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<div class=Section1>
<p class=MsoNormal><font size=2 color=navy face=Arial><span style='font-size:
10.0pt;font-family:Arial;color:navy'>Sorry to tell you this Raelene but they should
be filed separately in a secure place – see below.<o:p></o:p></span></font></p>
<p class=MsoNormal><font size=2 color=navy face=Arial><span style='font-size:
10.0pt;font-family:Arial;color:navy'><o:p> </o:p></span></font></p>
<p class=MainHeading align=left style='text-align:left'><a
name="records_management_and_disposal"></a><b><font size=5 face=Arial><span
style='font-size:16.0pt'>Records management and disposal<o:p></o:p></span></font></b></p>
<h2 align=left style='text-align:left'><b><i><font size=3 face=Arial><span
style='font-size:12.0pt'>Overview<o:p></o:p></span></font></i></b></h2>
<h1><b><font size=3 face=Arial><span style='font-size:12.0pt'><o:p> </o:p></span></font></b></h1>
<p class=MsoNormal><font size=3 face="Times New Roman"><span style='font-size:
12.0pt'><o:p> </o:p></span></font></p>
<p class=Indent1 align=left style='margin-left:0cm;text-align:left'><font
size=3 face="Times New Roman"><span lang=EN-US style='font-size:12.0pt'>The
Records Management section </span><a
href="http://www.eduweb.vic.gov.au/hrweb/workm/other/recmgt.htm">http://www.eduweb.vic.gov.au/hrweb/workm/other/recmgt.htm</a>
</font><span lang=EN-US>provides details on the Department’s policy
requirements in relation to managing staff members’ records.<o:p></o:p></span></p>
<p class=MsoNormal style='mso-margin-top-alt:4.25pt;margin-right:0cm;
margin-bottom:5.95pt;margin-left:1.0cm;line-height:13.5pt'><font size=3
face="Times New Roman"><span lang=EN-US style='font-size:12.0pt'>Documentation
relating to the employment of each staff member must be maintained in a
personal file. <o:p></o:p></span></font></p>
<p class=MsoNormal style='mso-margin-top-alt:0cm;margin-right:0cm;margin-bottom:
2.85pt;margin-left:1.0cm'><font size=3 face="Times New Roman"><span lang=EN-US
style='font-size:12.0pt'>Information to be retained in a personal file
includes:<o:p></o:p></span></font></p>
<p class=MsoNormal style='mso-margin-top-alt:.55pt;margin-right:0cm;margin-bottom:
.55pt;margin-left:64.35pt;text-indent:-18.0pt;line-height:11.0pt;mso-list:l0 level1 lfo1'><![if !supportLists]><font
size=3 face=Symbol><span lang=EN-US style='font-size:12.0pt;font-family:Symbol'><span
style='mso-list:Ignore'>·<font size=1 face="Times New Roman"><span
style='font:7.0pt "Times New Roman"'>
</span></font></span></span></font><![endif]><span lang=EN-US>Evidence of date
of birth.<o:p></o:p></span></p>
<p class=MsoNormal style='mso-margin-top-alt:.55pt;margin-right:0cm;margin-bottom:
.55pt;margin-left:64.35pt;text-indent:-18.0pt;line-height:11.0pt;mso-list:l0 level1 lfo1'><![if !supportLists]><font
size=3 face=Symbol><span lang=EN-US style='font-size:12.0pt;font-family:Symbol'><span
style='mso-list:Ignore'>·<font size=1 face="Times New Roman"><span
style='font:7.0pt "Times New Roman"'>
</span></font></span></span></font><![endif]><span lang=EN-US>Qualifications.<o:p></o:p></span></p>
<p class=MsoNormal style='mso-margin-top-alt:.55pt;margin-right:0cm;margin-bottom:
.55pt;margin-left:64.35pt;text-indent:-18.0pt;line-height:11.0pt;mso-list:l0 level1 lfo1'><![if !supportLists]><font
size=3 face=Symbol><span lang=EN-US style='font-size:12.0pt;font-family:Symbol'><span
style='mso-list:Ignore'>·<font size=1 face="Times New Roman"><span
style='font:7.0pt "Times New Roman"'>
</span></font></span></span></font><![endif]><span lang=EN-US>DE&T
Victorian Police Records Check clearance letter<o:p></o:p></span></p>
<p class=MsoNormal style='mso-margin-top-alt:.55pt;margin-right:0cm;margin-bottom:
.55pt;margin-left:64.35pt;text-indent:-18.0pt;line-height:11.0pt;mso-list:l0 level1 lfo1'><![if !supportLists]><font
size=3 face=Symbol><span lang=EN-US style='font-size:12.0pt;font-family:Symbol'><span
style='mso-list:Ignore'>·<font size=1 face="Times New Roman"><span
