Australian Capital Territory
Territory Records (Records Disposal Schedule – Tertiary Teaching and Research Records) Approval 2004 (No 1)
Notifiable instrument NI2004—337
made under the
Territory Records Act 2002, s 19 (Approval of schedules for the disposal of records)

I approve the Records Disposal Schedule – Tertiary Teaching and Research Records.

David Wardle
Director of Territory Records
1 September 2004

	

Records Disposal Schedule
Tertiary Teaching and Research Records

Introduction
Purpose
Scope
Authority
Structure and relationship to the Territory Version of Keyword AAA
Territory Version of Keyword AAA
Guidelines for use
Coverage of authority
Format of record
Electronic records
Destruction of records
Updating the Records Disposal Schedule
Assistance in using the Records Disposal Schedule
RELATED LEGISLATION
Definitions
Agency
Appraisal
Business Classification Scheme
Principal Officer
Records
Records of an Agency
Records Disposal Schedule
Records Management Program
Recordkeeping Systems
Scope Note
Sentencing
Territory Archives
Business classification scheme
EDUCATIONAL AGREEMENTS
Agreements
Arrangements
Authorisation
Compliance
Enquiries
Exhibitions
Grant funding
Joint ventures
Liaison
Reporting
Representatives
Reviewing
Submissions
RESEARCH MANAGEMENT
Advice
Agreements
Audit
Committees
Contracting out
Grant funding
Inventory
Marketing
Reporting
Research
Submissions
TEACHING AND LEARNING
Addresses (presentations)
Committees
Contracting out
Course Accreditation / Course Approval
Course Delivery
Course Development
Evaluation
Joint ventures
Learning Support
Meetings
Policy
Procedures
Quality assurance
Reporting
Research
Reviewing
Submissions
Suggestions
RECORDS DISPOSAL SCHEDULE
CLASSES FOR RETENTION AS TERRITORY ARCHIVES

Introduction
The Records Disposal Schedule – Tertiary Teaching and Research Records is the official authority for the disposal of records relating to Tertiary Teaching and Research matters. This Records Disposal Schedule acknowledges the work of Australian National University records management staff.

It is one of a series of Records Disposal Schedules authorised by the Director of Territory Records in accordance with the provisions of the Territory Records Act 2002. It is to be used in conjunction with the Territory Administrative Records Disposal Schedule (TARDiS).

Purpose
The purpose of this Records Disposal Schedule is to provide for the authorised disposal of tertiary student management records created or maintained by ACT Government agencies

Scope
This Records Disposal Schedule applies to all ACT Government agencies as defined in the Territory Records Act 2002.

It applies to records in any format, including electronic records.

Authority
The Director of Territory Records, in consultation with stakeholders and the Territory Records Advisory Council, has approved this Records Disposal Schedule for use. The schedule does not take affect until is has been incorporated into an agencies Records Management program that has been signed of by the Principal Officer of the agency.

Even so, officers using this Records Disposal Schedule should apply it with caution.  They should be aware that the authorisations for disposal are given in terms of the Territory Records Act 2002 only. Officers must not dispose of records in contravention of this Records Disposal Schedule or other requirements.

This Records Disposal Schedule will remain in force until a new schedule supersedes it or the Director of Territory Records withdraws it from use.

Structure and relationship to the Territory Version of Keyword AAA
A Records Disposal Schedule generally specifies retention periods.  That is, how long records are to be retained by the agency before being destroyed or retained as Territory Archives.

Retention periods set down in this schedule are minimum periods only and an agency may keep records for a longer period if considered necessary for business requirements. Reasons for longer retention could include legal requirements, administrative need or agency directives.  An agency must not dispose of any records where it is aware of possible legal action for which the records may be required as evidence.

The Records Disposal Schedule – Tertiary Teaching and Research Records has a hierarchical structure that reflects its arrangement according to functions and activities, rather than by subject, and its close relationship to the Territory Version of Keyword AAA.  The Records Disposal Schedule is designed to be applicable to all tertiary student management records regardless of titling conventions used, so that records, which have not been titled using the terminology represented by this Records Disposal Schedule, may still be sentenced with relative ease.
Territory Version of Keyword AAA
The Territory Version of Keyword AAA is the general administrative thesaurus produced by the Territory Records Office. The structure and terms used in this Records Disposal Schedule are closely related to those used in the Territory Version of Keyword AAA, which is based on functional analysis of business activity. This methodology (i.e. the analysis of business activity) produces a hierarchical model of an organisation's business activity.  The hierarchical model also represents a classification scheme for the records that document functions, activities and transactions.

The disposal actions listed in this Records Disposal Schedule were determined through the process of appraisal in accordance with Territory Records Office Standard for Records Management No.2 - Appraisal. Appraisal is based upon the same type of analysis of business activity employed in the classification scheme used in the Territory Version of Keyword AAA. Essentially, appraisal involves attaching record retention periods and disposal decisions (and even records creation requirements and rules) to the same classification scheme.

 Guidelines for use
Coverage of authority
The Records Disposal Schedule – Tertiary Teaching and Research Records:
•	covers all Tertiary Teaching and Research records divided into the following functions:
•	EDUCATIONAL AGREEMENTS,
•	RESEARCH MANAGEMENT, and
•	TEACHING AND LEARNING;
•	is intended to cover most tertiary Teaching and Research records common to all ACT Government agencies;
•	is intended to be used in conjunction with TARDiS;
•	specifies the minimum period records should be kept (retention periods);
•	specifies whether, upon the expiry of the retention periods, the records may be destroyed or are required as Territory Archives; and
•	is applicable to records created and maintained in any format, including electronic or formats such as microfiche.

Layout of the schedule
This Records Disposal Schedule begins with an introduction incorporating definitions and the business classification scheme. Then each of the functions and activity disposal sets or ‘disposal classes’ relating to the functions are described. These are followed by a composite list of classes designated ‘Retain as Territory Archives’. The functions and activity disposal sets show the following details:

Function 
This is the broad level business function and is displayed in bold capital letters at the top of each page. It is the highest level in the business classification scheme. It is followed by the scope note, which provides definitions of the function and a collective view of the business activities that make that function unique. 

Activity 
Activities are the processes or operations that make up the business function. They are set in bold and italics below the function statement. This is the second level of the business classification scheme. The scope of the activity encompasses all of the transactions that take place in relation to this activity. Activities can relate to many functions with the scope notes covering all of these relationships (eg the activity
‘Policy’ is linked to all of the functions. However, each function and activity set
represents a unique unit.

Entry No. 
This is the disposal class number allocated based on the function and activity set and the class number of the record. The barcode is the same as the Entry No. and may be used in an automated recordkeeping system.

Description of Records
This is the description of the records documenting the business function, activity and transactions. The descriptions can relate to one record such as a register or a group of records documenting a particular set of transactions.

Disposal Action
This is the minimum period a record must be kept for and is the trigger event from which the disposal date can be calculated. 

Format of record
This Records Disposal Schedule is applicable to any record that performs the function prescribed, irrespective of format.  Records may include:
•	cards,
•	registers,
•	files,
•	microfilm,
•	microfiche,
•	COM (computer output microfiche),
•	electronic records, including various electronic media, and 
•	any other formats.
Electronic records
Refers to records created, communicated and maintained by means of electronic equipment.  Information could be maintained/stored in a number of ways - on the database (the main database, or a special archives database); on magnetic media; on optical disks; or on separate hardcopy (paper, COM).

Electronic records must be readily accessible for the length of the specified retention period. Routine treatment (such as wiping, updating, alterations or rerecording) does constitute disposal.

