Normal Administrative Practice

Public records may be destroyed by a public sector employee close public sector employee Definition Any person employed in a government agency or who performs work over which an agency has, or should have, direct control and for which an agency has direct liability. without any authorisation from PROV provided that they fall within the category of Normal Administrative Practice (NAP).

NAP allows for the disposal close disposal Definition A range of processes associated with implementing appraisal decisions which are documented in disposal authorities or other instruments. of:

  • working documents consisting of rough notes and calculations used only as a means to assist in the preparation of other records such as correspondence, reports and statistical tabulations
  • drafts not intended for retention as part of the agency’s records, the content close content Definition The actual information in a record (as distinct from its context). of which has been reproduced and incorporated into the agency’s recordkeeping close recordkeeping Definition Making and maintaining complete, accurate and reliable evidence of business transactions in the form of recorded information. system
  • additional copies of documents, emails and publications maintained for reference purposes.

 

Who authorises the destruction?

The decision to destroy records under NAP is the responsibility of the government agency.

The following factors should be considered:

  • is there any further administrative need to retain the record?

  • are others still using the record?

  • if you believe it’s just a copy, are you sure that an authoritative version close version Definition A copy of a record that has been changed as part ofa revision process, resulting in a new record being created. A minor version is created as part of the drafting process and a major version as part of the authorisation process. has been kept?

The agency close agency Definition Any department, agency or office of the Government of Victoria is responsible for ensuring that all staff understand NAP and can apply it correctly in their day to day work, for instance, in the management of email records.