Australian Capital Territory
Territory Records (Records Disposal Schedule – Milk Vending Records) Approval 2007 (No 1)
Notifiable instrument NI2007—311
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 – Milk Vending Records) Approval 2007 (No 1)
2.	Approval
I approve the Records Disposal Schedule – Milk Vending Records.
3.	Commencement
This instrument commences on the day after notification.
4.	Revocation
I revoke Notifiable Instrument NI 2005–156 notified 5 May 2005.

David Wardle
Director of Territory Records
4 October 2007

Records Disposal Schedule
Milk Vending Records

Table of Contents
INTRODUCTION	3
PURPOSE	3
SCOPE	3
AUTHORITY	3
STRUCTURE AND RELATIONSHIP TO THE TERRITORY VERSION OF KEYWORD AAA	3
Territory Version of Keyword AAA	3
GUIDELINES FOR USE	3
Coverage of authority	3
Layout of the schedule	3
FORMAT OF RECORD	3
Electronic records	3
DESTRUCTION OF RECORDS	3
UPDATING THE RECORDS DISPOSAL SCHEDULE	3
ASSISTANCE IN USING THE RECORDS DISPOSAL SCHEDULE	3
RELATED LEGISLATION	3
DEFINITIONS	3
Agency	3
Appraisal	3
Business Classification Scheme	3
Principal Officer	3
Records	3
Records of an Agency	3
Records Disposal Schedule	3
Records Management Program	3
Recordkeeping Systems	3
Scope Note	3
Sentencing	3
Territory Archives	3
BUSINESS CLASSIFICATION SCHEME	3
MILK VENDING 093	3
RECORDS DISPOSAL SCHEDULE	3
MILK VENDING 093	3
Advice 005	3
Agreements 006	3
Audit 013	3
Committees 020	3
Customer service 030	3
Delivery zones 238	3
Enquiries 040	3
Licensing 163	3
Marketing 070	3
Members' remuneration 239	3
Policy 080	3
Pricing inquiries 240	3
RETAIN AS TERRITORY ARCHIVES	3
MILK VENDING 093	3
Audit 013	3
Committees 020	3
SCHEDULE OF AMENDMENTS – this information is provided for the assistance of users but does not form part of the Notifiable Instrument.	3

INTRODUCTION
The Records Disposal Schedule - Milk Vending Records is the official authority for the disposal of records relating to Milk Vending Records.
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 Milk Vending records created or maintained by ACT Government Agencies.
SCOPE
This Records Disposal Schedule applies to records created or maintained by ACT Government Agencies. It applies to records in any format, including electronic records.
AUTHORITY
The Director of Territory Records, in consultation with stakeholders and 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 signed off 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 - Milk Vending 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 Milk Vending 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 - Milk Vending Records:
•	covers all Milk Vending records;
•	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;
•	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:
Freedom of Information Act 1989
Milk Authority Act 1971
Privacy Act 1988
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
MILK VENDING 093
The function of authorising milk product vendors and their zones. Includes the activities of evaluating licence applications, authorising products, determining milk product prices, setting standards and guidelines for data required to support registration applications and liaison with the customers.
Advice 005
The activities associated with offering opinions by or to the agency as to an action or 
judgement. Includes the process of advising. [TARDiS]
Agreements 006
The processes associated with the establishment, maintenance, review and negotiation of agreements. [TARDiS]
Audit 013
The activities associated with officially checking financial, quality assurance and operational records to ensure they have been kept and maintained in accordance with agreed or legislated standards and correctly record the events, processes and business of the agency in a specified period. Includes compliance audits, financial audits, operational audits, recordkeeping audits, skills audits, system audits and quality assurance audits. [TARDiS]
Committees 020
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. [TARDiS]
Customer service 030
The activities associated with the planning, monitoring and evaluation of services provided to customers by the agency. [TARDiS]
Delivery zones 238
Designated geographical areas for the distribution of products or services.
Enquiries 040
The activities associated with handling requests for information about the agency and its services by the general public, agency employees or another agency. [TARDiS]

MILK VENDING 093
The function of authorising milk product vendors and their zones. Includes the activities of evaluating licence applications, authorising products, determining milk product prices, setting standards and guidelines for data required to support registration applications and liaison with the customers.
Licensing 163
The activities associated with the granting of authoritative permission, approval, consent or licence to undertake specific tasks. Includes the licensing of individuals, groups or corporations.
Marketing 070
The process of analysing, creating and selling products and services. Includes market research, sales forecasting, advertising, media releases, promotion, pricing and product evaluation. [TARDiS]
Members' remuneration 239
The activities of remunerating members as determined by the relevant authority, such as the Remuneration Tribunal.
Policy 080
The activities associated with developing and establishing decisions, directions and precedents which act as a reference for future decision making, as the basis from which the agency's operating procedures are determined. [TARDiS]
Pricing inquiries 240
The activities associated with carrying out inquiries into pricing of an item. Inquiries are investigations carried out by people or bodies who have been empowered to inquire and report on a subject, in compliance with legislation or an administrative direction.

