This advice is provided to inform organisations that HAVE NOT implemented the General Disposal Authority for Reproduced Source Records but are scanning records to capture into business information systems (BIS) or records management systems (RMS) for access purposes. The hard copy original records must be retained in accordance with the required retention period as set out in a General Retention and Disposal Authority (GRDA) for either State or local government Information, Sector Disposal Authority (SDA) or an organisation’s retention and disposal authority (RDA).
What is day batching?
Day batching, also known as day boxing, is the process of storing the hard copy, original records in order of the date the record was received, once scanned and captured into an organisation’s BIS or RMS. Records are batched together daily regardless of the context, business or archival value of each record.
What is retention batching?
Retention batching, also known as retention filing or retention boxing, is the process of storing hard copy original records in accordance with the required retention period after the records have been scanned and captured into an organisation’s record keeping system. For example:
• All documents with a retention period of 2 years are placed together in a file or a box, in order of the date received.
• All documents with a retention period of 7 years are placed together, in order of the date received, in a file or a box, etc.
Considerations for records management
These methods are not regarded as effective or efficient records management practices. The State Records Office (SRO) advises against the use of day or retention batching due to the risks and limitations outlined below:
Disposal issues
Both day batching and retention batching result in records being kept longer than required. Day batching - Documents in the same day batch have to be kept for different periods of time:
• An unsuccessful job application received on 14 November 2025 must be kept for 2 years as per GRDASG 79.6 / GRDALG 97.6.
• An invoice received on 14 November 2025 must be kept for 7 years as per GRDASG 42.1 / GRDALG 35.1.
Day batching means that the organisation must either:
• review and sentence every single document in a box ready for disposal, OR
• keep the entire box for the period required for the document with the longest retention period. In the above example, the box is kept until 2033 (under the 7 year retention period) even though some documents could have been destroyed in 2028 (under the 2 year retention period).
Retention batching - Even if a set of records need to be kept for the same length of time, for example, 2 years, the start date for the retention period can differ for each record:
• Record A created on 1 January 2025 - destroy after 1 January 2027.
• Record B created on 1 January 2027 – destroy after 1 January 2029.
This means the organisation will not be able to destroy the batched records until the document with the latest disposal date has reached its retention period.
Storage
The organisation will incur increased storage costs resulting from keeping a box of documents until the latest destruction date.
Preparing to Transfer Archives
The SRO is unable to accept a box of assorted, loose archival records covering different subject matters. Archives must be prepared for transfer to the SRO “in context”, i.e. the records must be organised by the subject or activity to which they relate. Retention batching means that the organisation must expend further resources to properly organise archival records in readiness for eventual transfer to the SRO.
Recommended practice
It is recommended best practice for organisations to use the General Disposal Authority for Reproduced Source Records. Where this has not been implemented, organisations should file hard copy records created or received by the agency within an appropriate subject- or activity-based corporate file.
For further information see the SRO Records Management Advice: Digitisation of Paper Records.
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