General Disposal Schedules (GDS)

The following General Disposal Schedules (GDS) have been approved by State Records Council.

General Disposal Schedules covering state and local government and Ministers Offices

State Government Agencies (GDS 30 v2)

applies to general administrative records created and maintained by State Government agencies of South Australia.

Comparison table GDS 15 to GDS 30

Local Councils and Local Governing Bodies and Authorities (GDS 40 v1)

A number of changes were made to GDS 40 on 14 February 2020 to provide further clarity around some classes.

• GDS 40v1 applies to all records created from 1 January 1901, irrespective of format or media, created or received by any Local Council or Local Governing Body or Authority in South Australia.
• GDS 20 5th edition expired 31 January 2020. GDS 40 version 1 was approved by the State Records Council on 26 November 2019.
• From 1 February 2020 destruction and transfer of local government records must be in accordance with GDS 40 only.
• An excel version of GDS 40 is provided for import into records management systems. Contact State Records if you require a different import format.
• An excel document mapping GDS 20 5th edition to GDS 40 is provided as a starting point for identifying the relevant class in GDS 40. You must check GDS 40 and read the class descriptions to determine whether the mapped class is appropriate for the specific records.

Burial and Cremation Schedule (GDS 41)

applies to management of burials, and management of cemeteries and natural burial grounds including sites and memorials under the Burial and Cremation Act 2013 and earlier legislation. Also includes placement of bodily or cremated remains at memorial sites including in a mausoleum or vault or other structure, and management of public mortuaries.

Minister's Offices (GDS 50 v1)

applies to all operational records created or received by any Minister's Office in South Australia.

• GDS 50 v1 applies to all records created from 1 January 1901, irrespective of format or media, created or received by Minister’s Offices.
• GDS 50 v1 was approved by the State Records Council on 15 June 2021.
• GDS 18 v4.2 is now no longer valid for use.
• All destruction and transfer of Minister’s Office records must now be in accordance with GDS 50 v1 only.
• An excel version only of GDS 50 v1 is provided for upload/import into records management systems.
• A document mapping GDS 18 v4.2 to GDS 50 is provided as a starting point for identifying the relevant class in GDS 50 v1.  You must check the file title/contents of file and read the class descriptions to determine whether the mapped class is appropriate for the specific records.

General Disposal Schedules for digitised records

Disposal of Hardcopy Source Records after Digitisation (GDS 21) 

applies to hard copy source records that are converted to digital format as part of business processes.

GDS 21 Guidance - Certification Process

Provides information to State and Local Government agencies wishing to destroy hardcopy source records following their digitisation as authorised under GDS 21 v5 and subsequent versions.

Agency based General Disposal Schedules

Across-Government Emergency Management agencies (GDS 33)

caters for all agencies with a role that includes emergency management.

Administrative Records of National Bodies (GDS 34 v2)

approved by the State Records Council on 16 December 2014.

Department for Education and Child Development (DECD) (GDS 31)

applies to operational records created or received by the Department for Education and Child Development (DECD) - Early Childhood Services (and predecessor agencies).

Natural Resources Management Boards (GDS 23)

applies to operational records commonly created or received by all Natural Resources Management (NRM) Boards in South Australia.

Public Primary and Secondary Schools (GDS 22)

applies to operational records created or received by all public primary and secondary schools in South Australia.

South Australian Clinical and Client-Related Records of Public Health Units in South Australia (GDS 28)

for Clinical and Client-Related Records of Public Health Units in South Australia.

Universities of South Australia (GDS 24)

applies to operational records commonly created or received by South Australian Universities.

Schedules implementing disposal freezes

Records of Relevance in relation to the Royal Commission into Violence, Abuse, Neglect and Exploitation of People with Disability (GDS 38)

approved by the State Records Council on 11 June 2019 and is effective until 31 December 2025

Records of Relevance in relation to the Royal Commission into Aged Care Quality and Safety (GDS 37)

approved by the State Records Council on 11 June 2019 and is effective until 31 December 2025

Records of Relevance to the Royal Commission into Institutional Responses to Child Sexual Abuse (GDS 32)

approved by the State Records Council on 27 March 2013 and is effective until 13 December 2023

Records of Relevance in relation to Child Abuse or Alleged Child Abuse (GDS 36)

approved by the State Records Council on 15 August 2018 and is effective until 31 December 2023

Records of Relevance to Children in State Care (GDS 27 v2)

applies to records created through legal proceedings and applications for ex gratia payments arising out of alleged abuse of former children whilst they were in State Care.

Native Title Claims (GDS 16)

provides guidelines for identifying documents which may be relevant to Native Title Claims.