3


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 2 years after last action completed


Years
2


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


0100/2050/1 (Records Class)

Number
0100/2050/1

Authority
NSW GA28 General Retention & Disposal Authority: Administrative Records

Name


Description

Records relating to initiatives at an organisation-wide or program-specific level to measure and improve the organisation's operations in order to be compliant with external standards.

Includes the records of assessments against requirements with which the organisation needs to comply, and records on the development of initiatives to improve compliance.

Use FREEDOM OF INFORMATION for the management of information requested under the Freedom of Information Act 1982 (Vic).

Use INFORMATION SECURITY for records documenting complaints made concerning breaches of the Privacy and Data Protection Act 2014 (Vic).


Full Text



Developer Notes

NSW GDA 19.4.1. Requested by Policy and Compliance Education, and Education and Compliance teams in Legal & Risk.


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 10 years after last action completed.


Years
10


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed



0100/3000/1 (Records Class)

Number
0100/3000/1

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records documenting the receipt of monetary gifts that result in, for example, the creation of a named chair or professorship, the creation of scholarships and prizes, the provision of research or library support or has other ongoing value to the university.

Includes donations where the Vice Chancellor responds with a letter of appreciation.

Includes approaches for donations and acknowledgements, donations to the University Fund and Chancellor`s Circle.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 2.6.1

University Records Disposal Schedule sources: 18-30.1


RC Status
Permanent

Custody

Disposition Rule
Action
Permanent - Retain as University Archives


Years
0


Months
0


Condition
Permanent - Retain as University Archives


Event Trigger


Action
Transfer hard copy original or electronic original to Records Services after administrative use concluded


Years
0


Months
0


Condition
Transfer hard copy original or electronic original to Records Services


Event Trigger
Administrative use concluded

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Administrative use concluded

Action



Years
2


Months
0


Condition
Local Archive


Event Trigger
Administrative use concluded

Action



Years
25


Months
0


Condition
Permanent Archive


Event Trigger
Administrative use concluded


0100/3000/2 (Records Class)

Number
0100/3000/2

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records documenting the receipt of monetary gifts for a one off transitory purpose.

Includes approaches for donations and acknowledgements, donations to the University Fund and Chancellor`s Circle.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 2.6.2

University Records Disposal Schedule sources: 16-43.2.2


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 7 years after last action completed


Years
7


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


0100/3000/3 (Records Class)

Number
0100/3000/3

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records documenting the refusal of monetary gifts. Includes their return by the University.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 2.6.3

University Records Disposal Schedule sources: None


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 7 years after last action completed


Years
7


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


0100/3700/1 (Records Class)

Number
0100/3700/1

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records documenting the development of formal processes and procedures for receipt of and response to feedback relating to alumni relations.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 2.3.1, 2.7.1

University Records Disposal Schedule sources: None


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 7 years after date procedure superseded


Years
7


Months
0


Condition
Temporary - Destroy


Event Trigger
Date procedure superseded


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Date procedure superseded


0100/3700/2 (Records Class)

Number
0100/3700/2

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records documenting the receipt and response to feedback on the alumni relations function which results in changes to university policies or procedures.

Includes complaints and anonymous correspondence.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 2.3.2, 2.7.2

University Records Disposal Schedule sources: 16-29.2


RC Status
Permanent

Custody

Disposition Rule
Action
Permanent - Retain as University Archives


Years
0


Months
0


Condition
Permanent - Retain as University Archives


Event Trigger


Action
Transfer hard copy original or electronic original to Records Services after administrative use concluded


Years
0


Months
0


Condition
Transfer hard copy original or electronic original to Records Services


Event Trigger
Administrative use concluded

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Administrative use concluded

Action



Years
2


Months
0


Condition
Local Archive


Event Trigger
Administrative use concluded

Action



Years
25


Months
0


Condition
Permanent Archive


Event Trigger
Administrative use concluded


0100/3700/3 (Records Class)

Number
0100/3700/3

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records documenting the receipt and response to feedback on the alumni relations function which requires a detailed response on university actions, policies or procedures but does not result in changes to university policies or procedures.

Includes complaints and anonymous correspondence.


Full Text



Developer Notes

Modified description from PROV, retention increased to 6 years following feedback from Legal Services - claims for breach of contract, tort etc under Section 5 of the Limitations of Actions Act 1958 (Vic) must be brought within a period of 6 years.

PROS 07-01 2.3.3, 2.7.3.

University Records Disposal Schedule sources: 16-37.4, 15-2.2


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 6 years after last action completed


Years
6


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


0100/3700/4 (Records Class)

Number
0100/3700/4

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records documenting the receipt and response to feedback on the alumni relations function which requires a routine response concerning university actions, policies or procedures.

Includes standard responses, complaints, letters of acknowledgement and anonymous correspondence.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 2.3.4, 2.7.4.

University Records Disposal Schedule sources: 16-37.5, 16-37.4, 15-2.1, 16-29.1


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 2 years after last action completed


Years
2


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


0100/4100/1 (Records Class)

Number
0100/4100/1

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records associated with the planning and organising of fundraising events or campaigns by the University.

Includes fundraising appeals.


Full Text



Developer Notes

Description directly from PROV.

University schedule has permanent retention for these records.

PROS 07-01 2.9.2

University Records Disposal Schedule sources: 16-14.1, 16-14.2


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 5 years after last action completed


Years
5


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


0100/4100/2 (Records Class)

Number
0100/4100/2

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records associated with investigating possible fundraising activities.

Includes activities which did not proceed, fundraising appeals.


Full Text



Developer Notes

Description directly from PROV.

University schedule has permanent retention for these records.

PROS 07-01 2.9.1

University Records Disposal Schedule sources: 16-14.1, 16-14.2


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 2 years after last action completed


Years
2


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


0100/4150/1 (Records Class)

Number
0100/4150/1

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records documenting the receipt of gifts of property, such as items of cultural heritage importance, that have ongoing value to the university.

Includes gifts where the Vice Chancellor responds with a letter of appreciation.

Includes approaches or offers of gifts and acknowledgements.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 2.6.1

University Records Disposal Schedule sources: 16-74.4


RC Status
Permanent

Custody

Disposition Rule
Action
Permanent - Retain as University Archives


Years
0


Months
0


Condition
Permanent - Retain as University Archives


Event Trigger


Action
Transfer hard copy original or electronic original to Records Services after administrative use concluded


Years
0


Months
0


Condition
Transfer hard copy original or electronic original to Records Services


Event Trigger
Administrative use concluded

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Administrative use concluded

Action



Years
2


Months
0


Condition
Local Archive


Event Trigger
Administrative use concluded

Action



Years
25


Months
0


Condition
Permanent Archive


Event Trigger
Administrative use concluded


0100/4150/2 (Records Class)

Number
0100/4150/2

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records documenting the receipt of property gifts that have a one off transitory purpose to the university.

Includes approaches or offers of gifts and acknowledgements.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 2.6.2

University Records Disposal Schedule sources: 16-43.2.2. 16-74.4


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 7 years after last action completed


Years
7


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


0100/4150/3 (Records Class)

Number
0100/4150/3

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records documenting the refusal of gifts of property.

Includes the return of items not accepted by the University.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 2.6.3

University Records Disposal Schedule sources: None


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 7 years after last action completed


Years
7


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


0100/5950/1 (Records Class)

Number
0100/5950/1

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Final version of university wide strategic or corporate plans for alumni relations.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 18.2.1

University Records Disposal Schedule sources: None


RC Status
Permanent

Custody

Disposition Rule
Action
Permanent - Retain as University Archives


Years
0


Months
0


Condition
Permanent - Retain as University Archives


Event Trigger


Action
Transfer hard copy original or electronic original to Records Services after administrative use concluded


Years
0


Months
0


Condition
Transfer hard copy original or electronic original to Records Services


Event Trigger
Administrative use concluded

Action



Years
25


Months
0


Condition
Permanent Archive


Event Trigger
Administrative use concluded

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Administrative use concluded

Action



Years
2


Months
0


Condition
Local Archive


Event Trigger
Administrative use concluded


0100/5950/2 (Records Class)

Number
0100/5950/2

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Duplicate copies of university wide strategic or corporate plans for alumni relations.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 18.2.2

University Records Disposal Schedule sources: None


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 1 year after last action completed


Years
1


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


0100/5950/3 (Records Class)

Number
0100/5950/3

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Final version of work unit level business plans concerning alumni relations.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 18.2.3

University Records Disposal Schedule sources: 8-37.1.1, 8-37.1.2, 20-38.3, 20-38.1, 8-37.2, 8-37.3, 8-37.4, 8-37.5


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 5 years after last action completed


Years
5


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


0100/5950/4 (Records Class)

Number
0100/5950/4

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records documenting the development of all strategic, corporate or work unit level business plans concerning alumni relations.

Includes background research, draft versions, divisional or work unit contributions to university wide strategic or corporate alumni relations plans.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 18.2.4

University Records Disposal Schedule sources: 16-76.3, 16-76.4, 18-79.1.2, 18-79.2.2, 20-38.2


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 1 year after last action completed


Years
1


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


0100/6000/1 (Records Class)

Number
0100/6000/1

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Final, approved versions of university wide policies prescribing the way the university`s alumni relations operate.

Includes university policies for the Tax deductibility of donations, Alumni Scholarships, Fundraising, Alumni database, Graduate Union.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 13.1.1, 13.1.2

University Records Disposal Schedule sources: None.


RC Status
Permanent

Custody

Disposition Rule
Action
Permanent - Retain as University Archives


Years
0


Months
0


Condition
Permanent - Retain as University Archives


Event Trigger


Action
Transfer hard copy original or electronic original to Records Services after administrative use concluded


Years
0


Months
0


Condition
Transfer hard copy original or electronic original to Records Services


Event Trigger
Administrative use concluded

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Administrative use concluded

Action



Years
2


Months
0


Condition
Local Archive


Event Trigger
Administrative use concluded

Action



Years
25


Months
0


Condition
Permanent Archive


Event Trigger
Administrative use concluded


0100/6000/2 (Records Class)

Number
0100/6000/2

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records documenting the formulation of university wide policies prescribing the way the university`s alumni relations operate.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 13.1.1, 13.1.2

University Records Disposal Schedule sources: None


RC Status
Permanent

Custody

Disposition Rule
Action
Permanent - Retain as University Archives


Years
0


Months
0


Condition
Permanent - Retain as University Archives


Event Trigger


Action
Transfer hard copy original or electronic original to Records Services after administrative use concluded


Years
0


Months
0


Condition
Transfer hard copy original or electronic original to Records Services


Event Trigger
Administrative use concluded

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Administrative use concluded

Action



Years
2


Months
0


Condition
Local Archive


Event Trigger
Administrative use concluded

Action



Years
25


Months
0


Condition
Permanent Archive


Event Trigger
Administrative use concluded


0100/6000/3 (Records Class)

Number
0100/6000/3

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records documenting the formulation of non university wide policies concerning alumni relations.

Includes final versions of policies.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 13.1.3

University Records Disposal Schedule sources: None


RC Status
Permanent

Custody

Disposition Rule
Action
Temporary - Destroy after date policy superseded


Years
0


Months
0


Condition
Temporary - Destroy


Event Trigger
Date policy superseded


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Date policy superseded


0100/6100/1 (Records Class)

Number
0100/6100/1

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Final versions of presentations that signal fundamental shifts in University policies, strategic directions, services, products or partnerships concerning alumni relations. e.g. fundraising strategies.

Includes presentations made by senior University officers and presentations that were never given.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 2.1.1

University Records Disposal Schedule sources: 16-96.1


RC Status
Permanent

Custody

Disposition Rule
Action
Permanent - Retain as University Archives


Years
0


Months
0


Condition
Permanent - Retain as University Archives


Event Trigger


Action
Transfer hard copy original or electronic original to Records Services after administrative use concluded


Years
0


Months
0


Condition
Transfer hard copy original or electronic original to Records Services


Event Trigger
Administrative use concluded

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Administrative use concluded

Action



Years
2


Months
0


Condition
Local Archive


Event Trigger
Administrative use concluded

Action



Years
25


Months
0


Condition
Permanent Archive


Event Trigger
Administrative use concluded


0100/6100/2 (Records Class)

Number
0100/6100/2

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Final version of presentations delivered or intended to be delivered on the routine promotion of the University`s alumni relations.


Full Text



Developer Notes

Modified description from PROV. University schedules have a longer retention period than 2 years - 7 and 5 years.

PROS 07-01 2.1.2

University Records Disposal Schedule sources: 16-96.2, 14-30.1


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 2 years after last action completed


Years
2


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


0100/6100/3 (Records Class)

Number
0100/6100/3

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Working papers accumulated during the development of all presentations.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 2.1.3

University Records Disposal Schedule sources: None


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 2 years after last action completed


Years
2


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


0100/6250/1 (Records Class)

Number
0100/6250/1

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Final, approved version of procedures relating to alumni relations.

Includes manuals, handbooks, guidelines, directives etc.

Includes procedures for Tax deductibility of donations, Alumni Scholarships, Fundraising, Alumni database, Graduate Union.


Full Text



Developer Notes

Modified description from PROV. University schedule has procedures as permanent retention.

PROS 07-01 13.3.1

University Records Disposal Schedule sources: 16-38.1


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 7 years after date procedure superseded


Years
7


Months
0


Condition
Temporary - Destroy


Event Trigger
Date procedure superseded


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


0100/6250/2 (Records Class)

Number
0100/6250/2

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records accumulated during the development of procedures relating to alumni relations.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 13.3.2

University Records Disposal Schedule sources: None


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 2 years after date procedure superseded


Years
2


Months
0


Condition
Temporary - Destroy


Event Trigger
Date procedure superseded


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


0100/6450/1 (Records Class)

Number
0100/6450/1

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records documenting the distribution of University publications.

Includes records of the monitoring of distribution, stock lists and address lists.


Full Text



Developer Notes

Modified description from PROV.

University schedules have 2 year retention

PROS 07-01 15.5.1

University Records Disposal Schedule sources: 8-38.1.3, 16-86.5


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 1 year after last action completed


Years
1


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


0100/6450/2 (Records Class)

Number
0100/6450/2

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records accumulated during the drafting of University publications.

Includes drafts, background information, and unused material (such as duplicate photographs etc).


Full Text



Developer Notes

Modified description from PROV.

University schedules have 2 year retention

PROS 07-01 15.6.1

University Records Disposal Schedule sources: 16-86.3.2


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 1 year after last action completed


Years
1


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


0100/6450/3 (Records Class)

Number
0100/6450/3

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records documenting the production process of University publications.

Includes graphic design, printing, binding, indexing, layout, typesetting, printing requisitions (departmental copy of).


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 15.7.1

University Records Disposal Schedule sources: 20-39.1, 18-80.1, 20-41.7


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 3 years after date published


Years
3


Months
0


Condition
Temporary - Destroy


Event Trigger
Date published


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


0100/6450/4 (Records Class)

Number
0100/6450/4

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Master set of commissioned photographs, moving images and audio casts on University activities.

Includes Visions and Up Close.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 15.1.1

University Records Disposal Schedule sources: None


RC Status
Permanent

Custody

Disposition Rule
Action
Permanent - Retain as University Archives


Years
0


Months
0


Condition
Permanent - Retain as University Archives


Event Trigger


Action
Transfer hard copy original or electronic original to Records Services after administrative use concluded


Years
0


Months
0


Condition
Transfer hard copy original or electronic original to Records Services


Event Trigger
Administrative use concluded

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Administrative use concluded

Action



Years
2


Months
0


Condition
Local Archive


Event Trigger
Administrative use concluded

Action



Years
25


Months
0


Condition
Permanent Archive


Event Trigger
Administrative use concluded


0100/6450/5 (Records Class)

Number
0100/6450/5

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Duplicate copies of commissioned photographs and moving images on University activities.

Includes Visions and Up Close.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 15.1.2

University Records Disposal Schedule sources: None


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 1 year after last action completed


Years
1


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


0100/6450/6 (Records Class)

Number
0100/6450/6

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Final approved versions of internally directed publications for staff information purposes (e.g. staff newsletters).


Full Text



Developer Notes

Modified description from NSW, no equivalent in PROV schedule.

NSW GA 28 17.15.6

University Records Disposal Schedule sources: None


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 1 year after last action completed


Years
1


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


0100/6800/1 (Records Class)

Number
0100/6800/1

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Periodic reports produced on recurring activities related to alumni relations.

Includes interim progress reports addressing performance against strategic and operational plans and reports that are not required for the purposes of meeting legislative objectives.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 16.1.1

University Records Disposal Schedule sources: 14-45.3


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 5 years after last action completed


Years
5


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


0100/6800/2 (Records Class)

Number
0100/6800/2

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Formal, consolidated reports on alumni relations which are not reproduced elsewhere.

Includes reports required for the purposes of meeting legislative objectives, final reports on performance and progress against objectives detailed in strategic or operational plans.