style='font:7.0pt "Times New Roman"'>
</span></font></span></span></font><![endif]><span lang=EN-US>Documents
relating to employment, including the offer of employment<o:p></o:p></span></p>
<p class=MsoNormal style='mso-margin-top-alt:.55pt;margin-right:0cm;margin-bottom:
.55pt;margin-left:64.35pt;text-indent:-18.0pt;line-height:11.0pt;mso-list:l0 level1 lfo1'><![if !supportLists]><font
size=3 face=Symbol><span lang=EN-US style='font-size:12.0pt;font-family:Symbol'><span
style='mso-list:Ignore'>·<font size=1 face="Times New Roman"><span
style='font:7.0pt "Times New Roman"'>
</span></font></span></span></font><![endif]><span lang=EN-US>Change of name.<o:p></o:p></span></p>
<p class=MsoNormal style='mso-margin-top-alt:.55pt;margin-right:0cm;margin-bottom:
.55pt;margin-left:64.35pt;text-indent:-18.0pt;line-height:11.0pt;mso-list:l0 level1 lfo1'><![if !supportLists]><font
size=3 face=Symbol><span lang=EN-US style='font-size:12.0pt;font-family:Symbol'><span
style='mso-list:Ignore'>·<font size=1 face="Times New Roman"><span
style='font:7.0pt "Times New Roman"'>
</span></font></span></span></font><![endif]><span lang=EN-US>Medical reports.<o:p></o:p></span></p>
<p class=MsoNormal style='mso-margin-top-alt:.55pt;margin-right:0cm;margin-bottom:
.55pt;margin-left:64.35pt;text-indent:-18.0pt;line-height:11.0pt;mso-list:l0 level1 lfo1'><![if !supportLists]><font
size=3 face=Symbol><span lang=EN-US style='font-size:12.0pt;font-family:Symbol'><span
style='mso-list:Ignore'>·<font size=1 face="Times New Roman"><span
style='font:7.0pt "Times New Roman"'>
</span></font></span></span></font><![endif]><span lang=EN-US>Documentation
relating to probation, performance review, accreditation.<o:p></o:p></span></p>
<p class=MsoNormal style='mso-margin-top-alt:.55pt;margin-right:0cm;margin-bottom:
.55pt;margin-left:64.35pt;text-indent:-18.0pt;line-height:11.0pt;mso-list:l0 level1 lfo1'><![if !supportLists]><font
size=3 face=Symbol><span lang=EN-US style='font-size:12.0pt;font-family:Symbol'><span
style='mso-list:Ignore'>·<font size=1 face="Times New Roman"><span
style='font:7.0pt "Times New Roman"'>
</span></font></span></span></font><![endif]><span lang=EN-US>Leave
applications<o:p></o:p></span></p>
<p class=MsoNormal style='mso-margin-top-alt:.55pt;margin-right:0cm;margin-bottom:
.55pt;margin-left:64.35pt;text-indent:-18.0pt;line-height:11.0pt;mso-list:l0 level1 lfo1'><![if !supportLists]><font
size=3 face=Symbol><span lang=EN-US style='font-size:12.0pt;font-family:Symbol'><span
style='mso-list:Ignore'>·<font size=1 face="Times New Roman"><span
style='font:7.0pt "Times New Roman"'>
</span></font></span></span></font><![endif]><span lang=EN-US>Prior service
details.<o:p></o:p></span></p>
<p class=MsoNormal style='mso-margin-top-alt:.55pt;margin-right:0cm;margin-bottom:
.55pt;margin-left:64.35pt;text-indent:-18.0pt;line-height:11.0pt;mso-list:l0 level1 lfo1'><![if !supportLists]><font
size=3 face=Symbol><span lang=EN-US style='font-size:12.0pt;font-family:Symbol'><span
style='mso-list:Ignore'>·<font size=1 face="Times New Roman"><span
style='font:7.0pt "Times New Roman"'>
</span></font></span></span></font><![endif]><span lang=EN-US>Cessation
documentation.<o:p></o:p></span></p>
<p class=MsoNormal style='mso-margin-top-alt:.55pt;margin-right:0cm;margin-bottom:
5.65pt;margin-left:64.35pt;text-indent:-18.0pt;line-height:11.0pt;mso-list:
l0 level1 lfo1'><![if !supportLists]><font size=3 face=Symbol><span lang=EN-US
style='font-size:12.0pt;font-family:Symbol'><span style='mso-list:Ignore'>·<font
size=1 face="Times New Roman"><span style='font:7.0pt "Times New Roman"'>
</span></font></span></span></font><![endif]><span lang=EN-US>Applications for
pay in lieu of long service leave.<o:p></o:p></span></p>
<p class=MsoNormal style='mso-margin-top-alt:.55pt;margin-right:0cm;margin-bottom:
5.65pt;margin-left:1.0cm;line-height:11.0pt'><u><font size=3
face="Times New Roman"><span lang=EN-US style='font-size:12.0pt'><o:p><span
