Notice to Delete

A Notice to Delete is a formal document that is issued by Information & Records Management for the purposes of providing directions to Information Governors and Information Stewards about the disposal of University records held in their custody.  A formal Notice to Delete form will come as a PDF document via email, and will resemble the format as pictured below.

As a public agency, the University must comply with the Public Records Act (Vic 1973) and undertake regular disposal activities to ensure the proper destruction of University records in accordance with legislation. The University Retention and Disposal Authority (RDA) outlines these requirements to ensure information is not disposed of prematurely or retained longer than necessary.

All Notice to Deletes are authorised by the University’s Archive Manager and approved by the Director of Information and Records Management in accordance with the University’s Information Management Policy.

In most cases, a Notice to Delete will only be issued once an Information and Data Assessment form has been completed. The completed Information and Data Assessment will identify the records due for destruction. This means that the records have been assessed by University Information & Records Management as having reached their legislated retention period. As part of this assessment, the business unit is responsible for disclosing any additional reasons that justify the records being retained longer than the minimum sentence requirement.

Information and Records Management will maintain records for the deletion activities listed below, following notification and verification that these actions have been completed.

Notice to Delete Workflow

The following diagram outlines how a Notice To Delete is created and issued.

Any questions regarding a Notice to Delete can be directed to groupinformationmanagement@monash.edu