Includes Report to Donors.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 16.3.1

University Records Disposal Schedule sources: 18-97.1


RC Status
Permanent

Custody

Disposition Rule
Action
Permanent - Retain as University Archives


Years
0


Months
0


Condition
Permanent - Retain as University Archives


Event Trigger


Action
Transfer hard copy original or electronic original to Records Services after administrative use concluded


Years
0


Months
0


Condition
Transfer hard copy original or electronic original to Records Services


Event Trigger
Administrative use concluded

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Administrative use concluded

Action



Years
2


Months
0


Condition
Local Archive


Event Trigger
Administrative use concluded

Action



Years
25


Months
0


Condition
Permanent Archive


Event Trigger
Administrative use concluded


0100/6800/3 (Records Class)

Number
0100/6800/3

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Reports on alumni relations which are produced for inclusion in wider university reports e.g. in the annual report.

Includes faculty, departmental, divisional and work unit contributions to the annual report.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 16.3.2

University Records Disposal Schedule sources: 20-41.1


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 7 years after last action completed


Years
7


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


0100/6800/4 (Records Class)

Number
0100/6800/4

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records accumulated during the process of producing reports.

Includes background information, draft versions, collection of surveys and statistics or data extracted from University source systems.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 16.4.1

University Records Disposal Schedule sources: None


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 1 year after last action completed


Years
1


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


0100/8400/1 (Records Class)

Number
0100/8400/1

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records documenting the receipt and management of funds and property trusted to the university or where the university establishes a trust, that results in, for example, the creation of scholarships, the provision of research or library support or has other ongoing value to the university.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 2.6.1

University Records Disposal Schedule sources: 18-31.2, 16-22.1


RC Status
Permanent

Custody

Disposition Rule
Action
Permanent - Retain as University Archives


Years
0


Months
0


Condition
Permanent - Retain as University Archives


Event Trigger


Action
Transfer hard copy original or electronic original to Records Services after administrative use concluded


Years
0


Months
0


Condition
Transfer hard copy original or electronic original to Records Services


Event Trigger
Administrative use concluded

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Administrative use concluded

Action



Years
2


Months
0


Condition
Local Archive


Event Trigger
Administrative use concluded

Action



Years
25


Months
0


Condition
Permanent Archive


Event Trigger
Administrative use concluded


0100/8400/2 (Records Class)

Number
0100/8400/2

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records documenting the receipt, management and disposal of funds and property trusted to the university or where the university establishes a trust, for a one off transitory purpose.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 2.6.2

University Records Disposal Schedule sources: None


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 7 years after last action completed


Years
7


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


0100/8400/3 (Records Class)

Number
0100/8400/3

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records documenting the refusal of funds and property.

Includes the return of funds and property not accepted by the university.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 2.6.3

University Records Disposal Schedule sources: None


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 7 years after last action completed


Years
7


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


0150/0250/1 (Records Class)

Number
0150/0250/1

Authority
PROS 16/07 Retention & Disposal Authority for Higher and Further Education Functions

Name


Description

Records documenting the loan transactions of items from the University`s collections.

Includes books, inter-library loans, circulation history, return or retrieval of items to or from repositories, other libraries or CAVAL.


Full Text



Developer Notes

Modified description from PROV.

PROS 02-01 5.3.0

University Records Disposal Schedule sources: None


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 7 years after last action completed


Years
7


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


0150/0250/2 (Records Class)

Number
0150/0250/2

Authority
PROS 16/07 Retention & Disposal Authority for Higher and Further Education Functions

Name


Description

Records documenting access to information in the University`s collections that does not involve the application of legislation such as FOI, privacy or records legislation or legislation specific to the University.

Includes access to researchers, requests where access was refused.


Full Text



Developer Notes

Description based on NSW GDA 23 12.6.6, no equivalent in PROV schedule.

PROS 02-01 5.3.0

University Records Disposal Schedule sources: None


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 7 years after last action completed


Years
7


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


0150/0250/3 (Records Class)

Number
0150/0250/3

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records documenting disputed access to information in the University`s collections that does not involve the application of legislation such as FOI, privacy or records legislation or legislation specific to the University.

Includes appeals to the Ombudsman.


Full Text



Developer Notes

Modified description from PROV.

PROS 02-01 2.7.2

University Records Disposal Schedule sources: None


RC Status
Permanent

Custody

Disposition Rule
Action
Permanent - Retain as University Archives


Years
0


Months
0


Condition
Permanent - Retain as University Archives


Event Trigger


Action
Transfer hard copy original or electronic original to Records Services after administrative use concluded


Years
0


Months
0


Condition
Transfer hard copy original or electronic original to Records Services


Event Trigger
Administrative use concluded

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Administrative use concluded

Action



Years
2


Months
0


Condition
Local Archive


Event Trigger
Administrative use concluded

Action



Years
25


Months
0


Condition
Permanent Archive


Event Trigger
Administrative use concluded


0150/0250/4 (Records Class)

Number
0150/0250/4

Authority


Name


Description

Library Borrowing Membership Form


Full Text



Developer Notes

Appraisal Report 39, no equivalent in PROV schedule.


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 1 year after last action completed


Years
1


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


0150/0250/5 (Records Class)

Number
0150/0250/5

Authority


Name


Description

Library Release Authorisation Form for PhD Theses


Full Text



Developer Notes

Appraisal Report 40, no equivalent in PROV schedule.


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 2 years after last action completed


Years
2


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


0150/0300/1 (Records Class)

Number
0150/0300/1

Authority
NSW GA 28 Administrative Records

Name


Description

Records documenting the development of collection management initiatives, programs and projects aimed at ensuring university compliance with diversity and anti discrimination goals and benchmarks.

Includes records of assessments of requirements with which the university needs to comply, background research into existing levels of compliance and breaches, records of development of initiatives to improve compliance, equity and cultural diversity audit.

Includes records relating to initiatives concerning cultural and racial diversity, indigenous education strategies, discrimination.


Full Text



Developer Notes

No equivalent in PROV schedule.

NSW GA 28 19.4.1

No University Records Disposal Schedule source.


RC Status
Temporary

Custody

Transfer hard copy original or electronic original to Records Services after administrative use concluded
Disposition Rule
Action
Temporary - Destroy 10 years after last action completed


Years
10


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


0150/0575/1 (Records Class)

Number
0150/0575/1

Authority
PROS 16/07 Retention & Disposal Authority for Higher and Further Education Functions

Name


Description

Records documenting the acquisition of items valued at over $10,000 for the university`s collections of artwork, archives, books, museum artefacts and other collections.

Includes purchase documentation, ownership deeds or certificates, donation documentation (out of the collection), sale or auction records.


Full Text



Developer Notes

Used PROV examples, asset definition http:--www.unimelb.edu.au-FinPPM-15.html#15.1.1.

PROS 02-01 5.1.1

University Records Disposal Schedules source: 16-74.1


RC Status
Permanent

Custody

Disposition Rule
Action
Permanent - Retain as University Archives


Years
0


Months
0


Condition
Permanent - Retain as University Archives


Event Trigger


Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Administrative use concluded

Action
Transfer hard copy original or electronic original to Records Services after administrative use concluded


Years
0


Months
0


Condition
Transfer hard copy original or electronic original to Records Services


Event Trigger
Administrative use concluded

Action



Years
2


Months
0


Condition
Local Archive


Event Trigger
Administrative use concluded

Action



Years
25


Months
0


Condition
Permanent Archive


Event Trigger
Administrative use concluded


0150/0575/2 (Records Class)

Number
0150/0575/2

Authority
PROS 16/07 Retention & Disposal Authority for Higher and Further Education Functions

Name


Description

Records documenting the acquisition of items valued at under $9,999 for the university`s collections of artwork, archives, books, museum artefacts and other collections.

Includes purchase documentation, ownership deeds or certificates, donation documentation (out of the collection), sale or auction records.


Full Text



Developer Notes

Used PROV examples, asset definition http:--www.unimelb.edu.au-FinPPM-15.html#15.1.1.

PROS 02-01 5.1.2

University Records Disposal Schedules source: 16-74.1


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 7 years after disposal of the asset


Years
7


Months
0


Condition
Temporary - Destroy


Event Trigger
Disposal of the asset


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Disposal of the asset


0150/0575/3 (Records Class)

Number
0150/0575/3

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records documenting the acquisition of library, information and records management materials or services where there the tendering process does not apply.

Includes orders.


Full Text



Developer Notes

Description directly from PROV.

PROV sentence longer than the current Uni sentence.

PROS 07-01 9.1.1

University Records Disposal Schedules source: 8-52.1


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 7 years after last action completed


Years
7


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


0150/0575/4 (Records Class)

Number
0150/0575/4

Authority
PROS 16/07 Retention & Disposal Authority for Higher and Further Education Functions

Name


Description

Records documenting the acquisition of human anatomy or specimens.

Includes acquisition documentation, consent forms, authority, certificate of agreement, revocation of authorisation and acceptances.


Full Text



Developer Notes

Modified description from PROV.

PROS 02-01 23.3.0, QDA 601 6.1.2

University Records Disposal Schedules source: None.


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 5 years after date of transfer or disposal of specimen or body from collection


Years
5


Months
0


Condition
Temporary - Destroy


Event Trigger
Date of transfer or disposal of specimen or body from collection


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Date of transfer or disposal of specimen or body from collection


0150/0700/1 (Records Class)

Number
0150/0700/1

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Final signed version of agreements and Memorandums of Understanding under seal or of major significance to the University.

Includes records documenting the development, formulation and execution of these agreements and MOUs.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 7.6.1, 07-01 3.3.2

University Records Disposal Schedule source: 16-10.1, 16-10.2, 20-31.1


RC Status
Permanent

Custody

Disposition Rule
Action
Permanent - Retain as University Archives


Years
0


Months
0


Condition
Permanent - Retain as University Archives


Event Trigger


Action
Transfer hard copy original or electronic original to Records Services after administrative use concluded


Years
0


Months
0


Condition
Transfer hard copy original or electronic original to Records Services


Event Trigger
Administrative use concluded

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Administrative use concluded

Action



Years
2


Months
0


Condition
Local Archive


Event Trigger
Administrative use concluded

Action



Years
25


Months
0


Condition
Permanent Archive


Event Trigger
Administrative use concluded


0150/0700/2 (Records Class)

Number
0150/0700/2

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Final signed version of agreements and Memorandums of Understanding not under seal or of small scale significance to the University.

Includes records documenting the development, formulation and execution of these agreements and MOUs.


Full Text



Developer Notes

Modified description from PROV, trigger modified in accordance with advice from Legal Services.

PROS 07-01 7.6.1

University Records Disposal Schedule source: 16-10.1, 16-10.2, 20-31.1


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 7 years after agreement or MOU has expired


Years
7


Months
0


Condition
Temporary - Destroy


Event Trigger
Agreement or MOU has expired


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Agreement or MOU has expired


0150/0700/3 (Records Class)

Number
0150/0700/3

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records of contracts for smaller scale activities which are under seal.

Includes records associated with the negotiation process (excluding tender records).


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 3.3.3

University Records Disposal Schedule source: 16-10.1, 16-10.2, 20-31.1


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 15 years after contract has expired


Years
15


Months
0


Condition
Temporary - Destroy


Event Trigger
Contract has expired


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Contract has expired


0150/0700/4 (Records Class)

Number
0150/0700/4

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records of contracts for smaller scale activities which are not under seal.

Includes records associated with the negotiation process (excluding tender records).

Includes loan agreements for lending of items to the University or from the University`s collections.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 3.3.4

University Records Disposal Schedule source: 16-10.1, 16-10.2, 20-31.1


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 7 years after contract has expired


Years
7


Months
0


Condition
Temporary - Destroy


Event Trigger
Contract has expired


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Contract has expired


0150/0700/5 (Records Class)

Number
0150/0700/5

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records documenting the preliminary drafting process for contracts. Used for internal purposes only and not subject to formal negotiations.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 3.3.5

University Records Disposal Schedule source: 16-10.1


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 1 year after last action completed


Years
1


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


0150/1350/1 (Records Class)

Number
0150/1350/1

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records documenting the receipt of major gifts of money or property willed to the university that results in, for example, the creation of a named chair or professorship, the creation of scholarships, the provision of research or library support or has other ongoing value to the university.

Includes bequests where the Vice Chancellor responds to the bequest`s executor.


Full Text



Developer Notes

Modified description from PROV.

Current University schedules have permanent retention for all records relating to bequests, no matter what the value is.

PROS 07-01 2.6.1

University Records Disposal Schedule sources: 18-11.2, 18-36.1


RC Status
Permanent

Custody

Disposition Rule
Action
Permanent - Retain as University Archives


Years
0


Months
0


Condition
Permanent - Retain as University Archives


Event Trigger


Action
Transfer hard copy original or electronic original to Records Services after administrative use concluded


Years
0


Months
0


Condition
Transfer hard copy original or electronic original to Records Services


Event Trigger
Administrative use concluded

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Administrative use concluded

Action



Years
2


Months
0


Condition
Local Archive


Event Trigger
Administrative use concluded

Action



Years
25


Months
0


Condition
Permanent Archive


Event Trigger
Administrative use concluded


0150/1350/2 (Records Class)

Number
0150/1350/2

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records documenting the receipt of minor gifts of money or property willed to the university for a one off transitory purpose.


Full Text



Developer Notes

Modified description from PROV.

Current University schedules have permanent retention for all records relating to bequests, no matter what the value is.

PROS 07-01 2.6.2

University Records Disposal Schedule sources: 18-11.2, 18-36.1


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 2 years after last action completed


Years
2


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


0150/1650/1 (Records Class)

Number
0150/1650/1

Authority
NSW GA 28 Administrative Records

Name


Description

Records relating to celebrations, ceremonies or events of major significance to the University such as events of an historic nature, University milestones and anniversaries. e.g. Baillieu Library 50th Anniversary.

Includes programs, guest lists, invitations and acceptances.


Full Text



Developer Notes

Modified description from NSW, no equivalent in PROV schedules.

NSW GA 28 2.4.1

University Records Disposal Schedule sources: 16-58.2.1, 18-48.2.2


RC Status
Permanent

Custody

Disposition Rule
Action
Permanent - Retain as University Archives


Years
0


Months
0


Condition
Permanent - Retain as University Archives


Event Trigger


Action
Transfer hard copy original or electronic original to Records Services after administrative use concluded


Years
0


Months
0


Condition
Transfer hard copy original or electronic original to Records Services


Event Trigger
Administrative use concluded

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Administrative use concluded

Action



Years
2


Months
0


Condition
Local Archive


Event Trigger
Administrative use concluded

Action



Years
25


Months
0


Condition
Permanent Archive


Event Trigger
Administrative use concluded


0150/1650/2 (Records Class)

Number
0150/1650/2

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records relating to celebrations, ceremonies or events of minor significance to the University such as funerals, memorials, farewells, luncheons, dinners and non-university celebrations and ceremonies.

Includes programs, guest lists, invitations and acceptances.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 2.2.1

University Records Disposal Schedule sources: 16-26.2, 16-58.2.2, 18-48.2.1, 18-48.2.3, 8-41.19, 16-58.3, 20-23.1


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 2 years after last action completed


Years
2


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


0150/1650/3 (Records Class)

Number
0150/1650/3

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records relating to other administrative arrangements for events including catering and venue bookings.


Full Text



Developer Notes

Description directly from PROV.

PROS 07-01 2.2.1

University Records Disposal Schedule sources: 16-26.2, 16-58.2.1, 16-58.2.2, 18-48.2.1, 18-48.2.2, 8-41.19, 16-58.3, 20-23.1


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 2 years after last action completed


Years
2


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


0150/1900/1 (Records Class)

Number
0150/1900/1

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records documenting research carried out to assist in developing acquisition and disposal strategies for collections.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 18.2.4

University Records Disposal Schedule sources: None.


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 1 year after last action completed


Years
1


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


0150/1900/2 (Records Class)

Number
0150/1900/2

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Final version of collection development strategies.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 18.2.3

University Records Disposal Schedule sources: None.


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 5 years after last action completed


Years
5


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


0150/2000/1 (Records Class)

Number
0150/2000/1

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

External Committees convened by the University or where the University has provided the Secretariat.

Records documenting the establishment of the committee.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 1.3.1

University Records Disposal Schedule sources: None


RC Status
Permanent

Custody

Disposition Rule
Action
Permanent - Retain as University Archives


Years
0


Months
0


Condition
Permanent - Retain as University Archives


Event Trigger


Action
Transfer hard copy original or electronic original to Records Services after administrative use concluded


Years
0


Months
0


Condition
Transfer hard copy original or electronic original to Records Services


Event Trigger
Administrative use concluded

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Administrative use concluded

Action



Years
2


Months
0


Condition
Local Archive


Event Trigger
Administrative use concluded

Action



Years
25


Months
0


Condition
Permanent Archive


Event Trigger
Administrative use concluded


0150/2000/2 (Records Class)

Number
0150/2000/2

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

External Committees - convened by the University or where the University has provided the Secretariat.

Master set of minutes, agenda, reports, resolutions, submissions and other meeting papers.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 1.3.2

University Records Disposal Schedule sources: None


RC Status
Permanent

Custody

Disposition Rule
Action
Permanent - Retain as University Archives


Years
0


Months
0


Condition
Permanent - Retain as University Archives


Event Trigger


Action
Transfer hard copy original or electronic original to Records Services after administrative use concluded


Years
0


Months
0


Condition
Transfer hard copy original or electronic original to Records Services


Event Trigger
Administrative use concluded

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Administrative use concluded

Action



Years
2


Months
0


Condition
Local Archive


Event Trigger
Administrative use concluded

Action



Years
25


Months
0


Condition
Permanent Archive


Event Trigger
Administrative use concluded


0150/2000/3 (Records Class)

Number
0150/2000/3

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

External Committees - convened by the University or where the University has provided the Secretariat.

