Developing a Retention and Disposal Authority for State Government Organisations

Guidance
Records Management Advice
Last updated:

Under sections 11 and 16 of the State Records Act 2000 all State organisations must have a record keeping plan (RKP), which among other matters must set out:

  • the State records that will be State archives (kept permanently)
  • the retention period for those government records that are not State archives

For State government organisations, most records will be covered by the General Retention and Disposal Authority for State Government Information (GRDA).

Where the organisation creates or captures records that are not covered by the GRDA, they will be required to develop a retention and disposal authority (RDA) to manage those records. 

Organisations should only proceed with revising their existing retention and disposal authority, or developing a new authority, after consulting the State Records Office. 

When an existing retention and disposal authority requires major revisions, or the development of a new retention and disposal authority is required, organisations will need to use the State Records Office's Online Recordkeeping and Disposal Application (ORDA) to prepare the authority.

ORDA is a web-based application that enables State government organisation staff, and records consultants working with organisations, to draft and securely submit retention and disposal authorities to the State Records Office. 

The State Records Office will provide access to ORDA and a liaison officer to work with the organisation in developing the authority.

For information on how to use ORDA please see the Short Guide to using ORDA.

If you require detailed guidance for using ORDA, please refer to the Agency User Manual.

Process for completing and submitting a retention and disposal authority

  1. Contact the State Records Office and let them know that you will be developing a new/revised retention and disposal authority (RDA) for your organisation.
  2. You will need to provide the following information.
    1. Name of Organisation 
    2. Name of organisational editor/s and contact details 
    3. Whether you wish to load your previous RDA (where applicable) Or whether you wish to start from scratch. 
  3. The State Records Office will set up a template with your organisation’s details in ORDA. You will receive an email with your login and password to access ORDA. When you log in you will see your RDA template ready to go. 
  4. Your organisation will then develop your RDA using the template. State Records Office staff will provide as much help as you require. Please also refer to the Developing a Retention and Disposal Authority for State Government Organisations attached below.
  5. You can submit your completed RDA to the State Records Office via the ORDA ‘Submit to the SRO’ button.
  6. The State Records Office will then make comments and provide guidance where applicable. The RDA can be submitted via the 'Submit to the SRO' button, as many times as you require. 
  7. Once the authority has been developed, the State Records Office will submit the RDA to the State Records Advisory Committee (SRAC). The role of SRAC is to ensure that the recommendations submitted by the State Records Office and State government organisations are given due consideration. The SRAC meet several times a year. 
  8. After the SRAC meeting your organisation may be required to amend the RDA before it can be endorsed. 
  9. Once endorsed by SRAC, the RDA will be presented to the State Records Commission (SRC) for final approval. The SRC meets 3 times a year.Your organisation will receive a letter from the SRC when the RDA has been approved. 
  10. The new approved RDA must replace any previous RDAs in the organisation. 
  11. Your organisation’s RDA will need to be reviewed every 5 years to make sure it still covers all the functions of the organisation. The RDA information is included in your record keeping plan. 

Documents

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