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22.0.0 PERSONNEL (GA39)

The function of managing all employees in the organisation. Employees include permanent, temporary and part-time employees and people working under scholarships, traineeships, apprenticeships and similar relationships, and volunteers.

Note: Consultants and contractors are not covered in the PERSONNEL function.

Note: Many organisations create a file on each employee that brings together documents relating to a range of matters in the ongoing management of that employee. There is no single entry in the Authority relating to personnel files as the disposal of records about individual employees is according to the activities the records document rather than the way the records may be physically managed in files. Furthermore, the minimum retention periods vary according to the activity documented in the records and hence a single file may contain records with different retention periods.

See CORPORATE MANAGEMENT for records relating to audits, contracting-out, meetings, policy, procedures, reporting and standards relating to personnel.

See CORPORATE MANAGEMENT - Contracting-Out for records relating to contractors and consultants.

See GOVERNANCE for records relating to members of governing bodies such as councils.

22.31.0 APPEALS

The activities involved in the process of appeals against decisions by application to a higher authority.

See PERSONNEL - Discipline for records relating to disciplinary appeals.

No Description of records Disposal action
22.31.1 Records relating to the management of internal appeals. Records include case files and registers of appeals. Retain minimum of 10 years after action completed, then destroy
22.31.2 Records relating to appeals made to external bodies, e.g. Industrial Relations Commission. Records include case files and registers of appeals. Retain minimum of 5 years after action completed, then destroy

22.1.0 ARRANGEMENTS

The activities involved in arranging community relations events and personnel functions. Includes the activities involved in the organisation's relationship with social clubs.

No Description of records Disposal action
22.1.1 Records relating to administrative arrangements for social events and staff functions. Records include arrangements, bookings, related correspondence and notices of events. Retain until administrative or reference use ceases, then destroy
22.1.2 Records relating to the interaction between the organisation and employee run social clubs.
Note: The records of the club itself, such as minutes of meetings, are not public records and are therefore not covered by this authority.
Retain minimum of 2 years after action completed, then destroy

22.2.0 AUTHORISATION

The process of seeking and granting permission to undertake a requested action.

See CORPORATE MANAGEMENT - Authorisation for records relating to authorisations to carry out regulatory or compliance activities on behalf of other bodies.

No Description of records Disposal action
22.2.1 Records relating to delegations of authority, including operational delegations and authority to act. Retain until administrative or reference use ceases, then destroy
22.2.2 Records relating to firearm licensing of employees. Retain minimum of 2 years after license expires, then destroy
22.2.3 Records relating to authorisations for individuals to hold private employment. Retain minimum of 7 years after private employment or employment ceases, then destroy

22.3.0 AWARDS (HONOURS)

The activity of managing awards for the recognition of service for employees.

No Description of records Disposal action
22.3.1 Records of significant awards given to employees in recognition of service. Records include nominations and details of award recipients. Required as State archives
22.3.2 Records of routine or periodic awards given to employees in recognition of service. Records include nominations and details of award recipients. Retain minimum of 5 years after action completed, then destroy
22.3.3 Records relating to the administration of internal prize, award or recognition schemes for employees. Retain minimum of 2 years after action completed, then destroy

22.32.0 COMPLIANCE

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

No Description of records Disposal action
22.32.1 Records relating to the registration of an organisation with an approved screening agency for all processes associated with the working with children checks including copy of working with children registration form. Retain minimum of 7 years after registration ceases, then destroy
22.32.2 Records concerning reporting of critical incidents or matters where there is a statutory requirement to report to external bodies (e.g. Commission for Children and Young People, Ombudsman) including:
  • notification of rejected applicants
  • notification of disciplinary proceedings
  • notification of findings
  • reporting of reportable incidents
  • copies of investigation reports, statements and documents and details of action taken regarding reported child abuse.

