GPO Box 2343
ADELAIDE SA 5001
Tel (08) 8204 8791
Fax (08) 8204 8777 DX:467
[email protected]
www.archives.sa.gov.au
General Disposal Schedule No. 22
For Public Primary and Secondary Schools
Effective 12 November 2013 to 30 June 2020
Version 3
General Disposal Schedule No. 22
For Public Primary & Secondary Schools – 12 November 2013
Table of Contents
Approval for Commencement of this Schedule .......................4
Preface .........................................................................................5
Acknowledgments .......................................................................5
Introduction .................................................................................6
Scope ...................................................................................................... 6
Objectives ................................................................................................ 6
Implementation ........................................................................................ 6
Retention of Records Older than 50 Years ............................................... 7
Retention of Records Required for Legal Proceedings Relating to Alleged Abuse
of Former Children Whilst in State Care ................................................... 7
Retention of Records of Relevance to the Royal Commission into Institutional
Responses to Child Sexual Abuse ........................................................... 8
Updates/ Amendments............................................................................. 9
Previous Records Disposal Schedules Revoked ...................................... 9
Consultation ........................................................................................... 10
Disposal of Records by Schools that are Closing ................................... 10
Adequate Records Management............................................................ 11
Recommendation 21 of Bringing Them Home: Report of the National Inquiry into
the Separation of Aboriginal and Torres Strait Islander Children from Their
Families ................................................................................................. 11
Record Formats ..................................................................................... 12
Custody & Transfer of Records .............................................................. 12
Permanent Records........................................................................... 12
Temporary Records ........................................................................... 12
Access Rights and Responsibilities ........................................................ 13
Access to Records in the Custody of a School .................................. 13
Access to Records in the Custody of State Records .......................... 13
Retention Periods & Re-activation ......................................................... 13
Destruction of Records........................................................................... 14
Normal Administrative Practice .............................................................. 15
Legal Deposit ......................................................................................... 15
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Records and Litigation ........................................................................... 15
Storage .................................................................................................. 15
Training .................................................................................................. 16
Layout ........................................................................................ 18
Function ................................................................................................. 18
Item No .................................................................................................. 18
Activity ................................................................................................... 19
Description ............................................................................................. 19
Record Examples................................................................................... 19
Disposal Action ...................................................................................... 19
List of Acronyms ...................................................................... 20
List of Functions & Activities .................................................. 21
Schedule
23
© 2013 Government of South Australia
General Disposal Schedule No. 22 may be copied for use by South Australian
Government agencies and for reasonable study or research purposes. No part of this
Schedule may be reproduced or distributed for profit or gain or for any other purpose
without the permission of the Manager [Director] of State Records of South Australia.
Terms and Scope Notes taken from Keyword AAA: A Thesaurus of General Terms,
revised edition 1998, are reproduced under a license agreement between State
Records of South Australia and the State Records Authority of New South Wales.
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0,.14-,!! Government of South Australia
General Disposal Schedule No. 22
For Public Primary & Secondary Schools — 12 November 2013
Approval for Commencement of this Schedule
STATE RECORDS ACT 1997
Government of South Australia
GENERAL DISPOSAL SCHEDULE NO. 22, VERSION 3
for
Public Primary and Secondary Schools
Effecti e: 12 November 2013 to 30 June 2020
Approve by
tate Records Council
" Director, State Records
11111
liii
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General Disposal Schedule No. 22
For Public Primary & Secondary Schools – 12 November 2013
Preface
Schools are complex, innovative and increasingly fluid organisations. They aim to
provide comprehensive education services to a community diverse and varied within
an environment of political, economic and technological change.
In order to provide a General Disposal Schedule (GDS) that reflects modern
schools, a modified functional analysis approach was adopted for the method of
developing such a schedule. Such an approach governed the way information was
gathered as part of the appraisal process. In addition, the Schedule is structured
around a minimum set of functions that reflect education services at all schools, to
one extent or another. Functions are then broken down into more specific activities
and processes. The types of records created as a consequence and as evidence of
such functions, activities and processes are also incorporated.
General Disposal Schedule (GDS) No. 22 is designed to be independent from
organisational structures.
It aims to cater for all public primary and secondary schools in the State, both large
and small, metropolitan and country, R-12 and Junior Primary, including any Outof-School-Hours-Care operations, Boarding Schools, Special Education programs
and School Councils. While some schools will perform all of the functions
addressed by the Schedule, others may be responsible for performing only some of
these.
It is anticipated that the Schedule captures the language and terminology familiar to
and used by school employees.
In adopting a modified functional approach it is expected that GDS 22 will have
longer-term applicability, usability and relevance to the public school sector.
Acknowledgments
This General Disposal Schedule was developed and prepared by State Records of
South Australia in conjunction with Records Management Services, Technology and
Knowledge Management Services, Department for Education and Child
Development (DECD).
Public school-related disposal schedules in operation in other Australian states
(Tasmania, Victoria and New South Wales) were used as valuable references in the
development of GDS 22. The draft Retention Schedule for Independent Schools
was also a very useful source for comparison purposes.
Lastly, feedback and comments from the school community in South Australia is
also acknowledged with much appreciation.
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Introduction
Scope
General Disposal Schedule No. 22 (GDS 22) applies to records commonly created
or received by all public primary and secondary schools in South Australia.
For records that are of a general administrative or financial nature, schools should
refer to General Disposal Schedule (GDS) No. 15 for State Government Agencies.
Cross-references to GDS 15 (as amended), where appropriate, are set out in this
schedule.
For records generated by District Offices, Central Office or Pre-Schools, separate
records disposal schedules (RDS) will be developed.
GDS 22 does not cover school records already in the custody of State Records as
part of Government Record Group (GRG) 18 Education Department. These records
have been deemed as permanent in accordance with a disposal determination made
for all GRGs by the Manager [Director] of State Records and approved by the State
Records Council on 9 November 1999.
GDS 22 is intended to be a comprehensive schedule encompassing all school
records that may exist.
Objectives
The aims of GDS 22 are to:
 accurately reflect the functions, activities and associated records of the South
Australian education sector as it relates to primary and secondary schooling,
 identify records which are worthy of permanent preservation as part of the
State’s heritage,
 prevent the premature destruction of records which need to be retained for a
specified period to satisfy legal, financial and other requirements of the State
Government, and
 authorise the destruction of those records not required permanently.
Implementation
Following endorsement of the Department for Education and Child Development
and approval of the State Records Council, GDS 22 is issued under the State
Records Act 1997.
The State Records Act 1997 was proclaimed in October 1997 to provide for the
preservation and management of official records. GDS 22 is issued as a
determination under Section 23 of the Act.
Section 23 of the State Records Act 1997 states that no official record may be
disposed of without the approval of the State Records Council. GDS 22 was
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developed by State Records for the Department for Education and Child
Development in consultation with representative schools and major stakeholders.
Its purpose is to provide primary and secondary schools in South Australia with the
means of disposing of their operational records in an orderly and accountable
manner.
GDS 22 version 1 was approved by the State Records Council on 13 May 2005.
GDS 22 version 2, which superseded version 1, was approved on 10 August 2010.
GDS 22 version 3 supersedes version 2 and was approved on 12 November 2013.
This GDS has been issued in electronic form via both State Records website
(www.archives.sa.gov.au) and the DECD Records Management Services website
(www.decs.sa.gov.au/rmp) to allow ease of use and greater accessibility.
This GDS has been issued in both hard and electronic copy to allow ease of use and
greater accessibility. Users, if they so wish, are able to make changes or additions to
the ‘Record Examples’ column. Any modification of the minimum retention
periods or disposal classes by end users, however, is not permitted. Changes to any
of the minimum retention periods or disposal classes can only be made with the
approval of the Department for Education and Child Development, State Records
and the State Records Council.
Retention of Records Older than 50 Years
GDS 22 does not authorise the destruction of records if 50 years have passed
since the end of the calendar year in which the records came into existence. Records
more than 50 years old are deemed as permanent unless a specific one-off disposal
approval to destroy is sought from the State Records Council by the Team Leader,
Records Management Unit, DECD. Any school that still retains records older than
50 years needs to contact the Manager, Records Management Services of DECD on
(08) 8226 1226 for further disposal advice.
Retention of Records Required for Legal Proceedings
Relating to Alleged Abuse of Former Children Whilst in State
Care
The State of South Australia is a party to a number of legal proceedings arising out
of alleged abuse of former children whilst they were in State Care. Records held by
the Department for Education and Child Development may be required for use in
this litigation.
The records of likely relevance to the proceedings are primarily concerning
individual students who may be a party to the legal proceedings or relevant to the
proceedings. These include records relating to:
 student assessment and achievement at school
 attendance
 significant events
 behaviour and discipline
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
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student work experience placement
case files of individual students
financial assistance to individual students
reports of accidents, incidents and injuries
reports relating to suspected abuse sustained at home
student health and hygiene matters
a student’s medical or psychiatric condition
home schooling
individual student observation
student management
admission / enrolment
photographs of individual students.
The records of a more general nature which may be of relevance include records
relating to complaints/allegations of a sexual nature and correspondence and
photographs relating to personnel.
Please refer to particular disposal classes within the General Disposal Schedule for
details of each record type.
To ensure temporary value records of relevance are available for legal proceedings,
the disposal action for these items has been amended to “Temporary. Retain until
2020, retention subject to a review at that date”. The amendment, in effect, places an
immediate destruction freeze on temporary records of relevance.
In the event that the legal proceedings (and any possible appeals) have not been
finalised at least two years prior to 2020, consideration will be given to having the
review date extended.
For further clarification/assistance, please contact the Senior Records Management
Officer of DECD Records Management Unit on (08) 8226 1226.
Retention of Records of Relevance to the Royal Commission
into Institutional Responses to Child Sexual Abuse
On 12 November 2012 the Prime Minister, the Hon Julia Gillard MP, announced the
Australian Government’s intention to establish a Royal Commission into
Institutional Responses to Child Sexual Abuse in Australia (the Royal Commission).
The Governor-General issued the Letters Patent and Terms of Reference
establishing the Royal Commission on 11 January 2013.
On 7 March 2013 the Governor of South Australia issued an equivalent and
concurrent instrument to establish the Royal Commission in South Australia.
The Royal Commission will inquire into what can be done to:
 better protect children against child sexual abuse in the future
 achieve best practice in reporting on and responding to allegations
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 eliminate and reduce impediments to responding appropriately to child sexual
abuse
 address and alleviate the impact of past and future child sexual abuse.
The Royal Commission will also have regard to:
 the experience of people directly or indirectly affected by child sexual abuse
 the need to focus on systemic issues, the adequacy and appropriateness of
responses
 any changes to laws, policies, practices and systems that have improved the
ability to better protect against and respond to child sexual abuse.
Under its Terms of Reference, the Royal Commission will focus its inquiries on the
response of institutions, including South Australian Government agencies, to child
sexual abuse and allegations of abuse that occur in an institutional context.
State Records has issued GDS 32 for Records of Relevance to the Royal
Commission into Institutional Responses to Child Sexual Abuse. Records held by
the Department for Education and Child Development may need to be retained in
accordance with GDS 32.
For further clarification/assistance, please contact the Senior Records Management
Officer of DECD Records Management Unit on (08) 8226 1226.
Updates/ Amendments
GDS 22 version 3 is effective from 12 November 2013 to 30 June 2020 unless
reviewed earlier as instructed by DECD or State Records. Amendments approved
by the State Records Council may be issued during this period.
