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Retention & Disposition / Schedule Information

new retention schedule screen

Name - Name of the schedule which will be displayed on documents and folders i.e. GA39 2.1.1 - 2YR – Community – Addresses – Non Significant.

Description - Description of the Schedule, i.e. Destroy 7 years after last action.

URL - Optional. Website links to state records schedules.

Reference Number - Reference number in schedule i.e. GA39 2.1.1

R & D Authority - Which source did it come from i.e. State Records of NSW.

Records series name - Optional. How are the records categorised. Ie Financial Records.

Retention:

Retention Type - Select either ‘Permanent’ or ‘Temporary’.

  • Permanent, no disposition options are specified because these documents remain in the system.
  • Temporary displays the Retain for and dispose after options:

Retention Trigger - Select either ‘Upon Creation’ or ‘Upon Cut-off’. Specify either year, month, or day for how long the record is to be retained for.

Disposition Options:

Dispostion Type - Choose either ‘Final disposition (destroy)’ or ‘Transfer to external agency’.

Dispostion Trigger - ‘Upon creation’, ‘Upon Cut-off’ or ‘Upon Retention End’.

Dispose after - Specify either year, month or day for how long the records is to be disposed after the relevant action.

Transfer Agency - Only displays if ‘Transfer to External agency’ is specified in Disposition Type drop down. Used to specify which agency.

Move to folder - Select which folder you wish to move the record to once the disposal period is reached. Typically, this folder would be held within an archive/destruction library. Changing this path will be reflected on all documents under this schedule.