General Disposal Authority 9 - General Administration: University Governance

General Administration: University Governance

No.

Function/Activity

Series Description

Disposal/Action

1.0.0

UNIVERSITY GOVERNANCE

 

 

1.1.0

Councils, Committees and similar bodies

Councils, Committees and other high level decision making bodies of the university such as the Governing Body, Academic Council, Faculties and professorial boards and academic boards and all sub-committees thereof

 

1.1.1

 

Master set of meeting papers, including: agenda, minutes, tabled documents, reports etc.

Retain in office for 10 years after action completed.
Required asUniversity archives.

1.1.2

 

Records relating to appointments to 1.1.0 above

Note: This is only where members are directly appointed. Records relating to those who are elected by ballot are covered under the function Elections, 2.0.0.

Retain 10 years after action completed.
Required asUniversity archives.

1.1.3

 

Meeting papers and other records of Governing Body, Academic Council, Faculties and all sub-committees.

Retain minimum of 10 years after action completed.
Required asUniversity archives.

1.2.0

Statutes, by-laws and rules set by university

 

 

1.2.1

 

Records relating to the development of Statutes, by-laws and rules set by the university.

Retain minimum of 10 years after action completed, thendestroy.

1.2.2

 

Master set of by-laws and rules set by the university.

Retain 10 years after action completed.
Required asUniversity archives.

 

No.

Function/Activity

Description

Disposal/Action

2.0.0

ELECTIONS

Note: this does not include election for student bodies such as Students' Unions.

 

2.1.0

Conduct

 

 

2.1.1

 

Records relating to the conduct of elections.
This can include: advertising; balloting; nominations; notices; papers; results; scrutineers; tally sheets.

Retain minimum of 6 months after action completed.
Required asUniversity archives.

2.2.0

Electoral rolls

 

 

2.2.1

 

Records relating to electoral roll creation, maintenance and roll service including the electoral roll itself.

Retain minimum of 1 year after action completed, thendestroy.

2.3.0

Policies and procedures

 

 

2.3.1

 

Master set of policies.

Retain 10 years after policy superseded.
Required asUniversity archives.

2.3.2

 

Procedures.

Retain minimum of 10 years after procedure superseded, thendestroy.

2.3.3

 

Records relating to the development of policies and procedures.

Retain until no longer required for administrative use, then destroy.

 

No.

Function/Activity

Description

Disposal/Action

3.0.0

COMMITTEES

See Committees, 1.0.0

And below Committees:

 

3.1.0

External Committees - major

External or inter-agency committees where the University provides the Secretariat, is the University's representative or has other significant involvement

 

3.1.1

 

Master set of minutes, agenda, reports, submissions and other meeting papers

Transfer asUniversity archives
5 years after action completed

3.1.2

 

Duplicate copies of the master set of records

Destroy when ceases to be reference use

3.1.3

 

Records relating to the establishment of the Committee, including the appointment of members

Transfer asUniversity archives
5 years after action completed

3.1.4

 

Records of a general administrative nature relating to the meetings of the Committee, including circulation of minutes to members, use of premises where the meetings take place, travel arrangements for members to attend meetings

Destroy 2 years after action completed

3.2.0

External Committees - minor

External Committees where the University does not provide the secretariat, the University is not formally represented and has only minor involvement

 

3.2.1

 

Records relating to the establishment of the Committee, including appointment of members

Destroy 5 years after action completed

3.2.2

 

Copies of minutes, agenda, working papers, reports and related papers

Destroy 2 years after action completed

3.2.3

 

Routine correspondence relating to the Committee, including administrative arrangements relating to meetings

Destroy 2 years after action completed

3.3.0

Internal Committees - strategic

Internal Committees established to determine policy and for strategic planning purposes

 

3.3.1

 

Master set of minutes, agenda and related papers

Transfer asUniversity archives 10 years after action completed

3.3.2

 

Other copies of minutes, agenda and related papers

Destroy 2 years after action completed

3.4.0

Internal Committees - operational

Internal Committees established for operational purposes

 

3.4.1

 

Master set of minutes, agenda and related papers

Destroy 5 years after action completed

3.4.2

 

Other copies of minutes, agenda and related papers

Destroy 2 years action completed

3.5.0

Advisory Committees

Advisory Committees relating to the University's operations

 

3.5.1

 

Master set of minutes, agenda and related papers

Transfer asUniversity Archives 10 years after action completed

3.5.2

 

Other copies of minutes, agenda and related papers

Destroy 2 years action completed

 

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