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General Retention and Disposition Guidelines

The general guidelines (in pdf) offer recommendations on retention schedule for administrative records that are found in many of the offices and departments at HKUST. They are derived from business and archival practices currently in use by record centers and university archives. Officers from individual departments are asked to continuously work with Archives staff to modify the proposed retention schedule 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.

Guidelines are listed according to the categories below.

  • Accreditation Documents
  • Agreements and Contracts
  • Audiovisual Materials
  • Budget Records
  • Circular Memos
  • Conference and Workshop Records
  • Correspondence
  • Course Records
  • Departmental Meetings and Committees Records
  • Financial Records
  • Forms
  • Interdepartmental Committee Records
  • Personnel Files
  • Publications and Promotional Materials
  • Records of Research Activities
  • Reports
  • School Board Records
  • Student Records
  • Technical Drawings
  • Theses and Dissertations
  • University Council Records
  • University Court Records
  • University Senate Records


The University Archives is drafting an updated version of the University Records Retention and Disposal Schedules (accessible to HKUST staff only). Departments and offices are welcome to send in their comments and feedback to

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last modified 20 August 2020