Disposal - Chapter 2

Hi team,

At last week's face to face catch up we were able to make a start on chapter 2.  We also had a chance for some hands on activities using either the GDS15 or GDS20.  Read on for more info 

Chapter 2

We didn’t get to finish this chapter but made a really good start!  Disposal is one of the Adequate Records Management Standard (ARMS) that your agency would have been audited on.  Check out page 10 of ARMS (version 2.5 2/12/2011) as it describes the benchmarks required to meet this outcome.

Before we can undertake disposal we need to identify what records we have within the agency.  This can mean that we need to undertake a records survey to assess what records we have, where they are located or stored & the types of records.  Undertaking a survey was covered in the Business Efficiency subject so please refer to the notes that you created.  When you are conducting your survey don’t forget the following:
Who is your target audience

• How do you word the questions to get the best answers
• How long will it take you to conduct the survey, get the participants to complete it and then the time required to collate the results & share your findings
• Who are you going to share your findings with & how are you going to do it! 

For your assignment (Chapter 2, Question 3) I do not require you to present your findings as a report.  All I expect you to do it “discuss” the preferred method of sharing your survey results.  For example with your Records Management colleagues it may be an informal event compared to sharing the info with the management team, where you would provide a report/statistics/graphs/costings etc

Once you have identified the records you will need to identify if they are ready for disposal.  In order to do this you can use the following tools (pg 23):

• An approved GDS (please note that GDS15 Ed 8 has an extension applied to the end date)
• An approved RDS
• NAP

Using these tools means that you are applying a “sentence” to the record (pg 22).  You become the judge by identifying the minimum retention period, in consultation with the appropriate GDS/RDS, for the record/file.  If you are unable to sentence the record, because it isn’t identified in the GDS or RDS this is when the record needs to be appraised (pg 22).

Other points that were highlighted included;

• Private Organisations are not bound by a legislative requirement to use a GDS, however they should consider the points listed in the table on page 19 of the handbook.
• Records pre 1901 are automatically sentenced as Permanent 
• When using the GDS 16, 18, 21, 22, 27 etc. these must be used in conjunction with either the GDS15/20 and the RDS for your agency.
• When sentencing records (identifying the type of record that it is and then determining the correct disposal action to be taken and the minimum retention time for that record) if you cannot find it in your GDS, look to the RDS – if it is not in the RDS, then the RDS will need to be amended and sent to the State Records Council for approval.  
• For records over 50 years old, the previous point applies even if the GDS reads that it is okay to destroy them – it is NOT.  They must be referred to the RDS and if it is not in there, they are then referred to the State Records Council for appraisal – they may be the very last file of that kind and therefore have a historical value.
• For the GDS20, the planning approval records for dwellings must be kept until the dwelling is demolished.  It is only when the building is demolished that the records can be disposed of.
• When dealing with records pertaining to the building industry, remember that anything pre-1986 may have contained asbestos – records relating to asbestos must be kept until at least 2040.
• CEO diaries are automatic Permanent (not taught on Tuesday, but very handy to remember)
• Permanent records are to be transferred to SRSA (more details to follow in upcoming chapters)

GDS Layout

The GDS is divided into three parts, with part one being the introduction.  Be sure to read through the introduction section of the GDS as further important information will be highlighted when using the GDS.  Section two is the schedule, which is divided into alphabetical order of the keywords (functions).  Section three is an index which can be most helpful when trying to locate certain activities.  This will be explained further in upcoming chapters.

This lead to us completing the associated activities using GDS15 (pg 44 for State Government) & GDS20 (pg 45 for Local Government).  If you require a copy of the most recent GDS edition please refer to State Records website at: http://www.archives.sa.gov.au/management/disposalschedules.html and locate the necessary schedule for you to use.

It is important that you are using the current edition, not an old edition as disposal classes may be different!

There are some important things to remember when classifying records.  These include:

• If you have two disposal classes that are equally weighted always pick the longest retention period.  
• When sentencing, if you keep getting PERMANENT then you really need to double check the scope notes!
• If it is not in the GDS you MUST, MUST, MUST check the RDS!
• Read the scope notes in their entirety
• Records over 50 years, MUST be referred to the RDS, even if the GDS reads that they are okay to be disposed of!
• Asbestos related files are retained until 2040.   
• Culling of files is not recommended
• Sentence records by the content of the record not the title or subject heading.
• Apply the longest retention period to the total file, including “parts”.  This means that if there are mixed retention periods you need to hold onto the file/s until the longest retention period lapses.
• Use a pencil when making notes about retention periods.  Easy to change if you make a mistake!
• Did I say read the scope notes
• Oh by the way read the scope notes

Please refer to the “tips” page in your handbook (from page 41).  Maybe print them off & keep them handy when sentencing your records.

I have attached a picture of the activity from pages 44 & 45 (You will need to complete these as part of your Chapter 2 submission).  Blue writing are the answers that relate to GDS15 & green answers relate to GDS15.  If you have the same retention period but a different item number that’s acceptable.  If your item number & disposal action are both different to what I have listed then please re-read your scope notes.

Fig 1 Pgs 44 - 45 "Answers"

Assignments

Please ensure that you read & understand the assignment requirements for this subject.  Due dates for chapter reviews were contained in my introduction email.  For chapter 2 please do not leave it till the last minute to complete!  In addition to the activities located in the chapter review I would also like you to submit the following:

• Pg 44 Sentencing using the GDS15 (State Government employees only)
• Pg 45 Sentencing using the GDS20 (Local government employees only)

Don't forget that a survey requires proper preparation & planning to ensure that you get all the necessary information.  

Enjoy the weekend.

Ciao,
Melisa Z-G