Australian Capital Territory
Territory Records (Records Disposal Schedule – Government Coordination Records) Approval 2006 (No 1)
Notifiable instrument NI2006—348
made under the
Territory Records Act 2002, s 19 (Approval of schedules for the disposal of records)

1.	Name of Instrument
This instrument is the Territory Records (Records Disposal Schedule – Government Coordination Records) Approval 2006 (No 1)
2.	Approval
I approve the Records Disposal Schedule – Government Coordination Records.
3.	Commencement
This instrument commences on the day after notification.

David Wardle
Director of Territory Records
21 September 2006

Records Disposal Schedule
Government Coordination Records

INTRODUCTION
PURPOSE
SCOPE
AUTHORITY
STRUCTURE AND RELATIONSHIP TO THE TERRITORY VERSION OF KEYWORD AAA
Territory Version of Keyword AAA
GUIDELINES FOR USE
Coverage of authority
Layout of the schedule
FORMAT OF RECORD
Electronic records
DESTRUCTION OF RECORDS
UPDATING THE RECORDS DISPOSAL SCHEDULE
ASSISTANCE IN USING THE RECORDS DISPOSAL SCHEDULE
RELATED LEGISLATION
DEFINITIONS
Agency
Appraisal
Business Classification Scheme
Principal Officer
Records
Records of an Agency
Records Disposal Schedule
Records Management Program
Recordkeeping Systems
Scope Note
Sentencing
Territory Archives
BUSINESS CLASSIFICATION SCHEME
GOVERNMENT COORDINATION
RECORDS DISPOSAL SCHEDULE
GOVERNMENT COORDINATION
Advice
Arrangements
Assembly liaison
Authorisation
Ceremonies
Committees
Functions (social)
Government Business Enterprise Arrangements
Joint ventures
Meetings
Official visits
Reviewing
CLASSES FOR RETENTION AS TERRITORY ARCHIVES
Advice
Ceremonies
Committees
Government Business Enterprise Arrangements
Joint ventures
Reviewing

INTRODUCTION
The Records Disposal Schedule –Government Coordination Records is the official authority for the disposal of records relating to Government Coordination records in the ACT.

It is one of a series of Records Disposal Schedules authorised by the Director of Territory Records in accordance with the provisions of the Territory Records Act 2002.  It is used in conjunction with the Territory Administrative Records Disposal Schedule (TARDiS).

PURPOSE
The purpose of this Records Disposal Schedule is to provide for the authorised disposal of records relating government solicitor records created or maintained by ACT Government agencies.

SCOPE
This Records Disposal Schedule applies to all ACT Government agencies as defined in the Territory Records Act 2002.

It applies to records in any format, including electronic records.

AUTHORITY
The Director of Territory Records, in consultation with the Territory Records Advisory Council, has approved this Records Disposal Schedule for use.  The schedule does not take effect until it has been incorporated into an agency’s Records Management Program that has been replaced by the Principal Officer of the agency.

Even so, officers using this Records Disposal Schedule should apply it with caution.  They should be aware that the authorisations for disposal are given in terms of the Territory Records Act 2002 only.  Officers must not dispose of records in contravention of this Records Disposal Schedule or other requirements.

This Records Disposal Schedule will remain in force until a new schedule supersedes it or the Director of Territory Records withdraws it from use.

STRUCTURE AND RELATIONSHIP TO THE TERRITORY VERSION OF KEYWORD AAA
A Records Disposal Schedule generally specifies retention periods.  That is, how long records are to be retained by the agency before being destroyed or retained as Territory Archives.

Retention periods set down in this schedule are minimum periods only and an agency may keep records for a longer period if considered necessary for business requirements.  Reasons for longer retention could include legal requirements, administrative need or agency directives.  An agency must not dispose of any records where it is aware of possible legal action for which the records may be required as evidence.

