8. Records management
All reports and records created or kept because of this policy must be handled in accordance with the schools' records management policy and recordkeeping guidelines.
Student reports must be safeguarded, stored and made readily accessible for the following time periods:
- Prep to Year 8 (all reports): 6 years after student departure
- Year 9 to 12 reports – excluding final report: 30 years after student departure
- Year 9 to 12 reports – final report: a permanent record – must be kept in the school until a transfer to the Public Record Office Victoria is arranged by the department.
All personal information, including personally identifiable information, collected as part of this policy by staff, contractors, volunteers and service providers at Victorian schools, must be handled in accordance with the Schools' privacy policy and Protecting personally identifiable information guideline.
Where public records are stored with an online service, a school must be able to access those records during the retention period.
For further information on records management in schools, refer to Records Management or contact archives.records@education.vic.gov.au. Advice on privacy is available from privacy@education.vic.gov.au.