Reviewing an approved retention and disposal authority

Determine the need to review

Records retention requirements may change over time. This can occur when:

• business needs or practices change
• new laws, regulations or standards are introduced
• new technology is implemented
• government is restructured and functions are moved between entities, or
• unforeseen community expectations become apparent.

Records that are not covered by a retention and disposal authority cannot be destroyed or transferred as State archives.

Every 5 years: State Records NSW recommends that organisations routinely review their retention and disposal authority coverage to ensure that the retention periods and disposal actions remain relevant.

Every 10+ years: If your organisation's retention and disposal authorisation was approved 10 or more years ago, the authority should be comprehensively reviewed. The authority will either be required to be re-issued (with no changes) or amended to ensure complete coverage.

If the review process identifies a need to update, reissue or amend the authority, contact State Records NSW to discuss.

Records may be retained longer than the minimum retention periods identified in an authority based on business need without approval from State Records NSW.

Submit a revised retention and disposal authority

The process for submitting a revised retention and disposal authority is the same as the process for submitting a new authority.

However, if the revised authority will supersede the organisation's current authority you must ensure that the supporting documentation and justification information for the revised authority clearly identify:

• any new entries included to cover records not previously covered
• the consolidation, merging or removal of entries from the current authority
• the equivalent entry/ies in the organisation's current authority which will be superseded by the revised authority entry once approved (referred to as a linking table)
• where minimum retention periods are consistent with current approved decisions
• any proposed changes to the current approved disposal triggers from which minimum retention periods are to be calculated and the reasons for the proposed changes
• any proposed changes to the current approved minimum retention periods or final disposal actions and the reasons for the proposed changes.

Example linking table

The supporting documentation you submit with the initial draft of the revised authority should also note:

• any functions, activities and disposal classes in the organisation's current authority that have not been included in the revised authority
• why they haven't been carried over. For example, because the function or activity is no longer carried out by the organisation and records of that process have either been appropriately destroyed or transferred to the relevant successor organisation.

This information ensures continuity in decision-making about the retention and disposal of records and helps State Records NSW in reviewing revised authorities.

Importantly, it will also assist your own organisation to track or map the changes required to update existing records management, EDRMS or business systems information supporting records disposal implementation processes.