List of Common Temporary Records

From Term 1 2017, Victorian government and Catholic schools will use the new Victorian Curriculum F-10. Curriculum related information is currently being reviewed and may be subject to change.

For more information on the curriculum, see:
The Victorian Curriculum F–10 - VCAA

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 

Temporary records are maintained in the school until they can be legally destroyed. Please note that this is not a definitive list.

The retention and disposal requirements are:

 

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.

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

7 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.