Record Retention & Disposal
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
- GDA23: University Records
Minimum Retention Periods
Different records must be kept for different lengths of time and, depending on the activity to which the record relates, may have particular requirements for storage and disposal. There are minimum retention periods determined by legislation for all records. You are not permitted to destroy records before this minimum time requirement, regardless of format (this includes emails). The University is required to retain some records permanently. These are called State Archives.
Please be aware that it is unlawful to damage, alter, or destroy any records of the University without authorisation. If you need to seek authorisation to destroy records, please download the "Request to Destroy Records" form from the Records Governance Services (RGS) forms page. 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.
We can help you determine whether it is appropriate and lawful to dispose of your records. Contact the RGS for more information about our services.