| Authority no | GA31 |
|---|---|
| SR file no | 21/0208 |
| Scope | This general retention and disposal authority covers records documenting the function of Commissions of Inquiry. |
| Public office | This authority applies to records created and maintained by Royal Commissions, Special Commissions of Inquiry, Commissions of Inquiry, Inquiries established by Letters Patent or Ministerial Directive, and Inquiries established under discrete legislation such as the Casino Control Act. Used by: Independent Liquor and Gaming Authority, Royal Commissions, Special Commissions, Commissions of Inquiry, Premier's Department |
Approved Amended | 1/7/2008 10/09/2021 |
Authority no GA31 |
SR file no 21/0208 |
Scope This general retention and disposal authority covers records documenting the function of Commissions of Inquiry. |
Public office This authority applies to records created and maintained by Royal Commissions, Special Commissions of Inquiry, Commissions of Inquiry, Inquiries established by Letters Patent or Ministerial Directive, and Inquiries established under discrete legislation such as the Casino Control Act. Used by: Independent Liquor and Gaming Authority, Royal Commissions, Special Commissions, Commissions of Inquiry, Premier's Department |
Approved Amended 1/7/2008 10/09/2021 |
The purpose of this general retention and disposal authority is to identify those records created and maintained by formal inquiry bodies which are required as State archives and to provide approval for the destruction of certain other records after minimum retention periods have been met.
The approval for disposal given by this authority is given under the provisions of the State Records Act 1998 only and does not override any other obligations to retain records.
This authority covers records in any format created and maintained by:
It does not apply to the records of public offices established for the purpose of conducting investigations on an ongoing basis, such as the Independent Commission Against Corruption, the Law Enforcement Conduct Commission, the NSW Crime Commission, the NSW Ombudsman etc. The records of these public offices have disposal coverage under their own functional disposal authority.
This authority is to be used in conjunction with the relevant general retention and disposal authorities for other administrative records associated with the management of formal Inquiries not covered by this authority. For example:
Most documents received by a Commission of Inquiry will be digital. There have been a small number of cases where members of the public have submitted original hard copy records to an Inquiry and have subsequently requested their return.
The general authority gives permission for the return of original items that are required as State archives provided that copies are made for eventual transfer as State archives. The general authority also gives permission for the return of original documents if requested that are not required as State archives.
The management of temporary, independent inquiries established to inquire into and report on certain matters. Includes:
Note: This disposal authority does not apply to the records of public offices established for the purpose of conducting investigations on an ongoing basis, such as the Independent Commission Against Corruption, the Law Enforcement Conduct Commission, the NSW Ombudsman etc.
See General Retention and Disposal Authority Original or source records that have been copied for authorisation to destroy the originals of records that have been copied.
| No. | Description of records | Disposal action |
|---|---|---|
| 1 | Key records of the inquiry. Includes:
| Required as State archives Note: original exhibits and other material received by the inquiry can be returned to the source or owner if requested, provided that copies are made and retained by the Commission for transfer as State archives. NSW State Archives will advise on copying standards and processes for exhibits as required. |
| 2 | Operational records of the inquiry. Includes:
Note: Before original material is destroyed under this class, a reasonable attempt should be made to return the records to the owner or source. Reasonable efforts will be determined by the agency responsible for the records of the completed inquiry. | Retain a minimum of 12 months after action completed, then destroy Note: original exhibits and other material that are not required for the inquiry can be returned to the source or owner. |
| 3 | Records documenting the return, or attempted return, of evidence or exhibits to their owners. | Retain minimum of 10 years after action completed, then destroy |
No. 1 Description of records Key records of the inquiry. Includes:
Disposal action Required as State archives Note: original exhibits and other material received by the inquiry can be returned to the source or owner if requested, provided that copies are made and retained by the Commission for transfer as State archives. NSW State Archives will advise on copying standards and processes for exhibits as required. |
No. 2 Description of records Operational records of the inquiry. Includes:
Note: Before original material is destroyed under this class, a reasonable attempt should be made to return the records to the owner or source. Reasonable efforts will be determined by the agency responsible for the records of the completed inquiry. Disposal action Retain a minimum of 12 months after action completed, then destroy Note: original exhibits and other material that are not required for the inquiry can be returned to the source or owner. |
No. 3 Description of records Records documenting the return, or attempted return, of evidence or exhibits to their owners. Disposal action Retain minimum of 10 years after action completed, then destroy |
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