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For The Record June 2007

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ISSN 1321-6260 June 2007 • Number 63

New General Retention and Disposal Authority for Administrative records | Revised Procedures for disposal authorisation | Training in developing or implementing functional retention and disposal authorities | New retention and disposal authorities issued | Copies of functional retention and disposal authorities now available | Records Managers Forum | Draft policy on digital records preservation | NSW Government records now part of the UNESCO Memory of the World Register | Keep us informed of changes to contact information

 For The Record

 Managing Records in the New South Wales Public Sector

ISSN 1321-6260
June 2007 • Number 63

New General Retention and Disposal Authority for Administrative records

State Records is pleased to announce that new General Retention and Disposal Authority - Administrative Records (GA 28) has been approved.

The new authority replaces General Retention and Disposal Authority - Administrative records (GDA2) and the General Retention and Disposal Authority - Year 2000 project records (GDA6) which should no longer be used for the sentencing and disposal of records.

The authority also supersedes a number of entries in the authorities for Financial and accounting records (GDA7) and for Personnel records (GDA12). Changes have also been made to the HTML and PDF versions of the Financial and accounting and Personnel authorities to make it clear which authority takes precedence, e.g. updated cross references, notes regarding superseded classes. The software loadable versions of these authorities have been temporarily removed from the website so they can also be updated.

A software loadable version of the authority is not currently available. State Records is investigating options for making available a suitable software loadable version.

This authority is a product of extensive and thorough consultation, research and negotiation. State Records would like to thank all those who contributed to the revision, particularly the members of the focus group and expert stakeholders who provided invaluable and practical assistance.

Consolidated index

To assist in the use of the new authority, State Records has released a Consolidated index to the authorities for Financial and accounting records (GDA7), Personnel records (GDA12) and Administrative records (GA28). It is also available from the (GA 28)  page.

Linking table

To assist organisations in implementing the authority a 'Linking Table' has also been produced showing where old GDA2 entries can be found in the new authority. This is available from the (GA 28)  page.

FAQs

For further information please see also the GA28 - Frequently asked questions about the new General Retention and Disposal Authority - Administrative records or contact Janet Knight, Project Officer, Government Recordkeeping, at guidance2@records.nsw.gov.au or on (02) 8247 8630.

Revised Procedures for disposal authorisation

State Records has also recently revised the Procedures for disposal authorisation. Organisations should ensure they are aware of the requirements outlined in the Procedures for disposal authorisation before developing, reviewing or submitting a functional retention and disposal authority to State Records for approval.

The Procedures for disposal authorisation provide step by step guidance to help organisations prepare a functional retention and disposal authority for approval by State Records. They include specific guidance about the documentation organisations need to submit to State Records to support the approval of the authority and include templates for drafting a functional retention and disposal authority that reflect and facilitate the provision of information required to be provided as part of the submission for approval. Agencies are expected to refer to and use these templates for the drafting of their functional retention and disposal authorities.

The Procedures also include a Checklist for submitting a functional retention and disposal authority to assist organisations to ensure that the draft authority and supporting documentation comply with State Records' requirements.

Focus on training in developing or implementing functional retention and disposal authorities

Two courses that will be invaluable to many public offices in the coming months will be Developing a Functional Retention and Disposal Authority and Implementing a Functional Retention and Disposal Authority. Both courses will assist public offices to meet the requirements of the Standard on the appraisal and disposal of State records.

Developing a Functional Retention and Disposal Authority is suitable for NSW public sector personnel who are responsible for the development of a functional retention and disposal authority or who are to manage a project to develop one. It is not suitable for organisations with sector-specific general retention and disposal authorities (eg. local government, universities, health).

The course provides participants with information on how to:

  • use the DIRKS methodology to develop a business classification scheme and identify recordkeeping requirements
  • develop a retention and disposal authority
  • adequately document retention decisions, and
  • understand State Records' approval process for authorities.

Implementing a Retention and Disposal Authority teaches participants how to use an existing authority and how to prepare records for transfer to State Records in accordance with the Section 29 Guidelines. It is suitable for staff in NSW public sector organisations other than Local Government. Council staff should attend Implementing General Disposal Authority 10 - Local Government Records instead to learn about implementation.

