School Management

 

Archives and Records Management Advice for Schools

Retention and disposal of common temporary 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 Records Office (http://www.prov.vic.gov.au/records/dispschl.asp)

    Temporary records are maintained in the school until they can be legally destroyed.

    Please note that this is not a definitive list.

    Retention and disposal requirements

    Student records


    Record Type Life-Span RDA Number Comments

    Enrolment records duplicated in CASES or Pupils Registers.

    2 years

    		 01/01

    Summary enrolment records such as Pupils Registers, Pre-CASES enrolment forms and the CASES enrolment database are permanent.

    Attendance rolls in any format.

    6 years

    01/01

    		  

    Parental notes (Absence notes, school placement forms, Religious Instruction Forms etc).

    1 year

    01/01/

     

    Suspension and welfare records.

    1 year

    01/01

    		 Destroy 1 year after departure. Does not include Department Confidential Student Files (below).

    Department Confidential Student Files.

    30 years

    01/01

    		 Destroy 30 years from date of birth. These files are maintained by psychologists, speech therapists and other health professionals and kept at the school. Files on students whose surnames begin 'P' with are permanent.

    Expulsion Records.

    		 1 year 01/01 Destroy 1 year after expulsion or ceases to be of school age, whichever is later.
    Camp and Excursion records (If no accident occurs). 7 years 01/01  
    Accident records. 20 years 01/01

     
    Incident records. 7 years 01/01 Where incident is not reported to Emergency and Security Management or the Victorian Workcover Authority directly or via CASES.
    Work experience records. 7 years 01/01  
    Prep to Year 8 reports. 6 years 01/01 Destroy 6 years after departure.
    Year 9 to 12 reports (excluding final report). 30 years 01/01 Destroy 30 years after departure. Final reports of student departing in years 9 to 12 are permanent.
    National, State and Internal standardised testing records Destroy after upload of data 01/01  
    Student reference records. 1 year 01/01 Destroy 1 year after departure. Includes samples of student work, medical information, parental information and secondary placement forms.

    Personnel records


    Record Type Life-Span RDA Number Comments

    Records documenting the recruitment process

    2 years

    		 07/01 (12.14.1)

     

    Records of unsuccessful applications for vacancies

    2 years

    07/01

    (12.14.2)

    		  This sentence of 2 years applies only to school based personnel.

    Personnel Files

    50 years

    07/01

    (12.5.2)

    		 Destroy 50 years after departure.

    Workcover Files

    50 years

    07/01

    (11.5.4)

    		 (Records on staff who die and liability rests with the school are permanent)

    Records supporting the taking of leave

    7 years

    07/01

    (12.9.2)

    		 eg. Leave forms 

    Attendance records of personnel

    7 years

    07/01

    (12.9.3)

    		 eg. attendance books, time cards etc.

    Records documenting the management of rosters

    7 years

    07/01

    (12.9.4)

    		  

    Professional Development attendance records

    2 years

    07/01

    (17.7.4)

    Financial records


    Record Type Life-Span RDA Number Comments

    Periodic financial reports

    7 years

    		 07/01 (5.6.2)

    Annual financial reports are permanent.

    Records related to receipts and expenditure

    7 years

    07/01

    (5.1.1)

    Invoices, bank records, receipts, order forms, etc. 

    Taxation records

    5 years

    07/01

    (5.12.1)

    		  

    Banking records

    7 years

    		 07/01 (5.1.3)

    Statements, bank books, etc

    Records documenting payment of salaries

    7 years

    		 07/01 (5.11.1)

     

    Education Maintenance Allowance (EMA) records

    7 years

    07/01

    (5.1.1)

    Teacher records


    Record Type Life-Span RDA Number Comments

    Teachers Work Books.

    After admin use

    		 N/A

    Includes lesson plans, notes, working papers, etc. This type of record can be destroyed at any time under Normal Administrative Practice (NAP).

    School administration records


    Record Type Life-Span RDA Number Comments

    Nomination forms for School Council.1 year

    2 years

    		 01/01

    This sentence of 2 years applies only to school based personnel.

    Pecuniary interest records.

    7 years

    01/01

    		 Destroy 7 years after person ceases to be a member. Destroy 35 years after departure. Includes Workcover files.

    Operational correspondence.

    7 years

    01/01

    Includes notices to parents and inter school correspondence. 

    Routine Correspondence.

    After admin use

    01/01

    		 Destroy after administrative use is concluded. Includes memos from state and regional offices, general enquiries and lists of parents’ addresses, etc.