PUBLISHED+Records+Management+Manual+for+School+College+and+Campus+Records+effective+1+August+2016.DOC

RECORDS MANAGEMENT MANUAL
FOR SCHOOL COLLEGE AND CAMPUS
RECORDS

EFFECTIVE: 1 AUGUST 2016
VERSION: 1.0


2

CONTENTS
Introduction 4
1.

DEFINITION OF A RECORD5

2.

STAFF TRAINING

3.

CREATING AND CAPTURING RECORDS 5

4.

5

3.1

Corporate records......................................................................................................................5

3.2

Ephemeral records.....................................................................................................................6

3.3

Personal records.........................................................................................................................6

3.4

Record Titling...............................................................................................................................6
MANAGING RECORDS IN SCHOOLS

6

4.1

The School File Plan...............................................................................................................6

4.2

Scope Notes..............................................................................................................................7

4.3

Descriptor Titling....................................................................................................................7

4.4

File Numbering........................................................................................................................8

4.5

Feedback....................................................................................................................................8

4.6

Managing Hardcopy Files....................................................................................................8

4.7

Managing Electronic Records..........................................................................................10

4.8

Disaster Management........................................................................................................11

5. RETENTION AND DISPOSAL PROCESS FOR INACTIVE RECORDS 12

6.

7.

5.1

Retention & Disposal Schedules....................................................................................12

5.2

The Retention & Disposal Process.................................................................................14

5.3

Archival Records...................................................................................................................15

5.4

Maintenance of Archival Records..................................................................................16

5.5

Access to State Archives held by the State Records Office................................16

CLOSING OR AMALGAMATING SCHOOLS

16

6.1

Closed School – Transferring Records to CIS.............................................................16

6.2

Amalgamated Schools........................................................................................................16

HISTORY OF CHANGES

8. APPENDICES

17

18

APPENDIX 1 – LIST OF RECORDS DUE FOR DESTRUCTION

19

APPENDIX 2 – MEMORANDUM FOR DESTRUCTION APPROVAL
APPENDIX 3 – BOX LABEL TEMPLATE

20

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APPENDIX 4 – VOLUME CLOSING SHEET

22

APPENDIX 5 – LIST OF ARCHIVAL RECORDS FOR TRANSFER 23
APPENDIX 6 – STUDENT ENROLMENT RECORDS HELD ON THE SCHOOL INFORMATION
SYSTEM (SIS)
24
APPENDIX 7 – LIST OF ARCHIVAL SCHOOL RECORDS*

25

APPENDIX 8 – CLOSED SCHOOLS26
APPENDIX 9 – DISASTER MANAGEMENT PLAN 29
APPENDIX 10 – VITAL RECORDS 37
APPENDIX 11 – DEFINITIONS

38

APPENDIX 12 – MANAGEMENT OF STUDENT FILES AND ENROLMENT RECORDS 40

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Introduction
The Records Management Manual for School College and Campus Records, has been
developed to comply with the requirements set out in the Department of Education ‘s Records
Management Policy and Procedures. The Policy applies to all Department of Education work
sites - Central services, Education Regional Offices and Schools.
A copy of this policy can be obtained from the Department’s Policy site.
Records management is an integral component of every day work for Teachers, Education
Assistants, Principals, Corporate Services Managers and School Officers. Records provide
information for, and evidence of, daily operations and decision-making. The monitoring of
students and systems performance, communicating with peers, students, parents and other
stakeholders in the education process, reporting on what has been done and why, requires the
creation and maintenance of records on paper or electronically. Their role in the process of

education and the increasing need to demonstrate accountability means that it is necessary to
continuously strive for greater efficiency and effectiveness in the way records are managed.
Good records management practices are essential to:

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
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





comply with legislative requirements;
provide savings in terms of costs, space, materials, and time;
improvements in the quality of information;
improvements in information retrieval;
enhancing decision-making and accountability;
providing litigation support;
reducing waste and inefficiency;
protecting the rights of the school, staff, students and community; and
provide an historical framework

Adherence to the retention and disposal schedule in this manual will ensure compliance with the
State Records Act 2000. A variety of forms and additional information comprise the appendices.
This Records Management Manual for Schools, College and Campus Records is to be used by
all school staff. Whenever possible, instructions include diagrams.
The Manual will be reviewed periodically. Any queries regarding the Manual or suggestions for
improvement are to be directed to the Manager, Corporate Information Services either by:
Email:

Telephone: (08) 9264 4867
Note: Records Outsourced Functions
Schools are to note that they should include clauses relating to recordkeeping aspects in any
contracts that involve the outsourcing of school functions. For additional information on this
issue refer to Section 7 of the Department’s Recordkeeping Plan (RKP)

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1.

