We’ve identified five key General Retention and Disposal Schedule (GRDS) challenges that you can read about in this Discussion Paper^. We need your help to shape the GRDS!
GRDS Renewal Challenge 4: Implementation
The GRDS can be difficult to implement and may lead to records being kept for longer than necessary. So that we can make the GRDS more user friendly and make sure records aren’t being kept for longer than they have to be – we really want to know WHY?
Do you think this is because:
The GRDS is full of “records speak” and is difficult to understand?
We can make changes to the GRDS and terminology to help with implementation into your business. But what would help? How can we make the terminology easy to understand by your agency’s business units? Do you have to explain the GRDS to other staff because it doesn’t use terms they understand or use? Are the words we use out dated, e.g. retention and disposal instead of keep and destroy; register instead of database? Do we keep using words from a paper based world instead of embracing the digital world? How do you get around these issues in your work areas? What would make your life easier?
Disposal triggers are difficult to implement?
Disposal triggers identify the event from which the minimum retention period is calculated e.g. ‘after the financial year to which the records relate’. These triggers usually reflect business-based processes. For example, employee service histories are retained for 80 years from the date of birth or 7 years from the date of separation, whichever is later. Are the current disposal triggers useful, relevant or implementable in today’s digital world? What if the GRDS only contained retention periods and you implemented your own disposal triggers after talking with the business area? How useful is the term ‘after last action’? Does it make sense in the current business environment?
The Australasian Digital Recordkeeping Initiative (ADRI) has already introduced a universal set of disposal triggers developed from feedback from its members. Would it be useful if QSA adopted a consistent set of triggers across all retention and disposal schedules including the GRDS? What types of triggers would be useful for your business?
These are just some of the questions we have been asking ourselves about Challenge 4. We would love to hear what you think! Are we on the right track or is there something we are missing? What else can we do to make the GRDS easier to use and implement? After all – we want to make your life easier!
^Please note: the GRDS Renewal project has finished. The new version of the GRDS on 1 September 2016.