style='text-decoration:none'> </span></o:p></span></font></u></p>
<p class=MsoNormal style='mso-margin-top-alt:4.25pt;margin-right:0cm;
margin-bottom:5.95pt;margin-left:1.0cm;line-height:13.5pt'><b><u><font size=3
face="Times New Roman"><span lang=EN-US style='font-size:12.0pt;font-weight:
bold'>It should be noted that staff members’ taxation forms (Tax File
Number Declarations and Withholding Declarations) should not be put on personal
files, but should be stored separately in a secure location.<o:p></o:p></span></font></u></b></p>
<p class=MsoNormal style='mso-margin-top-alt:4.25pt;margin-right:0cm;
margin-bottom:5.95pt;margin-left:1.0cm;line-height:13.5pt'><font size=3
face="Times New Roman"><span lang=EN-US style='font-size:12.0pt'><o:p> </o:p></span></font></p>
<h4 align=left style='margin-left:0cm;text-align:left;text-indent:-.55pt'><b><font
size=3 face="Times New Roman"><span lang=EN-US style='font-size:12.0pt'>Each
section in the Personnel Operations Guide specifies the action that needs to be
taken with regard to managing staff records.</span></font></b><font size=3
color=blue><span style='font-size:12.0pt;color:blue'><o:p></o:p></span></font></h4>
<p class=MsoNormal><font size=2 color=navy face=Arial><span style='font-size:
10.0pt;font-family:Arial;color:navy'><o:p> </o:p></span></font></p>
<p class=MsoNormal><font size=2 color=navy face=Arial><span style='font-size:
10.0pt;font-family:Arial;color:navy'><o:p> </o:p></span></font></p>
<div>
<p class=MsoNormal><strong><b><font size=2 color=navy face="Lucida Calligraphy"><span
style='font-size:10.0pt;font-family:"Lucida Calligraphy";color:navy'>Bev
Tewkesbury</span></font></b></strong><font color=navy><span style='color:navy'><o:p></o:p></span></font></p>
<p class=MsoNormal><font size=2 color=navy face=Arial><span style='font-size:
10.0pt;font-family:Arial;color:navy'>Relieving Business Manager</span></font><font
color=navy><span style='color:navy'><o:p></o:p></span></font></p>
<p class=MsoNormal><st1:place w:st="on"><st1:PlaceName w:st="on"><font size=2
color=navy face=Arial><span style='font-size:10.0pt;font-family:Arial;
color:navy'>Lilydale</span></font></st1:PlaceName><font size=2 color=navy
face=Arial><span style='font-size:10.0pt;font-family:Arial;color:navy'> <st1:PlaceType
w:st="on">Heights</st1:PlaceType> <st1:PlaceType w:st="on">College</st1:PlaceType></span></font></st1:place><font
color=navy><span style='color:navy'><o:p></o:p></span></font></p>
<p class=MsoNormal><font size=2 color=navy face=Arial><span style='font-size:
10.0pt;font-family:Arial;color:navy'>email: </span></font><font
color=navy><span style='color:navy'><a
href="mailto:tewkesbury.beverley.d@edumail.vic.gov.au"><font size=2 face=Arial><span
style='font-size:10.0pt;font-family:Arial'>tewkesbury.beverley.d@edumail.vic.gov.au</span></font></a><o:p></o:p></span></font></p>
<p class=MsoNormal><font size=2 color=navy face=Arial><span style='font-size:
10.0pt;font-family:Arial;color:navy'>Phone: 9735 7004</span></font><font
color=navy><span style='color:navy'><o:p></o:p></span></font></p>
<p class=MsoNormal><font size=2 color=navy face=Arial><span style='font-size:
10.0pt;font-family:Arial;color:navy'>Fax: 9739
5463</span></font><font color=navy><span style='color:navy'><o:p></o:p></span></font></p>
<p class=MsoNormal><font size=3 color=navy face="Times New Roman"><span
style='font-size:12.0pt;color:navy'> </span></font><o:p></o:p></p>
</div>
<div>
<div class=MsoNormal align=center style='text-align:center'><font size=3
face="Times New Roman"><span lang=EN-US style='font-size:12.0pt'>
<hr size=2 width="100%" align=center tabindex=-1>
</span></font></div>
<p class=MsoNormal><b><font size=2 face=Tahoma><span lang=EN-US
style='font-size:10.0pt;font-family:Tahoma;font-weight:bold'>From:</span></font></b><font
size=2 face=Tahoma><span lang=EN-US style='font-size:10.0pt;font-family:Tahoma'>
busmanagers-bounces@edulists.com.au
