Transcript Demystifying disposal - State Records Authority of New

Demystifying
disposal
Tony Leviston and Dawn Routledge
Demystifying disposal
17 February 2003
Objectives
• Explain the rules that govern the
disposal of records in NSW
• Describe the different parts of
disposal authorities
• Demonstrate how to apply a
disposal authority to records
Program
• Introduction to disposal in NSW
• Disposal authorities
• Introduction to normal
administrative practice
• Tea break
• Tips for implementation
• Other help
Disposal – what is it
• Destruction
• Transfer
• State archives
• Note: For records in any format
Disposal – why do it?
• Helps keep your records manageable –
you can find the needle in a smaller
haystack
• Clears out expensive storage space –
physical and electronic
• Protecting your own public office e.g.
managing privacy and confidentiality
requirements
• If you don’t dispose of them, you have
to manage them!
Disposal – how does it work
• Rules set by State Records Act
• Need permission of State Records
• Permission given through:
– General Disposal Authorities
(developed by us)
– Functional Retention and Disposal
Authorities (developed by you)
Disposal terminology
• Disposal authorities – GDA, FRDA
• Retention schedule
• Disposal class
• Retention period
• Disposal trigger
• Sentencing
• Functions
General Disposal Authorities
(GDAs)
• Cover records in any format
• GDAs for administrative records
produced by most public offices,
e.g. finance, personnel, etc.
• Developed and issued by State
Records
• See handout for list of current
GDAs and what they cover
Disposal action
• Required as State archives
• Destroy …
– X years after last action
– X years after audit
– X years after date of birth
– Once administrative use ceases
Custody decisions
• Retain in office for x years
• Note: Records required as State
archives are usually transferred to
State Records after 25 years.
Functional retention and
disposal authorities (FRDAs)
• Only central government offices need
one (others covered by GDAs)
• Cover records of core functions
• Cover records in any format
• See handouts for process of getting a
FRDA and a checklist
• Examples of FRDA from small public
office
Normal administrative
practice (NAP)
• Capture copy of outgoing
correspondence
• Destroy drafts, duplicates, ephemeral
messages of no on-going value, junk
mail
• Part of routine practices of the office
• No deliberate destruction of evidence!
Tips for implementation
• Apply disposal classes when
records are made
• Longest retention period applies
• Document transfer and destruction
of records
• Handout – tackling a backlog
• Bite size chunks
Other help
• Guidance
– Implementing a disposal authority
guidelines
– Destruction guidelines
– Procedures for disposal authorisation
State Records training courses
– Implementing a retention and disposal
authority
– Implementing GDA 10 (for councils)
– Developing a functional retention and
disposal authority
Talk to others
• State Records - Call 02 8247 8627
or 02 8247 8636 or email
[email protected] or
[email protected]
• Talk to other public offices
• List of FRDAs on our website at
www.records.nsw.gov.au/
publicsector/disposal/RDAsIssued.htm