Records retention and disposal working group
The Archives Service (Department of People, Sport and Culture) and the Records Service, Department of Corporate and Digital Development (DCDD) are jointly responsible for administering Part 9 of the Information Act 2002 (the Act).
Section 136A(1) of the Act states:
- The records service must facilitate the preparation of records retention and disposal schedules (Known as functional records disposal schedules)
Section 136B states:
(1) A records retention and disposal schedule must be approved by the records service and archives service.
(2) If the records retention and disposal schedule is prepared for records relating to a function or activity that a particular public sector organisation is specifically responsible for, the schedule must also be approved by the chief executive officer of the public sector organisation.
Records Retention and Disposal Working Group
The Records Retention and Disposal Working Group (RRDWG) assists in the development of an agency's functional records disposal schedule. It consults directly with the nominated project officer from the agency (or consultant) on issues relating to the drafting of the schedule. The membership of the RRDWG is as follows:
- Assistant Director, Government Archives, Library & Archives NT
- Archivist, Government Archives
- Digital Policy Officer, Records Service, DCDD
- Manager Digital Policy, DCDD
- Project Officer (client agency or agency consultant).
The final draft of the schedule and associated mandatory documents are then submitted to the Director Digital Policy and Data Strategy and the Senior Director Library & Archives NT for endorsement.
Before submission to the Records Retention and Disposal Working Group
Consultation
The draft disposal schedule must be circulated to key stakeholders in the public sector organisation, such as business managers, audit, legal and information officers, for comment before submission of the draft to the RRDWG. Stakeholders should be made aware that feedback from the RRDWG may result in further changes.
Draft disposal schedule/s and associated documents submitted to the Records Service for consideration by the RRDWG must include:
- function class description form
- record class description forms
- first draft of schedule
Type of feedback an agency may receive from the RRDWG
Feedback may include:
- clarification on the record class covered by the schedule
- clarification of the reason for the retention or destruction of particular record classes
- suggested changes to retention periods based on experience with previous disposal decisions and knowledge of related records in the Archives Service
- establish if the records will have longer-term interest to the Northern Territory community
- relationship between the functions and activities documented in the schedule and in other disposal schedules
- request more information on the background or history of the functions and activities documented in the schedule.
Formal approval
After the RRDWG review process is completed, feedback (if required) is addressed and agreement has been reached, the disposal schedule will need to be authorised by the chief executive (CE) of the public sector organisation responsible for the schedule, the Director Digital Policy and Data Strategy (the Records Service) and the Senior Director, Library & Archives NT (the Archives Service).
The Director Digital Policy and Data Strategy (the Records Service) and the Senior Director, Library & Archives NT (the Archives Service) will require:
- hard copy and electronic version of the final draft, as signed off by the CE of the organisation
- letter from the CE for final authorisation (see Appendix D for sample document)
- signed original of the authority form (see Appendix E).
The final draft and associated mandatory documents are then submitted to the Director Digital Policy and Data Strategy and Senior Director Library & Archives NT for endorsement.
Meetings
The Records Service convenes meetings of the RRDWG as required.
More information
For further information or advise contact:
Records Service
Department of Corporate and Digital Development
GPO Box 2391
Darwin NT 0801
Email: NTG.RecordsPolicy@nt.gov.au
Phone: 08 8999 1746
Archives Service
Library & Archives NT
Department of People, Sport and Culture
NT Archives Centre, Kelsey Cres, Millner NT 0810
GPO Box 42, Darwin, NT 0801
Email: lant.ntgarchives@nt.gov.au
Phone: 08 8924 7649