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Guidelines for Corporate Records

Best practice advice for Common Records

“It is essential that public offices prioritise their information management resources, destroy low value information, and focus their efforts on information which is of high value. Retention and ongoing management of low value records such as routine financial information, administrative records and duplicates for longer than is required is costly and inefficient.”

State of Government Recordkeeping 2008 – Annual Report.

You can download the Best Practice Advice For Common Records.

Records Management checklist

You can download the Records Management Checklist.

Access framework

Under sections 21 and 43 of the Public Records Act 2005, all public records created by the University of Otago that have been in existence for 25 years or more, and all public records that have been transferred to our approved repository, the Hocken Library, must be available for public inspection unless the University imposes conditions on access to certain classes of records, or unless the records are restricted under another statute.

This framework outlines those university records that are classified as restricted access, the reason for the restriction, the period of time the restriction applies, and who will be responsible for making access decisions to those records with restrictions.

You can view the Access Framework.

Read Section 21.

Read Section 43.

Records destruction

Records destruction guidelines

This document outlines the responsibilities of staff when destroying university records. These guidelines apply to all public records created within the University, but the principles of records destruction and the methods of destruction are best practice advice for all types of records created within the University.

You can view the Records Destruction Guidelines.

Decision tree

Want to destroy some of your records? Use our decision tree to determine how you should proceed.

You can download the Decision Tree.

Request for approval to destroy form

If indicated, complete the request for approval to destroy form and forward to either Corporate Records Services or your delegated certifying officer for approval to destroy, or instruction to retain.

You can download the Request For Approval To Destroy Form.

Guidelines for staff files

This information will be available soon.