Amendment to section 2 7 GDA 10 July 2006

Document Sample
Amendment to section 2 7 GDA 10 July 2006 Powered By Docstoc
					Amendment August 2006 General Disposal Authority – Local Government Records (GDA 10)




2.7 Imaged records
General Retention and Disposal Authority – Imaged records (GDA 24) applies to
State records that have been copied into a digital or microform format. The table
below illustrates in general terms the classes of records that are permitted for
destruction after copying:

  Permission to destroy originals
                                                 Permission is not given under this
  after copying, provided the
                                                 Authority for the destruction after
  conditions listed in GDA 24 are
                                                 copying of:
  met, is given for:


            records that are identified in
             General Disposal Authority 10 –           records that were created or
             Local Government Records                   received before January 1,
             (GDA 10) as ‘Required as State             2000 that are identified in
             archives’ that were created or             General Disposal Authority 10
             received from January 1, 2000              – Local Government Records
             onwards, and                               (GDA 10) as ‘Required as
                                                        State archives’
            records created at any time that
             are not required as State                 records of the classes listed in
             archives (ie. records which are            the ‘Exclusions’ section of the
             authorised for destruction at the          Authority.
             end of their retention periods)

In addition, under GDA 24 , where original records are destroyed, Councils must
retain the image copies for the records’ full retention periods, as required in the
relevant retention and disposal authority.

Care should be taken in implementing an imaging program as many records
retained by Councils, such as building and development applications and certain
design and construction records may be required to be retained and accessible for
very long periods, or may relate to buildings that subsequently become heritage
listed or of significance to the local community. The measures recommended in
GDA 24 for ensuring that image copies are authentic, complete and accessible for
as long as they are needed should be followed when implementing imaging
systems.

2.7.1 Conditions for the destruction of original records that have been
      imaged

To be able to legally destroy records that have been imaged, a Council must ensure
that the conditions for destruction described in this Authority are met. These
conditions are that:

          all requirements for retaining originals have been assessed and fulfilled

          copies are made which are authentic, complete and accessible

          copies are kept for the authorised retention period, and

          originals are kept for quality control purposes for an appropriate length of
           time after copying.

2.7.2 Exclusions from the authorisation to destroy originals



STATE RECORDS AUTHORITY OF NEW SOUTH WALES
General Disposal Authority – Local Government Records (GDA 10) Amendment August 2006




GDA 24 may not be used to dispose of the following classes of records:
      records that are subject to current or pending legal proceedings or an
       pplication for access under the Freedom of Information Act 1989, the Health
       Records and Information Privacy Act 2002 or the Privacy and Personal
       Information Protection Act 1998
      records that are subject to a Government policy or directive not to be
       destroyed
      original artworks, and
      original proclamations, charters, testimonials and intergovernmental
       agreements or treaties.

2.7.3 For more information on imaging and disposal of imaged records

See:
      State Records Authority of New South Wales, General Retention and
       Disposal Authority – Imaged records (GDA 24), 2006
      State Records Authority of New South Wales, Recordkeeping in Brief –
       Digital imaging and recordkeeping (RIB 11), 2006




STATE RECORDS AUTHORITY OF NEW SOUTH WALES

				
DOCUMENT INFO
Shared By:
Categories:
Tags:
Stats:
views:1
posted:10/1/2012
language:English
pages:2