Previous Records Disposal Schedules Revoked
GDS 22 supersedes the following Operational Records Disposal Schedules
previously created for the Department for Education and Child Development or its
predecessor agencies:
 GDS 22 version 1 approved on 13 May 2005
 GDS 22 version 2 approved 10 August 2010
 RDS approved on 24 April 1990 – Education Department – School Records
 RDS 153 approved on 27 August 1991 – Department of Education, Training and
Employment – EG1 & VG1 - Confidential Information Cards
 RDS 747 approved on 27 August 1991 – Department of Education, Training and
Employment – School Cards
 RDS 748 approved 27 August 1991- Department of Education, Training and
Employment – Register of School Cards
 RDS 749 approved 27 August 1991 – Department of Education, Training and
Employment – School Council Records
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 RDS 750 approved 27 August 1991 – Department of Education, Training and
Employment – Medical and Psychiatric Reports
 RDS 751 approved 27 August 1991 – Department of Education, Training and
Employment – Interagency Referral Process Student Records
 RDS 763 approved 27 August 1991 – Department of Education, Training and
Employment – Accounting Records
 RDS 1392 approved 26 April 1994 – Department of Education and Children’s
Services – Student Services Files and Roll Books
 RDS 1453 approved 25 September 1995 – Department of Education and
Children’s Services – Pupil Records
 RDS 1460 – Department of Education and Children’s Services – Applications
for Student Travelling Allowances
 RDS 14/1998 approved 15 September 1998 – Department of Education,
Training and Employment – Home Schooling Records.
Schools need to ensure that disposal arrangements put in place in accordance with
these now revoked Records Disposal Schedules are reviewed in the light of this new
Schedule.
Consultation
In developing GDS 22 comment was sought from the following stakeholders:


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
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Records Management Unit, DECD
Legislation and Legal Services, DECD
Native Title Unit, Crown Solicitor’s Office
Civil Litigation Section, Crown Solicitor’s Office
State Records of South Australia, Department of the Premier and Cabinet.
Comment was also sought from a representative cross-section of DECD primary and
secondary schools.
Dr Pauline Payne was consulted as an external stakeholder and professional
historian interested in the appropriate management and preservation of education
and school records. Her comments have been considered in the development of
GDS 22.
Disposal of Records by Schools that are Closing
When a school closes the ongoing management of its records needs to be
considered. Whilst each closure is different the following underlying steps need to
be taken:
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 the school should contact Records Management Unit (DECD) on (08) 8226
1226 for further advice and the relevant templates and forms
 where appropriate the school should process its records according to DECD
policy and procedure, ensuring that where required, records are retained and
transferred to appropriate storage facilities
 if this is not practical all the schools records (with the exception of the last years
financial records) should be boxed, listed and forwarded to the Senior Records
Management Officer, Records Management Unit, Department for Education and
Child Development, Basement, Education Building, 31 Flinders Street, Adelaide
SA 5000
 Records Management Unit (DECD) will then process these records and dispose
of them appropriately
 the schools financial records for the previous 12 months need to be managed
separately. For further advice please contact Site Financial Policy on
(08) 8226 1381.
Adequate Records Management
Outcome 3 of Adequate Records Management: Meeting the Standard (State
Records, 2002) requires records to be disposed of systematically in accordance with
the State Records Act 1997. For schools an important aspect of compliance with the
Standard is the application of both GDS 22 and GDS 15 as a routine part of their
records management program. Retention periods in both GDS 15 and GDS 22 may
be applied to records on creation and registration for later review; alternatively
records may be sentenced when they become non-current.
Recommendation 21 of Bringing Them Home: Report of the
National Inquiry into the Separation of Aboriginal and Torres
Strait Islander Children from Their Families
Recommendation 21 of the Bringing Them Home… report states "that no records
relating to indigenous individuals, families or communities or to any children,
indigenous or otherwise, removed from their families for any reason, whether held
by government or non-government agencies, be destroyed" 1.
It is realised that it would not be practicable for every public school to identify and
retain all possible school records relating to an indigenous person, family or
community. However, education units or schools which specifically direct and
provide services to Aboriginal and Torres Strait Islander communities should
permanently retain school records of such communities. Such retention is
authorised by items 4.3.1, 4.4.1 and 4.9.1 of GDS 22.
1
Bringing Them Home: Report of the National Inquiry into the Separation of Aboriginal and Torres Strait
Islander Children from Their Families. April 1997. p. 655.
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Record Formats
GDS 22 applies to records in any format. This includes paper, microform (film or
fiche), audiovisual, graphic, photographic and electronic media.
Photographs often provide valuable historical evidence that otherwise wouldn’t have
been retained. For this reason it is important that schools, where appropriate,
capture as much information about the subject of a photograph. For example it is
important to record the name and date of a particular person, the details of an event
or the date and name of a particular building.
Schools need to ensure that records, irrespective of format, will remain accessible
for the duration of the designated retention period. By “accessible” it is meant that
the information contained within a record remains readable for the life of the record.
In addition, “accessible” also refers to the retrievability and availability of a record.
Whether stored on or off-site, a record should be able to be retrieved and made
available as soon as practicable (and, in any case, within 30 days).
Custody & Transfer of Records2
Permanent Records
In accordance with section 19 of the State Records Act 1997 permanent records (as
defined in this GDS) are required to be transferred to State Records once such
records are 15 years old or administrative use has ceased. For instructions on the
transfer process schools need to refer to the Records Creation to Archive Flow
Chart, downloadable from State Records website (www.archives.sa.gov.au).
Agencies with valid reasons to retain permanent records for longer than 15 years
should apply in writing to the Team Leader, Records Management Unit (DECD)
requesting either a postponement or an exemption from section 19. The Manager,
Records Management Services can then liaise with State Records to seek
postponement or exemption.
It should be noted that postponement or exemption are only granted in exceptional
circumstances.
Temporary Records
The storage of temporary value records is governed by the Across-Government
Records of Temporary Value: Management and Storage standard and guideline
available form State Records’ website (www.archives.sa.gov.au).
An approved service provider list (ASPL) has been established for the storage of
temporary value records and associated services. Schools should contact the Team
Leader, Records Management Unit (DECD) on (08) 8226 1226 regarding particular
2
State Records of South Australia. General Disposal Schedule No. 15. op cit.
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temporary records storage arrangements in place for DECD agencies, including
details concerning the DECD approved service provider.
Access Rights and Responsibilities
Schools need to ensure that records, irrespective of format, will remain accessible
for the duration of the designated retention period. By “accessible” it is meant that
the information contained within a record remains readable for the life of the record.
In addition, “accessible” also refers to the retrievability and availability of a record.
Whether stored on or off-site, a record should be able to be retrieved and made
available as soon as practicable (and, in any case, within 30 days).
Access to Records in the Custody of a School
For records in the custody of a school, conditions stipulated in the Freedom of
Information Act 1991 and the Information Privacy Principles Instruction need to be
adhered to.
Access to Records in the Custody of State Records
Access to records in the custody of State Records is governed by section 26 of the
State Records Act 1997 that stipulates:
“the agency responsible for an official record in the custody of State
Records may, in consultation with the Manager [of State Records] – (a)
determine that access to the record (other than by the agency) is not
subject to any restrictions...; or (b) determine conditions excluding or
restricting access to the record”.
For further details on public access to records in the custody of State Records,
schools can refer to Public Access Determinations Guideline (State Records 2002)
available from its website (www.archives.sa.gov.au). This guideline explains the
rights and responsibilities of agencies in defining access determinations. Schools
should seek further advice regarding the formulation of access determinations from
the Team Leader, Records Management Unit (DECD) as a number of global access
determinations already exist for school records.
Retention Periods & Re-activation
Retention periods for temporary records shown in the Schedule are minimum
retention periods for which records must be retained before they are destroyed.
Retention periods are triggered by disposal actions listed in the Schedule.
If a record is reactivated after a retention period has commenced the time is
recalculated from the date of the subsequent last action.
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The re-activation of a record is triggered by such events as:
 record retrieved for pupil admission,
 record retrieved to meet Freedom of Information (FOI) request or subpoena,
 record accessed for research,
 record identified as being of significant risk management status,
 record identified as being required for possible legal proceedings.
There is no requirement to destroy temporary records if a school has a need to retain
them longer than the designated minimum retention period. However, in the
interests of efficient and economic records management, schools should take all
steps to reduce the storage costs of time-expired records.
Where a record contains information that falls into two or more disposal classes in
either GDS 15 or GDS 22, it must be sentenced in accordance with the disposal
class with the longest retention period. HOWEVER, where a record contains
information covered by a disposal class within both GDS 15 AND GDS 22, it must
be sentenced in accordance with the disposal class in GDS 22.
Destruction of Records 3
Records authorised for destruction may be destroyed when the designated retention
period has elapsed.
All schools are required to notify State Records that records in their custody are due
for destruction before destruction takes place.
To notify State Records, schools need to use the Intention to Destroy Records
Report available from State Records website (www.archives.sa.gov.au).
Schools need to ensure that all destruction is secure and confidential and that a
certificate confirming confidential destruction is provided by private contractors.
Standard methods for destruction of paper are shredding, pulping or other means
that are environmentally friendly.
Records in electronic format can only be destroyed by reformatting or rewriting to
ensure that the data and any “pointers” in the system are destroyed. “Delete”
instructions do not offer adequate security as data may be restored or recovered.
Schools are required to keep their own record of all records destroyed, noting the
relevant disposal authority. Proof of destruction may be required for legal purposes,
or in response to FOI applications. When records are destroyed systems that control
them should also be updated by inputting destruction dates and relevant disposal
authorities.
3
State Records of South Australia. General Disposal Schedule No. 15. op cit.
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Normal Administrative Practice
The destruction of some official records that are of a transitory nature only may be
permitted under normal administrative practice (NAP). NAP covers the destruction
of ephemeral material of a facilitative nature created, acquired or collected by
school employees during the course of their duties.
For further information regarding the application of Normal Administrative Practice,
schools should refer to the Introduction of General Disposal Schedule (GDS) 15 for
State Government Agencies, available from State Records website
(www.archives.sa.gov.au).
Legal Deposit
Legal deposit refers to statutory provisions that oblige publishers to deposit copies
of their publications in libraries in the country in which they are published. Under
the Commonwealth Copyright Act 1968 and various Australian state acts, a copy of
any work published in Australia must be deposited with (a) the National Library of
Australia and (b) the appropriate State Library. Legal deposit extends not only to
commercial publishers but also to private individuals, clubs, churches, societies and
organisations.
In South Australia, one copy of publications produced for external use should be
deposited with the State Library and the Parliamentary Library (s.35, Libraries Act,
1982). Publications include books, newspapers, magazines, journals, pamphlets,
maps, plans, charts, printed music, records, cassettes, films, video or audio tapes,
computer software, CD-ROMs, compact discs and other items made available to the
public.
Records and Litigation
Where a school is aware that records may be required for use in litigation, for use in
a government enquiry or the consideration of the Ombudsman, the records must not
be destroyed. In such circumstances the records must be retained until two years
after all cases and enquiries are complete, including appeals and then have the
original retention period applied to the records.
Storage
The selection of primary and secondary storage facilities need to take into account
the physical characteristics of the records as well as their sensitivity, retention
period and anticipated access rate.
The storage facility for records should be well ventilated, sturdy, intruder-resistant,
have minimal natural light and ideally should maintain a stable temperature.
Records should be stored in conditions that are clean and secure with low risk of
damage from fire, water, dampness, insects and rodents. Shelving should be
appropriate to minimise damage. Containers should be of a strong enough
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construction to withstand handling, pressure and weight of records and protect
records in case of fire and water leaks.
Wherever official records are stored, either with a public or private provider, they
remain the property of the State Government and are subject to the provisions of the
State Records Act 1997.
Appropriate school and State Records staff have a right to inspect the storage
facility upon notice. Access to the records should be limited to staff of the
controlling agency, staff of State Records and employees of temporary storage
providers where appropriate. Records should not be disclosed to any other person
without the written permission of the controlling agency.
For more information on storage facility requirements and best practice, refer to
State Records’ Records of Temporary Value: Management and Storage standard and
guideline (www.archives.sa.gov.au).
