Personal Information means information or an opinion about an identified individual, or an individual who is reasonably identifiable, whether the information or opinion is true or not, and whether the information or opinion is recorded in a material form or not.

As a general rule, any business records that can possibly contain personal information are either kept permanently or destroyed after the retention period for those records has elapsed, according to their content and classification under the relevant disposal schedule.

The below examples are functions and activities that have a direct link to personal information, but are not exhaustive.

Staff information

Management systems that allow the identification and management of staff and volunteers in summary form. Includes:

- staff and volunteer registers

- employment registers

- registers of personal files

- personal history cards

- internal staff directories.

- register of scholarships

- consolidated register of recipients of awards and prizes

PERMANENT

Staff files for associate professors and above including Vice-Chancellor, Deputy Vice-Chancellor, Pro Vice-Chancellor, Chair, Reader, Executive Dean, Dean, Head of School and accorded titles.  Also for senior executives whose position involves high-level strategic leadership, for example President and Vice-President, and personnel in the following categories:

  • employees who have made a major contribution to the community or have achieved considerable standing or notoriety
  • employees whose appointment is of historical significance, eg first of its kind
  • employees who were dismissed and whose manner of dismissal was extraordinary
PERMANENT

Staff files of all other agency employees, including ongoing, temporary, contract and part-time employees, postgraduate scholarship holders, non-academic honorary status holders and accorded titles, trainees, apprentices and volunteers etc.

TEMPORARY - Destroy 85 years after date of birth or 7 years after termination of employment, whichever is the later

Superannuation – Member files for superannuation schemes sponsored by the University.

TEMPORARY - Destroy 85 years after date of birth

Agency records relating to health monitoring of individuals engaged in the use of hazardous chemicals, substances and/or equipment, or other workplace hazards.

TEMPORARY - Destroy 60 years after action completed.

Records relating to counselling of staff or volunteers for purposes other than performance management.

TEMPORARY - Destroy 2 years after last action.

Student information

NB - The retention periods for Central Student files also cover a number of relevant records pertaining to enrolment, admission, awards for higher degrees and student exchanges. Further clarification should be sought from the Manager, University Records

Official results for transcript production, eg student cards, academic record on central electronic system, etc. PERMANENT

Central student files in the following categories:

  • students who have made major contributions to the community or who have achieved some considerable standing or notoriety
  • students whose attendance at the University was of historical significance such as the first enrolment of its kind
  • students whose case sets a precedent for future decisions
  • students who were excluded from the University and whose manner of earning exclusion was extraordinary
  • students who were excluded from the University as a result of disciplinary action following an external legal or criminal investigation.
PERMANENT
Practicum assessment documentation used for professional accreditation purposes. TEMPORARY - Destroy 25 years from date of completion or termination
Central student files for postgraduate by research students. TEMPORARY - If student information is duplicated in central system, destroy 7 years after action completed. If not duplicated, destroy 20 years after date of completion, termination or last action, whichever is later.

Central student files for award and non-award programs, eg undergraduate files and post-graduate by coursework files not funded by scholarship.

TEMPORARY - Destroy 7 years after date of completion, termination or last action, whichever is later.

Low level administrative records relating to application for admission, eg application for credit status, student requirements for adequate level of English prior to enrolment, University fees, recognition of prior learning, internal student applications, special adjustments or entry, postponement of enrolment.

TEMPORARY - Destroy 5 years after last action
Low level administrative records relating to administrative arrangements for enrolments, eg provision of official academic records to students, cessation of a student’s enrolment, CHESSN, requirements for previous course completions prior to enrolment, health requirements prior to enrolment, confirmation of visa status prior to enrolment, where the student is simultaneously enrolled in another institution, discontinuation, leave of absence, non-award programs, student access to University online services, enrolment via study abroad or exchange programs, variations reporting. TEMPORARY - Destroy 5 years after last action

Security information

Building admittance registers and visitor logs, etc TEMPORARY - Retain until 2040, retention subject to a review at that date.
Video or other audio-visual surveillance tapes or records TEMPORARY - Erase recording media 6 months after recording or last viewing.  If media is incorporated into another record, for example an investigation or litigation file, dispose of as for related case records.