DEFINITION OF A RECORD

Any’ record of information’, however recorded, pursuant to section 3 of the State Records Act
2000, and including:







anything on which there is writing or Braille;
a map, plan, diagram or graph;
a drawing, pictorial or graphic work, or photograph;
anything on which there are figures, marks, perforations, or symbols, having a meaning
for persons qualified to interpret them;

anything from which images, sounds or writings can be reproduced with or without the
aid of anything else; and
anything on which information has been stored or recorded, either mechanically,
magnetically, or electronically.

Regardless of the form or format, when evaluating whether information is a record you must
always consider its content or subject matter.

2.

STAFF TRAINING

The Department’s online Recordkeeping Awareness Training (RAT) is available through the
Professional Learning tab in the staff Portal. All staff are enrolled in this training and are
encouraged to complete it as soon as they join the Department. Completion of this course is
mandatory.
Corporate Information Services is available to provide training at a school or regional level.
Please contact the Corporate Information Services Helpdesk for further information either via
email or telephone (08) 9264 4867.

3.

CREATING AND CAPTURING RECORDS

In the course of everyday business, Departmental employees will encounter all manner of
records. The person who creates a record is responsible for ensuring that the record is captured
into an appropriate records management system.
Not all records need to be captured into business records management systems. Only
corporate records are required to be captured.

Capture:
3.1




Corporate records are records of long term value, corporate records:
provide evidence of business activities of the organisation;
contain information which is of administrative, legal, fiscal, evidential or historical value
and is not recorded elsewhere on the public record;
document important communication and/or a transaction between employees or between
an employee and another party; and

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

document the rationale behind policy, senior employee decisions and directives.

Don’t Capture:
3.2




3.3




3.4

Ephemeral records provide short-term or no value to the organisation and are:
distributed to staff for information or reference purposes only, such as copies of:
 reports and newsletters
 circulars
 notices of meetings
 minutes, agendas etc
drafts and rough notes (except where they provide changing decisions that may be used
to provide evidence of fact)
personal messages and announcements not related to official business
Personal records provide no relevance to the business of the agency and must not
be retained in any corporate system such as a shared drive. Includes:
personal records of staff members e.g. holiday photos;
ephemeral records that offer little or no ongoing value to the organisation; and
copies of circulars, mailing lists and advertising materials.
Record Titling

Staff should ensure meaningful titles are used when creating or capturing records.
A record title should reflect the following:
 subject of the record, e.g. “financial committee minutes February 2015”.
 record version,
 if the record is a draft, version or finalised, e.g. - parent contact list-v1, parent contact
list-final); and
 any other unique aspect of the document, e.g. - author, addressee & date.

4.

4.1

MANAGING RECORDS IN SCHOOLS
The School File Plan

The School File Plan provides a consistent classification structure that allows some flexibility. It
is designed to provide an efficient and effective way of managing school records.
This consistent approach will reduce the time spent by staff learning new filing systems and
provide an efficient storage and retrieval system for the increasing volumes of correspondence
created and received by schools. The School File Plan also reduces the time spent determining
the minimum retention periods school records must be held for (See Section 5).

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The School File Plan classification system consists of three levels:

Business Function is the top-level
and broadest term. The School File
Plan is broken into 18 Business
Functions.

Business Activity is the
second-level term and more
specific than the Business
Function. Activities are
always related to the

Business Function they fall
under.

The Descriptor is the narrowest
term and is created as required
by staff in the school. The
descriptor is used to divide
records into manageable pieces.