Training
Schools are urged to contact the Team Leader, Records Management Unit (DECD)
in the first instance to discuss their training needs in relation to implementing GDS
22. Records Management Unit (DECD) offers a range of training, awareness and
advice sessions relating to records and archival management.
If necessary the Manager, Records Management Services can then coordinate
training sessions with State Records on an as-needs basis.
It is advised that training in other general records management areas is also
available. For further information about workshops and courses, schools should
contact State Records or visit its website (www.archives.sa.gov.au).
Contacts/Help Desk
For advice on implementing GDS 22, as well as advice on records appraisal,
disposal, transfer and storage, contact the Team Leader, Records Management Unit
(DECD) in the first instance. In relation to the destruction of records that are held
on school sites, schools should contact State Records directly and follow the
Notification of Intention to Destroy Records process.
For changes or updates to GDS 22, please contact the Team Leader, Records
Management Unit (DECD).
State Records
Ph: +61 8 204 8791
GPO Box 2343
Fax: +61 8 204 8777
ADELAIDE
DX: 56201
South Australia 5001
Email: [email protected]
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Team Leader
Records Management Unit
Department for Education and Child Development
GPO Box 1152
ADELAIDE
Ph: +61 8 226 1226
South Australia 5001
Fax: +61 8 226 0932
Email: [email protected]
DX: 541 Adelaide
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Layout
The Schedule, featured in table landscape format, is arranged as described below -
Function
GDS 22 is divided into four functions:
 School Administration/Governance
 School Curriculum
 School Publication and
 Student Management.
Each function is shown at the start of each division and at the beginning of each
page.
For each function a scope note has been included which provides a definition of the
particular function. The scope note also identifies any exclusions or exceptions that
the user needs to be aware of. In addition, cross-references to General Disposal
Schedule No. 15 (as amended) for related but non-operational records are given.
Item No
The numbering in the Schedule is multi-level:
 functions have single numbers
 activities have two level numbers and
 disposal classes have three level numbers.
For example, on page 18 of the Schedule there are two disposal classes listed under
the function of SCHOOL ADMINISTRATION/GOVERNANCE and the activity
Celebrations, Ceremonies and Functions. The first disposal class relates to
records relating to milestone school events and the second to records relating to
school carnivals and other major sporting events.
The disposal action for records relating to milestone school events, therefore, is
identified as follows:
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General Disposal Schedule No. 22
For Public Primary & Secondary Schools – 12 November 2013
1.
1.1
SCHOOL ADMINISTRATION/
GOVERNANCE
Celebrations, Ceremonies & Functions
Records documenting milestone
events such as laying of school
foundation stone, jubilee or centenary
commemorations, visits by Heads of
State, etc
PERMANENT
(FUNCTION)
(Activity)
(Disposal Class)
(Disposal Action)
Activity
The activity relating to the particular function (as identified in the footer) is shown
in 12-point bold Times New Roman, e.g. Student Attendance.
Description
Descriptions are at two levels, ranging from activities to specific disposal classes.
Definitions are provided for the activities included in the Schedule and are featured
in 12-point italic Times New Roman.
Descriptions of each disposal class are then provided under the activity/subject
header and description in 12 point Times New Roman.
Record Examples
Examples of records are provided as further illustration of the disposal classes
included under each activity.
Disposal Action
Disposal actions relate to the disposal classes arranged under the activity
descriptions. Status of the class is either PERMANENT or TEMPORARY with a
disposal trigger and retention period given for all temporary records. It is to be
noted that the retention period for temporary records is the minimum period.
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General Disposal Schedule No. 22
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List of Acronyms
DECD
Department for Education and Child Development
FAYS
Family and Youth Services
GDS
General Disposal Schedule
RDS
Operational Records Disposal Schedule
SAPOL
South Australia Police Department
SSABSA
Senior Secondary Assessment Board of South
Australia
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General Disposal Schedule No. 22
For Public Primary & Secondary Schools – 12 November 2013
List of Functions & Activities
ITEM
NO.
1
1.1
1.2
1.3
1.4
1.5
1.6
1.7
1.8
1.9
1.10
1.11
1.12
1.13
1.14
1.15
1.16
1.17
1.18
1.19
1.20
FUNCTION / ACTIVITY
PAGE
School Administration/Governance
Celebrations, Ceremonies and Functions
Circulars/Instructions
Committees
Complaints Against Staff
Enquiry Management
Financial Matters
Inspections
Media Relations
Personnel Administration
Planning
Policy
Property
Reporting
Reviewing
Rostering and Timetables
School Works and Services
Site Photographs
Staff Performance
Stores and Equipment
Visits to Schools
23
23
25
26
28
34
35
37
37
38
40
40
41
42
44
44
45
45
47
49
50
2
2.1
2.2
2.3
2.4
School Curriculum
Distance Education
Evaluation
Implementation
Policy
51
51
51
52
53
3
3.1
School Publication
Production
54
54
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General Disposal Schedule No. 22
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4
4.1
4.2
4.3
4.4
4.5
4.6
4.7
4.8
4.9
4.10
4.11
4.12
4.13
4.14
Student Management
Activities
Admission
Assessment/Examination/Achievement
Attendance
Awards
Behaviour/Discipline
Boarding
Career Advice/Counselling
Cases (Pupil Record Folders)
Financial Assistance
Health and Safety
Home Schooling
Out of School Hours Care
Special Education Programs
56
56
62
64
68
71
71
73
74
75
76
77
80
81
82
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General Disposal Schedule No. 22
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Item
No.
Function/Activity
1 SCHOOL
ADMINISTRATION
/ GOVERNANCE
1.1 Celebrations,
Ceremonies and
Functions
1.1.1
1.1.2
Description
Minimum Disposal
Action
Record Examples
Requirements/
Remarks
The function of managing activities
of the school according to
Departmental guidelines and school
policies. Also includes the
management of School Councils
and Committees.
The activities associated with
arranging and managing festivities
to honour a particular school event.
Records documenting milestone
events such as laying of school
foundation stone, jubilee or centenary
commemorations, visits by Heads of
State, etc.
Records documenting school
carnivals and other major sporting
events.
PERMANENT
•
•
•
•
PERMANENT
•
Programs
Certificates
Transcripts
Photographs
Photographs
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General Disposal Schedule No. 22
For Public Primary and Secondary Schools – 12 November 2013
Item
No.
Function/Activity
Description
Minimum Disposal
Action
FUNCTION 1: SCHOOL ADMINISTRATION/GOVERNANCE
Records documenting participation in
1.1.3
state, national and/or international
events, e.g. Rock Eisteddfod,
Wakakirri and debates etc.
PERMANENT
1.1.4
Records documenting other school
events, including plays, in-house
concerts and reunions.
TEMPORARY
Destroy 7 years after
last action
1.1.5
Records relating to preparations and
arrangements of functions.
1.1.6
Memorabilia and physical objects
received or created by a school.
TEMPORARY
Destroy 2 years after
last action
TEMPORARY
Maintain within the
school or local
community (eg
school library, local
library or museum,
local Council
premises, etc) as
required for
administrative,
social and/or
community purposes
Record Examples
•
•
•
•
•
Programs
Project files
Set production and design
records
Photographs
Photographs
•
•
•
•
•
Honour boards
Flags
Banners
Trophies
Plaques
Requirements/
Remarks
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General Disposal Schedule No. 22
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Item
No.
Function/Activity
1.2 Circulars/
Instructions
1.2.1
1.2.2
Description
Minimum Disposal
Action
Circulars and instructions issued
either centrally or by an individual
school.
Instructions/advisings from the
Department.
Circulars originating in the school,
including circulars sent to parents/care
givers.
Record Examples
Requirements/
Remarks
TEMPORARY
Destroy 3 months
after superseded
PERMANENT
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General Disposal Schedule No. 22
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Item
No.
Function/Activity
Description
Minimum Disposal
Action
FUNCTION 1: SCHOOL ADMINISTRATION/GOVERNANCE
1.3 Committees
The activities associated with the
management of committees and Task
Forces (internal, external, private,
local, state, Commonwealth, etc).
Includes the committees’
establishment, appointment of
members, terms of reference,
proceedings, minutes, reports,
agenda, etc (taken from Keyword
AAA: A Thesaurus of General
Administrative Terms).
See also GDS 15: 16.20
STRATEGIC MANAGEMENT –
Committees
Records documenting the proceedings
1.3.1
of School and Governing Councils,
Student Councils and Prefect Boards.
Records documenting the proceedings
1.3.2
of School Council Sub-Committees,
e.g. Finance Committee, Property
Committee, Welfare Committee, etc.
PERMANENT
PERMANENT
Record Examples
•
•
•
•
•
•
Minutes
Agendas
Meeting papers
Minutes
Agendas
Meeting papers
Requirements/
Remarks
This item supersedes
item 3 of RDS approved
27/8/1991.
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General Disposal Schedule No. 22
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Item
No.
Function/Activity
Description
Minimum Disposal
Action
FUNCTION 1: SCHOOL ADMINISTRATION/GOVERNANCE
Records documenting the proceedings
1.3.3
of other committees deemed to be of
social or local importance to the
school community e.g. Mothers Club
Records documenting the proceedings
1.3.4
of various other committees (e.g.
school canteen committee, sporting
and recreation committees, noncurriculum activity committees,
student organisations) operating in a
school.
Records relating to the establishment
1.3.5
of School Councils, Student Councils
and Prefect boards, including
appointment of members.
Records relating to the establishment
1.3.6
of school committees relating to
administrative matters within the
school, including appointment of
members.
Record Examples
•
•
•
Minutes
Agendas
Meeting papers
TEMPORARY
•
Destroy 7 years after •
last action
•
Minutes
Agendas
Meeting papers
PERMANENT
•
•
Nomination forms
Constitutions
TEMPORARY
•
Destroy 7 years after •
last action
Nomination forms
Constitutions
PERMANENT
Requirements/
Remarks
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General Disposal Schedule No. 22
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Item
No.
Function/Activity
Description
Minimum Disposal
Action
FUNCTION 1: SCHOOL ADMINISTRATION/GOVERNANCE
General administrative records
1.3.7
relating to the holding of committee
meetings.
Record Examples
TEMPORARY
•
Destroy 2 years after •
last action
•
•
1.4 Complaints Against
Staff
1.4.1
The management of complaints
against employees or contractors.
Records relating to complaints against
employees or contractors where no
investigation is required.
TEMPORARY
Destroy 2 years after
last action
1.4.2
Records relating to complaints against
employees or contractors where
matter is resolved at the school level.
TEMPORARY
Destroy 5 years after
last action
Requirements/
Remarks
Distribution lists
Notifications re: changes of
meeting date
Arrangements for the use
of meeting rooms
Routine correspondence
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General Disposal Schedule No. 22
For Public Primary and Secondary Schools – 12 November 2013
Item
No.
Function/Activity
Description
Minimum Disposal
Action
FUNCTION 1: SCHOOL ADMINISTRATION/GOVERNANCE
Records relating to complaints against
1.4.3
employees or contractors where case
is considered by the Director of
Personnel (Central Office) or delegate
and determined not proven.
1.4.4
Records relating to complaints against
employees or contractors where case
is considered by the Director of
Personnel (Central Office) or delegate
and a warning and/or counselling is
given.
Record Examples
Requirements/
Remarks
TEMPORARY
Destroy 5 years after
last action, or where
the subject of a
grievance is a child,
destroy when the
child reaches 25
years of age,
whichever is the
later
TEMPORARY
Destroy 10 years
after last action, or
where the subject of
a grievance is a
child, destroy when
the child reaches 25
years of age,
whichever is the
later
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General Disposal Schedule No. 22
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Item
No.
