Appraisal matrix
High-level appraisal of records with no Retention and Disposal Schedule coverage
Security classification: Public
Appraisal matrix
Record
retention
period
Value indicators and example record types
Time remaining
before records
meet their
retention period
Management strategy
(Agency to complete)
< 5 years
Limited/low value
These records have short-term administrative value.
They may be required to be kept to enable reviewable decisions to be reviewed
or appealed against. They have value for a limited time – normally only the
period of time during which a decision/outcome may remain valid before it
lapses. In many cases, the information captured in the records is recorded in a
summary form sufficient for demonstrating key facts.
Examples of records in this category would include:

Applications / requests which are refused or rejected by the public
authority

Advice provided by the public authority to clients which has no legal
significance

Administrative arrangements, such as for events not covered by the
General Retention and Disposal Schedule.
Agencies may consider
applying to the State
Archivist for a one-off
disposal authorisation for
these records.
Department of Science, Information Technology and Innovation
Record
retention
period
Value indicators and example record types
Time remaining
before records
meet their
retention period
Management strategy
(Agency to complete)
5 to 20 years
Moderate value
These records may impose rights or responsibilities which are subject to
statutory limitations, and include records which may be used for audit
purposes.1
Examples of records in this category would include:
20 to 120+
years

Minor project documentation

Licensing and accreditation records (depending on portfolio)

Records required for the conduct of legal proceedings

Contracts (excludes intergovernmental and other major agreements).
High value
These records may relate to long term or ongoing rights, obligations and
entitlements. They generally need to be retained for the life of an individual or
asset.
Information which may be used for long range data analysis or comparison and
1
Agencies may consider
applying to the State
Archivist for a one-off
disposal authorisation for
these records.
However, Queensland State
Archives may only consider
records at the lower end of
this scale which are nearing
their likely minimum
retention period.
There are unlikely to be
systems which contain
records in this category
which are nearing their
minimum retention period.
The following advice published by The National Archives (UK) is also relevant in the Queensland context:
The Limitation Act 1980 prescribes time limits for the commencement of different categories of legal actions, such as recovery/restitution. This has an important effect on the retention
of some government records: Government has to manage the risk of actions arising from contracts and duties of care to employees, citizens and so on and retaining records plays an
important part in this. The caveat needs to be entered that any period specified in the Limitation Act should be validated against other requirements before being assumed
automatically to match the correct disposal period…
The National Archives UK: Disposal Scheduling, section 6.3.7.
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Appraisal matrix for the high-level appraisal of records with no Retention and Disposal Schedule coverage
Record
retention
period
Value indicators and example record types
Time remaining
before records
meet their
retention period
Management strategy
(Agency to complete)
would be impossible or costly to recreate.
The records document events, the impact of which may be unknown for some
time
Examples of records in this category would include:
Permanent

Major project documentation

Records relating to children

Disposal of hazardous waste materials

Licensing/permits and accreditation records (depending on portfolio)

Enforcement records – records of non-compliance (depending on
portfolio)

Building approvals for public infrastructure (other than historically
significant infrastructure)

Employee health monitoring

Incident management records

Commissioned research data/reports.
Historical / enduring value
Value is not extinguished over time and/or the information value may increase
over time. Informational value is generally recognised by a broader audience
than the original creating agency, including future generations. Includes
records which may be relied upon to establish or prove identity of individual
citizens.
Digital records, including any
potentially permanent value
records, must be maintained
by the public authority.
A Retention and Disposal
Schedule covering the
records must be developed
by the public authority and
approved by the State
Archivist.
Digital records must be
maintained by the public
authority.
The QSA Appraisal Statement describes six characteristics of permanent
records:
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Department of Science, Information Technology and Innovation
Record
retention
period
Value indicators and example record types
Time remaining
before records
meet their
retention period
(Agency to complete)

Authority, foundation and structure of Government

Primary functions and programs of Government

Enduring rights and entitlements

Significant impact on individuals

Substantial contribution to community memory

Environmental management and change.
All of these characteristics are equally significant to the recorded heritage of
Queensland. A public record only needs to meet one of these six
characteristics to qualify for retention as a permanent public record.
Examples of these types of records include:
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
Case files of a precedent setting nature

Records documenting one-off, record-breaking or unprecedented
events such as natural disasters, state visits

Records documenting major investigations into government agencies,
functions or actions

Research commissioned by the government on major policy issues.
Management strategy
Appraisal matrix for the high-level appraisal of records with no Retention and Disposal Schedule coverage
Documentation Section – Example only
Documentary evidence of the high-level appraisal process completed by the state government department must be submitted to Queensland State
Archives as supporting evidence if the department decides to submit an Application for one-off Disposal authorisation.
Date of appraisal:
Name and position of recording officer:
Officers consulted:
Name
Position
Name
Position
Name
Position
Name
Position
Approved Retention and Disposal Schedules consulted (if any):
[Schedule number, public authority issued to, Schedule title]
Appraisal recommendation and comments:
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