Records Management

First created	8 November 2016
Last reviewed	21 May 2025
Review cycle	Two years
Approver	Senior Leadership Team
Owner	Projects Manager
Stakeholders	Board, staff

Overview #

1. The College will maintain accurate records covering a range of matters as required either under law or for reasons of best practice. Such records include, but are not limited to:
   1. matters required to be kept under the Incorporated Associations Act
   2. minutes and notices of meetings
   3. Certificate of Incorporation
   4. Annual Reports
   5. employment records
   6. insurance matters
   7. service delivery records, such as commendations or evidence of shortcomings
   8. access to students (family court matters)
   9. behaviour management
   10. child protection issues
   11. disputes and complaints
   12. emergency drills
   13. financial and accounting records
   14. family membership – Association
   15. individual student records
   16. international student record
   17. safety records, and records of critical incidents
   18. medical records
   19. parental permission and information forms
   20. property – moveable and immovable
   21. risk management
   22. staff recruitment, police clearance forms, declaration of faith
   23. staff entitlements, remuneration and other benefits including long service and other leave.
   24. staff timetables
2. Day-to-day work within the college requires proper management of college records. Records of students and systems performance are imperative to inform others about how the school is performing, what resources may be required and provide facts upon which to base decisions.
3. Accurate and efficient provision of information is also important in terms of staffing, learning areas, materials, equipment and technology needs and to ensure that resources are allocated in an optimal manner throughout the college.
4. The policy applies to all staff throughout the College.

Principles #

1. The responsibility to safeguard student records lies with the Principals.
2. The CEO and Finance Manager assume responsibility for the correct management of staff and financial records.
3. The College will obtain and keep information on students, families, members and employees only as appropriate, and in a manner that observes the requirements of the Privacy Amendment Act 2013, and the National Privacy Principles. Personal information is kept private and confidential. It is not used for any unlawful purpose or without consent. Refer also – Privacy Policy.

Procedures #

Retention of Records #

1. Some records may be destroyed after their legal retention period has expired. For most general purposes, this period is seven years. The College will not destroy any records unless it is completely certain that the records can safely and legally be destroyed. No records should be destroyed without the authorisation of the Finance Manager or his/her delegate, or the Principal or his/her delegate, as appropriate.
2. The College retains all general purpose records for 7 years. Employment records, documents of historical significance, minutes of Board and Members meetings, legal correspondence and financial records that summarise the annual financial position, or which support transaction of a capital nature, are kept in perpetuity. Records that must be kept permanently are archived and must not be destroyed.
3. Student records are required to be retained for 70 years from the student’s graduation or withdrawal from the College.

Form of Storage #

1. Records may be kept in paper and/or electronic form, whichever is the most appropriate.
2. The College stores records onsite wherever possible. Offsite storage is used when space requirements dictate this. All archived documents are to be catalogued with sufficient descriptive detail to allow search and discovery from the summarised catalogue. Records may be stored off site by companies that specialise in document storage, management and retrieval.

Acknowledgements #

1. AISWA Policy on Records Management
2. Website of Government of Western Australia – Department of Commerce – Incorporated Associations Guide