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Implementing a retention and disposal authority
How to sentence records
Before you start
To sentence records effectively:
- Understand your organisation's role, structure, functions, and activities, both current and historical.
- Familiarise yourself with retention and disposal authorities, which outline how long records must be kept and whether they should be destroyed or retained as State archives.
Key points:
- Sentencers must consider the organisation’s past history and related agencies.
- Retention and disposal authorities must be up-to-date, approved by the Board of State Records NSW, and issued by State Records NSW for use by that public office.
- Read authority introductions and guidelines for specific advice.
Get more information how to develop retention and disposal authority guidelines.
Sentencing steps
Follow these six steps to sentence records:
- Determine the applicable authority
- Identify the correct general or functional retention and disposal authority.
- Use up-to-date authorities; contact State Records NSW if unsure.
- Determine the functions and activities
- Examine the record to identify its purpose and organisational function.
- Identify the disposal class
- Use the authority’s index to find the correct disposal class.
- If multiple classes apply, choose the one with the longest retention period.
- Sentence the record
- Apply the disposal action and identify the trigger event (e.g., completion of action).
- Separate records to be destroyed from those to be retained as archives.
- Implement the disposal action
- Confirm and approve disposal actions if the trigger event has occurred.
- Retain disposal authorisation records.
- Set a review date (if needed)
- For records still in use, set a future review date and update control records.
General rules for sentencing
- Use the longest retention period: If multiple classes apply, retain records for the longest period.
- Do not cull records from files: Maintain file integrity unless explicitly permitted.
- Check file contents: Ensure file titles match contents, especially for older records.
- Document your decisions: Maintain metadata and records of disposal actions.
Managing the records after sentencing
Efficient management plans are essential for sentenced records:
Transfer to secondary storage
- Store records on-site or with a storage provider, ensuring digital records remain accessible and authentic.
Destruction of records
- Follow stringent procedures for record destruction. Refer to destruction of records guidelines.
Transfer to Museums of History NSW
- Transfer State archives once they are 25 years old or earlier if no longer in use.
- Contact Agency Services (transfer@mhnsw.au) for assistance.
Normal administrative practice (NAP)
- NAP allows the destruction of records that do not document business decisions or significant activities. Develop internal policies to define and authorise NAP processes.