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Skip Navigation LinksQueensland State Archives > The Recordkeeping SPOT > Keep > General Retention and Disposal Schedule for Administrative Records (GRDS)

General Retention and Disposal Schedule for Administrative Records (GRDS)

The General Retention and Disposal Schedule for Administrative Records​ (GRDS) QDAN 249 version 7 lists the minimum retention periods for records relating to common administrative functions and activities performed by the Queensland public sector. It covers common functions such as asset management, legal services, financial management and workforce planning. The GRDS can be used to sentence and dispose of records by all Queensland public authorities.

The appraisal log explains the justification and rationale for changed record classes and retention periods within version 7 of the GRDS. It only covers those record classes that were added or amended in version 7.

Version 7 of the GRDS supersedes all previous versions issued by Queensland State Archives which should not be used to sentence or dispose of public records as this may result in unlawful disposal under the Public Records Act 2002.

A condensed version of the GRDS (GRDS Lite) is now available. It offers a simple and streamlined alternative for sentencing records of common administrative business activities. The GRDS Lite does not replace the full version of the GRDS and there is no requirement for agencies to resentence records using GRDS. You can access the GRDS Lite and find out more about the benefits of using the GRDS Lite and the GRDS and GRDS Lite together via the GRDS Lite webpage​.​

For assistance in locating previous versions of the GRDS, the associated summary of changes between versions, or further clarification for the appraisal log, please contact Agency Services at Queensland State Archives on telephone (07) 3131 7777 or email ​rkqueries@archives.qld.gov.au.

 

​Date Issued
26 March 2014
Responsible  Public Authority
All Queensland public authorities
​Current Schedule

QDAN 249 v.7 (PDF, 620KB)

QDAN 249 v.7 (DOC, 2.2MB)

QDAN 249 v.7 (XLS, 218KB)

QDAN 249 v.7 (XML, 3.8MB)

​Superseded Schedules

QDAN 249 v.6 (August 2011)

QDAN 249 v.5 (October 2010)

QDAN 249 v.4 (September 2004)

QDAN 249 v.3 (February 2004)

QDAN 249 v.2 (August 1998)

QDAN 249 v.1 (June 1997)

These schedules are superseded and are available for references purposes only. They should not be used to dispose of records.

​Revision History

Version 1 – Initial Schedule

Version 2 – Minor review

Version 3 – Major review (alignment with Keyword AAA)

Version 4 – Minor revision to reflect current Directives relating to personnel records.

Version 5 – Major review (Financial Management function and other minor amendments). Schedule re-ordered into alphabetical order by function.

Version 6 – Minor revision to preamble and other record classes.

Version 7 – Major review (Human Resource functions and other amendments)

 
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Last updated 22 April 2016
 

 GRDS Renewal

 
Check out the GRDS Renewal program.
 

 Disposal Freeze

 


 

 Access the GRDS here

 

QDAN 249 v.7 (PDF, 620KB)

QDAN 249 v.7 (DOC, 2.2MB)

QDAN 249 v.7 (XLS, 218KB)

QDAN 249 v.7 (XML, 3.8MB)

 

 Appraisal Log and Summary of Changes

 

Appraisal Log – Version 7 (PDF, 572KB)

Executive summary of changes from v6 to v7 of the GRDS (PDF, 141KB)

Detailed summary of changes from v6 to v7 of the GRDS (PDF, 416KB)

Detailed summary of changes from v6 to v7 of the GRDS (DOC, 1.8MB)

Note: A summary of changes for versions 2 through to 6 is available upon request.

 

 Other General Schedules

 
 

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