High value & high risk records

The University is committed to identifying, documenting, and safeguarding its high value and high risk records, information, and the systems that support them. These assets are essential to delivering our core functions, meeting legislative obligations, and protecting the rights of individuals and the broader community.

Definitions

High value records, information and data

High value assets are those that enable the University to:

• fulfil core functions and responsibilities
• deliver services to students, staff, and partners
• respond to inquiries, audits, investigations, and legal matter.

A small proportion of these records may also be permanently retained as NSW State Archives due to their ongoing value to the State. 

High risk records, information and data

High risk assets are those:

• created or received in high‑risk business areas or processes
• that pose significant risk if misused, inappropriately released, altered, lost, damaged, or destroyed prematurely

Where high value and high risk records are commonly found

These records typically originate from areas involving:

• core and statutory University functions
• significant University investment or expenditure
• direct engagement with individuals (e.g., regulatory, enforcement, health, or welfare activities)
• development of policies or services that affect individuals, communities, or their rights
• management of natural resources, culturally significant places, or critical NSW infrastructure
• processes vulnerable to corruption or misconduct
• major programs of state, national, or international significance
• collection or use of personal or health information (as defined in relevant NSW privacy legislation)
• functions subject to close scrutiny by the public, media, or oversight bodies
• business processes undergoing major organisational change

Tip: High value (and high risk) records are almost always data classified at the University as Highly Sensitive or Sensitive.

Examples of high value and high risk records

Student Progression Records

Classification: High value and high risk

These records document direct interaction with students, their engagement in core University services (teaching and learning), and their rights and entitlements.

They are high risk due to the personal, sensitive, and confidential information they contain, which could cause harm if mishandled.

Budget Records and Financial Information

Classification: High value and high risk

These records capture key financial decisions of the University.

They are high risk because of their confidential nature and the potential consequences associated with inappropriate access or loss.

High value high risk records guideline

The University maintains a guideline of functional classifications for commonly identified high value and high risk records. Link to guideline here.

Contact Records & Archives if you have questions on the guide.

Responsibilities

• Business Owners must identify high value and high risk processes within their area and the records required to support them.
• Business Owners are responsible for ensuring all high value and high risk records are captured within an appropriate University System of Record such as RAMS.
• Business Owners must ensure these records are appropriately protected through Business Continuity Plans.
• High value and high risk records must never be destroyed without a formal appraisal and approval process.

Need Help?

If you need assistance identifying high value and high risk records, or guidance on how to manage them effectively, please contact Records & Archives. Our team is here to support you.