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(1) Under the Public Records Act 1973, Victoria University (VU) is considered a public agency and must follow the standards set by the Public Record Office Victoria (PROV). The PROV Retention and Disposal Authorities (RDAs) provide legal authorisation for Victoria University to dispose of records once the minimum retention periods have been met. (2) PROV RDAs specify whether records are considered temporary (can be destroyed after their minimum retention period is met) or permanent (of ongoing value to the University or to the State, to be housed in the University Archives when no longer required for use). For temporary records, the RDAs also list the minimum time frame the records need to be kept. Temporary records cannot be housed in the University Archives. (3) The VU Business Classification Scheme (BCS) incorporates the minimum retention periods from the RDAs, and can be used to work out how long records need to be kept. This procedure explains how to use the BCS to determine whether records can be disposed of, and the process to follow in doing so. (4) This Procedure applies to: (5) See Records Management Policy. (6) The BCS specifies the minimum time frames records must be retained. Records may be kept for longer if there is an ongoing business need to do so. Records required for any legal action (including cases which have not yet begun but are reasonably likely to occur) must not be destroyed until the completion of the legal proceedings, regardless of the retention period specified in the BCS. Please note that it is not permitted to scan records and destroy the originals. (7) Disposal should be done as an ongoing program, rather than as one-off projects when there is no more storage space. Managers are responsible for ensuring regular and systematic disposal of records in their areas in accordance with legal requirements. An ongoing program of disposal means records destruction of time expired records occurs regularly, and, in the case of permanent records, they are transferred to the University Archives regularly. This means that records disposal can be built into work processes of the area and be included in work planning rather than being a separate - and often daunting - task. In addition, records destroyed under an ongoing disposal program are less likely to have their destruction challenged as being an attempt to hide or cover up information. (8) Determine if the record you are assessing is an original record or a copy. Under the provisions of Normal Administrative Practice (NAP), duplicates and some reference material may be destroyed without reference to an RDA once it is no longer required. If the following is being destroyed, the rest of this procedure does not apply: (9) With original records, use the Business Classification Scheme (BCS) to determine how long the records need to be kept: (10) If they are permanent records: (11) If they are temporary records which cannot yet be destroyed: (12) If they are temporary records which have reached their destruction date: (13) HESF: Standard 7.3 Information Management. (14) Outcome Standards for NVR Registered Training Organisations 2025: Standard 2.1 Information; 2.7, 2.8 Feedback, Complaints and Appeals. Compliance Standards for NVR Registered Training Organisations and FPP Requirements 2025: 20 Compliance with Laws.Records Management - Disposal of Records Procedure
Section 1 - Summary
Section 2 - Scope
Top of PageSection 3 - Policy/Regulation
Section 4 - Procedures
Part A - Summary of Roles and Responsibilities
Roles
Responsibilities
a. Authorising the destruction of records in their organisational area.
b. Ensuring regular and systematic disposal of records in accordance with these procedures.
c. Responsible for monitoring compliance with records management legislation, policies and procedures within their organisational areas.
a. Providing advice on the disposal of records, particularly how long records should be kept.
b. Ensuring retention periods in the BCS reflect legal and business requirements.
c. Responsible for monitoring overall (University wide) compliance with records management legislation, policies and procedures.
Determining whether records should be transferred to the University Archives, based on the BCS and the PROV RDAs.
Part B - Retention
Part C - Disposal Programs
Part D - Procedures
Top of PageSection 5 - HESF/ASQA/ESOS Alignment
Section 6 - Definitions