Victorian Public School 2023 Retention Changes
A brand new retention schedule has been released for Victorian Public Schools: PROS 22/06.
This update came into effect on 11th of November 2022.
Victorian public schools must use the schedule to determine how long records need to be kept.
To make your life easier we have outlined these new retention changes and created the following guide to help you navigate the changes.
Table of Contents
What You Need to Do
There are some steps you need to take to ensure your software listings remain current with the correct retention dates.
Familiarise Yourself
Read through all of the new retention changes listed below and get in touch with us if there are any questions.
We have summarised all of the retention changes in order of increase, decrease and no change in retention.
Update Your Software
You are required to update the listings in your archive management software to remain compliant.
Click here for a video guiding you on how to update your retention categories.
If you don’t have time or unable to complete these steps yourself, see below how you can book us in to do this for you.
No Time and Need Help?
Our team is here to help you ensure your archives remain compliant.
Book a Retention Update Service
for $99.00 + GST
- We will update naming conventions in your software.
- We will sync all data to be compliant with PROS 22/06.
- We will run precursory data checks and let you know if there are data inconsistencies.
Book a Day of
Archive Maintenance
- We will complete the required Retention update service tasks.
- We will organise, order and sort through all your documents.
- Cull and secure destruction of expired documents.
- Provide any training to staff
Attend a Retention Schedule Change Seminar
We are running a series of free online seminars to help you understand the ins and outs of these new changes. We will also show you how to update your records and remain compliant.
Retention Changes
Increase in Retention
These documents have had an increase in their retention period and must be updated to ensure they are not prematurely destroyed.
RDA – Class # | Record Type | Old Retention | New Retention | Examples of Records |
|---|---|---|---|---|
22/06 – 4.5 | Absence Notes/Reports | 1 year | 7 years | |
22/06 – 3.1 | Accidents / Incidents | 7-20 years | 75 years | Accident Registers/Books, Incidents Reports, Complaints and Investigations. NOTE: These are graded by severity, but we suggest keeping all for 75 years. |
22/06 – 4.5 | Attendance Rolls – PRE CASES | 7 years | 30 Years | |
22/06 – 2.3 | OSHC (Out of School Hour Cares) Records | 7 years | 10 years | OSHC Attendance, agreements, planning and activities |
22/06 – 5.2 | Camp / Excursion – Attendance and Permissions | 7 years | 75 years | All camp and excursion permission forms where children are not under the care or control of their parents, staff and student attendance records. |
22/06 – 5.3 & 5.4 | Camp / Excursion – Planning and Administration | 7 years | 30 years | Medical forms, programs of activities, risk assessments, bookings, hire of providers and event ticketing |
22/06 – 2.2 | Diaries – Student Matters | 7 years | 75 years | Parent communication books |
22/06 – 4.5 | Enrollment Records – Post Cases | 2 years | 7 years | |
22/06 – 4.4 | Exit Student Records – Primary | 7 years | 15 years | |
22/06 – 3.3 | First Aid Register | 20 years | 25 years | NOTE: These are graded by severity, but we suggest keeping all for 25 years. |
22/06 – 1.3 | Nomination / Election Records | 2 years | 5 years | School Council nomination, election and appointment records |
22/06 – 2.3 | Notices to Parents | 7 years | 10 years | |
22/06 – 2.3 | Job Recruitment Selection Panel Papers | 1 year | 10 years | All recruitment related records including unsuccessful position applications, selection criteria |
22/06 – 4.3 | Sign In and Sign Out Books – Student | 7 years | 30 years | Late arrival and early departure sign in and out books |
22/06 – 2.2 | Visitor Log | 7 years | 75 years | |
22/06 – 4.5 & 4.6 | Suspension / Expulsion Notices | 7 years | 10 years | |
22/06 – 4.5 | Transition Forms | 1 year | 7 years | Placement forms, transition paperwork |
22/06 – 2.2 | Volunteer Program | 7 years | 75 years | Volunteer attendance and sign in books, teacher placements, internships, WWCC |
22/06 – 2.2 | Work Experience | 7 years | 75 years | Agreements, consents to participate, communications and administrative management – workplace arrangement forms |
22/06 – 2.3 | Triennial Reviews | 7 years | 10 years |
Decrease in Retention
These documents have had a decrease in their retention period and should be updated to ensure compliance. You may proceed with secure document destruction for expired documents provided it is approved by your principal.
RDA – Class # | Record Type | Old Retention | New Retention | Examples of Records |
|---|---|---|---|---|
22/06 – 2.4 | Diaries – Administration | 7 years | 5 years | |
22/06 – 4.4 | Exit Student Records – Secondary Post 2006 | Permanent | 15 years | |
22/06 – 4.2 | Exit Student Records – Secondary Pre 2006 | Permanent | 50 years | |
22/06 – 2.3 | Major Events / Celebrations / Historical Records | Permanent | 10 years | VIP Visits, speech / awards nights, sports events, community events and other celebrations. Includes programs of events, transcripts of speeches, key photographs or video recordings. NOTE: SCHOOL DISCRETION ADVISED!!! |
22/06 – 4.5 | Newsletters | Permanent | 7 years | |
22/06 – 1.3 | Parent Club / Welfare Clubs / School Auxiliaries (Post 1980) | Permanent | 5 years | including establishment and constitution documentation, meeting agendas and minutes |
22/06 – 2.3 | Photos – Individual, Activities and Events | Permanent | 10 years | Individual photos, or photos of events, school activities. NOTE: SCHOOL DISCRETION ADVISED!!! |
22/06 – 6.2 | Student Medical Details Forms | 7 years | 5 years |
|
22/06 – 1.2 | Subcommittee Documents and Minutes | Permanent | 20 years | Finance, Staff, Building and Grounds sub-committees etc. Including their minutes and supporting records. |
22/06 – 2.4 | School Bus Records | 7 years | 5 years | Transportation arrangements for regular bus runs and excursion/off-site activities |
07/01 – 1.6.1 | Staff Meeting Minutes | Permanent | NAP/ 2 years |
No Change in Retention
These documents have had no change in their retention period, but it is important to check your retention schedules align with the below retention periods.
RDA – Class # | Record Type | Old Retention | New Retention | Examples of Records |
|---|---|---|---|---|
22/06 – 4.5 | Attendance Rolls (Post CASES) | 7 years | 7 years | |
22/06 – 4.5 | Enrollment Records – Pre Cases | Permanent | Permanent | |
22/06 – 2.3 | Photos – Group photos | Permanent | Permanent | Annual school group photographs of the staff, classes/forms, year levels or an entire school |
22/06 – 4.2 | Student Summary Results – Pre Cases | 50 years | 50 years | Mark books, old student data pre 2006. |
22/06 – 6.1 | Student Support, Health and Wellbeing | 75 years | 75 years | Integrations and Welfare Records |
07/01 – 12.14.2 | Job Applications (Unsuccessful) | 2 years | 2 years |
Updating Your Retention Dates in Smart Soft
Follow our step by step guide on how to update your retention schedule listings in Smart Soft
Need More Help? Ask Alfie!
Have a specific question about a different record type, or another query about how long something needs to be kept? Ask Aflie, our resident pooch that knows how to sniff out the answers to the trickiest of questions!
