Destroying Records and Information
University Records should not be destroyed without the Authorisation of the University Secretary. University Records include paper and digital information stored in UON Information systems.
Records must be appraised to determine their value to the State of NSW and suitability to be destroyed.
Why destroy records?
- To reduce the risks of unauthorised access to confidential information
- To eliminate unnecessary storage costs
- To enable us to find the information we need more easily
- To meet our requirements under NSW legislation.
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), the Health Records and Information Privacy Act 2002 (NSW) or the Privacy and Personal Information Protection Act 1998 (NSW),
- Part of Government policy or directive not to be destroyed.
Who can appraise records?
- 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 "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.
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
Contact the RGS for more information about our services.