Records Disposal Freezes
Government archival authorities and records offices, both nationally and internationally, on occasions apply 'freezes' to the destruction of specific public records that would usually be eligible for disposal under an approved Retention and Disposal Schedule. These freezes often relate to a particular topic or event that has created significant or substantial public interest and may include cases where there is extensive parliamentary debate, coverage by the media, or a pending court case.
A disposal freeze may be issued jointly by the NT Archives Service and NT Records Service for a particular group of public records and overrides an existing Retention and Disposal Schedule for a specified period of time.
Records to which a disposal freeze applies must not be destroyed while the freeze is in place. Destruction of these records could constitute unlawful disposal under Section 145 of the Act.
The NT Archives Service and NT Records Service have issued the:
- Records Disposal Freeze Policy for NT Public Sector Organisations to outline the conditions under which a disposal freeze may be invoked, and
- Records Disposal Freeze Implementation Advice for NT Public Sector Organisations which provides guidance to public sector organisations about how to implement a records disposal freeze for records of a public sector organisation.
A Records Disposal Freeze Overview has also been prepared.
Records Disposal Freeze Policy for NT Public Sector Organisations
The Records Disposal Freeze Policy for NT Public Sector Organisations (issued by the NT Archives Service and the NT Records Service) establishes the circumstances when the destruction of public records may be temporarily suspended despite previous authorisation for disposal, as set out in a Retention and Disposal Schedule. The policy includes a workflow of the process involved in the implementation of a disposal freeze, and a sample disposal freeze.
Records Disposal Freeze Implementation Advice for NT Public Sector Organisations
The Records Disposal Freeze Implementation Advice for NT Public Sector Organisations provides details of the procedures for implementing a disposal freeze and includes frequently asked questions and a checklist.
Records Disposal Freeze – Commonwealth Superannuation Records
The NT Archives Service and the NT Records Service have issued a records disposal freeze to all public sector organisations, which may be in possession of Commonwealth superannuation records, on selected personnel and related superannuation records until 31 December 2015. These records may be needed in processing claims against the Commonwealth concerning eligibility of Commonwealth employees to join Commonwealth superannuation schemes.
The decision to impose a disposal freeze for NT government records follows agreement by the NT Minister for Arts and Museums to the request by the Commonwealth Minister for Finance and Administration and the National Archives of Australia.
For further information regarding the freeze please see the attached Notice of Records Disposal Freeze for Records Relating to the Eligibility of Commonwealth Employees to Join Commonwealth Superannuation Schemes.
Further Advice
For further information regarding records disposal freezes, please contact:
NT Archives Service
Department of Natural Resources, Environment, the Arts and Sport
GPO Box 874
Darwin NT 0801
Email: nt.archives@nt.gov.au
Telephone: (08) 8924 7677
Facsimile: (08) 8924 7660
NT Records Service
Department of Business and Employment
GPO Box 2391
Darwin NT 0801
Email: NTG.recordspolicy@nt.gov.au
Telephone: (08) 8924 3847
Facsimile: (08) 8924 3880
NT Records Service website www.nt.gov.au/dbe