General Disposal Authority 7 - General Administration: Legal Administration

General Administration: Legal Administration

No.

Function/Activity

Description

Decision/Disposal Action

1.0.0

LEGAL MATTERS

Activities relating to legal matters under all areas of the law affecting the university.

 

1.1.0

Advice

 

 

1.1.1

 

Counsel and Senior Counsel Advice

Transfer asUniversity archives 15 years after action completed

1.1.2

 

Legal advice from other external sources relating to: 
interpretations of legislation; 
matters of major public interest or controversy;
matters which are precedent-setting in nature; or
matters resulting in significant changes to the agency's policy and/or procedures.

Transfer asUniversity archives 15 years after action completed

1.1.3

 

Other legal advice from external sources

Destroy 15 years after action completed

1.1.4

 

Legal advice originating within the agency relating to: 
interpretations of legislation; 
matters of major public interest or controversy;
matters which are precedent-setting in nature; or
matters resulting in significant changes to the agency's policy and/or procedures.

Transfer asUniversity archives 15 years after action completed

1.1.5

 

Other legal advice originating within the univeristy.

Destroy 15 years after action completed

1.2.0

Litigation

 

 

1.2.1

 

Records dealing with issues, claims or case matters: 
of major public interest or controversy; 
which are precedent-setting in nature; or
resulting in significant changes to the agency's policy and/or procedures.

Transfer asUniversity archives 15 years after action completed

1.2.2

 

Records relating to other litigation

Transfer asUniversity archives 15 years after action completed

1.2.3

 

Subpoenas and discovery orders

Destroy 15 years after action completed.

1.3.0

Estate and property management

 

 

1.3.1

 

Records relating to the purchase of land and buildings, including title deeds

Transfer asUniversity archivesimmediately after the completion of the transaction

1.3.2

 

Records relating to leasing lands and buildings

Transfer asUniversity archivesimmediately after the completion of the transaction

1.4.0

Contract documentation

Records relating to awarding contracts of work to architects, building contracts and other relevant parties, including signed contracts.

Transfer asUniversity archivesimmediately after the completion of the transaction.

 

No.

Function/Activity

Description

Decision/Disposal Action

2.0.0

CONTRACTING - OUT

The activities involved in arranging, procuring and managing the performance of work or the provision of services by an external contractor or consultant, or by using external bureau services. Also referred to as procurement.

 

2.1.0

Agreements

 

 

2.1.1

 

Records relating to the establishment, maintenance, review and negotiation of agreements relating to the provision of services

Destroy 10 years after action completed or 10 years after expiry of agreement, whichever is longer

2.1.2

 

Routine correspondence

Destroy 5 years after action completed

2.2.0

Consultants

 

 

2.2.1

 

Records relating to the hiring and use of consultants, including: copies of the specification; quotations; copies of the contract; payment/accounting records; summaries of consultant evaluations.

This entry does not include records relating to the work performed by the consultant. Those records should be dealt with separately.

Destroy 10 years after action completed or 10 years after expiry of the contract, whichever is longer

2.2.2

 

Routine correspondence

Destroy 5 years after action completed

 

No.

Function/Activity

Description

Decision/Disposal Action

3.3.0

Contractors

 

 

3.3.1

 

Records relating to the hiring and use of contractors and suppliers

Destroy 10 years after action completed or 10 years after expiry of contract, whichever is longer

3.3.2

 

Registers of contractors and suppliers used by the university.

Destroy 10 years after date of last entry

3.3.3

 

Routine correspondence


Destroy 5 years after action completed

3.4.0

Contracts

Includes records relating to contracts and agreements entered into by the agency relating to a variety of functions and activities.

 

3.4.1

 

Contracts under seal and supporting documentation.

Keep for 5 years in creating office after contract successfully completed then transfer as University archives

3.4.2

 

Other contracts and supporting documentation.

Requirements/Remarks:
The limitation period relating to the breach of a simple contract is 6 years.

Destroy 10 years after all conditions relating to the contract have been satisfied fully

3.4.3

 

Routine correspondence

Destroy 5 years after action completed

3.5.0

Policy

See 
General Disposal Authority 4: General Adminisration: Corporate Administration, Corporate Management, 1.12.0 Policy

 

3.6.0

Procedures

See 
General Disposal Authority 4: General Adminisration: Corporate Administration, Corporate Management, 1.13.0 Procedures

 

3.7.0

Tendering

 

 

3.7.1

 

Tender documents relating to major projects, construction of buildings or matters of major concern to the university.

Transfer as University archives 10 years after action completed

3.7.2

 

Records relating to all other successful tenders

Transfer as University archives 10 years after action completed.

3.7.3

 

Records relating to all other unsuccessful tenders

Destroy 10 years after all action relating to the tender has been completed

3.7.4

 

Routine enquiries and arrangements for the advertising of tenders

Destroy 7 years after action completed

3.7.5

 

Copies of tender specifications produced by the agency for distribution

Destroy when ceases to be of administrative use

 

No.

Function/Activity

Description

Decision/Disposal Action

4.0.0

COMPLIANCE

The activities associated with complying with mandatory accountability, fiscal, legal, regulatory or quality standards or requirements to which the organisation is subject.

 

4.1.0

Breaches

 

 

4.1.1

 

Records relating to serious breaches or failures of the University or another agency to meet compliance requirements

Transfer asUniversity archives 10 years after action completed

4.1.2

 

Records relating to minor breaches or failures to meet compliance requirements

Destroy 5 years after action completed

4.2.0

Proof of compliance

 

 

4.2.1

 

Records relating to compliance with mandatory statutory or administrative requirements and standards.

Requirements/Remarks:
The retention period of 5 years is provided as a guideline only. Any records providing evidence of institutional compliance with statutory or administrative requirements must be kept for as long as the institution has to account for its actions. Thus, records providing evidence of actions in relation to different requirements may need to be kept for different retention periods.

Destroy 5 years after action completed

4.3.0

Routine administration

 

 

4.3.1

 

Copies of guidelines, acts, memoranda, by-laws, regulations, standards and any compliance information retained for reference purposes

Destroy when ceases to be of administrative use.

4.3.2

 

Routine correspondence

Destroy 2 years after action completed

 

Office of Corporate and Legal Affairs

Oifig um Ghnóthaí Corparáideacha agus Dlíthiúla

1 st Floor, East Wing, Main Quadrangle,

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