Appendix 5: Checklist for submitting a draft retention and disposal authority for approval
Before submitting a draft retention and disposal authority to NSW State Archives and Records, check to make sure that you have followed the requirements described in these procedures.
Note: Staff at NSW State Archives and Records will review the draft retention and disposal authority against our requirements before submitting it to NSW State Archives and Records’ Board for approval. It is likely that we will have some comments on the initial draft. The review process can take some months, depending on the quality of the documentation submitted and the complexity of the organisation’s operating environment and responsibilities.
Checklist
Use the following checklist to ensure that the draft retention and disposal authority and supporting documentation comply with NSW State Archives and Records’ requirements:
| Content and structure |
|---|
| The authority only includes functions, activities and classes of records not covered in general retention and disposal authorities |
| The authority is structured around functions and/or activities |
| All functions, activities and disposal classes are adequately described |
| All retention periods and disposal actions are supported by appropriate justifications |
| Format and layout |
| The authority complies with NSW State Archives and Records’ template |
| The layout conventions have been followed |
| Expression and wording |
| The descriptions of functions, activities and classes of records will make sense to someone outside of the organisation |
| NSW State Archives and Records’ wording conventions for disposal classes, triggers and actions have been followed |
| Supporting documentation |
| The supporting documentation includes all the information outlined in Appendix 1: Overview of documentation requirements and templates. |