Records Disposal - Information and Records Management - University of Canterbury - New Zealand

Records Disposal

Regular records disposal is a key component of a well-run information and records management programme. Records disposal can mean the destruction, archiving or permanent retention of a record or series of records. At the University of Canterbury records disposal is required to comply with government regulations and we are guided by the General Disposal Authority (GDA) for NZ Universities.

For all current records disposal and transfer

Please contact IRM prior to any action as there have been some process changes due to current space constraints. Our current processes are outlined here: IRM Process Manual

If you have any questions or require further assistance please contact the IRM Unit via records@canterbury.ac.nz prior to initiating a disposal project.

GDA class Description Examples Disposal Action Minimum Retention
1.2.1 Background Information - material kept by an employee and used in the preparation of university correspondence, reposrts, audits, discussion papers etc.
  • Information from published sources
  • Brochures
  • Raw data
  • Reference material
Destroy Until administratively no longer required
1.2.2 Copies, Duplicates of Records and their reproductions
  • Duplicate records created for reference or back up
Destroy Until administratively no longer required
1.2.3 Drafts (minor) - Preparation of preliminary drafts or outlines of reports, correspondence etc. prior to production of final work
  • Drafts used to prepare correspondence
  • File notes
  • Reports
  • Spreadsheets
  • Plans
Destroy Retain until production of the completed version or record
1.2.11 Trivial work related material
  • Routine housekeeping information
  • Meeting notices and arrangements
  • Contact details
  • Reminder notes
  • Copies of minutes
  • Ciculated notices
  • Room bookings
  • Forms management
Destroy Until administratively no longer required
1.2.12

Working Papers (Minor) - papers, background notes, reference materials used to prepare or complete other documents

NB: Some working papers are significant such as those for Annual Reports, these should be retained

  • Audio recordings of conferences or meetings used to prepare transcripts, papers or minutes
  • Calculations, rough notes includings notes of meetings or conversations where a formal record is made
  • Statistics or figures
Destroy Retain until production of the completed version or record