Duplicate copies of minutes, agenda, reports, resolutions, submissions and other meeting papers.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 1.3.2

University Records Disposal Schedule sources: None


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 1 year after last action completed


Years
1


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


0150/2000/4 (Records Class)

Number
0150/2000/4

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

External Committees where the University sends representation but does not convene and does not provide the Secretariat.

Records documenting to the establishment of the committee.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 1.4.1

University Records Disposal Schedule sources: 18-18.3.1, 18-18.3.2, 18-18.3.3


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 2 years after last action completed


Years
2


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


0150/2000/5 (Records Class)

Number
0150/2000/5

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

External Committees where the University sends representation but does not convene and does not provide the Secretariat.

Duplicate copies of minutes, agenda, reports, resolutions, submissions and other meeting papers.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 1.4.2

University Records Disposal Schedule sources: 18-18.3.1, 18-18.3.2, 18-18.3.3


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 2 years after last action completed


Years
2


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


0150/2000/6 (Records Class)

Number
0150/2000/6

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records accumulated in the course of facilitating meetings of boards or committees.

Includes the preparation and distribution of minutes to members, venue bookings, attendance arrangements and expressions of thanks and appreciation.


Full Text



Developer Notes

Modified description from PROV, sentence increased to 2 years as initial sentence was inadequate.

PROS 07-01 1.5.1

University Records Disposal Schedule sources: 8-13.1.4, 8-13.1.5, 18-18.1.4, 18-18.1.5, 16-28.3


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 2 years after last action completed


Years
2


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


0150/2000/7 (Records Class)

Number
0150/2000/7

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Internal Committees established for operational purposes that do not determine University wide policy direction or strategic planning. Includes working groups, adhoc committees and staff meetings of units or work areas within the university.

Master and duplicate copies of minutes, agenda, reports, resolutions, submissions and other meeting papers.


Full Text



Developer Notes

Modified description from PROV, sentence increased to 5 years as initial sentence was inadequate.

PROS 07-01 1.6.1

University Records Disposal Schedule sources: 20-8.4


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 5 years after last action completed


Years
5


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


0150/2000/8 (Records Class)

Number
0150/2000/8

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Internal Committees established to determine University wide policy direction or strategic planning or to meet regulatory and statutory requirements.

Master set of minutes, agenda, reports, resolutions, submissions and other meeting papers.

Includes the Sir John Allisson Fund Committee, Ian Potter Museum of Art Fund Committee, Libraries and Academic Resources Committee LARC, Archives Advisory Board, Donald Thomson Collection Administration Committee, Grainger Renewal Steering Committee.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 1.7.1

University Records Disposal Schedule sources: 20-8.3, 18-18.1.1, 18-18.1.2, 8-13.1.1, 8-13.1.3


RC Status
Permanent

Custody

Disposition Rule
Action
Permanent - Retain as University Archives


Years
0


Months
0


Condition
Permanent - Retain as University Archives


Event Trigger


Action
Transfer hard copy original or electronic original to Records Services after administrative use concluded


Years
0


Months
0


Condition
Transfer hard copy original or electronic original to Records Services


Event Trigger
Administrative use concluded

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Administrative use concluded

Action



Years
2


Months
0


Condition
Local Archive


Event Trigger
Administrative use concluded

Action



Years
25


Months
0


Condition
Permanent Archive


Event Trigger
Administrative use concluded


0150/2000/9 (Records Class)

Number
0150/2000/9

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Internal Committees established to determine University wide policy direction or strategic planning or to meet regulatory and statutory requirements.

Duplicate copies of minutes, agenda, reports, resolutions, submissions and other meeting papers.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 1.7.2

University Records Disposal Schedule sources: 18-18.2.1


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 1 year after last action completed


Years
1


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


0150/2050/1 (Records Class)

Number
0150/2050/1

Authority
NSW GA28 General Retention & Disposal Authority: Administrative Records

Name


Description

Records relating to initiatives at an organisation-wide or program-specific level to measure and improve the organisation's operations in order to be compliant with external standards.

Includes the records of assessments against requirements with which the organisation needs to comply, and records on the development of initiatives to improve compliance.

Use FREEDOM OF INFORMATION for the management of information requested under the Freedom of Information Act 1982 (Vic).

Use INFORMATION SECURITY for records documenting complaints made concerning breaches of the Privacy and Data Protection Act 2014 (Vic).


Full Text



Developer Notes



RC Status
Temporary

Custody


0150/2300/1 (Records Class)

Number
0150/2300/1

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records documenting successful requests from external organisations or individuals for permission to reproduce either published or unpublished material in which the University retains copyright.


Full Text



Developer Notes

Modified description from PROV.

Copyright Office requested permanent retention Dec 2007. PROV schedule advises 7 years.

PROS 07-01 15.3.1

University Records Disposal Schedule source: 16-36.3, 16-89.4


RC Status
Permanent

Custody

Disposition Rule
Action
Permanent - Retain as University Archives


Years
0


Months
0


Condition
Permanent - Retain as University Archives


Event Trigger


Action
Transfer hard copy original or electronic original to Records Services after administrative use concluded


Years
0


Months
0


Condition
Transfer hard copy original or electronic original to Records Services


Event Trigger
Administrative use concluded

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Administrative use concluded

Action



Years
2


Months
0


Condition
Local Archive


Event Trigger
Administrative use concluded

Action



Years
25


Months
0


Condition
Permanent Archive


Event Trigger
Administrative use concluded


0150/2300/2 (Records Class)

Number
0150/2300/2

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records documenting unsuccessful requests from external organisations or individuals for permission to reproduce either published or unpublished material in which the University retains copyright.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 15.3.1

University Records Disposal Schedule source: None.


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 7 years after last action completed


Years
7


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


0150/2300/3 (Records Class)

Number
0150/2300/3

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records documenting successful University requests to reproduce published material held under copyright by another organisation or individual.

Includes signed licence agreements and the interpretation of the Copyright Act to enable specific uses of material.


Full Text



Developer Notes

Modified description from PROV 07-01 15.3.2.

Legal Services requested permanent retention for these records when RDS 16 was written in 1995. PROV schedule advises 7 years. Copyright Office advised in Dec 2007 that requests to reproduce material often involved interpretation of the Copyright Act, hence the use of PROV sentence 07-01 10.1.1 for these records.

PROS 07-01 10.1.1

University Records Disposal Schedule source: 16-36.2.2, 16-86.4


RC Status
Permanent

Custody

Disposition Rule
Action
Permanent - Retain as University Archives


Years
0


Months
0


Condition
Permanent - Retain as University Archives


Event Trigger


Action
Transfer hard copy original or electronic original to Records Services after administrative use concluded


Years
0


Months
0


Condition
Transfer hard copy original or electronic original to Records Services


Event Trigger
Administrative use concluded

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Administrative use concluded

Action



Years
2


Months
0


Condition
Local Archive


Event Trigger
Administrative use concluded

Action



Years
25


Months
0


Condition
Permanent Archive


Event Trigger
Administrative use concluded


0150/2300/4 (Records Class)

Number
0150/2300/4

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records documenting unsuccessful University requests to reproduce published material held under copyright by another organisation or individual.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 15.3.2

University Records Disposal Schedule source: None.


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 7 years after last action completed


Years
7


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


0150/2300/5 (Records Class)

Number
0150/2300/5

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records documenting infringements or breaches of the University`s copyright which do not proceed to litigation.

Includes investigations, notifications of breaches, negotiations and takedown notices.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 15.3.3

University Records Disposal Schedule source: None.


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 7 years after last action completed


Years
7


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


0150/2300/6 (Records Class)

Number
0150/2300/6

Authority


Name


Description

Records relating to the clarification of limits of copying that can be done under the protection of statutory licences.

Includes advice.


Full Text



Developer Notes

No equivalent in PROV schedule, based on existing Uni schedule.

Reviewed by Copyright Office Dec 2007.

University Records Disposal Schedule source: 16-36.2.1


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 10 years after last action completed


Years
10


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


0150/2300/7 (Records Class)

Number
0150/2300/7

Authority


Name


Description

Records documenting recordkeeping returns to Screenrights, CAL and Music Licence.


Full Text



Developer Notes

No equivalent in PROV schedule, based on existing Uni schedule.

Reviewed by Copyright Office Dec 2007.

University Records Disposal Schedule source: 16-36.5


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 5 years after last action completed


Years
5


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


0150/2300/8 (Records Class)

Number
0150/2300/8

Authority


Name


Description

Records documenting copyright declarations made under Sections 49 and 50 of the Copyright Act 1968.

Includes copyright declaration forms.


Full Text



Developer Notes

No equivalent in PROV schedule, based on existing Uni schedule.

University Records Disposal Schedule source: None.


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 4 years after copy was made


Years
4


Months
0


Condition
Temporary - Destroy


Event Trigger
Copy was made


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Copy was made


0150/2300/9 (Records Class)

Number
0150/2300/9

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records relating to the promotion of copyright compliance to the University, its staff and students.

Includes copyright awareness and information sessions, guides to copyright obligations.


Full Text



Developer Notes

Modified description from PROV - relating to promotion of copyright awareness.

PROS 07-01 11.7.1

University Records Disposal Schedule source: None.


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 5 years after last action completed


Years
5


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


0150/2600/1 (Records Class)

Number
0150/2600/1

Authority
Queensland Disposal Authority Number (QDAN) 601 - General RDS for Queensland Universities

Name


Description

Records relating to the removal of a collection or items within a collection from university custody.

Includes sale, transfer, auction, destruction or repatriation.


Full Text



Developer Notes

No equivalent in PROV schedule.

QDA 601 1.5.1

University Records Disposal Schedule source: None.


RC Status
Permanent

Custody

Disposition Rule
Action
Permanent - Retain as University Archives


Years
0


Months
0


Condition
Permanent - Retain as University Archives


Event Trigger


Action
Transfer hard copy original or electronic original to Records Services after administrative use concluded


Years
0


Months
0


Condition
Transfer hard copy original or electronic original to Records Services


Event Trigger
Administrative use concluded

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Administrative use concluded

Action



Years
2


Months
0


Condition
Local Archive


Event Trigger
Administrative use concluded

Action



Years
25


Months
0


Condition
Permanent Archive


Event Trigger
Administrative use concluded


0150/2650/1 (Records Class)

Number
0150/2650/1

Authority
PROS 16/07 Retention & Disposal Authority for Higher and Further Education Functions

Name


Description

Records documenting the loss of library items valued at over $10,000 as a result of theft or mishandling.

Includes purchase documentation, ownership deeds or certificates, donation documentation, sale or auction records, police reports.


Full Text



Developer Notes

Used PROV examples, asset definition http:--www.unimelb.edu.au-FinPPM-15.html#15.1.1.

PROS 02-01 5.1.1

University Records Disposal Schedule source: None.


RC Status
Permanent

Custody

Disposition Rule
Action
Permanent - Retain as University Archives


Years
0


Months
0


Condition
Permanent - Retain as University Archives


Event Trigger


Action
Transfer hard copy original or electronic original to Records Services after administrative use concluded


Years
0


Months
0


Condition
Transfer hard copy original or electronic original to Records Services


Event Trigger
Administrative use concluded

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Administrative use concluded

Action



Years
2


Months
0


Condition
Local Archive


Event Trigger
Administrative use concluded

Action



Years
25


Months
0


Condition
Permanent Archive


Event Trigger
Administrative use concluded


0150/2650/2 (Records Class)

Number
0150/2650/2

Authority
PROS 16/07 Retention & Disposal Authority for Higher and Further Education Functions

Name


Description

Records documenting the loss of library items valued at under $9,999 as a result of theft or mishandling.

Includes purchase documentation, ownership deeds or certificates, donation documentation, sale or auction records, police reports.


Full Text



Developer Notes

Used PROV examples, asset definition http:--www.unimelb.edu.au-FinPPM-15.html#15.1.1.

PROS 02-01 5.1.2

University Records Disposal Schedule source: None.


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 7 years after loss of the item


Years
7


Months
0


Condition
Temporary - Destroy


Event Trigger
Loss of the item


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Loss of the item


0150/2850/1 (Records Class)

Number
0150/2850/1

Authority
NAA Administrative Functions Disposal Authority

Name


Description

Records documenting the implementation of disaster recovery plans relating to the University`s collections.

Includes a copy of current plan implemented for the disaster recovery process.


Full Text



Developer Notes

Modified from NAA AFDA 1513, no equivalent in PROV schedule.

NAA AFDA 1513

University Records Disposal Schedules source: None.


RC Status
Permanent

Custody

Disposition Rule
Action
Permanent - Retain as University Archives


Years
0


Months
0


Condition
Permanent - Retain as University Archives


Event Trigger


Action
Transfer hard copy original or electronic original to Records Services after administrative use concluded


Years
0


Months
0


Condition
Transfer hard copy original or electronic original to Records Services


Event Trigger
Administrative use concluded

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Administrative use concluded

Action



Years
2


Months
0


Condition
Local Archive


Event Trigger
Administrative use concluded

Action



Years
25


Months
0


Condition
Permanent Archive


Event Trigger
Administrative use concluded


0150/2850/2 (Records Class)

Number
0150/2850/2

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Final version of disaster recovery plans.


Full Text



Developer Notes

Part NAA AFDA 1521, sentence from PROV.

PROS 07-01 18.2.4

University Records Disposal Schedules source: None.


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 5 years after date plan superseded


Years
5


Months
0


Condition
Temporary - Destroy


Event Trigger
Date plan superseded


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Date plan superseded


0150/2850/3 (Records Class)

Number
0150/2850/3

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records accumulated during the development of disaster recovery plans.


Full Text



Developer Notes

Part NAA AFDA 1523, sentence from PROV.

PROS 07-01 18.2.4

University Records Disposal Schedules source: None.


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 1 year after last action completed


Years
1


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


0150/2950/1 (Records Class)

Number
0150/2950/1

Authority
PROS 16/07 Retention & Disposal Authority for Higher and Further Education Functions

Name


Description

Records documenting the disposal of items valued at over $10,000 from the university`s collections of artwork, archives, books, museum artefacts and other collections.

Includes purchase documentation, ownership deeds or certificates, donation documentation (out of the collection), sale or auction records.


Full Text



Developer Notes

Used PROV examples, asset definition http:--www.unimelb.edu.au-FinPPM-15.html#15.1.1.

PROS 02-01 5.1.1

University Records Disposal Schedules source: None.


RC Status
Permanent

Custody

Disposition Rule
Action
Permanent - Retain as University Archives


Years
0


Months
0


Condition
Permanent - Retain as University Archives


Event Trigger


Action
Transfer hard copy original or electronic original to Records Services after administrative use concluded


Years
0


Months
0


Condition
Transfer hard copy original or electronic original to Records Services


Event Trigger
Administrative use concluded

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Administrative use concluded

Action



Years
2


Months
0


Condition
Local Archive


Event Trigger
Administrative use concluded

Action



Years
25


Months
0


Condition
Permanent Archive


Event Trigger
Administrative use concluded


0150/2950/2 (Records Class)

Number
0150/2950/2

Authority
PROS 16/07 Retention & Disposal Authority for Higher and Further Education Functions

Name


Description

Records documenting the disposal of items valued at under $9,999 from the university`s collections of artwork, archives, books, museum artefacts and other collections.

Includes purchase documentation, ownership deeds or certificates, donation documentation (out of the collection), sale or auction records.


Full Text



Developer Notes

Used PROV examples, asset definition http:--www.unimelb.edu.au-FinPPM-15.html#15.1.1.

PROS 02-01 5.1.2

University Records Disposal Schedules source: None.


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 7 years after disposal of the asset


Years
7


Months
0


Condition
Temporary - Destroy


Event Trigger
Disposal of the asset


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Disposal of the asset


0150/2950/3 (Records Class)

Number
0150/2950/3

Authority
PROS 16/07 Retention & Disposal Authority for Higher and Further Education Functions

Name


Description

Records documenting the disposal of human anatomy or specimens.

Includes disposal documentation.


Full Text



Developer Notes

Modified description from PROV.

PROS 02-01 23.3.0, QDA 601 6.1.2

University Records Disposal Schedules source: None.


RC Status
Temporary

Custody

Destroy 5 years after date of transfer or disposal of specimen or body from collection
Disposition Rule
Action
Temporary - Destroy 5 years after date of transfer or disposal of specimen or body from collection


Years
5


Months
0


Condition
Temporary - Destroy


Event Trigger
Date of transfer or disposal of specimen or body from collection


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Date of transfer or disposal of specimen or body from collection


0150/3700/1 (Records Class)

Number
0150/3700/1

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records documenting the development of formal processes and procedures for receipt of and response to feedback relating to collection management.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 2.3.1, 2.7.1

University Records Disposal Schedule sources: None


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 7 years after date procedure superseded


Years
7


Months
0


Condition
Temporary - Destroy


Event Trigger
Date procedure superseded


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Date procedure superseded


0150/3700/2 (Records Class)

Number
0150/3700/2

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records documenting the receipt and response to feedback on the collection management function which results in changes to university policies or procedures.