The Records Disposal Schedule – Government Coordination Records has a hierarchical structure that reflects its arrangements according to functions and activities, rather than by subject, and this also reflects a close relationship to the Territory Version of Keyword AAA.  The Records Disposal Schedule is designed to be applicable to all Justice and Community Safety records regardless of titling conventions used, so that records, which have not been titled using the terminology represented by this Records Disposal Schedule, may still be sentenced with relative ease.

Territory Version of Keyword AAA
The Territory Version of Keyword AAA is the general administrative thesaurus produced by the Territory Records Office.  The structure and terms used in this Records Disposal Schedule are closely related to those used in the Territory Version of Keyword AAA, which is based on functional analysis of business activity.  This methodology (i.e., the analysis of business activity) produces a hierarchical model of an organisation’s business activity.  The hierarchical model also represents a classification scheme for the records that document functions, activities and transactions.

The disposal actions listed in this Records Disposal Schedule were determined through the process of appraisal in accordance with Territory Records Office Standard for Records Management No.2 – Appraisal.  Appraisal is based upon the same type of analysis of business activity employed in the classification scheme used in the Territory Version of Keyword AAA.  Essentially, appraisal involves attaching record retention periods and disposal decisions (and even records creation requirements and rules) to the same classification scheme.

GUIDELINES FOR USE
Coverage of authority
The Records Disposal Schedule – Government Coordination Records:
•	is intended to cover most Government Coordination records common to all ACT Government agencies;
•	is intended to be used in conjunction with TARDiS;
•	specifies the minimum period records should be kept (retention periods);
•	specifies whether, upon the expiry of the retention periods, the records may be destroyed or are required as Territory Archives; and
•	is applicable to records created and maintained in any format, including electronic or formats such as microfiche.

Layout of the schedule
This Records Disposal Schedule begins with an introduction incorporating definitions and the business classification scheme.  Then each of the functions and activity disposal sets or ‘disposal classes’ relating to the functions are described.  These are followed by a composite list of classes designated ‘Retain as Territory Archives’.  The functions and activity disposal sets show the following details:

Function.
This is the broad level business function and is displayed in bold capital letters at the top of each page.  It is the highest level in the business classification scheme.  It is followed by the scope note, which provides definitions of the function and a collective view of the business activities that make that function unique.

Activity.
Activities are the processes or operations that make up the business function.  They are set in bold and italics below the function statement.  This is the second level of the business classification scheme.  The scope of the activity encompasses all of the transactions that take place in relation to the activity.  Activities can relate to many functions with the scope notes covering all of these relationships (e.g., the activity ‘Policy’ is linked to all of the functions).  However, each function and activity set represents a unique unit.

Entry No.
This is the disposal class number allocated based on the function and activity set and the class number of the record.  The barcode is the same as the Entry No. and may be used in an automated recordkeeping system.

Description of Records.
This is the description of the records documenting the business function, activity and transactions.  The descriptions can relate to one record such as a register or a group of records documenting a particular set of transactions.

Disposal Action.
This is the minimum period a record must be kept for and is the trigger event from which the disposal date can be calculated.

FORMAT OF RECORD
This Records Disposal Schedule is applicable to any record that performs the function prescribed, irrespective of format.  Records may include:

•	cards;
•	registers;
•	files;
•	microfilm;
•	microfiche;
•	COM (computer output microfiche);
•	electronic records, including various electronic media, and
•	any other formats.

Electronic records
Refers to records created, communicated and maintained by means of electronic equipment.  Information could be maintained/stored in a number of ways – on the database (the main database, or a special archives database); on magnetic media; on optical disks; or on separate hardcopy (paper, COM).

Electronic records must be readily accessible for the length of the specified retention period.  Routine treatment (such as wiping, updating, alterations or re-recording) does not constitute disposal.

DESTRUCTION OF RECORDS
When the approved disposal date for the destruction of records has been reached, appropriate arrangements for their destruction should be made.  It is the responsibility of each agency to ensure that its records are destroyed in a secure and appropriate manner as indicated in the agency Records Management Program.

