Ngā whakaaetanga porowhiu whānui
General disposal authorities
General disposal authorities are ongoing authorities that apply to all public sector organisations. Learn which classes or types of common information and records they cover and download the GDAs.
What general disposal authorities are
We issue general disposal authorities (GDAs) to help public sector organisations decide what to do with common or generic information and records.
GDAs provide ongoing authorisation for the disposal of non-core business information and records common across organisations. These are information and records related to:
administration
corporate services
human resources
finance.
Information and records like these are common, transitory, and of low value.
General disposal authorities specify minimum retention periods
GDAs specify how long organisations should retain certain types of information and records before they can be destroyed — or kept as public archives.
General disposal authorities do not cover records related to core business functions
GDAs do not cover information and records related to your organisation’s:
core business functions
primary duties
primary responsibilities.
These may be covered by a specific or sector-based disposal authority.
Specific or sector-based disposal authorities take precedence
If your information and records can be covered by both a GDA, or a specific or sector-based disposal authority, the latter will override or take precedence.
Who uses general disposal authorities
Public offices must use the general disposal authorities
If your organisation is a public office, you must use the GDAs. You do not need any further authorisation from the Chief Archivist.
Local authorities can use the general disposal authorities
If your organisation is a local authority, you can use the GDAs for best practice information and records management. Please note this does not override the disposal process for protected records.
Benefits of using general disposal authorities
Your organisation can gain a range of direct benefits from using a GDA to dispose of information and records.
Minimising storage costs
Information and records that have reached their minimum retention period can be disposed of, reducing storage costs.
Saving time
Information and records of longer-term value are quicker to find and retrieve.
Maximising information discovery
By regularly disposing of your organisation’s common corporate information and records, you can improve management of other information and records. In particular, those that may be critical to any:
dispute resolution
legal change
evidential purpose.
Improving compliance
Legislative compliance allows your organisation to dispose of information and records in line with the Public Records Act 2005.
But please note that the Chief Archivist’s authorisation does not override any other legal obligations to retain information and records scheduled for destruction past the minimum retention period outlined in a general or other disposal authority.
Use GDA6 for common corporate information and records
General Disposal Authority 6 (GDA6) has been developed for public sector organisations to use for legally disposing of information and records commonly created or received in the normal course of business.
What GDA6 covers
GDA6 covers generic classes or types of information and records of any format created or received through business functions common to most organisations. Examples of these functions include human resources and financial management.
What GDA6 does not cover
GDA6 does not cover information and records related to your organisation’s:
core business functions
primary duties
primary responsibilities.
GDA6 also does not generally cover any information and records that:
are facilitative
are transitory, or
have short-term value.
General Disposal Authority 7 (GDA7) (see below) is the appropriate disposal authority for these.
Use GDA7 for facilitative, transitory and short-term value information and records
Public sector organisations can use General Disposal Authority 7 (GDA7) to legally dispose of information and records that:
are facilitative
are transitory, or
have short-term value.
What GDA7 covers
GDA7 covers generic classes or types of information and records of any format that have a short-term, minor role in preparing a more complete record. As such, these records are not needed for evidential or legal purposes.
What GDA7 does not cover
GDA7 does not cover:
information and records related to your organisation’s primary core business functions, duties and responsibilities
information and records related to common corporate functions — GDA6 (see above) is the appropriate disposal authority for these.
Download the GDAs
Download GDA7
General Disposal Authority 7 (CSV 10.45 KB)
General Disposal Authority 7 (PDF 683KB)
Download GDA6
General Disposal Authority 6 (CSV 65KB)
General Disposal Authority 6 (PDF 969KB)
Use of the GDAs
Decisions about whether information and records can be destroyed under the GDAs should be made with an understanding of the:
business context of the information and records
content of the information and records, and
risks associated with the business.
Your organisation is responsible for determining when eligible information and records are no longer needed for:
administrative
legal
financial
audit
reference, or
other operational purposes.