Implementation of FA450
Learn how to implement the functional retention and disposal authority for local government (FA450).
Other relevant disposal authorities to use
FA450 covers records unique to local government. Local government agencies may also need to use the following retention and disposal authorities to sentence their records:
| Retention and disposal authority | Use |
|---|---|
| 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) (PDF 193.53KB) | 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. |
Mapping tables
Mapping tables allow you to see where GA39 classes now fit into FA450 or have been mapped to other relevant disposal authorities such as GA28 and any changes that were made. We have created several different mapping tables to help with identifying changes.
- GA39 mapping table (PDF 227.45KB)
- GA39 mapping table (XLSX 49.85KB)
- Changes to State archives classes from GA39 (PDF 74.11KB)
- Decreased retention periods from GA39 (PDF 157.16KB)
- Increased retention periods from GA39 (PDF 113.21KB)
- Removed entries from GA39 (PDF 50.93KB)
- No changes to disposal action from GA39 (PDF 186.68KB)
Implementation of RDAs for local government
This implementation version has been prepared to assist councils with disposal of records. It is a consolidated version of disposal authorities that can be used by councils and includes the following:
- FA450 - Local government records
- GA28 - General retention and disposal authority: administrative records (extract not full RDA)
- GDA17 - Patient care (extract not full RDA)
- FA402 - Cultural, recreational and sporting institutions (extract not full RDA)
- FA404 - Childcare services, 1.1.0 only
- FA428 - Cemeteries and crematoria operations
A searchable index has also been included.
For water supply and sewerage services please see FA367.
Frequently asked questions
GA39 can no longer be used as a source of authority to destroy records. Changes to retention periods have been minimised between GA39 and FA450 but some changes were unavoidable.
It is noted that it will take some time for councils to update systems to reflect the new disposal authority. Councils can update their systems in stages. Rather than updating all destruction lists we suggest Councils do this as the records become due for destruction.
| Change to retention period | Action |
|---|---|
| Where retention periods have been reduced | Councils can retain records for the longer retention periods in GA39 if it suits. |
| Where retention periods have been changed from x number of years to administrative or reference use ceases | Councils can retain the existing minimum retention period. |
| Where retention periods have increased | Councils will need to identify and resentence these records. Some of these increases were at the request of councils (e.g. certificates to be retained as per the development application not for 10 years), or because the minimum retention periods were too short for high-risk records such as fireworks and firearm licences, or due to changes in requirements around records of short-term staff and contractors. |
| Where records are no longer required as State archives | Councils can dispose of the records when they meet the new minimum retention period or councils can retain them. State Records NSW does not compel destruction so if councils consider these records to have value they do not need to destroy them. This includes:
|
| Where records are now required as State archives | Councils will need to identify these records (if they exist) and change the disposal action. This only affects 5 record types:
|
Records that have already been sentenced
The mapping tables can be used to identify where retention periods have changed. For records that have been sentenced some time ago the sentencing should be checked in any case as internal business requirements may have changed and it is no longer appropriate for particular records to be destroyed. This can be done as part of the normal internal approval process and sign off by business units.
Records managed in an EDRMS
Councils can use the mapping tables to update the disposal authority field in their document management systems for records managed by these systems.
Records that have been sentenced and boxed
It is best practice to box hard copy records by year of destruction and update control systems so councils know what is in each box and the disposal class for each record. Councils will need to use the mapping tables to identify records in boxes where the retention periods have been increased. The records do not need to be reboxed – rather the destruction date for the whole box should be moved forward to the later destruction year.
Where boxes contain a mixture of destruction years
The longest retention period will need to be applied. If the boxes contain a mixture of permanent and temporary records (not recommended) they will need to be reboxed. This would be needed regardless of a change to a disposal authority.
If destruction lists have already been prepared citing GA39
We suggest that a covering letter be prepared that notes the records have been checked against the current disposal authority and the minimum retention periods have been met.
Records outside of document management systems
This includes business systems for development applications, the mapping tables will need to be used to identify if any retention periods have been increased.
Records that have already been destroyed or transferred as State archives under GA39
These records are not affected. It is good practice to retain the metadata from GDA10 or GA39 that provides evidence of what disposal classes were used to destroy records under superseded disposal authorities.
The previous local government disposal authority (GA39) was based on the Keywords for Councils Business Classification Scheme (BCS) and was adopted by some Councils as a BCS.
FA450 has moved away from this structure but State Records NSW does not require a BCS to be changed when a disposal authority changes. Councils can retain their BCS if it meets their business needs. Mapping tables have been provided to allow the disposal action fields to be updated without changing the structure of the BCS.
No. FA450 does not include records that are covered in other disposal authorities as they are not unique to local government. You will need to use the following disposal authorities:
- common administrative functions such as finance and personnel which are covered in the General retention and disposal authority: administrative records (GA28)
- childcare services: these were removed in 2019 when FA404 was issued.
- cemeteries and crematoria: these were removed in 2022 when FA428 was issued.
- water and sewerage services: Councils providing these services can use FA367.
- Venues management: these are covered in FA402 which was issued in 2019.
No. FA450 applies to local government records of any age.
The previous local government disposal authority (GA39) required all pre-1920 records as State archives. This has been removed. Many pre-1920 records are required as State archives elsewhere in the disposal authority.
If early collections of local government records that are not identified as State archives in FA450 are considered to have continuing value, please contact Museums of History NSW to discuss.
For series such as 19th century bound volumes of correspondence the usual rule that if part of an item is State archives the whole item is State archives applies.
If your system still has GDA10 references against existing records this will need to be updated to FA450. There is a consolidated mapping table of GDA10 to GA39 that is available on request. We do not have a mapping table from GDA10 to FA450.
Development records lodged in the Planning Portal
State Records NSW has been advised that the Portal is not intended be a permanent repository for development consent records. As consent authorities, councils should ensure they can extract the records from the portal and retain them as per FA450.
Development records held by the Land and Environment Court
The Land and Environment Court was previously required to retain cases relating to development applications on a permanent basis and noted that they received frequent requests from councils for copies of development consents. The retention periods for the Court’s records have changed and the Court is only required to retain consents for 12 years from the date of the hearing (unless they meet State archives criteria). Councils should ensure they retain a complete record of matters that are heard in the Court.
FA450 includes coverage for records relating to functions no longer performed by some or all councils. Coverage for these legacy records has been included to allow disposal of records that are extant.
It is a breach of the State Records Act for councils to transfer State records to private ownership including local history societies or museums. This includes temporary records that are able to be destroyed.
Employee records are now covered by General retention and disposal authority: administrative records (GA28).
GA28, 15.4.1 requires summary records of employees to be retained as State archives. This is a change from GA39. If council does not have summary records of employees and does not currently create them, it is not required to do so.
State Records NSW does not make software- specific loadable formats of disposal authorities available. Please contact your vendor or service provider for assistance.
Private records such as photographs, family and local history papers, newspaper clippings, framed photographs and artworks are not State records and therefore are not covered in the disposal authority.