Determine the need to review

Record retention requirements may change over time. This can occur when:

• business needs or practices change
• new laws, regulations or standards are introduced
• new technology is implemented
• government is restructured and functions are moved between entities, or
• unforeseen community expectations become apparent.

Remember, records that are not covered by a retention and disposal authority cannot be destroyed or transferred as archives to NSW State Archives and Records.

NSW State Archives and Records recommends that organisations routinely review their retention and disposal authority coverage at least every 5 years to ensure that the retention periods and disposal actions remain relevant.

If the retention and disposal authorisation specific to your organisation was approved 10 or more years ago the authority should be comprehensively reviewed to ensure the retention requirements outlined in the authority still meet current organisational requirements and to check the authority continues to provides comprehensive coverage for all core functional records.

If the review process confirms that the authority continues to provide comprehensive coverage for all core functions and that the retention requirements and disposal actions outlined in the authority continue to reflect the organisation’s legal, business and accountability requirements contact NSW State Archives and Records to confirm ongoing use of the authority is permitted.

If the review process identifies a need to update or amend the authority, contact NSW State Archives and Records to discuss. Remember, if you want to reduce minimum retention periods or change disposal actions the approval of NSW State Archives and Records is required. Extending the minimum retention periods identified in an authority does not require the approval of NSW State Archives and Records.

Submit a revised retention and disposal authority

The process for submitting a revised retention and disposal authority is the same as the process for submitting a new authority. However, if the revised authority will supersede the organisation's current authority you need to ensure that the supporting documentation and justification information included with the revised authority clearly identifies:

• any new entries included to cover records not previously covered
• the consolidation, merging or removal of entries from the current authority
• the equivalent entry/ies in the organisation's current authority which will be superseded by the revised authority entry once approve
• where minimum retention periods are consistent with current approved decisions
• any proposed changes to the current approved disposal triggers from which minimum retention periods are to be calculated and the reasons for the proposed changes
• any proposed changes to the current approved minimum retention periods or final disposal actions and the reasons for the proposed changes.

See this example of a revised retention and disposal authority (pdf, 32kb) and linking table for how this information should be documented for submission to NSW State Archives and Records.

Your supporting documentation (required to be submitted with the initial draft of the revised authority) should also note any functions/activities/disposal classes in the organisation's current authority that have not been included in or carried over to the revised authority and why, e.g. because the function/activity is no longer carried out by the organisation and records of that process are no longer created or held by the organisation, either because they have been appropriately destroyed or transferred to the relevant successor organisation.

This information ensures continuity in decision making about the retention and disposal of records and assists NSW State Archives and Records in reviewing revised authorities. Importantly, it will also assist your own organisation to track or map the changes required to update existing records management, EDRMS or business systems information supporting records disposal implementation processes.