Includes complaints and anonymous correspondence.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 2.3.2, 2.7.2

University Records Disposal Schedule sources: 16-29.2


RC Status
Permanent

Custody

Disposition Rule
Action
Permanent - Retain as University Archives


Years
0


Months
0


Condition
Permanent - Retain as University Archives


Event Trigger


Action
Transfer hard copy original or electronic original to Records Services after administrative use concluded


Years
0


Months
0


Condition
Transfer hard copy original or electronic original to Records Services


Event Trigger
Administrative use concluded

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Administrative use concluded

Action



Years
2


Months
0


Condition
Local Archive


Event Trigger
Administrative use concluded

Action



Years
25


Months
0


Condition
Permanent Archive


Event Trigger
Administrative use concluded


0150/3700/3 (Records Class)

Number
0150/3700/3

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records documenting the receipt and response to feedback on the collection management function which requires a detailed response on university actions, policies or procedures but does not result in changes to university policies or procedures.

Includes complaints and anonymous correspondence.


Full Text



Developer Notes

Modified description from PROV, retention increased to 6 years following feedback from Legal Services - claims for breach of contract, tort etc under Section 5 of the Limitations of Actions Act 1958 (Vic) must be brought within a period of 6 years.

PROS 07-01 2.3.3, 2.7.3.

University Records Disposal Schedule sources: 16-37.4, 15-2.2


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 6 years after last action completed


Years
6


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


0150/3700/4 (Records Class)

Number
0150/3700/4

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records documenting the receipt and response to feedback on the collection management function which requires a routine response concerning university actions, policies or procedures. Includes standard responses, complaints, letters of acknowledgement and anonymous correspondence.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 2.3.4, 2.7.4.

University Records Disposal Schedule sources: 16-37.5, 16-37.4, 15-2.1, 16-29.1


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 2 years after last action completed


Years
2


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


0150/4000/1 (Records Class)

Number
0150/4000/1

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records documenting arrangements to hold forums including program development, arranging speakers, promotion, registration management and venue bookings.

Includes draft programs, publicity, invitations, venue accommodation and catering arrangements.


Full Text



Developer Notes

Modified description from PROV.

University schedules have permanent retention for significant forums-conferences-events.

PROS 07-01 2.4.3

University Records Disposal Schedules source: 16-31.1.1, 16-31.1.2, 16-31.3, 18-20.4


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 2 years after last action completed


Years
2


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


0150/4150/1 (Records Class)

Number
0150/4150/1

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records documenting the receipt of gifts of property, such as items of cultural heritage importance, that have ongoing value to the university.

Includes gifts where the Vice Chancellor responds with a letter of appreciation.

Includes approaches or offers of gifts and acknowledgements.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 2.6.1

University Records Disposal Schedule sources: 16-74.4


RC Status
Permanent

Custody

Disposition Rule
Action
Permanent - Retain as University Archives


Years
0


Months
0


Condition
Permanent - Retain as University Archives


Event Trigger


Action
Transfer hard copy original or electronic original to Records Services after administrative use concluded


Years
0


Months
0


Condition
Transfer hard copy original or electronic original to Records Services


Event Trigger
Administrative use concluded

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Administrative use concluded

Action



Years
2


Months
0


Condition
Local Archive


Event Trigger
Administrative use concluded

Action



Years
25


Months
0


Condition
Permanent Archive


Event Trigger
Administrative use concluded


0150/4150/2 (Records Class)

Number
0150/4150/2

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records documenting the receipt of property gifts that have a one off transitory purpose to the university.

Includes approaches or offers of gifts and acknowledgements.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 2.6.2

University Records Disposal Schedule sources: 16-43.2.2. 16-74.4


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 7 years after last action completed


Years
7


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


0150/4150/3 (Records Class)

Number
0150/4150/3

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records documenting the refusal of gifts of property. Includes the return of items not accepted by the University.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 2.6.3

University Records Disposal Schedule sources: None


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 7 years after last action completed


Years
7


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


0150/5050/1 (Records Class)

Number
0150/5050/1

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records documenting the successful identification and registration of intellectual assets resulting from research.

Includes patent and trademark applications and documentation recording the design and evolutions of inventions and patents, royalties.


Full Text



Developer Notes

Modified description from PROV.

PROS 02-01 24.6.0

University Records Disposal Schedule sources: 16-78.2, 16-78.3, 16-78.4, 18-57.1, 18-77.1, 16-36.4, 16-36.7


RC Status
Permanent

Custody

Disposition Rule
Action
Permanent - Retain as University Archives


Years
0


Months
0


Condition
Permanent - Retain as University Archives


Event Trigger


Action
Transfer hard copy original or electronic original to Records Services after administrative use concluded


Years
0


Months
0


Condition
Transfer hard copy original or electronic original to Records Services


Event Trigger
Administrative use concluded

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Administrative use concluded

Action



Years
2


Months
0


Condition
Local Archive


Event Trigger
Administrative use concluded

Action



Years
25


Months
0


Condition
Permanent Archive


Event Trigger
Administrative use concluded


0150/5050/2 (Records Class)

Number
0150/5050/2

Authority
PROS 16/07 Retention & Disposal Authority for Higher and Further Education Functions

Name


Description

Records documenting unsuccessful or abandoned attempts to establish intellectual property rights.

Includes patents and trademarks.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 10.3.2

University Records Disposal Schedule sources: 16-36.8


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 2 years after last action completed


Years
2


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


0150/5100/1 (Records Class)

Number
0150/5100/1

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Final report of an internal audit that triggers changes to University wide policy or procedures.

Includes reports with a risk rating of high, significant or medium.

Includes performance-management audits, special investigations (e.g. fraud, criminal conduct or malpractice).


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 5.3.1

University Records Disposal Schedule source: 16-19.1.2, 16-19.1.3, 18-46.7.2, 19-3.2


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 10 years after audit completed


Years
10


Months
0


Condition
Temporary - Destroy


Event Trigger
Audit completed


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Audit completed


0150/5100/2 (Records Class)

Number
0150/5100/2

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Final report of an internal audit that results in limited or localised or no changes to University practices.

Includes reports with a risk rating of low.

Includes performance-management audits.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 5.3.2

University Records Disposal Schedule source: 16-19.1.2, 16-19.1.3, 18-46.7.2, 19-3.2


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 5 years after audit completed


Years
5


Months
0


Condition
Temporary - Destroy


Event Trigger
Audit completed


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Audit completed


0150/5100/3 (Records Class)

Number
0150/5100/3

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records documenting the planning and conduct of internal audits.

Includes development of audit programs for performance-management audits, special investigations (e.g. fraud, criminal conduct or malpractice).


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 5.3.3

University Records Disposal Schedule source: 19-3.3


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 2 years after audit completed


Years
2


Months
0


Condition
Temporary - Destroy


Event Trigger
Audit completed


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Audit completed


0150/5150/1 (Records Class)

Number
0150/5150/1

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records documenting the processes involved in preparing and auditing against, lists of assets or items in University collections.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 4.7.1

University Records Disposal Schedule source: None.


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 2 years after last action completed


Years
2


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


0150/5150/2 (Records Class)

Number
0150/5150/2

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Final inventory lists documenting the result of the audit of assets and items in University collections.


Full Text



Developer Notes

Modified sentence from PROV, permanent retention for inventory list of collection items.

PROS 07-01 4.7.1, 02-01 5.1.1

University Records Disposal Schedule source: None.


RC Status
Permanent

Custody

Disposition Rule
Action
Permanent - Retain as University Archives


Years
0


Months
0


Condition
Permanent - Retain as University Archives


Event Trigger


Action
Transfer hard copy original or electronic original to Records Services after administrative use concluded


Years
0


Months
0


Condition
Transfer hard copy original or electronic original to Records Services


Event Trigger
Administrative use concluded

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Administrative use concluded

Action



Years
2


Months
0


Condition
Local Archive


Event Trigger
Administrative use concluded

Action



Years
25


Months
0


Condition
Permanent Archive


Event Trigger
Administrative use concluded


0150/5650/1 (Records Class)

Number
0150/5650/1

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Master control records for University recordkeeping systems.

Includes archival management systems, registers and indexes.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 9.4.1

University Records Disposal Schedule source: 16-87.3


RC Status
Permanent

Custody

Disposition Rule
Action
Permanent - Retain as University Archives


Years
0


Months
0


Condition
Permanent - Retain as University Archives


Event Trigger


Action
Transfer hard copy original or electronic original to Records Services after administrative use concluded


Years
0


Months
0


Condition
Transfer hard copy original or electronic original to Records Services


Event Trigger
Administrative use concluded

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Administrative use concluded

Action



Years
2


Months
0


Condition
Local Archive


Event Trigger
Administrative use concluded

Action



Years
25


Months
0


Condition
Permanent Archive


Event Trigger
Administrative use concluded


0150/5650/2 (Records Class)

Number
0150/5650/2

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Master copy of University records classification schemes or thesauri.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 9.4.2

University Records Disposal Schedule source: 16-87.3, 16-87.4


RC Status
Permanent

Custody

Disposition Rule
Action
Permanent - Retain as University Archives


Years
0


Months
0


Condition
Permanent - Retain as University Archives


Event Trigger


Action
Transfer hard copy original or electronic original to Records Services after administrative use concluded


Years
0


Months
0


Condition
Transfer hard copy original or electronic original to Records Services


Event Trigger
Administrative use concluded

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Administrative use concluded

Action



Years
2


Months
0


Condition
Local Archive


Event Trigger
Administrative use concluded

Action



Years
25


Months
0


Condition
Permanent Archive


Event Trigger
Administrative use concluded


0150/5650/3 (Records Class)

Number
0150/5650/3

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Control records documenting library and special collections.

Includes library catalogues, subject headings.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 9.4.3

University Records Disposal Schedule source: None.


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy after collection disposed of


Years
0


Months
0


Condition
Temporary - Destroy


Event Trigger
Collection disposed of


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Collection disposed of


0150/5650/4 (Records Class)

Number
0150/5650/4

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Specimen and human anatomy registers.

Includes body registers.


Full Text



Developer Notes

Modified description from PROV.

PROS 02-01 23.3.0

University Records Disposal Schedule source: None.


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 5 years after date of transfer or disposal of specimen or body from collection


Years
5


Months
0


Condition
Temporary - Destroy


Event Trigger
Date of transfer or disposal of specimen or body from collection


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Date of transfer or disposal of specimen or body from collection


0150/5750/1 (Records Class)

Number
0150/5750/1

Authority
NSW GDA 23 University Records

Name


Description

Once copy of each University exhibition catalogue.


Full Text



Developer Notes

Description directly from NSW GDA 23, no equivalent in PROV schedule.

NSW GDA 23 1.7.2

University Records Disposal Schedule sources: None.


RC Status
Permanent

Custody

Disposition Rule
Action
Permanent - Retain as University Archives


Years
0


Months
0


Condition
Permanent - Retain as University Archives


Event Trigger


Action
Transfer hard copy original or electronic original to Records Services after administrative use concluded


Years
0


Months
0


Condition
Transfer hard copy original or electronic original to Records Services


Event Trigger
Administrative use concluded

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Administrative use concluded

Action



Years
2


Months
0


Condition
Local Archive


Event Trigger
Administrative use concluded

Action



Years
25


Months
0


Condition
Permanent Archive


Event Trigger
Administrative use concluded


0150/5750/2 (Records Class)

Number
0150/5750/2

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records relating to the design, setting up and the ongoing upkeep of exhibitions.

Includes drafts, background information, unused material, (e.g. reproductions of photographs etc).


Full Text



Developer Notes

Description directly from PROV.

PROS 07-01 2.8.1

University Records Disposal Schedule sources: None.


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 2 years after exhibition closed


Years
2


Months
0


Condition
Temporary - Destroy


Event Trigger
Exhibition closed


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Exhibition closed


0150/5750/3 (Records Class)

Number
0150/5750/3

Authority
NSW GDA 23 University Records

Name


Description

Records relating to the loan of exhibition items.

Includes arrangements to transport items.


Full Text



Developer Notes

Description directly from NSW GDA 23, no equivalent in PROV schedule.

NSW GDA 23 1.8.2, 1.9.2

University Records Disposal Schedule sources: None.


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 2 years after loaned item returned


Years
2


Months
0


Condition
Temporary - Destroy


Event Trigger
Loaned item returned


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Loaned item returned


0150/5750/4 (Records Class)

Number
0150/5750/4

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records relating to the administrative arrangements for the opening and publicising of exhibitions.

Includes invitations and acceptances, catering arrangements, venue bookings, organisation of entertainment and accommodation and transport arrangements.


Full Text



Developer Notes

Description directly from PROV.

PROS 07-01 2.8.2

University Records Disposal Schedule sources: None.


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 2 years after exhibition closed


Years
2


Months
0


Condition
Temporary - Destroy


Event Trigger
Exhibition closed


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Exhibition closed


0150/5750/5 (Records Class)

Number
0150/5750/5

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Final versions of lectures delivered as part of a public lecture series arranged by the University.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 2.1.1

University Records Disposal Schedule sources: 16-96.1


RC Status
Permanent

Custody

Disposition Rule
Action
Permanent - Retain as University Archives


Years
0


Months
0


Condition
Permanent - Retain as University Archives


Event Trigger


Action
Transfer hard copy original or electronic original to Records Services after administrative use concluded


Years
0


Months
0


Condition
Transfer hard copy original or electronic original to Records Services


Event Trigger
Administrative use concluded

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Administrative use concluded

Action



Years
2


Months
0


Condition
Local Archive


Event Trigger
Administrative use concluded

Action



Years
25


Months
0


Condition
Permanent Archive


Event Trigger
Administrative use concluded


0150/5750/6 (Records Class)

Number
0150/5750/6

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Working papers accumulated during the development of public lectures.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 2.1.3

University Records Disposal Schedule sources: None


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 2 years after last action completed


Years
2


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


0150/5750/7 (Records Class)

Number
0150/5750/7

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records relating to the administrative arrangements for public lectures including invitations and invitations to speak, acceptances, guest lists, catering and venue bookings.


Full Text



Developer Notes

Description modified from PROV.

PROS 07-01 2.2.1

University Records Disposal Schedule sources: None


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 2 years after last action completed


Years
2


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


0150/5950/1 (Records Class)

Number
0150/5950/1

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Final version of university wide strategic or corporate collection management plans.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 18.2.1

University Records Disposal Schedule sources: None


RC Status
Permanent

Custody

Disposition Rule
Action
Permanent - Retain as University Archives


Years
0


Months
0


Condition
Permanent - Retain as University Archives


Event Trigger


Action
Transfer hard copy original or electronic original to Records Services after administrative use concluded


Years
0


Months
0


Condition
Transfer hard copy original or electronic original to Records Services


Event Trigger
Administrative use concluded

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Administrative use concluded

Action



Years
2


Months
0


Condition
Local Archive


Event Trigger
Administrative use concluded

Action



Years
25


Months
0


Condition
Permanent Archive


Event Trigger
Administrative use concluded


0150/5950/2 (Records Class)

Number
0150/5950/2

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Duplicate copies of university wide strategic or corporate collection management plans.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 18.2.2

University Records Disposal Schedule sources: None


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 1 year after last action completed


Years
1


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


0150/5950/3 (Records Class)

Number
0150/5950/3

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Final version of work unit level business plans concerning collection management.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 18.2.3

University Records Disposal Schedule sources: 8-37.1.1, 8-37.1.2, 20-38.3, 20-38.1, 8-37.2, 8-37.3, 8-37.4, 8-37.5


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 5 years after date plan superseded


Years
5


Months
0


Condition
Temporary - Destroy


Event Trigger
Date plan superseded


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Date plan superseded


0150/5950/4 (Records Class)

Number
0150/5950/4

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records documenting the development of all strategic, corporate or work unit level business plans for collection management.

Includes background research, draft versions, divisional or work unit contributions to university wide strategic or corporate collection management plans.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 18.2.4

University Records Disposal Schedule sources: 16-76.3, 16-76.4, 18-79.1.2, 18-79.2.2, 20-38.2


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 1 year after last action completed


Years
1


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


0150/6000/1 (Records Class)

Number
0150/6000/1

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Final, approved versions of university wide policies prescribing the way the university`s collection management operates.

Includes the university`s Collection Management Policy.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 13.1.1, 13.1.2

University Records Disposal Schedule sources: None.