Destruction of records
When the approved disposal date for the destruction of records has been reached, appropriate arrangements for their destruction should be made. It is the responsibility of each agency to ensure that its records are destroyed in a secure and appropriate manner as indicated in the agency Records Management Program.

Updating the Records Disposal Schedule
Records Disposal Schedules are reviewed and updated from time to time. For suggested amendments or alterations to this schedule please contact the Director of Territory Records.

Assistance in using the Records Disposal Schedule
Agencies requiring any assistance in the interpretation or implementation of any Records Disposal Schedule are encouraged to contact the Director of Territory Records.

RELATED LEGISLATION
The following legislation is related to the record classes covered by this Records Disposal Schedule

Administrative Appeals Tribunal Act 1989
Administrative Decisions (Judicial Review) Act 1989
Associations Incorporation Act 1991
Australian Code of Practice for Care and Use of Animals for Scientific Purposes
Business Names Act 1963
Business Names Regulations
Canberra Institute of Technology Act 1987
Commonwealth (Dept of Education, Training and Youth Affairs) National code of Practice for Registration Authorities and Providers of Education and Training to Overseas Students
Commonwealth Higher Education Funding Act 1988
Commonwealth Privacy Act 1988
Commonwealth Use of Animals for Scientific Purposes
Discrimination Act 1991
Drugs of Dependence Act 1989
Drugs of Dependence Regulations
Education Act 1937
Education Services for Overseas Students (Registration and Regulation of Providers) Act 1994
Education Services for Overseas Students (Registration and Regulation of Providers) Regulations
Evidence (Miscellaneous Provisions) Act 1991
Evidence Act 1971
Evidence Regulations
Freedom of Information Act 1989
Freedom of Information Regulations
Health and Community Care Services Act 1996
Health Records (Privacy and Access) Act 1997
Hotel School Act 1996
Landlord and Tenant Act 1899
Medical Practitioners Act 1930
Medical Services (Fees) Act 1984
Medical Treatment Act 1994
Mental Health (Treatment and Care) Act 1994
Nurses Act 1988
Occupational Health and Safety (Manual Handling) Regulations
Occupational Health and Safety Act 1989
Occupational Health and Safety Regulations 1991
Ombudsman Act 1989
Ombudsman Regulations
Poisons Act 1933
Poisons and Drugs Act 1978
Poisons and Drugs Regulations 1993
Poisons Regulations 1933
Psychologists Act 1994
Public Health Regulations 2000
Residential Tenancies Act 1997
Residential Tenancies Regulations
Royal Commissions Act 1991
Territory Records Act 2002
University of Canberra Act 1989
University of Canberra Regulations
Vocational Education and Training Act 1995
Vocational Education and Training Regulations

Definitions
Agency
The Executive, an ACT Court, the Legislative Assembly Secretariat, an administrative unit, a Board of Inquiry, a Judicial or Royal Commission, any other prescribed authority, or an entity declared under the regulations of the Territory Records Act 2002 to be an agency.

Appraisal
The process of evaluating business activities to:

•	determine which records need to be captured;
•	how long the records need to be kept to meet business needs; and
•	meet the requirements of organisational accountability and community expectations.

Business Classification Scheme
A hierarchical scheme for identifying and defining the functions, activities and transactions an agency performs in the conduct of its business, and the relationships between them.

Principal Officer
The Chief Executive of an administrative unit, or its equivalent in other types of agencies.

Records
Information created, received, and maintained as evidence and information by an organisation or person, in pursuance of legal obligations or in the transaction of business. This recorded information must be maintained or managed by the agency to provide evidence of their business activities. Records can be in written, electronic or any other form.

Records of an Agency
Records, in writing, electronic or any other form, under the control of an agency or to which it is entitled to control, kept as a record of its activities, whether it was created or received by the agency.

Records Disposal Schedule
A document approved by the Director of Territory Records, which sets out the types of records an agency must make and how long they must be kept.
Records Management Program
A document which complies with section 16 of the Territory Records Act 2002 by setting out the means by which an agency will manage its records, and is approved by the agency’s Principal Officer. 

Recordkeeping Systems
Information systems that capture, maintain and provide access to records over time. While the term is often associated with computer software, Recordkeeping Systems also encompass policies, procedures, practices and resources which are applied within an agency to ensure that full and accurate records of business activity are made and kept.

Scope Note
An explanation of terms used in describing the records and the context in which they were made and used.

Sentencing
The process of applying appraisal decisions to individual records by determining the part of a Records Disposal Schedule which applies to the record and assigning a retention period consistent with that part.

Territory Archives
Records preserved for the benefit of present and future generations. 

Business classification scheme

EDUCATIONAL AGREEMENTS
The function of establishing or developing educational agreements for mutual understandings and cooperation, whether formal or informal, between departments, divisions, faculties, schools, colleges, universities (and equivalents) or other academic organisations for the exchange of information, expertise, staff and students and for general academic cooperation including joint research in fields of mutual interest and benefit, with the implicit intention that contact and collaboration should continue.

Agreements
The processes associated with the establishment, maintenance, review and negotiation of agreements.

Arrangements
The activities involved in arranging for a journey or trip. Includes preparing travel itineraries, authorisations, entitlements etc. Also includes arrangements made for the delivery of equipment or goods and the usage made of facilities, vehicles, equipment and space.

Authorisation
The process of delegating power to authorise an action and the seeking and granting permission to undertake a requested action.

Compliance
The activities associated with complying with mandatory or optional accountability, fiscal, legal, regulatory or quality standards or requirements to which the agency is subject. Includes compliance with legislation and with national and international standards, such as the ISO 9000 series.

Enquiries
The activities associated with handling requests for information about the agency and its services by the general public, agency employees or another agency.

Exhibitions
The activities associated with using agency material in mounted displays for the purpose of informing or educating the viewer, or promoting the activities, services, projects or programs of the agency.

Grant funding
The activities associated with the application for and receipt of grants.

Joint ventures
The activities involved in managing joint operations between departments, either within the agency or with other agencies or with the government, where there is a contract, joint contribution of funds and/or time. Also includes private sector ventures with public sector organisations, and co-research or collaboration between inter-departmental units, departments or agencies.
Liaison
The activities associated with maintaining regular general contact between the agency and professional associations, professionals in related fields, other private sector organisations and community groups. Includes sharing informal advice and discussions, membership of professional associations and collaborating on projects that are not joint ventures.

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 the examination or investigation. Includes agenda, briefing, business, discussion papers, proposals, reports, reviews and returns.

Representatives
The activities associated with the nomination, appointment or resignation of individuals or groups of personnel appointed by the organisation or their co- workers as official representatives to organisations, offices, unions, workers participation committees, councils or groups. Includes organisational legal representatives.

Reviewing
The activities involved in re-evaluating or re-examining procedures, processes, products, standards and systems. Includes recommendations and advice resulting from these activities.

Submissions
The preparation and submission of a formal statement (eg report, statistics, etc) supporting a case or opinion held by the agency that is submitted to another agency, or within the agency, for the purpose of either gain or support.

RESEARCH MANAGEMENT
The function of seeking new knowledge and the adaptation of that knowledge for practical and commercial use by both staff and students. Includes pure, applied and clinical research as well as the development and commercialisation of the products of that research.

Advice
The activities associated with offering opinions by or to the agency as to an action or judgment. Includes the process of advising.

Agreements
The processes associated with the establishment, maintenance, review and negotiation of agreements.

