Disposal of University Records Guidelines


Application


These guidelines apply to all staff and students at the University.

Purpose


These guidelines provide further information and recommended best practices for implementing the Records Management policy.

Guidelines


Disposal of University Records

Relocations are often seen as an opportunity to tidy up, cull and then dispose of or delete unneeded and unwanted materials and files. Where these materials are University records there is a policy regarding what may be disposed of and what must be retained.

The individual staff member is not authorised to decide what to keep and what to dispose of without reference to either the University’s General Disposal Authority (GDA) in respect to specific categories of record and the University’s approved disposal process; or the Faculty’s, Large Scale Research Institute’s or Division’s Records Co-ordinator.

University records are covered by the Public Records Act 2005 and a legally binding General Disposal Authority (GDA) has been authorised by the Chief Archivist. The GDA establishes the minimum time specific types of record are required to be kept. The University may, however, elect to retain some records for longer periods if there is an identified need to do so.

Details of this can be found on the Records Management page on the staff intranet.

Contact the Records Management Programme Manager (records_management@auckland.ac.nz ,ext 84586) for more information or advice.

Definitions


The following definitions apply to these guidelines:

University means the University of Auckland and includes all subsidiaries

Document management and control


Prepared by: Records Management Programme Manager

Date: August 2014

Content manager: Director, IT Strategy PP

Owned by: CIO