Function/Activity
Description
Minimum Disposal
Action
FUNCTION 1: SCHOOL ADMINISTRATION/GOVERNANCE
Records relating to complaints against
1.4.5
employees or contractors where case
is considered by District
Superintendents and determined not
proven.
1.4.6
Records relating to complaints against
employees or contractors where case
is considered by District
Superintendents and a warning and/or
counselling are given.
Record Examples
Requirements/
Remarks
TEMPORARY
Destroy 10 years
after last action, or
where the subject of
a grievance is a
child, destroy when
the child reaches 25
years of age,
whichever is the
later
TEMPORARY
Destroy 5 years after
separation from the
public sector, or
where the subject of
a grievance is a
child, destroy when
the child reaches 25
years of age,
whichever is the
later
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General Disposal Schedule No. 22
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Item
No.
Function/Activity
Description
Minimum Disposal
Action
FUNCTION 1: SCHOOL ADMINISTRATION/GOVERNANCE
Records relating to complaints against
1.4.7
employees or contractors where case
is considered by District
Superintendents and a penalty is given
or other formal action is taken.
1.4.8
Records relating to complaints against
employees or contractors where case
requires formal investigation pursuant
to s26 of the Education Act or by the
South Australia Police and is
determined not proven.
Record Examples
Requirements/
Remarks
TEMPORARY
Destroy 75 years
after date of birth or
7 years after
separation, or where
the subject of a
grievance is a child,
destroy when the
child reaches 25
years of age,
whichever is the
later
TEMPORARY
Destroy 10 years
after last action, or
where the subject of
a grievance is a
child, destroy when
the child reaches 25
years of age,
whichever is the
later
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General Disposal Schedule No. 22
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Item
No.
Function/Activity
Description
Minimum Disposal
Action
FUNCTION 1: SCHOOL ADMINISTRATION/GOVERNANCE
Records relating to complaints against
1.4.9
employees or contractors where case
requires formal investigation pursuant
to s26 of the Education Act or by the
South Australia Police and a warning
and/or counselling is given.
1.4.10
Records relating to complaints against
employees or contractors where case
requires formal investigation pursuant
to s26 of the Education Act or by the
South Australia Police and a penalty
is given or other formal action is
taken.
Record Examples
Requirements/
Remarks
TEMPORARY
Destroy 5 years after
separation or 10
years after last
action, whichever is
later, or where the
subject of a
grievance is a child,
destroy when the
child reaches 25
years of age,
whichever is the
later
TEMPORARY
Destroy 75 years
after date of birth of
accused or 10 years
after last action, or
where the subject of
a grievance is a
child, destroy when
the child reaches 25
years of age,
whichever is the
later
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General Disposal Schedule No. 22
For Public Primary and Secondary Schools – 12 November 2013
Item
No.
Function/Activity
Description
Minimum Disposal
Action
FUNCTION 1: SCHOOL ADMINISTRATION/GOVERNANCE
Records relating to complaints against
1.4.11
employees or contractors where case
is lodged with an outside agency and
requires an investigation by the
Department.
1.4.12
1.4.13
Records relating to complaints against
employees or contractors generating
substantial public interest and debate /
resulting in changes to agency policy
and procedures.
Records relating to complaints /
allegations of a sexual or physical
nature where the subject is a child,
against employees or contractors
where no investigation is required or
no further action taken.
Record Examples
Requirements/
Remarks
TEMPORARY
Destroy 75 years
after date of birth of
accused or 10 years
after last action, or
where the subject of
a grievance is a
child, destroy when
the child reaches 25
years of age,
whichever is the
later
PERMANENT
TEMPORARY
Retain until 2020,
retention subject to a
review at that date
Highlighted to denote
that these records may be
required for legal
proceedings. See p.4 of
Introduction for further
details.
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General Disposal Schedule No. 22
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Item
No.
Function/Activity
Description
Minimum Disposal
Action
FUNCTION 1: SCHOOL ADMINISTRATION/GOVERNANCE
Records relating to complaints and or
1.4.14
allegations of a sexual or physical
nature where the subject is a child,
against employees or contractors
where further action is required.
1.5 Enquiry
Management
1.5.1
1.5.2
The activities associated with the
handling of complaints, enquiries
and representations made by parents,
teachers, unions, departmental
employees, members of the public,
etc to the school.
Records relating to cases that lead to a
change in policy or procedure,
establish a precedent, result in the
reversal of a decision or require
substantial investigation.
Records relating to cases that involve
a named current or former student of
the school but not resulting in action
covered in item 1.5.1.
TEMPORARY
Retain until 2020,
retention subject to a
review at that date
Record Examples
Requirements/
Remarks
Highlighted to denote
that these records may be
required for legal
proceedings. See p.4 of
Introduction for further
details.
PERMANENT
TEMPORARY
Destroy 15 years
after last action
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General Disposal Schedule No. 22
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Item
No.
Function/Activity
Description
Minimum Disposal
Action
FUNCTION 1: SCHOOL ADMINISTRATION/GOVERNANCE
Records relating to cases which result
1.5.3
in a routine or form letter response or
other cases not covered by items 1.5.1
or 1.5.2 above.
1.6 Financial Matters
The activities associated with
managing the finances of schools.
See also GDS 15: 5 FINANCIAL
MANAGEMENT
Various financial records issued with
1.6.1
Education Department form numbers.
1.6.2
Records relating to bids for State
Government funding maintained by
the school.
Record Examples
Requirements/
Remarks
TEMPORARY
Destroy 7 years after
last action
TEMPORARY
• Receipt book [ED002 & 004] This item supersedes
Destroy 5 years after • Classroom collection
items 11-18 of RDS
last entry
approved 27/8/1991.
summary books [ED005]
• Order books [ED074]
• Cash books - ledger system
[ED095]
• Transfer journals [ED107]
• Trial balance books [ED098]
• Ledger cards [ED124 – 126]
• Register of accountable books
[ED225]
TEMPORARY
Destroy 7 years after
last action
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General Disposal Schedule No. 22
For Public Primary and Secondary Schools – 12 November 2013
Item
No.
Function/Activity
Description
Minimum Disposal
Action
FUNCTION 1: SCHOOL ADMINISTRATION/GOVERNANCE
Records relating to bids for
1.6.3
Commonwealth Government funding
maintained by the school.
Records relating to specific grants or
1.6.4
program funding sought by a school
from the Department where the
request is successful.
Records relating to specific grants or
1.6.5
program funding sought by a school
from the Department where the
request is unsuccessful.
Records relating to fund raising
1.6.6
events held to generate money to
supplement the school’s government
budget allocation.
Records relating to student and
1.6.7
teacher travel subsidies for
excursions.
See also below item 4.8.2.
TEMPORARY
Destroy 7 years after
last action
TEMPORARY
•
Destroy 7 years after •
last action
TEMPORARY
•
Destroy 2 years after •
last action
Record Examples
Requirements/
Remarks
Applications
Reports
Applications
Reports
TEMPORARY
Destroy 5 years after
last action
TEMPORARY
•
Destroy 5 years after •
last action
Applications
Reports
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General Disposal Schedule No. 22
For Public Primary and Secondary Schools – 12 November 2013
Item
No.
Function/Activity
Description
Minimum Disposal
Action
FUNCTION 1: SCHOOL ADMINISTRATION/GOVERNANCE
Other financial records for excursions
1.6.8
relating to individual students.
1.7 Inspections
1.7.1
1.8 Media Relations
The activities associated with the
formal examination and scrutiny of
facilities, organisational structures,
teacher performance and other
aspects of the operation of schools.
Records documenting comments,
observations and recommendations
made by Inspectors of Schools.
The activities associated with
establishing a relationship between
the media and the organisation
(taken from Keyword AAA: A
Thesaurus of General
Administrative Terms).
See also GDS 15: 1.69
COMMUNITY RELATIONS –
Media Relations
Record Examples
Requirements/
Remarks
TEMPORARY
Destroy 5 years after
last action
PERMANENT
•
•
Observation Books
Inspection Reports
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General Disposal Schedule No. 22
For Public Primary and Secondary Schools – 12 November 2013
Item
No.
Function/Activity
Description
Minimum Disposal
Action
FUNCTION 1: SCHOOL ADMINISTRATION/GOVERNANCE
Records relating to information and
1.8.1
articles provided to local media by a
school.
1.9 Personnel
Administration
1.9.1
1.9.2
The activities associated with the
management of school staff.
See also GDS 15: 13 PERSONNEL
and 15 STAFF DEVELOPMENT
Records relating to the registration by
the school of teachers, student
teachers, old scholars, staff members
or contractors
Correspondence relating to personnel
administration such as special leave,
reassignment, retirement and
resignation.
PERMANENT
PERMANENT
Record Examples
Requirements/
Remarks
•
Notification of special
events, open days, etc
Lists of awards
Media releases issued
centrally are the
responsibility of Central
Office.
•
Registers
•
TEMPORARY
Retain until 2020,
retention subject to a
review at that date
Highlighted to denote
that these records may be
required for legal
proceedings. See p.4 of
Introduction for further
details.
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General Disposal Schedule No. 22
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Item
No.
Function/Activity
Description
Minimum Disposal
Action
FUNCTION 1: SCHOOL ADMINISTRATION/GOVERNANCE
Photographs of teacher groups or
1.9.3
groups of school representatives and
associated staff.
Record Examples
Requirements/
Remarks
PERMANENT
Where possible relevant
information should be
listed.
PERMANENT
Where possible relevant
information should be
listed.
Highlighted to denote
that these records may be
required for legal
proceedings. See p.4 of
Introduction for further
details.
1.9.4
Photographs of Principals or members
of the Governing Council.
1.9.5
Photographs of individual teachers
and other staff members associated
with the school.
TEMPORARY
Retain until 2020,
retention subject to a
review at that date
1.9.6
Supplementary records relating to the
entry of data into the centralised
database.
TEMPORARY
Destroy 3 months
after data is entered
•
Data entry sheets
Information collected on
these data sheets is
available on the
centralised database and
also on the Personal file
of the individual.
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General Disposal Schedule No. 22
For Public Primary and Secondary Schools – 12 November 2013
Item
No.
Function/Activity
Description
Minimum Disposal
Action
Record Examples
Requirements/
Remarks
FUNCTION 1: SCHOOL ADMINISTRATION/GOVERNANCE
1.10 Planning
The process of formulating ways in
which objectives can be achieved.
Includes determination of services,
needs and solution to those needs.
1.10.1
1.11 Policy
See also GDS 15: 16 STRATEGIC
MANAGEMENT
Records relating to School planning,
including the setting of curriculum
priorities for the school.
The activities associated with
developing and establishing
decisions, directions, and precedents
which act as a reference for future
decision making, as the basis from
which the agency’s operating
procedures are determined (taken
from Keyword AAA: A Thesaurus
of General Administrative Terms).
See also GDS 15: 16.78
STRATEGIC MANAGEMENT –
Policy
PERMANENT
•
•
•
School management plan
Strategy plans
Business plans
Copies of these plans are
sent to Central Office
and the District Office.
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General Disposal Schedule No. 22
For Public Primary and Secondary Schools – 12 November 2013
Item
No.
Function/Activity
Description
Minimum Disposal
Action
FUNCTION 1: SCHOOL ADMINISTRATION/GOVERNANCE
Policies relating to school-specific
1.11.1
matters, e.g. enrolment, code of
practice, discipline, uniforms, etc.
1.12 Property
The activities associated with
managing school property.
Record Examples
Requirements/
Remarks
Copies of these policies
are sent to Central Office
and the District Office.
PERMANENT
See also GDS 15: 13 PROPERTY
MANAGEMENT
1.12.1
1.12.2
Records relating to the use of school
facilities and/or grounds by nondepartmental organizations and
community groups for significant
historical and/or community events
and programs.
Records relating to the use of school
facilities and/or grounds by nondepartmental organisations and
community groups where approval is
given.