Audit
The activities associated with officially checking financial, quality assurance and operational records to ensure they have been kept and maintained in accordance with agreed or legislated standards and correctly record the events, processes and business of the agency in a specified period. Includes compliance audits, financial audits, operational audits, recordkeeping audits, skills audits, system audits and quality assurance audits.

Committees
The activities associated with the management of committees and task forces. Includes the committee's establishment, appointment of members, terms of reference, proceedings, minutes of meetings, reports, agendas etc.

Contracting out
The activities involved in managing the performance of work or the provision of goods and services by an external contractor, vendor or consultant, or by using external bureau services. Includes outsourcing.

Grant funding
The activities associated with the application for and receipt of grants.

Inventory
The activities associated with listing and preparing lists of items and assets in the possession of the agency.

Marketing
The process of analysing, creating and selling products and services. Includes market research, sales forecasting, advertising, media releases, promotion, pricing and product evaluation.

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 the examination or investigation. Includes agenda, briefing, business, discussion papers, proposals, reports, reviews and returns.

Research
The activities involved in investigating or enquiring into a subject or area of interest in order to discover facts, principles etc. Used to support development of projects, standards, guidelines etc and the business activities of the agency in general. Includes following up enquiries relating to organisational programs, projects, working papers, literature searches etc.

Submissions
The preparation and submission of a formal statement (eg report, statistics, etc) supporting a case or opinion held by the agency that is submitted to another agency, or within the agency, for the purpose of either gain or support.

TEACHING AND LEARNING
The function of creating and communicating knowledge and research and undertaking the learning process.

Addresses (presentations)
The activity of giving addresses for training, professional, community relations or sales purposes. Includes speeches and multi-media presentations.

Committees
The activities associated with the management of committees and task forces. Includes the committee's establishment, appointment of members, terms of reference, proceedings, minutes of meetings, reports, agendas etc.

Contracting out
The activities involved in managing the performance of work or the provision of goods and services by an external contractor, vendor or consultant, or by using external bureau services. Includes outsourcing. 

Course Accreditation / Course Approval
The activities involved in seeking formal approval from relevant accrediting organisations, generally external professional bodies or government authorities, for offering particular programs of study. Also includes registration of 	programs by professional bodies, review and re-accreditation as required.

Course Delivery
The means by which teaching is conducted.

Course Development
The process of developing curricula for courses. This includes the initiation or discussion of proposals.

Evaluation
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 systems analysis and ongoing monitoring.

Exhibitions
The activities associated with using agency material in mounted displays for the purpose of informing or educating the viewer, or promoting the activities, services, projects or programs of the agency.

Joint ventures
The activities involved in managing joint operations between departments, either within the agency or with other agencies or with the government, where there is a contract, joint contribution of funds and/or time. Also includes private sector ventures with public sector organisations, and co-research or collaboration between inter-departmental units, departments or agencies.

Learning Support
The activities associated with supporting students in the learning process. Includes independent study and ongoing development of academic skills in reading, researching and writing, as well as the analysis of student learning techniques, etc.

Meetings
The activities associated with adhoc gatherings held to formulate, discuss, update or resolve issues and matters pertaining to managing the section, department or agency as a whole. Includes arrangements, agenda, taking of minutes etc. Excludes committee meetings.

Policy
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.

Procedures
Standard methods of operating laid down by an organisation according to formulated policy.

Quality assurance
The activities involved with the development, monitoring and reviewing of quality assurance programs in the agency.

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 the examination or investigation. Includes agenda, briefing, business, discussion papers, proposals, reports, reviews and returns.

Research
The activities involved in investigating or enquiring into a subject or area of interest in order to discover facts, principles etc. Used to support development of projects, standards, guidelines etc and the business activities of the agency in general. Includes following up enquiries relating to organisational programs, projects, working papers, literature searches etc.

Reviewing
The activities involved in re-evaluating or re-examining procedures, processes, products, standards and systems. Includes recommendations and advice resulting from these activities.
Submissions
The preparation and submission of a formal statement (eg report, statistics, etc) supporting a case or opinion held by the agency that is submitted to another agency, or within the agency, for the purpose of either gain or support.

Suggestions
The process of using suggestions from personnel and the public to improve the services and processes of the agency.

RECORDS DISPOSAL SCHEDULE

EDUCATIONAL AGREEMENTS
The function of establishing or developing educational agreements for mutual understandings and cooperation, whether formal or informal, between departments, divisions, faculties, schools, colleges, universities (and equivalents) or other academic organisations for the exchange of information, expertise, staff and students and for general academic cooperation including joint research in fields of mutual interest and benefit, with the implicit intention that contact and collaboration should continue.
Agreements
The processes associated with the establishment, maintenance, review and negotiation of agreements.
Entry 	Description of Records	Disposal Action
1.3.1	Records relating to educational agreements such as 	Destroy 7 years 
*1.3.1*	Letters of Intent/Agreement, Memoranda of 	after termination of	Understanding, Exchange Agreements, Exchange 	agreement
	Programs, Cooperative Exchange of services.
	[Use 
	RESEARCH MANAGEMENT - Agreements for records 
	relating specifically to research agreements.
	Use
	Territory Administrative Records Disposal Schedule -
	STAFF DEVELOPMENT - Training for records 
	relating to staff exchange programs/schemes.
	See also
	EDUCATIONAL AGREEMENTS - Joint Ventures for 
	significant Joint Venture agreements or contracts etc.]
1.3.2	Records relating to academic venture proposals where 	Destroy 2 years 
*1.3.2*	agreement was not reached or proceeded with.	after last action

EDUCATIONAL AGREEMENTS
The function of establishing or developing educational agreements for mutual understandings and cooperation, whether formal or informal, between departments, divisions, faculties, schools, colleges, universities (and equivalents) or other academic organisations for the exchange of information, expertise, staff and students and for general academic cooperation including joint research in fields of mutual interest and benefit, with the implicit intention that contact and collaboration should continue.
Arrangements
The activities involved in arranging for a journey or trip. Includes preparing travel itineraries, authorisations, entitlements etc. Also includes arrangements made for the delivery of equipment or goods and the usage made of facilities, vehicles, equipment and space.
Entry 	Description of Records	Disposal Action
1.4.1	Records of travel arrangements such as itineraries 	Destroy 7 years
*1.4.1*	relating to educational agreements.	after last action
Authorisation
The process of delegating power to authorise an action and the seeking and granting permission to undertake a requested action.
Entry 	Description of Records	Disposal Action
1.6.1	Records relating to delegations or authorisation and 	Destroy 5 years 
*1.6.1*	granting permission to undertake educational agreements.	after last action

EDUCATIONAL AGREEMENTS
The function of establishing or developing educational agreements for mutual understandings and cooperation, whether formal or informal, between departments, divisions, faculties, schools, colleges, universities (and equivalents) or other academic organisations for the exchange of information, expertise, staff and students and for general academic cooperation including joint research in fields of mutual interest and benefit, with the implicit intention that contact and collaboration should continue.

Compliance
The activities associated with complying with mandatory or optional accountability, fiscal, legal, regulatory or quality standards or requirements to which the agency is subject. Includes compliance with legislation and with national and international standards such as the ISO 9000 series.
Entry 	Description of Records	Disposal Action
1.8.1	Records relating to compliance with requirements of 	Destroy 7 years 
*1.8.1*	educational agreements.	after last action

Enquiries
The activities associated with the handling of requests for information about the agency and its services by the general public, agency employees or another agency.
Entry 	Description of Records	Disposal Action
1.13.1	Records relating to requests for information about 	Destroy 2 years 
*1.13.1*	venture programs, projects, working papers, searches etc.	after last action
	[See also 
	Territory Administrative Records Disposal Schedule -
	COMMUNITY RELATIONS - Enquiries.]

