Appendix B: Checklist for Sentencing

Planning

• You have copies of all relevant and current disposal authorities, including the GDAs
• You have access to all relevant business policies, procedures and guides that relate to the disposal of records
• You have access to the relevant control records
• You have adequate staff resources, with appropriate knowledge of the organisation and its records
• You have the appropriate facilities for the types and quantity of records being sentenced

Implementation

• Ensure you are working with the relevant disposal authority
• Identify the appropriate disposal class
• Identify the disposal trigger event and the date the record can be disposed of
• If the disposal trigger event and retention periods have been met, obtain internal approval
• If the disposal trigger event or retention period has not occurred, set a future review date
• Document disposal action and maintain a precedent register for records that have been dificult to sentence
• Manage disposal: transfer/destroy/deferral of transfer