Retain minimum of 7 years after action completed, then destroy

Records relating to the provision of counselling by a professional counsellor. Includes case files.

Note: Case files may be destroyed prior to the expiry of the minimum retention period in certain circumstances e.g. agreement between counsellor and client, agreement between organisation and union.

Retain minimum of 7 years after action completed, then destroy

Retain minimum of 7 years after action completed, then destroy

Retain minimum of 7 years after action completed or expiry of approval, then destroy

Records relating to work-related travel arrangements and bookings for employees.

Note: Records relating to payments for accommodation, airfares, vehicle hire are covered by FINANCIAL MANAGEMENT - Accounting.

Retain minimum of 2 years after action completed, then destroy

Records relating to the organisation's compliance with mandatory or optional standards or with statutory requirements relating to the management of personnel, e.g. the registration of an organisation with an ‘approved screening agency’ for working with children checks. Includes advice and guidance shared between the organisation and external bodies concerning compliance matters, including circulars and information letters.

Note: The retention period provided is a guideline only. Any records providing evidence of organisational compliance with statutory or operating requirements must be kept as long as the organisation has to account for its actions.

Note: The registration records created or received by approved screening agencies are not covered in this Authority.

Retain minimum of 7 years after action completed, then destroy

• name
• date of birth
• dates of employment/service
• positions held and salary
• locations worked.

Note: This includes information maintained in electronic recordkeeping systems.

Note: If an organisation is unable to easily produce summary records containing the above information, then it should contact State Records for advice.

Required as State archives

• chief executive officers
• statutory officers appointed by the Minister (such as Chief Justices, Registrar-General, Surveyor-General, judges, magistrates, Director of Public Prosecutions)
• University Chancellors and Vice Chancellors.

Note: State Records should be contacted for advice about other categories of officers for whom records who may be eligible for transfer as State archives e.g. Government Architect.

Required as State archives

• job applications and resumes
• conduct and services checks
• letters of appointment and acceptance
• recognition of prior service
• confidentiality agreement as part of employment
• code of conduct
• service records
• correspondence, reports etc relating to separation.

Note: use this entry for records of training where they relate to occupational health and safety training or where they are required by individual employees as part of employment conditions or to perform their duties.

Retain minimum of 75 years after date of birth or minimum of 7 years after employment ceases, whichever is longer, then destroy

• reports
• correspondence
• bonds and liabilities
• agreements and undertakings
• conditions of engagement
• details of work performed
• working with children declaration
• code of conduct
• service records.

Retain minimum of 7 years after service completed or until person reaches age of 25, whichever is longer, then destroy

Retain minimum of 7 years after expiry or termination of agreement, then destroy

Retain minimum of 7 years after superseded, then destroy

Retain minimum of 7 years after action completed, then destroy

Retain minimum of 7 years after action completed, then destroy

Retain minimum of 7 years after action completed, then destroy

Retain minimum of 7 years after expiry of the policy, then destroy

Retain minimum of 1 year after action completed, then destroy

Retain minimum of 75 years after date of birth of employee or minimum of 7 years after employment ceases, whichever is longer, then destroy

Retain minimum of 7 years after employment ceases, then destroy

Records documenting applications for leave. Records include leave requests and applications, and associated supporting documentation.

Note: Where an appropriate summary record of leave taken by an employee is not available, approved applications will need to be retained for a minimum period of 75 years after date of birth or 7 years after employment ceases, whichever is longer.

Retain minimum of 7 years after action completed, then destroy

Attendance records for employees, including flexitime sheets, time sheets and attendance sheets.

Note: Licensees of children's services should meet the minimum retention requirements for these records outlined in National or NSW laws and regulations applying to early childhood education and care providers.

Retain minimum of 7 years after action completed, then destroy

Retain minimum of 6 months after action completed, then destroy

• advice of allegation and response
• investigation documentation and reports
• notifications and referrals of allegations and cases to external bodies
• records of remedial and/or disciplinary action
• records of appeals.

Retain minimum of 100 years after action completed, then destroy

• advice of allegation and response
• investigation documentation and reports
• referrals to external bodies
• records of remedial and/or disciplinary action
• records of appeals.

Retain minimum of 10 years after action completed, then destroy

Retain minimum of 7 years after action completed, then destroy

Required as State archives

Retain minimum of 10 years after action completed, then destroy

Retain minimum of 3 years after superseded, then destroy

• applications to fill a vacancy
• advertisements and details of position, duty statements, selection criteria etc.
• selection committee records and reports
• applications received
• associated checks and approvals
• eligibility lists
• notifications to unsuccessful applicants
• records of appeals.

Note: The records of working with children checks or risk assessments created or received by approved screening agencies are not covered in this Authority.

Retain minimum of 2 years after recruitment finalised, then destroy

Criminal history details provided as part of criminal record checks.

Note: These records should be retained as per the agreement with the criminal history check service provider. See the relevant section of the Personnel Handbook for details of procedures to be followed by Government agencies with respect to the keeping of criminal records.

Note: Records of criminal checks carried out by approved screening agencies are not covered in this Authority.

Retain until check completed, then destroy

Retain until administrative or reference use ceases, then destroy

Retain minimum of 10 years after action completed, then destroy
Matters involving allegations of child abuse or neglect: Retain minimum of 100 years after action completed, then destroy

• background research
• draft versions of reports containing significant changes/alterations or formally circulated for comment
• final, approved versions of reports.

Retain minimum of 5 years after action completed, then destroy
 

Retain minimum of 2 years after action completed, then destroy

• documents establishing the review
• development of methodologies for review
• background research
• draft versions of review reports containing significant changes/alterations or formally circulated for comment
• final, approved versions of reports
• project or action plans.

Retain minimum of 5 years after action completed, then destroy

Retain minimum of 7 years after expiry of pass, then destroy

Personal Security Files (PSFs) of employees or contractors where the records are in the ownership of NSW State Government agencies.

Note: Personal Security Files (PSFs) contain personal security information maintained in conformity with the standards set out in the Australian Government Protective Security Policy Framework (PSPF). PSFs are raised for employees and contracted services providers with security clearances, but may also be raised for some uncleared personnel. These records document security checks (vetting) carried out as part of pre-engagement and pre-employment checks and periodic reviews.

Retain minimum of 5 years after separation from service or minimum of 6 years after date of last clearance check on file, whichever is shorter, then destroy

Personal Security Files (PSFs) of employees or contractors who take up temporary or permanent employment with Federal, other State or Territory government agencies.

Note: PSFs of staff temporarily transferred should return to the NSW Government agency at the end of the transfer period.

Transfer custody to the relevant Federal, other State or Territory government agency upon request and in conformity with standards set out in the Australian Government Protective Security Manual.

This approval permits the transferred records to leave the State.

Retain minimum of 2 years after action completed, then destroy

Retain minimum of 2 years after action completed, then destroy