Records & POPIA
Records Disposal Authorisation
Compliance of records destruction with approved disposal authorities under the National Archives Act.
Why disposal authority governs records destruction
Records may only be destroyed under an approved disposal authority issued in terms of the National Archives and Record Service of South Africa Act, and unauthorised destruction is both an offence and a potential destruction of audit evidence. Tracking disposals against approved authorities protects the institution legally and evidentially. AuditPro Core records the authorisation status of records destruction so every disposal is defensible.
The Numbers
AuditPro Core renders this view from your tenant's live, tamper-evident records. The figures below are illustrative sample data.
Disposal requests
142
Authority obtained
118
83%
Destroyed without authority
6
unlawful disposal
Pending approval
18
Disposal requests by status
Disposal requests requiring action
| Ref | Record series | Volume (boxes) | Status |
|---|---|---|---|
| DR-204 | Procurement files 2014 | 320 | Awaiting authority |
| DR-211 | HR personnel (closed) | 145 | Authorised, pending |
| DR-218 | Cashbooks 2012-15 | 88 | Without authority |
| DR-225 | Council minutes (copies) | 40 | Authorised & disposed |
Figures shown are illustrative sample data for demonstration. AuditPro Core renders these views from your own tenant's live, tamper-evident records.
Destruction requires prior authority
No public record may be destroyed without a disposal authority from the National Archivist. Destroying records without it breaches the Act regardless of the records' apparent value.
Retention periods drive eligibility
Each records class has a defined retention period before it becomes eligible for disposal. Premature destruction and indefinite retention are both non-compliant.
Disposal must be documented
A destruction certificate or register recording what was destroyed, when and under which authority is the proof that the disposal was lawful. Without it the institution cannot demonstrate compliance.
How AuditPro Core Bridges the Gap
- Authority linkage: AuditPro Core ties each disposal to its approved disposal authority and retention class.
- Eligibility check: records are confirmed past their retention period before disposal is permitted.
- Disposal register: destructions are logged with date, scope and authorising reference.
- Traceability: the register evidences lawful disposal under the National Archives Act.
Key Takeaways
- Destruction without a disposal authority breaches the Act.
- Retention periods determine when records may be disposed.
- Both premature and indefinite retention are non-compliant.
- A disposal register is the proof of lawful destruction.
See This on Your Own Data
AuditPro Core renders this dashboard from your tenant's live, tamper-evident records — every figure traceable to source.