Local government recordkeeping
The State Records Act 1998 came into operation on 1 January 1999, bringing local government under the control of State Records NSW for the first time.
While the application of certain parts of the State Records Regulation was delayed until 1 January 2000, it should be noted that all parts of the State Records Act (Parts 2, 3, 4, 5 and 6) and the State Records Regulation 2024 now apply to local government.
Promoting recordkeeping
We have developed leaflets to help Councils promote recordkeeping to staff:
- Recordkeeping fundamentals for councillors is a leaflet that has been designed as 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.
- Recordkeeping reminders is a leaflet that has been designed as a general information resource that can be distributed to all council staff and councillors. It outlines some common situations where public officials in NSW should create and capture records.
Disposal of local government records
Councils should refer in the first instance to the Functional retention and disposal authority: Local government records (FA450).
FA450 replaces the general retention and disposal authority: local government (GA39) which has been in place since 2011. GA39 can no longer be used to authorise the destruction of records.
To implement the new FA450 view our guidance.
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. |
| Original or source records that have been copied (GA45) | 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. |
| Transferring records out of NSW for storage with and maintenance by service providers (GA35) | Use when transferring records out of the State for the purposes of storage with or maintenance by service providers as required for the conduct of business operations. |
| Early childhood education and care (FA404) | Use 1.1.0 for provision of childcare services. |
| Cultural, recreation and sporting facilities (FA402) | Use for facilities and venues management including pools, gymnasiums, collection management, galleries and museums. |
| Cemeteries and crematoria (FA428) | Use 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. |
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.
The Board of State Records NSW has approved a general disposal authority for local government records (transfer of ownership following privatisation of functions) (GA46). This authority permits the transfer of ownership and control of some records if a function is being privatised, but there are exclusions and we will need to discuss this with you.
Defining high risk records
Please see our advice on:
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