Go to top of page

Develop or review a retention and disposal schedule

1. When to develop or review a retention and disposal schedule

You may need to develop a retention and disposal schedule or review an existing schedule to cover and authorise the disposal of some or all of your agency’s records.

If you do not have a current agency core schedule to cover your records, you will need to develop one and have it approved before you can sentence and dispose of records.

If you already have a core schedule, we recommend it be reviewed every 5 years to ensure currency. However, a review may also be prompted if:

You can request a change to an existing class or the creation of a new record class if necessary.

Note: From 1 September 2016, disposal authorisation is assigned to a class of records, which is allocated a specific disposal authorisation number. A retention and disposal schedule will still be issued, but schedules will no longer be published with a QDAN.

Your existing core, sector and functional schedule will be updated with the new disposal authorisation numbering when:

  • the first Application to amend/create a record class form is submitted to QSA

or

  • a comprehensive review of the schedule is undertaken.

2. Create or change a record class

To request a change to an existing class or the creation of a new record class, email the application to amend/create a record class form (DOC, 287 KB) to rkqueries@archives.qld.gov.au.

This form can be used for updates to the GRDS and your core schedule, even if your core schedule has not transitioned to the new disposal authorisation numbers.

The following table outlines when change requests can be submitted, and if and when a new disposal authorisation number will be issued.

Change requestDisposal authorisation number
Change to the intent of a record class–such as scope expansion or exclusions, change in the value and use of the recordsNew disposal authorisation number issued by State Archivist and supersedes previous number
Disposal action–such as retention period and triggerNew disposal authorisation number issued by State Archivist and supersedes previous number
Editorial changes–such as amendments to references, spelling and grammarDisposal authorisation number remains
New record classNew disposal authorisation number issued by State Archivist

Applications will be assessed by the Government Recordkeeping team and, where applicable, submitted to the State Archivist for authorisation.

They will be used to draft the record class and complete an appraisal log (PDF, 344 KB). The justification provided in the appraisal log will be used by the State Archivist to determine whether authority will be issued.

Find out how to complete the appraisal report templates (DOC, 297 KB) (including justifying how long records need to be kept).

See an example of a request to change a record class.

If it has been a while since a class has been reviewed, and you believe that the justification is no longer current, email your feedback to rkqueries@archives.qld.gov.au.

3. Decide how long to keep records

How long you need to keep records will depend on potential legal, community and business requirements.

Look at your business needs and activities to work out which records need to be created and then appraise those records to determine future need for that information.

Find out how to identify records that need to be kept permanently in QSA’s Appraisal Statement (PDF, 243 KB) and advice on the identification of permanent public records using the Appraisal Statement.

See an example of assessing the records to determine the retention period.

4. Retention and disposal schedule toolkit

Scope a schedule

Draft a Retention and Disposal Schedule

Complete an appraisal report/log

Map legislation requirements

Track changes in disposal authorisation