Records management, Queensland
Records retention and disposal reviews for Queensland organisations
Keeping everything forever is not a records strategy. It raises storage costs, slows discovery and turns every data breach into a bigger one. We help Queensland public authorities and organisations apply the right retention schedules and dispose of records lawfully and with confidence.
Queensland context
5 Dec 2024
Public Records Act 2023 (Qld) commenced
~500
Public authorities covered by the updated requirements
1 Jul 2025
Mandatory data breach notification started for most agencies (councils from 1 Jul 2026)
What the Public Records Act 2023 means for disposal
The Public Records Act 2023 replaced the 2002 Act and strengthened the State Archivist’s role. For public authorities, disposal must be covered by an approved disposal authorisation, usually through a retention and disposal schedule such as the General Retention and Disposal Schedule (GRDS) or a sector schedule.
- records are sentenced against an approved schedule and kept for at least the minimum retention period
- the Chief Executive or an authorised delegate approves disposal
- destruction is documented and the documentation is kept
- records of permanent value are transferred to Queensland State Archives
- early disposal, or disposal of records not covered by a schedule, needs the State Archivist to be consulted first
The Act also created an offence for attempting unlawful disposal and lets the State Archivist issue mandatory standards and protection notices that temporarily stop the disposal of particular classes of records.
Why it matters for privacy too
Since 1 July 2025, Queensland agencies have been subject to the mandatory notification of data breach scheme, with local councils joining on 1 July 2026. Records kept long past their retention period still have to be protected, and they make any breach larger.
A disciplined retention and disposal program is one of the simplest ways to reduce privacy risk.
Our retention and disposal review
Understand what you hold
Map where records live across shared drives, Microsoft 365, line-of-business systems, email and paper, and who owns them.
Match records to schedules
Confirm which schedules apply (the GRDS and any sector schedule) and map your record types and systems to the right disposal classes.
Find the risk and the quick wins
Identify redundant, obsolete and trivial (ROT) data, records past retention, gaps in coverage and anything under a disposal freeze.
Set up defensible disposal
Design the sentencing, approval and documentation workflow, including Chief Executive or delegate sign-off and transfer of permanent records.
Configure your systems
Translate schedules into retention labels and policies in Microsoft 365 and other systems so retention happens by design, not by memory.
Train and embed
Short, practical training for records staff and business owners, and a disposal plan with a regular cadence.
What you get
- a records inventory and map of where records live
- schedule-to-system mapping with disposal classes
- a prioritised list of records eligible for disposal and the risks of keeping them
- a disposal workflow with approvals and documentation templates
- retention label design for Microsoft 365 and SharePoint
- a roadmap and disposal plan your team can run
Who we work with
We are based in Brisbane and work with Queensland departments, statutory bodies, councils, hospital and health services, universities and the not-for-profits and providers that deliver services for them. We also help private organisations meet record-keeping obligations under laws such as the Corporations Act and tax legislation.
Frequently asked questions
Who does the Public Records Act 2023 apply to?
Queensland public authorities, including departments, statutory bodies, local governments, hospital and health services and universities. Queensland State Archives estimates the updated requirements apply to around 500 authorities.
What is the General Retention and Disposal Schedule?
The GRDS is the Queensland State Archivist’s schedule for records common to most public authorities, such as finance, HR and governance records. It sets minimum retention periods, disposal triggers and disposal authorisation numbers, and is format-neutral, so it applies to digital records as well as paper.
Can we delete records as soon as the retention period ends?
Only if disposal is authorised, the Chief Executive or a delegate has approved it, there is no ongoing business or legal need and no disposal freeze or protection notice applies. Keep documentation of what was destroyed.
Does this apply to Microsoft 365 and Teams?
Yes. Schedules apply regardless of format. We help map schedules to retention labels and policies so records in SharePoint, OneDrive, Teams and Exchange are kept and disposed of correctly.
Do you only work in Queensland?
No. We are Brisbane-based with offices in Sydney and Melbourne, and we work with Commonwealth and other state schemes, including disposal under the Archives Act 1983 for Commonwealth records.
Sources: Queensland State Archives, New public record legislation; ForGov, Disposal of public records; OIC Queensland, data breaches. This page is general information, not legal advice.
Start with a 45-minute governance health check
A conversation, not a proposal. We will tell you where your real exposure sits and what to fix first, whether or not you engage us.