EDUCATIONAL AGREEMENTS
The function of establishing or developing educational agreements for mutual understandings and cooperation, whether formal or informal, between departments, divisions, faculties, schools, colleges, universities (and equivalents) or other academic organisations for the exchange of information, expertise, staff and students and for general academic cooperation including joint research in fields of mutual interest and benefit, with the implicit intention that contact and collaboration should continue.
Exhibitions
The activities associated with using agency material in mounted displays for the purpose of informing or educating the viewer or promoting the activities, services, projects or programs of the agency.
Entry 	Description of Records	Disposal Action
1.15.1	Records relating to exhibitions, displays etc promoting 	Destroy 3 years 
*1.15.1*	the activities, services, courses, projects or programs of 	after last action
	the agency including joint activities with academic 
	partners/collaborators and other higher education 
	institutions in the ACT eg the Annual Canberra Tertiary 
	Open Day, Careers guidance exhibitions etc.
[See also 
Territory Administrative Records Disposal Schedule -
COMMUNITY RELATIONS - Exhibitions.]	
Grant Funding
The activities associated with the application for and receipt of grants.
Entry 	Description of Records	Disposal Action
1.16.1	Records relating to applications for and management of 	Destroy 7 years 
*1.16.1*	grant funds from non-government sources specifically for 	after action 
	educational agreements. 					      completed
	[See also
	Territory Administrative Records Disposal Schedule -
	COMMUNITY RELATIONS - Grant funding.
	
1.16.2	Records relating to unsuccessful applications for grant 	Destroy 2 years *1.16.2*	funds specifically for educational agreements.	after last action
EDUCATIONAL AGREEMENTS
The function of establishing or developing educational agreements for mutual understandings and cooperation, whether formal or informal, between departments, divisions, faculties, schools, colleges, universities (and equivalents) or other academic organisations for the exchange of information, expertise, staff and students and for general academic cooperation including joint research in fields of mutual interest and benefit, with the implicit intention that contact and collaboration should continue.

Joint Ventures
The activities involved in managing joint operations between departments, either within the 
agency or with other agencies or with the government, where there is a contract, joint contribution 
of funds and/or time. Also includes private sector ventures with public sector organisations, and 
co-research or collaboration between inter-departmental units, departments or agencies.
Entry 	Description of Records	Disposal Action
1.18.2	Records relating to the management/maintenance of major	Retain as Territory 
*1.18.1*	academic joint ventures. Includes final signed versions 	Archives 
	of agreements, contracts or formal undertakings.
1.18.2	Records including working papers relating to 	Destroy 7 years 
*1.18.2*	negotiations and the establishment of major academic 	after termination of 
	joint ventures.	agreements	

Liaison
The activities associated with maintaining regular general contact between the agency and professional associations, professionals in related fields, other private sector organisations and community groups. Includes sharing informal advice and discussions, membership of professional associations and collaborating on projects that are not joint ventures.
Entry 	Description of Records	Disposal Action
1.20.1	Records relating to regular contact between parties of 	Destroy 2 years 
*1.20.1*	joint ventures, includes informal discussions.	after last action

EDUCATIONAL AGREEMENTS
The function of establishing or developing educational agreements for mutual understandings and cooperation, whether formal or informal, between departments, divisions, faculties, schools, colleges, universities (and equivalents) or other academic organisations for the exchange of information, expertise, staff and students and for general academic cooperation including joint research in fields of mutual interest and benefit, with the implicit intention that contact and collaboration should continue.
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 the examination or investigation. Includes agenda, briefing, business, discussion papers, proposals, reports, reviews and returns.
Entry 	Description of Records	Disposal Action
1.26.1	Records relating to the formal reporting of academic 	Destroy 7 years 
*1.26.1*	ventures eg finals of agenda, briefing, business, 	after termination of 
	discussion papers, proposals, reports, reviews and 	agreement
	returns.	
Representatives
The activities associated with the nomination, appointment or resignation of individuals or groups of personnel appointed by the organisation or their co-workers as official representatives to organisations, offices, unions, workers participation committees, councils or groups. Includes organisational legal representatives.
Entry 	Description of Records	Disposal Action
1.27.1	Records relating to the nomination, appointment or 	Destroy 7 years 
*1.27.1*	resignation of individuals or groups of personnel 	after last action
	involved in specific academic joint ventures.

Reviewing
The activities involved in re-evaluating or re-examining procedures, processes, products, standards and systems. Includes recommendations and advice resulting from these activities.
Entry 	Description of Records	Disposal Action
1.29.1	Records relating to reviews/examination of academic 	Destroy 3 years 
*1.29.1*	ventures.						        	     after last action

EDUCATIONAL AGREEMENTS
The function of establishing or developing educational agreements for mutual understandings and cooperation, whether formal or informal, between departments, divisions, faculties, schools, colleges, universities (and equivalents) or other academic organisations for the exchange of information, expertise, staff and students and for general academic cooperation including joint research in fields of mutual interest and benefit, with the implicit intention that contact and collaboration should continue.

Submissions
The preparation and submission of a formal statement (eg report, statistics, etc) supporting a case or opinion held by the agency that is submitted to another agency, or within the agency, for the purpose of either gain or support.
Entry 	Description of Records	Disposal Action
1.31.1	Records including working papers, formal submissions	Destroy 7 years 
*1.31.1*	 or successful submissions related to educational 	after termination of 
	agreements.	agreement
1.31.2	Records including working papers, informal submissions	Destroy 2 years
*1.31.2*	or unsuccessful submissions related to educational 	after last action
	agreements.

RESEARCH MANAGEMENT
The function of seeking new knowledge and the adaptation of that knowledge for practical and commercial use by both staff and students. Includes pure, applied and clinical research as well as the development and commercialisation of the products of that research.
Advice
The activities associated with offering opinions by or to the agency as to an action or judgement. Includes the process of advising.
Entry 	Description of Records	Disposal Action
2.2.1	Records relating to advice for the Research Management 	Destroy 2 years 
*2.2.1*	function.	after action       completed

Agreements
The processes associated with the establishment, maintenance, review and negotiation of agreements.
Entry 	Description of Records	Disposal Action
2.3.1	Records relating to final versions of agreements for the 	Destroy 7 years 
*2.3.1*	Research Management function.	after termination of 
	agreement
2.3.2	Records documenting negotiations, establishment 	Destroy 7 years 
*2.3.2*	maintenance and review of agreements.	after termination of 
	agreement
Audit
The activities associated with officially checking financial, quality assurance and operational records to ensure they have been kept and maintained in accordance with agreed or legislated standards and correctly record the events, processes and business of the agency in a specified period. Includes compliance audits, financial audits, operational audits, recordkeeping audits, skills audits, system audits and quality assurance audits.
Entry 	Description of Records	Disposal Action
2.5.1	Records relating to the planning and conduct of internal 	Destroy 5 years 
*2.5.1*	and external audits for the Research Management 	after action 
	function.  Includes liaison with the auditing body, 		      completed
	minutes of meetings, notes taken at opening and exit
	interviews, draft report and comments.	
RESEARCH MANAGEMENT
The function of seeking new knowledge and the adaptation of that knowledge for practical and commercial use by both staff and students.  Includes pure, applied and clinical research as well as the development and commercialisation of the products of that research.
Committees
The activities associated with the management of committees and task forces. Includes the committee's establishment, appointment of members, terms of reference, proceedings, minutes of meetings, reports, agendas etc.
Entry 	Description of Records	Disposal Action
2.7.1	Records relating to high-level committees with overall 	Destroy 10 years 
*2.7.1*	responsibility for making major decisions in  the 	after action 
	Research Management function.				      completed
	Includes: 
	documents establishing the committee, final versions of 
	minutes, reports, recommendations, supporting 
	documents such as briefing papers and discussion 
2.7.2	Records relating to other committees formed to consider 	Destroy 5 years 
*2.7.2*	specific matters related to research practices or 	after action 
	day-to-day administration eg Committee for Ethics in 		      completed
	Animal Experimentation. 
	Includes: 
	documents establishing the committee, final versions of 
	minutes, reports, recommendations, supporting 
	documents such as briefing papers and discussion papers.

