When to sentence records

Sentencing at creation

Sentencing records at the time of creation is encouraged. This means:

• identifying the retention period and disposal action as part of classifying and titling records
• managing records based on their value and storing them only as long as needed
• sentencing digital records early to prevent clutter in systems, which makes searches more difficult.

If your organisation uses a digital recordkeeping system, sentencing can often be automated based on record types. This reduces the need for manual effort and avoids backlogs.

In some cases, sentencing may need to wait until a file is closed. For example, a licensing file may require a decision based on whether the licence was granted or declined.

Sentencing before moving to secondary storage

Records moved to secondary storage are usually semi-active and used less frequently. Best practice is to sentence records before transferring them. This ensures:

• only required records are stored, reducing storage costs
• timely disposal of expired records
• easier retrieval of current records.

For organisations with large volumes of unsentenced records in storage, a sentencing project can help reduce costs and improve efficiency.

Resentencing records

Records may need to be resentenced if the retention and disposal authority used for their original sentencing has been updated. Functional authorities over 10 years old should be reviewed and updated if necessary.

Steps to resentence records include:

• identifying changes in retention or disposal actions in the new authority
• applying changes to records and updating control systems
• ensuring the most current authority is used when disposing of records.

For example:

• if the retention period is reduced, records may be disposed of sooner
• if the retention period is increased, records must be kept for the extended time.

Managing hybrid files

Hybrid files combine digital and paper components. To simplify disposal:

• dispose of all parts of a file at the same time
• scan paper components to create a fully digital file, where possible.

Paper originals can often be disposed of once scanned, following the general retention and disposal authority for original or source records.

Sentencing digital records

Sentencing digital records needs special attention to avoid system clutter. Digital records can be sentenced and disposed of automatically using competent recordkeeping systems.

To ensure correct implementation:

• routinely sentence and dispose of digital records
• maintain accurate metadata for digital files to improve access and retrieval
• dispose of metadata and control records appropriately, following the general retention and disposal authority for administrative records.