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Relocating physical records
Apply retention and disposal authorities to affected records
Moving premises is often a trigger for public offices to apply approved retention and disposal authorities to their records. This process is known as 'sentencing'. Carrying out sentencing prior to a move will reduce the volume of records to be moved and ensure those records required as State archives are transferred to Museums of History NSW. It may be a timely opportunity to sentence records in secondary storage.
Different disposal actions are summarised in the table below. Note that these actions apply to both paper and electronic records. See Implementing a retention and disposal authority for more advice on how to sentence records.
Note: If time and/or resources are limited, you may not have enough time to carry out disposal processes. It is important that all sentencing and disposal work is carried out in an accountable manner. Undue haste or pressure to reduce the volume of records could result in records being improperly sentenced or illegally destroyed.
Different disposal actions and records as State archives
| If records are.. | then.. |
|---|---|
| in active use | transfer the records with the business unit or function. |
| used fairly regularly (semi-active) | Transfer the records to storage in the new premises - keeping these records in office accommodation will be wasteful of space and money. As use declines, transfer to secondary storage. |
| inactive but NOT eligible for destruction | transfer the records to secondary storage, either in-house or a commercial storage provider. |
| inactive AND eligible for destruction | destroy the records securely and document destruction. For help on secure destruction practices, see Destruction of records. |
| required as State archives | see below. Note: Public offices may keep State archives over 25 years old under a distributed management agreement. Talk to Museums of History NSW if this is of interest. |
Records that are required as State archives
| If the records are.. | then.. |
|---|---|
| less than 25 years old and still in active use | transfer the records with the business function. |
| over 25 years old and still in use | contact Museums of History NSWto arrange a 'Still in Use' determination and transfer the records with the business function. |
| less than 25 years old and not in active use | transfer the records to secondary storage. State Records NSW may accept these records under special circumstances. |
| over 25 years old and not in active use | transfer the records to the State Archives Collection. Talk to Museums of History NSW about procedures before you start. |