Archives and Records Management Advice for Schools
Retention and disposal of common permanent school records
All schools should refer to the relevant Retention and Disposal Authority (RDA) when carrying out disposal actions. Relevant RDAs are PROS 01/01 Schools General Retention and Disposal Authority and PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions available from the Public Record Office Victoria (http://www.prov.vic.gov.au/records/dispschl.asp)
Permanent records are maintained in the school until such time as they can be transferred to the Public Record Office Victoria.
Please note that this is not a definitive list.
Retention and disposal requirements
Student records
| Record Type | RDA Number | Comments |
|---|---|---|
|
Summary Enrolments records. |
01/01 |
Pupils Registers, Pre-CASES enrolment forms, CASES enrolment database. |
|
Final report of student departing in Years 9 to 12. |
01/01 |
Destroy 35 years after departure. Includes Workcover files. |
|
Summary record of student services programs. |
01/01 |
Index cards, registers, databases etc. |
|
Department Confidential Student Files (‘P’ Files). |
01/01 |
Files on students whose surnames begin with ‘P’. These files are maintained by psychologists, speech therapists and other health professionals and kept at the school. |
Financial records
| Record Type | RDA Number | Comments |
|---|---|---|
|
Annual Financial Statement. |
01/01 |
Pupils Registers, Pre-CASES enrolment forms, CASES enrolment database. |
School administration records
| Record Type | RDA Number | Comments |
|---|---|---|
|
School Council Minutes, Agenda and Correspondence. |
01/01 |
|
|
Business or strategic plans |
01/01 |
|
|
School policies. |
01/01 |
|
|
Principal’s diary. |
01/01 |
|
|
Inspectors report book. |
01/01 |
|
|
Building Files. (Major works) |
01/01 |
|
|
School Photographs. |
01/01 |
|
|
School magazines. |
01/01 |
Includes Year Books |
|
‘Historical’ records. |
01/01 |