RC Status
Permanent

Custody

Disposition Rule
Action
Permanent - Retain as University Archives


Years
0


Months
0


Condition
Permanent - Retain as University Archives


Event Trigger


Action
Transfer hard copy original or electronic original to Records Services after administrative use concluded


Years
0


Months
0


Condition
Transfer hard copy original or electronic original to Records Services


Event Trigger
Administrative use concluded

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Administrative use concluded

Action



Years
2


Months
0


Condition
Local Archive


Event Trigger
Administrative use concluded

Action



Years
25


Months
0


Condition
Permanent Archive


Event Trigger
Administrative use concluded


0150/6000/2 (Records Class)

Number
0150/6000/2

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records documenting the formulation of university wide policies prescribing the way the university`s collection management operates.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 13.1.1, 13.1.2

University Records Disposal Schedule sources: None


RC Status
Permanent

Custody

Disposition Rule
Action
Permanent - Retain as University Archives


Years
0


Months
0


Condition
Permanent - Retain as University Archives


Event Trigger


Action
Transfer hard copy original or electronic original to Records Services after administrative use concluded


Years
0


Months
0


Condition
Transfer hard copy original or electronic original to Records Services


Event Trigger
Administrative use concluded

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Administrative use concluded

Action



Years
2


Months
0


Condition
Local Archive


Event Trigger
Administrative use concluded

Action



Years
25


Months
0


Condition
Permanent Archive


Event Trigger
Administrative use concluded


0150/6000/3 (Records Class)

Number
0150/6000/3

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records documenting the formulation of non university wide policies concerning collection management.

Includes final versions of policies.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 13.1.3

University Records Disposal Schedule sources: None


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy after date policy superseded


Years
0


Months
0


Condition
Temporary - Destroy


Event Trigger
Date policy superseded


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Date policy superseded


0150/6100/1 (Records Class)

Number
0150/6100/1

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Final versions of presentations that signal fundamental shifts in University policies, strategic directions, services, products or partnerships concerning collection management.

Includes presentations made by senior University officers and presentations that were never given.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 2.1.1

University Records Disposal Schedule sources: 16-96.1


RC Status
Permanent

Custody

Disposition Rule
Action
Permanent - Retain as University Archives


Years
0


Months
0


Condition
Permanent - Retain as University Archives


Event Trigger


Action
Transfer hard copy original or electronic original to Records Services after administrative use concluded


Years
0


Months
0


Condition
Transfer hard copy original or electronic original to Records Services


Event Trigger
Administrative use concluded

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Administrative use concluded

Action



Years
2


Months
0


Condition
Local Archive


Event Trigger
Administrative use concluded

Action



Years
25


Months
0


Condition
Permanent Archive


Event Trigger
Administrative use concluded


0150/6100/2 (Records Class)

Number
0150/6100/2

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Final version of presentations delivered or intended to be delivered on the routine promotion of the University`s collections.


Full Text



Developer Notes

Modified description from PROV. University schedules have a longer retention period than 2 years - 7 and 5 years.

PROS 07-01 2.1.2

University Records Disposal Schedule sources: 16-96.2, 14-30.1


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 2 years after last action completed


Years
2


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


0150/6100/3 (Records Class)

Number
0150/6100/3

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Working papers accumulated during the development of all presentations.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 2.1.3

University Records Disposal Schedule sources: None


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 2 years after last action completed


Years
2


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


0150/6150/1 (Records Class)

Number
0150/6150/1

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records documenting basic physical stabilisation activities undertaken on university artwork, archives, museum artefacts and other collections.

Includes temperature and humidity control, pest management.


Full Text



Developer Notes

Modified description from PROV, NSW GDA 23 1.4.1

PROS 07-01 9.3.1

University Records Disposal Schedules source: None.


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 2 years after last action completed


Years
2


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


0150/6150/2 (Records Class)

Number
0150/6150/2

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records documenting very specific or prescribed preservation activities undertaken on university artwork, archives, museum artefacts and other collections.

Includes interventions to restore and stabilise individual items.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 9.3.2

University Records Disposal Schedules source: None.


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy after artefact or object is disposed of


Years
0


Months
0


Condition
Temporary - Destroy


Event Trigger
Artefact or object is disposed of


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Artefact or object is disposed of


0150/6150/3 (Records Class)

Number
0150/6150/3

Authority
PROS 16/07 Retention & Disposal Authority for Higher and Further Education Functions

Name


Description

Records relating to the care, storage and maintenance of anatomy and specimens.

Includes storage and management records.


Full Text



Developer Notes

Modified description from PROV.

PROS 02-01 23.3.0

University Records Disposal Schedules source: None.


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 5 years after date of transfer or disposal of specimen or body from collection


Years
5


Months
0


Condition
Temporary - Destroy


Event Trigger
Date of transfer or disposal of specimen or body from collection


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Date of transfer or disposal of specimen or body from collection


0150/6250/1 (Records Class)

Number
0150/6250/1

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Final, approved version of procedures relating to collection management.

Includes manuals, handbooks, guidelines, directives etc.


Full Text



Developer Notes

Modified description from PROV. University schedule has procedures as permanent retention.

PROS 07-01 13.3.1

University Records Disposal Schedule sources: 16-38.1


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 7 years after date procedure superseded


Years
7


Months
0


Condition
Temporary - Destroy


Event Trigger
Date procedure superseded


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Date procedure superseded


0150/6250/2 (Records Class)

Number
0150/6250/2

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records accumulated during the development of procedures relating to collection management.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 13.3.2

University Records Disposal Schedule sources: None


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 2 years after date procedure superseded


Years
2


Months
0


Condition
Temporary - Destroy


Event Trigger
Date procedure superseded


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Date procedure superseded


0150/6800/1 (Records Class)

Number
0150/6800/1

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Periodic reports produced on recurring activities related to collection management.

Includes interim progress reports addressing performance against strategic and operational plans and reports that are not required for the purposes of meeting legislative objectives.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 16.1.1

University Records Disposal Schedule sources: 14-45.3


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 5 years after last action completed


Years
5


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


0150/6800/2 (Records Class)

Number
0150/6800/2

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Formal, consolidated reports on collection management which are not reproduced elsewhere.

Includes reports required for the purposes of meeting legislative objectives, final reports on performance and progress against objectives detailed in strategic or operational plans.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 16.3.1

University Records Disposal Schedule sources: None.


RC Status
Permanent

Custody

Disposition Rule
Action
Permanent - Retain as University Archives


Years
0


Months
0


Condition
Permanent - Retain as University Archives


Event Trigger


Action
Transfer hard copy original or electronic original to Records Services after administrative use concluded


Years
0


Months
0


Condition
Transfer hard copy original or electronic original to Records Services


Event Trigger
Administrative use concluded

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Administrative use concluded

Action



Years
2


Months
0


Condition
Local Archive


Event Trigger
Administrative use concluded

Action



Years
25


Months
0


Condition
Permanent Archive


Event Trigger
Administrative use concluded


0150/6800/3 (Records Class)

Number
0150/6800/3

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Reports on collection management which are produced for inclusion in wider university reports e.g. in the annual report.

Includes faculty, departmental, divisional and work unit contributions to the annual report.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 16.3.2

University Records Disposal Schedule sources: 20-41.1


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 7 years after last action completed


Years
7


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


0150/6800/4 (Records Class)

Number
0150/6800/4

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records accumulated during the process of producing reports.

Includes background information, draft versions, collection of surveys and statistics or data extracted from University source systems.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 16.4.1

University Records Disposal Schedule sources: None


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 1 year after last action completed


Years
1


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


0150/6950/1 (Records Class)

Number
0150/6950/1

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records relating to the review of collection management programs, projects, systems, structures and services.

Includes documents establishing the review, the final report and action plan, background research, draft versions, versions circulated for comment, reviews of expenditure.


Full Text



Developer Notes

Sentence only from PROV.

Also from NAA AFDA 1273 and NSW GA 28 7.12.1.

PROS 07-01 16.1.1

University Records Disposal Schedules source: 16-55.10


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 5 years after last action completed


Years
5


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


0150/7800/1 (Records Class)

Number
0150/7800/1

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records documenting the subscription to academic and other journals, magazines and newspapers and information bases.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 9.1.1, 5.1.1

University Records Disposal Schedules source: 16-55.15


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 7 years after last action completed


Years
7


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


0150/7950/1 (Records Class)

Number
0150/7950/1

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Software licences.

Includes negotiations relating to the terms and conditions of the license.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 19.14.1

University Records Disposal Schedules source: 16-66.3


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 7 years after licence has expired


Years
7


Months
0


Condition
Temporary - Destroy


Event Trigger
Licence has expired


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Licence has expired


0150/7950/2 (Records Class)

Number
0150/7950/2

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records documenting the monitoring and renegotiations of license agreements.

Includes responses to any licensing infringements.


Full Text



Developer Notes

Description directly from PROV.

PROS 07-01 19.14.2

University Records Disposal Schedules source: 16-66.3


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 7 years after licence has expired


Years
7


Months
0


Condition
Temporary - Destroy


Event Trigger
Licence has expired


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Licence has expired


0150/7950/3 (Records Class)

Number
0150/7950/3

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

System logs which are used to show a history of access or change to data.

Includes system access logs, internet access logs, system change logs, audit trails.


Full Text



Developer Notes

Description directly from PROV.

PROS 07-01 19.5.2

University Records Disposal Schedules source: 17-14.1, 17-14.6, 17-14.7


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 7 years after date of last log entry


Years
7


Months
0


Condition
Temporary - Destroy


Event Trigger
Date of last log entry


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Date of last log entry


0150/7950/4 (Records Class)

Number
0150/7950/4

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

System logs which are used solely for the purpose of system or data recovery.

Includes back up logs, tapes.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 19.5.3

University Records Disposal Schedules source: None.


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy after reference ceases


Years
0


Months
0


Condition
Temporary - Destroy


Event Trigger
Reference ceases


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Reference ceases


0150/7950/5 (Records Class)

Number
0150/7950/5

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Instructions for the use of technology and telecommunications systems.

Includes equipment and software manuals and operating instructions.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 4.9.1

University Records Disposal Schedules source: 18-66.3, 14-14.2.1, 14-14.2.2, 14-14.2.3, 18-55.4.1


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy after equipment or software disposed of


Years
0


Months
0


Condition
Temporary - Destroy


Event Trigger
Equipment or software disposed of


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Equipment or software disposed of


0150/7950/6 (Records Class)

Number
0150/7950/6

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records documenting the development, production and modification (including ongoing management) of business and information systems.

Includes feasibility studies, pilot studies, final versions of all system documentation, user and technical manuals, business rules, user requirements, system specifications, final sign off.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 19.3.1

University Records Disposal Schedules source: 16-104.1.1, 16-104.1.2, 16-104.5.2, 16-104.5.3, 18-55.2, 13-6.1


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 7 years after system becomes defunct or is superseded


Years
7


Months
0


Condition
Temporary - Destroy


Event Trigger
System becomes defunct or is superseded


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
System becomes defunct or is superseded


0150/7950/7 (Records Class)

Number
0150/7950/7

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records relating to the maintenance and upkeep of systems.


Full Text



Developer Notes

Description directly from PROV.

PROS 07-01 19.15.1

University Records Disposal Schedules source: 16-104.1.1, 16-104.1.2


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 2 years after last action completed


Years
2


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


0150/8450/1 (Records Class)

Number
0150/8450/1

Authority
NSW GA 28 Administrative Records

Name


Description

Records documenting the valuations of archival collections, artwork or other heritage items.

Includes valuations for the purpose of the Cultural Gifts Scheme, insurance valuations and valuation certificates.


Full Text



Developer Notes

Modified description from NSW, no equivalent in PROV schedule.

NSW GA 28 8.7.1

University Records Disposal Schedules source: None.


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 7 years after disposal of collection or item


Years
7


Months
0


Condition
Temporary - Destroy


Event Trigger
Disposal of collection or item


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Disposal of collection or item


0200/0700/1 (Records Class)

Number
0200/0700/1

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Final signed version of agreements and Memorandums of Understanding under seal or of major significance to the University.

Includes MOUs with external organisations such as other tertiary institutions, hospitals.

Includes records documenting the development, formulation and execution of these agreements and MOUs.


Full Text



Developer Notes

Modified description from PROV.

07-01 7.6.1, 07-01 3.3.2

University Records Disposal Schedule source: 16-10.1, 16-10.2, 20-31.1


RC Status
Permanent

Custody

Disposition Rule
Action
Permanent - Retain as University Archives


Years
0


Months
0


Condition
Permanent - Retain as University Archives


Event Trigger


Action
Transfer hard copy original or electronic original to Records Services after administrative use concluded


Years
0


Months
0


Condition
Transfer hard copy original or electronic original to Records Services


Event Trigger
Administrative use concluded

Action



Years
2


Months
0


Condition
Local Archive


Event Trigger
Administrative use concluded

Action



Years
25


Months
0


Condition
Permanent Archive


Event Trigger
Administrative use concluded

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Administrative use concluded


0200/0700/2 (Records Class)

Number
0200/0700/2

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Final signed version of agreements and Memorandums of Understanding not under seal or of small scale significance to the University.

Includes MOUs with external organisations such as other tertiary institutions, hospitals.

Includes records documenting the development, formulation and execution of these agreements and MOUs.


Full Text



Developer Notes

Modified description from PROV, trigger modified in accordance with advice from Legal Services.

PROS 07-01 7.6.1

University Records Disposal Schedule source: 16-10.1, 16-10.2, 20-31.1


RC Status
Temporary

Custody

Disposition Rule
Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Agreement or MOU has expired


Action
Temporary - Destroy 7 years after agreement or MOU has expired


Years
7


Months
0


Condition
Temporary - Destroy


Event Trigger
Agreement or MOU has expired

Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction


0200/0700/3 (Records Class)

Number
0200/0700/3

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records of contracts for smaller scale activities which are under seal.

Includes records associated with the negotiation process (excluding tender records).


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 3.3.3

University Records Disposal Schedule source: 16-10.1, 16-10.2, 20-31.1


RC Status
Temporary

Custody

Disposition Rule
Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Contract has expired


Action
Temporary - Destroy 15 years after contract has expired


Years
15


Months
0


Condition
Temporary - Destroy


Event Trigger
Contract has expired

Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction


0200/0700/4 (Records Class)

Number
0200/0700/4

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records of contracts for smaller scale activities which are not under seal.

Includes records associated with the negotiation process (excluding tender records).


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 3.3.4

University Records Disposal Schedule source: 16-10.1, 16-10.2, 20-31.1


RC Status
Temporary

Custody

Disposition Rule
Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Contract has expired


Action
Temporary - Destroy 7 years after contract has expired


Years
7


Months
0


Condition
Temporary - Destroy


Event Trigger
Contract has expired

Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction


0200/0700/5 (Records Class)

Number
0200/0700/5

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records documenting the preliminary drafting process for contracts. Used for internal purposes only and not subject to formal negotiations.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 3.3.5

University Records Disposal Schedule source: 16-10.1


RC Status
Temporary

Custody

Disposition Rule
Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Contract has expired


Action
Temporary - Destroy 1 year after last action completed


Years
1


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed

Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction


0200/0700/6 (Records Class)

Number
0200/0700/6

Authority


Name


Description

Bank guarantees issued by or given to the university.

Includes guarantees returned for cancellation


Full Text



Developer Notes

Class added 1-8-2011

Example of guarantee can be seen on 95-1477

PROS 07-01 5.1.3


RC Status
Temporary

Custody

Disposition Rule
Action
Destroy 7 years after financial year in which final action is made upon guarantee


Years
7


Months
0


Condition
Temporary - Destroy


Event Trigger
Financial year in which final action is made upon guarantee


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
2


Months
0


Condition
Make Inactive


Event Trigger
Administrative use concluded


0200/1350/1 (Records Class)

Number
0200/1350/1

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records documenting the receipt of major gifts of money or property willed to the university that results in, for example, the creation of a named chair or professorship, the creation of scholarships, the provision of research or library support or has other ongoing value to the university.

Includes bequests where the Vice Chancellor responds to the bequest`s executor.


Full Text



Developer Notes

Modified description from PROV.

Current University schedules have permanent retention for all records relating to bequests, no matter what the value is.

PROS 07-01 2.6.1

University Records Disposal Schedule sources: 18-11.2, 18-36.1


RC Status
Permanent

Custody

Disposition Rule
Action
Permanent - Retain as University Archives


Years
0


Months
0


Condition
Permanent - Retain as University Archives


Event Trigger


Action
Transfer hard copy original or electronic original to Records Services after administrative use concluded


Years
0


Months
0


Condition
Transfer hard copy original or electronic original to Records Services


Event Trigger
Administrative use concluded

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Administrative use concluded

Action



Years
2


Months
0


Condition
Local Archive


Event Trigger
Administrative use concluded

Action



Years
25


Months
0


Condition
Permanent Archive


Event Trigger
Administrative use concluded


0200/1350/2 (Records Class)

Number
0200/1350/2

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records documenting the receipt of minor gifts of money or property willed to the university for a one off transitory purpose.


Full Text



Developer Notes

Modified description from PROV.

Current University schedules have permanent retention for all records relating to bequests, no matter what the value is.

PROS 07-01 2.6.2

University Records Disposal Schedule sources: 18-11.2, 18-36.1


RC Status
Temporary

Custody

Disposition Rule
Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


Action
Temporary - Destroy 7 years after last action completed


Years
7


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed

Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction


0200/1650/1 (Records Class)

Number
0200/1650/1

Authority
NSW GA 28 Administrative Records

Name


Description

Records relating to celebrations, ceremonies or events of major significance to the University such as events of an historic nature, University milestones and anniversaries.

Includes programs, guest lists, invitations and acceptances.


Full Text



Developer Notes

Modified description from NSW, no equivalent in PROV schedules.

