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Summary matrix of retention and disposal requirements

The following matrix provides a high level summary of the common types of records that are contained within University information systems. Each box links to the relevant detailed section of the University's Retention and Disposal Authority, which is sourced from the Public Records Office of Victoria. This matrix is designed as a guide only and does not represent all of the University's records. If you cannot locate the records you are interested in below, or you cannot access the matrix, search the Retention and Disposal Authority, or contact the University Archives for advice.


Records to be kept
permanently
(Retain Permanently - RP)
Records to be kept
50-100 years

(50-100)
Records to be kept
10-20 years

(10-20)
Records to be kept
2-7 years

(Short Term - ST)

 

Agreements - significant


(RP)
Intellectual property



(RP)
Policy



(RP)
Research collaboration with outside parties

(RP)
Summary student records


(RP)
 
Building construction or significant refurbishment
(RP)
Litigation - significant


(RP)
Property purchase and sale


(RP)
Summary staff records


(RP)
Transactions with staff


(50-100)
Monitoring of hazardous substances

(10-20)
Course
accreditation


(RP)
Legal advice on significant or controversial matters
(RP)
Register of grievances


(RP)
Serious OHS accidents or incidents

(50-100)
Litigation - minor



(10-20)
Insurance



(ST)
Course materials given to students


(RP)
Monash scholarships, prizes, awards

(RP)
Register of hazardous substances

(50-100)
Legal advice - routine


(10-20)
Financial transactions


(ST)
Operational matters



(ST)
Governance



(RP)
Asbestos



(50-100)
Discipline matters



(10-20)
Auditing



(ST)
Less serious OHS incidents or claims


(ST)
  Building renovations



(10-20)
Alumni



(ST)
Leases, minor agreements


(ST)
Transactions with students


(ST)