UPDATING THE RECORDS DISPOSAL SCHEDULE
Records Disposal Schedules are reviewed and updated from time to time.  For suggested amendments or alterations to this schedule please contact the Director of Territory Records.

ASSISTANCE IN USING THE RECORDS DISPOSAL SCHEDULE
Agencies requiring any assistance in the interpretation or implementation of any Records Disposal Schedule are encouraged to contact the Director of Territory Records.
RELATED LEGISLATION
The following legislation is related to the records classes covered by this Records Disposal Schedule:

City of Canberra Arms Act 1932
Freedom of Information Act 1989
Territory Records Act 2002

DEFINITIONS

Agency
The Executive, an ACT Court, the Legislative Assembly Secretariat, an administrative unit, a Board of Inquiry, a Judicial or Royal Commission, any other prescribed authority, or an entity declared under the regulations of the Territory Records Act 2002 to be an agency.

Appraisal
The process of evaluating business activities to:
•	determine which records need to be captured;
•	determine how long the records need to be kept to meet business needs; and
•	meet the requirements of organisational accountability and community expectations.

Business Classification Scheme
A hierarchical scheme for identifying and defining the functions, activities and transactions an agency performs in the conduct of its business, and the relationships between them.

Principal Officer
The Chief Executive of an administrative unit, or its equivalent in other types of agencies.

Records
Information created, received, and maintained as evidence and information by an organisation or person, in pursuance of legal obligations or in the transition of business.  This recorded information must be maintained or managed by the agency to provide evidence of their business activities.  Records can be in written, electronic or any other form.

Records of an Agency
Records, in writing, electronic or any other form, under the control of an agency or to which it is entitled to control, kept as a record of its activities, whether it was created or received by the agency.

Records Disposal Schedule
A document approved by the Director of Territory Records, which sets out the types of records an agency must make and how long they must be kept.

Records Management Program
A document that complies with Section 16 of the Territory Records Act 2002 by setting out the means by which an agency will manage its records, and is approved by the agency’s Principal Officer.

Recordkeeping Systems
Information systems that capture, maintain and provide access to records over time.  While the term is often associated with computer software, Recordkeeping Systems also encompass policies, procedures, practices and resources that are applied within an agency to ensure that full and accurate records of business activity are made and kept.

Scope Note
An explanation of terms used in describing the records and the context in which they were made and used.

Sentencing
The process of applying appraisal decisions to individual records by determining the part of a Records Disposal Schedule that applies to the record and assigning a retention period consistent with that part.

Territory Archives
Records preserved for the benefit of present and future generations.

BUSINESS CLASSIFICATION SCHEME

 GOVERNMENT COORDINATION

The function of coordinating and promoting whole-of-government approach to strategic thinking, policies, plans, programs and projects by maintaining cross-agency relationships, providing value-adding broader perspective and independent mediation of competing views.  Also coordinating the establishment of a governance framework for entities including government business enterprises (GBE), inquiries or new departments.  Includes relationship management, mediation, reviewing Administrative Arrangement Orders, and authorisation for the use of the Territory’s flag, symbols and emblems (e.g. Arms and Crest of the City of Canberra) and bestowing of Territory honours and awards.

Advice
The activities associated with offering opinions by or to the agency as to an action or judgment.  Includes the process of advising.

Arrangements
The activities involved in arranging for a journey or trip.  Includes preparing travel itineraries, authorisations, entitlements etc.  Also includes arrangements made for the delivery of equipment or goods and the usage made of facilities, vehicles, equipment and space.
Assembly liaison

The activities associated with offering opinions by or to the agency as to an action or judgement.

Authorisation
The process of delegating power to authorise an action and the seeking and granting permission to undertake a requested action.

Ceremonies
The activities associated with arranging and managing a formal act performed for a special occasion.

Committees
The activities associated with the managing of committees and task forces.  Includes the committee’s establishment, appointment of members, terms of reference, proceedings, minutes of meetings, reports, agenda etc.