RECORDS DISPOSAL SCHEDULE
MILK VENDING 093
The function of authorising milk product vendors and their zones. Includes the activities of evaluating licence applications, authorising products, determining milk product prices, setting standards and guidelines for data required to support registration applications and liaison with the customers.
Advice 005
The activities associated with offering opinions by or to the agency as to an action or 
judgement. Includes the process of advising. [TARDiS]

Entry No.	Description of Records	Disposal Action	
093.005.001	Records documenting the receipt and provision of technical or specialist advice regarding Milk Vending.	Destroy 7 years after action completed	
-093.005.001-			
093.005.002	Records documenting the receipt and provision of routine advice about milk vending.	Destroy 2 years after action completed	
-093.005.002-			
Agreements 006
The processes associated with the establishment, maintenance, review and negotiation of agreements. [TARDiS]

Entry No.	Description of Records	Disposal Action	
093.006.001	Agreements outlining cooperative arrangements between the organisation and agreement other organisations (for example Memorandum of Understanding) outlining the arrangements between services or level of service each will provide.	Destroy 7 years after agreement expires or is terminated	
-093.006.001-			
093.006.002	Records documenting negotiations, establishment, maintenance and review of agreements.	Destroy 7 years after agreement expires or is terminated	
-093.006.002-			

MILK VENDING 093
The function of authorising milk product vendors and their zones. Includes the activities of evaluating licence applications, authorising products, determining milk product prices, setting standards and guidelines for data required to support registration applications and liaison with the customers.
Audit 013
The activities associated with officially checking financial, quality assurance and operational records to ensure they have been kept and maintained in accordance with agreed or legislated standards and correctly record the events, processes and business of the agency in a specified period. Includes compliance audits, financial audits, operational audits, recordkeeping audits, skills audits, system audits and quality assurance audits. [TARDiS]

Entry No.	Description of Records	Disposal Action	
093.013.001	Final audit report relating to operational audits of the Milk Vending function that result in substantial changes to policy or have a significant impact on operations.	Retain as Territory Archives	
-093.013.001-			
093.013.002	Other final audit report relating to operational audits of the Milk Vending function.	Destroy 7 years after audit completed	
-093.013.002-			
093.013.003	Records documenting the planning and conduct of internal or external audits relating to the Milk Vending function. Includes:
-Liaison with the auditing body 
- Notes taken at opening and exit interviews 
- Draft reports
- Comments	Destroy 5 years after action completed	
-093.013.003-			
093.013.004	Final internal and external audit reports relating to the Milk Vending function. Includes the final reports of audits conducted by the ACT Auditor General's Office.	Destroy 5 years after action completed	
-093.013.004-			
093.013.005	Working papers relating to operational audits of the Milk Vending function.	Destroy 2 years after audit completed	
-093.013.005-			

MILK VENDING 093
The function of authorising milk product vendors and their zones. Includes the activities of evaluating licence applications, authorising products, determining milk product prices, setting standards and guidelines for data required to support registration applications and liaison with the customers.
Committees 020
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. [TARDiS]

Entry No.	Description of Records	Disposal Action	
093.020.001	Records of the ACT Milk Authority. Includes:
- Appointment of members 
- Final versions of minutes 
- Reports 
- Recommendations 
- Supporting documents such as briefing papers and discussion papers.	Retain as Territory Archives	
-093.020.001-			
093.020.002	Working papers documenting the conduct and administration of the ACT Milk Authority. Includes agenda and notices of meetings.	Destroy 7 years after action completed	
-093.020.002-			
Customer service 030
The activities associated with the planning, monitoring and evaluation of services provided to customers by the agency. [TARDiS]

Entry No.	Description of Records	Disposal Action	
093.030.001	Records relating to the methods and operation of services such as arrangements for the supply of milk.	Destroy 4 years after action completed	
-093.030.001-			
Delivery zones 238
Designated geographical areas for the distribution of products or services.

