Frequently asked questions about sentencing records
How do I determine the function/activity of the record?
Use functional thesaurus titles or closely examine records for relevant functions and activities.
How do I determine which retention and disposal authority to use?
Distinguish between functional and administrative records to select the appropriate authority.
Can I use an old retention and disposal authority?
Authorities over 10 years old should be reviewed and approved by State Records NSW before use.
When should my organisation update its retention and disposal authority?
Update when significant gaps or changes in laws, regulations, or business needs arise.
What if I can’t allocate a disposal class?
Set aside the record and seek advice from colleagues or State Records NSW.
What if a file has multiple parts?
Sentence each part separately unless interrelated parts require unified retention.
What if a record involves multiple activities?
Apply the longest retention period or transfer as a State archive if applicable.
What about duplicate documents?
Dispose of duplicates under NAP unless they hold additional significance (for example, handwritten notes).
How do I handle free-text titled records?
Look for functional clues in titles and verify contents to ensure accurate sentencing.
Is there a difference between sentencing paper and digital records?
The process is similar but ensure digital records remain accessible and authentic for their retention period.