Retention & Disposal Guide for Facilities Management Records

We have prepared this guide to assist staff in Facilities Management (FM) with the day-to-day management and retention of routine records. This list is not exhaustive and it refers to records regardless of their format (paper and electronic, including emails). Further advice about minimum retention periods is available using the General Disposal Authorities produced by State Records (NSW).

Remember that records cover a range of print and electronic formats, and that the list here is not exhaustive. We have listed records by the activity or group to which they relate and included some common examples where appropriate.

For disposal of records, please complete the Request to Destroy Records Form or contact us.

Capital Works Records: Construction of significant building/structure

Examples: Records relating to the construction of buildings that are of significance due to the fact that they are award winning, heritage listed or are a local or regional landmark. Eg: plans or designs.
Disposal Action:Required as State Archives. Transfer to Archives Unit. These records are to be retained permanently.

Capital Works Records: Other Buildings and Structures

Examples: Records relating to the construction of buildings or structures not considered 'significant'.
Disposal Action: Destroy seven years after disposal/transfer of building.
Comments: While this suggests that records must be kept indefinitely unless destroyed or sold, these records are not required as State Archives. Therefore, University Archives may not necessarily have an interest in these records. We suggest you contact the Archivist in any case, as he or she may have an interest in maintaining these records.

Requisitions: Equipment and Stores

Examples: Records relating to gaining ownership or use of equipment and stores, including local purchase orders, purchase order books or records, variations to orders
Disposal Action: Retain for a minimum of seven years, then destroy.
Comments: Where the original record is held by the Finance Division, FM's copy may be destroyed at any time.

Requisitions: Delivery

Examples: Records relating to the delivery of equipment and stores, including goods inwards books and records.
Disposal Action: Retain for a minimum of seven years, then destroy.
Comments: Where the original record is held by the Finance Division, FM's copy may be destroyed at any time.

Requisitions: Purchasing

Examples: Records relating to gaining ownership or use of equipment and stores through purchasing and requisitioning, including requisition copies, stores and printing requisitions, courier consignment records
Disposal Action: Retain for a minimum of three years then destroy.
Comments: Where the original record is held by the Finance Division, FM's copy may be destroyed at any time.

Minutes and Agendas: Internal Committees Strategic

Example: Master set of minutes
Disposal Action: Required as State Archives.
Comments: Copies of minutes and agendas may be disposed of at any time, on the assumption that the original set of minutes are captured by the RMO directly from the committee secretary.

Minutes and Agendas: Internal Committees Operational

Example: Master set of minutes
Disposal Action: Destroy five years after action completed.
Comments: For FM (operational) commitee records. Maintain one master set for five years. Personal copies can be disposed of at any time.

Maintenance Requests

Examples: Routine installation, maintenance and repair records, excluding maintenance/servicing contracts
Disposal Action: Destroy two years after action completed.

Traffic Management: Routine Records

Disposal Action: Retain for a minimum of six months after action completed then destroy.

Traffic Management: Management and Planning

Examples: Records relating to management and planning of parking and traffic control
Disposal Action: Retain for a minimum of five years after action completed then destroy.

Traffic Management: Applications for Parking Permits

Disposal Action: Retain for a minimum of one year after expiry of permit then destroy.
Comments: If the applications contain payment authorities such as salary dedutions or credit card details, they should be retained for a minimum of two years after action completed.

Traffic Management: Fines and Penalties

Disposal Action: Retain for a minimum of two years after action completed then destroy.

Traffic Management: Accidents

Examples: Records relating to traffic management and accidents which involve injury or damage to property.
Disposal Action: Retain for a minimum of six years after action completed then destroy.
Comments: For matters which result in compensation or litigation, refer to General Disposal Authority - Administrative records (items 4.0.0, 19.2.0, 21.1.0)

Key and Lock Requests

Examples: Records of security arrangements for premises, including electronic security systems, surveillance, security procedures
Disposal Action: Destroy five years after premises vacated or system/procedures updated.
Comments: State Records advises to retain these records for at least five years, but that the appropriate disposal trigger would be after action completed (effectively after key returned).

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