Note: This class applies to the records of reporting/notification only. The reports or notifications should be retained by the external body. Records held by the public office on which the report or notification was based (such as discipline records) should be kept according to the retention periods outlined in this Authority
Retain minimum of 10 years after action completed, then destroy
22.32.3 Records regarding advice and guidance shared between the agency and external bodies concerning compliance matters including circulars and information letters. Retain minimum of 7 years after reference use ceases, then destroy
22.32.4 Records relating to the organisation's compliance with mandatory or optional standards or with statutory requirements relating to the management of personnel. Retain minimum of 6 years after action completed, then destroy
22.32.5 Records relating to health surveillance of employees exposed or at risk of exposure to hazardous or carcinogenic substances or conditions, including asbestos or cytotoxins and lead. Records include:
  • details of employee/s exposed to or at risk of exposure to hazardous or carcinogenic substances or conditions
  • notifications to WorkCover NSW by employer of intention to carry out work that involves the use of carcinogenic substances or lead risk work or other notifications as required
  • reports of outcomes of medical examinations to determine exposure or monitor the effects of exposure on an ongoing basis
  • copies of written statements to employees regarding exposure when they cease employment.
Retain minimum of 75 years after action completed, then destroy
22.32.6 Records relating to the licensing or registration process for a business, substance, place or type of work involving contact with toxic or hazardous materials. Records include:
  • applications for, renewals, cancellations or details regarding suspension of permits, licences, certificates of registration
  • copies of permits, licences, certificates of registration
  • conditions of registration or licensing
  • applications for review of decisions regarding registration or licensing.
Retain minimum of 75 years after action completed, then destroy
22.32.7 Records relating to the licensing or registration process for a business, substance, place or type of work not involving contact with hazardous or toxic materials. Records include:
  • applications for, renewals, cancellations or details regarding suspension of permits, licences, certificates of registration
  • receipt for payment of fees (if relevant)
  • copies of permits, licences, certificates of registration
  • conditions of registration or licensing
  • applications for review of decisions regarding registration or licensing.
Retain minimum of 7 years after licence, permit or certificate of registration expires or is terminated, then destroy
22.32.8 Hazardous substances registers (including asbestos registers) identifying substance properties and details of their condition. Retain minimum of 75 years after action completed, then destroy
22.32.9 Records relating to working in confined spaces. Records include requests for access and entry and work permits. Retain minimum of 1 month after return of confined space to service, then destroy
22.32.10 Records relating to testing employees for drug use and alcohol consumption. Records include sample collection forms, laboratory reports and statements. Retain minimum of 7 years after action completed, then destroy
22.32.11 Records relating to compliance with court orders or notices issued by regulatory bodies in connection with occupational health and safety breaches. Records include:
  • notices or court orders
  • records of compliance with orders or notices
  • records of reporting on compliance.
Retain minimum of 10 years after action completed, then destroy

22.4.0 DISCIPLINE

The activities and actions associated with the disciplinary process. Includes investigation, charges, formal inquiries, punishment and appeals.

No Description of records Disposal action
22.4.1 Records relating to allegations and disciplinary proceedings where the Ombudsman and the Commission for Children and Young People are notified (e.g. cases involving suspected abuse or neglect of children). This includes records concerning investigations, charges, inquiries and punishments and matters that have been referred to external bodies for investigation (e.g. NSW Department of Community Services). It also includes false, malicious or disproved allegations. Records include:
  • advice of allegation and response
  • investigation documentation and reports
  • referrals to external bodies
  • records of remedial and/or disciplinary action.
Retain minimum of 99 years after action completed, then destroy
22.4.2 Records relating to allegations and disciplinary proceedings where an officer is found to have committed a breach and serious disciplinary action (such as a fine, demotion, suspension, direction to resign, dismissal or annulment of appointment) is taken, but the offence has not involved a child or young person. This includes records concerning investigations, charges, inquiries and punishments and matters that have been referred to external bodies for investigation (e.g. NSW Police Service, ICAC). Records include:
  • advice of allegation and response
  • investigation documentation and reports
  • referrals to external bodies
  • records of remedial and/or disciplinary action.
Retain minimum of 25 years after action completed, then destroy
22.4.3 Records relating to disciplinary proceedings where an officer is found to have committed a breach of discipline but minor or no disciplinary action is taken (e.g. caution or reprimand) and the offence has not involved a child or young person. This includes records concerning investigations, charges, formal enquiries and/or punishments. Records include:
  • advice of allegation and response
  • reports
  • investigation documentation
  • records of any remedial or disciplinary action taken.
Retain minimum of 7 years after action completed, then destroy
22.4.4 Records relating to preliminary/fact finding investigations of misconduct that were not proceeded with or where an officer is found not to have committed a breach of discipline (i.e. the allegations have been found to be false, vexatious or misconceived or could not be substantiated) and the accusation has not involved a child or a young person. Records include:
  • advice of allegation and response
  • reports
  • investigations
  • interview transcripts
  • signed statements.
Retain minimum of 7 years after action completed, then destroy