Functions (social)
The process of organising and managing an official or formal social occasion conducted by the agency to enhance its internal and external relationships, or to promote its services and image.

Government Business Enterprise Arrangements
The activities associated with arranging administrative authority and control of external including a Government Business Enterprises (GBE).  Includes arranging appointments to boards, remuneration, determination of board members, and reviews of structures.

Joint ventures
The activities involved in managing joint operations between departments, either within the agency or with other agencies, or with the government, where there is a contract, joint contribution of funds and/or time.  Includes private sector ventures with public sector organisations, and co-research or collaboration between inter-department units, departments or agencies.

Meetings
The activities associated with adhoc gatherings held to formulate, discuss, update or resolve issues and matters pertaining to managing the section, department, or agency as a whole.  Includes arrangements, agenda, taking of minutes etc.  Excludes committee meetings.

Official visits
The activities involved in arranging and coordinating official visits for Government Minister’s, Members of the Assembly, and for visits to the Territory by overseas dignitaries, Heads of state, Ministerial offices and advisers and Community representatives.

Reviewing
The activities involved in re-evaluation or re-examining products, processes, procedures, standards and systems.  Includes recommendations and advice resulting from these activities.

RECORDS DISPOSAL SCHEDULE

GOVERNMENT COORDINATION
The function of coordinating and promoting whole-of-government approach to strategic thinking, policies, plans, programs and projects by maintaining cross-agency relationships, providing value-adding broader perspective and independent mediation of competing views.  Also coordinating the establishment of a governance framework for entities including government business enterprises (GBE), inquiries or new departments.  Includes relationship management, mediation, reviewing Administrative Arrangement Orders, and authorisation for the use of the Territory’s flag, symbols and emblems (e.g. Arms and Crest of the City of Canberra) and bestowing of Territory honours and awards.

Advice
The activities associated with offering opinions by or to the agency as to an action or judgment.  Includes the process of advising.

Entry	Description of Records	Disposal Action	
1.1.1   *1.1.1*	Receipt of advice that resulted in major changes to the organisation or management.  Includes advice provided by consultants.
	Retain as Territory Archives
	
1.1.2   *1.1.2*	Receipt and provision of all other advice.
	Destroy 10 years after last action
	
1.1.3   *1.1.3*	Working papers documenting the development of advice.
	Destroy 2 years after last action

Arrangements
The activities involved in arranging for a journey or trip.  Includes preparing travel itineraries, authorisations, entitlements etc.  Also includes arrangements made for the delivery of equipment or goods and the usage made of facilities, vehicles, equipment and space.

Entry	Description of Records	Disposal Action	
1.2.1   *1.2.1*	Travel and accommodation arrangements.  Includes arrangements for guest speakers.	Destroy 7 years after last action

Assembly liaison
The activities associated with offering opinions by or to the agency as to an action or judgement.

Entry	Description of Records	Disposal Action	
1.3.1   *1.3.1*	Records documenting liaison activities undertaken with parliamentary members, executives and Government agencies.  Includes collaboration on projects and exchange of information.	Destroy 7 years after last action

GOVERNMENT COORDINATION
The function of coordinating and promoting whole-of-government approach to strategic thinking, policies, plans, programs and projects by maintaining cross-agency relationships, providing value-adding broader perspective and independent mediation of competing views.  Also coordinating the establishment of a governance framework for entities including government business enterprises (GBE), inquiries or new departments.  Includes relationship management, mediation, reviewing Administrative Arrangement Orders, and authorisation for the use of the Territory’s flag, symbols and emblems (e.g. Arms and Crest of the City of Canberra) and bestowing of Territory honours and awards.

Authorisation
The process of delegating power to authorise an action and the seeking and granting permission to undertake a requested action.

Entry	Description of Records	Disposal Action	
1.4.1   *1.4.1*	Requests and approvals of actions that support the government coordination function.  Includes permission for the use of the Territory flag and other symbols.	Destroy 7 years after authorisation expires or is superseded

Ceremonies
The activities associated with arranging and managing a formal act performed for a special occasion.

