School Records - Retention and Disposal

 

Adopted 17th June 2019

Reviewed December 2021

Next review date will be December 2024

 

Policy Statement

The Public Records Act 2005 came into effect on 14 April 2005. This legislation allows Archives New Zealand to more actively care for documents that are identified as important for New Zealand’s history. This legislation covers all public records, including school records.

 

Rationale

Schools need to keep records for certain periods of time to comply with legal requirements, for example education and tax legislation. State and state integrated schools also have broader responsibilities to retain some school records for archival purposes, and cannot destroy or dispose of any school records without Archives New Zealand’s authorization. The School Records Retention/Disposal Schedule is the authorization that Archives New Zealand has given. It supports schools in their record keeping as it identifies the school records that can be discharged or destroyed, and those which must eventually be sent to Archives New Zealand.

 

Guidelines

1. A copy of the Ministry of Education School Records Retention/Disposal of information is kept in the staffroom and is available in the staff shared drive.

2. Staff will comply with the Ministry of Education School Records Retention/Disposal information guidelines. (https://www.education.govt.nz/assets/Documents/School/Running-a-school/2016-SchoolRecordsRetentionDisposalv2.pdf)

3, Only those with delegated authority may give approval for the disposal of school records.