RESEARCH MANAGEMENT
The function of seeking new knowledge and the adaptation of that knowledge for practical and 
commercial use by both staff and students.  Includes pure, applied and clinical research as well as the 
development and commercialisation of the products of that research.
Contracting out
The activities involved in managing the performance of work or the provision of goods and services by an external contractor, vendor or consultant or by using external bureau services. Includes outsourcing.
Entry 	Description of Records	Disposal Action
2.9.1	Records relating to research consultancy jobs where the 	Destroy 7 years 
*2.9.1*	tender/expression of interest etc was successful and the 	after action 
	required service was provided.				      completed
	Examples of records: 
	Registration, expressions of interest, tender 
	documentation, contracts, agreements, administrative and
2.9.2	Records relating to research consultancy jobs where the 	Destroy 1 year 
*2.9.2*	tender/expression of interest etc was unsuccessful or 	after action 
	where the required service was not provided.			     completed
	Examples of records:
	Registration, expressions of interest, tender 
	documentation, contracts, agreements, administrative and
2.9.3	Records relating to the provision of services.	Destroy 7 years 
*2.9.3*	Examples of records:	after action 
	Raw data. Progress reports, working papers, inspection 	     completed
	reports.

RESEARCH MANAGEMENT
The function of seeking new knowledge and the adaptation of that knowledge for practical and 
commercial use by both staff and students.  Includes pure, applied and clinical research as well as the 
development and commercialisation of the products of that research.
Grant Funding
The activities associated with the application for and receipt of grants.
Entry 	Description of Records	Disposal Action
2.16.1	Records relating to successful applications for grant 	Destroy 7 years 
*2.16.1*	funding from Government sources.	after action    completed
2.16.2	Records relating to successful applications for grant 	Destroy 7 years 
*2.16.2*	funding from non-government sources.	after action completed
2.16.3	Records relating to successful applications for grant 	Destroy 7 years 
*2.16.3*	funding from internal resources.	after action completed
2.16.4	Records relating to unsuccessful applications for grant 	Destroy when 
*2.16.4*	funding from any source.	reference ceases
N/A	Records relating to funding of grants for the Research 	Not Applicable
	Management function.
	[Use
	Territory Administrative Records Disposal Schedule - 
	FINANCIAL MANAGEMENT - Grant Funding for the 
	management of grant money received by the agency.

RESEARCH MANAGEMENT
The function of seeking new knowledge and the adaptation of that knowledge for practical and 
commercial use by both staff and students.  Includes pure, applied and clinical research as well as the 
development and commercialisation of the products of that research.
Inventory
The activities associated with listing and preparing lists of items and assets in the possession of the agency.
Entry 	Description of Records	Disposal Action
2.17.1	Inventories relating to the Research Management 	Destroy when 
*2.17.1*         function	reference ceases
Marketing
The process of analysing, creating and selling products and services. Includes market research, sales forecasting, advertising, media releases, promotion, pricing and product evaluation.
Entry 	Description of Records	Disposal Action
2.21.1	Records relating to the development and 	Destroy 3 years 
*2.21.1*	commercialisation of academic products.	after action completed
	[Use
	Territory Administrative Records Disposal Schedule - 
	FINANCIAL MANAGEMENT - Payments for receipts 
	including royalties etc.
	
	Use
	Territory Administrative Records Disposal Schedule - 
	PUBLICATION - Marketing for marketing of research 
	publications.]

RESEARCH MANAGEMENT
The function of seeking new knowledge and the adaptation of that knowledge for practical and commercial use by both staff and students. Includes pure, applied and clinical research as well as the development and commercialisation of the products of that research.
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 the examination or investigation. Includes agenda, briefing, business, 
discussion papers, proposals, reports, reviews and returns.
Entry 	Description of Records	Disposal Action
2.26.1	Final reports on individual projects - projects of major 	Retain as Territory 
*2.26.1*	national or international significance, interest or 	Archives 
	controversy or where the principal investigator has a 
	widely acknowledged influence on the area of 
	scholarships.
2.26.2	Progress reports on individual projects - projects of 	Destroy when 
*2.26.2*	major national or international significance, interest or 	reference ceases
	controversy or where the principal investigator has a 
	widely acknowledged influence on the area of 
	scholarships.
2.26.3	Reports on individual projects – projects which are not 	Destroy 7 years 
*2.26.3*	of major significance.	after last action
2.26.4	Statutory reports.	Destroy 2 year after *2.26.4*		action completed
2.26.5	Records relating to the drafting of reports.	Destroy 1 year *2.26.5*	after action completed

RESEARCH MANAGEMENT
The function of seeking new knowledge and the adaptation of that knowledge for practical and commercial use by both staff and students.  Includes pure, applied and clinical research as well as the development and commercialisation of the products of that research.
Research
The activities involved in investigating or enquiring into a subject or area of interest in order to discover facts, principles etc. Used to support development of projects, standards, guidelines etc and the business activities of the agency in general. Includes following up enquiries relating to organisational programs, projects, working papers, literature searches etc.
Entry 	Description of Records	Disposal Action
2. 32.1	Registers of bodies or specimens held by licensed 	Retain as Territory 
*2.28.1*	schools of anatomy.	Archives 
	[See also Anatomy Act 1977 s.10.]
2.28.2	Research data - projects of major national or international	Retain as Territory 
*2.28.2*	significance, interest or controversy or where the 	Archives
	principal investigator has a widely acknowledged 
	influence on the area of scholarship.
	[See 
	National Statement on Ethical Conduct in Research 
	Involving Humans (NHMRC) 1997.]

2.28.3	Records generated in the conduct of the research project.	Destroy 7 years 
*2.28.3*	after action ceases
2. 32.4	Matters arising at the end of a research grant; including 	Destroy 7 years 
*2.28.4*	agreements to participate in further research, regarding 	after action 
	intellectual property of research subjects,			      completed
	commercialisation of products of research, product 
	management, patents and/or licensing of intellectual 

2. 32.5	Contracts and agreements for use of the final 	Destroy 7 years 
*2.28.5*	product/research outcomes. Examples of 	after action 
	records: Agreements, contracts, patents. 			      completed

RESEARCH MANAGEMENT
The function of seeking new knowledge and the adaptation of that knowledge for practical and commercial use by both staff and students.  Includes pure, applied and clinical research as well as the development and commercialisation of the products of that research.
Research - Continued
The activities involved in investigating or enquiring into a subject or area of interest in order to discover facts, principles etc. Used to support development of projects, standards, guidelines etc and the business activities of the agency in general. Includes following up enquiries relating to organisational programs, projects, working papers, literature searches etc.
Entry 	Description of Records	Disposal Action
2. 32.6	Records relating to applications for animal research 	Destroy 7 years 
*2.28.6*	authorities under Animal Welfare Act 1992 s.25A, B and C.	after action      completed
2. 32.7	Records relating to applications for animal research 	Destroy 7 years 
*2.28.7*	authorities by independent researchers (i.e. 	after action 
	non-agency researchers) under s25C Animal Welfare 	      	     completed
	[See also
	Animal Research Regulation 1995 s.16D.]	