Entry	Description of Records	Disposal Action	
1.5.1   *1.5.1*	Programs, invitations, guest lists and photographs relating to ceremonies held to mark a special occasion e.g. the opening of a building or major facility, or the conferring of special community awards promoted by the Territory Government.
	Retain as Territory Archives
	
1.5.2   *1.5.2*	Records documenting routine arrangements supporting ceremonies to mark special occasions.  Includes catering, venue bookings and entertainment.
	Destroy 7 years after last action
	
1.5.3   *1.5.3*	Records documenting all arrangements for other ceremonies of lesser significance.  Includes programs, invitations, guest lists, catering, venue bookings and entertainment	Destroy 7 years after last action 

GOVERNMENT COORDINATION
The function of coordinating and promoting whole-of-government approach to strategic thinking, policies, plans, programs and projects by maintaining cross-agency relationships, providing value-adding broader perspective and independent mediation of competing views.  Also coordinating the establishment of a governance framework for entities including government business enterprises (GBE), inquiries or new departments.  Includes relationship management, mediation, reviewing Administrative Arrangement Orders, and authorisation for the use of the Territory’s flag, symbols and emblems (e.g. Arms and Crest of the City of Canberra) and bestowing of Territory honours and awards.

Committees
The activities associated with the managing of committees and task forces.  Includes the committee’s establishment, appointment of members, terms of reference, proceedings, minutes of meetings, reports, agenda etc.

Entry	Description of Records	Disposal Action	
1.6.1   *1.6.1*	External committees formed to manage or advise.  Includes final version of documents:
•	Establishing the committee;
•	Terms of reference;
•	Appointment of members;
•	Minutes;
•	Reports;
•	Recommendations; and
•	Supporting documents such as briefing and discussion papers.
	Retain as Territory Archives
	
1.6.2   *1.6.2*	Internal committees formed to manage or advise. Includes final version of documents:
•	Establishing the committee
•	Terms of reference
•	Appointment of members
•	Minutes
•	Reports
•	Recommendations
•	Supporting documents such as briefing papers and discussion papers
	Destroy 7 years after last action 
	
1.6.3   *1.6.3*	Working papers and administration of committees.  Includes:
•	Agenda
•	Notice of meetings
•	Draft minutes 
•	Room bookings
	Destroy 6 months after last action 

GOVERNMENT COORDINATION
The function of coordinating and promoting whole-of-government approach to strategic thinking, policies, plans, programs and projects by maintaining cross-agency relationships, providing value-adding broader perspective and independent mediation of competing views.  Also coordinating the establishment of a governance framework for entities including government business enterprises (GBE), inquiries or new departments.  Includes relationship management, mediation, reviewing Administrative Arrangement Orders, and authorisation for the use of the Territory’s flag, symbols and emblems (e.g. Arms and Crest of the City of Canberra) and bestowing of Territory honours and awards.

Functions (social)
The process of organising and managing an official or formal social occasion conducted by the agency to enhance its internal and external relationships, or to promote its services and image.

Entry	Description of Records	Disposal Action	
1.7.1   *1.7.1*	Records documenting the organisation and management of an official or social occasions.  Includes venue bookings, guest lists, invitations and catering.	Destroy 7 years after last action

Government Business Enterprise Arrangements
The activities associated with arranging administrative authority and control of external including a Government Business Enterprises (GBE).  Includes arranging appointments to boards, remuneration, determination of board members, and reviews of structures.

Entry	Description of Records	Disposal Action	
1.8.1   *1.8.1*	Records documenting governance arrangements for Government Business Enterprises.	Retain as Territory Archives

GOVERNMENT COORDINATION
The function of coordinating and promoting whole-of-government approach to strategic thinking, policies, plans, programs and projects by maintaining cross-agency relationships, providing value-adding broader perspective and independent mediation of competing views.  Also coordinating the establishment of a governance framework for entities including government business enterprises (GBE), inquiries or new departments.  Includes relationship management, mediation, reviewing Administrative Arrangement Orders, and authorisation for the use of the Territory’s flag, symbols and emblems (e.g. Arms and Crest of the City of Canberra) and bestowing of Territory honours and awards.

