Demystifying disposal

1. Demystifying disposal Tony Leviston and Dawn Routledge Demystifying disposal 17 February 2003

2. 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

3. Program • Introduction to disposal in NSW • Disposal authorities • Introduction to normal administrative practice • Tea break • Tips for implementation • Other help

4. Disposal – what is it • Destruction • Transfer • State archives • Note: For records in any format

5. 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!

6. 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)

7. Disposal terminology • Disposal authorities – GDA, FRDA • Retention schedule • Disposal class • Retention period • Disposal trigger • Sentencing • Functions

8. 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

9. 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

10. Custody decisions • Retain in office for x years • Note: Records required as State archives are usually transferred to State Records after 25 years.

11. 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

12. 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!

13. 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

14. 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

15. Talk to others • State Records - Call 02 8247 8627 or 02 8247 8636 or email guidance2@records.nsw.gov.au or disposal@records.nsw.gov.au • Talk to other public offices • List of FRDAs on our website at www.records.nsw.gov.au/ publicsector/disposal/RDAsIssued.htm