100 - ADMINISTRATION

112 - RETURNS

Census Returns - 2016

Records should be classified into the School File Plan according to their business function and
activity.
4.2

Scope Notes

Scope notes are provided for the Business Function and Activity to help the user to determine if
the classification selected is appropriate. They also direct the user to other keywords which may
be more appropriate. For the full listing of the School File Plan Business Functions and Activities
with descriptive scope notes use the School Classification and Subject Index
Business Function Scope Note Example:
250
CURRICULUM
Use for all aspects of curriculum development, including planning, designing, implementing and
evaluating as well as for individual units of study. Includes correspondence, reports etc. for each

syllabus, specification for design, proposed courses, etc. Where required specify the course
title.
Business Activity Scope Note Example:
266
VOCATIONAL SUBJECTS
Use for a range of subjects which develop general vocational and life skills which are readily
transferable from one vocational area to another.
4.3

Descriptor Titling

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As the descriptor folder is created within the school, efforts should be made to ensure that folder
titling is consistent and meaningful. Where the hardcopy record has a corresponding electronic
folder, the electronic folder should have the same title. Maintaining a school file plan master list
register will assist staff locating files and reduce the potential for duplication or misfiling.
At a minimum, the title of a file should describe the subject matter of its contents and the period
of time the contents cover.

4.4

File Numbering

The School File Plan uses numbers to identify and locate the files and to encourage similar files
to be housed together. The use of numbers results in easier sorting and minimises misfiling.

The Business Function and Business Activity folders provide the initial number with the
Descriptor folder (third-level) providing the final component of the file number.
Sequential numbers are also used to distinguish between different volumes of the same file.
When a file becomes too large, create a new volume. The first file is marked “V1”, the second
“V2”, and so on.
Examples of File Titles Using the School File Plan:
850 STUDENT MANAGEMENT > 867 SPECIAL EVENTS > 867.1 Faction Carnival 2012 D7YALA
400 FINCANCIAL MANGEMENT > 403 BUDGETING > 403.1V2 Budget 2014 - D2YALAudit
800 STAFF DEVELOPMENT > 804 TRAINING > 804.2 RM Finance Training 2013 to 2015 D7YALA
4.5

Feedback

Suggestions for improvements to the School File Plan including new keyword and descriptors
can be forwarded to the Manager, Corporate Information Services at
to be assessed during the periodic reviews.
4.6

Managing Hardcopy Files

File Covers
Files can be in the form of manila folders, lever arch files, ring binders, boxes or file covers with
tabs. Regardless of the type of file cover, all files in the school should be titled according to the
School File Plan and be included in the school’s master list (see File Tracking below). Where
possible file covers should have tabs to allow colour coding and file clips to facilitate attachment
of documents.
File Labels
A file label may be glued to the front of the file cover irrespective of the type of file cover. An
example of a file cover label appears below.
Example of File Cover Label:

School
File Title

Southpoint High School
ADMINISTRATION – MEETINGS – All Staff meetings

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File Number
Date Opened
Date Closed (last action date)
Security Classification
Retention & Disposal

107.1
29 January 2015
21 December 2015
Open/Confidential
Destroy 7 years after last action

Colour Coding
Where possible colour coding on file covers may be used to quickly and clearly identify files,
maintain the filing order and assist in minimising misfiling. Colour coded number labels are used
to identify the file numbers.
File Volumes
A hardcopy file can continue to be used until it gets full, regardless of how long this takes. If a

hardcopy file becomes too large within a short period of time, a new volume should be created.
The original file becomes Volume 1 and the new file Volume 2. The file label must be updated to
reflect this. Volume 1 is closed by placing a Volume Closed sheet in the folder. When a volume
is closed the retention period for that file is automatically started.
File Housing & Security
Files can be stored in either vertical or lateral filing cabinets. Files placed laterally on shelves
supported by racks save space compared to vertical filing cabinets. Lateral filing cabinets also
save time in terms of refiling and retrieval. Metal Cabinets or shelves are preferred over wood to
reduce the risks damage by fire or pests.
Provision must be made for files containing sensitive/confidential documents to be housed in
lockable storage with restricted access.
Suppliers of Storage Boxes and Filing Equipment
Schools should refer to the CUA for available suppliers.
File Location
Generally, files used mainly by one group of users may be located in their work area. The
school’s file register should indicate the location of all hardcopy files. Regardless of where the
files are located they are all subject to the School’s Retention and Disposal Schedule found on
the Records Management IKON page.
File Tracking
It is recommended that the physical movement of hardcopy files in the school be recorded to
ensure that the file can be always located when required. Systems for recording physical
movements of files can range from the use of a handwritten recording system; card based
borrowing systems, a bar code system or electronic spread sheet such as the School Master
File List.
It is recommended that the following details be recorded when files are borrowed from their
normal location:




file number;
the title and full name of the person or the department having possession of the file; and
sign out and sign in with dates noted.