PERMANENT
TEMPORARY
•
Destroy 7 years after
last action
Applications from nondepartmental/community
groups
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General Disposal Schedule No. 22
For Public Primary and Secondary Schools – 12 November 2013
Item
No.
Function/Activity
Description
Minimum Disposal
Action
FUNCTION 1: SCHOOL ADMINISTRATION/GOVERNANCE
Records relating to the use of school
1.12.3
facilities and/or grounds by nondepartmental organisations and
community groups where approval is
not given.
1.13 Reporting
The processes associated with
initiating or providing a formal
response to a situation or request
(either internal, external or as a
requirement of corporate policies),
and to provide formal statements or
findings of the results of their
examination or investigations (taken
from Keyword AAA).
See also GDS 15: 16.86
STRATEGIC MANAGEMENT Reporting
TEMPORARY
•
Destroy 2 years after
last action
Record Examples
Requirements/
Remarks
Applications from nondepartmental/community
groups
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General Disposal Schedule No. 22
For Public Primary and Secondary Schools – 12 November 2013
Item
No.
Function/Activity
Description
Minimum Disposal
Action
FUNCTION 1: SCHOOL ADMINISTRATION/GOVERNANCE
Consolidated record of day-to-day
1.13.1
events in the life of the school, usually
compiled by the Principal.
1.13.2
Records relating to other reporting
activities of the school.
PERMANENT
Record Examples
•
•
TEMPORARY
•
Destroy 7 years after •
last action
•
•
•
•
1.13.3
Statistics, abstracts and returns
prepared on a term, annual or other
periodic basis.
TEMPORARY
•
Destroy 2 years after
last action
•
•
•
•
•
School journals [ED97]
Principals’ diaries
Requirements/
Remarks
This item supersedes
item 2, RDS approved
24/4/1990.
Annual financial statements
Annual budgets
Sponsorship/ partnership
records
School charters
Triennial review reports
Audit reports
Annual return of infectious
or contagious diseases
Age-grade distribution of
pupils
Class size return
Attendance return
Distribution of Studies
Abstract
Census
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General Disposal Schedule No. 22
For Public Primary and Secondary Schools – 12 November 2013
Item
No.
Function/Activity
Description
Minimum Disposal
Action
FUNCTION 1: SCHOOL ADMINISTRATION/GOVERNANCE
1.14 Reviewing
The activities involved in reevaluating or re-examining products,
processes, procedures, standards and
systems. Includes recommendations
and advice resulting from these
activities (taken from Keyword
AAA: A Thesaurus of General
Administrative Terms).
Records relating to reviews conducted
1.14.1
of individual schools operations and
management.
1.14.2
1.15 Rostering and
Timetables
1.15.1
1.15.2
Records relating to requests by
schools for name changes.
The activities associated with the
rostering of teachers and
establishing class timetables.
Records relating to teacher time
management and duty rosters.
Records relating to the compilation of
timetables.
TEMPORARY
•
Destroy 7 years after
last action
Record Examples
School Review Report files
maintained by a school
Requirements/
Remarks
This item supersedes
RDS 1387, approved
26/04/1994.
PERMANENT
TEMPORARY
•
Destroy 2 years after
last action
•
Teacher playground duties
and sporting rosters
Teacher diaries
TEMPORARY
Destroy 2 years after
last action
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General Disposal Schedule No. 22
For Public Primary and Secondary Schools – 12 November 2013
Item
No.
Function/Activity
Description
Minimum Disposal
Action
FUNCTION 1: SCHOOL ADMINISTRATION/GOVERNANCE
Copies of class timetables.
1.15.3
1.16 Schools Works and
Services
1.16.1
1.16.2
1.16.3
1.17 Site Photographs
1.17.1
The process of managing school
buildings.
See also GDS 15: 13 PROPERTY
MANAGEMENT
Records relating to investigations and
evaluations into standard heating
systems (other than electricity) for use
in educational facilities.
Records relating to requests for
information relating to heating,
including installations and operating
costs.
Records relating to school
transportation operations, ie buses.
The management and preservation of
the pictorial history of the school.
Photographs of heritage listed school
buildings.
Record Examples
Requirements/
Remarks
TEMPORARY
Destroy 2 years after
last action
TEMPORARY
Destroy 10 years
after last action
TEMPORARY
Destroy 2 years after
last action
TEMPORARY
Destroy 7 years after
last action
PERMANENT
Where possible relevant
information should be
listed.
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General Disposal Schedule No. 22
For Public Primary and Secondary Schools – 12 November 2013
Item
No.
Function/Activity
Description
Minimum Disposal
Action
FUNCTION 1: SCHOOL ADMINISTRATION/GOVERNANCE
Photographs depicting substantial
1.17.2
construction work carried out at the
school.
PERMANENT
1.17.3
Photographs depicting minor
construction work carried out at the
school.
TMEPORARY
Destroy 10 years
after date of
photograph
1.17.4
Photographs depicting substantial
restoration or enhancement of
schools, grounds and facilities.
PERMANENT
1.17.5
Photographs depicting minor
restoration and enhancements of
schools, grounds and facilities.
TEMPORARY
Destroy 10 years
after date of
photograph
Record Examples
Requirements/
Remarks
Substantial relates to
construction to the value
of $250,000 or more.
Where possible relevant
information should be
listed.
Minor relates to
construction costing less
than $250,000
Substantial relates to
restoration or
enhancement to a value
of $100,000 or more
Where possible relevant
information should be
listed.
Minor relates to
restoration or
enhancement costing less
than $100,000
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General Disposal Schedule No. 22
For Public Primary and Secondary Schools – 12 November 2013
Item
No.
Function/Activity
Description
Minimum Disposal
Action
FUNCTION 1: SCHOOL ADMINISTRATION/GOVERNANCE
Photographs of school grounds and
1.17.6
facilities.
1.17.7
1.18 Staff Performance
1.18.1
One photograph per decade of school
building, grounds and facilities.
The management of poor
performance by teachers at the
school level.
Records relating to the management
of poor performance by a teacher
where a case does not proceed or
performance improves without
requiring formal action.
TEMPORARY
Destroy 10 years
after date of
photograph
PERMANENT
Record Examples
Requirements/
Remarks
All other photographs to
be disposed of in
accordance with 1.17.1 –
1.17.6 and NAP.
Where possible relevant
information should be
listed.
TEMPORARY
Destroy 5 years after
last action
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General Disposal Schedule No. 22
For Public Primary and Secondary Schools – 12 November 2013
Item
No.
Function/Activity
Description
Minimum Disposal
Action
FUNCTION 1: SCHOOL ADMINISTRATION/GOVERNANCE
Records relating to the management
1.18.2
of poor performance by a teacher
where a case receives formal
supervision and performance
improves without requiring further
action.
Records relating to the management
1.18.3
of poor performance by a teacher
where administrative action is taken
based upon a performance evaluation
and performance improves without
requiring further action.
1.18.4
Records relating to the management
of poor performance by a teacher
where administrative action is taken
and subsequent action is taken
pursuant to the Education Act or the
teacher resigns.
Record Examples
Requirements/
Remarks
TEMPORARY
Destroy 10 years
after last action
TEMPORARY
Destroy 10 years
after last action
TEMPORARY
Destroy 75 years
after date of birth or
7 years after
separation,
whichever is later
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General Disposal Schedule No. 22
For Public Primary and Secondary Schools – 12 November 2013
Item
No.
Function/Activity
Description
Minimum Disposal
Action
FUNCTION 1: SCHOOL ADMINISTRATION/GOVERNANCE
Records relating to other cases of poor
1.18.5
performance by a teacher not covered
by items 1.18.1-1.18.4 above.
1.19 Stores and
Equipment
1.19.1
Record Examples
Requirements/
Remarks
TEMPORARY
Destroy 75 years
after date of birth or
7 years after
separation,
whichever is later
The activity of acquiring, supplying,
maintaining, repairing and disposing
of items of school equipment and
consumable items.
See also GDS 15: 3 EQUIPMENT
AND STORES for records relating
to operating Uniform Shops, Book
Shops and/or Canteens.
Records relating to the control of
issuing and returning books.
TEMPORARY
•
Destroy 7 years after
last action
School clearance forms
Page 49 of 83
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General Disposal Schedule No. 22
For Public Primary and Secondary Schools – 12 November 2013
Item
No.
Function/Activity
Description
Minimum Disposal
Action
Record Examples
Requirements/
Remarks
FUNCTION 1: SCHOOL ADMINISTRATION/GOVERNANCE
1.20 Visits to Schools
The activities involved in arranging
visits by organisations or individuals
to schools.
See also GDS 15: 1.106
COMMUNITY RELATIONS –
Visits
1.20.1
1.20.2
1.20.3
Records relating to visits to the school
by VIPs or other eminent persons, e.g.
royalty, Governor, Governor-General,
Prime Ministers, Premiers,
Government Ministers, famous sports
people, entertainers, artists and
writers.
Records relating to visits by other
persons or organisations external to
the school.
Records relating to theatrical groups
performing in schools.
PERMANENT
•
•
Visitor Books where names
of VIPs have been recorded
Visitor Registers where
names of VIPs have been
recorded
TEMPORARY
•
Destroy 2 years after •
last action
Visitor Books
Visitor Registers
TEMPORARY
•
Destroy 7 years after
last action
Applications from
theatrical groups
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General Disposal Schedule No. 22
For Public Primary and Secondary Schools – 12 November 2013
Item
No.
Function/Activity
2 SCHOOL
CURRICULUM
2.1 Distance Education
2.1.1
2.2 Evaluation
Description
Minimum Disposal
Action
The planning, development,
implementation and evaluation of
curriculum.
The activity associated with
providing education to students
unable to attend the school because
of remoteness.
See also below item 4 STUDENT
MANAGEMENT
Records relating to distance education
programs run by individual schools.
TEMPORARY
Destroy 7 years after
the program has
been superseded
Record Examples
•
•
•
•
Requirements/
Remarks
Procedures
Programs
Correspondence
Reports
The process of determining the
suitability of potential or existing
programs, items of equipment,
systems or services in relation to
meeting the needs of the given
situation. Includes ongoing
monitoring (taken from Keyword
AAA: A Thesaurus of General
Administrative Terms).
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General Disposal Schedule No. 22
For Public Primary and Secondary Schools – 12 November 2013
Item
No.
Function/Activity
Description
Minimum Disposal
Action
FUNCTION 2: SCHOOL CURRICULUM
Curriculum and subject evaluation
2.2.1
reports created by individual schools.
2.3 Implementation
TEMPORARY
•
Destroy 7 years after
last action
•
Record Examples
Requirements/
Remarks
Reports and documents
created by schools for their
own use
Copies of reports and
submission prepared for
Central Office
The activities associated with
carrying out or putting into action
plans, policies, procedures or
instructions, all of which could be
internally or externally driven.
Includes manual or automated
databases, applications or systems,
but excludes the installation of
equipment. Also include monitoring
to ensure that the implementation
goes according to schedule and that
standards are met (taken from
Keyword AAA: A Thesaurus of
General Administrative Terms).
Page 52 of 83
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General Disposal Schedule No. 22
For Public Primary and Secondary Schools – 12 November 2013
Item
No.
Function/Activity
Description
Minimum Disposal
Action
FUNCTION 2: SCHOOL CURRICULUM
Records of class programming.
2.3.1
2.3.2
2.3.3
2.4 Policy
2.4.1
Records relating to the registration of
class programs.
Records which provide information to
students on subject choices.
The activities associated with
developing and establishing
decisions, directions, and precedents
which act as a reference for future
decision making, as the basis from
which the agency’s operating
procedures are determined (taken
from Keyword AAA: A Thesaurus
of General Administrative Terms).
Records relating to school based
curriculum policy strategies, including
assessment and teaching policy
strategies.
