Ongoing employment – Recruitment and related issues

Records documenting the consolidated employment history of all ongoing employees from initial engagement and subsequent promotions and details of higher duties undertaken. Includes:

• letters of engagement and conditions of engagement
• letter of acceptance
• details of assigned duties (initial and subsequent variations)
• probation reports
• evidence of educational qualifications
• medical examinations/health declarations

Destroy 75 years after date of birth of the employee or 7 years after last action whichever is later

Records documenting the reduction in the classification of an APS employee either with or wihout the employee's consent

Destroy 75 years after date of birth of the employee or 7 years after last action whichever is later

Records documenting the filling of vacancies in an agency. Includes both ongoing and non-ongoing APS employees.

Includes:

• advertisements
• applications
• referee reports
• interview reports
• gazette notices
• notification to unsuccessful applicants

Destroy 1 year after recruitment has been finalised

NB The Commission would consider that recruitment is only finalised 1 year after the original Gazette notification as an order of merit can be used at any time during that period if it is not superseded by a new selection exercise.

Records documenting reviews of promotion decisions

Destroy 1 year after recruitment has been finalised.