22.5.0 DISCLOSURE OF INTEREST

The activities associated with maintaining a record of employees' interests.

See CORPORATE MANAGEMENT - Compliance for records relating to the management of gifts.

No Description of records Disposal action
22.5.1 Records of employee's interests including declarations of pecuniary interest, benefits and contacts. Retain minimum of 7 years after superseded, then destroy

22.6.0 EMPLOYMENT CONDITIONS

The activities associated with managing the general conditions of employment for personnel. Includes managing records of employment conditions, policy and entitlements, including work practices, allowances and leave.

No Description of records Disposal action
22.6.1 Records relating to the development and review of personnel policies, e.g. employee travel, recruitment etc. Records include:
  • policy proposals
  • background research
  • records of consultations or meetings
  • reports analysing issues and the outcomes of consultation with employees, unions etc.
  • correspondence indicating who the policies apply to and responsibilities for their implementation.
  • final and significant draft versions.
Retain minimum of 5 years after superseded, then destroy
22.6.2 Records relating to the management of terms and conditions of employment including advice about employment conditions and issues e.g. flexible work practices. Retain minimum of 5 years after action completed, then destroy
22.6.3 General records relating to the administration of employment conditions including general information and reference materials held for information purposes, including circulars and memorandum. Retain minimum of 2 years after action completed, then destroy

22.7.0 EMPLOYMENT SCHEMES

The activities associated with the implementation of employment schemes targeting groups or individuals.

No Description of records Disposal action
22.7.1 Records relating to the management of employment schemes and job assistance schemes which have been implemented to recruit personnel such as apprenticeships, cadetships, traineeships and scholarships. This also includes schemes that target specific groups such as Aboriginal employment schemes or unemployed persons' schemes. Records include:
  • reports
  • correspondence
  • bonds and liabilities
  • register of apprenticeships
  • register of cadetships.
Retain minimum of 7 years after action completed, then destroy

22.8.0 EQUAL EMPLOYMENT OPPORTUNITY

See CORPORATE MANAGEMENT - Planning for records relating to Equal Employment Opportunity plans and their implementation.

22.9.0 ESTABLISHMENT

The activities associated with changing and establishing the administrative structure and allocation of functional responsibility to business units. Also includes managing positions, duties and reporting relationships between staff.

See PERSONNEL - Recruitment for records relating to recruitment of employees and volunteers.

No Description of records Disposal action
22.9.1 Records relating to the creation, variation, abolition or transfer of positions and assigned duties. Records include:
  • proposals and authorisations for creation, variation or abolition
  • minutes or notes of meetings regarding the parameters of new positions or changes to existing positions
  • position descriptions and statements of duty.