Correspondence

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Corporate incoming hardcopy correspondence should be registered and its movement tracked.
The purpose of registration is to provide evidence that a record has been created or received in
a record keeping system and it facilitates easy retrieval.
For correspondence requiring registration the following details should be recorded:

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


date correspondence received;
sender;
subject;
addressee; and
file number to which the correspondence was attached.

Always consider the subject matter when filing correspondence.
4.7

Managing Electronic Records

Definition
‘Electronic Record’ means any record created or received by an employee that exists in binary
form and that requires combinations of computer hardware and software to be read and
understood.
Examples of electronic records include:
 word processor documents,
 spread sheets,
 databases,
 digital images,
 emails,
 websites and
 facsimile transmissions.
Storage
Electronic records can be easily altered or deleted. In the event of a dispute about the content
of a particular document, the ability to prove that the captured version of the document is
identical to the version which was sent or received is paramount.
In the absence of an electronic document and records management system, schools should
assess the risk of saving corporate records via electronic means e.g. S:\ drive, home drive,
portable drives, C:\ drive, Microsoft Outlook Folders, cloud storage etc.
Where the risk of loss, security breach or unauthorised tampering of the record is high, the
school should print and file records in paper-based official files. The importance of the record
should be taken into account before printing and filing.
Schools must print and file all records designated as ‘State Archives’ as these records are to be
kept in perpetuity (see Appendix 7 for Archival Records).
Structure
For ease of management it is recommended that schools utilise the School File Plan folder
structure. Details on how to use the School File Plan are covered in Section 4.1 of this

document. A diagram providing an example of how to use the School File Plan on a network
drive is provided below.
Retention & Disposal
Electronic records must be disposed in accordance with Records Management Policy. The
process for managing closed records is covered in Section 5 of this document.
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Schools must ensure that the records being deleted are the only available copy of that record or
ensure that all copies, including any electronic records, are destroyed simultaneously.
Electronic Record Naming Convention
Guidelines on how to title records are covered in section 3.4 of this document.
In the network drive directory structure, document names can be specific to the subject of the
document. They do not need to reflect the titles given to the sub-directories (which are derived
from the School File Plan).

NOTE: When naming an electronic document, avoid using the name of an existing document.
Identically named documents cannot be saved onto the same sub-directory without one
document overwriting the other.
File Security
Sensitive electronic documents can be managed through the application of access control on
shared drive folders or by moving to a physical media to be managed on a hardcopy folder. The
use of encrypted and password protected files is discouraged due to the difficulty in maintaining
continuity of access during staff movements.

Example of School File Plan folders on a network drive:

4.8

Disaster Management

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In the event of a disaster where records are affected, please contact the Corporate Information
Services Help Desk either by email , or telephone (08) 9264
4867.
Also refer to Appendix 9 of this document for a copy of the Disaster Management Plan. The
Plan provides assistance where immediate action is required.

5. RETENTION AND DISPOSAL PROCESS FOR INACTIVE
RECORDS
Schools should perform an annual check of all files (electronic and hardcopy) and assess
whether these files are still being used (active) or if they are too large and need a new volume
created.
When there has been no action on the file for a considerable period (e.g. two years or more), it
must be managed in a way that complies with the State Records Act 2000.
The Retention and Disposal Schedules list the different types of records created, the minimum
length of time (in years) that each type of record must be retained, and the final action for the
record.
5.1

Retention & Disposal Schedules

The Retention and Disposal Schedule for School, College and Campus Records is designed to
provide consistency for records disposal actions across all Department of Education schools,
colleges and campuses.
The Schedule provides legal authority to achieve:
l
l
l

the prevention of premature destruction of records in contravention of legal, financial
and other public administration requirements;
the identification and preservation of records which form part of the archival heritage
of the State; and
the efficient and cost-effective management of records and related resources.

