Activity Description & Examples Retention Action Required by Staff (for hardcopy records) Drafting Records documenting the preliminary drafting process for Temporary Retain records in contracts. department/school until Destroy when administrative use has Note: Used for internal purposes only and not subject to administrative use has concluded. formal negotiations. concluded. Prior to destroying Disposal Authority Reference: records, a Records 3.3.5 (0701) form Disposal Authorisation must be completed and submitted to the Records Management Unit to gain the required approval. Only upon destruction approval being granted should records be placed in a confidential document bin for appropriate disposal. Not Under Seal Records of contracts for smaller-scale activities which are Temporary Retain records in not under seal (simple contracts). department/school until Destroy 7 years after contract has expired. Includes: contract has expired. Lodge records into the Disposal Authority Reference: records associated with the negotiation process, Federation University 3.3.4 (0701) excluding tender records. Archives on an annual basis using established procedures.
Activity Description & Examples Retention Action Required by Staff (for hardcopy records) Drafting Records documenting the preliminary drafting process for contracts. Note: Used for internal purposes only and not subject to formal negotiations. Temporary Destroy when administrative use has concluded. Disposal Authority Reference: 3.3.5 (0701) Retain records in department/school until administrative use has concluded. Prior to destroying records, a Records Disposal Authorisation form must be completed and submitted to the Records Management Unit to gain the required approval. Only upon destruction approval being granted should records be placed in a confidential document bin for appropriate disposal. Not Under Seal Records of contracts for smaller-scale activities which are not under seal (simple contracts). Includes: records associated with the negotiation process, excluding tender records. Temporary Destroy 7 years after contract has expired. Disposal Authority Reference: 3.3.4 (0701) Retain records in department/school until contract has expired. Lodge records into the Federation University Archives on an annual basis using established procedures.