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  1. Government Recordkeeping
  2. Rules
  3. Retention & Disposal Authorities
  4. General retention and disposal authorities
  5. Administrative records (GA28)
  6. Amendments to the General retention and disposal authority: administrative records
Amendments to the General retention and disposal authority: administrative records

TOC

2021 Amendments

The following amendments to the General retention and disposal authority: administrative records were issued on 19 July 2021:

  • notes added to entries covering celebrations, events, marketing and publication  (entries 2.4.1, 2.4.2, 2.14.1, 17.15.7 and 17.15.8) to cover audio visual programs and recordings following the revoking of GDA11 Audio visual programs and recordings.
  • Inclusion of additional entry to cover routine visual surveillance and monitoring records (e.g. closed circuit television (CCTV) footage) which are not required for evidentiary, regulatory or other operational purposes (16.24.7) following the revoking of GDA8 Video/visual surveillance records

15 November 2021 note added to 15.4.3.

The following amendments to the General retention and disposal authority: administrative records were issued on 16 December 2021:

The following changes were made to enable coverage for commercial services and consultancies, and functional planning, policies and procedures in GA28 rather than requiring them to be covered in separate functional authorities:

  • Additional entries to cover the provision of services by the organisation of a commercial basis (new entries 4.0.3 and 4.0.4 and renaming of CONTRACTING-OUT to CONTRACTING OUT & COMMERCIAL SERVICES)
  • Expansion of scope of entry 19.14.1 under STRATEGIC MANAGEMENT – Planning to include planning of core business functions and whole-of-government planning to standardise coverage.
  • New entry under STRATEGIC MANAGEMENT – Policy to cover strategic or high-level policies for core functions and whole-of-government policy developed by the agency or where the agency provided substantial input (19.15.3).
  • Expansion of scope of entry 19.15.1 under STRATEGIC MANAGEMENT – Policy to include operational policies.
  • New entry under STRATEGIC MANAGEMENT – Procedures to cover procedures that relate to core statutory responsibilities where there is a high level of risk or potential impact to the community, or that are developed for whole-of-government use (entry 19.16.3).
  • Amended entry under STRATEGIC MANAGEMENT – Procedures to cover operational procedures (19.16.1).

The following change was made to the entry covering certificates of title due to changes in the Real Property Act:

  • Change of disposal action from retain until property is sold then transfer to new owner, to retain until administrative or reference use ceases (entry  16.1.4).

2019 Amendments

The following amendments to the General retention and disposal authority: administrative records were issued on 21 January 2019:

  • scope of class covering fraud and corruption by members of governing bodies (entry 9.9.1) expanded to include misconduct to provide coverage for allegations of child abuse.
  • scope of existing entry covering allegations of abuse or neglect of children by staff (entry 15.8.1) expanded to include notifications and referrals of allegations and cases to external bodies.
  • additional disposal action for records relating to the statutory reporting of incidents (entry 15.11.1) to require records relating to allegations of child abuse or neglect to be retained for a minimum of 100 years after action completed. This is consistent with the disposal action for records relating to allegations of child abuse or neglect by employees, and takes into account the recommendations of the Royal Commission into Institutional Responses to Child Sexual Abuse.
  • Additional note under entry 19.4.4 that any records relating to the handling of allegations of sexual abuse of children by clients, visitors, service providers and members of the public received by the organisation should be retained for at least 45 years from date of the incident.
  • additional see reference at COMMUNITY RELATIONS – Public reaction to see entry 19.4.4 for complaints containing allegation of abuse or neglect of children involving staff, contractors, volunteers, etc.

2017 Amendments

The Board of the State Archives and Records Authority approved the following amendments to the General retention and disposal authority: administrative records on August 2017:

COMMUNITY RELATIONS

Conferences

2.5.2 Amendment of disposal class to cover administrative arrangements for the delivery of training courses, workshops, information sessions, etc., by the organisation.

Customer service

2.6.6 additional class to cover evaluation forms or surveys providing feedback on the organisations services, events, programs or other activities.

2.6.7 additional class to cover records relating to the management of bookings for events, programs or other activities held by the organisation.

Donations, sponsorship and fundraising

2.7.0 Change of activity title

2.7.1, 2.7.2 and 2.7.3 scope expanded to include sponsorships of the organisation. 

Enquiries

2.8.1 scope expanded to include additional examples.

Marketing

2.14.1 scope expanded to include exhibitions (previously 2.10.1) and fundraising campaigns.

2.14.4 retention period for sponsorship or patronage agreements increased from 5 to 7 years after completion of arrangements.

Visits

2.23.1 class superseded by 2.23.2.

2.23.2 minimum retention period for visits by important community representatives or officials decreased from 6 to 3 years after action completed.

OCCUPATIONAL HEALTH & SAFETY

Risk management

14.13.2 Increase in minimum retention period for records relating to risk management of work health and safety hazards where ongoing health surveillance and/or monitoring of employees are necessary, but where the severity of risk is low, from 30 to 40 years after action completed or until expiry of statutory limitation periods, whichever is longer.

PROPERTY MANAGEMENT

Construction

16.7.1 amendment of scope of class to cover naming of buuldings and design competition records.

16.7.7 additional class to cover records relating to the design and installation of temporary equipment, spaces and structures for events, exhibitions, etc.

