Embedded Files
Property and Administration
Property and Administration
This covers records relating to the acquisition, management, maintenance and disposal of property and equipment owned, occupied or controlled by the school, teaching materials and routine administration records.
Notes:
The schedule covers all possible records a school may create. Not all schools may create/keep records in all categories.
The stated retention period is a minimum period and you can keep the record longer if you wish. You should consider any possible issues involved in doing this (e.g., privacy, liability, etc).
Do not destroy any record older than 1945 – contact Archives New Zealand for advice.
For integrated school sites, some records relating to land ownership, building plans and property maintenance will be the property of the proprietor. Where this applies, the records are retained by the proprietor and not transferred to Archives New Zealand.
Land ownership and/or occupancy documentation (excludes property owned by the Crown (Ministry))
Land ownership and/or occupancy documentation (excludes property owned by the Crown (Ministry))
Property occupancy document (POD)
Deeds of title
Certificates of title
Keep indefinitely
May be sent to Archives NZ after 10 years (not sooner)
Lease agreements
Leases of land
Leases of land
Leases of buildings
Leases with other occupants of school property
Keep for 12 years after termination of the lease, then the records may be destroyed with the permission of the board of trustees
Occupancy licences
Occupancy licences
Licences with other occupants of school property, such as school dental clinics
Keep for 7 years after termination of the licence, then the records may be destroyed with the permission of the board of trustees
If the school is closing, sort, list, box and send these records to the local/regional Ministry of Education office for off-site storage. They may then be destroyed when the 7 year period expires
Equipment leases
Equipment leases
Photocopiers
Laptops
IT equipment
Audiovisual equipment
Keep for 7 years after termination of the lease, then the records may be destroyed with the permission of the board of trustees
Building plans for major building work, historical buildings or those with significant architectural merit, including project files for property projects
Building plans for major building work, historical buildings or those with significant architectural merit, including project files for property projects
Major new permanent buildings
Major alterations
Restoration (or demolition) work on historical buildings, such as 19th century buildings or those with an Historic Places Trust rating
Buildings that have won a major architectural award
Keep indefinitely
May be sent to Archives NZ 10 years after the year in which the work took place (not sooner)
Routine building plans, (including property files for property projects)
Routine building plans, (including property files for property projects)
Minor repairs or alterations
Installation of relocatables
Keep for 10 years after the year in which the work took place, then they may be destroyed with the permission of the board of trustees
Property maintenance
Property maintenance
Five Year Property Programme (5YP)
Documentation and correspondence about the upkeep, repair and servicing of land and buildings
Guarantees
Inspections
Warrants of fitness
Keep for 7 years after the date of the last action, or expiry of a guarantee or warrant of fitness, then the records may be destroyed with the permission of the board of trustees
Disposal of major capital assets (excludes property owned by the Crown (Ministry))
Disposal of major capital assets (excludes property owned by the Crown (Ministry))
Sales agreements
Asset transfer agreements
Correspondence documenting the sale, transfer, disposal and/or write-off of buildings and land
Keep indefinitely
May be sent to Archives NZ after 10 years (not sooner)
Stores, supplies, fixtures and, fittings (such as furniture, furnishings, floor coverings, etc.), and plant/equipment administration (includes records documenting procurement, installation, maintenance, storage, issue and disposal)
Stores, supplies, fixtures and, fittings (such as furniture, furnishings, floor coverings, etc.), and plant/equipment administration (includes records documenting procurement, installation, maintenance, storage, issue and disposal)
Order books
Asset registers
Inventories
Stationery issues
Delivery dockets
Library purchases
Keep for 7 years after the end of the income year to which the records relate (or 10 years if the IRD has advised of a pending audit before the 7 year period expires), then they may be destroyed with the permission of the board of trustees
Vehicles (including records relating to the purchase, hire, maintenance, service operation and disposal of school vehicles)
Vehicles (including records relating to the purchase, hire, maintenance, service operation and disposal of school vehicles)
Vehicle log books
Purchase agreements
Sale agreements
Keep for 7 years after the date of last action, or 7 years after the vehicle is disposed of, then the records may be destroyed with the permission of the board of trustees
Major contracts incurring significant expenditure of operational and/or capital funding and relating to significant events in the life of a school
Major contracts incurring significant expenditure of operational and/or capital funding and relating to significant events in the life of a school
Contracts with architects, and builders for major building works (constructions, additions, demolitions, and facilities enhancements)
Major IT projects/ enhancements
Keep indefinitely
May be sent to Archives NZ after 10 years (not sooner)
Routine contracts and agreements
Routine contracts and agreements
Computer licences
Copyright licences
Cleaning contracts
Security contracts
Contracts with movers
Painting contracts
Lift maintenance
Caretaking contracts
Keep for 7 years after the year in which the contract ends, then the records may be destroyed with the permission of the board of trustees
Tender reports, describing the tender process and the reasons for selecting the successful tenderer
Tender reports, describing the tender process and the reasons for selecting the successful tenderer
Tender reports
Keep for 7 years after the date of the last action, then the records may be destroyed with the permission of the board of trustees
Tender documentation
Administration of the tender process
Tenders of unsuccessful bidders
Keep for as long as the school needs them for administration or reference purposes, then these records may be destroyed with the permission of the board of trustees
Routine administration
Routine administration
Minutes of staff, departmental, school functions committees, or student council meetings
School camp records
Fire evacuation plans/procedures
Routine daily notices
Keep for as long as the school needs them for administration or reference purposes, then these records may be discharged or destroyed
Teaching materials
Teaching materials
Work books
Unit plans
Notes
Keep for as long as neededfor school business or reference purposes, then they may be destroyed with the permission of the teacher and/or the board of trustees as applicable
Google Sites
Report abuse