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3.19 Disposal
The Disposal (M88) element describes the proposed disposal of this record.
In a typical recordkeeping system, disposal is associated with the folder on which the record is filed. Consequently, all records on the same file have the same disposal policy - in particular this means that records are not removed from folders (i.e. either the folder is held and is complete, or the folder has been disposed of).
Figure 17. Subelements of the Disposal element.
The subelements of Disposal are:
- Disposal Authorization (M89). This subelement is a reference to the authority under which the disposal can be carried out. In Victoria this would normally be a reference to a records authority. If there is no authority to dispose of records (i.e. they have not been appraised) this element must contain the value 'No Disposal Coverage'.
- Sentence (M90). This subelement describes what is to ultimately happen to the record. Permanent records should have the value 'Permanent' or 'Transfer to PROV after n years'. If the records have not been appraised (i.e. there is no disposal authority), this subelement must have the value 'No Disposal Coverage'.
- Disposal Action Due (M91). This subelement indicates when the sentence is due to be carried out. If the disposal date is not known, or is not applicable (e.g. for permanent records), this subelement must have the value 'null'.
- Disposal Status (M92). This subelement summarises the eventual fate of the record: Permanent, Temporary, or Unknown. It effectively duplicates information in Sentence.
A minimal example of a Disposal element follows:
<naa:Disposal>
<naa:DisposalAuthorisation>No Disposal Coverage</naa:DisposalAuthorisation>
<naa:Sentence>No Disposal Coverage</naa:Sentence>
</naa:Disposal>
An longer example of a Disposal element follows:
<naa:Disposal>
<naa:DisposalAuthorisation>PROS 03/9999 Function Description Ref. no. 1.2.3 </naa:DisposalAuthorisation>
<naa:Sentence>Transfer to PROV after 7 years</naa:Sentence>
<naa:DisposalActionDue>20101504</naa:DisposalActionDue>
<naa:DisposalStatus>Permanent</naa:DisposalStatus>
</naa:Disposal>
Note that the Disposal Action Due element does not contain a time, only a date.
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