[mailto:busmanagers-bounces@edulists.com.au] <b><span style='font-weight:bold'>On
Behalf Of </span></b>Clark, Raelene V<br>
<b><span style='font-weight:bold'>Sent:</span></b> Wednesday, 8 March 2006
12:19 PM<br>
<b><span style='font-weight:bold'>To:</span></b> <st1:PersonName w:st="on">Business
Managers' Mailing List</st1:PersonName><br>
<b><span style='font-weight:bold'>Subject:</span></b> RE: [Busmanagers]
Disposal of Records</span></font><span lang=EN-US><o:p></o:p></span></p>
</div>
<p class=MsoNormal><font size=3 face="Times New Roman"><span style='font-size:
12.0pt'><o:p> </o:p></span></font></p>
<p class=MsoNormal><font size=2 color=blue face=Arial><span style='font-size:
10.0pt;font-family:Arial;color:blue'>I just leave the copy of the tax dec on
their personal file - I have never filed them separately.</span></font><o:p></o:p></p>
<div>
<p class=MsoNormal><font size=3 face="Times New Roman"><span style='font-size:
12.0pt'> <o:p></o:p></span></font></p>
</div>
<p class=MsoNormal><em><i><font size=6 color=blue face="Brush Script MT"><span
style='font-size:24.0pt;font-family:"Brush Script MT";color:blue'>Raelene </span></font></i></em><o:p></o:p></p>
<p class=MsoNormal><font size=2 color=navy face="Eras Medium ITC"><span
style='font-size:10.0pt;font-family:"Eras Medium ITC";color:navy'>Raelene Clark</span></font><o:p></o:p></p>
<p class=MsoNormal><font size=2 color=navy face="Eras Medium ITC"><span
style='font-size:10.0pt;font-family:"Eras Medium ITC";color:navy'>Business
Manager</span></font><o:p></o:p></p>
<p class=MsoNormal><st1:place w:st="on"><st1:PlaceName w:st="on"><font size=2
color=navy face="Eras Medium ITC"><span style='font-size:10.0pt;font-family:
"Eras Medium ITC";color:navy'>Bayswater</span></font></st1:PlaceName><font
size=2 color=navy face="Eras Medium ITC"><span style='font-size:10.0pt;
font-family:"Eras Medium ITC";color:navy'> <st1:PlaceType w:st="on">Primary
School</st1:PlaceType></span></font></st1:place><o:p></o:p></p>
<p class=MsoNormal><font size=2 color=navy face="Eras Medium ITC"><span
style='font-size:10.0pt;font-family:"Eras Medium ITC";color:navy'>9721 3755</span></font><o:p></o:p></p>
<p class=MsoNormal><font size=2 color=navy face="Eras Medium ITC"><span
style='font-size:10.0pt;font-family:"Eras Medium ITC";color:navy'>clark.raelene.v@edumail.vic.gov.au</span></font><o:p></o:p></p>
<div>
<p class=MsoNormal><font size=3 face="Times New Roman"><span style='font-size:
12.0pt'> <o:p></o:p></span></font></p>
</div>
<p class=MsoNormal><font size=3 face="Times New Roman"><span style='font-size:
12.0pt'><o:p> </o:p></span></font></p>
<div class=MsoNormal align=center style='text-align:center'><font size=3
face="Times New Roman"><span lang=EN-US style='font-size:12.0pt'>
<hr size=2 width="100%" align=center tabIndex=-1>
</span></font></div>
<p class=MsoNormal style='margin-bottom:12.0pt'><b><font size=2 face=Tahoma><span
lang=EN-US style='font-size:10.0pt;font-family:Tahoma;font-weight:bold'>From:</span></font></b><font
size=2 face=Tahoma><span lang=EN-US style='font-size:10.0pt;font-family:Tahoma'>
busmanagers-bounces@edulists.com.au
[mailto:busmanagers-bounces@edulists.com.au] <b><span style='font-weight:bold'>On
Behalf Of </span></b><st1:PersonName w:st="on"><st1:place w:st="on">Tewkesbury</st1:place>,
Beverley D</st1:PersonName><br>
<b><span style='font-weight:bold'>Sent:</span></b> Wednesday, 8 March 2006
12:01 PM<br>
<b><span style='font-weight:bold'>To:</span></b> <st1:PersonName w:st="on">Business
Managers' Mailing List</st1:PersonName><br>
<b><span style='font-weight:bold'>Subject:</span></b> [Busmanagers] Disposal of
Records</span></font><span lang=EN-US><o:p></o:p></span></p>
<p class=MsoNormal><font size=2 face=Arial><span style='font-size:10.0pt;
font-family:Arial'>Hi All,<o:p></o:p></span></font></p>
<p class=MsoNormal><font size=2 face=Arial><span style='font-size:10.0pt;
font-family:Arial'><o:p> </o:p></span></font></p>
<p class=MsoNormal><font size=2 face=Arial><span style='font-size:10.0pt;