Joint ventures
The activities involved in managing joint operations between departments, either within the agency or with other agencies, or with the government, where there is a contract, joint contribution of funds and/or time.  Includes private sector ventures with public sector organisations, and co-research or collaboration between inter-department units, departments or agencies.

Entry	Description of Records	Disposal Action	
1.9.1   *1.9.1	Final signed version of major joint venture agreements or contracts.  Includes those with implications for major liabilities or obligations for agency.
	Retain as Territory Archives
	
1.9.2   *1.9.2*	Working papers relating to the establishment and negotiations and management of major joint venture agreements.
	Retain as Territory Archives
	
1.9.3   *1.9.3*	Final version of other joint venture agreements or contracts.	Destroy 7 years after completion or other termination of agreement or contract
	
1.9.4   *1.9.4*	Working papers relating to the establishment, negotiations and management of other joint venture agreements or contracts.	Destroy 7 years after signing of agreement or contract

GOVERNMENT COORDINATION
The function of coordinating and promoting whole-of-government approach to strategic thinking, policies, plans, programs and projects by maintaining cross-agency relationships, providing value-adding broader perspective and independent mediation of competing views.  Also coordinating the establishment of a governance framework for entities including government business enterprises (GBE), inquiries or new departments.  Includes relationship management, mediation, reviewing Administrative Arrangement Orders, and authorisation for the use of the Territory’s flag, symbols and emblems (e.g. Arms and Crest of the City of Canberra) and bestowing of Territory honours and awards.

Meetings
The activities associated with adhoc gatherings held to formulate, discuss, update or resolve issues and matters pertaining to managing the section, department, or agency as a whole.  Includes arrangements, agenda, taking of minutes etc.  Excludes committee meetings.

Entry	Description of Records	Disposal Action	
1.10.1   *1.10.1*	Final version of minutes and supporting documents tabled at meetings.  Includes meetings with external agencies and interagency meetings.
	Destroy 7 years after last action
	
1.10.2   *1.10.2*	Working papers documenting the conduct and administration of meetings.  Includes agenda, notices of meetings and draft minutes.	Destroy 6 months after last action 	

Official visits
The activities involved in arranging and coordinating official visits for Government Ministers, Members of the Assembly, and for visits to the Territory by overseas dignitaries, Heads of state, Ministerial offices and advisers and Community representatives.

Entry	Description of Records	Disposal Action	
1.11.1   *1.11.1*	Records documenting visits made by or to the Chief Minister, Ministers, Members of the Legislative Assembly, other agency officials and Territory, interstate and overseas delegations.  Includes reports on the visit.	Destroy 7 years after last action

GOVERNMENT COORDINATION
The function of coordinating and promoting whole-of-government approach to strategic thinking, policies, plans, programs and projects by maintaining cross-agency relationships, providing value-adding broader perspective and independent mediation of competing views.  Also coordinating the establishment of a governance framework for entities including government business enterprises (GBE), inquiries or new departments.  Includes relationship management, mediation, reviewing Administrative Arrangement Orders, and authorisation for the use of the Territory’s flag, symbols and emblems (e.g. Arms and Crest of the City of Canberra) and bestowing of Territory honours and awards.

Reviewing
The activities involved in re-evaluation or re-examining products, processes, procedures, standards and systems.  Includes recommendations and advice resulting from these activities.