Record Examples
TEMPORARY
•
Destroy 2 years after •
superseded
PERMANENT
•
•
Requirements/
Remarks
Teachers class programs
copies of class programs
Program registers
Lesson registers
TEMPORARY
Destroy 2 years after
superseded
PERMANENT
Page 53 of 83
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General Disposal Schedule No. 22
For Public Primary and Secondary Schools – 12 November 2013
Item
No.
Function/Activity
3 SCHOOL
PUBLICATION
3.1 Production
Description
Minimum Disposal
Action
Record Examples
Requirements/
Remarks
The production of works by schools
for distribution.
The process involved in producing
material into an end result or output,
for example a product or publication.
Includes design, layout, typesetting,
desktop publishing, printing,
binding, etc (taken from Keyword
AAA: A Thesaurus of General
Administrative Terms).
3.1.1
Records relating to the production of
school publications, e.g. drafting,
distribution and production.
3.1.2
Master copy of the school’s annual
report.
TEMPORARY
Destroy 5 years after
last action
PERMANENT
Two copies should be
deposited in accordance
with Legal Deposit
requirements.
Page 54 of 83
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General Disposal Schedule No. 22
For Public Primary and Secondary Schools – 12 November 2013
Item
No.
Function/Activity
Description
Minimum Disposal
Action
FUNCTION 3: SCHOOL PUBLICATION
School publications documenting
3.1.3
significant school events and activities
including those of historical and
cultural importance.
3.1.4
Copies of other publications produced
by the school.
PERMANENT
Record Examples
•
•
•
•
•
•
TEMPORARY
Destroy 2 years after
last action
Yearbooks
Magazines
Newsletters
Student newspaper
Language books
Community-focused
publications
Requirements/
Remarks
Retain 1 copy of each
publication permanently
for transfer to State
Records.
Where relevant ensure a
copy is lodged under the
terms of “Legal Deposit”
– See page 10 of this
schedule.
All other copies can be
disposed of when no
longer required.
Essays, booklets,
drawings or other works
produced by students are
not ‘official records’ and
therefore do not need to
be disposed of in
accordance with this
disposal schedule.
Page 55 of 83
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General Disposal Schedule No. 22
For Public Primary and Secondary Schools – 12 November 2013
Item
No.
Function/Activity
4 STUDENT
MANAGEMENT
4.1 Activities
4.1.1
Description
Minimum Disposal
Action
The function of managing
individual students throughout
their attendance at a public
primary or secondary school.
The activities associated with
managing student activities,
including community involvement.
See also below item 4.5 Student
Awards
See also GDS 15: 15 STAFF
DEVELOPMENT and GDS 15: 16
STRATEGIC MANAGEMENT for
administrative records relating to
Pupil Free days
Records of routine sport, recreation
and other extra curricular interests.
Record Examples
TEMPORARY
•
Destroy 7 years after
last action
•
•
•
•
Requirements/
Remarks
Team lists, rosters and
results
Coaching and support staff
appointments
Participant lists for other
non-curriculum activities
Student invitations to enter
competitions
Photographs
Page 56 of 83
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General Disposal Schedule No. 22
For Public Primary and Secondary Schools – 12 November 2013
Item
No.
Function/Activity
Description
Minimum Disposal
Action
FUNCTION 4: STUDENT MANAGEMENT
Records of significant achievement in
4.1.2
sport, recreation and other extra
curricular interests.
PERMANENT
Record Examples
•
•
4.1.3
4.1.4
Records relating to fundraising events
for various charities or other
community initiatives that involve the
participation of students.
Records relating to student exchanges
intra/interstate and overseas which
proceed.
•
TEMPORARY
•
Destroy 5 years after •
last action
TEMPORARY
Destroy when
student turns 25
years of age or 7
years after last
action, whichever is
later
•
•
•
Requirements/
Remarks
Records of significant
awards to students such as
state and national sporting
championships
Records of exceptional
effort or recognition gained
by students in other noncurriculum activities
Photographs
Financial records
Activity Plans
Applications
Supporting documentation
Requests for financial
assistance
Page 57 of 83
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General Disposal Schedule No. 22
For Public Primary and Secondary Schools – 12 November 2013
Item
No.
Function/Activity
Description
Minimum Disposal
Action
FUNCTION 4: STUDENT MANAGEMENT
Records relating to student exchanges
4.1.5
intra/interstate and overseas which do
not proceed.
4.1.6
Records relating to overseas
excursions by both students and
teachers that proceed.
4.1.7
Records relating to overseas
excursions by both students and
teachers that do not proceed.
4.1.8
Records of significant involvement by
parents and communities in student
activities that may include activities
of historical or cultural importance.
Record Examples
TEMPORARY
•
Destroy 2 years after •
last action
•
TEMPORARY
Destroy when
student reaches 25
years of age or 7
years after last
action, whichever is
later
TEMPORARY
Destroy 2 years after
last action
•
•
•
PERMANENT
•
•
•
•
•
Requirements/
Remarks
Applications
Supporting documentation
Requests for financial
assistance
Applications
Supporting documentation
Requests for financial
assistance
Applications
Supporting documentation
Requests for financial
assistance
Records of parent
leadership of unique
activities or events
Records of exceptional
effort by parents in
supporting activities or
events
Page 58 of 83
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General Disposal Schedule No. 22
For Public Primary and Secondary Schools – 12 November 2013
Item
No.
Function/Activity
Description
Minimum Disposal
Action
FUNCTION 4: STUDENT MANAGEMENT
Records of involvement of parents /
4.1.9
communities in relation to student
activities, including pupil free days.
Record Examples
TEMPORARY
•
Destroy 2 years after
last action
•
Circulars notifying of
events
Correspondence and
attendance acceptances
4.1.10
Records relating to permissions or
consent given by parents/caregivers
for students to attend or participate in
various out of school activities where
further action may be required due to
significant incidents.
TEMPORARY
•
Retain until 2020,
•
retention subject to a
review at that date •
Permission notes
Swimming/activity consent
forms [ED006]
Consent forms for
educational excursions
4.1.11
Records relating to permissions or
consent given by parents/caregivers
for students to attend or participate in
various out of school activities where
no further action is required.
Records relating to requests for
exemption from particular school
activities by religious groups that are
approved.
TEMPORARY
Destroy 1 year after
last action
•
•
Permission notes
Swimming/activity consent
forms [ED006]
Consent forms for
educational excursions
4.1.12
•
Requirements/
Remarks
This item supersedes
items 22 and 24.1, RDS
approved 24/4/1990.
Highlighted to denote
that these records may be
required for legal
proceedings. See p.4 of
Introduction for further
details.
This item supersedes
items 22 and 24.2, RDS
approved 24/4/1990.
PERMANENT
Page 59 of 83
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General Disposal Schedule No. 22
For Public Primary and Secondary Schools – 12 November 2013
Item
No.
Function/Activity
Description
Minimum Disposal
Action
FUNCTION 4: STUDENT MANAGEMENT
Records relating to requests for
4.1.13
exemption from particular school
activities by religious groups that are
not approved.
Records relating to investigations into
4.1.14
safety at campsites, equipment, etc
4.1.15
Records relating to general enquiries
and investigation into liability of a
school on school outings.
4.1.16
Records relating to offers by outside
organisations to a school for camps,
excursions, etc where the offer is
accepted.
Records relating to offers by outside
organisations to a school for camps,
excursions, etc where the offer is not
accepted.
4.1.17
Record Examples
Requirements/
Remarks
TEMPORARY
Destroy 5 years after
last action
TEMPORARY
•
Destroy 7 years after •
use ceases
TEMPORARY
Destroy 7 years after
last action
Reports
Photographs
TEMPORARY
Destroy 7 years after
use of facility ceases
TEMPORARY
Destroy 2 years after
last action
Page 60 of 83
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General Disposal Schedule No. 22
For Public Primary and Secondary Schools – 12 November 2013
Item
No.
Function/Activity
Description
Minimum Disposal
Action
FUNCTION 4: STUDENT MANAGEMENT
Other records relating to visits
4.1.18
undertaken by students of the school,
including excursions and school
camps.
TEMPORARY
Destroy 1 year after
last action
Record Examples
•
•
•
•
•
•
4.1.19
Whole-of-school or end of year
photographs.
PERMANENT
4.1.20
Class photographs.
PERMANENT
4.1.21
Photographs of individual students.
TEMPORARY
Retain until 2020,
retention subject to a
review at that date
Requirements/
Remarks
Excursion records
Advice to parents/care
givers
Costs and approval letters
Administrative and travel
details
Requests for approvals for
schools to attend or
participate in activities
Photographs
Where possible relevant
information should be
listed.
Where possible relevant
information should be
listed.
Highlighted to denote
that these records may be
required for legal
proceedings. See p.4 of
Introduction for further
details.
Page 61 of 83
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General Disposal Schedule No. 22
For Public Primary and Secondary Schools – 12 November 2013
Item
No.
Function/Activity
Description
Minimum Disposal
Action
FUNCTION 4: STUDENT MANAGEMENT
4.2 Admissions
The activities connected with student
admission, enrolment and transition,
including student census and legal
measures associated with the
management of individual students.
Student admission records created
4.2.1
before the commencement of the
central student database, which
register details of individual student
admission including personal and
enrolment details.
4.2.2
Student admission records, including
history of changes, either managed
separately or contained in the central
student database, which register
details of individual student
admission, including personal and
enrolment details.
PERMANENT
Record Examples
•
PERMANENT
Admission Registers
[ED047]
Requirements/
Remarks
This item supersedes
item 1, RDS approved
24/4/1990.
Schools are responsible
for printing out yearly
student admission reports
from the central student
database.
Page 62 of 83
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General Disposal Schedule No. 22
For Public Primary and Secondary Schools – 12 November 2013
Item
No.
Function/Activity
Description
Minimum Disposal
Action
FUNCTION 4: STUDENT MANAGEMENT
Forms which support student
4.2.3
admission.
Record Examples
TEMPORARY
•
Retain until 2020,
retention subject to a •
review at that date •
•
4.2.4
Records relating to the transfer of
students between schools.
TEMPORARY
Retain until 2020,
retention subject to a
review at that date
4.2.5
Beginning and end of year aggregate
reports of student enrolment either
managed separately or contained in
the central student database, for each
year by assessment recording method,
key learning areas, school, school
district and statewide categories.
TEMPORARY
Retain until 2020,
retention subject to a
review at that date
•
•
•
•
Requirements/
Remarks
This item supersedes
items 15 and 23, RDS
approved 24/4/1990.
Highlighted to denote
that these records may be
required for legal
proceedings. See p.4 of
Introduction for further
details.
This item supersedes
Student transfer forms
Transition summary reports items 18-20, RDS
approved 24/4/1990.
Transfer reports [ED111]
Highlighted to denote
Pupil transfer advices
that these records may be
[ED046]
required for legal
proceedings. See p.4 of
Introduction for further
details.
Highlighted to denote
that these records may be
required for legal
proceedings. See p.4 of
Introduction for further
details.
Enrolment forms/returns
[ED045]
Admission forms
Applications for enrolment
in year 8 [ED176]
Pre/after school care forms
Page 63 of 83
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General Disposal Schedule No. 22
For Public Primary and Secondary Schools – 12 November 2013
Item
No.
Function/Activity
Description
Minimum Disposal
Action
FUNCTION 4: STUDENT MANAGEMENT
Records of requests for changes to
4.2.6
personal information either managed
separately or contained in the central
student database.
Records of routine enquiries relating
4.2.7
to enrolment and admission and the
provision of routine information.
4.3 Assessment/
The activities associated with
Examination/
managing and monitoring student
Achievement
assessment and achievement at
school.
