Reserve Bank of Australia
Banking Operations; Banknotes & Secure Documents; Financial Market Operations;
Financial System Stability; Fund Administration; International Relations; Monetary Policy;
Payments System Operations; Payments System Policy; and Statutory Appointments
This is an accurate reproduction of the authorised records authority content,
created for accessibility purposes
APPLICATION OF THIS AUTHORITY 4
CONTACT INFORMATION 5
BANKING OPERATIONS 7
BANKNOTES & SECURE DOCUMENTS 9
BANKING OPERATIONS 10
FINANCIAL MARKET OPERATIONS 13
BANKING OPERATIONS 14
FINANCIAL SYSTEM STABILITY 16
FINANCIAL MARKET OPERATIONS 17
FUND ADMINISTRATION 19
FINANCIAL SYSTEM STABILITY 20
INTERNATIONAL RELATIONS 21
FUND ADMINISTRATION 22
MONETARY POLICY 23
INTERNATIONAL RELATIONS 24
PAYMENTS SYSTEM OPERATIONS 26
MONETARY POLICY 27
PAYMENTS SYSTEM POLICY 29
PAYMENTS SYSTEM OPERATIONS 30
STATUTORY APPOINTMENTS 33
Commonwealth of Australia 2015
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The Reserve Bank of Australia (RBA) and the National Archives of Australia have developed this Records Authority to set out the requirements for keeping or destroying records for the core business areas of Banking Operations, Banknotes & Secure Documents, Financial Market Operations, Financial System Stability, Fund Administration, International Relations, Monetary Policy, Payments System Operations, Payments System Policy and Statutory Appointments. It represents a significant commitment on behalf of RBA to understand, create and manage the records of its activities.
This Authority is based on the identification and analysis of the business of RBA. It takes into account the agency's legal and organisational records management requirements, and the interests of stakeholders, the agency and the National Archives of Australia.
The Authority sets out those records that need to be retained as national archives and specifies the minimum length of time that temporary records need to be kept. This Authority gives RBA permission under the Archives Act 1983, for the destruction of the temporary records described after the minimum retention period has expired. Retention periods for these temporary records are based on: an assessment of business needs; broader organisational accountability requirements; and community expectations, and are approved by the National Archives of Australia on the basis of information provided by the agency.
As changes in circumstances may affect future records management requirements, the periodic review of this Authority is recommended. All amendments must be approved by the National Archives.
This authority supersedes Records Authorities, RDA 981 (1993), RDA 1137 (1994) and RDA 1138 (1994). The superseded records authorities cannot be used by the RBA after the date of issue of this Authority.
This Authority is to be used to determine how long records must be kept. Records are matched to the relevant core business and records class in the Authority:
Where the minimum retention period has expired and the records are not needed for agency business they should be destroyed as authorised in this Authority;
Records that have not reached the minimum retention period must be kept until they do; and
Records that are identified as Retain as National Archives (RNA) are to be transferred to the National Archives of Australia for preservation.
This Authority should be used in conjunction with general records authorities such as:
the Administrative Functions Disposal Authority (AFDA) and/or AFDA Express issued by the National Archives to cover business processes and records common to Australian Government agencies;
General Records Authority 24 – Records Relating to Data Matching Exercises; and
General Records Authority 31 for source (including original) records that have been copied, converted or migrated.
The Normal Administrative Practice (NAP) provision of the Archives Act 1983 gives agencies permission to destroy certain records without formal authorisation. This usually occurs where records are duplicated, facilitative or for short-term use only. NAP does not replace arrangements agreed to in this Authority but can be used as a tool to assist in identifying records for destruction together with an agency’s Records Authority or Authorities, and with AFDA and AFDA Express. The National Archives recommends that agencies develop and implement a Normal Administrative Practice policy. Advice and guidance on destroying records as a normal administrative practice and on how to develop an agency NAP policy is available from the National Archives’ website at www.naa.gov.au.
Records that are reasonably likely to be needed as evidence in a current or future judicial proceeding or are subject to a request for access under the Archives Act 1983, the Freedom of Information Act 1982 or any other relevant Act must not be destroyed until the action has been completed.
Records subject to a disposal freeze must not be destroyed until the freeze has been lifted. Further information about disposal freezes and whether they affect the application of this Authority is available from the National Archives website at www.naa.gov.au.
Where the method of recording information changes (for example from a manual system to an electronic system, or when information is migrated from one system to a new system) this Authority can still be applied, providing the records document the same core business. The information must be accessible for the period of time prescribed in this Authority. The agency will need to maintain continuing access to the information, including digital information, for the periods prescribed in this records authority or until the information is transferred into the custody of the National Archives.
In general, retention requirements indicate a minimum period for retention. The RBA may extend minimum retention periods if it considers that there is an administrative need to do so, without further reference to the National Archives. Where RBA believes that its accountability will be substantially compromised because a retention period or periods are not adequate, it should contact the National Archives for review of the retention period.
Records coming within ‘Retain as national archives’ classes in this Authority have been determined to be part of the archival resources of the Commonwealth under Section 3C of the Archives Act 1983. The determination of Commonwealth records as archival resources of the Commonwealth obliges agencies to transfer the records to the National Archives when they cease to be current and, in any event, within 15 years of the records coming into existence, under Section 27 of the Archives Act 1983.
Records in the care of agencies should be appropriately stored, managed and preserved. Agencies need to meet this obligation to ensure that the records remain authentic and accessible over time. Under Section 31 of the Archives Act 1983, access arrangements are required for records that become available for public access including those records that remain in agency custody.
Appropriate arrangements should be made with the National Archives when records are to be transferred into custody. The National Archives accepts for transfer only those records designated as national archives.
Advice on how to use this Authority is available from RBA’s records manager. If there are problems with the application of the Authority that cannot be resolved, please contact the National Archives.