Student reports must be kept for identified time periods.
Schools are required to create, manage and dispose of electronic and hardcopy public records — for example, student records, in accordance with the Public Records Act 1973 (Vic).
Schools should have a system for managing their electronic and hardcopy records to ensure the:
- reliability, and
- accessibility of these records
Where public records are stored with an online service — for example:
- services that provide virtual spaces, and
- portals through which
- information can be stored and shared, and
- transactions between schools and parents/carers can be recorded, for example, cloud technologies
a school must be able to access those records during the retention period.
Student reports must be kept 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
Reviewed 26 May 2020