Develop or review a retention and disposal schedule
Table of Contents
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 already have a core schedule, we recommend it be reviewed every 5 years to ensure currency. However, a review may also be prompted if:
- the schedule no longer reflects the functions and activities performed by your agency
- the schedule no longer covers all of your records
- you have inherited records from another agency as part of a machinery-of-government change.
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
- a comprehensive review of the schedule is undertaken.
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 request||Disposal authorisation number|
|Change to the intent of a record class–such as scope expansion or exclusions, change in the value and use of the records||New disposal authorisation number issued by State Archivist and supersedes previous number|
|Disposal action–such as retention period and trigger||New disposal authorisation number issued by State Archivist and supersedes previous number|
|Editorial changes–such as amendments to references, spelling and grammar||Disposal authorisation number remains|
|New record class||New 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 . 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 (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 firstname.lastname@example.org.
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 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.
Scope a schedule
- Retention and disposal schedule development and review process
- Retention and disposal schedule: Background information
- How to complete the background information template
- Sample retention and disposal schedule: Background information
Draft a Retention and Disposal Schedule
- Retention and disposal schedule template
- How to complete the schedule template
- Sample retention and disposal schedule
- Identification of permanent records using QSA appraisal statement
Complete an appraisal report/log
Map legislation requirements
- Legislative mapping template
- Identifying legislative recordkeeping requirements
- How to complete a legislative mapping template
- Sample legislative mapping for Public Records Act 2002