See also below item 4.4 Attendance
and item 4.9 Cases (Pupil Record
Folders)
Record Examples
Requirements/
Remarks
TEMPORARY
Destroy 1 year after
last action
TEMPORARY
Destroy 1 year after
last action
Page 64 of 83
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General Disposal Schedule No. 22
For Public Primary and Secondary Schools – 12 November 2013
Item
No.
Function/Activity
Description
Minimum Disposal
Action
FUNCTION 4: STUDENT MANAGEMENT
Records of assessment and
4.3.1
achievement at school for individual
indigenous students where an
education program or school is
specifically directed and provided to
Aboriginal and Torres Strait Islander
children. Includes records created
before the commencement of the
central student database, records not
contained in the database and/or
records contained in the central
database.
Records of assessment and
4.3.2
achievement at school created before
the commencement of the central
student database or not contained in
the database for individual students.
PERMANENT
Record Examples
•
•
•
•
•
•
TEMPORARY
•
Retain until 2020,
•
retention subject to a
review at that date •
•
Requirements/
Remarks
VG2 Cards
Student achievement
records [ED122]
School copy of School
Leaver Statements
Pupil progress reports
Examination registers
[ED106]
Central Student Database
This item supersedes
items 3, 4, 5, 6, 16 and
27, RDS approved
24/4/1990; items 1, 2 and
4, RDS 1453.
VG2 Cards
Student achievement
records [ED122]
Pupil Progress Reports
Examination Registers
[ED106]
This item supersedes
items 3, 4, 5, 6, 16 and
27, RDS approved
24/4/1990; items 1, 2 and
4, RDS 1453.
Highlighted to denote
that these records may be
required for legal
proceedings. See p.4 of
Introduction for further
details.
Page 65 of 83
Effective: 12 November 2013 to 30 June 2020
Version 3
General Disposal Schedule No. 22
For Public Primary and Secondary Schools – 12 November 2013
Item
No.
Function/Activity
Description
Minimum Disposal
Action
FUNCTION 4: STUDENT MANAGEMENT
Records of individual student
4.3.3
assessment and achievement held by
schools and also contained in the
central student database.
4.3.4
4.3.5
TEMPORARY
•
Retain until 2020,
retention subject to a
review at that date
Beginning and end of year aggregate
TEMPORARY
reports of student enrolment contained
Retain until 2020,
in the central student database, for
retention subject to a
each year by assessment recording
review at that date
method, key learning areas, school,
school district and statewide
categories.
Copies of student assessment reports
TEMPORARY
•
and certificates provided to
Retain until 2020,
parents/care givers.
retention subject to a
review at that date
Record Examples
Requirements/
Remarks
Central Student Database
Highlighted to denote
that these records may be
required for legal
proceedings. See p.4 of
Introduction for further
details.
Highlighted to denote
that these records may be
required for legal
proceedings. See p.4 of
Introduction for further
details.
School Leaver Statements
This item supersedes
item 5, RDS approved
24/4/1990; item 3, RDS
1453.
Highlighted to denote
that these records may be
required for legal
proceedings. See p.4 of
Introduction for further
details.
Page 66 of 83
Effective: 12 November 2013 to 30 June 2020
Version 3
General Disposal Schedule No. 22
For Public Primary and Secondary Schools – 12 November 2013
Item
No.
Function/Activity
Description
Minimum Disposal
Action
FUNCTION 4: STUDENT MANAGEMENT
Copies of records of internal
4.3.6
assessment and award
recommendations submitted to
SSABSA.
Record Examples
Highlighted to denote
that these records may be
required for legal
proceedings. See p.4 of
Introduction for further
details.
TEMPORARY
Retain until 2020,
retention subject to a
review at that date
4.3.7
Records used in assessing students.
TEMPORARY
•
Destroy 3 years after •
last action
•
•
•
•
•
4.3.8
Copies of references provided for
students.
TEMPORARY
Retain until 2020,
retention subject to a
review at that date
Requirements/
Remarks
Student examination books
Answer sheets
Student journals
Weekly report books
Mark books
Class lists
Examination and test
papers
Highlighted to denote
that these records may be
required for legal
proceedings. See p.4 of
Introduction for further
details.
Page 67 of 83
Effective: 12 November 2013 to 30 June 2020
Version 3
General Disposal Schedule No. 22
For Public Primary and Secondary Schools – 12 November 2013
Item
No.
Function/Activity
Description
Minimum Disposal
Action
FUNCTION 4: STUDENT MANAGEMENT
Records relating to system wide
4.3.9
assessments (basic skills tests).
4.3.10
4.4 Attendance
TEMPORARY
•
Retain until 2020,
retention subject to a
review at that date
Records relating to individual students
TEMPORARY
for system wide assessments (basic
Retain until 2020,
skills tests).
retention subject to a
review at that date
Record Examples
Standardised achievement
tests
Requirements/
Remarks
This item supersedes
item 28, RDS approved
24/4/1990.
Highlighted to denote
that these records may be
required for legal
proceedings. See p.4 of
Introduction for further
details.
Highlighted to denote
that these records may be
required for legal
proceedings. See p.4 of
Introduction for further
details.
The activities associated with
managing student absences and
attendance.
See also above item 4.3 Assessment/
Examination/Achievement and
below item 4.9 Cases (Pupil Record
Folders)
Page 68 of 83
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General Disposal Schedule No. 22
For Public Primary and Secondary Schools – 12 November 2013
Item
No.
Function/Activity
Description
Minimum Disposal
Action
FUNCTION 4: STUDENT MANAGEMENT
Records relating to attendance for
4.4.1
individual indigenous students where
an education program or school is
specifically directed and provided to
Aboriginal and Torres Strait Islander
children. Includes records created
before the commencement of the
central student database, records not
contained in the database and/or
records contained in the central
database.
Records relating to attendance created
4.4.2
before commencement of the central
student database.
PERMANENT
Record Examples
•
•
•
•
•
•
TEMPORARY
Retain until 2020,
retention subject to a
review at that date
•
•
•
•
•
•
Requirements/
Remarks
Attendance registers
Roll books [ED123]
Grade rolls
Certificates of attendance
Notice of non-attendance
[ED170]
Report of unsatisfactory
school attendance [ED171]
Attendance registers
Roll books [ED123]
Grade rolls
Certificates of attendance
Notice of non-attendance
[ED170]
Report of unsatisfactory
school attendance [ED171]
This item supersedes
items 10, 11 and 14,
RDS approved
24/4/1990; RDS 1392.
Highlighted to denote
that these records may be
required for legal
proceedings. See p.4 of
Introduction for further
details.
Page 69 of 83
Effective: 12 November 2013 to 30 June 2020
Version 3
General Disposal Schedule No. 22
For Public Primary and Secondary Schools – 12 November 2013
Item
No.
Function/Activity
Description
Minimum Disposal
Action
FUNCTION 4: STUDENT MANAGEMENT
Individual student attendance records
4.4.3
held by schools, either managed
separately or contained in the central
student database.
TEMPORARY
Retain until 2020,
retention subject to a
review at that date
4.4.4
Correspondence relating to
absenteeism.
TEMPORARY
Retain until 2020,
retention subject to a
review at that date
4.4.5
End of year aggregate reports of
student enrolment either managed
separately or contained in the central
student database, for each year by
various categories.
TEMPORARY
Retain until 2020,
retention subject to a
review at that date
Record Examples
Requirements/
Remarks
Highlighted to denote
that these records may be
required for legal
proceedings. See p.4 of
Introduction for further
details.
Highlighted to denote
that these records may be
required for legal
proceedings. See p.4 of
Introduction for further
details.
Categories include;
assessment recording
method, key learning
areas, school, school
district and statewide
categories.
Highlighted to denote
that these records may be
required for legal
proceedings. See p.4 of
Introduction for further
details.
Page 70 of 83
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Version 3
General Disposal Schedule No. 22
For Public Primary and Secondary Schools – 12 November 2013
Item
No.
Function/Activity
Description
Minimum Disposal
Action
FUNCTION 4: STUDENT MANAGEMENT
4.5 Awards
The activities associated with
academic awards won by students.
See also above item 4.1 Activities
Records relating to academic awards
4.5.1
received by individual students.
4.5.2
4.5.3
4.5.4
4.6 Behaviour/Discipline
4.6.1
Records relating to appointment of
school captains and prefects.
Records relating to the appointment of
dux.
Lists and summaries of recipients of
various academic awards.
The activities associated with student
behaviour management.
Records of policies created at the
individual school level relating to
student behaviour and/or discipline.
Record Examples
Highlighted to denote
that these records may be
required for legal
proceedings. See p.4 of
Introduction for further
details.
TEMPORARY
Retain until 2020,
retention subject to a
review at that date
PERMANENT
Requirements/
Remarks
•
Registers of school
captains and prefects
PERMANENT
PERMANENT
PERMANENT
Page 71 of 83
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General Disposal Schedule No. 22
For Public Primary and Secondary Schools – 12 November 2013
Item
No.
Function/Activity
Description
Minimum Disposal
Action
FUNCTION 4: STUDENT MANAGEMENT
Records of significant events, cases,
4.6.2
activities or vandalism, which may
include student suspensions or
expulsions.
4.6.3
Records of significant events, cases or
activities where student is prosecuted
through the Court.
Record Examples
Requirements/
Remarks
TEMPORARY
•
Retain until 2020,
retention subject to a
review at that date
•
•
•
•
Records of school contact
& correspondence with
parties involved including
external agencies
Behavioural plans
Review panel reports
Expulsion reports
EDSAS Behavioural
Report
Highlighted to denote
that these records may be
required for legal
proceedings. See p.4 of
Introduction for further
details.
TEMPORARY
•
Retain until 2020,
retention subject to a
review at that date
•
•
Records of school contact
& correspondence with
parties involved including
external agencies
Behavioural plans
Court orders, statutory
declarations & associated
correspondence
Review panel reports
Expulsion reports
EDSAS Behavioural
Report
Highlighted to denote
that these records may be
required for legal
proceedings. See p.4 of
Introduction for further
details.
•
•
•
Page 72 of 83
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Version 3
General Disposal Schedule No. 22
For Public Primary and Secondary Schools – 12 November 2013
Item
No.
Function/Activity
Description
Minimum Disposal
Action
FUNCTION 4: STUDENT MANAGEMENT
Records of routine events, cases or
4.6.4
activities.
Record Examples
Requirements/
Remarks
TEMPORARY
•
Retain until 2020,
retention subject to a
review at that date •
Records of admonitions
and associated
correspondence
EDSAS Behavioural
Report
TEMPORARY
•
Retain until 2020,
retention subject to a
review at that date
Circulars and
correspondence
Highlighted to denote
that these records may be
required for legal
proceedings. See p.4 of
Introduction for further
details.
Highlighted to denote
that these records may be
required for legal
proceedings. See p.4 of
Introduction for further
details.
This item supersedes
item 7, RDS approved
24/4/1990.
4.6.5
Records relating to the provision of
information concerning behaviour and
discipline within the school.
4.6.6
Records relating to the registration of
disciplinary action or punishment.
PERMANENT
•
Punishment books and
registers
4.6.7
Summary records relating to
agreements between schools and
students regarding behaviour.
The activities associated with
students that board at a school.
See also other entries under item 4
STUDENT MANAGEMENT
PERMANENT
•
•
Temperance books
Pledge books
4.7 Boarding
Page 73 of 83
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General Disposal Schedule No. 22
For Public Primary and Secondary Schools – 12 November 2013
Item
No.
Function/Activity
Description
Minimum Disposal
Action
FUNCTION 4: STUDENT MANAGEMENT
Records relating to the logging in and
4.7.1
out of students from the Boarding
House.
4.8 Career
Advice/Counselling
4.8.1
4.8.2
4.8.3
The activities associated with the
provision of career advice,
information, services and events, etc.
Records relating to careers
counselling and advice.
Records relating to the registration of
student work experience placements.
Records relating to student work
experience placements.
