After GRDS version 7 was released, we started receiving feedback from agencies asking for the GRDS to be expanded^ to include more functions/activities that are common across government. In doing this we could move the GRDS away from being a schedule covering just administrative records and move towards a schedule covering both administrative and core business records that are common across all areas of government.
If we were to blur the lines between administrative and core business records would this cause any problems for your agency? At the end of the day we want to be able to give the widest disposal coverage of records possible – is expanding the GRDS the best way to achieve this?
Some of the benefits of expanding the GRDS were highlighted as:
- Removing the duplication of records in the GRDS and sector/agency specific schedules
- Shorter and more specific sector/agency schedules
- Removing the confusion for end users on which schedule to use
- Less time and effort from agencies to develop sector/agency specific schedules.
Some possible areas for expansion could be:
- Research – What kind of research is your agency doing? Do you have records that you can’t sentence because there isn’t coverage for research?
- Regulatory – Accreditation, Licensing, Registration, Authorisation (Granted rights).
- Enforcement – Inspections, Investigations, Monitoring and Surveillance, Declarations. Or do we need to expand ‘Legal Services’?
- Incident and emergency responses – We know that many of you have to deal with incidents and emergency situations as part of your business. For example, when there is a natural disaster, your agency may be responsible for a particular response. Do you think we should include emergency management into the GRDS or is this a bigger issue that needs its own sector schedule?
- Performance management (of your agency)
- Project management (methodology & registers)
- Registered Training Organisations (RTOs)
It may be better to cover some of these areas in a specific functional or sector-wide schedule. This is where we need your help in identifying the functions/activities that you would like to see included in an expanded GRDS.
Are there any other functions or activities that we haven’t mentioned here that you think should be included in the GRDS? Let us know what would work for you.
Glossary of terms
Also, would a glossary help those users that are not records managers to understand the terms that are used in the GRDS? The ACT, Tasmania, WA, NSW and Victoria have a glossary in their similar schedules. Or, would you prefer us to have a glossary on our website with a link to it in the GRDS?
There’s more to talk about…!
Have you read our blogs on the 5 challenges of the GRDS renewal discussion paper? If you haven’t already, take a look and leave your comments.
Before the discussion paper closes for comment on 27 February 2015, we will be arranging discussion sessions (dates & venues to come). Also keep an eye out for more blogs as we keep the conversation going.
^Please note: the GRDS Renewal project has finished. The new version of the GRDS was released on 1 September 2016.