Residential Colleges

This guide to retention and disposal of routine college records is primarily targeted to:

  • Heads of Residential Colleges
  • Accommodation Services staff

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.

Students and other Residents

Disposal Action: Retain for a minimum of 2 years after action completed then destroy.
Comments: Ensure confidential and secure disposal of these records.

Routine Administrative Activities

Disposal Action: Retain until no longer required for business or administrative use, then destroy records.

Accommodation Placements Services

Example: Matching students with private accommodation.
Disposal Action: Retain until no longer required for business or administrative use, then destroy records.

Requisitions: gaining ownership and usage of equipment and stores

Examples: Local purchase orders, purchase order books, variations to orders.
Disposal Action: Retain for minimum of 7 years, then destroy.
Comments: If the original record is held by the Finance Division, the copy may be destroyed at any time.

Requisitions: purchasing and requisitioning

Examples: Requisition copies, stores and printing requisitions, courier consignment records.
Disposal Action: Retain for a minimum of 3 years then destroy.
Comments: If the original record is held by the Finance Division, the copy may be destroyed at any time.

Requisitions: delivery of equipment and stores

Examples: Goods inward books and records
Disposal Action: Retain for a minimum of 7 years then destroy
Comments: If the original record is held by the Finance Division, the copy may be destroyed at any time.

Minutes and Agendas for Internal Committees: Strategic

Disposal Action: Retained permanently by the RMO. The master set of minutes is classified as a State Archive.
Comments: Dispose of personal copies of minutes or agendas at any time, as long as the originals are captured by the RMO directly from the committee secretary.

Minutes and Agendas for Internal Committees: Operational

Disposal Action: Destroy 5 years after action completed.
Comments: Maintain one master set only for 5 years. Dispose of personal copies of at any time.