NSW GA 28 2.4.1

University Records Disposal Schedule sources: 16-58.2.1, 18-48.2.2


RC Status
Permanent

Custody

Disposition Rule
Action
Permanent - Retain as University Archives


Years
0


Months
0


Condition
Permanent - Retain as University Archives


Event Trigger


Action
Transfer hard copy original or electronic original to Records Services after administrative use concluded


Years
0


Months
0


Condition
Transfer hard copy original or electronic original to Records Services


Event Trigger
Administrative use concluded

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Administrative use concluded

Action



Years
2


Months
0


Condition
Local Archive


Event Trigger
Administrative use concluded

Action



Years
25


Months
0


Condition
Permanent Archive


Event Trigger
Administrative use concluded


0200/1650/2 (Records Class)

Number
0200/1650/2

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records relating to celebrations, ceremonies or events of minor significance to the University such as funerals, memorials, farewells, luncheons, dinners and non-university celebrations and ceremonies.

Includes programs, guest lists, invitations and acceptances.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 2.2.1

University Records Disposal Schedule sources: 16-26.2, 16-58.2.2, 18-48.2.1, 18-48.2.3, 8-41.19, 16-58.3, 20-23.1


RC Status
Temporary

Custody

Disposition Rule
Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


Action
Temporary - Destroy 2 years after last action completed


Years
2


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed

Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction


0200/1650/3 (Records Class)

Number
0200/1650/3

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records relating to other administrative arrangements for events including catering and venue bookings.


Full Text



Developer Notes

Description directly from PROV.

PROS 07-01 2.2.1

University Records Disposal Schedule sources: 16-26.2, 16-58.2.1, 16-58.2.2, 18-48.2.1, 18-48.2.2, 8-41.19, 16-58.3, 20-23.1


RC Status
Temporary

Custody

Disposition Rule
Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


Action
Temporary - Destroy 2 years after last action completed


Years
2


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed

Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction


0200/2000/1 (Records Class)

Number
0200/2000/1

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

External Committees convened by the University or where the University has provided the Secretariat.

Records documenting the establishment of the committee.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 1.3.1

University Records Disposal Schedule sources: None


RC Status
Permanent

Custody

Disposition Rule
Action
Permanent - Retain as University Archives


Years
0


Months
0


Condition
Permanent - Retain as University Archives


Event Trigger


Action
Transfer hard copy original or electronic original to Records Services after administrative use concluded


Years
0


Months
0


Condition
Transfer hard copy original or electronic original to Records Services


Event Trigger
Administrative use concluded

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Administrative use concluded

Action



Years
2


Months
0


Condition
Local Archive


Event Trigger
Administrative use concluded

Action



Years
25


Months
0


Condition
Permanent Archive


Event Trigger
Administrative use concluded


0200/2000/2 (Records Class)

Number
0200/2000/2

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

External Committees - convened by the University or where the University has provided the Secretariat.

Master set of minutes, agenda, reports, resolutions, submissions and other meeting papers.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 1.3.2

University Records Disposal Schedule sources: None


RC Status
Permanent

Custody

Disposition Rule
Action
Permanent - Retain as University Archives


Years
0


Months
0


Condition
Permanent - Retain as University Archives


Event Trigger


Action
Transfer hard copy original or electronic original to Records Services after administrative use concluded


Years
0


Months
0


Condition
Transfer hard copy original or electronic original to Records Services


Event Trigger
Administrative use concluded

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Administrative use concluded

Action



Years
2


Months
0


Condition
Local Archive


Event Trigger
Administrative use concluded

Action



Years
25


Months
0


Condition
Permanent Archive


Event Trigger
Administrative use concluded


0200/2000/3 (Records Class)

Number
0200/2000/3

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

External Committees - convened by the University or where the University has provided the Secretariat.

Duplicate copies of minutes, agenda, reports, resolutions, submissions and other meeting papers.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 1.3.2

University Records Disposal Schedule sources: None


RC Status
Temporary

Custody

Disposition Rule
Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


Action
Temporary - Destroy 1 year after last action completed


Years
1


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed

Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction


0200/2000/4 (Records Class)

Number
0200/2000/4

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

External Committees where the University sends representation but does not convene and does not provide the Secretariat.

Records documenting to the establishment of the committee.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 1.4.1

University Records Disposal Schedule sources: 18-18.3.1, 18-18.3.2, 18-18.3.3


RC Status
Temporary

Custody

Disposition Rule
Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


Action
Temporary - Destroy 2 years after last action completed


Years
2


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed

Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction


0200/2000/5 (Records Class)

Number
0200/2000/5

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

External Committees where the University sends representation but does not convene and does not provide the Secretariat.

Duplicate copies of minutes, agenda, reports, resolutions, submissions and other meeting papers.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 1.4.2

University Records Disposal Schedule sources: 18-18.3.1, 18-18.3.2, 18-18.3.3


RC Status
Temporary

Custody

Disposition Rule
Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


Action
Temporary - Destroy 2 years after last action completed


Years
2


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed

Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction


0200/2000/6 (Records Class)

Number
0200/2000/6

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records accumulated in the course of facilitating meetings of boards or committees.

Includes the preparation and distribution of minutes to members, venue bookings, attendance arrangements and expressions of thanks and appreciation.


Full Text



Developer Notes

Modified description from PROV, sentence increased to 2 years as initial sentence was inadequate.

PROS 07-01 1.5.1

University Records Disposal Schedule sources: 8-13.1.4, 8-13.1.5, 18-18.1.4, 18-18.1.5, 16-28.3


RC Status
Temporary

Custody

Disposition Rule
Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


Action
Temporary - Destroy 2 years after last action completed


Years
2


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed

Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction


0200/2000/7 (Records Class)

Number
0200/2000/7

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Internal Committees established for operational purposes that do not determine University wide policy direction or strategic planning. Includes working groups, adhoc committees and staff meetings of units or work areas within the university.

Master and duplicate copies of minutes, agenda, reports, resolutions, submissions and other meeting papers.


Full Text



Developer Notes

Modified description from PROV, sentence increased to 5 years as initial sentence was inadequate.

PROS 07-01 1.6.1

University Records Disposal Schedule sources: 20-8.4


RC Status
Temporary

Custody

Disposition Rule
Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


Action
Temporary - Destroy 5 years after last action completed


Years
5


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed

Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction


0200/2000/8 (Records Class)

Number
0200/2000/8

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Internal Committees established to determine University wide policy direction or strategic planning or to meet regulatory and statutory requirements.

Master set of minutes, agenda, reports, resolutions, submissions and other meeting papers.

Includes Honours Committee, Sydney Rubbo Memorial Trust Committee, The Sir Bernard Heinze Memorial Award Committee, Palladio Trust Committee, Australian Studies Editorial Board, Cultural and Community Relations Advisory Committee, International Strategy and Coordination Advisory Group, Friends of the Baillieu Library, Grainger Museum Members.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 1.7.1

University Records Disposal Schedule sources: 20-8.3, 18-18.1.1, 18-18.1.2, 8-13.1.1, 8-13.1.3


RC Status
Permanent

Custody

Disposition Rule
Action
Permanent - Retain as University Archives


Years
0


Months
0


Condition
Permanent - Retain as University Archives


Event Trigger


Action
Transfer hard copy original or electronic original to Records Services after administrative use concluded


Years
0


Months
0


Condition
Transfer hard copy original or electronic original to Records Services


Event Trigger
Administrative use concluded

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Administrative use concluded

Action



Years
2


Months
0


Condition
Local Archive


Event Trigger
Administrative use concluded

Action



Years
25


Months
0


Condition
Permanent Archive


Event Trigger
Administrative use concluded


0200/2000/9 (Records Class)

Number
0200/2000/9

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Internal Committees established to determine University wide policy direction or strategic planning or to meet regulatory and statutory requirements.

Duplicate copies of minutes, agenda, reports, resolutions, submissions and other meeting papers.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 1.7.2

University Records Disposal Schedule sources: 18-18.2.1


RC Status
Temporary

Custody

Disposition Rule
Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


Action
Temporary - Destroy 1 year after last action completed


Years
1


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed

Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction


0200/2050/1 (Records Class)

Number
0200/2050/1

Authority
PROS 16/07 Retention & Disposal Authority for Higher and Further Education Functions

Name


Description

Records relating to initiatives at an organisation-wide or program-specific level to measure and improve the organisation's operations in order to be compliant with external standards.

Includes the records of assessments against requirements with which the organisation needs to comply, and records on the development of initiatives to improve compliance.

Use FREEDOM OF INFORMATION for the management of information requested under the Freedom of Information Act 1982 (Vic).

Use INFORMATION SECURITY for records documenting complaints made concerning breaches of the Privacy and Data Protection Act 2014 (Vic).


Full Text



Developer Notes

NSW GDA 19.4.1. Requested by Policy and Compliance Education, and Education and Compliance teams in Legal & Risk.


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 10 years after last action completed.


Years
10


Months
0


Condition
Temporary – Destroy


Event Trigger
Last action completed



0200/2150/1 (Records Class)

Number
0200/2150/1

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Master set of transcripts of speeches, proceedings and reports presented at conferences convened by the University.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 2.4.1

University Records Disposal Schedules source: 16-31.4


RC Status
Permanent

Custody

Disposition Rule
Action
Permanent - Retain as University Archives


Years
0


Months
0


Condition
Permanent - Retain as University Archives


Event Trigger


Action
Transfer hard copy original or electronic original to Records Services after administrative use concluded


Years
0


Months
0


Condition
Transfer hard copy original or electronic original to Records Services


Event Trigger
Administrative use concluded

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Administrative use concluded

Action



Years
2


Months
0


Condition
Local Archive


Event Trigger
Administrative use concluded

Action



Years
25


Months
0


Condition
Permanent Archive


Event Trigger
Administrative use concluded


0200/2150/2 (Records Class)

Number
0200/2150/2

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Duplicate copies of transcripts of speeches, proceedings and reports presented at conferences convened by the University.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 2.4.2

University Records Disposal Schedules source: None.


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 2 years after last action completed


Years
2


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed

Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction


0200/2150/3 (Records Class)

Number
0200/2150/3

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


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.


Full Text



Developer Notes

Description directly from PROV.

University schedules have permanent retention for significant conferences-events.

PROS 07-01 2.4.3

University Records Disposal Schedules source: 16-31.1.1, 16-31.1.2, 16-31.3, 18-20.4


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 2 years after last action completed


Years
2


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed

Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction


0200/2150/4 (Records Class)

Number
0200/2150/4

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Papers presented by University staff to conferences convened by other organisations and which addresses the University`s policy, strategic direction or new services, products or partnerships.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 2.4.4

University Records Disposal Schedules source: 16-31.4


RC Status
Permanent

Custody

Disposition Rule
Action
Permanent - Retain as University Archives


Years
0


Months
0


Condition
Permanent - Retain as University Archives


Event Trigger


Action
Transfer hard copy original or electronic original to Records Services after administrative use concluded


Years
0


Months
0


Condition
Transfer hard copy original or electronic original to Records Services


Event Trigger
Administrative use concluded

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Administrative use concluded

Action



Years
2


Months
0


Condition
Local Archive


Event Trigger
Administrative use concluded

Action



Years
25


Months
0


Condition
Permanent Archive


Event Trigger
Administrative use concluded


0200/2150/5 (Records Class)

Number
0200/2150/5

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records documenting the attendance of staff at conferences arranged by other organisations.

Includes conference registration forms and copies of programs and conference promotional materials.


Full Text



Developer Notes

Description directly from PROV.

PROS 07-01 17.3.1

University Records Disposal Schedules source: 16-31.2, 15-4.1, 18-20.2


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 2 years after last action completed


Years
2


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed

Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction


0200/2150/6 (Records Class)

Number
0200/2150/6

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Participants` reports on conferences arranged by other organisations.


Full Text



Developer Notes

Description directly from PROV.

PROS 07-01 17.3.2

University Records Disposal Schedules source: None.


RC Status
Temporary

Custody

Disposition Rule
Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


Action
Temporary - Destroy 2 years after last action completed


Years
2


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed

Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction


0200/2150/7 (Records Class)

Number
0200/2150/7

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Copies of published conference proceedings and official reports received at conferences arranged by other organisations.


Full Text



Developer Notes

Description directly from PROV.

PROS 07-01 17.3.3

University Records Disposal Schedules source: 15-4.3, 16-31.5


RC Status
Temporary

Custody

Disposition Rule
Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


Action
Temporary - Destroy 2 years after last action completed


Years
2


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed

Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction


0200/2225/1 (Records Class)

Number
0200/2225/1

Authority
Limitation of Actions Act 1958 (Vic)

Name


Description

Delivery of routine or minor projects involving provision of professional advice or services for commercial gain.


Full Text



Developer Notes

Amended to reflect PROS 16/07 as for minor consultative services only.

PROS 16/07 7.2.2


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 7 years after conclusion of consultancy service


Years
7


Months
0


Condition
Temporary - Destroy


Event Trigger
Conclusion of consultancy service


Action
Hold in work unit after administrative use concluded


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded


0200/2225/2 (Records Class)

Number
0200/2225/2

Authority
PROS 16/07 Retention & Disposal Authority for Higher and Further Education Functions

Name


Description

Summary reports and outcomes from significant consultancies involving controversial or major projects undertaken for commercial gain.

Includes records of consultancies involving controversial or major projects - for instance, where the institution assists government or industry with major infrastructure, new technology or products, or economic improvements.


Full Text



Developer Notes

PROS 16/07 7.2.1


RC Status
Permanent

Custody

Disposition Rule
Action
Permanent - Retain as University Archives


Years
0


Months
0


Condition
Permanent - Retain as University Archives


Event Trigger



0200/2225/3 (Records Class)

Number
0200/2225/3

Authority
PROS 16/07 Retention & Disposal Authority for Higher and Further Education Functions

Name


Description

Facilitation of the consultancy process. Includes records of meeting arrangements, monitoring, working papers, analysis, surveys, market intelligence reports and background advice.


Full Text



Developer Notes

PROS 16/07 7.2.3


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 2 years after last action completed


Years
2


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed



0200/3000/1 (Records Class)

Number
0200/3000/1

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records documenting the receipt of monetary gifts that result in, for example, the creation of a named chair or professorship, the creation of scholarships and prizes, the provision of research or library support or has other ongoing value to the university.

Includes donations where the Vice Chancellor responds with a letter of appreciation.

Includes approaches for donations and acknowledgements, donations to the University Fund and Chancellor`s Circle.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 2.6.1

University Records Disposal Schedule sources: 18-30.1


RC Status
Permanent

Custody

Disposition Rule
Action
Permanent - Retain as University Archives


Years
0


Months
0


Condition
Permanent - Retain as University Archives


Event Trigger


Action
Transfer hard copy original or electronic original to Records Services after administrative use concluded


Years
0


Months
0


Condition
Transfer hard copy original or electronic original to Records Services


Event Trigger
Administrative use concluded

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Administrative use concluded

Action



Years
2


Months
0


Condition
Local Archive


Event Trigger
Administrative use concluded

Action



Years
25


Months
0


Condition
Permanent Archive


Event Trigger
Administrative use concluded


0200/3000/2 (Records Class)

Number
0200/3000/2

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records documenting the receipt of monetary gifts for a one off transitory purpose.

Includes approaches for donations and acknowledgements, donations to the University Fund and Chancellor`s Circle.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 2.6.2

University Records Disposal Schedule sources: 16-43.2.2


RC Status
Temporary

Custody

Disposition Rule
Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


Action
Temporary - Destroy 7 years after last action completed


Years
7


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed

Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction


0200/3000/3 (Records Class)

Number
0200/3000/3

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records documenting the refusal of monetary gifts. Includes their return by the University.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 2.6.3

University Records Disposal Schedule sources: None


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 7 years after last action completed


Years
7


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed

Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction


0200/3200/1 (Records Class)

Number
0200/3200/1

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records documenting the processes and procedures involved in the handling of enquiries relating to the University.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 2.7.1

University Records Disposal Schedules source: None.


RC Status
Temporary

Custody

Disposition Rule
Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Date procedure superseded


Action
Temporary - Destroy 7 years after date procedure superseded


Years
7


Months
0


Condition
Temporary - Destroy


Event Trigger
Date procedure superseded

Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction


0200/3200/2 (Records Class)

Number
0200/3200/2

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records documenting the receipt and response to individual enquiries which result in changes to university policy or procedures.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 2.7.2

University Records Disposal Schedules source: 16-65.2.1


RC Status
Permanent

Custody

Disposition Rule
Action
Permanent - Retain as University Archives


Years
0


Months
0


Condition
Permanent - Retain as University Archives


Event Trigger


Action
Transfer hard copy original or electronic original to Records Services after administrative use concluded


Years
0


Months
0


Condition
Transfer hard copy original or electronic original to Records Services


Event Trigger
Administrative use concluded

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Administrative use concluded

Action



Years
2


Months
0


Condition
Local Archive


Event Trigger
Administrative use concluded

Action



Years
25


Months
0


Condition
Permanent Archive


Event Trigger
Administrative use concluded


0200/3200/3 (Records Class)

Number
0200/3200/3

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records documenting the receipt and response to individual enquiries which require an investigation and a detailed response on university actions, policy or procedures but do not result in changes to university policy and procedures.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 2.7.3

University Records Disposal Schedules source: 16-65.2.1


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 5 years after last action completed


Years
5


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


0200/3200/4 (Records Class)

Number
0200/3200/4

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records documenting the receipt and response to individual enquiries which require routine responses on university actions, policy or procedures.

