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This general retention and disposal authority describes the circumstances and conditions under which the destruction of certain original or source records is permitted under the provisions of the State Records Act 1998 after they have been copied.
This authority applies to original or source records that have been copied, provided that the conditions for destruction have been met (see 1.3), and provided the records do not come within a category of excluded records (see 1.4).
This authority does not apply to digital records that have been migrated. Disposal coverage for these records is provided by the General retention and disposal authority: source records that have been migrated (GA48), which covers digital records from any business system that remain after a successful migration.
The destruction of original or source records that have been copied is permitted subject to the following conditions:
Please read the Guidelines below before using this authority to destroy records.
The following records are excluded from the provisions of this authority and cannot be destroyed after copying:
See section 2.2 for further information about these exclusions.
Contact us at govrec@staterecords.nsw.gov.au for advice before undertaking back-capture projects that involve records that are required as State archives. We can assist with determining whether records fall within the exclusions categories and assist with advice about complying with conditions. Back-capture projects involve the retrospective digitisation of existing (mostly) paper records. There are a range of issues surrounding back-capture that should be considered – including the removal of fasteners that might compromise context, unbinding, etc.
If copying is being considered or undertaken because the original records have been severely damaged or are deteriorating you must contacts State Records NSW for advice.
Public offices wishing to copy and destroy the originals of records that are required as State archives or required to be retained in agency and which were created before 1 January 1980 must contact State Records NSW.
Public offices should bear in mind that authorisation for disposal is given in terms of the State Records Act 1998 only. This authority does not require public offices to destroy the originals of records after copying and care must be taken not to dispose of records in contravention of any additional legal responsibilities, obligations or business interests unique to a public office.
The approval given in this authority is for destruction only. Original or source records that have been approved for destruction under this authority cannot be sold or given away as this would constitute a breach of the State Records Act.
This Authority for the disposal of State records has been approved by the Board of the State Records Authority of New South Wales and may be implemented without further reference to State Records NSW.
Nevertheless, this Authority should be applied with caution, bearing in mind that the authorisations for disposal are given in terms of the State Records Act 1998 only, and that care must be taken not to dispose of records in contravention of any legal responsibilities or business interests unique to a public office.
This Authority will remain in force until it is superseded or withdrawn from use by State Records NSW.
To suggest amendments or alterations to this Authority, or to obtain assistance in the interpretation or implementation of the Authority, contact State Records NSW.
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