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:

1. 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.
2. Determine the functions and activities
   • Examine the record to identify its purpose and organisational function.
3. 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.
4. 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.
5. Implement the disposal action
   • Confirm and approve disposal actions if the trigger event has occurred.
   • Retain disposal authorisation records.
6. 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.