Includes form letters, standard responses, admission and prospective student enquiries.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 2.7.4

University Records Disposal Schedules source: 16-51.2, 16-65.2.2, 8-21.5, 14-23.1, 20-15.1, 16-38.6, 8-21.1, 8-21.2


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 2 years after last action completed


Years
2


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


0200/3200/5 (Records Class)

Number
0200/3200/5

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Reference material forwarded to the university for information.


Full Text

Destroy after administrative use concluded


Developer Notes

Class devekloped following request from Lesley Williams to cover material sent to the unviersity for information only. Added 1-8-2011

Sentence formalises NAP sentence for this type of record.


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy after administrative use concluded


Years
0


Months
0


Condition
Temporary - Destroy


Event Trigger
Administrative use concluded


Action



Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded


0200/3450/1 (Records Class)

Number
0200/3450/1

Authority
PROS 16/07 Retention & Disposal Authority for Higher and Further Education Functions

Name


Description

Records documenting the establishment of student exchange programs and study tour relationships with overseas or interstate institutions.

Includes correspondence with partner to establish the program.


Full Text



Developer Notes

PROS 16/07 1.3.3 and 1.3.2.


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 7 years after termination of the program


Years
7


Months
0


Condition
Temporary - Destroy


Event Trigger
Termination of the program



0200/3450/2 (Records Class)

Number
0200/3450/2

Authority
PROS 16/07 Retention & Disposal Authority for Higher and Further Education Functions

Name


Description

Records documenting the receipt of applications and submissions to undertake an exchange or tour and the process of selecting successful applicants.

Includes application forms and letters, references, resumes, interview results, selection forms, correspondence advising of the outcome, unsuccessful, abandoned and withdrawn applications.


Full Text



Developer Notes

PROS 16/07 1.3.3 and 1.3.2

Modified description from PROV.


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 7 years after conclusion of student exchange or study tour


Years
7


Months
0


Condition
Temporary - Destroy


Event Trigger
conclusion of student exchange or study tour



0200/3520/1 (Records Class)

Number
0200/3520/1

Authority
PROS 16/07 Retention & Disposal Authority for Higher and Further Education Functions

Name


Description

Records relating to subject-matter experts at the institution providing unpaid expert commentary to a specific group or the public at large (for example, to the media).

Includes expert-matching registers maintained by the institution to assist external parties in finding the correct expert to contact.


Full Text



Developer Notes

PROS 16/07 6.2.1


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 2 years after reference use ceases


Years
2


Months
0


Condition
Temporary - Destroy


Event Trigger
Reference ceases



0200/3625/1 (Records Class)

Number
0200/3625/1

Authority


Name


Description

Final versions of course materials delivered as part of external training packages


Full Text



Developer Notes

PROS 02-01 21.2.0


RC Status
Permanent

Custody

Disposition Rule
Action
Permanent - Retain as University Archives


Years
0


Months
0


Condition
Permanent - Retain as University Archives


Event Trigger


Action
Transfer hard copy original or electronic original to Central Research Data Centre or Uni Library af


Years
0


Months
0


Condition
Transfer hard copy original or electronic original to Central Research Data Centre or Uni Library


Event Trigger
Administrative use concluded

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Administrative use concluded

Action



Years
2


Months
0


Condition
Local Archive


Event Trigger
Administrative use concluded

Action



Years
25


Months
0


Condition
Permanent Archive


Event Trigger
Administrative use concluded


0200/3625/2 (Records Class)

Number
0200/3625/2

Authority


Name


Description

Records relating to the development of course materials for external training


Full Text



Developer Notes

PROS 02-01 21.1.0


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 3 years after administrative use concluded


Years
3


Months
0


Condition
Temporary - Destroy


Event Trigger
Administrative use concluded


Action
Hold in work unit after administrative use concluded, pending destruction as recommended by chief in


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded, pending destruction as recommended by chief investigator

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Administrative use concluded


0200/3625/3 (Records Class)

Number
0200/3625/3

Authority


Name


Description

Records relating to the facilitation of external training provision.

Includes room bookings and timetables.


Full Text

Destroy after administrative use concluded


Developer Notes

PROS 02-01 22.4.0


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy after administrative use concluded


Years
0


Months
0


Condition
Temporary - Destroy


Event Trigger
Administrative use concluded



0200/3650/1 (Records Class)

Number
0200/3650/1

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records documenting investigations into the viability of acquisition or development of facilities, buildings and other infrastructure.

Includes business cases, reports.


Full Text



Developer Notes

PROS 07-01 19.10.1

Modified description from PROV.

University Records Disposal Schedules source: None.


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 7 years after last action completed


Years
7


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


0200/3700/1 (Records Class)

Number
0200/3700/1

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records documenting the development of formal processes and procedures for receipt of and response to feedback relating to external relations.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 2.3.1, 07-01 2.7.1

University Records Disposal Schedules source: None.


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 7 years after date procedure superseded


Years
7


Months
0


Condition
Temporary - Destroy


Event Trigger
Date procedure superseded


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Date procedure superseded


0200/3700/2 (Records Class)

Number
0200/3700/2

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records documenting the receipt and response to feedback on the external relations function which results in changes to university policies or procedures.

Includes complaints and anonymous correspondence.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 2.7.2, 07-01 2.3.2

University Records Disposal Schedules source: 16-29.2


RC Status
Permanent

Custody

Disposition Rule
Action
Permanent - Retain as University Archives


Years
0


Months
0


Condition
Permanent - Retain as University Archives


Event Trigger


Action
Transfer hard copy original or electronic original to Records Services after administrative use concluded


Years
0


Months
0


Condition
Transfer hard copy original or electronic original to Records Services


Event Trigger
Administrative use concluded

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Administrative use concluded

Action



Years
2


Months
0


Condition
Local Archive


Event Trigger
Administrative use concluded

Action



Years
25


Months
0


Condition
Permanent Archive


Event Trigger
Administrative use concluded


0200/3700/3 (Records Class)

Number
0200/3700/3

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records documenting the receipt and response to feedback on the external relations function which requires a detailed response on university actions, policies or procedures but does not result in changes to university policies or procedures.

Includes complaints and anonymous correspondence.


Full Text



Developer Notes

Modified description from PROV, retention increased to 6 years following feedback from Legal Services - claims for breach of contract, tort etc under Section 5 of the Limitations of Actions Act 1958 (Vic) must be brought within a period of 6 years.

PROS 07-01 2.7.3, 07-01 2.3.3

University Records Disposal Schedules source: 16-37.4, 15-2.2


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 6 years after last action completed


Years
6


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


0200/3700/4 (Records Class)

Number
0200/3700/4

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records documenting the receipt and response to feedback on the external relations function which requires a routine response concerning university actions, policies or procedures.

Includes standard responses, complaints, letters of acknowledgement and anonymous correspondence.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 2.7.4, 07-01 2.3.4

University Records Disposal Schedules source: 16-37.5, 16-37.4, 15-2.1, 16-29.1


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 2 years after last action completed


Years
2


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


0200/4100/1 (Records Class)

Number
0200/4100/1

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records associated with the planning and organising of fundraising events or campaigns by the University.

Includes fundraising appeals.


Full Text



Developer Notes

Description directly from PROV.

Uni schedule has permanent retention for these records.

PROS 07-01 2.9.2

University Records Disposal Schedules source: 16-14.1, 16-14.2


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 5 years after last action completed


Years
5


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


0200/4100/2 (Records Class)

Number
0200/4100/2

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records associated with investigating possible fundraising activities.

Includes activities which did not proceed, fundraising appeals.


Full Text



Developer Notes

Description directly from PROV.

Uni schedule has permanent retention for these records.

PROS 07-01 2.9.1

University Records Disposal Schedules source: 16-14.1, 16-14.2


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 2 years after last action completed


Years
2


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


0200/4150/1 (Records Class)

Number
0200/4150/1

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records documenting the receipt of gifts of property, such as items of cultural heritage importance, that have ongoing value to the university.

Includes gifts where the Vice Chancellor responds with a letter of appreciation.

Includes approaches or offers of gifts and acknowledgements.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 2.6.1

University Records Disposal Schedules source: 16-74.4


RC Status
Permanent

Custody

Disposition Rule
Action
Permanent - Retain as University Archives


Years
0


Months
0


Condition
Permanent - Retain as University Archives


Event Trigger


Action
Transfer hard copy original or electronic original to Records Services after administrative use concluded


Years
0


Months
0


Condition
Transfer hard copy original or electronic original to Records Services


Event Trigger
Administrative use concluded

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Administrative use concluded

Action



Years
2


Months
0


Condition
Local Archive


Event Trigger
Administrative use concluded

Action



Years
25


Months
0


Condition
Permanent Archive


Event Trigger
Administrative use concluded


0200/4150/2 (Records Class)

Number
0200/4150/2

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records documenting the receipt of property gifts that have a one off transitory purpose to the university.

Includes approaches or offers of gifts and acknowledgements.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 2.6.2

University Records Disposal Schedules source: 16-43.2.2, 16-74.4


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 7 years after last action completed


Years
7


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


0200/4150/3 (Records Class)

Number
0200/4150/3

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records documenting the refusal of gifts of property. Includes the return of items not accepted by the University.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 2.6.3

University Records Disposal Schedules source: None.


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 7 years after last action completed


Years
7


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


0200/4250/1 (Records Class)

Number
0200/4250/1

Authority
PROS 16/07 Retention & Disposal Authority for Higher and Further Education Functions

Name


Description

Records documenting successful applications for grant funding for University activities.

Includes selection outcome advice to applicants, criteria and grant conditions, including funding arrangements, project reports (including progress reports).


Full Text



Developer Notes

Modified description from PROV.

Current Uni schedules have these records as permanent retention.

PROS 02-01 24.3.0

University Records Disposal Schedules source: 16-89.1, 18-52.2.1, 18-52.3, 16-89.2


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 7 years after last action completed


Years
7


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


0200/4250/2 (Records Class)

Number
0200/4250/2

Authority
PROS 16/07 Retention & Disposal Authority for Higher and Further Education Functions

Name


Description

Records documenting unsuccessful applications for grant funding.


Full Text



Developer Notes

Modified description from PROV.

PROS 02-01 24.2.0

University Records Disposal Schedules source: 16-89.2


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 2 years after allocation of funds


Years
2


Months
0


Condition
Temporary - Destroy


Event Trigger
Allocation of funds


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Allocation of funds


0200/4250/3 (Records Class)

Number
0200/4250/3

Authority
NSW GDA 23 University Records

Name


Description

Records relating to promotion and advertising for grants and correspondence outlining available grants.

Includes closing dates, lists of granting bodies and available grants.


Full Text



Developer Notes

Modified description from NSW, no equivalent in PROV schedule.

NSW GDA 23 4.41.1

University Records Disposal Schedules source: 16-89.2, 18-52.1


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 2 years after last action completed


Years
2


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


0200/4250/4 (Records Class)

Number
0200/4250/4

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records documenting grant allocations, including the selection criteria used to assess grant applications.

Includes working papers for fund distribution.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 2.10.2

University Records Disposal Schedules source: None.


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 7 years after last action completed


Years
7


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


0200/4550/1 (Records Class)

Number
0200/4550/1

Authority
PROS 16/07 Retention & Disposal Authority for Higher and Further Education Functions

Name


Description

Records documenting the awarding of honorary degrees.


Full Text



Developer Notes

Sentence from PROV, modified description from NAA.

PROS 02-01 12.1.0, NAA RDA 2006-00446555 13805

University Records Disposal Schedules source: 16-39.1


RC Status
Permanent

Custody

Disposition Rule
Action
Permanent - Retain as University Archives


Years
0


Months
0


Condition
Permanent - Retain as University Archives


Event Trigger


Action
Transfer hard copy original or electronic original to Records Services after administrative use concluded


Years
0


Months
0


Condition
Transfer hard copy original or electronic original to Records Services


Event Trigger
Administrative use concluded

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Administrative use concluded

Action



Years
2


Months
0


Condition
Local Archive


Event Trigger
Administrative use concluded

Action



Years
25


Months
0


Condition
Permanent Archive


Event Trigger
Administrative use concluded


0200/4550/2 (Records Class)

Number
0200/4550/2

Authority
PROS 16/07 Retention & Disposal Authority for Higher and Further Education Functions

Name


Description

Records documenting proposals for awarding honorary degrees to persons of distinguished eminence in a branch of learning or distinguished by eminent public service or outstanding cultural achievement.


Full Text



Developer Notes

Sentence from PROV, based on the retention period for student records.

PROS 02-01 8.1.0

University Records Disposal Schedules source: 16-39.1


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 7 years after degree awarded


Years
7


Months
0


Condition
Temporary - Destroy


Event Trigger
Degree awarded


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Degree awarded


0200/4850/1 (Records Class)

Number
0200/4850/1

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records documenting the University`s contribution to, or other involvement in an external inquiry directly related to its functions.

Includes University statements and submissions, responses to final reports, transcripts of oral evidence given by University officers, working and supporting papers.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 7.5.1

University Records Disposal Schedules source: 16-90.3


RC Status
Permanent

Custody

Disposition Rule
Action
Permanent - Retain as University Archives


Years
0


Months
0


Condition
Permanent - Retain as University Archives


Event Trigger


Action
Transfer hard copy original or electronic original to Records Services after administrative use concluded


Years
0


Months
0


Condition
Transfer hard copy original or electronic original to Records Services


Event Trigger
Administrative use concluded

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Administrative use concluded

Action



Years
2


Months
0


Condition
Local Archive


Event Trigger
Administrative use concluded

Action



Years
25


Months
0


Condition
Permanent Archive


Event Trigger
Administrative use concluded


0200/4850/2 (Records Class)

Number
0200/4850/2

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records documenting the University`s response to and the implementation by the University of any policy, procedural or operational changes that resulted from the recommendations made as part of an inquiry.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 7.5.2

University Records Disposal Schedules source: None.


RC Status
Permanent

Custody

Disposition Rule
Action
Permanent - Retain as University Archives


Years
0


Months
0


Condition
Permanent - Retain as University Archives


Event Trigger


Action
Transfer hard copy original or electronic original to Records Services after administrative use concluded


Years
0


Months
0


Condition
Transfer hard copy original or electronic original to Records Services


Event Trigger
Administrative use concluded

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Administrative use concluded

Action



Years
2


Months
0


Condition
Local Archive


Event Trigger
Administrative use concluded

Action



Years
25


Months
0


Condition
Permanent Archive


Event Trigger
Administrative use concluded


0200/4850/3 (Records Class)

Number
0200/4850/3

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records documenting external inquiries with no direct relation to the University`s core function and where the University made a minor or informal contribution.


Full Text



Developer Notes

Modified description from PROV.

University Schedule has permanent retention for University contributions to inquiries.

PROS 07-01 7.5.3

University Records Disposal Schedules source: 16-90.3


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 5 years after final report of inquiry is released


Years
5


Months
0


Condition
Temporary - Destroy


Event Trigger
Final report of inquiry is released


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Final report of inquiry is released


0200/4850/4 (Records Class)

Number
0200/4850/4

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records documenting external inquiries with no direct relation to the University`s core function and where the University provided no contribution nor had any involvement in the inquiry.

Includes reports from external inquiries forwarded for reference purposes.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 7.5.4

University Records Disposal Schedules source: None.


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 2 years after last action completed


Years
2


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


0200/5050/1 (Records Class)

Number
0200/5050/1

Authority
PROS 16/07 Retention & Disposal Authority for Higher and Further Education Functions

Name


Description

Records documenting the successful identification and registration of intellectual assets resulting from research.

Includes patent and trademark applications and documentation recording the design and evolutions of inventions and patents, royalties.


Full Text



Developer Notes

Modified description from PROV.

PROS 02-01 24.6.0

University Records Disposal Schedules source: 16-78.2, 16-78.3, 16-78.4, 18-57.1, 18-77.1, 16-36.4, 16-36.7


RC Status
Permanent

Custody

Disposition Rule
Action
Permanent - Retain as University Archives


Years
0


Months
0


Condition
Permanent - Retain as University Archives


Event Trigger


Action
Transfer hard copy original or electronic original to Records Services after administrative use concluded


Years
0


Months
0


Condition
Transfer hard copy original or electronic original to Records Services


Event Trigger
Administrative use concluded

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Administrative use concluded

Action



Years
2


Months
0


Condition
Local Archive


Event Trigger
Administrative use concluded

Action



Years
25


Months
0


Condition
Permanent Archive


Event Trigger
Administrative use concluded


0200/5050/2 (Records Class)

Number
0200/5050/2

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records documenting unsuccessful or abandoned attempts to establish intellectual property rights.

Includes patents and trademarks.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 10.3.2

University Records Disposal Schedules source: 16-36.8


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 2 years after last action completed


Years
2


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


0200/5300/1 (Records Class)

Number
0200/5300/1

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records documenting the development of joint ventures and engagement activities of major significance to the University, such as large scale infrastructure projects requiring a major investment by the University and cooperative research centres (CRC).

