University Records Retention and Disposal Schedules

The University Records Retention and Disposal Schedules (accessible to HKUST staff only) are standard disposal schedules developed by the University Archives in 2020 to regulate the retention period and disposal arrangement of administrative and program records, both in physical and digital format, of the offices and departments at HKUST. The Schedules are derived from business and archival practices currently in use by university archives, taken into account the relevant law, regulation or policy of Hong Kong. 

The Schedules are listed according to the subject groups below.

Administration Building and Facilities Campus Services Circulars and Correspondence Finance and Accounting Governance Health, Safety and Environment Human Resources Information Systems and Services

Internal Audit Legal Documents & Services Marketing and Communications Procurement and Supplies Research Student Affairs Academic Registry Teaching and Learning

The Schedules superseded the General Retention and Disposition Guidelines issued in 2006. Officers from individual departments are encouraged to continuously work with the University Archives to modify the proposed retention schedules to reflect their administrative needs and to ensure that legal file retention requirements are observed for specific legal documents including those on audit procedures and reports, litigation, claims, negotiation and administrative review. Departments and offices should also communicate with the Information Systems Office (ISO) to setup the retention period in the system if the records are to be stored on the Enterprise Content Management system (ECM).

Any enquiries regarding the Schedules and practice may be addressed to the University Archives at lbarsc@ust.hk. Enquiries related to ECM may be addressed to the Information Systems Office ECM Project team at 2358 6240 / issupprt@ust.hk.

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