General retention and disposal authorities

Overview

Disposal is the process by which records of NSW public sector organisations are either destroyed, retained as State archives, or in certain specific cases, transferred from NSW Government ownership to private or other ownership.

Part 3 of the State Records Act 1998 prohibits the disposal of records created and maintained by NSW public sector organisations except where it is authorised. Under the Act, State Records can give permission for the disposal of records.

The usual means by which permission is given by State Records is through the approval and issue of retention and disposal authorities. These may be issued to particular organisations for use (functional retention and disposal authorities) or issued for use by all public sector organisations or organisations within a particular sector eg local councils, public health services or universities (general retention and disposal authorities).

General retention and disposal authorities currently authorised for use are available below.

For details of retention and disposal authorities currently authorised for use by a particular public office please refer to the Functional retention and disposal authorities page.

Please note State Records does not distribute or make available product or software specific loadable versions of its authorities. Please contact your vendor or service provider directly for advice or assistance regarding the availability of software loadable versions of authorities.

A | C | E | F | I | L | M | P | R | S | T | U | V

A

Administrative records
(GA28) - 2007 (revised 2009)
-- Includes financial and accounting records --
-- Replaces GDA2, GDA6 and GDA7 --
Browse | Print (PDF, 1mb) |  Spreadsheet (xls, 581kb) | XML (1,247kb)

A Consolidated index is available for the general retention and disposal authorities for Administrative records (GA28) and Personnel records (GDA12).

Animal cruelty inspectorate records
(GDA25) [Animal cruelty inspectorates in approved charitable organisations only] - 2006
Browse | Print (PDF, 120kb)

Applications for authorisation to exercise powers for law enforcement purposes
(GA38) [Supreme Court, District Court, Local Courts and Department of Justice and Attorney General only] - 2010
Print (PDF, 49kb)

Approved Screening Agencies: records relating to the conduct of Working With Children Checks
(GA26) - 2007
Print (PDF, 79kb)

Audio visual programs and recordings
(GDA11) - 2002
Browse | Print (PDF, 199.3kb)

C

Catchment Management Authorities
(GA29) - 2007
Print (PDF, 167kb)

E

Energy generation, supply and retail operations
(GA41) [transfer of ownership of records - Energy services corporations only] - 2011

Energy retail operations and services
(GA37) - 2010
Browse | Print (PDF, 86kb)

Energy transmission and distribution network services
(GA40) - 2011
Browse | Print (PDF, 116kb) | XML (157kb)

F

Forensic medicine records
(GDA19) [Departments of forensic medicine only] - 2005
Print (PDF, 115kb)

I

Imaged records
(GA36) - 2009
-- Replaces GDA 4 and GDA 24 --
Browse | Print (PDF, 45kb)

L

Local government records
(GA39) - 2011
-- Replaces GDA10 --
Browse |  Print (PDF, 1.2mb) | XML (1.2mb) | Index

M

Ministers' records
(GDA13) [Ministers' offices only] - 2003
Browse |  Print (PDF, 52kb)

P

Personnel records
(GDA12) - 2002 (revised 2005, 2007, 2008, 2009)
Browse | Print (PDF, 165kb) | Spreadsheet (xls, 83kb)

Public Health Services: Patient/Client records
(GDA17) [Public health services only] -2004
Browse | Print (PDF, 183.7kb)

Public Health Services: Administrative Records
(GDA21) [Public health services only] - 2005
Browse | Print (PDF, 434kb)

R

Royal Commissions, Special Commissions of Inquiry, Commissions of Inquiry and Inquiries established by Letters Patent or Ministerial Directive
(GA31) - 2008
-- Replaces GDA 14 --
Print (39kb)

Rural Lands Protection Boards records
(GDA20) [Rural Lands Protection Boards only] - 2005
Please contact State Records about the use of GDA20

S

Shared corporate services provision records
(GA30) [Service providers only] - 2008
Print (PDF, 76kb)

Source records that have been migrated
(GA33) - 2008
Browse | Print (PDF, 78.9kb)

Sporting and recreational venues and facilities records
(GA32) - 2008
Browse | Print (PDF, 132.1kb)

T

Transferring records out of NSW for storage with and maintenance by service providers based outside of the State
(GA35) - 2009
Browse | Print (PDF, 27kb)

U

University records
(GDA23) [Universities only] - 2005
Print (PDF, 410.2kb)

V

Video/visual surveillance records
(GDA 8) - 1999
Browse