Includes records relating to the establishment, maintenance and significant joint ventures that did not proceed.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 7.6.1

University Records Disposal Schedules source: 16-51.15.1, 16-25.1, 18-43.1, 18-14.1, 20-19.1, 18-82.1


RC Status
Permanent

Custody

Disposition Rule
Action
Permanent - Retain as University Archives


Years
0


Months
0


Condition
Permanent - Retain as University Archives


Event Trigger


Action
Transfer hard copy original or electronic original to Records Services after administrative use concluded


Years
0


Months
0


Condition
Transfer hard copy original or electronic original to Records Services


Event Trigger
Administrative use concluded

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Administrative use concluded

Action



Years
2


Months
0


Condition
Local Archive


Event Trigger
Administrative use concluded

Action



Years
25


Months
0


Condition
Permanent Archive


Event Trigger
Administrative use concluded


0200/5300/2 (Records Class)

Number
0200/5300/2

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records documenting the development of joint ventures and engagement activities of small scale significance to the University.

Includes records relating to the establishment, maintenance and small joint ventures that did not proceed.




Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 7.6.2

University Records Disposal Schedules source: 16-51.15.2, 16-25.2, 16-63.2

Includes bids for funding that are unsuccessful where the funding bid is the sole or major engagement activity. added 9-3-2012.




RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 7 years after last action completed


Years
7


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


0200/5550/1 (Records Class)

Number
0200/5550/1

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records documenting the planning, final products and review of major marketing campaigns, relating to the University`s core education and research mission.

Includes rebranding and major awareness campaigns e.g. Melbourne Model and the University`s overall marketing strategy.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 2.14.1

University Records Disposal Schedules source: 20-33.2, 20-33.3, 18-67.1.2


RC Status
Permanent

Custody

Disposition Rule
Action
Permanent - Retain as University Archives


Years
0


Months
0


Condition
Permanent - Retain as University Archives


Event Trigger


Action
Transfer hard copy original or electronic original to Records Services after administrative use concluded


Years
0


Months
0


Condition
Transfer hard copy original or electronic original to Records Services


Event Trigger
Administrative use concluded

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Administrative use concluded

Action



Years
2


Months
0


Condition
Local Archive


Event Trigger
Administrative use concluded

Action



Years
25


Months
0


Condition
Permanent Archive


Event Trigger
Administrative use concluded


0200/5550/2 (Records Class)

Number
0200/5550/2

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records documenting the planning and final products of minor marketing campaigns, concerned with peripheral university activities.

Includes records covering arrangements for advertising campaigns, public launches and promotional images, allocation and placement of advertising.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 2.14.2

University Records Disposal Schedules source: 20-33.2, 20-33.3, 18-67.1.2


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 7 years after last action completed


Years
7


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


0200/5550/3 (Records Class)

Number
0200/5550/3

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records of a facilitative nature accumulated during the preparation of all marketing campaigns and administrative arrangements.


Full Text



Developer Notes

Description directly from PROV.

PROS 07-01 2.14.3

University Records Disposal Schedules source: 8-3.1, 16-8.1


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 2 years after last action completed


Years
2


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


0200/5550/4 (Records Class)

Number
0200/5550/4

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records documenting the production process of promotional materials.

Includes design, artwork, printing, copying, binding, production, storage and distribution.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 15.7.1

University Records Disposal Schedules source: 20-33.3, 20-33.4, 18-67.1.1, 14-40.1, 20-33.1


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 3 years after last action completed


Years
3


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


0200/5600/1 (Records Class)

Number
0200/5600/1

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Master set of University press releases and media statements.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 2.15.1

University Records Disposal Schedules source: 16-65.3.1, 18-69.1


RC Status
Permanent

Custody

Disposition Rule
Action
Permanent - Retain as University Archives


Years
0


Months
0


Condition
Permanent - Retain as University Archives


Event Trigger


Action
Transfer hard copy original or electronic original to Records Services after administrative use concluded


Years
0


Months
0


Condition
Transfer hard copy original or electronic original to Records Services


Event Trigger
Administrative use concluded

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Administrative use concluded

Action



Years
2


Months
0


Condition
Local Archive


Event Trigger
Administrative use concluded

Action



Years
25


Months
0


Condition
Permanent Archive


Event Trigger
Administrative use concluded


0200/5600/2 (Records Class)

Number
0200/5600/2

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records relating to administrative arrangements with the media for press conferences or coverage of University events.

Includes the issuing of media releases, organising interviews and providing information and assistance to support media coverage of an event or promotion of the University`s services and products.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 2.15.2

University Records Disposal Schedules source: None.


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 2 years after last action completed


Years
2


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


0200/5600/3 (Records Class)

Number
0200/5600/3

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Items collected from external media sources.

Includes copies of news cuttings and transcripts and items from media monitor services, including those specifically related to the University`s operations.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 2.15.3

University Records Disposal Schedules source: None.


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 2 years after last action completed


Years
2


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


0200/5600/4 (Records Class)

Number
0200/5600/4

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Media releases received from external organisations, including those from other universities.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 2.15.4

University Records Disposal Schedules source: 16-51.3, 16-65.4


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 2 years after last action completed


Years
2


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


0200/5625/1 (Records Class)

Number
0200/5625/1

Authority


Name


Description

Records of membership of individuals and organisations to university managed centres or other groups.

Includes the provision of membership benefits to these individuals or organisations such as the provision of a journal, conference registration discounts and professional development activities.


Full Text



Developer Notes

Added 18 August 2011

PROS 07-01 2.13.1 - sentence increased to 7 years for financial implications


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 7 years after last action completed


Years
7


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action



Years
2


Months
0


Condition
Make Inactive


Event Trigger
Last action completed

Action
Hold in work unit after administrative use concluded


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded


0200/5750/1 (Records Class)

Number
0200/5750/1

Authority
NSW GDA 23 University Records

Name


Description

Once copy of each University exhibition catalogue.


Full Text



Developer Notes

Description directly from NSW GDA 23, no equivalent in PROV schedule.

NSW GDA 23 1.7.2

University Records Disposal Schedule sources: None.


RC Status
Permanent

Custody

Disposition Rule
Action
Permanent - Retain as University Archives


Years
0


Months
0


Condition
Permanent - Retain as University Archives


Event Trigger


Action
Transfer hard copy original or electronic original to Records Services after administrative use concluded


Years
0


Months
0


Condition
Transfer hard copy original or electronic original to Records Services


Event Trigger
Administrative use concluded

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Administrative use concluded

Action



Years
2


Months
0


Condition
Local Archive


Event Trigger
Administrative use concluded

Action



Years
25


Months
0


Condition
Permanent Archive


Event Trigger
Administrative use concluded


0200/5750/2 (Records Class)

Number
0200/5750/2

Authority
Queensland Disposal Authority Number (QDAN) 601 - General RDS for Queensland Universities

Name


Description

Records relating to the design, setting up and the ongoing upkeep of exhibitions.

Includes drafts, background information, unused material, (e.g. reproductions of photographs etc).


Full Text



Developer Notes

Description directly from PROV.

PROS 07-01 2.8.1

University Records Disposal Schedule sources: None.


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 2 years after exhibition closed


Years
2


Months
0


Condition
Temporary - Destroy


Event Trigger
Exhibition closed


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Exhibition closed


0200/5750/3 (Records Class)

Number
0200/5750/3

Authority
NSW GDA 23 University Records

Name


Description

Records relating to the loan of exhibition items.

Includes arrangements to transport items.


Full Text



Developer Notes

Description directly from NSW GDA 23, no equivalent in PROV schedule.

NSW GDA 23 1.8.2, 1.9.2

University Records Disposal Schedule sources: None.


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 2 years after loaned item returned


Years
2


Months
0


Condition
Temporary - Destroy


Event Trigger
Loaned item returned


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Loaned item returned


0200/5750/4 (Records Class)

Number
0200/5750/4

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records relating to the administrative arrangements for the opening and publicising of exhibitions.

Includes invitations and acceptances, catering arrangements, venue bookings, organisation of entertainment and accommodation and transport arrangements.


Full Text



Developer Notes

Description directly from PROV.

PROS 07-01 2.8.2

University Records Disposal Schedule sources: None.


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 2 years after exhibition closed


Years
2


Months
0


Condition
Temporary - Destroy


Event Trigger
Exhibition closed


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Exhibition closed


0200/5750/5 (Records Class)

Number
0200/5750/5

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Final versions of lectures delivered as part of a public lecture series arranged by the University.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 2.1.1

University Records Disposal Schedule sources: 16-96.1


RC Status
Permanent

Custody

Disposition Rule
Action
Permanent - Retain as University Archives


Years
0


Months
0


Condition
Permanent - Retain as University Archives


Event Trigger


Action
Transfer hard copy original or electronic original to Records Services after administrative use concluded


Years
0


Months
0


Condition
Transfer hard copy original or electronic original to Records Services


Event Trigger
Administrative use concluded

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Administrative use concluded

Action



Years
2


Months
0


Condition
Local Archive


Event Trigger
Administrative use concluded

Action



Years
25


Months
0


Condition
Permanent Archive


Event Trigger
Administrative use concluded


0200/5750/6 (Records Class)

Number
0200/5750/6

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Working papers accumulated during the development of public lectures.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 2.1.3

University Records Disposal Schedule sources: None


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 2 years after last action completed


Years
2


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


0200/5750/7 (Records Class)

Number
0200/5750/7

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records relating to the administrative arrangements for public lectures including invitations and invitations to speak, acceptances, guest lists, catering and venue bookings.


Full Text



Developer Notes

Description modified from PROV.

PROS 07-01 2.2.1

University Records Disposal Schedule sources: None


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 2 years after last action completed


Years
2


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


0200/5950/1 (Records Class)

Number
0200/5950/1

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Final version of university wide strategic or corporate plans concerning relationships with external organisations.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 18.2.1

University Records Disposal Schedule sources: None


RC Status
Permanent

Custody

Disposition Rule
Action
Permanent - Retain as University Archives


Years
0


Months
0


Condition
Permanent - Retain as University Archives


Event Trigger


Action
Transfer hard copy original or electronic original to Records Services after administrative use concluded


Years
0


Months
0


Condition
Transfer hard copy original or electronic original to Records Services


Event Trigger
Administrative use concluded

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Administrative use concluded

Action



Years
2


Months
0


Condition
Local Archive


Event Trigger
Administrative use concluded

Action



Years
25


Months
0


Condition
Permanent Archive


Event Trigger
Administrative use concluded


0200/5950/2 (Records Class)

Number
0200/5950/2

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Duplicate copies of university wide strategic or corporate plans concerning relationships with external organisations.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 18.2.2

University Records Disposal Schedule sources: None


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 1 year after last action completed


Years
1


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


0200/5950/3 (Records Class)

Number
0200/5950/3

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Final version of work unit level business plans concerning relationships with external organisations.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 18.2.3

University Records Disposal Schedule sources: 8-37.1.1, 8-37.1.2, 20-38.3, 20-38.1, 8-37.2, 8-37.3, 8-37.4, 8-37.5


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 5 years after last action completed


Years
5


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


0200/5950/4 (Records Class)

Number
0200/5950/4

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records documenting the development of all strategic, corporate or work unit level business plans concerning relationships with external organisations.

Includes background research, draft versions, divisional or work unit contributions to university wide strategic or corporate plans concerning relationships with external organisations.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 18.2.4

University Records Disposal Schedule sources: 16-76.3, 16-76.4, 18-79.1.2, 18-79.2.2, 20-38.2


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 1 year after last action completed


Years
1


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


0200/6000/1 (Records Class)

Number
0200/6000/1

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Final, approved versions of university wide policies prescribing the way the university`s external relations operate.

Includes university policies for publicity, media relations, academic and non-academic advertising, public lectures, Deans lectures, prospective students, Discover Day, Open days, Visits and visitors.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 13.1.1, 13.1.2

University Records Disposal Schedule sources: 16-65.1, 16-85.1, 16-85.3, 16-112.1


RC Status
Permanent

Custody

Disposition Rule
Action
Permanent - Retain as University Archives


Years
0


Months
0


Condition
Permanent - Retain as University Archives


Event Trigger


Action
Transfer hard copy original or electronic original to Records Services after administrative use concluded


Years
0


Months
0


Condition
Transfer hard copy original or electronic original to Records Services


Event Trigger
Administrative use concluded

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Administrative use concluded

Action



Years
2


Months
0


Condition
Local Archive


Event Trigger
Administrative use concluded

Action



Years
25


Months
0


Condition
Permanent Archive


Event Trigger
Administrative use concluded


0200/6000/2 (Records Class)

Number
0200/6000/2

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records documenting the formulation of university wide policies prescribing the way the university`s external relations operate.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 13.1.1, 13.1.2

University Records Disposal Schedule sources: None


RC Status
Permanent

Custody

Disposition Rule
Action
Permanent - Retain as University Archives


Years
0


Months
0


Condition
Permanent - Retain as University Archives


Event Trigger


Action
Transfer hard copy original or electronic original to Records Services after administrative use concluded


Years
0


Months
0


Condition
Transfer hard copy original or electronic original to Records Services


Event Trigger
Administrative use concluded

Action



Years
0


Months
6


Condition
Local Archive


Event Trigger
Administrative use concluded

Action



Years
2


Months
0


Condition
Local Archive


Event Trigger
Administrative use concluded

Action



Years
25


Months
0


Condition
Permanent Archive


Event Trigger
Administrative use concluded


0200/6000/3 (Records Class)

Number
0200/6000/3

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records documenting the formulation of non university wide policies concerning external relations.

Includes final versions of policies.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 13.1.3

University Records Disposal Schedule sources: 16-65.1, 16-85.1, 16-85.3, 16-112.1


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy after date policy superseded


Years
0


Months
0


Condition
Temporary - Destroy


Event Trigger
Date policy superseded


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Date policy superseded


0200/6100/1 (Records Class)

Number
0200/6100/1

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Final versions of presentations by University staff that signal fundamental shifts in University policies, strategic directions, services, products or partnerships concerning external relations. e.g. University anniversaries, responses to global or community events.

Includes presentations made by senior University officers and presentations that were never given.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 2.1.1

University Records Disposal Schedule sources: 16-96.1


RC Status
Permanent

Custody

Disposition Rule
Action
Permanent - Retain as University Archives


Years
0


Months
0


Condition
Permanent - Retain as University Archives


Event Trigger


Action
Transfer hard copy original or electronic original to Records Services after administrative use concluded


Years
0


Months
0


Condition
Transfer hard copy original or electronic original to Records Services


Event Trigger
Administrative use concluded

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Administrative use concluded

Action



Years
2


Months
0


Condition
Local Archive


Event Trigger
Administrative use concluded

Action



Years
25


Months
0


Condition
Permanent Archive


Event Trigger
Administrative use concluded


0200/6100/2 (Records Class)

Number
0200/6100/2

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Final version of presentations by University staff delivered or intended to be delivered as part of the University`s routine management of its external relations.


Full Text



Developer Notes

Modified description from PROV. University schedules have a longer retention period than 2 years - 7 and 5 years.

PROS 07-01 2.1.2

University Records Disposal Schedule sources: 16-96.2, 14-30.1


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 2 years after last action completed


Years
2


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


0200/6100/3 (Records Class)

Number
0200/6100/3

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Working papers accumulated during the development of all presentations by University staff.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 2.1.3

University Records Disposal Schedule sources: None


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 1 year after last action completed


Years
1


Months
0


Condition
Temporary - Destroy


Event Trigger
Last action completed


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Last action completed


0200/6250/1 (Records Class)

Number
0200/6250/1

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Final, approved version of procedures relating to external relations.

Includes manuals, handbooks, guidelines, directives etc.

Includes procedures for publicity, media relations, academic and non-academic advertising, public lectures, Deans lectures, prospective students, Discover Day, Open days, Visits and visitors.


Full Text



Developer Notes

Modified description from PROV. University schedule has procedures as permanent retention.

PROS 07-01 13.3.1

University Records Disposal Schedule sources: 16-65.1, 16-85.1, 16-85.3, 16-112.1


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 7 years after date procedure superseded


Years
7


Months
0


Condition
Temporary - Destroy


Event Trigger
Date procedure superseded


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Make Inactive


Event Trigger
Date procedure superseded


0200/6250/2 (Records Class)

Number
0200/6250/2

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description

Records accumulated during the development of procedures relating to external relations.


Full Text



Developer Notes

Modified description from PROV.

PROS 07-01 13.3.2

University Records Disposal Schedule sources: None


RC Status
Temporary

Custody

Disposition Rule
Action
Temporary - Destroy 2 years after date procedure superseded


Years
2


Months
0


Condition
Temporary - Destroy


Event Trigger
Date procedure superseded


Action
Hold in work unit after administrative use concluded until the records are due for destruction


Years
0


Months
0


Condition
Hold in work unit


Event Trigger
Administrative use concluded until the records are due for destruction

Action



Years
0


Months
6


Condition
Local Archive


Event Trigger
Date procedure superseded


0200/6450/1 (Records Class)

Number
0200/6450/1

Authority
PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions

Name


Description