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Implementing a retention and disposal authority
Further resources and appendix for recordkeeping
Further resources
- Ministerial Memoranda M2007-08 Efficient and Cost Effective Management of Records
- Circular C2003-17 Protecting the archival heritage of the state
- Standard on physical storage of State records
- Principles on the physical storage of State records
- Introduction to the Standard on physical storage of State records
Appendix 1 – Sentencing Flowchart
File
Sentencing flowchart (PDF 148.75KB)Appendix 2 – Sample record destruction authorisation form
This sample record destruction authorisation form can be customised for use in public offices when seeking authorisation to undertake the destruction of records. The form includes fields for
- listing the records to be destroyed
- type of disposal action to be undertaken
- identity of the person authorising the disposal action
- retention and disposal authority authorising the action
It is also advisable, if possible to get a certificate of destruction if using a destruction contractor.
Sample records authorisation destruction form (DOCX 25.02KB)
Appendix 3 – Sentencing checklist
Appendix 3 is a sentencing checklist.
| Sentencing | Yes/No |
|---|---|
| Do you have copies of relevant general retention and disposal authorities (GAs)? | |
| Do you have an up-to-date functional retention and disposal authority (FA) that fully covers your unique records? | |
| Do you have access to relevant control records? | |
| Have you determined realistic goals and priorities? | |
| Do you have adequate staff resources with appropriate experience/knowledge of the public office's functions and records? | |
| Do you have appropriate facilities for the type and quantity of records to be sentenced? |
| Implementing a disposal authority | Yes/No |
|---|---|
| Determine which disposal authority you need to apply to the records (a general retention and disposal authority or a functional retention and disposal authority) | |
| Determine the appropriate functions and activities that the record documents | |
| Identify the disposal class | |
| Identify the trigger event, and subsequently the date when the record can be disposed of | |
| If the trigger event has not occurred set a future review date | |
| Record disposal action | |
| Manage result of disposal action: destruction, transfer, still in use determinations |