Retention register system lookup

Retention register - system lookup

This resource has been developed to assist University system owners and users to understand the minimum retention requirements for corporate records stored in a specific system, with a focus on Personally Identifiable Information (PII) and Protected Health Information (PHI) records. The University is required under the State Records Act 1997 to manage our records in line with the General Disposal Schedules and appropriate destruction procedures.

For approval to destroy records please submit a request to the Records Team

The retention period listed is the minimum retention period; records may be kept longer to suit business needs.

Please note this is not a comprehensive guide and is being updated regularly.

If your system or record type is not listed below please contact the Records Team in the Library who will be able to advise you on record retention and best practice.

_{*Last update: 20 November 2024}

System	Document type	Minimum Retention period	Notes and Record Examples
Azure	Records relating to the monitoring of program outcomes.	5 years	Statistical information, Reports, Compliance records
CareerHub	General information relating to the collection and dissemination of careers information.	1 year*	interaction with providers and employers, employment opportunities, seminars and mentoring
CellOPark	Records relating to the application and supply of parking permits.	1 Year
Dayforce aPay	Records relating to employee salaries	7 years	Salaries, Attendance time sheets, Certificates, Attendance records, Allowances, Superannuation contributions
Dayforce aPay	Records relating to taxation matters	6 years	FBT, BAS, Certificates, Tax payment , PAYG, GST & Payroll tax records, Correspondence & applications to ATO
Envido	Records relating to the recruitment of Adult subjects by researchers	15 years	Including obtaining informed consent.
Envido	Records relating to the recruitment of Minors as subjects by researchers	30 years	Including obtaining informed consent.
Flinsafe	Records relating to inspections and investigations into major work health and safety hazards.	Retain permanently	Inspection or investigation reports
Flinsafe	Records relating to other work health and safety inspections and investigations.	10 years	Inspection or investigation reports
Genie Practice Management Software	Agreements or contracts not under seal (simple) with service providers.	8 years
Genie Practice Management Software	Appointment registers.	2 years
Genie Practice Management Software	Client records relating to health services. Includes client files of both adults and minors.	30 years
GlobalPay	Other records relating to the management of revenue and expenditure	5 years	Accounts payable & Accounts receivable batches, Approvals, Cheques, Receipts, Claims & payment vouchers, Cash books & journals, Statement by supplier re: ABN or PAYG withholding
InPlace	Central student files	7 years	If student information is duplicated in central system, 7 years. If not duplicated, retain for a minimum of 20 years
InPlace	Low level administrative records relating to award and non-award course/topic delivery.	3 years	Field work components, arrangements for laboratory sessions, administration of professional placements, provision of mentoring services, preparation of course/topic schedules/timetabling, workload administration
Inspire	Central student files	7 years	If student information is duplicated in central system, 7 years. If not duplicated, retain for a minimum of 20 years
Inspire	Records relating to the assessment of postgraduate theses.	7 years	If student information is duplicated in central system, destroy 7 years after action completed, then destroy. If not duplicated, retain for a minimum of 20 years
Inspire	Records relating to the handling and resolution of complaints or objections concerning assessment.	10 years	Student appeals
MS Dynamics CRM	Records relating to cases in which specific circumstances have affected a student’s grades.	10 years
NuTrip	Records documenting agency compliance with mandatory standards, statutory requirements, or procedures (includes travel itineraries).	5 years	Travel itineraries, Records relating to official inspections, Guidelines, standards, Acts, Regulations, by-laws & other compliance information
NuTrip	Records relating to taxation matters of the agency.	6 years	FBT, BAS, Certificates, Tax payment , PAYG, GST & Payroll tax records, Correspondence & applications to ATO
PRC IIT PwC web portal	Records relating to taxation matters.	6 years	FBT, BAS, Certificates, Tax payment , PAYG, GST & Payroll tax records, Correspondence & applications to ATO
PRISMS	Other central student files for award and non-award programs	7 years	Undergraduate files and post-graduate by coursework files not funded by scholarship
PRISMS	Unsuccessful applications or declined offers for admission to the University.	1 year
Raiser's Edge	Low level administrative records relating to the operation of fundraising campaigns	5 years	Contributor information, period financial reports, annual appeals for general fundraising.
Raiser's Edge	Records relating to routine donations made to the University	5 years
