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University Records Retention and Disposal Schedules

The University Archives is working on updating a guideline on records retention and disposal schedules, superseding the General Retention and Disposition Guidelines issued in 2006. The guideline aims to advise offices and departments at HKUST to make informed decisions about their records, both in physical and digital format. It is derived from business and archival practices currently in use by academic 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

We aim to release the guideline in Summer 2024. Meanwhile, if you need advice regarding records retention and disposal, please contact the University Archives at For enquiries related to the University’s Enterprise Content Management system (ECM), please contact the Information Systems Office ECM Project team at 2358 6240 /

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last modified 17 January 2024