Note: These records should be retained as long as they are required to validly support the position. Action completed can be interpreted as when the position is altered, varied or abolished.
Retain minimum of 7 years after action completed, then destroy
22.9.2 Records documenting the appointment and service of permanent, temporary or casual employees where an adequate summary record is not held (see 22.9.4). Records include:
  • instruments of appointment or conditions/contract of employment
  • code of conduct or confidentiality agreements
  • service records.
Retain minimum of 75 years after date of birth or minimum of 7 years after action completed, whichever is longer, then destroy
22.9.3 Records documenting the appointment and service of permanent, temporary or casual employees where an adequate summary record is held (see 22.9.4). Records include:
  • offer of appointment
  • code of conduct
  • service records
  • details of any extenuating circumstances e.g. bankruptcy.
Retain minimum of 7 years after employment ceases, then destroy
22.9.4 Records summarising the employment or service history of a permanent, temporary or casual employee or volunteer including:
  • employee history card
  • service card (including electronic versions).

Note: Pre-1940 summary employee records such as registers and cards are to be retained as State archives.
Note: Summary records may include details such as: identification number, name, date of birth, address, date appointed, status, position and dates held, locations worked, promotions and higher duties and dates held, salary rates, allowances.
Retain minimum of 75 years after date of birth or minimum of 7 years after action completed, whichever is longer, then destroy
22.9.5 Records relating to varying positions and assigned duties when the changes are not proceeded with. Retain minimum of 2 years after action completed, then destroy
22.9.6 Records relating to the appointment and service of volunteers and persons performing work experience. Records include:
  • agreements
  • undertakings
  • conditions of engagement
  • details of work performed
  • code of conduct
  • service records.
Retain minimum of 3 years after service completed or until person reaches the age of 25, whichever is longer, then destroy
22.9.7 Records regarding arrangements for employees acting in higher positions than their substantive positions. Records include:
  • expressions of interest
  • offer/appointment
  • arrangements for acting in higher positions
  • confidentiality agreements for higher positions
  • termination of higher duties.
Retain minimum of 7 years after action completed, then destroy

22.10.0 GRIEVANCES

The activities associated with the handling and resolution of grievances.

No Description of records Disposal action
22.10.1 Records relating to formal grievances raised by an employee or employee representative, which are precedent setting, result in significant change to agency procedure, or have unit, organisational or sector impact. Records include case files, appeals and liaison with employees and employee representatives. Retain minimum of 10 years after action completed, then destroy
22.10.2 Records relating to formal grievances raised by an employee or employee representative, which are not precedent setting, do not result in significant change to agency procedure, or do not have unit, organisational or sector impact. Records include case files and appeals. Retain minimum of 5 years after action completed, then destroy
22.10.3 Records relating to grievances that were raised informally and not proceeded with. Records include notes. Retain minimum of 1 year after action completed, then destroy

22.11.0 INDUSTRIAL RELATIONS

The activity of establishing formal relations with employees and their representatives to achieve a harmonious workplace. Includes negotiations conducted to obtain determinations, agreements or awards, industrial disputes settled within the organisation or by an external arbiter and reports on the state of industrial relations.

See LEGAL SERVICES - Advice for records relating to advice regarding industrial relations matters.

No Description of records Disposal action
22.11.1 Records relating to the management of industrial disputes of a significant nature where the organisation is a primary party to the negotiations or resolution of the dispute. Significant disputes can include those resulting in a strike, ban or lock-out, that set precedents, or that result in innovative or contentious changes to working conditions. Records include:
  • records of liaison with the relevant lead organisation
  • records of discussions, meetings and conferences between parties
  • records of hearings by the arbitration or determining body or Courts
  • communications with employees.
Required as State archives
22.11.2 Records relating to the management of industrial disputes of a minor nature, or where the organisation is not a primary party to the negotiations or resolution of the dispute. Retain minimum of 5 years after action completed, then destroy
22.11.3 Records relating to the establishment, negotiation, maintenance and review of awards or agreements heard or certified by the central arbitration or determining body where the organisation is the main participant in negotiations. Records include:
  • background research
  • records of consultations
  • draft versions of awards or agreements exchanged between parties
  • final versions of awards or agreements
  • arbitrated variations and consent variations to awards.
Retain minimum of 10 years after expiry or termination of agreement, then destroy
22.11.4 Records relating to the establishment, negotiation, maintenance and review of awards or agreements heard or certified by the central arbitration or determining body where the organisation is not the main participant in negotiations. Includes final versions of agreements and records relating to implementation of agreements. Retain minimum of 5 years after expiry or termination of agreement, then destroy
22.11.5 Records relating to the establishment, negotiation, maintenance and review of agreements concerning the implementation of working conditions or practices within a particular workplace, e.g. agreements between management and unions on behalf of employees, such as agreements for flexible work practices, working from home, or skill based competencies. Includes negotiations, final, approved versions of agreements and records relating to implementation of agreements. Retain minimum of 5 years after expiry or termination of agreement, then destroy
22.11.6 Records relating to ad hoc meetings held regarding industrial relations issues, e.g. ad hoc meetings between management and unions or employee associations. Does not include records relating to meetings for the resolution of substantive industrial relations issues, e.g. disputes. Retain minimum of 5 years after action completed, then destroy

