Records Classification, Retention and Disposal - CFC RFI Response - WK 1 November 2024 - WK Policies

Record Classification Schedule

Record Classification	Description	Retention Period	Record Owner
Client Matter Records	Client documents records received or created for a client matter. This includes the retainer and other documents required to be retained on the file.	7 years after file closure* *if the record involves a claim that relates to a minor, until the minor turns 25.	Matter Partner. If there is no Matter Partner, the Product Line Leader or their designate.
Child Abuse Matter Records	Client Matter Records which relate to a child abuse matter. These records are retained in accordance with risk management practices to ensure that they will be available if a matter is revisited.	50 years* *to be reviewed in 2052.	Matter Partner. If there is no Matter Partner, the Product Line Leader or their designate.
Finance and Tax Records	Records primarily held by the Finance Department, including: financial statements tax returns and worksheets general ledger accounts payable and receivable ledgers and schedules trust account records depreciation Schedules withholding tax statements GST statements expense reports /expense distribution schedules bank reconciliations bank statements cheques invoices to clients.	7 years after finalisation of the record (for example, the end of the transaction)	Chief Financial Officer
Employment Records	Employee files held by People + Culture, including: employment contracts attendance records job change records performance evaluation records termination records training records workplace incident records health records payroll and other records required to be held under employment legislation.	7 years after the termination of the employee	People + Culture Director
Governance Record	Corporate records created for the firm’s legal, contractual or regulatory purposes, including: partnership deed, company register and related documents firm policies claim or litigation files internal legal files complaints incidents, breaches and other registers client contracts client bids and pitches supplier contracts leases and other agreements insurance policies intellectual property (such as firm templates, precedents etc)	Permanent	Chief Executive Partner
Business Records	Other types of records created for internal business purposes. These are owned as follows: Workplace Director: Business Development and Marketing Director WHS records: marketing materials; CRM records; client reporting.	7 years after finalisation of the record	If not specified, Chief Executive Partner.
Solicited Personal Information	As defined in our privacy policies and the Privacy Act 1988 (Cth), records which are not subject to a different records classification and are not required for any business purpose, including: unsuccessful job applications.	1 year	People + Culture Director
Unsolicited Personal Information	As defined in our privacy policies and the Privacy Act 1988 (Cth), records which are not subject to a different records classification and are not required for any business purpose, including: general enquiries from the public.	3 months	People + Culture Director

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