Record Examples
TEMPORARY
•
Retain until 2020,
retention subject to a
review at that date
TEMPORARY
Destroy 1 year after
student leaves
school
PERMANENT
Sign-in registers
•
Work experience register
TEMPORARY
•
Retain until 2020,
retention subject to a •
review at that date
•
•
Work experience
agreement forms
Work experience
applications
Teacher evaluation forms
Employers reports
Requirements/
Remarks
Highlighted to denote
that these records may be
required for legal
proceedings. See p.4 of
Introduction for further
details.
This item supersedes
item 9, RDS approved
24/4/1990.
Highlighted to denote
that these records may be
required for legal
proceedings. See p.4 of
Introduction for further
details.
Page 74 of 83
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Version 3
General Disposal Schedule No. 22
For Public Primary and Secondary Schools – 12 November 2013
Item
No.
Function/Activity
Description
Minimum Disposal
Action
FUNCTION 4: STUDENT MANAGEMENT
4.9 Cases (Pupil Record The activities involved in
Folders)
maintaining personal information
about individual students for a range
of student management activities.
See also above item 4.3 Assessment/
Examination/Achievement and item
4.4 Attendance
Case files of individual indigenous
4.9.1
students where an education program
or school is specifically directed and
provided to Aboriginal and Torres
Strait Islander children.
Cases files of individual students.
4.9.2
PERMANENT
Record Examples
•
•
Pupil record folders
[ED043]
Pupil record cover sheets
[ED044]
TEMPORARY
•
Retain until 2020,
retention subject to a •
review at that date
Pupil record folders
[ED043]
Pupil record cover sheets
[ED044]
Requirements/
Remarks
Highlighted to denote
that these records may be
required for legal
proceedings. See p.4 of
Introduction for further
details.
Page 75 of 83
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Version 3
General Disposal Schedule No. 22
For Public Primary and Secondary Schools – 12 November 2013
Item
No.
Function/Activity
Description
Minimum Disposal
Action
FUNCTION 4: STUDENT MANAGEMENT
4.10 Financial Assistance The activities associated with
providing financial assistance to
individual students.
Records relating to provision of
4.10.1
financial assistance to individual
students.
4.10.2
Records relating to various types of
travelling allowance for students.
Record Examples
Requirements/
Remarks
TEMPORARY
•
Retain until 2020,
retention subject to a
review at that date •
Applications for
Government Assistance
[ED003]
School Cards
TEMPORARY
•
Retain until 2020,
retention subject to a
review at that date
Applications for student
travelling allowance
[ED226, 227 & 228]
This item supersedes
item 12, RDS approved
24/4/1990; item 1, RDS
approved 27/8/1991.
Highlighted to denote
that these records may be
required for legal
proceedings. See p.4 of
Introduction for further
details.
This item supersedes
item 25, RDS approved
24/4/1990; RDS 1460.
Highlighted to denote
that these records may be
required for legal
proceedings. See p.4 of
Introduction for further
details.
Page 76 of 83
Effective: 12 November 2013 to 30 June 2020
Version 3
General Disposal Schedule No. 22
For Public Primary and Secondary Schools – 12 November 2013
Item
No.
Function/Activity
Description
Minimum Disposal
Action
FUNCTION 4: STUDENT MANAGEMENT
Records relating to the registration of
4.10.3
financial assistance provided to
students.
4.11 Health and Safety
4.11.1
Record Examples
Requirements/
Remarks
TEMPORARY
•
Retain until 2020,
retention subject to a
review at that date
Register of school cards
This item supersedes
item 2, RDS approved
27/8/1991.
Highlighted to denote
that these records may be
required for legal
proceedings. See p.4 of
Introduction for further
details.
TEMPORARY
•
Retain until 2020,
retention subject to a
review at that date •
School copies of Accident
and hazards reports
[ED155]
School copies of Incident
reports
This item supersedes
item 8, RDS approved
24/4/1990.
Highlighted to denote
that these records may be
required for legal
proceedings. See p.4 of
Introduction for further
details.
The activities associated with
managing student health, safety,
welfare and wellbeing.
Se also GDS 15: 11
OCCUPATIONAL HEALTH &
SAFETY
Reports of student accidents, injuries
and incidents, including records held
in the central reporting system and
records created before
commencement of the central
electronic reporting system.
Page 77 of 83
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General Disposal Schedule No. 22
For Public Primary and Secondary Schools – 12 November 2013
Item
No.
Function/Activity
Description
Minimum Disposal
Action
FUNCTION 4: STUDENT MANAGEMENT
Records relating to the registration of
4.11.2
accidents, injuries, incidents or
illness.
TEMPORARY
Retain until 2020,
retention subject to a
review at that date
Record Examples
•
•
•
•
4.11.3
Records relating to suspected abuse
sustained at home and in which the
school takes action or becomes
involved.
TEMPORARY
•
Retain until 2020,
•
retention subject to a
review at that date
4.11.4
Records of student health and hygiene
matters created at the school level,
including dental health checks,
vaccinations/immunisations and
administration of medication.
TEMPORARY
Retain until 2020,
retention subject to a
review at that date
4.11.5
Records relating to the registration of
vaccinations and immunisations.
TEMPORARY
Destroy 60 years
after last entry
•
Accident registers
First aid registers
Infectious diseases registers
Sick bay registers
Reports
Correspondence with
FAYS, SAPOL, etc
Requirements/
Remarks
Highlighted to denote
that these records may be
required for legal
proceedings. See p.4 of
Introduction for further
details.
Highlighted to denote
that these records may be
required for legal
proceedings. See p.4 of
Introduction for further
details.
Highlighted to denote
that these records may be
required for legal
proceedings. See p.4 of
Introduction for further
details.
Registers
Page 78 of 83
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Version 3
General Disposal Schedule No. 22
For Public Primary and Secondary Schools – 12 November 2013
Item
No.
Function/Activity
Description
Minimum Disposal
Action
FUNCTION 4: STUDENT MANAGEMENT
Records providing summary health
4.11.6
data relating to vaccination /
immunisation programs.
4.11.7
Records relating to a student’s
medical or psychiatric condition,
including referrals, interventions,
recommendations and plans.
Record Examples
TEMPORARY
Destroy 7 years after
action completed
TEMPORARY
•
Retain until 2020,
retention subject to a •
review at that date •
•
•
4.11.8
Records relating to the interagency
referral process for individual
students.
Requirements/
Remarks
TEMPORARY
•
Retain until 2020,
retention subject to a
review at that date
This item supersedes
item 4, RDS approved
27/8/1991; item 1 of
RDS 1392.
Highlighted to denote
that these records may be
required for legal
proceedings. See p.4 of
Introduction for further
details.
Interagency referral process This item supersedes
item 5, RDS approved
student records
27/8/1991.
Highlighted to denote
that these records may be
required for legal
proceedings. See p.4 of
Introduction for further
details.
Medical / psychiatric
reports
Student Services Files
Guidance and Speech
Pathology
Health Management Plans
School Counsellor records
Page 79 of 83
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Version 3
General Disposal Schedule No. 22
For Public Primary and Secondary Schools – 12 November 2013
Item
No.
Function/Activity
Description
Minimum Disposal
Action
FUNCTION 4: STUDENT MANAGEMENT
Records relating to the maintenance
4.11.9
of information to assist student
management during the period of
enrolment.
4.11.10
4.11.11
4.12 Home Schooling
Records created at the school level
relating to preventative measures
taken in the management of student
health and safety.
Copies of Central Office records
relating to student health and safety,
including preventative measures.
The activities associated with
students that seek exemption to be
schooled from home.
See also other entries under item 4
STUDENT MANAGEMENT
Record Examples
TEMPORARY
•
Retain until 2020,
retention subject to a •
review at that date
•
Emergency contact
forms/cards
Confidential Information
Cards [EG1, VG1]
Student information forms
Requirements/
Remarks
This item supersedes
items 21 and 26, RDS
approved 24/4/1990;
items 7 and 8, RDS
approved 27/8/1991.
Highlighted to denote
that these records may be
required for legal
proceedings. See p.4 of
Introduction for further
details.
TEMPORARY
Destroy 7 years after
last action
TEMPORARY
Destroy 3 months
after superseded
•
School copies of reports
held in the central reporting
system
Page 80 of 83
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General Disposal Schedule No. 22
For Public Primary and Secondary Schools – 12 November 2013
Item
No.
Function/Activity
Description
Minimum Disposal
Action
FUNCTION 4: STUDENT MANAGEMENT
Records relating to home schooling of
4.12.1
individuals. May include general
information of the individual
applicant (e.g. name, age, address,
enrolled school, etc), application for
exemption details, correspondence
regarding approval/non-approval and
attendance issues, etc.
4.13 Out of School Hours
Care
4.13.1
4.13.2
The activities associated with
providing care facilities to students
outside of school hours. Includes
vacation care and pupil free days.
See also other entries under item 4
STUDENT MANAGEMENT
See also other entries under item 1
SCHOOL ADMINISTRATION/
GOVERNANCE
Records relating to the registration of
students attending Out of School
Hours Care.
Records relating to programs and
activities devised and implemented
for students attending Out of School
Hours Care.
TEMPORARY
•
Retain until 2020,
retention subject to a
review at that date
Record Examples
Requirements/
Remarks
Home Schooling Files
This item supersedes
item 1, RDS 14/1998
approved 15/9/1998.
Highlighted to denote
that these records may be
required for legal
proceedings. See p.4 of
Introduction for further
details.
•
Sign-in books
TEMPORARY
•
Destroy 7 years after
superseded
Activity plans
PERMANENT
Page 81 of 83
Effective: 12 November 2013 to 30 June 2020
Version 3
General Disposal Schedule No. 22
For Public Primary and Secondary Schools – 12 November 2013
Item
No.
Function/Activity
Description
Minimum Disposal
Action
FUNCTION 4: STUDENT MANAGEMENT
Records relating to the observation of
4.13.3
students.
4.14 Special Education
Programs
TEMPORARY
Retain until 2020,
retention subject to a
review at that date
Record Examples
Requirements/
Remarks
Highlighted to denote
that these records may be
required for legal
proceedings. See p.4 of
Introduction for further
details.
The activities associated with
education programs specifically
directed and provided to students
with learning difficulties or physical
disabilities.
See GDS 15: 13 PROPERTY
MANAGEMENT for records
relating to changes/modifications to
facilities to accommodate students
with disabilities
See also other entries under item 4
STUDENT MANAGEMENT
Page 82 of 83
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Version 3
General Disposal Schedule No. 22
For Public Primary and Secondary Schools – 12 November 2013
Item
No.
Function/Activity
Description
Minimum Disposal
Action
FUNCTION 4: STUDENT MANAGEMENT
Records relating to the management
4.14.1
of individual students with learning
difficulties or physical disabilities.
TEMPORARY
•
Retain until 2020,
•
retention subject to a
review at that date
Record Examples
Student work plans
Referrals
4.14.2
Records relating to the provision of
transportation services for students
with special needs.
TEMPORARY
•
Retain until 2020,
retention subject to a
review at that date
Verification forms
4.14.3
Records relating to the provision of
off-site care including the use of
respite accommodation.
TEMPORARY
•
Retain until 2020,
retention subject to a
review at that date
Respite Forms
4.14.4
Records relating to the observation of
students.
TEMPORARY
•
Retain until 2020,
retention subject to a
review at that date
Observation Reports
Requirements/
Remarks
Highlighted to denote
that these records may be
required for legal
proceedings. See p.4 of
Introduction for further
details.
Highlighted to denote
that these records may be
required for legal
proceedings. See p.4 of
Introduction for further
details.
Highlighted to denote
that these records may be
required for legal
proceedings. See p.4 of
Introduction for further
details.
Highlighted to denote
that these records may be
required for legal
proceedings. See p.4 of
Introduction for further
details.
Page 83 of 83
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Version 3