22.12.0 LEAVE

The process of administering leave for which staff are eligible. Includes unauthorised leave taken by staff.

No Description of records Disposal action
22.12.1 Summary records of the administration of leave, leave requests, long term entitlements and the transfer of entitlements to other employers. Records include leave registers and cards, and consolidated leave records. Retain minimum of 75 years after date of birth or 7 years after last action, whichever is later, then destroy
22.12.2 Records relating to applications for leave and the administration of leave, except for extended (long service) leave, study leave and leave without pay in excess of 6 months. Records include:
  • reports of unauthorised leave
  • leave requests
  • leave forms
  • authorisations
  • leave returns
  • leave rosters
  • medical certificates.
Retain minimum of 6 years after action completed, then destroy
22.12.3 Records of extended (long service) leave, study leave and leave without pay in excess of 6 months. Records include leave requests and forms, and authorisations. Retain minimum of 75 years after date of birth or 7 years after last action, whichever is later, then destroy

22.13.0 LIAISON

See PERSONNEL - Industrial relations for records relating to liaison on industrial relations matters.

22.14.0 MEDICAL EXAMINATIONS

See CORPORATE MANAGEMENT - Procedures for records relating to the administration of medical examinations for employees.

See PERSONNEL - Recruitment for records relating to medical examinations conducted as part of the recruitment process.

22.15.0 OCCUPATIONAL HEALTH & SAFETY

The activity of implementing and co-ordinating occupational health and safety and associated legislation. Includes safety policy and the monitoring of safe work practices, procedures and preventative measures.

See CORPORATE MANAGEMENT - Meetings for records relating to meetings of occupational health and safety committees.

See GOVERNMENT RELATIONS - Inquiries for records relating to matters referred to external government bodies for investigation.

See PERSONNEL - Compliance for records relating to occupational health and safety compliance matters.

See RISK MANAGEMENT - Risk assessment for records relating to the identification of occupational health and safety hazards.

See General Retention and Disposal Authority Administrative records OCCUPATIONAL HEALTH & SAFETY - Health promotion for material safety data sheets.

