Destroying Records and Information
University records and information should not be destroyed without the authorisation of the University Secretary as per the delegation schedule. University Records are any records and information in any format that is created, received or maintained by the University, that document research, deliberation, advice and actions undertaken in the course of carrying out a University function or activity.
Records and information must be assessed prior to being destroyed to determine their value to the University, the State of NSW, local and regional collections maintained in the University Archives and Cultural Collections.
Why do we destroy records?
- To reduce the risks of unauthorised access to private, personal and sensitive information
- To eliminate unnecessary storage costs
- To enable us to find the information we need more easily
- To meet NSW legislation Records and Privacy requirements.
Can all records be destroyed?
Records cannot be destroyed if they are;
- Subject to current or pending legal proceeding,
- Form part of an application for access under the Government Information (Public Access) Act 2009 (NSW) (GIPA), the Health Records and Information Privacy Act 2002 (NSW) (HRIPA) or the Privacy and Personal Information Protection Act 1998 (NSW) (PPIPA),
- Part of Government policy or directive not to be destroyed (for example, records relating to Royal Commissions).
Who can assess records for destruction?
- Records Governance Services staff can assist with identifying the correct Disposal Authorities for your records.
- You can identify the minimum legal retention requirement using the Disposal Authorities listed below.
If you need to seek authorisation to destroy records, please download the Record Destruction Authorisation Form, and when completed, send this to RGS (preferably in electronic format). The RGS will then assess your request and provide authorisation for the destruction of the records or advice if the records need to be retained.
General Disposal Authorities (GDA)
The State Records Authority has authorised several disposal schedules specifying how long certain records should be kept (retention periods) and whether upon the expiry of the specified retention periods the records may be destroyed or are to become State Archives. The key schedules for the University are:
- GA28: Administrative records (including Personnel and Financial Records)
- GA47: Higher and further Education records
- GA45: Original or source records that have been copied
- GA48: Source records that have been migrated
- GA35: Transferring records out of NSW for storage with and maintenance by service providers based outside of the State
- GDA17: Health Services, Public: Patient/Client records
- FA402: Functions of collection management, commercial activities, event & public program management, and facilities and venue management records
- FA404: Functions of provision and regulation of childcare services records
Destruction of Records
Once your records have been approved for disposal, the destruction should be irreversible and environmentally friendly, as well as
- Authorised
- Appropriate
- Secure/ Confidential
- Timely and
- Documented
Method of Destruction;
- Shredding
- Pulping
- Overwriting
- Purging
For more information on safe and compliant destruction of records follow this link
The University of Newcastle acknowledges the traditional custodians of the lands within our footprint areas: Awabakal, Darkinjung, Biripai, Worimi, Wonnarua, and Eora Nations. We also pay respect to the wisdom of our Elders past and present.