2.28.8	Records related to accreditation for animal research.		     Destroy 7 years after 
*2.28.8*									     action completed
2.28.9	Research data for projects which are not of major 	Destroy 5 years 
*2.28.9*	significance i.e. where the research does not have 	after action 
	potential long term affects, including research on animals. 	      completed
2.28.10	Records relating to the care, management and/or breeding	Destroy 7 years after
*2.28.10*	of animals for research or teaching purposes.		action completed
	[See also
	Australian Code of Practice for Care and Use of 
	Animals for Scientific Purposes (NHMRC 1997).]

2.28.11	Research data/records relating to projects which are not 	Destroy 7 years 
*2.28.11*	of major significance - where the research has potential 	after action 
	long term environmental effect. 				      completed
	For example: 
	genetic trials, disease and pest management, changes to 
	ecosystems.
RESEARCH MANAGEMENT
The function of seeking new knowledge and the adaptation of that knowledge for practical and commercial use by both staff and students.  Includes pure, applied and clinical research as well as the development and commercialisation of the products of that research.
Research - Continued
The activities involved in investigating or enquiring into a subject or area of interest in order to discover facts, principles etc. Used to support development of projects, standards, guidelines etc and the business activities of the agency in general. Includes following up enquiries relating to organisational programs, projects, working papers, literature searches etc.
Entry 	Description of Records	Disposal Action
2.28.12	Records relating to the acquisition, storage, maintenance 	Destroy 7 years after
*2.28.12*	and management of bodies, specimens or body parts.		     action completed
2.28.13	Records relating to licences for conducting the study and	Destroy 7 years 
*2.28.13*	 practice of anatomy.	after action 
	Examples of records:					      completed
	Licenses, applications.
2. 32.14	Records related to applying for and/or holding an animal 	Destroy 2 years 
*2.28.14*	suppliers licence under Division 1 of the Animal Welfare	after application 
	Act 1992. 						      made	

N/A	Research infrastructure (equipment, buildings etc).	Not Applicable
	[Use
	Territory Administrative Records Disposal Schedule - 
	PROPERTY MANAGEMENT.]	

RESEARCH MANAGEMENT
The function of seeking new knowledge and the adaptation of that knowledge for practical and 
commercial use by both staff and students.  Includes pure, applied and clinical research as well as the 
development and commercialisation of the products of that research.
Submissions
The preparation and submission of a formal statement (eg report, statistics, etc) supporting a case or 
opinion held by the agency that is submitted to another agency, or within the agency, for the 
purpose of either gain or support.
Entry 	Description of Records	Disposal Action
2.30.1	Records relating to approved proposals - projects of 	Destroy 10 years 
*2.30.1*	major national or international significance, interest or 	 after action 
	controversy or where the principal investigator has a 		       completed
	widely acknowledged influence on the area of 
	scholarship.
	Examples of records:
	Forms, protocols, applications, minutes and reports.
2.30.2	Records relating to approved proposals - projects which 	Destroy 7 years 
*2.30.2*	are not of major significance.	after action completed
2.30.3	Records relating to unsuccessful proposals.	Destroy 1 year 
*2.30.3*	Examples of records:	after action 
	Forms, protocols, applications, reports, minutes.		      completed
2.30.4	Records relating to non-competitive and/or discretionary	Destroy 7 years 
*2.30.4*	 funds allocation.	after action completed
N/A	Committee records.	Not Applicable
	[Use
	Territory Administrative Records Disposal Schedule - 
	STRATEGIC MANAGEMENT- Committees.]

TEACHING AND LEARNING
The function of creating and communicating knowledge and research and undertaking the learning process.
Addresses (presentations)
The activity of giving addresses for training, professional, community relations or sales purposes. Includes speeches and multi-media presentations.
Entry 	Description of Records	Disposal Action
3.1.1	Final versions of addresses and presentations used 	Destroy when 
*3.1.1*	specifically for teaching and learning purposes.	reference ceases

Committees
The activities associated with the management of committees and task forces. Includes the committee's establishment, appointment of members, terms of reference, proceedings, minutes of meetings, reports, agendas etc.
Entry 	Description of Records	Disposal Action
3.7.1	Records relating to high-level committees with overall 	Destroy 10 years 
*3.7.1*	responsibility for making major decisions in  the area of 	after action 
	academic policy , planning and management i.e.		      completed
	Committees of Academic Board.  Includes: documents 
	establishing the committee, final versions of minutes, 
	reports, recommendations, supporting documents such as
	 briefing papers and discussion papers.
3.7.2	Records relating to other committees formed to consider 	Destroy 5 years 
*3.7.2*	specific matters related to academic policy and practices 	after action 
	or day-to-day administration eg Committee for Ethics in 	     completed
	Animal Experimentation and the Flexible Learning 
	Committee.  Includes: documents establishing the 
	committee, final versions of minutes, reports, 
	recommendations, supporting documents such as briefing
	papers and discussion papers.

TEACHING AND LEARNING
The function of creating and communicating knowledge and research and undertaking the learning process.
Contracting out
The activities involved in managing the performance of work or the provision of goods and services by an external contractor, vendor or consultant or by using external bureau services. Includes 
Entry 	Description of Records	Disposal Action
3.9.1	Records documenting contract management relating to 	Destroy 7 years 
*3.9.1*	the Teaching and Learning function. Includes: minutes of	after last action
	 meetings with main stakeholders, performance and 
	evaluation reports.
3.9.2	Records relating to the provision of academic services.  	Destroy 7 years 
*3.9.2*	Includes minutes of meetings with stakeholders, 	after last action
	performance and evaluation reports.
	[Use
	Territory Administrative Records Disposal Schedule - 
	FINANCIAL MANAGEMENT- Accounting and/or 
	FINANCIAL MANAGEMENT - Payments for managing 
	financial transactions related to services provided.]	

TEACHING AND LEARNING
The function of creating and communicating knowledge and research and undertaking the learning process.
Course Accreditation / Course Approval
The activities involved in seeking formal approval from relevant accrediting organisations, generally external professional bodies or government authorities, for offering particular programs of study. Also includes registration of programs by professional bodies, review and re-accreditation as required.
Entry 	Description of Records	Disposal Action
3.10.1	The Register of Courses containing particulars as 	Retain as Territory *3.10.1*	required by the Courses and Awards Statute.	Archives 	

3.10.2	Records relating to successful accreditation of courses.  	Destroy 20 years 
*3.10.2*	Includes course accreditation proposals, changes 	after action course 
	including introduction of new units or variations to 	superseded or 
	existing units.	discontinued
	Examples of records:
	Proposals, Course Consultative Committee reports, 
	Determination of Course Particulars, forms such as the 
	Proposed Course Description/amendment or Request for 
	Allocation of new subject number.
3.10.3	Records relating to unsuccessful accreditation. Examples 	Destroy when 
*3.10.3*	of records: Reports, criteria, correspondence.	reference ceases
3.10.4	Duplicate or working papers related to accreditation of 	Destroy 3 years 
*3.10.4*	courses.	after action completed

TEACHING AND LEARNING
The function of creating and communicating knowledge and research and undertaking the learning process.
Course Delivery
The means by which teaching is conducted.
Entry 	Description of Records	Disposal Action
3.11.1	Subject resources and material used in course 	Destroy 10 years 
*3.11.1*	delivery. Examples of records: Subject outlines, study 	from semester in 
	guides, readings, self assessment exercises, reading lists, 	which started
	assignment lists, lecture notes.
3.11.2	Examination papers - master set of questions.	Destroy 7 years after *3.11.1*		action completed

	[See also 
	Tertiary Student Management Records Disposal Schedule
	 for records related to Student Administration 
	- Examination and Assessment Results.]
3.11.3	Guides and handbooks - master set. These contain such 	Destroy 7 years 
*3.11.3*	information as descriptions of course requirements, 	after action 
	prerequisites, content and outcomes. Examples of		      completed
	records: Division/Faculty handbooks, course guides.
3.11.4	Working papers. These are the academic's papers for 	Destroy when no 
*3.11.4*	course/subject preparation and/or delivery. Examples of 	longer required
	records: Research notes, drafts of documents.
	
