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Disposal of Records

Disposal refers to the act of changing the status of a record.  It usually occurs when you no longer use that record your day to day business. 
The word disposal in this context can mean:

  • Transfer of records of permanent value to the University Archives
  • Destruction of records
  • Damage to or alteration of records

Determining the correct disposal action for a record is called “sentencing” and this process must be conducted in accordance with the requirements of the State Records Act, 2000.

TRIM records that are no longer active should be returned to Records Management Services M427, with a request to close the file.  All sentencing of TRIM files will be conducted by Archives and Records Management Services.  At no time are you permitted to destroy, transfer or alter a TRIM file.  If you are unsure as to whether a record is a TRIM file please contact the Records Coordinator.

Records that are not registered in TRIM but are managed through your own local record keeping system are still considered university records and therefore must be disposed of in accordance with the relevant Disposal Authority. Information on disposal and how to conduct a sentencing exercise are contained within the relevant Advice Sheets.  If you need to sentence a lot of files, you should arrange to attend a Sentencing Workshop or request a one-on-one training session with the University Archivist.
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