You may have seen that we have released the GRDS Lite and our introductory blog ‘A quicker and easier way to sentence records’. We are now interested to know what your interpretation of a ‘lite’ schedule is. Do you automatically think of a dairy product or food delivery service?
You have told us that there are differing views on what a lite schedule is, so, here is our explanation of the GRDS Lite and a couple of interpretations from two agencies.
QSA’s GRDS Lite model
The GRDS Lite is based on the sentencing-by-exception approach adopted by the National Archives of Australia in developing their Administrative Functions Disposal Authority (ADFA) Express. This means the focus can be on high-value records and records with a unique requirement, while records of less value or importance can be grouped together.
The GRDS Lite isn’t a separate schedule to the GRDS QDAN249v7 – it’s just a different way to present it. The layout is quite different as there are no activity headings, and classes are rolled up into three categories:
- Permanent – all permanent classes merged in a function together
- Long-term temporary and classes that have specific triggers – e.g. ‘Retain for 80 years from date of birth or seven years from date of separation, whatever is later’, or ‘Retain for three months after last business, legal and/or regulatory action’ for cardholder data
- Default class – one broad class covering the bulk of the records for the function; it often covers classes with low retention periods rolled up to a higher retention period.
The rolled-up disposal actions in the GRDS Lite do not cancel any disposal actions in the GRDS v7. The minimum retention period in the GRDS v7 is still the minimum period of time for which records must be kept before destruction is permitted. Rolled-up disposal actions allow you to have a more streamlined schedule to implement. For example, the GRDS v7 has 401 record classes, compared to the GRDS Lite which has 58.
One agency’s interpretation on the GRDS Lite
One agency gave us their thoughts on the GRDS lite schedule:
- existing classes would be further rolled up
- there would be consistent set of disposal actions (retention periods) e.g. permanent, 80 years, 30 years, seven years.
Another agency’s lite model:
One agency built their own lite version before the release of ours:
- no classes and/or retention periods have been rolled up
- GRDSv7 presented with less text
- displayed by record type first (users don’t need to understand function – activity structure).
What do you think? Is the GRDS Lite what you expected? Were you expecting something else entirely? Do you think you will use it in your agency? Do you think that it will be difficult to implement within business applications?
Would you like to see the next version of GRDS to also be presented this way? What about other schedules, such as sector ones?
Look out for our upcoming workshops on Lite schedules, transitory records and records with a short-term retention. More information on this will be available soon.
Elizabeth Harvey, Appraisal Archivist
Kylie Good, Principal Appraisal Archivist