Entry	Description of Records	Disposal Action	
1.12.1   *2.5.1*	Final report of review of internal formal reports and reports made to external agencies.
	Retain as Territory Archives
	
1.12.2   *1.12.2*	Final versions of periodic internal reports used to monitor and document recurring activities.  Includes the collection and reporting of statistical information.
	Destroy 7 years after last action
	
1.12.3   *1.12.3*	Working papers documenting the development of reviews.  Includes documents establishing the review, final report, action plans, drafts and comments received.
	Destroy 5 years after last action
	
1.12.4   *1.12.4*	Responses to surveys
	Destroy 2 years after last action

CLASSES FOR RETENTION AS TERRITORY ARCHIVES

GOVERNMENT COORDINATION
The function of coordinating and promoting whole-of-government approach to strategic thinking, policies, plans, programs and projects by maintaining cross-agency relationships, providing value-adding broader perspective and independent mediation of competing views.  Also coordinating the establishment of a governance framework for entities including government business enterprises (GBE), inquiries or new departments.  Includes relationship management, mediation, reviewing Administrative Arrangement Orders, and authorisation for the use of the Territory’s flag, symbols and emblems (e.g. Arms and Crest of the City of Canberra) and bestowing of Territory honours and awards.

Advice
The activities associated with offering opinions by or to the agency as to an action or judgment.  Includes the process of advising.

Entry	Description of Records	Disposal Action	
1.1.1   *1.1.1*	Receipt of advice that resulted in major changes to the organisation or management.  Includes advice provided by consultants.
	Retain as Territory Archives

Ceremonies
The activities associated with arranging and managing a formal act performed for a special occasion.

Entry	Description of Records	Disposal Action	
1.5.1   *1.5.1*	Programs, invitations, guest lists and photographs relating to ceremonies held to mark a special occasion e.g. the opening of a building or major facility, or the conferring of special community awards promoted by the Territory Government.
	Retain as Territory Archives

Committees
The activities associated with the managing of committees and task forces.  Includes the committee’s establishment, appointment of members, terms of reference, proceedings, minutes of meetings, reports, agenda etc.

Entry	Description of Records	Disposal Action	
1.6.1   *1.6.1*	External committees formed to manage or advise.  Includes final version of documents:
•	Establishing the committee;
•	Terms of reference;
•	Appointment of members;
•	Minutes;
•	Reports;
•	Recommendations; and
•	Supporting documents such as briefing and discussion papers.
	Retain as Territory Archives

GOVERNMENT COORDINATION
The function of coordinating and promoting whole-of-government approach to strategic thinking, policies, plans, programs and projects by maintaining cross-agency relationships, providing value-adding broader perspective and independent mediation of competing views.  Also coordinating the establishment of a governance framework for entities including government business enterprises (GBE), inquiries or new departments.  Includes relationship management, mediation, reviewing Administrative Arrangement Orders, and authorisation for the use of the Territory’s flag, symbols and emblems (e.g. Arms and Crest of the City of Canberra) and bestowing of Territory honours and awards.

Government Business Enterprise Arrangements
The activities associated with arranging administrative authority and control of external including a Government Business Enterprises (GBE).  Includes arranging appointments to boards, remuneration, determination of board members, and reviews of structures.

Entry	Description of Records	Disposal Action	
1.8.1   *1.8.1*	Records documenting governance arrangements for Government Business Enterprises.	Retain as Territory Archives

Joint ventures
The activities involved in managing joint operations between departments, either within the agency or with other agencies, or with the government, where there is a contract, joint contribution of funds and/or time.  Includes private sector ventures with public sector organisations, and co-research or collaboration between inter-department units, departments or agencies.

Entry	Description of Records	Disposal Action	
1.9.1   *1.9.1	Final signed version of major joint venture agreements or contracts.  Includes those with implications for major liabilities or obligations for agency.
	Retain as Territory Archives
	
1.9.2   *1.9.2*	Working papers relating to the establishment and negotiations and management of major joint venture agreements.	Retain as Territory Archives

Reviewing
The activities involved in re-evaluation or re-examining products, processes, procedures, standards and systems.  Includes recommendations and advice resulting from these activities.

Entry	Description of Records	Disposal Action	
1.12.1   *2.5.1*	Final report of review of internal formal reports and reports made to external agencies.
	Retain as Territory Archives