Entry No.	Description of Records	Disposal Action	
093.238.001	Milk vendor maps	Destroy 7 years after licence expires	
-093.238.001-			

MILK VENDING 093
The function of authorising milk product vendors and their zones. Includes the activities of evaluating licence applications, authorising products, determining milk product prices, setting standards and guidelines for data required to support registration applications and liaison with the customers.
Enquiries 040
The activities associated with handling requests for information about the agency and its services by the general public, agency employees or another agency. [TARDiS]

Entry No.	Description of Records	Disposal Action	
093.040.001	Records relating to enquiries for information about the Milk Vending function requiring a detailed response.	Destroy 7 years after action completed	
-093.040.001-			
093.040.002	Records relating to enquiries about the Milk Vending function requiring a routine response or general information.	Destroy 2 years after action completed	
-093.040.002-			
Licensing 163
The activities associated with the granting of authoritative permission, approval, consent or licence to undertake specific tasks. Includes the licensing of individuals, groups or corporations.

Entry No.	Description of Records	Disposal Action	
093.163.001	Records relating to the auction of milk vendor licences	Destroy 7 years after licence expires	
-093.163.001-			

MILK VENDING 093
The function of authorising milk product vendors and their zones. Includes the activities of evaluating licence applications, authorising products, determining milk product prices, setting standards and guidelines for data required to support registration applications and liaison with the customers.
Marketing 070
The process of analysing, creating and selling products and services. Includes market research, sales forecasting, advertising, media releases, promotion, pricing and product evaluation. [TARDiS]

Entry No.	Description of Records	Disposal Action	
093.070.001	Records relating to the milk vendor rationalisation scheme. Includes deregulation of milk prices	Destroy 7 years after action completed	
-093.070.001-			
093.070.002	Records documenting the marketing of milk products. Includes:
- research and assessment of products against market trends;
- sale forecasting, pricing and liaison with wholesalers;
- shop resellers; and
- other retailers and vendors.	Destroy 5 years after action completed	
-093.070.002-			
Members' remuneration 239
The activities of remunerating members as determined by the relevant authority, such as the Remuneration Tribunal.

Entry No.	Description of Records	Disposal Action	
093.239.001	Records documenting the remuneration of Milk Authority members.	Destroy after 75 years after date birth or 7 years after last action, whichever is later.	
-093.239.001-			

MILK VENDING 093
The function of authorising milk product vendors and their zones. Includes the activities of evaluating licence applications, authorising products, determining milk product prices, setting standards and guidelines for data required to support registration applications and liaison with the customers.
Policy 080
The activities associated with developing and establishing decisions, directions and precedents which act as a reference for future decision making, as the basis from which the agency's operating procedures are determined. [TARDiS]

Entry No.	Description of Records	Disposal Action	
093.080.002	Records relating to the establishment and development of policy in relation to operational training. Includes:
- policy proposals;
- research papers;
- results of consultations;
- supporting reports; and 
- final documents.	Destroy 10 years after policy is superseded	
-093.080.002-			
093.080.003	Ancillary records supporting the development of the organisation's policy concerning operational training function. Includes working papers and drafts.	Destroy 3 years after policy is superseded	
-093.080.003-			
Pricing inquiries 240
The activities associated with carrying out inquiries into pricing of an item. Inquiries are investigations carried out by people or bodies who have been empowered to inquire and report on a subject, in compliance with legislation or an administrative direction.

Entry No.	Description of Records	Disposal Action	
093.240.001	Submissions to inquiries and reviews of pricing structures by stakeholders.	Destroy 7 years after action completed	
-093.240.001-			
093.240.002	Records showing calculations of prices resulting from an inquiry, includes records on the determination of profits.	Destroy 7 years after action completed	
-093.240.002-			

RETAIN AS TERRITORY ARCHIVES

Records for retention as Territory Archives
MILK VENDING 093
The function of authorising milk product vendors and their zones. Includes the activities of evaluating licence applications, authorising products, determining milk product prices, setting standards and guidelines for data required to support registration applications and liaison with the customers.
Audit 013
The activities associated with officially checking financial, quality assurance and operational records to ensure they have been kept and maintained in accordance with agreed or legislated standards and correctly record the events, processes and business of the agency in a specified period. Includes compliance audits, financial audits, operational audits, recordkeeping audits, skills audits, system audits and quality assurance audits. [TARDiS]

Entry No.	Description of Records	Disposal Action	
093.013.001	Final audit report relating to operational audits of the Milk Vending function that result in substantial changes to policy or have a significant impact on operations.	Retain as Territory Archives	
-093.013.001-			
Committees 020
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. [TARDiS]

Entry No.	Description of Records	Disposal Action	
093.020.001	Records of the ACT Milk Authority. Includes:
- Appointment of members 
- Final versions of minutes 
- Reports 
- Recommendations 
- Supporting documents such as briefing papers and discussion papers.	Retain as Territory Archives	
-093.020.001-			

SCHEDULE OF AMENDMENTS – this information is provided for the assistance of users but does not form part of the Notifiable Instrument.