TEACHING AND LEARNING
The function of creating and communicating knowledge and research and undertaking the learning process.

Course Development
The process of developing curricula for courses. This includes the initiation or discussion of proposals.
Entry 	Description of Records	Disposal Action
3.12.1	Records relating to the development of courses, excludes 	Destroy 10 years 
*3.12.1*	reviews.	 after last action

Evaluation
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 systems analysis and ongoing monitoring.
Entry 	Description of Records	Disposal Action
3.14.1	Records documenting the evaluation and ongoing 	Destroy 10 years 
*3.14.1*	monitoring of Teaching and Learning programs and 	after last action
	services other than individual courses.
Exhibitions
The activities associated with using agency material in mounted displays for the purpose of informing or educating the viewer or promoting the activities, services, projects or programs of the 
Entry 	Description of Records	Disposal Action
3.15.1	Records relating to exhibitions, displays etc relating to 	Destroy 3 years 
*3.15.1*	the Teaching and Learning function excluding joint 	after last action
	ventures.
	[See also
	Territory Administrative Records Disposal Schedule -
	COMMUNITY RELATIONS - Exhibitions.
	
	See also
	EDUCATIONAL AGREEMENTS - Exhibitions.]

TEACHING AND LEARNING
The function of creating and communicating knowledge and research and undertaking the learning process.
Joint Ventures
The activities involved in managing joint operations between departments, either within the agency or with other agencies or with the government, where there is a contract, joint contribution of funds and/or time.  Also includes private sector ventures with public sector organisations, and co-research or collaboration between inter-departmental units, departments or agencies.
Entry 	Description of Records	Disposal Action
3.18.1	Records relating to the management/maintenance of major	Retain as Territory 
*3.18.1*	 joint ventures for the Teaching and Learning function.  	Archives 
	Includes final signed versions of agreements, contracts or
	 formal undertakings.
3.18.2	Records including working papers relating to 	Destroy 7 years 
*3.18.2*	negotiations and the establishment of major academic 	after termination of 
	joint ventures. 	agreement
	
Learning Support
The activities associated with supporting students in the learning process. Includes independent 
study and ongoing development of academic skills in reading, researching and writing, as well as 
the analysis of student learning techniques, etc.
Entry 	Description of Records	Disposal Action
3.19.1	Records relating to the development and implementation 	Destroy 3 years 
*3.19.1*	of learning skills/techniques.	after production
	[Use
	TEACHING AND LEARNING - Committees for 
	committee records such as submissions.]
3.19.2	Records including working papers relating to 	Destroy when 
*3.19.2*	development and the analysis of student learning 	reference ceases
	techniques.

TEACHING AND LEARNING
The function of creating and communicating knowledge and research and undertaking the learning process.
Meetings 
The activities associated with ad hoc gatherings held to formulate, discuss, update or resolve issues and matters pertaining to managing the section, department or agency as a whole. Includes arrangements, agenda, taking of minutes etc. Excludes committee meetings.
Entry 	Description of Records	Disposal Action
3.22.1	Records including final version of minutes and 	Destroy 6 years after
*3.22.1*	supporting documents.	action completed 
	
3.22.2	Records including working papers relating to 	Destroy when 
*3.22.2*	development and the analysis of student learning 	reference ceases

TEACHING AND LEARNING
The function of creating and communicating knowledge and research and undertaking the learning process.
Policy
The activities associated with developing and establishing decisions, directions and precedents 
that act as a reference for future decision making, as the basis from which the agency's operating 
procedures are determined.
Entry 	Description of Records	Disposal Action
3.23.1	Records relating to policies for the Teaching and 	Retain as Territory 
*3.23.1*	Learning function. Includes policy proposals, research 	Archives 
	papers, results of consultations, supporting reports, 
	major drafts and final policy documents.
	[See also
	Territory Administrative Records Disposal Schedule - 
	STRATEGIC MANAGEMENT - Policy.]
3.23.2	Records including working papers relating to the 	Destroy when 
*3.23.2*	development and implementation of Teaching and 	reference ceases
	Learning policies.
3.23.3	Duplicate copies of Teaching and Learning policies.	Destroy when 
*3.23.3*	reference 	
Procedures
Standard methods of operating laid down by an agency according to formulated policy.
Entry 	Description of Records	Disposal Action
3.24.1	Records relating to procedures for the Teaching and 	Destroy when 
*3.24.1*	Learning function. Includes Master sets of manuals, 	superseded
	handbooks, directives etc.
	[See also
	Territory Administrative Records Disposal Schedule - 
	STRATEGIC MANAGEMENT - Procedures.]

3.24.2	Records including working papers relating to the 		    Destroy when 
*3.24.2*	development and implementation of Teaching and 	reference ceases
	Learning procedures.
3.24.3	Copies of Teaching and Learning procedure manuals, 	Destroy when 
*3.24.3*	handbooks etc.	reference ceases

TEACHING AND LEARNING
The function of creating and communicating knowledge and research and undertaking the learning process.

Quality Assurance
The activities involved with the development, monitoring and reviewing of quality assurance programs in the agency.
Entry 	Description of Records	Disposal Action
3.25.1	Records relating to the collection of assessment data on 	Destroy when no 
*3.25.1*	course delivery. Examples of records: Data collection 	longer required
	forms, survey forms.
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 the examination or investigation. Includes agenda, briefing, business, discussion papers, proposals, reports, reviews and returns.
Entry 	Description of Records	Disposal Action
3.26.1	Records relating to reporting for the Teaching and 	Retain as Territory 
*3.26.1*	Learning function.  Includes final versions of formal 	Archives 
	internal reports and reports made to external agencies.
	[See also
	Territory Administrative Records Disposal Schedule - 
	STRATEGIC MANAGEMENT - Reporting.]

3.26.2	Records including final versions of periodic internal 		    Destroy 6 years 
*3.26.2*	reports on general administrative matters used to monitor	after last action
	and document recurring activities to support the 
	Teaching and Learning function.  Includes work progress
	reports against business and work plans and unit level 
	performance reporting.
3.26.3	Records including working papers documenting the 	Destroy 2 years 
*3.26.3*	development of all reports. Includes drafts and comments 	after last action
	received.

