Capabilities
Retention and Disposal Authority Development
A Retention and Disposal Authority (RDA) is a control document that sets out the periods for which an organisation’s business records should be retained to meet its operational needs and to comply with legal and other requirements.
The purpose of an RDA is to provide a mechanism for the disposal of public records in accordance with the Public Records Act 1973.
It is an essential component of an efficient and effective records management system. Properly developed and consistently implemented, an RDA protects the interests of the organisation and its stakeholders by ensuring that business records are kept for as long as they are needed to meet operational needs and to comply with legal requirements, and are then disposed of securely.
In addition to this it is an offence under the Crimes (Document Destruction) Act 2006 for individuals or organisations to destroy documents that they know are reasonably likely to be required in a future legal proceeding, with the intention of keeping the documents out of evidence. Destroying records however in accordance with a valid RDA is lawful as long as the requirements under the Crimes (Document Destruction) Act 2006 are met.
The Public Record Office Victoria (PROV) have released an RDA for Records of Common Administrative Functions (PROS 07/01) which covers records of administrative functions that may be performed by Victorian Government agencies. However, it does not authorise the disposal of records of functions that are unique to an agency. An agency specific RDA is required for the authorised disposal of functionally unique records.
Agency specific RDAs must be approved by PROV’s Public Records Advisory Council (PRAC). PRAC is the body established under the Public Records Act 1973 to advise the Minister on matters relating to the administration of the Act and to promote co-operation between the PROV and other agencies within Government, in consultation with the Keeper of Public Records.
In Victoria, the Public Record Office Victoria (PROV), is responsible for the long term disposition and care of all records produced or held by the State Government. This is done through the General Disposal Authority (GDA) for Records of Common Administrative Functions and also through an Agency Specific Retention and Disposal Authority (RDA).
What is an Agency Specific Retention and Disposal Authority?
This is an Authority which pertains to records of an agency that cannot be classed according to the PROS 07/01. This agency would require an RDA for these records. An RDA is required to be signed by the Keeper of Public Records and goes through a consultative process between the agency and the PROV.
What Can FYB Do To Help You?
FYB are experienced in the development of RDAs to the standard required by the PROV. We can assist you with identification of records that are not covered by the PROS 07/01 and with the formulating of the draft RDA and accompanying Appraisal Report for the PROV approval. Our experience ensures that your organisation is capturing all records and storing them for appropriate periods according to legislative or business requirements.
If you are unsure if the PROS 07/01 is adequately covering your records,
contact FYB for experienced and professional assistance.