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 or or or Talk to other public offices List of FRDAs on our website at publicsector/disposal/RDAsIssued.htm