School Management

 

Archives and Records Management Advice for Schools

Schools that properly manage their records aid in the provision of a better and more efficient workplace. By correctly managing its records a school:

  • meets its legislative responsibilities
  • aids its administrative processes
  • ensures that records are stored when needed and destroyed when permissible
  • meets its administrative responsibilities to staff and students.

Schools should have a records management system in place. However the system that schools use depends on the resources and business needs of that school. A school might choose to purchase a system, hire a consultant or create their own system. Schools that do manage their records are able to store and retrieve valuable information when needed.

At a minimum, schools should keep up to date with the destruction of temporary records.

Management of school records

Storage of school records

Some schools have difficulties storing all their records within the office. Inactive records (or records that are not in current use) can be stored anywhere in the school with the following provisos:

  • The records MUST be safe from unauthorised access.
  • The records must be stored in an environment free from dangers such as water, excessive light, excessive heat, vermin and insects.
  • The records should be properly boxed and labelled and a list should be created so that records can be easily located when needed.

Public Records

A Public Record is “any record made or received by a public officer in the course of his (sic) duties.” In effect this includes all documents, notes and records, in any format, that a school creates or receives. For assistance and guidance in the management of these public records contact archives.records@edumail.vic.gov.au or the Public Record Office Victoria (http://www.prov.vic.gov.au/default.asp).

Life-spans of school records

All public records have life-spans that are determined by standards issued under the Public Records Act 1973. These range from ‘destroy immediately’ to ‘keep forever’. The most common way to find out how long a particular record needs to be kept is to consult a Retention and Disposal Authority (previously known as a Disposal Schedule).

Retention and disposal authorities relevant to schools

All school staff who manage records should become familiar with the two Retention and Disposal Authorities that are used to sentence school records.

  1. PROS 01/01 Schools General Retention & Disposal Authority This RDA covers records specific to schools such as, but not limited to, reports, attendance rolls, enrolment records and school council records.
  2. PROS 07/01 General Retention & Disposal Authority for Records of Common Administrative Functions. This RDA covers records common to all public offices such as, but not limited to, financial records and personnel records.

Both Retention and Disposal Authorities are available from the Public Record Office Victoria (http://www.prov.vic.gov.au/records/dispschl.asp)

Destruction of temporary school records

Schools that regularly carry out authorised destruction of records are in a better position to manage their records holdings. However records can only be destroyed if authorised by a Retention and Disposal Authority.

See List of common temporary records.

The Public Record Office Victoria must also be notified when records are destroyed. This is done by completing a PRO29 Form, and mailing it to the Public Record Office Victoria on green coloured paper. All public offices are obliged to complete this form. It is required so the Public Record Office Victoria knows that public offices are carrying out destruction that is authorised.

See Public Record Office Victoria PRO29 form (http://www.prov.vic.gov.au/records/standards.asp#forms).

If schools have destroyed records using both Retention and Disposal Authorities, a separate PRO29 form must be completed for each Retention and Disposal Authority used.

Each PRO29 form must be signed by the Principal as Head of the Public Office. The Endorsements tick boxes on the reverse page must also be completed and endorsed by the Principal.

All PRO29 forms should be mailed to:

Documentation and Disposal Team
Public Record Office Victoria
PO Box 2100
NORTH MELBOURNE VIC 3051

Unfortunately, fax copies of a PRO29 will not be accepted as the Public Record Office Victoria requires original signatures on this form. If any of these requirements are not met, the Public Record Office Victoria will make contact with the school and may return the PRO29 form to the school for amendment and re-submission.

If schools use a records agency to complete this work they must ensure that all Service Providers carry out the following process.

Retention and Disposal of School Records

Step 1
Check the records against the Retention and Disposal Authorities (RDA's). Can the records be destroyed?

  • Yes - go to step 2.
  • No - do not destroy the records. End process.

Step 2
Do they have sentences from both RDAs?

  • Yes - complete a separate PRO29 form for each RDA's records, then go to step 3.
  • No - complete one PRO29 form , then go to step 3.

Step 3
Ensure all parts of the PRO29 form(s) are complete and accurate.

Step 4
Ensure Principal has signed both sides of PRO29 form(s).

Step 5
Mail PRO29 form(s) to the Public Record Office Victoria on green paper.

Destruction of school records under Normal Administrative Practice (NAP)

Some school records can be destroyed without the need to fill in a PRO29 Form under normal administrative practice (NAP). Such records include working papers, drafts, duplicate copies of records stored elsewhere and ephemeral records such as unsolicited ‘junk mail’.

Disposal of school records

Time-expired temporary school records should be destroyed (see above). Other temporary school records should be maintained in the school until they can be destroyed. Permanent records must be maintained in the school until they can be transferred to the Public Record Office Victoria (see below). School records must not be donated to museums, historical societies, collectors, ex-staff and students, or any other person or organisation. In the case of school closures the Department will oversee the disposal of the closed school records.

Permanent school records

A small proportion of school records are permanent. This means they can not be destroyed and will, eventually, be transferred to the Public Record Office Victoria. Permanent school records must stay in the school until such time as transfers to the Public Record Office Victoria can be arranged. Transfers of permanent records to the Public Record Office Victoria are handled by the  Department's Archives and Records section. Schools will be notified when a transfer program is established.

See List of permanent school records.

Records are appraised as permanent because they give an overview of the function of an organisation or contain a summary of its activities or are key records of its functions. In some cases samples are kept to give detailed examples of certain record types. This is the case for Department Confidential Student Files on students whose surnames begin with ‘P’. These ‘P’ files are kept permanently. The letter ‘P’ was chosen because many ethnic groups have surnames beginning with ‘P’ thus providing a representative sample. ‘P’ also has the in-built reminder that “P is for permanent”.

Public access to school records

People are allowed to access their own records directly from the school but are denied access to the records of other people. For example:

  • Secondary Schools are often approached by ex-students seeking their school reports (usually to join the armed forces). Schools should provide this information where possible.
  • Primary and Secondary Schools can be approached by those who wish to have proof of their enrolment for immigration or citizenship reasons. Schools should provide this information where possible.

NOTE: There can be problems when a person’s own records include information on or from other people. In such circumstances check with Freedom of Information (http://www.education.vic.gov.au/about/deptpolicies/foi.htm)

In some circumstances ‘historical’ records such as Pupils Registers can be made available to researchers. Such access is granted at the Principal’s discretion but the following should be taken into account

  • It is recommended that Pupils Registers covering the period of the last forty years not be made publicly available.
  • Some Pupils Registers are very fragile and should be handled with care.
  • Pupils Registers must NOT leave the school.

School Reunions

Schools can be approached to support or can be the initiators of school reunions. This leads to concerns as to what records can be provided to school reunion organisers and attendees. A School Reunions Guide is available to inform schools and members of the public about what can be provided, see: Access to Historical and Public Records - School Reunions

The legal requirements

All Government schools in Victoria are public offices under the Public Records Act 1973 and are legally obliged to follow the rules developed by the Public Record Office Victoria. The Public Record Office Victoria issues standards that guide public offices on creation, management and retention/destruction of public records held by the public office. More information on the Act. http://www.prov.vic.gov.au/default.asp

Contact

For more information on archives and records management in schools contact:

Telephone: (03) 9637 3306
Fax: (03) 9637 2860
Email: archives.records@edumail.vic.gov.au

Further Information

For more information on records management in schools see: