Policy and Procedures

Storing of Leave Information

The roll-out of ESS means it is now the responsibility of the department to store and file all leave documentations that has been used to support the electronic leave request. 

The privacy laws state that:

An organisation must take reasonable steps to protect the health information it holds from misuse and loss and from unauthorised access, modification or disclosure.

Because the information contained in the sick leave forms is health information we must take extra care in protecting the information. Our recommendation for optimal compliance is for the sick leave certificates to be kept in locked filing cabinets or other locked areas with only relevant staff having access to the information for seven years. 

If this is not possible, at the very least the information should be stored in a location which is not readily accessible by staff or students such as an office which can be locked when it is not occupied.

For more information about compliance with privacy legislation please go to www.privacy.monash.edu.au.