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Inactive records are records that are no longer accessed daily but must be kept for compliance purposes or for future reference. Inactive records are usually stored onsite in storage rooms or offices and on shared drives / personal computers. It is important to track what hard copy records are placed into store rooms and to label boxes of inactive records to allow easy retrieval when needed. Electronic records must be titled effectively for ease of access. Work units/ faculties/divisions, should maintain an up-to-date list of the records kept, their location and who is responsible for the record.
The Records Management Office can assist staff by:
coordinating off-site storage of inactive records if required
Records which are considered worthy of permanent retention must be managed and stored in such as way as to ensure their long-term survival.
If your records are identified as Permanent status in the General Retention and Disposal Schedules used by CQUniversity, please contact the Records Management Office for advice.
If the records in question are eligible for disposal, you must apply for authorisation to dispose of these records via the Request for Permission to Destroy Records form.
Any decision to destroy CQUniversity records must conform to the relevant disposal schedules and be coordinated through the Records Management Office.
The Records Management Office will assess the records according to the information provided and will:
a) return the form authorising the destruction of the records or
b) advise the appropriate retention requirements
Do not destroy records until authorisation has been granted by the Records Management Office
CQUniversity CRICOS Provider Codes: QLD-00219C; NSW-01315F; VIC-01624D
