Any records management policy developed by Departments of State should be based on their statutory (business) functions. This classification of statutory functions, known as a business classification scheme, will allow classes or series of records specific to, or arising from the performance of, each function to be identified.
From this information, it will be possible to develop retention and disposal schedules based on the record series identified in the business classification scheme. This will document when records should be disposed of if they are no longer required to support the business or legal functions of the Department of State. Records that warrant permanent preservation as archives should also be identified as part of this process. Disposal of departmental records must be carried out in accordance with section 7 of the National Archives Act, 1986.
As part of Public Service Transformation Week 2025, Antoinette Doran, Senior Archivist, presented a webinar on the National Archives’ new Records Management guides. These guides are designed to assist Government departments in safeguarding, organising, and disposing of departmental records in compliance with the National Archives Act and GDPR.
The presentation explains the streamlined disposal process for emails, instant messages, CCTV, and Subject Access Request files, helping departments reduce unnecessary retention, improve legislative compliance, and ensure that records of archival value are preserved for future generations.
Looking ahead, the National Archives is developing a national digital preservation strategy and a whole-of-government digital repository to safeguard State records in the digital age.
Click here to watch the full webinar: National Archives Records Management Toolkit – Streamlined Disposal Guidance