Traffic management

16.25.1, 16.25.2 or 16.25.3 additional activity and disposal classes to cover parking and traffic management.

In addition to this, a number of see references to functional authorities have been removed.

2015 Amendments

Financial Management

The Board of the State Records Authority approved the following additional disposal classes to the General retention and disposal authority: administrative records on 27 February 2015:

  • 7.1.8 Records containing sensitive cardholder authentication data captured as part of an electronic financial transaction. Information may include, but is not limited to, card verification value (CAV2, CID, CVC2 or CVV2), full magnetic strip data, Personal Identification Number (PIN)/PIN Block.
  • 7.1.9 Records containing cardholder data captured as part of an electronic financial transaction including information printed, processed, transmitted or stored in any form on a payment. Information may include, but is not limited to, Primary Account Number (PAN), cardholder name, expiry date, service code.

The Board of the State Records Authority approved the following additional disposal class to the General retention and disposal authority: administrative records on 15 December 2015:

  • 7.7.2 Records of approvals for use and applications for issue of corporate credit or purchase cards.

Information Management

The Board of the State Records Authority approved the following amendments to the General retention and disposal authority: administrative records on 24 July 2015:

  • reference to the NSW Recordkeeping Metadata Standard (NRKMS) data elements removed from entry 12.9.1 (INFORMATION MANAGEMENT - Control) and replaced with metadata.

The Board of the State Records Authority approved the following amendments to the General retention and disposal authority: administrative records on 15 December 2015:

  • 12.9.6 superseded by amended class 12.9.7
  • class 12.9.7 amended to include final versions of business classification schemes (BCS), thesauri, authorised abbreviations and metadata rules and dictionaries so that these are no longer required as State archives

Governing & Corporate Bodies

The Board of the State Records Authority approved the following amendments to the General retention and disposal authority: administrative records on 15 December 2015:

  • change of the function title from GOVERNING BODIES to GOVERNING & CORPORATE BODIES and widening of the scope to include the establishment and management of corporate entities, such as companies and corporations, and of governing bodies, such as boards, trusts, councils, commissions etc.
  • additional class 9.8.3 to cover records documenting the establishment and registration of the organisation, or an entity controlled by it, as a corporate entity. Includes certificates, memoranda and articles of incorporation or association, company or corporate registers (e.g. share and seal registers, registers of directors, etc.).
  • additional class 9.8.4 to cover records relating to arrangements for the winding up of corporate-owned registered companies, subsidiaries or controlled entities. Includes notification of intentions, arrangements to discharge liabilities, removal from registration.

Property Management

The Board of the State Records Authority approved the following amendments to the General retention and disposal authority: administrative records on 15 December 2015:

  • change of the activity title of 16.10.0 to Flora, fauna & animal management and widening of the scope to include the management of farm and other animals in property or areas under the control of the organisation.
  • additional class 16.10.3 to cover records relating to the management and care of farm or other animals
  • amendment of 16.14.3 to incorporate coverage for records documenting ongoing administrative matters associated with lease arrangements.
  • amendment of 16.15.2 to incorporate coverage for records documenting ongoing administrative matters associated with leasing out arrangements.

2014 Amendments

On 21 September 2014 the Board of the State Records Authority approved the following amendments to the General retention and disposal authority: administrative records:

Community Relations

  • the inclusion of an additional class (2.6.5) to provide disposal coverage for recordings of calls to customer service officers or call centres
  • the amendment of class 2.14.2 to include promotional or general information published or disseminated via websites, blogs or social media.

Personnel

  • extension of the scope of the existing class 15.4.4 to apply to workers where no ongoing employment or service entitlements accrue, such as short-term and casual workers employed for one off events or special occasions.  A number of public offices may from time to time employ individuals on a casual basis for a one off or one day event, for example the university sector for open days or orientation week. Under other types of arrangements persons may be appointed to provide specific services on an as required basis, for example forum facilitators appointed by the Director General of the Department of the Attorney General and Justice under the Criminal Procedure Regulation 2010. The amendment means that these records only need to be retained for 7 years after employment ceases or until the person reaches the age of 25, rather than until the person reaches the age of 75 years of age.

Property Management

  • the inclusion of an additional class (16.15.3) to provide disposal coverage for long term (i.e. perpetual or 99 year) leasing out arrangements.
  • the inclusion of an additional class (16.15.4) to provide disposal coverage for short term hire or usage of properties.
  • amendment of the wording of class 16.15.1 covering standard leasing arrangements to clarify the scope of arrangements to which it can be applied.

Publication

  • amendment of the current approved disposal action for records demonstrating the structure and organisation of agency websites (class 17.15.9) e.g. site maps, so that these only need to be retained until superseded, or administrative or reference use ceases, rather than being required as State archives
  • amendment of the current approved disposal action for forms or templates for business transacted either manually or on websites (class 17.15.4). so that these only need to be retained until superseded , rather than retained for as long as the records transacted using the forms are kept.

2012 Amendments

On 21 September 2012 the former General disposal authority: personnel records (GDA12) was superseded by the revised version of GA28. A linking table (PDF, 109kb) links entries from GDA12 to classes in GA28.

2009 Amendments

On 22 June 2009 the former General disposal authority: financial records (GDA7) was superseded by the revised version of GA28. A linking table (PDF, 114kb) links entries in the former General disposal authority: financial records to the General retention and disposal authority: administrative records.

 

 

 

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