3.26.4	Copies of Teaching and Learning reports.			    Destroy when 
*3.26.4*	reference ceases

3.26.5                  Responses to surveys by other agencies or by the 	Destroy 3 years 
*3.26.5*	Executive of the University or agency.	after action completed	

TEACHING AND LEARNING
The function of creating and communicating knowledge and research and undertaking the learning process.
Research
The activities involved in investigating or enquiring into a subject or area of interest in order to discover facts, principles etc. Used to support development of projects, standards, guidelines etc and the business activities of the agency in general. Includes following up enquiries relating to organisational programs, projects, working papers, literature searches etc.
Entry 	Description of Records	Disposal Action
3.28.1	Records relating to research for the Teaching and 	Destroy 7 years 
*3.28.1*	Learning function.  Includes records documenting major 	after last action
	research carried out to support the Teaching and 
	Learning function.
	
3.28.2	Records relating to minor research carried out to support 	Destroy when 
*3.28.2*	the Teaching and Learning function.	reference ceases

Reviewing
The activities involved in re-evaluating or re-examining procedures, processes, products, standards and systems. Includes recommendations and advice resulting from these activities.
Entry 	Description of Records	Disposal Action
3.29.1	Records relating to internal and/or external reviews of 	Destroy 10 years 
*3.29.1*	courses.	after action completed
3.29.2	Records relating to reviewing for the Teaching and 	Destroy 10 years 
*3.29.2*	Learning function.  Includes documenting a review of 	after action 
	programs and operations supporting the			      completed
	Teaching and Learning function.  Includes documents 
	establishing the review, final report and action plan.
	[See also
	Territory Administrative Records Disposal Schedule - 
	STRATEGIC MANAGEMENT - Research.]
3.29.3	Records including working papers documenting a 	Destroy 3 years 
*3.29.3*	review of programs and operations 	after last action
	supporting the strategic relating to minor research 
	carried out to support the Teaching and Learning 
	function.

TEACHING AND LEARNING
The function of creating and communicating knowledge and research and undertaking the learning process.
Submissions
The preparation and submission of a formal statement (eg report, statistics, etc) supporting a case or opinion held by the agency that is submitted to another agency, or within the agency, for the purpose of either gain or support.
Entry 	Description of Records	Disposal Action
3.30.1	Records relating to submissions for the Teaching and 	Destroy 10 years 
*3.30.1*	Learning function.  Includes final versions of successful 	after last action
	submissions.
3.30.2	Records including supporting documents of 	Destroy 3 years 
*3.30.2*	unsuccessful submissions.	after last action
3.30.3	Records including working papers documenting the 	Destroy when 
*3.30.3*	development of University submissions and draft 	reference ceases
	submissions.
Suggestions
The process of using suggestions from personnel and the public to improve the services and processes of the agency.
Entry 	Description of Records	Disposal Action
3.31.1	Records relating to suggestions for the Teaching and 	Destroy 2 years 
*3.31.1*	Learning function.  Includes suggestions received from 	after last action 
	any source. 						      completed
	[See also
	Territory Administrative Records Disposal Schedule - 
	COMMUNITY RELATIONS - Suggestions.]	

CLASSES FOR RETENTION AS TERRITORY ARCHIVES

Classes for retention as Territory Archives
EDUCATIONAL AGREEMENTS
The function of establishing or developing educational agreements for mutual understandings and cooperation, whether formal or informal, between departments, divisions, faculties, schools, colleges, universities (and equivalents) or other academic organisations for the exchange of information, expertise, staff and students and for general academic cooperation including joint research in fields of mutual interest and benefit, with the implicit intention that contact and collaboration should continue.
Joint Ventures
The activities involved in managing joint operations between departments, either within the agency or with other agencies or with the government, where there is a contract, joint contribution of funds and/or time.  Also includes private sector ventures with public sector organisations, and co-research or collaboration between inter-departmental units, departments or agencies.
Entry 	Description of Records	Disposal Action
1.18.1	Records relating to the management/maintenance of major	Retain as Territory 
*1.18.1*	academic joint ventures.  Includes final signed versions 	Archives 
	of agreements, contracts or formal undertakings.	

Classes for retention as Territory Archives
RESEARCH MANAGEMENT
The function of seeking new knowledge and the adaptation of that knowledge for practical and commercial use by both staff and students. Includes pure, applied and clinical research as well as the development and commercialisation of the products of that research.
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 the examination or investigation. Includes agenda, briefing, business, discussion papers, proposals, reports, reviews and returns.
Entry 	Description of Records	Disposal Action
2.26.1	Final reports on individual projects - projects of major 	Retain as Territory 
*2.26.1*	national or international significance, interest or 	Archives 
	controversy or where the principal investigator has a 
	widely acknowledged influence on the area of 
Research
The activities involved in investigating or enquiring into a subject or area of interest in order to 
discover facts, principles etc. Used to support development of projects, standards, guidelines etc 
and the business activities of the agency in general. Includes following up enquiries relating to 
organisational programs, projects, working papers, literature searches etc.
Entry 	Description of Records	Disposal Action
2.28.1	Registers of bodies or specimens held by licensed 	Retain as Territory 
*2.28.1*	schools of anatomy.	Archives 
	[See also
	Anatomy Act 1977 s.10.]
2.28.2	Research data - projects of major national or international	Retain as Territory 
*2.28.2*	 significance, interest or controversy or where the 	Archives
	principal investigator has a widely acknowledged 
	influence on the area of scholarship.
	[See 
	National Statement on Ethical Conduct in Research 
	Involving Humans (NHMRC) 1997.]	

Classes for retention as Territory Archives
TEACHING AND LEARNING
The function of creating and communicating knowledge and research and undertaking the learning process.
Course Accreditation / Course Approval
The activities involved in seeking formal approval from relevant accrediting organisations, generally external professional bodies or government authorities, for offering particular programs of study. Also includes registration of programs by professional bodies, review and re-accreditation as required.
Entry 	Description of Records	Disposal Action
3.10.1	The Register of Courses containing particulars as 	Retain as Territory 
*3.10.1*	required by the Courses and Awards Statute.	Archives

Joint Ventures
The activities involved in managing joint operations between departments, either within the agency or with other agencies or with the government, where there is a contract, joint contribution of funds and/or time.  Also includes private sector ventures with public sector organisations, and co-research or collaboration between inter-departmental units, departments or agencies.
Entry 	Description of Records	Disposal Action
3.18.1	Records relating to the management/maintenance of major	Retain as Territory 
*3.18.1*	 joint ventures for the Teaching and Learning function.  	Archives 
	Includes final signed versions of agreements, contracts or
	 formal undertakings.
Policy
The activities associated with developing and establishing decisions, directions and precedents that act as a reference for future decision making, as the basis from which the agency's operating procedures are determined.
Entry 	Description of Records	Disposal Action
3.23.1	Records relating to policies for the Teaching and 	Retain as Territory 
*3.23.1*	Learning function. Includes policy proposals, research 	Archives 
	papers, results of consultations, supporting reports, 
	major drafts and final policy documents.
	[See also
	Territory Administrative Records Disposal Schedule – 
	STRATEGIC MANAGEMENT - Policy.]	

Classes for retention as Territory Archives
TEACHING AND LEARNING
The function of creating and communicating knowledge and research and undertaking the learning process.
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 the examination or investigation. Includes agenda, briefing, business, discussion papers, proposals, reports, reviews and returns.
Entry 	Description of Records	Disposal Action
3.26.1	Records relating to reporting for the Teaching and 	Retain as Territory 
*3.26.1*	Learning function.  Includes final versions of formal 	Archives 
	internal reports and reports made to external agencies.
	[See also
	Territory Administrative Records Disposal Schedule - 
	STRATEGIC MANAGEMENT - Reporting.]