State Records NSW is considering the folllowing amendments to the General retention and disposal authority: administrative records (GA28):

  • Removal of the 1940 date limiter: Currently GA28 only applies to records created after 1940. We are proposing to remove this so it can be used to transfer records required as State archives, and destroy other records, regardless of the date range. Our experience has been when we are contacted about pre-1940 records the existing disposal classes in GA28 are appropriate for identifying State archives and records that can be destroyed. 
  • COMMITTEES: additional entry to cover registrations of interest in serving on boards, committees, panels, taskforces etc. as this has been identified as a gap. 
  • CUSTOMER SERVICE entries in COMMUNITY RELATIONS & INFORMATION MANAGEMENT  to cover customer profiles and accounts for logins to portals
  • GOVERNING & CORPORATE BODIES: addition of note to clarify that under entry 9.10.1 a sub-committee of a Board consists of Board members only.
  • INFORMATION MANAGEMENT - Control: addition of a note to entry 12.9.1 to clarify what control records are required as State archives
  • PERSONNEL - Employees service history: addition of a note to entry 15.4.1 to clarify what summary records are required as State archives from electronic systems.
  • PERSONNEL - Employees service history: addition of a note to entry 15.4.2 to clarify what recruitment records are required as State archives.
  • STRATEGIC MANAGEMENT - Grant funding:  currently grants distributed by public offices are covered in functional retention and disposal authorities. The majority have the same disposal action. The proposal is to cover grant distribution in GA28 and to no longer require grant applications as State archives. This does not apply to grants covered in the disposal authorities for the Premier's Department, Ministers' Offices, Service NSW or local government.

The proposed amendments are available in the attached Word Document.

Feedback is due by 8 November. Please email your feedback to govrec@records.nsw.gov.au.

Please note that these proposed changes will not affect the numbering of existing classes in GA28.