General Disposal Schedules

General Disposal Schedules

The State Records Council has approved the following GDS:

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General Disposal Schedule No.16

This Schedule provides the guidelines for identifying documents which may be relevant to Native Title Claims.  State Records will not authorise the destruction of records that are of relevance to re establishing family links.

General Disposal Schedule GDS 16 - For Native Title Claims (PDF 41 KB)

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General Disposal Schedule No.18

This Schedule applies to all operational records created or received by any Ministerial Office in South Australia.

SA Government Ministerial Offices - GDS 18 (PDF 384KB)

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General Disposal Schedule No.20 (5th Edition)

Review of GDS20 (5th Edition)

This Schedule applies to all records, irrespective of format or media, created or received by any Local Government Authority in South Australia.

An Introduction to GDS 20 (5th editon) (PDF 306 KB)

The Schedule for GDS 20 (5th Edition) (PDF 3.51 MB) 

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General Disposal Schedule No.21

GDS 21 has been developed by State Records to provide state and local government agencies with the means of disposing of source records and their digitised counterparts after the source documents have been rendered into digital format, by the process of scanning and capturing into an electronic document and records management system (EDRMS) or a line of business system.

General Disposal Schedule 21 - Digitised Records (PDF 166 KB)

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General Disposal Schedule No.22

This Schedule applies to operational records created or received by all public primary and secondary schools in South Australia.

GDS 22 - For Public Primary and Secondary Schools (PDF 596KB)

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General Disposal Schedule No.23

GDS 23 applies to operational records commonly created or received by all Natural Resources Management (NRM) Boards in South Australia. For the purposes of GDS 23 an NRM Board includes the actual Board, the General Manager and supporting staff, NRM Groups and any predecessor agencies.

GDS 23 - For Natural Resources Management Boards (PDF 367 KB)

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General Disposal Schedule No.24

This Schedule applies to operational records commonly created or received by South Australian Universities.

GDS 24 - for Universities of South Australia (PDF 1.43MB)

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General Disposal Schedule No.26

General Disposal Schedule 26 (GDS 26) applies to records commonly created or received as evidence of the functions and activities of Royal Commissions and Commissions of Inquiry established in South Australia.

GDS 26 - for Royal Commissions and Commissions of Inquiry (PDF 506 KB)

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General Disposal Schedule No.27 Version 2

The State of South Australia is a party to a number of legal proceedings arising out of alleged abuse of former children whilst they were in State Care. In addition, applications for ex gratia payments from former residents in State Care who allege that they have experienced sexual abuse as children pursuant to section 31 of the Victims of Crime Act 2001 have been received by the Attorney-General's Department.

GDS27 (V2) - For South Australian State Government agencies (PDF 379 KB)

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General Disposal Schedule No. 28

General Disposal Schedule 28 (GDS 28) (Edition 1) for Clinical and Client-Related Records of Public Health Units in South Australia was approved by the State Records Council on 19 August 2014. The GDS is effective from 19 August 2014 to 30 June 2025 unless reviewed earlier.

GDS28 - For South Australian Clinical and Client-Related Records of Public Health Units in South Australia (PDF 1.29MB)

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General Disposal Schedule No. 30 (Version 1.1) 

GDS 30 (Version 1.1) supersedes GDS 30 (Version 1) and GDS 35 (Version 1).

GDS 30 Version 1.1 was approved by the State Records Council on 16 February 2016 and is effective from 1 January 2016 to 30 June 2026.

GDS 30 Version 1.1 does not differ from Version 1 other than the disposal action for item 6.11.1, which covers fringe benefit tax (FBT) records, has been amended from “Temporary Destroy 7 years after action completed” to “Temporary Destroy 6 years after action completed”.  The change means a more close alignment with the Australian Taxation Office’s retention requirements regarding FBT records.

GDS 30 applies to general administrative records created and maintained by State Government agencies of South Australia.

Prior to the destruction of any official records they need to be sentenced against a current approved disposal schedule.   Therefore any administrative records that have been sentenced against GDS 15 and not yet reached their due destruction date need to be resentenced against GDS 30 prior to destruction taking place.  Resentencing also applies to records that are yet to be sent to temporary storage or in the case of records sentenced as permanent, prior to them being transferred to State Records.

To assist with resentencing State Records has developed a comparison table between GDS 15 (8th edition) and GDS 30 (Version 1.1).  This table is not a substitute for sentencing records using GDS 30.   Rather, it is to be used as a reference tool only to assist with the resentencing process and should not be used in isolation.   When resentencing agencies are advised to review the content of individual records should there be any ambiguity in the sentencing.

In addition, agencies need to note that there are a number of records where the retention period has changed from temporary under GDS 15 (8th Edition) to permanent under GDS 30. State Records has developed a table summarising these changes.

If agencies still hold any of the records that have changed from temporary to permanent under GDS 30 (or any other records of permanent value) and these are now 15 years old or no longer in current administrative use, it is advised that these need to be transferred to the custody of State Records in accordance with s19 of the State Records Act. For collection management and transfer enquiries, please contact the Collection Management Services team

Prior to the destruction of any temporary official records, agencies should ensure that the appropriate destruction process is followed - please refer to the Destruction Process page. Please take particular notice of the overarching disposal schedules, i.e GDS 16, GDS 27 and GDS 32 prior to the destruction of any temporary records.

For further information regarding the use of GDS 30 please contact Government Recordkeeping Services.

General Disposal Schedule No. 30 (Version 1.1) (PDF 1.41MB)

GDS 30 Comparison table (XLS 115KB)

Summary of Temporary Disposal Classes in GDS 15 (8th Edition) Converted to Permanent in GDS 30 (Version 1.1) (PDF 198KB)

General Disposal Schedule No.31

This Schedule applies to operational records created or received by the Department for Education and Child Development (DECD) - Early Childhood Services (and predecessor agencies)

GDS31 - for Department for Education and Child Development (DECD) (PDF 534KB)

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General Disposal Schedule No.32

On 27 March 2013 the State Records Council approved GDS 32 for Records of Relevance to the Royal Commission into Institutional Responses to Child Sexual Abuse. GDS 32 is effective from 27 March 2013 until 31 December 2023.

GDS32 - for Records of Relevance to the Royal Commission into Institutional Responses to Child Sexual Abuse (PDF 637 KB)

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General Disposal Schedule No.33

On 12 November 2013 the State Records Council approved General Disposal Schedule (GDS) 33 version 1. GDS 33 aims to cater for all agencies with a role that includes emergency management, whether large or small, metropolitan or country, as performed in accordance with the Emergency Management Act 2004 and the State Emergency Management Plan (SEMP). GDS 33 aims to complement the SEMP and should be used by the relevant agencies in conjunction with that plan.

GDS33 - For Across-Government Emergency Management agencies (PDF 764 KB)

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General Disposal Schedule No.34

General Disposal Schedule 34 (GDS 34) (Version 2) for the Disposal of Administrative Records of National Bodies was approved by the State Records Council on 16 December 2014. The GDS is effective from 16 December 2014 to 30 June 2024.

GDS 34 - Administrative Records of National Bodies (1.41 MB PDF)

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