Any local government (i.e. a council, county council or joint organisation under the Local Government Act 1993) is considered a public office under the State Records Act, and are therefore required to comply with the requirements of the Act and the standards issued under the Act.
Retention and disposal of local government records
Councils should refer in the first instance to the Functional retention and disposal authority: Local government records (FA450).
This authority applies to all councils and county councils under the Local Government Act 1993.
This authority may also be used by NSW public offices whose responsibilities include the provision of local government services, such as the Lord Howe Island Board and the Cobar Water Board, in respect of records relating to the provision, management or operation of those services.
FA450 replaces the general retention and disposal authority: local government (GA39) which had been in place from 2011-2025. GA39 can no longer be used to authorise the destruction of records.
Councils may also use:
| Retention and disposal authority | Use |
|---|---|
| Local government records (FA450) | Use for records specific to Councils and County Councils. View how to implement FA450 here. |
| Administrative records (GA28) | Use for committees, community relations, compensation, contracting out and commercial services, equipment and stores, establishment, financial management, fleet management, government relations, industrial relations, information management, legal services, occupational health & safety, personnel, property management, publication, staff development, strategic management, technology & telecommunications and tendering. |
| Early childhood education and care (FA404) | If a Council operates a childcare service including outside school hours care services, use only classes under 1.1.0 Provision of childcare services. No other classes are to be used by Councils. |
| Cultural, recreation and sporting facilities (FA402) | Use for facilities and venues management including pools, gymnasiums, collection management, galleries and museums. Management of buildings and land allotments owned, rented or leased by the organisation, such as office blocks, repositories and workshops should be managed under GA28 PROPERTY MANAGEMENT |
| Cemeteries and crematoria (FA428) | Use by Councils that are responsible for the operation of cemeteries and crematoria. |
| Water supply and wastewater management (FA367) | Use for the operation of wastewater management and the function of water supply. |
| Public health services client patient records (GDA17) | If a council operates a medical centre, use only 1.2.0 Patient and Client Treatment and care – Community based health care. No other classes are to be used by Councils. |
Other relevant authorities include:
| Original or source records that have been copied (GA51) | To dispose of hard copy and other formats of records that have been digitised. |
| Source records that have been migrated (GA48) | Use to dispose of records which have been used as the input or source records for migration operations. |
| Taking or sending records out of NSW (GA50) | Use when taking or sending records out of NSW for certain purposes. |
Sentencing local government records
See Implementing a retention and disposal authority on how to sentence records of the Council.
State Records NSW has created, in conjunction with Museums of History NSW, a simple decision tree for download (PDF 165.11KB) to assist Councils to identify State Archives for the following record sets:
- Rate books
- Valuation books
- Correspondence files
- Infrastructure records
Recordkeeping resources for staff
We have developed resources to help Councils promote recordkeeping to staff:
- Recordkeeping reminders leaflet (PDF 219.24KB) and the records management fundamentals powerpoint (PPTX 15.21MB) are general information resources that can be distributed to all council staff and councillors. They outlines some common situations where public officials in NSW should create and capture records.
- Recordkeeping fundamentals for councillors leaflet (PDF 202.7KB) is a general information resource that can be distributed to councillors. It explains why records are important, common types of records, responsibilities for each councillor, and where to access further information.
- e-Learning Modules.
- Basic modules such as Recordkeeping concepts and Recordkeeping and you are designed to assist staff on the basics of recordkeeping in government.
- For Local Government records and information managers, use the Local Government Recordkeeping module to assist in understanding the recordkeeping requirements specific to Local Government (Councils, county councils).
Privatisation of functions
Please contact us at govrec@staterecords.nsw.gov.au if there are plans to privatise functions of council. In the past this has included privatisation of such services as aged care facilities and childcare centres.
Councils can use the general disposal authority for local government records (transfer of ownership following privatisation of functions) (GA46) which permits the transfer of ownership and control of some records if a function is being privatised. Please note there are exclusions that will need to be discussed with State Records NSW.