Developing a Functional Retention and Disposal Authority will be available at the Sydney Records Centre on 23 July and 28 November 2007. Implementing a Retention and Disposal Authority will be offered on 9 August (Dubbo) and on 27 September (Sydney Records Centre). Further course may be offered, subject to demand.

Check our Training calendar for further details on these and other courses, including pricing and registration information. Enquiries about State Records' training program can be directed to Janet Knight at guidance2@records.nsw.gov.au

or (02) 8247 8630.

New retention and disposal authorities issued

State Records recently approved a whole of agency functional retention and disposal authority for the State Library and a general retention and disposal authority covering the thirteen Catchment Management Authorities. In addition, substantial authorities were approved for: the Department of Lands (Land and Property Information), Geographic Names Board and Board of Surveying and Spatial Information; and the Department of the Arts, Sport and Recreation - NSW Office of Liquor, Gaming and Racing, the Board of Liquor Administration and the Licensing Court of NSW.

Copies of functional retention and disposal authorities now available

PDF copies of many of the functional retention and disposal authorities authorised by the Board of the State Records Authority since 1999 are available from the Disposing of records link from the recordkeeping part of our website. The list is arranged alphabetically by department/organisation.

If you wish to obtain copies of disposal recommendations authorised prior to 1999, or authorities listed where no PDF has been provided, please contact State Records at disposal@records.nsw.gov.au

or telephone (02) 8247 8625.

Records Managers Forum

The next Records Managers Forum is to be held from 9.30am to 11.00am on Tuesday 24 July 2007 in the Level 2 Seminar Room, Sydney Records, Centre, 66 Harrington Street, The Rocks (enter from Harrington Street or Nurses Walk and take lift to level 2).

The Forum will feature presentations on:

  • the new exposure draft of State Records' Digital Records Preservation Policy
  • the revised General Retention and Disposal Authority for Administrative Records (GA 28), and
  • dealing with water damaged records

The Forum is open to NSW public sector employees only.

Draft policy on digital records preservation

An exposure draft of a policy on the preservation of digital records in the NSW public sector is available now for comment. The draft policy is one of the first initiatives under State Records' new strategy for better digital recordkeeping in the NSW public sector and the protection of digital State archives.

About the policy

The purpose of this policy is to establish a set of principles underpinning the New South Wales Government's approach to the preservation of digital records for long term or archival retention.

The policy provides direction to all digital records preservation activities conducted by State Records or New South Wales public offices, including:

  • preserving digital records that are identified as State archives, and
  • preserving digital records that are required for long term retention but are not State archives.

Commenting on the policy

Your comments, on any aspect of the policy, will assist us to ensure that the proposed approach is both appropriate and compatible with your organisations' digital recordkeeping strategies and systems.

The deadline for comments is Tuesday July 31, 2007. Comments should be forwarded by email to Cassie Findlay, Senior Project Officer, Government Recordkeeping at guidance@records.nsw.gov.au or by post: PO Box 516, Kingswood NSW 2747.

NSW Government records now part of the UNESCO Memory of the World Register

In June The Convict Records of Australia were added to the Memory of the World Register. This register lists documentary heritage which has been identified by the International Advisory Committee and endorsed by the Director-General of UNESCO as corresponding to the selection criteria for world significance.

These records are the written account of the deportation over 80 years (1788-1868) of some 165,000 convicts from the United Kingdom to New South Wales, Tasmania and Western Australia. State Records holds government records for the approximately 80,000 convicts transported to the colony of New South Wales from 1788 to 1842 (when transportation ceased to NSW).

These are significant government records which contain unique information about those who were transported to New South Wales and provide evidence of early colonial administration. The NSW records were recognised as having national importance when they were added to the Australian Memory of the World Register in 2006. This new international registration provides the recognition that these records have world significance.

Keep us informed of changes to contact information

State Records has a database for contact information which helps us to deliver services and information to our clients promptly. We hold information on the Chief Executive Officer, the Senior Officer responsible for records management, and records manager, for every public office.

If there are changes to any of these positions in your organisation, or changes to phone numbers or email addresses, please inform the Executive Officer by email at execofficer@records.nsw.gov.au or by telephone 02 9673 1788 so that your details can be updated.

© State of New South Wales through the State Records Authority, 2007.
First published June 2007
This work may be freely reproduced and distributed for most purposes, however some restrictions apply. See our copyright notice or contact us.
ISSN 1321-6260