Chancellery
Please note all retention starts after activity ceases
Contracts . Originals are to be kept for 6 years unless they are major contracts (indicating a policy change of direction). Major contracts are to be kept permanently. Eg CARDAX changed the way entry to buildings was controlled and monitored.
Letters and Memos This depends on their usefulness and topic. Use discretion.
Complaints If the complaint creates a precedent in terms of policy, it must be kept permanently. Otherwise it depends on the function of the complaint but generally can be kept for 2 years.
Strategic Plans These must be kept for 10 years.
Performance Management Plans These items must be kept for 3 years. In essence performance management documents only refer to the current conditions. It may be best however to leave this material with HR.
Tender Submissions The successful submissions must be kept for 7 years following the completion of the contract. The unsuccessful submissions must be kept for 3 years following their original submission. Note that contract and tender board minutes will be permanent documents.
Minutes and Agendas This depends on the importance of the committee, its place in the hierarchy and if the person whom it is being archived for has either been the chair or a member of the executive. Committees that are more workgroups ie. Local Staff Meetings, need only be kept for as long as they are deemed useful. Note that any Occ Health & Safety committees will be permanent.
Computer Disks Computer disks can only be kept as long as there is the equipment on which it can be displayed (original computer, with proper reader and software). These disks may be useful for backups, but they are not a preservation medium.
Invoices Originals are be kept with central Finance. Copies may be kept for as long as they are useful. Flexipurchase must be kept (as it is an original) for 7 years. Journals also need to be retained for 7 years, as they are the originals.
Induction Guides If the guides are produced locally (within the Unit) they must be kept for 30 years. If the are produced by the Uni they must be kept for 40 years.
Purchase Orders For routine purchase orders, they must be kept for 5 years. (originals only, copied need not be retained)
Publications If they are produced by the Unit they are to be kept permanently. Note that if you produce a publication, then deposit copies must be lodged with the National, State and Parliamentary Libraries. If they are produced by another body, they can be kept for reference as long as they are useful.
Staff Files records of employment need to be retained for the expected lifetime of the person ie 75 years after birth. They are archived 12 months after separation from the University.
Student Files we need to retain records on students to enable academic achievement transcripts to be produced in perpetuity. So if the information is not retained electronically, then the paper will need to be retained.
Buildings and Land acquisition long term records will need to be archived.
Policy and Procedures documents relating to the development of policy and procedure, especially the consultation process debating the merits of changes to process. Retain permanently.
Contact Information
Records Management, Chancellery
University of South Australia
R 1-48, Mawson Lakes Campus
Shaun Hobby
Ph: (08) 8302 5609
Mobile: 0418 859 969
Email:
shaun.hobby@unisa.edu.au
