Index

Procedures for sentencing University records

Procedures for requesting permission to destroy records

Storage of Temporary Records

Trouble-shooting

Steps

Procedures for sentencing University Records

1

Determine which disposal schedule to apply to the record/s. 

Following are retention and disposal schedules relevant to CQU records:

General Retention and Disposal Schedule for Queensland Universities

or

Queensland State Archives General Retention and Disposal Schedule for Administrative Records

2

Determine the function or activity that the document/record represents for CQU.

Consult the following site to find out more information about what is considered a record at CQU - What is a record?

3

Consult the Index to determine the Description of Record.

Note the Reference Number, Status and Disposal Action applicable to the document/s

1.

Consult the following schedules to sentence the records in question:

General Retention and Disposal Schedule for Queensland Universities

or

Queensland State Archives General Retention and Disposal Schedule for Administrative Records

2

Complete the Request for Permission to Destroy Records Form

Do not destroy records until authorisation has been granted by the Records and Archives Office

3

Helpful Hints for completing the Request for Permission to Destroy Records Form:

• The records in question may not be listed by name or number.  Instead the entry corresponding to the function served by the record will be the one needed to fill in the form

• Note the Reference Number in the relevant disposal schedule which applies to the records in question

• The Description of Records is the broad description of the function of the record.

• Check the Status of the record. Is it a Permanent or Temporary Record?

• The Disposal Action indicates the period of retention for Temporary Records

• Sentencing is a process that identifies and classifies records according to a disposal authority.

Glossary of General Terms for filling in the Request for Permission to Destroy Records Form

4

Forward the form to the Records and Archives Office via email

records@cqu.edu.au

or send to:

CQU Library

Building 10

5

The Records and Archives Office will assess the records according to the information provided and will either

1. return the form authorising the destruction of the records or 

2. advise the appropriate retention requirements

Do not destroy records until authorisation has been granted by the Records and Archives Office

 Storage of Temporary Records

Contact the Records & Archives Office for further advice on storing temporary University Records.

 Troubleshooting Help

Contact the Records and Archives Office for further advice on sentencing University Records.