Development and Approval of an RDS

An Operational Records Disposal Schedule (RDS) is used to sentence official records relating to functions and activities specific/unique to an agency.  See Operational Records Disposal Schedules (RDS) for further information.

An RDS can be developed by appropriately skilled and experienced agency staff or by an independent records management consultant on behalf of an agency.

Preparing and Registering an RDS

An RDS requires a considerable amount of preparation. Agency staff or records management consultants looking to develop a new or review an existing RDS should contact Government Recordkeeping Services for preliminary advice.

To assist in the development of RDS’ and the associated Covering Minute State Records has developed Microsoft WORD templates.  The RDS template, with instructions included, is designed to facilitate the generation of the RDS and allow it to be constructed in an appropriate and consistent manner.  The RDS template is unable to minimise the actual work involved in the gathering of information and the consultation processes associated with schedule development or review.

Please contact Government Recordkeeping Services to be issued with an RDS number and the RDS and Covering Minute templates.

For additional information about issues to consider when developing an RDS, please see our advice sheet - RK029 - Supplementary Issues for Preparing a RDS (PDF 92KB).

External Stakeholder / Historian Consultation

Both State Records and the State Records Council consider consultation with appropriate external stakeholders to be an important part of preparing an RDS.  This assists in identifying those records that have permanent value to the State beyond the current business needs of the agency developing the RDS. An advice sheet has been prepared by State Records to outline the importance of this step - RK021 - External Stakeholder / Historian Consultation (PDF 48KB).

Approval Process

State Records Internal Disposal Meeting

The first step in the RDS approval process involves submitting the RDS to an internal disposal meeting (IDM) of State Records.  The meeting allows State Records to review and suggest amendments to the proposed RDS to ensure an appropriate standard.  This meeting will also clarify issues and questions that might delay the approval of the RDS by the State Records Council. See RK018 - State Records Internal Disposal Meeting V2 (PDF 45KB) for further details.

Once the amendments recommended by State Records have been made to the proposed RDS by an agency or their consultant and State Records has determined the schedule in accordance with s23 of the State Records Act 1997, the RDS is then ready for submission for approval to the State Records Council.

State Records Council Meeting

A draft RDS, once formally determined by State Records, is submitted for approval to a scheduled meeting of the State Records Council.  See RK020 - What to expect at a State Records Council Meeting V2 (PDF 45KB) for further details.

At a State Records Council meeting an RDS may be approved as presented, approved as amended or deferred to a later meeting. After the meeting minutes have been signed and once an original signed copy of the RDS is received by an agency, the RDS can be used as a legal disposal tool.  See RK019 - After a State Records Council Meeting V2 (PDF 38KB) for further details.

For further information about the State Records Council please see archives.sa.gov.au/state-records-council

Recordkeeping Advice Sheets

RK029 - Supplementary Issues for Preparing a RDS (PDF 92KB)

RK021 - External Stakeholder / Historian Consultation (PDF 48KB)

RK018 - State Records Internal Disposal Meeting V2 (PDF 45KB)

RK020 - What to expect at a State Records Council Meeting V2 (PDF 45KB)

RK019 - After a State Records Council Meeting V2 (PDF 38KB)

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