Confirm which public authority is responsible for the records contained in the system.
Responsibility usually sits with the authority that:
- created the records
- inherited the records through a machinery-of-government change
- is responsible for the function or business activity the records document
- otherwise controls the records.
Responsibility for records may be separate from ownership of the system itself. A public authority may still control records even where another entity operates or hosts the system. Control may exist where the authority has possession or custody of the records, or has the legal right or responsibility to access, manage or preserve them.
For example, a shared service provider may operate a system that contains records belonging to multiple public authorities.
If the system contains records belonging to other public authorities, involve them in the decommissioning process and obtain agreement before any disposal decisions are made.
If the responsible public authority cannot be identified, contact Queensland State Archives before disposing of any records.
- Last updated:
- 29 April 2026