Raiser's Edge	Records relating to significant donations (>$50,000) to the University	Retain permanently
Raiser's Edge	Records relating to the acquisition of items for a collection by means of donations and/or bequests to the University	Retain permanently	Including money or goods, records relating to the terms and conditions of the donation or bequest.
Raiser's Edge	Records relating to the establishment and ongoing management of fundraising campaigns	Retain permanently
Serko Zeno	Records documenting agency compliance with mandatory standards, statutory requirements, or procedures	5 years	Travel itineraries, Records relating to official inspections, Guidelines, standards, Acts, Regulations, by-laws & other compliance information
StarRez	Records relating to leasing - unsuccessful applicants	30 days	SA Residential Tenancies Act 1995
StarRez	Records relating to leasing-out not under seal (simple contracts).	3 years after tenacy ends	SA Residential Tenancies Act 1995
Student Management System (SMS)	Central student files for postgraduate by research students	7 years	If student information is duplicated in central system, 7 years. If not duplicated, retain for a minimum of 20 years
Student Management System (SMS)	Central student files for students who have made major contributions to the community or notoriety	Retain permanently
Student Management System (SMS)	Consolidated register of recipients of student awards and prizes	Retain permanently
Student Management System (SMS)	Enrolment of students during the first year of a University’s establishment	Retain permanently
Student Management System (SMS)	Handling and resolution of complaints or objections concerning assessment	10 years	student appeals
Student Management System (SMS)	Honours and awards conferred on students as tokens of distinction or achievement	Retain permanently
Student Management System (SMS)	Implementation and ongoing management of applications and systems	2 years	Routine operation & usage
Student Management System (SMS)	Official results for transcript production	Retain permanently	Student cards, academic record on central electronic system
Student Management System (SMS)	Periodic, routine or system reporting used to monitor and document recurring activities	2 years	Cumulative & summary reports, Work progress reports, Backlog & production reports
Student Management System (SMS)	Register of recipients of student scholarships	Retain permanently
Student Management System (SMS)	Student fees instalment contracts and supporting documentation	7 years
Student Management System (SMS)	Student files for award and non-award programs	7 years	Undergraduate files and post-graduate by coursework files not funded by scholarship
Student Management System (SMS)	Supplementary records relating to the academic progress of students	7 years	Including degree audit and show cause
Studiosity	Records relating to marking of individual assessment components.	1 year	Assignments, examinations and essays. Includes mark sheets, recital sheets, etc.
TechOne Finance	Cardholder data relating to a purchase transaction	6 months
TechOne Finance	Master records relating to the management of revenue and expenditure	5 years	General & subsidiary ledgers, Transaction summary records, Reconciliations, Reports for checking & control of accounts payable, accounts, receivable, general ledger, Business Activity Statement, Chart of Accounts
TechOne Finance	Master summary records relating to the control of assets	10 years	Register of assets
TechOne Finance	Other records relating to the management of revenue and expenditure	5 years	Accounts payable & Accounts receivable batches, Approvals, Cheques, Receipts, Claims & payment vouchers, Cash books & journals, Statement by supplier re: ABN or PAYG withholding
TechOne Finance	Records relating to the management of banking matters	7 years
UniOne	Client records relating to counselling services	15 years	If client file includes details of a minor, retain a minimum of 30 years
UniOne	Records relating to routine arrangements with student clubs and societies.	2 years
UniOne	Records relating to the establishment and operation of University student clubs.	Retain permanently
vPermit	Records relating to the application and supply of parking permits.	1 Year
Workday	Copies of Criminal History Checks & Certificates as part of the recruitment process.	6 months	Information and certificates obtained by an individual as part of pre-engagement/pre-employment/pre-appointment process
Workday	Copies of criminal history information provided to the agency as the result of a criminal history check conducted by the Commonwealth	Maintain and dispose of in accordance with provisions of the contract or memorandum of understanding	National Police Checks, Criminal History Checks
Workday	Personnel files	100 years after date of birth
Workday	Records relating to other screening of employees or prospective employees by or on behalf of the agency.	3 years	Copies of screening checks & certificates/letters
Workday	The management of positions or roles.	7 years	Position files for ongoing & temporary positions, Applications not proceeded with
Yellowfin	Records relating to the monitoring of program outcomes.	5 years	Statistical information, Reports, Compliance records