Variation 11 of the Victorian public school disposal schedule has dropped! As a reminder, this is the retention schedule that public schools in Victoria should be using to assess what they can lawfully destroy.
We know that sounds pretty intense but don’t worry it is really quite simple.
We’ve put together this guide to help you understand the ins and outs of these new changes to retention schedules.
Important information #1
These retention schedule changes apply to all VICTORIAN PUBLIC SCHOOLS.
Important information #2
The changes apply to files which fall under the following categories.
Record Type
STUDENT RECORDS
OLD RETENTION
1-7 years
NEW RETENTION
Retain until notified
EXAMPLES OF records
- Attendance Rolls (ONLY PRE 2006 ROLLS FROZEN)
- Absence Notes
- School Bus Attendance Rolls
- Student and Staff attendance at OHSC
- Sign In/Out Registers
- Visitor Logs
Record Type
SUSPENSION AND WELFARE
OLD RETENTION
EXIT + 1
NEW RETENTION
Retain until notified
EXAMPLES OF records
- Notice of Suspension
- Notice of Expulsion
- Expulsion Reports
- Welfare: First Aid, Injury and Accident Reports
- Counselling Reports
Record Type
STUDENT SUPPORT DATA
OLD RETENTION
2 YEARS
NEW RETENTION
Retain until notified
EXAMPLES OF records
- Disability & Impairment submissions (NCCD’s)
Record Type
STUDENT SUPPORT SERVICES
OLD RETENTION
30 YEARS PERM
NEW RETENTION
Retain until notified
EXAMPLES OF records
- Integration/ Welfare student Files.
Record Type
CAMPS AND EXCURSIONS
OLD RETENTION
1-7 YEARS
NEW RETENTION
Retain until notified
EXAMPLES OF records
- Consent / Permission Forms
- Attendance
- Excursion Administration
- Planning Records
- Incident Reports / Registers
Record Type
STUDENT WELLBEING
OLD RETENTION
EXIT + 1
NEW RETENTION
Retain until notified
EXAMPLES OF records
First Aid Injury Reports Counselling Files
Click here to download a pdf version; Victorian PROS 01_01 Changes (1)
For the files we have listed above we recommend increasing the destruction period to 65 years.
This is a relatively quick and easy process that can all be done through the SmartSoft dashboard.
Watch our walkthrough video to help guide you through this process!
If you have any questions about this process or anything at all you can always reach out to us by phone or email!
