Records retention and disposal working group and committee

The NT Archives Service (Department of Tourism, Sport and Culture) and the NT Records Service, Department of Corporate and Digital Development (DCDD), are jointly responsible for administering Part 9 of the Information Act 2002 (the Act).

Section 136A(1) of the Act states:

  • The records service (DCDD) must facilitate the preparation of records retention and disposal schedules [Known as functional records disposal schedules]

Section 136B states:

  • A records retention and disposal schedule must be approved by the records service, archive service and chief executive officer of the public sector organisation responsible for the schedule

The Records Retention and Disposal Working Group and the Records Retention and Disposal Committee perform this function in collaboration with individual NT Government agencies.

The Records Retention and Disposal Working Group (RRDWG) assissts in the development of an agency's functional records disposal schedule. It consults directly with the nominated project officer from the agency (or consultant) on issues relating to the drafting of the schedule. The membership of the RRDWG is as follows:

  • Archivist Collection Management, NT Archives Service
  • Information Policy Officers, NT Records Service
  • Project Officer (client agency or agency consultant).

The final approved draft of the schedule and associated mandatory documents are then submitted for inclusion the agenda of the Records Retention and Disposal Committee.

The Records Retention and Disposal Committee (RRDC) arranges formal authorisation of the schedule under the Act. The RRDC consists of the following members:

  • Director, NT Archives Service
  • Director, NT Records Service
  • Records Policy Officer, DCDD NT Records Service
  • Archivist Collection Management, NT Archives Service.

A quorum comprises a minimum of two members, with at least one member from each service in attendance.

The Director NT Records Service, Director NT Archives Service and the agency's Chief Executive Officer will authorise the records retention and disposal schedule in accordance with s 136B of the Information Act 2002. The authorised schedule will be registered by the NT Archives Service and agency formally notified. The schedule is then able to be used to dispose of the agency's records to which the schedules relates.

The NT Records Service convenes meetings of both the Working Group and the Committee when required.

Agency (developing) Records Retention and Disposal Working Group (approving) Records Retention and Disposal Committee (authorising)
Conducts research, develops and submits a draft version of the agency's functional records disposal schedule to the RRDWG through the NTG Records Service. The NTG Records Service will arrange a meeting of the RRDWG to include the nominated agency project officer for provision of advice and feedback. Once all feedback has been addressed and the draft schedule authorised by the Chief Executive of the agency, and the required supporting documents have been received, a recommendation for final authorisation will be made to the RRDC. The RRDC will meet to endorse the final version of an agency's Records Disposal Schedule and arrange its formal authorisation.

For detailed information on how agencies are to prepare functional records disposal schedule, see the Guideline for the development of a functional records disposal schedule. All forms and instructions relating to the process are available from this page.

For further information or enquiries please contact:

NT Records Service

Department of Corporate and Digital Development
GPO Box 2391
Darwin NT 0801

Email: NTG.RecordsPolicy@nt.gov.au
Phone: 08 8924 3847
Fax: 08 8924 3880

NT Archives Service

Department of Territory Families, Housing and Communities

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