Records Destruction

Information for staff as to how to manage the destruction of records.

Purpose

The following information advises staff as to how to manage the destruction of records. Staff must note, however, that any decision regarding the minimum retention period for a collection of records not yet determined must be done so in consultation with the RMIT Archives.

Instructions on managing, and performing the destruction of records, can be obtained from our ‘Destruction Guidelines’.

Operating Procedure 7.21.1.4 (PDF 16kb)
Destruction Guidelines (PDF 68kb)

Coverage of Records Destruction

Destruction of records refers to not only the physical destruction of paper records, or other mediums, such as microfilm, but also the deletion of recorded information, in particular, data held in computer systems. The standards and instructions referred to herein apply to all record formats.

Records Destruction Standards

RMIT Archives implements standards issued under section 12 of the Public Records Act, which in this case, the ‘Public Record Office Standard (PROS) 97/003’ applies. No record created by RMIT University can be destroyed, or otherwise disposed of, except in accordance with these standards.

In accordance with these standards, one of the following three processes can lead to the legal destruction of records:

• Destruction of records under the principle of normal administrative practice;
• Destruction of records covered by a disposal schedule; or

• Authorisation to destroy records.
• Advice on performing these processes can be obtained from our ‘Destruction Guidelines’ or ‘Records Destruction Standards Information Sheet’.

Public Record Office Standard (PROS) 97/003 (PDF 64kb)
Records Destruction Standards Information Sheet (PDF 12kb)
Records Disposal Schedule for the Records of Higher and Further Education Institutions (PROS 02/01) (PDF 192kb)
Disposal Schedule for Common Administrative Records (PROS 07/01) (PDF 624kb)
Disposal Schedule for Public Health Services Patient Information Records (PROS 99/04) (PDF 180kb)

Physical Destruction of Records

Records may only be physically destroyed by approved methods that include:

• Deletion of electronic records;
• Shredding;
• Pulping;
• Burning;
• Chemical recycling (for x-rays); and
• Dissolving in acid.

It is recommended, however, that either shredding or pulping be used for the physical destruction of records.

We can provide you assistance with the latter by arranging with your area the relocation of records (that have been approved for destruction) to the RMIT Archives and arrangements will be made for the pulping of such records. Costs may apply to your area if there is a large volume of records.

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