Records not covered by the Schedule
Records that cannot be sentenced via the Schedule, mainly human resources, financial
and general administrative records, are likely to be covered by the
General Disposal Authority for State Government Information (GDASG).
The retention and disposal schedules applicable to all Department records can be found on the
Intranet here

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How to Read a Retention & Disposal Schedule:

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5.2 The Retention & Disposal Process is described in the flowchart below:

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There are four actions that can be performed against a record when it is no longer active:

Action

Explanation

Process

Destroy
now

The record is ready for
immediate disposal as it
has been inactive for a
period longer than the
minimum retention period

Destroy
later

The record can be
destroyed but needs to
be held in interim storage
until it has passed its
minimum retention period

Archive

The record is identified as
archival and is never to
be destroyed. In the
future it will be
transferred to the State
Records Office of WA and
enter the public access

domain.

Retain

The record must be
retained locally for the life
of the agency

1. List the records due for destruction on the List of Records for
Destruction Appendix 1
2. Have the list for destruction approved by the school Principal or
Manager, Corporate Services using the destruction approval
memo Appendix 2
3. Destroy hardcopy records using a CUA approved destruction
service. Country schools can shred, burning or burying are not
acceptable methods of destruction. The destruction list must
note the method, be signed and dated by the destroyer and
counter-signed and dated by the supervisor.
4. Destroy electronic records in a way that ensures they cannot be
recovered.
5. If used, ensure receipt of destruction certificate from destruction
service
6. Collate destruction list, approval memo and the destruction
certificate (if used). File in School File Plan file 551 – retain for
life of agency.
1. Close the file with a closed volume sheet Appendix 4
2. Box file according to destruction date and create box list to be
attached to front of box Appendix 3
3. Store records in an appropriate location taking into consideration
security, safety, potential damage, ease of access and

environmental conditions to ensure no unwarranted
access/damage to records while in storage. Metro schools can
utilise the CUA for external storage solutions.
1. Close the file with a closed volume sheet Appendix 4
2. Label the file as “Archive - Never to be Destroyed”
3. List records that are to be transferred Appendix 5
3.1 If the school has been invited to submit records to the
School Archives Collection Program it can make
arrangements to transfer the records to Central services
Contact the Records Management Help Desk on Ph: (08)
9264 4867 or email:
3.2 If the school has not yet been invited to participate in the
School Archives Collection Program store the records in a
secure and safe location (see 5.4). If the files are being
boxed ensure that the contents are clearly labelled on the
front of the box Appendix 3.
1. Close the file with a closed volume sheet Appendix 4
2. Store the records in a secure and safe location. If the files are
being boxed ensure that the contents are clearly labelled on the
front of the box.

NOTE: In all cases, a copy of the records held in storage should be maintained elsewhere. In the event of
premature destruction (natural disaster or otherwise), the lists will serve as a record of what was destroyed.
5.3

Archival Records

Refer to Manage archives at your school for information about archiving records at schools.

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Maintenance of Archival Records

17

Before archival records can be sent into central services they must be stored properly. The State Records
Office provides guidance on the correct storage of archival records.
5.5

Access to State Archives held by the State Records Office

Many schools had submitted records to the State Records Office (SRO) prior to 2001. A List of the records
held by the SRO can be viewed on their publically accessible Aeon Database available on the Internet
here: />Schools wishing to access records from the SRO should contact them directly on 9427 3600. Any records
on loan from the SRO should be registered in the school File Tracking System.

6. CLOSING OR AMALGAMATING SCHOOLS
6.1

Closed School – Transferring Records to CIS

Process instructions for transferring the custody of closing school records can be found at Appendix 8.
6.2

Amalgamated Schools

Records of amalgamated school/s will be transferred to the custody of the new school. It is not best
practice to continue operating the separate systems or to amalgamate the systems in some way. Steps for
transferring records during school amalgamations:
Step
1
2
3

4

5
6

7

Action
Transfer all records both closed and current to
the new school
Close all old and current records of the
subsumed school/s
Remove if required only documents within a
recent date range from the closed files and
attach them to the newly created file to
continue the function.
Print and file final copies of corporate
electronic records including emails in
appropriate hardcopy files.
Make cross-references on the file covers of
both old and new records
Create new records as required to continue

current functions, using the file covers,
pathways, logos, numbering and titling system
of the new school.
Process records according to the instructions
detailed in section 5 of this document.

