How long do I need to keep records?
Use the PDF search function to locate the type of record you’re after and there should be a corresponding retention in the right column or use the Index. You can keep records beyond this retention but you can’t destroy them beforehand.
I have records that can be destroyed – what do I do?
It is unlawful to destroy University records before their required retention period has expired.
Please use a Records Disposal Approval
form which should be evaluated by the Head of your organisational unit. Once approval has been granted the records should be placed inside a secure document recycling bin. RAMS uses Shred-X for disposal of corporate records.
Shred-X can be found at http://www.shred-x.com.au/
Can I destroy records that have been scanned/digitised?
Unfortunately you cannot throw away records before the stipulated retention period even if you have digitised or scanned them. Scanned copies may be useful for reference purposes, or allow you to save room in your office by storing hardcopy records off-site, but you must still treat the hardcopies as official public records. Queensland State Archives has certain provisions for the early destruction of some digitised records that meet certain specifications, but the organisation must apply for permission from the State Archivist to do this. UQ does not currently have permission to destroy hardcopies before their retention period has passed.
For advice concerning the disposal and destruction of records, please contact Patrick Carswell on extension 52284 or by email at: firstname.lastname@example.org