No Description of records Disposal action
22.15.1 Final versions of policies and procedures relating to specific occupational health and safety tasks and practices, e.g. policies and procedures on the management of hazardous materials, safe work method statements, and associated correspondence indicating who the policies and procedures apply to and responsibilities for their implementation. Retain minimum of 75 years after superseded, then destroy
22.15.2 Records relating to the development and review of policies and procedures for the administration and management of occupational health and safety programs. Records include:
  • background research
  • notes of meetings or reports analysing issues and the outcomes of consultation
  • final versions and significant drafts of policy and procedure documents
  • correspondence indicating who the policies and procedures apply to and responsibilities for their implementation.
Retain minimum of 5 years after superseded, then destroy
22.15.3 Records relating to the management and administration of programs to promote a healthy working environment, such as routine immunisation and health monitoring programs. Retain minimum of 7 years after action completed, then destroy
22.15.4 Records relating to incidents that result in serious personal injury or incapacity to employees. Records include:
  • incident/injury records, e.g. incident/accident report forms
  • notifications to insurer
  • records of investigation by the organisation into incident
  • details of notifications to WorkCover NSW of incident
  • copies of investigation reports by Police, WorkCover NSW inspectors etc into incident.
Retain minimum of 75 years after action completed, then destroy
22.15.5 Records relating to incidents involving employees that do not result in death, serious personal injury or incapacity to employees. Records include:
  • incident/injury records
  • notifications to insurer
  • records of investigation by organisation/WorkCover NSW into incident.
Retain minimum of 25 years after action completed, then destroy
22.15.6 Records relating to the rehabilitation of employees where the rehabilitation is not related to a compensation case. Records include return to work plans. Retain minimum of 10 years after action completed, then destroy
22.15.7 Records relating to incidents that result in the death of employees. Records include:
  • incident records, e.g. incident/accident report forms
  • notifications to insurer
  • records of investigation by the organisation into incident
  • details of notifications to WorkCover NSW of incident
  • copies of investigation reports by Police, WorkCover NSW inspectors etc into incident.
Retain minimum of 25 years after date of death or minimum of 7 years after action completed, whichever is longer, then destroy
22.15.8 Records relating to routinely conducted workplace inspections undertaken either by the organisation or employee representatives to identify and monitor occupational health and safety risks or hazards. Records include:
  • notes of inspection
  • records of liaison with WorkCover NSW
  • records relating to complaints about the way an investigation was carried out
  • details of remedial action undertaken.
Retain minimum of 7 years after action completed, then destroy
22.15.9 Records relating to the election of occupational health and safety representatives to committees and/or to act independently. Records include ballot papers and nominations. Retain minimum of 2 years after election is finalised, then destroy
22.15.10 Records relating to the nomination, appointment, resignation and termination of first aid officers, fire wardens and safety officers. Records include:
  • letters of appointment
  • details of roles and responsibilities
  • letters of resignation.
Retain minimum of 1 year after appointment lapses, then destroy
22.15.11 Summary records created to facilitate the management and monitoring of the provision of occupational health and safety training to employees, contractors etc, e.g. occupational health and safety training registers. Retain minimum of 75 years after action completed, then destroy

22.16.0 PAYROLL

The process of managing the payment of salaries and wages to personnel.

See FINANCIAL MANAGEMENT - Accounting for records relating to the assessment of fringe benefits tax and PAYG withholding.

No Description of records Disposal action
22.16.1 Records relating to the payment of wages (total gross earnings) to employees. Includes:
  • salary or wages
  • overtime, shift and other allowances
  • over-award payments
  • bonuses and commissions
  • payments for sick leave, long service leave, public holidays
  • leave loadings
  • employer superannuation contributions
  • the value of any substitutes for cash
  • the grossed-up value of fringe benefits
  • termination payments.
Retain minimum of 7 years after end of financial year in which record was created, then destroy
22.16.2 Records relating to the documentation of attendance of employees (excluding those employees who work with children) including:
  • timecards and time sheets
  • flexitime sheets and flex adjustment sheets
  • absentee lists
  • attendance books.
Retain minimum of 6 years after action completed, then destroy
22.16.3 Records relating to salary rates registers and allowance payment rates. Retain until administrative or reference use ceases, then destroy
22.16.4 Records supporting the payment of wages to employees. Records include forms and documents used to process and update information in payroll systems. Retain minimum of 2 years after end of financial year in which record was created, then destroy
22.16.5 Records relating to the documentation of attendance of employees who work with children, including:
  • timecards and time sheets
  • flexitime sheets and flex adjustment sheets
  • absentee lists
  • attendance books.
Retain minimum of 10 years after action completed, then destroy
22.16.6 Routine correspondence, including requests for information and reference material regarding superannuation. Retain minimum of 2 years after action completed, then destroy
22.16.7 Records documenting the management of employee rosters. Retain minimum of 6 months after action completed, then destroy

22.17.0 PERFORMANCE APPRAISAL

The evaluation of the performance of staff and their achievements in relation to set goals.

