From January 1 2021 all Victorian public school customers will see their software updated requiring your school principal's email address and name to be updated to approve all future destructions.


This is due to The Department of Education and Training's changes to the authorisation of documents requiring destruction.


Follow our step by step guide below to ensure you can continue destroying documents.


On this page:

  • Setting Up Destruction Authorisation Details
  • How to send an authorisation request to destroy documents


Setting Up Destruction Authorisation Details



Step 1  


In the top right corner, click the "Settings" button. 

Note: You may not have access to this if you do not have administrator access, consult your archiving team if this is the case.





Step 2 


On the settings page, look down the left hand menu and click "Security"



Step 3 


On the security page, scroll down the fields "Destruction Authorisation Name" & "Destruction Authorisation Email Address". Enter the name and email address in these fields for your school principal. Once you have done this, any new destruction requests can now be sent to the principal for review.


How to send an authorisation request to destroy documents 


Once you have the contact details set up for your principal, you are able to request directly from the system when the principal needs to authorise a destruction. Follow the below steps to seek authorisation.


Step 1 


Create a normal destruction list - follow the normal steps to find out what can be destroyed.


Step 2 


In the "Destruction Lists Awaiting Approval" select the list you have created - you will see which items are requiring authorisation as their approved status will be listed as "pending"



Step 3 


At the bottom of the list you will see the button "resend authorisation". This means that your principal has already received your authorisation request, but you can click this button and resend it.



Step 4 


Your principal will receive the following email - they will need to either approve or refuse the destruction. They can refer to an attached list to review all items included in the destruction.


Step 5 


When the list is approved, you will receive an email meaning advising this and you can login and process these documents and destroy them.