Using a disposal schedule

A disposal schedule is a clear set of rules that explains how long records need to be kept and what should happen to them at the end of their life cycle.

Public sector organisations (PSOs) are required under the Information Act 2002 to safeguard their records and must not delete or dispose of them without authorised approval.

The disposal schedule provides the formal authority to lawfully dispose of records. It also serves as a practical guide, supporting staff in managing records throughout their entire lifecycle - from creation and active use through to approved disposal or long‑term archiving.

Types of disposal schedules

Within the Northern Territory Government (NTG), there are 2 main types of records disposal schedules:

• General or common disposal schedules – these apply to records that are shared across most, if not all NTG public sector organisations for administrative records.
• Functional disposal schedules – these apply to records that are unique to a specific NTG organisation or function.

*Note: functional disposal schedules are often used alongside general schedules to ensure complete coverage of record management requirements.

How to read and interpret a disposal schedule

A disposal schedule is a guide that tells you what to do with different types of records.

To interpret it, you:

1. match the record to its category – find the section that describes the type of record you have
2. check how long to keep it – look at the retention period to see the minimum time the record must be kept
3. know when the time starts – identify the trigger event (such as the end of a financial year or when an employee leaves) that begins the retention period
4. follow the disposal action – once the retention period ends, either destroy the record securely or transfer it to the Archives, depending on what the schedule says
5. document the decision – record what you did and when, so there is proof the disposal was done properly.

Each schedule sets out these retention periods and disposal actions. Understanding them ensures records are managed consistently, responsibly, and in line with legal and business requirements.

In a disposal schedule you will see:

• functions - the major responsibilities the organisation performs to meet its goals
• activities - the tasks the organisation does to carry out its business functions
• record classes - describe the actual records
• notes and Use references - these direct you to other relevant sections within the schedule, or to separate schedules
• status - records described will be either Permanent or Temporary
• disposal action: or trigger - the event from which you calculate the disposal date.

For example:

• TEMPORARY - destroy 5 years after action completed or destroy after contract expiry.
• PERMANENT - transfer to the Archives Service 30 years after action completed.

How to find a disposal schedule

For more information on all current authorised disposal schedules, go to the Department of People, Sport and Culture website.

Check the website for:

• the current name of your organisation
• former names of your organisation
• your function/s.

Be aware that there may be more than one functional disposal schedule for your agency or PSO.

If you are unable to find a schedule for your agency or PSO on the website, it is because you do not have one and will need to explore the development of a new schedule.

Using existing schedules after government administrative change

These disposal schedules remain valid and continue to apply even if an agency’s structure or responsibilities change.

They only cease to apply if they are formally superseded or withdrawn.

Using older disposal schedules

Older disposal schedules can still be used if they are authorised. Their current status should be confirmed before applying them.

Older disposal schedules may still be valid if they remain authorised. Agencies should always confirm their current status before using them.

What to do if there is no disposal schedule

You don’t have to develop a disposal schedule if your agency’s functions are covered by the general administrative or the common activities disposal schedules.

If your agency’s functions aren’t completely covered by either of the 2 schedules above, then you can’t dispose of the records. You may need to develop a disposal schedule to cover these functions.

Refer to developing a functional records disposal schedule.

Acknowledgements

• Office of the State Archivist – Tasmanian Government – disposal FAQ 2 what is a disposal schedule?