After determining the retention period you have to decide whether or not the records have no further value to your organization and you would like to have them immediately destroyed or whether they should be kept for a longer period. However the records might have secondary or archival value and therefore the Archives Advisory Committee needs to be consulted as only that Committee can permission for the destruction of government records.

Therefore a listing of the series of records you would like destroyed should be compiled on the Disposition Authority form and submitted to the Archives Advisory Committee through the Government Archivist who is the Secretary of the Committee. The Committee can decide to approve immediate destruction or to further retain the records. If permission is granted the records can be destroyed, but it is important that there is a listing of the records which have been destroyed.

B         Transfer of records  to Government Records Centre

Some records such as personnel files have long retention periods and occupy valuable space in offices. The JARD has a facility called a Records Centre which offers temporary storage for non-current government records. Before being sent to the Records Centre these records must be properly listed and boxed in standard size records centre boxes. They must possess retention periods, which have been carefully considered by the Records Committee of the respective entity.

It should be noted that when records are transferred to the Government  Records Centre they are still the property of the deposing entity which has the right to consult them at any time.  These records are not available to any one else