GDS - upload formats

A number of State Records customers have asked how they may load disposal information into their Electronic Document and Records Management Systems (EDRMS) from a new General Disposal Schedule when it is released by State Records.

It is not possible for State Records to release and support electronic versions of our General Disposal Schedules targeted at the wide variety of EDRMS available. However, State Records is able to offer, only from this Internet site, a generic 'upload' version of certain disposal schedules - subject to a small number of conditions.

These conditions are that State Records:

  • will supply one generic format only, a spreadsheet format, which has the potential to be used by any EDRMS
  • will supply the spreadsheet in Microsoft EXCEL for Windows format
  • will endeavour to ensure that the spreadsheet matches the relevant fields in the full disposal schedule (as published in PDF format on the same website)
  • do not and cannot guarantee that an agency, after consulting the supplier of its EDRMS, can translate it into an import format for its EDRMS database. This will almost certainly involve some form of database scripting by the agency or its supplier
  • will not supply any technical advice to support such an effort - that needs to be provided by the agency or its EDRMS supplier.

To obtain a copy of a generic 'upload' version for GDS30, GDS20, GDS23 and GDS24 or to clarify any of the details above, please contact Government Recordkeeping Services.

GDS30 - for State Government Agencies in South Australia

The upload file is a spreadsheet composed of the following 8 columns from GDS 30 Schedule:

  • a Function and Activity class/item number
  • the corresponding Function
  • the corresponding Activity
  • the Disposal Action in full
  • the Disposal type – Temporary/Permanent
  • the description/disposal class
  • the period before destruction (for TEMPORARY records).
  • the Disposal Trigger for such a destruction(for TEMPORARY records).

GDS20 - for Local Government Records in South Australia

The upload file is a spreadsheet composed of the following eight columns extracted from the full GDS 20 Schedule:

  • a Function and Activity class number as detailed in the full schedule
  • the corresponding Function
  • the corresponding Activity
  • the Disposal Type as detailed below
  • the related disposal action details
  • a description of the individual Function and Activity involved
  • the period before destruction (for TEMPORARY records)
  • the Disposal Trigger for such a destruction (for TEMPORARY records).

The Disposal Types have been categorised to adhere to the full GDS 20 Schedule, but with some minor deviations:

  • TEMPORARY as per the full Schedule
  • PERMANENT as per the full Schedule
  • REVIEW - in the full Schedule these entries are all flagged as TEMPORARY with a note to review the records.

Once the customer has noted these entries (REVIEW), they may change all of these entries in the EXCEL spreadsheet to TEMPORARY.

GDS23 - for Natural Resources Management Boards in South Australia

The upload file is a spreadsheet composed of the following 8 columns extracted from the full GDS 23 Schedule:

  • a Function and Activity class number as detailed in the full schedule
  • the corresponding Function
  • the corresponding Activity
  • the Disposal Type as detailed below
  • the related disposal action details
  • a description of the individual Function and Activity involved
  • the period before destruction (for TEMPORARY records)
  • the Disposal Trigger for such a destruction (for TEMPORARY records).

The Disposal Types have been categorised to adhere to the full GDS 23 Schedule, but with some minor deviations:

  • TEMPORARY as per the full Schedule
  • PERMANENT as per the full Schedule
  • REVIEW - in the full Schedule these entries are all flagged as TEMPORARY with a note to review the records in 2040.

Once the customer has noted these entries (REVIEW), they may change all of these entries in the EXCEL spreadsheet to TEMPORARY.

GDS24 - for Universities of South Australia

The upload file is a spreadsheet composed of the following 8 columns extracted from the full GDS 24 Schedule:

  • a Function and Activity class number as detailed in the full schedule (N.B. the Class # has been 'left-padded' with zeros to ensure the collating sequence for the Class # field)
  • the corresponding Function
  • the corresponding Activity
  • the Disposal Type as detailed below
  • the related disposal action details
  • a description of the individual Function / Activity involved
  • the Retention Period before destruction (for TEMPORARY records)
  • the Disposal Trigger for such a destruction (for TEMPORARY records).

The Disposal Types have been categorised to adhere to the full GDS 24 Schedule, but with some minor deviations:

  • No value - to indicate that this is the entry for a Function or an Activity with its Class # and Description only
  • TEMPORARY as per the full Schedule
  • PERMANENT as per the full Schedule
  • REVIEW - in the full Schedule these entries are all noted such that they need to be reviewed to determine if they are TEMPORARY or PERMANENT.

In general, prior to disposing of records using a Disposal Class flagged as REVIEW, the customer will need to make an appropriate decision that relates to another part of GDS 24 for the Disposal Action.

NOTE: Where a disposal action has multiple/complex disposal triggers, e.g. 'TEMPORARY Adults Destroy 15 years after research project completed. Minors Destroy 30 years after research project completed' the disposal action has been split and an artificial fourth-tier number added. This is for upload purposes only and does not change the intent or application of the original Schedule.

 

 

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