Developing a Retention and Disposal Authority

A Retention and Disposal Authority contains 2 sections, the introduction or context, and the function/activity.

The introduction consists of a number of pre-populated text fields that must be completed and or modified to suit your organisation's needs. 

The Introduction also identifies which records will not be transferred to the SRO and which have restricted access.

The function/activity consists of the terms/classes and the retention periods for each category of records.

This section must cover all functions that are unique to your organisation and any legacy functions where records still exist. 

Do not repeat any functions that are included in the GRDA.

The authority must not contain listings of databases held by the organisation. These are listed in your Recordkeeping Plan under Business Information Systems.

STEPS 

Contact the State Records Office (SRO) and let them know that you will be developing a new/revised Retention and Disposal Authority (RDA) for your organisation.

You will need to provide the following information. 

• Name of Organisation 
• Name of organisational editor/s and contact details 
• Whether you wish to load your previous RDA (where applicable) Or whether you wish to start from scratch. 

The SRO 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 so that when you log in you will see your RDA template ready to go. 

Your organisation will then develop your RDA using the template - SRO staff will provide as much help as you require.  

When you have completed your RDA you can submit it to the SRO via the ORDA ‘Submit to the SRO’ button.

The SRO will then make comments and provide guidance if applicable. The RDA can be submitted to the SRO as many times as you require. 

Once your organisation and the SRO are satisfied with the RDA the SRO will submit the RDA to the State Records Advisory Committee (SRAC). The role of the SRAC is to support the work of the SRO in ensuring that recommendations submitted by the SRO and government agencies are given due consideration. The SRAC meet several times a year. 

After the SRAC meeting your organisation may be required to amend the RDA before it can be endorsed. Once endorsed by the SRAC the RDA will be presented to the State Records Commission (SRC) for final approval. The SRC meets 3 times a year.

Once approved your organisation will receive a letter from the SRC advising that the RDA has been approved. Your organisation must then replace any previous RDA’s with the new approved RDA. 

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.