Description
Do not remove file covers, renumber, change file titles or in
any way destroy the identity of those records.

This will provide easy retrieval and establishment of
continuity for the business functions and activities

Records will need to be assessed to determine whether they
can be destroyed now or in the future or need to be retained
as archives.

For further assistance please contact the CIS Helpdesk via email or telephone: (08) 9264 4867.

HI

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7. HISTORY OF CHANGES
Effective date

Last update date

01/08/2016

21/07/2016

Version no
1.0

Ref No

Notes

16/0439959

Major review
undertaken.
Approved by
A/Manager
Corporate
Information Services.

29/11/2019

As above

Updated the
definition of
Significant Records
to read Corporate

Records as per
Records
Management Policy
and Procedures
effective 03/12/2019.

28/1/2021

As above

Update to disposal
templates to reflect
two-stage
authorisation

8. APPENDICES

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APPENDIX 1 – LIST OF RECORDS DUE FOR DESTRUCTION

Name of School:
Date Records were Destroyed:

Box/Bin No:

*All fields must be completed – the School File Plan number must be noted and the Retention and Disposal Schedule and category number used. Schools will use either the
General Disposal Authority for State Government (GDASG 2013-017) or the Functional Retention and Disposal Schedule for Department of Education School, College and Campus
Records (FRDSSCCR 2007005). The One-Stop Reference Sheet will provide guidance on what schedule and category number has been used.
EXAMPLE
School
File Plan
401

School
File Plan

Retention &
Disposal
(GDASG 2013017; 13.1)

File Title
FINANCIAL MANAGEMENT – ACCOUNTING – Deposit Account (hardcopy & electronic)

Retention &
Disposal
Schedule

File Title

Date Range

Date Due for
Destruction

2006 to 2008

2015

Date Range

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Destruction


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APPENDIX 2 – MEMORANDUM FOR DESTRUCTION APPROVAL

MEMORANDUM FOR DESTRUCTION APPROVAL
To:

The Principal

From:
Date:
Subject:

REQUEST FOR APPROVAL TO DESTROY SCHOOL RECORDS

Attached are lists of records that are now due for destruction, as specified by the Retention and Disposal Schedule
for School Campus and College Records (RD200705) & State Government Information (2013-017). In order to
complete the process of destruction you are requested to review the listings and sign and date this memorandum as
approval for destruction to be carried out.
You should not authorise records for disposal if they:
 are still current, in use, or topical
 are subject to a current Freedom of Information application
 are still needed for a formal inquiry, such as a Parliamentary Inquiry or Royal Commission
 are still needed for auditing or legal purposes
 are subject to a disposal freeze – (a disposal freeze is currently in place for all records relating to children,
(such as student files). This is in accordance with the recommendations of the Royal Commission into
Institutional Responses to Child Sexual Abuse. If there are any records you wish to retain please annotate
the lists providing a review date and reason for retention).
Please return this memorandum and listings to: {Name}
Forward this page and the list of records due for destruction, to for
checking and authorisation before approval by principal and destruction.
Corporate Information Services Authorisation
(On behalf of the Manager Corporate Information
Services)
Name
Position Title

Coordinator RKP Implementation and Support

Signature
Date
School or Business Unit to which the records pertain

Name
Position Title

Principal

Signature
Date

APPENDIX 3 – BOX LABEL TEMPLATE
Box Number

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File Number & Title

Date Due for Destruction

Box Number
File Number & Title

Date Due for Destruction

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APPENDIX 4 – VOLUME CLOSING SHEET

FILE CLOSED
DO NOT PLACE ADDITIONAL PAPERS ON THIS FILE

Date Closed……………...………
(Date of the latest record in the file)

Next Volume………………………...…

Associated Volumes……….………

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