The new approach to records authorities is to forge a partnership between agencies and the National Archives. It will help to identify what should be kept and what can be destroyed through an agency appraisal process focusing on:
- accountability requirements – to ensure the agency has been complying with legislative or regulatory directions
- ongoing business needs – records the agency needs to carry out its day-to-day operations
- community interests – to support rights and entitlements and long-term historical and cultural interests
During the process records will be identified that will be retained as national archives.
The first records authority developed using this new approach is the Records Authority for the Office of the Commonwealth Ombudsman.
Key features
The new approach:
- is more practical and flexible so that agencies can focus on one or more core business activities particular categories of records that are creating storage problems or incurring costs
- is less resource-intensive (estimated to halve the current project time)
- involves one-step submission with one supporting document (rather than three in the current DIRKS process)
- identifies the core business of agencies only
- uses risk analysis to guide agency research and to identify retention requirements
- is supported by National Archives implementation advice
- remains compliant with the Records Management Standard AS ISO 15489
Further details will be provided to agencies when they begin the process.
The National Archives will contact agencies currently engaged in a records authority project. Two options will be available:
- transfer to the new approach
- continue the project using the current approach
A records authority (or records disposal authority) issued to an agency is just one of the tools for them to use to dispose of their records under the Archives Act 1983. Other options are as follows:
See existing records authorities. For further information, please contact the Agency Service Centre.
