Records retention guide

This page summarises the relevant minimum record retention requirements under legislation and university policy. It is not exhaustive and users should also refer to the relevant general disposal authorities.

University records must only be disposed of or destroyed in accordance with the Records Management Procedure.

For information on retention periods for Student Records, please see the Student Records Register.


Committee records

Record typeMinimum retention period

Governance committees and advisory committees to Council.

State archive (permanent retention)

Management and operational committees

5 years

Internal consultative committees for employee working conditions for WHS and workplace relations.

10 years

Organisational unit/work team meetings

Until administrative use ceases

Ethics/compliance committees

– see Research records

Employee records

Record type
Minimum retention period

Chancellor and Vice-Chancellor

Permanent - Do Not Destroy

Staff appointments, employment history, leave summary, workers' compensation claims.

75 years after date of birth or 7 years after employment ceases, whichever is longer

Attendance records – leave applications, timesheets, remote work agreements, etc.

7 years

Misconduct – allegations and investigations against an employee

10 years (or 100 years if related to abuse or neglect of children)

Complaints and grievances – lodged by employees

7 years

Recruitment

2 years

Financial records

Record type
Minimum retention period

Financial advice given by or to the university regarding general financial management and accounting practices.

10 years

Asset registers

7 years

Financial audits

6 years

But see GA 28 7.6.1 for audits relating to misuse of public money or set a precedent.

Transactions, financial statements, bank accounts, reports.

7 years

Fundraising

Record type
Minimum retention period

Donations and bequests (significant amount or cultural artefact)

Permanent - Do Not Destroy

Donations and Bequests

7 years

Governance records

Record type
Minimum retention period

Final, approved versions of by-laws and rules governing the institution

Required as State Archives

By-laws and rules in development

15 years

Strategic Committees

Permanent - Do Not Destroy

Operational Committees

10 years

Master set of policies relating to core university functions

Required as State Archives

Information technology

Record type
Minimum retention period

Development of systems or the acquisition of off-the-shelf systems

7 years

Technology and telecommunications equipment or systems

7 years

Investigations into the acquisition of technology and telecommunications equipment

Retain until administrative or reference use ceases

Warranties and guarantees

Retain until warranty or guarantee expires or until item is disposed of whichever is shorter

Legal records

Record type
Minimum retention period

Agreements and contracts

Depending on the nature of the contract, generally either 7 years or 12 years after the expiry or termination of the agreement.

Advice from internal or external legal services providers

15 years

Litigation

Precedent setting case - Permanent - Do Not Destroy

Non-precedent setting case – 7 years

Patents

Permanent - Do Not Destroy

Marketing

Record type
Minimum retention period

Marketing campaign, promotion & sponsorship

5 years

Medical records (patient files)

Record Type
Minimum retention period

Children under 18

7 years after last visit or until patient turns 25 years of age

Adults over 18

7 years after last visit

Prizes and scholarships

Record Type
Minimum retention period

Registers of recipients

Required as State Archives

Establishment and conditions of internal & external scholarships, prizes, bursaries & fellowships.

10 years

Management and delivery of internal & external scholarships, prizes, bursaries & fellowships.

7 years

Property records

Record Type
Minimum retention period

Deed Registers, Property Registers, Land Registers & Certificates of Title

Permanent - Do Not Destroy

Significant Building/structure construction records

Permanent - Do Not Destroy

Identification and management of asbestos used in construction

99 years from removal or disposal of asbestos

Building/structure construction records

Life of building plus 7 years

Building Structure fit-outs and installations

Life of building plus 7 years

Non-structural changes fit-outs and installations

7 years after completion of work

Building upgrades

7 years after completion of work

Commemorative plaque records

2 years

Research records

Record Type
Minimum retention period

Ethics

Animal - 7 years

Biosafety - 10 years

Human - 15 years

Grants

7 years

Research management

  • internal projects not requiring ethics approval
  • investigations and complaints where there is no ethics committee oversight

7 years

Final reports on individual research projects that include outcomes of the research project

Required as State Archives

Research projects or proposals that are not approved or do not proceed.

2 years

Research data

Generally, 5 years after project completed

But see the NHMRC data management guidelines and GA47 3.5.0  (Research data) for research that:

  • involves clinical trials or may have potential long-term effects on humans
  • is of regulatory, community, or cultural significance.

This guide was adapted with permission from similar material authored by Macquarie University.