No Description of records Disposal action
22.17.1 Records relating to the administration and implementation of the performance management program. Retain minimum of 5 years after action completed, then destroy
22.17.2 Records of individual performance agreements with senior or executive officers on contracts of employment. Includes:
  • final version of the agreement
  • notes from meetings with employees
  • assessment and review reports
  • remedial action.
Retain minimum of 7 years after employment ceases, then destroy
22.17.3 Records of individual performance agreements with other employees. Includes:
  • final version of the agreement
  • notes from meetings with employees
  • assessments and review reports
  • work plans
  • appraisal reports
  • performance counselling.
Retain minimum of 3 years after action completed, then destroy

22.18.0 PLANNING

The process of formulating ways in which objectives can be achieved. Includes the determination of services and needs, and the solution to those needs.

No Description of records Disposal action
22.18.1 Records relating to the development and review of personnel, industrial relation and occupational health and safety plans, e.g. plans for the deployment of employees, emergency evacuation and asbestos management. Records include:
  • background research
  • notes of meetings or reports analysing issues and the outcomes of consultation
  • correspondence indicating who the plans apply to and responsibilities for their implementation
  • final and significant draft versions of plans.
Retain minimum of 5 years after superseded, then destroy

22.19.0 RECRUITMENT

The process of recruiting which includes applying for approval to fill existing vacancies, the advertising of vacant positions, and the handling of applications, interviews, selection, culling and appointment. Also includes recruiting volunteers.

No Description of records Disposal action
22.19.1 Records relating to the advertisement and filling of positions, including promotional positions. Records include:
  • advertisements
  • selection committee reports
  • reports on selection on other grounds
  • eligibility lists
  • reference checks.
Retain minimum of 2 years after recruitment has been finalised, then destroy
22.19.2 Records relating to the recruitment of employees and volunteers – successful applicant. Includes promotions to new positions. Records include:
  • application including resume and references
  • evidence of educational qualifications and personal particulars
  • copy of position description or duty statement
  • health declarations
  • results of medical examinations at recruitment.

NOTE: See separate entries for working with children and criminal record checks.
Retain minimum of 7 years after employment ceases, then destroy
22.19.3 Records relating to the recruitment of employees and volunteers – unsuccessful applicant. Records include:
  • application including resume and references
  • evidence of educational qualifications and personal particulars
  • copy of position description or duty statement
  • health declarations
  • results of medical examinations
  • notification.
Retain minimum of 1 year after recruitment finalised, then destroy
22.19.4 Unsolicited resumes and requests for employment. Retain until administrative or reference use ceases, then destroy
22.19.5 Records relating to criminal records checks.

Retain in accordance with the organisation's requirements, then destroy

22.19.6 Records relating to working with children checks as a result of which:
  • a job applicant is offered employment
  • an existing employee is determined fit to work with children
  • an existing employee is determined unfit to work with children.

Records include:
  • prohibited person declaration form
  • consent for working with children check
  • request to screening agency for working with children check
  • notification of result of working with children check.
Retain minimum of 75 years after date of birth of employee, or 7 years after action completed, whichever is later, then destroy
22.19.7 Records relating to working with children checks as a result of which a job applicant is not offered employment. Retain minimum of 1 year after recruitment finalised, then destroy

22.20.0 REPORTING

The processes associated with initiating or providing a formal response to a situation or request (either internal, external or as a requirement of corporate policies), and providing formal statements or findings of the results of the examination or investigation.

No Description of records Disposal action
22.20.1 Records relating to periodic internal reports on personnel programs and services. Records include background research, e.g. collection of statistics, final and significant draft versions of reports. Retain minimum of 3 years after action completed, then destroy

22.21.0 SECURITY

The activities associated with measures taken to protect people, premises, equipment or information from accidental or intentional damage of from unauthorised access.

See PERSONNEL - Recruitment for records relating to working with children and criminal records checks.

