AFDA and AFDA Express Review

The National Archives is currently reviewing AFDA and AFDA Express to revise and roll-up functions, address new retention and destruction requirements and improve discoverability through a searchable index. Revision is expected to conclude in early 2019. The resulting AFDA Express Version 2 will replace both AFDA and AFDA Express 2010.

What's happening to AFDA Express?

AFDA Express Version 2 will have improved discoverability and will include a shorter retention option for low value records. There will be:

  • Additional description in the function scope note.
  • A new class of low value records with a 3 year minimum retention period for most functions – Agencies can opt into this class or opt out and continue to use the default class (usually with a 7 or 10 year minimum retention period) which is always listed last and covers the bulk of the routine low level records for the function. This class also provides further description to improve discoverability.
  • A comprehensive index that will replace and update the AFDA index by including additional keyword terms to assist with navigation.
  • A guide that maps old classes to new classes to assist with implementation.

How is this going to happen?

The National Archives is progressively reviewing and retiring AFDA (2010) and AFDA Express (2010, amended 2013) and will periodically issue revised functions that will ultimately comprise AFDA Express Version 2. The Archives will periodically invite your feedback on the draft functions through the GAIN eBulletin and will provide updates at GAIN forums.

As AFDA Express functions are updated, they will be issued on our website and announced via the eBulletin and GAIN online.

What happens to AFDA and AFDA Express 2010?

From 1 July 2019 both old versions of AFDA and AFDA Express will be superseded and will no longer be able to be used to sentence records. You will need to replace old AFDA or AFDA Express classes with the new classes from AFDA Express Version 2. The mapping guide and index will assist with this process.

What happens now?

During this transition period, agencies can generally continue to use AFDA and AFDA Express 2010 (with the possibility of some exceptions for classes that are superseded) or they may prefer to start using the revised AFDA Express Version 2 functions.

Application notes to the revised functions will explain in detail which classes are superseded, and which classes can continue to be used during the transition period.

Questions and feedback?

For all questions about AFDA Express Version 2 contact the Agency Service Centre.

Copyright National Archives of Australia 2019