font-family:Arial'>Can someone please tell me how long we need to keep Tax
Declaration Forms and can we dispose of them once the staff member has left?<o:p></o:p></span></font></p>
<p class=MsoNormal><font size=2 face=Arial><span style='font-size:10.0pt;
font-family:Arial'><o:p> </o:p></span></font></p>
<p class=MsoNormal><strong><b><font size=2 face="Lucida Calligraphy"><span
style='font-size:10.0pt;font-family:"Lucida Calligraphy"'>Bev Tewkesbury</span></font></b></strong><o:p></o:p></p>
<p class=MsoNormal><font size=2 face=Arial><span style='font-size:10.0pt;
font-family:Arial'>Relieving Business Manager</span></font><o:p></o:p></p>
<p class=MsoNormal><st1:place w:st="on"><st1:PlaceName w:st="on"><font size=2
face=Arial><span style='font-size:10.0pt;font-family:Arial'>Lilydale</span></font></st1:PlaceName><font
size=2 face=Arial><span style='font-size:10.0pt;font-family:Arial'> <st1:PlaceType
w:st="on">Heights</st1:PlaceType> <st1:PlaceType w:st="on">College</st1:PlaceType></span></font></st1:place><o:p></o:p></p>
<p class=MsoNormal><font size=2 face=Arial><span style='font-size:10.0pt;
font-family:Arial'>email: </span></font><a
href="mailto:tewkesbury.beverley.d@edumail.vic.gov.au"><font size=2 face=Arial><span
style='font-size:10.0pt;font-family:Arial'>tewkesbury.beverley.d@edumail.vic.gov.au</span></font></a><o:p></o:p></p>
<p class=MsoNormal><font size=2 face=Arial><span style='font-size:10.0pt;
font-family:Arial'>Phone: 9735 7004</span></font><o:p></o:p></p>
<p class=MsoNormal><font size=2 face=Arial><span style='font-size:10.0pt;
font-family:Arial'>Fax: 9739 5463</span></font><o:p></o:p></p>
<p class=MsoNormal><font size=3 face="Times New Roman"><span style='font-size:
12.0pt'> <o:p></o:p></span></font></p>
<p class=MsoNormal><font size=3 face="Times New Roman"><span style='font-size:
12.0pt'><o:p> </o:p></span></font></p>
<p><b><font size=3 face="Times New Roman"><span style='font-size:12.0pt;
font-weight:bold'>Important - </span></font></b>This email and any attachments
may be confidential. If received in error, please contact us and delete all
copies. Before opening or using attachments check them for viruses and defects.
Regardless of any loss, damage or consequence, whether caused by the negligence
of the sender or not, resulting directly or indirectly from the use of any
attached files our liability is limited to resupplying any affected
attachments. Any representations or opinions expressed are those of the
individual sender, and not necessarily those of the Department of Education
& Training. <o:p></o:p></p>
<p><b><font size=3 face="Times New Roman"><span style='font-size:12.0pt;
font-weight:bold'>Important - </span></font></b>This email and any attachments
may be confidential. If received in error, please contact us and delete all
copies. Before opening or using attachments check them for viruses and defects.
Regardless of any loss, damage or consequence, whether caused by the negligence
of the sender or not, resulting directly or indirectly from the use of any
attached files our liability is limited to resupplying any affected
attachments. Any representations or opinions expressed are those of the
individual sender, and not necessarily those of the Department of Education
& Training.<o:p></o:p></p>
</div>
<p></p><p><b>Important - </b>This email and any attachments may be confidential. If received in error, please contact us and delete all copies. Before opening or using attachments check them for viruses and defects. Regardless of any loss, damage or consequence, whether caused by the negligence of the sender or not, resulting directly or indirectly from the use of any attached files our liability is limited to resupplying any affected attachments. Any representations or opinions expressed are those of the individual sender, and not necessarily those of the Department of Education & Training.</body>
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