No Description of records Disposal action
22.21.1 Records relating to the management of personnel security, including issuing identification, reporting of security incidents and arranging for identity checking. Records include security checks and reports. Retain minimum of 5 years after action completed, then destroy

22.22.0 SEPARATIONS

The activities associated with managing any method of leaving an organisation. Includes resignation, retirement, dismissal, death, redundancy, retrenchment and dispensations of services of temporary personnel.

No Description of records Disposal action
22.22.1 Records of planning the implementation of separations from the organisation e.g. as a result of work redesign, restructuring, and redeployments. Retain minimum of 10 years after action completed, then destroy
22.22.2 Records relating to the separation of individuals from the organisation. Records include:
  • letter of notice
  • reports/details of discharge etc
  • exit interviews
  • certificate of service
  • details of entitlements.
Retain minimum of 7 years after employment ceases, then destroy

22.23.0 SUGGESTIONS

The process of using suggestions from personnel to improve the services and processes of the organisation.

No Description of records Disposal action
22.23.1 Records of suggestions from personnel. Retain minimum of 2 years after action completed, then destroy

22.24.0 SUPERANNUATION

See PERSONNEL - Payroll for records relating to superannuation.

22.25.0 TRAINING AND DEVELOPMENT

The activities associated with all aspects of internal and external training available to staff.

See FINANCIAL MANAGEMENT - Accounting for records relating to financial transactions supporting training activities.

No Description of records Disposal action
22.25.1 Records relating to the administration, evaluation and review of staff development activities, programs and events. Includes reporting on programs. Retain minimum of 5 years after action completed, then destroy
22.25.2 Records relating to addresses, speeches and papers presented for staff development purposes. Records include:
  • background research
  • draft versions containing significant changes/alterations or formally circulated for comment
  • final, approved versions
  • conference proceedings
  • audio-visual recordings
  • reports.
Retain minimum of 2 years after action completed, then destroy
22.25.3 Notices of assessment or examination results of internal and external training. Retain minimum of 7 years after action completed, then destroy
22.25.4 Final versions of unpublished proceedings, reports and addresses from conferences, seminars or forums arranged by the organisation for staff, skills or professional development purposes. Retain minimum of 5 years after action completed, then destroy
22.25.5 Records relating to administrative arrangements for employee attendance at internal and external training courses, conferences, workshops, seminars, presentations etc. Records include:
  • registration and application forms
  • venue bookings and equipment hire
  • accommodation and transport arrangements
  • reports
  • participant evaluations.
Retain minimum of 2 years after action completed, then destroy
22.25.6 Records relating to the development of training material for internal courses, e.g. induction, volunteer training. Records include programs and lecture notes. Retain until superseded, then destroy
22.25.7 Records relating to the content of training that forms part of specific study schemes, e.g. scholarships, apprenticeships, cadetships etc. Retain minimum of 7 years after scheme ceases, then destroy

22.26.0 TRAVEL

See FINANCIAL MANAGEMENT - Authorisation for records relating to authorisation of travel arrangements.

See PERSONNEL - Training and development for records relating to travel arrangements for conferences, training etc.

22.27.0 VOLUNTEERS

See PERSONNEL - Establishment for records relating to the appointment of volunteers.

See PERSONNEL - Recruitment for records relating to the recruitment of volunteers.

See PERSONNEL - Training and development for records relating to the training of volunteers.

22.28.0 WELFARE

The activity of managing the provision of support and counselling services to employees.

No Description of records Disposal action
22.28.1 Records relating to the implementation of counselling programs or schemes, such as career or trauma counselling programs. Records include program plans and reports. Retain minimum of 5 years after action completed, then destroy
22.28.2 Records relating to counselling of employees, including career, trauma, financial, new entry and counselling regarding breaches of the code of conduct. Records include case files and reports. Retain minimum of 5 years after action completed, then destroy
22.28.3 Records relating to reference information about external counselling programs or schemes. Retain until reference use ceases, then destroy

22.30.0 WORK EXPERIENCE

See PERSONNEL - Establishment for records relating to the appointment and management of work experience students.

22.29.0 WORKERS COMPENSATION

See RISK MANAGEMENT for records relating to workers compensation.