Only records of temporary value can be destroyed.
Agencies are responsible for destroying temporary value official records once minimum retention periods in an approved General Disposal Schedule (GDS) or Records Disposal Schedule (RDS) have been reached.
State Records recommends that agencies implement an agency approval process for records destruction:
- Stage 1 List the records to be destroyed, making sure the records are of temporary value under an approved GDS or RDS, minimum retention periods have been reached, and ensuring there are no reasons to retain records longer such as for legal matters, FOI or a disposal freeze
- Stage 2 Obtain sign off for destruction from the CEO or a senior executive or manager responsible for the business documented in the records.
- Stage 3 Destroy the records using a secure, confidential and environmentally friendly method.
- Stage 4 Keep a record of the records destroyed so you can account for what happened to them in the future.
Agencies are no longer required to forward an Intention to Destroy Reports Report (ITDRR) to State Records.