Archiving and Destroying Records

A disposal schedule is a document formally issued by the University and State Records Office (NSW) to list all the types of records produced by CSU and their minimum retention periods. The schedule indicates what should happen to these records once their useful life has expired.

General Disposal Authorities (GDA's)

General disposal authorities are retention and disposal authorities developed by State Records NSW.  These authorities determine the minimum retention period for records and should be referred to when archiving records.  Some areas will need to refer to more than one GDA when sentencing records.

Archiving Records

Archiving should be carried out by a TRIM Administrator as they will have received training in the correct procedures to follow. Files/records with the same retention period should be boxed together. When boxing you will need to complete two forms:

Boxes will not be accepted if these forms are incomplete. Completed forms and boxes should be forwarded to the University Records Manager, Gordon Beavan Building, Thurgoona Campus.

Destroying Records

Although the disposal schedules establish when records can be destroyed, no records should be destroyed until authorised by the business unit manager and the University Records Manager. Records must be destroyed in a secure and environmentally friendly manner. Shredding and pulping are the preferred methods of disposal. Prior to the destruction of records you are required to complete an Authorisation form for the Destruction of Records.

Accessing Permanent Archives (State Records)

For information on how to access permanent archives visit The Archives Centre website.