A quicker and easier way to sentence records

Are you seeking a quicker and easier way to sentence records covered under GRDS, and do you want a more efficient and accountable way to manage transitory (ephemeral) records and records with a short term retention period? The GRDS Lite and the Transitory Records and Short Term Retention and Disposal Schedule can offer you these benefits^.

The GRDS Lite and Transitory Records and Short Term RDS were released on 24 June 2015^ and are now available for use by all Queensland government agencies to manage and dispose of their public records.

Background and Purpose

We realise, from partnering with you and listening to you, that across all government agencies there are common pain points when it comes to managing records, particularly records that are created as part of routine transactional business practices. Taking this on board, we set out to develop tools that would reduce the administrative burden within agencies to manage records with a lesser value. The result: a smaller, easier to use GRDS and a separate authority to routinely destroy records of a transitory nature and records with a short term retention period efficiently and accountably.

Benefits of the GRDS Lite

  • The GRDS Lite is a condensed version of GRDS.
  • It offers you a simple and streamlined alternative to GRDS for sentencing records of common and administrative business activities.
  • The choice to use the Lite version is optional and the full version (GRDS) is still available; there is no need to resentence records that have already been sentenced under GRDS.
  • As there are fewer record classes, you can focus on the most important and valuable records and destroy the bulk of the records that have lessor value and importance. Reduction in record classes: 401 = GRDSv7 to 58 = GRDS Lite*.
  • This reduction is achieved by grouping record classes with the same retention period, keeping separate record classes with unique retention periods, and rolling up remaining classes into a single broad class, known as the default class.
  • Using the GRDS Lite and GRDS together may provide cost benefits for you. For example, when large volumes of low level records are generated it may be expensive to keep these records for a longer time period under the default class in the GRDS Lite. For these records the lesser class in the GRDS or the Transitory Records and Short Term Retention and Disposal Schedule can be used^.

 

Benefits of the Transitory Records and Short Term RDS (QDAN720v1)

  • Reduces the administrative burden within agencies to manage copies of records, ephemeral records and records with a short term retention period that are created as part of routine transactional business practices and are only required for a short period of time.
  • Enables you to routinely destroy these records efficiently and accountably.
  • Defines what is considered as transitory records and records with a short term retention period.
  • Busts the myth that transitory records and records with a short term retention period:
  • Creates flexibility for you to use either this or the GRDSv7 to sentence and dispose of transitory and short term retention records. In the long term, it is intended that this schedule will fully replace section 16 of the GRDS.

Tell us about your views and experiences using these schedules

As these are both new products and a departure from our traditional disposal authorisation processes, we are very interested to hear your views about using both the GRDS Lite and Transitory Records and Short Term RDS^. Have you used it? Did you find it easy to implement? Did it save time? Did you have any problems? Would you like to see a Lite version of the next version of the GRDS? What else would you like to see covered in the Transitory and Short Term RDS? If these tools are useful we can look at producing more to reduce your recordkeeping burden.

Kylie Good

Principal Appraisal Archivist

 

^ Note: The Transitory Records and Short Term Retention and Disposal Schedule QDAN 720v2 has been superseded. Record classes in this schedule were incorporated into the current version of the GRDS.

* These figures are from GRDSv7 and GRDSv7 Lite, not the current versions.

Last updated 26 March 2018

3 thoughts on “A quicker and easier way to sentence records

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  1. Congratulations on the Transitory Records and Short Term RDS. Finally something a little more defined and useful.

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