It’s been almost six months since the release of version 7 of the GRDS and Government Recordkeeping would love to know: How’s the water?
Has implementation been a breeze or did you get stuck on the diving board? What were the pain points associated with the implementation? Were there any difficulties implementing it into your recordkeeping system or into a business system? What was the impact of version 7 on your public authority – was it positive, negative (if so, why?) and did the changes make it easier to implement? If QSA is to take the sharks out of the pool, what do we need to fix or improve on in the GRDS to make the water better for your public authority? Did the GRDS help you sink or swim?
The review process for GRDS v.7 generated significant discussion within Government Recordkeeping as to how the GRDS could be improved and disposal coverage increased for common and administrative records. From these discussions, QSA is now planning to release a discussion paper later in the year, putting forward possible solutions for public authorities to provide input on.
We want the water to be safe for everyone so as we look at ways of improving the GRDS into the future, we need to hear your views on GRDS version 7 and any suggestions you have for how it can be enhanced in the future.
Feedback on the GRDS can be provided through comments on our blog page or directly via email at firstname.lastname@example.org
Here’s some background information on what the GRDS is and how it was reviewed.
What is the GRDS?
The GRDS is our most widely used retention and disposal schedule regularly topping the list of most downloaded recordkeeping publications on our website!
Version 7 of the General Retention and Disposal Schedule for Administrative Records (QDAN 249), otherwise known as the GRDS, was released in March 2014. The GRDS authorises the disposal of administrative and common public records across the Queensland government covering areas such as personnel, finance and fleet management. The version 7 update focused on human resources, industrial relations and work heath and safety records.
Work is now underway on updating the remaining functions for GRDS version 8 (due for release in 2015). Public authority feedback will also lead to further improvements in the structure of the GRDS.
How did we review the GRDS?
Reviewing a schedule the size of the GRDS is a huge undertaking that covers:
- Research including legislative mapping across a wide range of areas covering multiple government activities that assists us to determine suitable retention periods that meet the business, legal, administrative and financial needs of the government and the community.
- Meetings with key public authority representatives to gain specialist insights into specific business activities.
- Drafting of the schedule and appraisal report.
- Whole of government consultation – feedback from practitioners is vital for the GRDS to continue to meet the changing needs of Queensland
- Feedback is analysed and balanced against the legislative research, precedents from other jurisdictions and comments from other public authorities. Re-drafting and formal approval of schedule.
- Final draft is released.