Australian Capital Territory
Territory Records (Records Disposal Schedule – Justice of the Peace Records) Approval 2008 (No 1)
Notifiable instrument NI2008—439
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 – Justice of the Peace Records) Approval 2008 (No 1)
2.	Approval
I approve the Records Disposal Schedule – Justice of the Peace Records.
3.	Commencement
This instrument commences on the day after notification.

David Wardle
Director of Territory Records
18 September 2008

Records Disposal Schedule
Justice of the Peace Records

Table of Contents
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
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
JUSTICE OF THE PEACE
RECORDS DISPOSAL SCHEDULE
JUSTICE OF THE PEACE
Addresses (presentations)
Appointments (statutory / official)
Ceremonies
Client Management
Enquiries
Evaluation
Liaison
Policy
Procedures
Registration
RETAIN AS TERRITORY ARCHIVES
JUSTICE OF THE PEACE
Addresses (presentations)
Appointments (statutory / official)
Evaluation
Policy
Registration

INTRODUCTION
The Records Disposal Schedule - Justice of the Peace Records is the official authority for the disposal of records relating to Justice of the Peace 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 Justice of the Peace 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 - Justice of the Peace 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 of the Peace 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 - Justice of the Peace Records:
•	covers all Justice of the Peace 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:
Customs Act 1901 (Cwlth)
Instruments Act 1933
Justices of the Peace Act 1989
Legislation Act 2001
Oaths and Affirmations Act 1984
Statutory Declarations Act 1959 (Cwlth)

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
JUSTICE OF THE PEACE
The function of administering the appointment of office as Justice of the Peace. Includes all processes from application, assessment and appointment to revocation. Also includes the handling of enquiries about the appointment of office, administration and publication of the Register of Justice of the Peace of the Australian Capital Territory, and ceremonies for the appointment of office as Justice of the Peace.
Addresses (presentations)
The activity of giving addresses for training, professional, community relations or sales purposes. Includes speeches and multi-media presentations.
Appointments (statutory / official)
The activities associated with the making of statutory or official appointments. Includes the termination/suspension etc of statutory or official appointments.
Ceremonies
The activities associated with arranging and managing a formal act performed for a special occasion
Use Addresses for addresses made at ceremonies.
Use Accounting and/or Payments for managing financial transactions supporting ceremonies
Client Management
The activities associated with managing the organisation's clients. Includes contact lists, client details, distribution of information regarding services, etc.
Enquiries
The activities associated with handling requests for information about the agency and its services by the general public, agency employees or another agency. [TARDiS]
Evaluation
The process of determining the suitability of potential or existing programs, items of equipment, systems or services in relation to meeting the needs of the given situation. Includes systems analysis and ongoing monitoring. [TARDiS]
Liaison
The activities associated with maintaining regular general contact between the agency and professional associations, professionals in related fields, other private sector organisations and community groups. Includes sharing informal advice and discussions, membership of professional associations and collaborating on projects that are not joint ventures.
JUSTICE OF THE PEACE
The function of administering the appointment of office as Justice of the Peace. Includes all processes from application, assessment and appointment to revocation. Also includes the handling of enquiries about the appointment of office, administration and publication of the Register of Justice of the Peace of the Australian Capital Territory, and ceremonies for the appointment of office as Justice of the Peace.
Policy
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]
Procedures
Standard methods of operating laid down by the agency according to formulated policy. [TARDiS]
Registration
The activities to record, catalogue, inventory or list. The establishment and maintenance of registers containing information required by legislation.

RECORDS DISPOSAL SCHEDULE

JUSTICE OF THE PEACE
The function of administering the appointment of office as Justice of the Peace. Includes all processes from application, assessment and appointment to revocation. Also includes the handling of enquiries about the appointment of office, administration and publication of the Register of Justice of the Peace of the Australian Capital Territory, and ceremonies for the appointment of office as Justice of the Peace.
Addresses (presentations)
The activity of giving addresses for training, professional, community relations or sales purposes. Includes speeches and multi-media presentations.

Entry No.	Description of Records	Disposal Action	
178.004.001	Final version of addresses made by the Chief Minister or portfolio Minister or senior agency officers at major public occasions.	Retain as Territory Archives	
*178.004.001*			
178.004.002	Final versions of other addresses delivered in the routine promotion of the agency's service or products. Includes addresses made by the minister at Justice of the Peace ceremonies.	Destroy 2 years after last presentation	
*178.004.002*			
178.004.003	Working papers documenting the development of addresses, including drafts.	Destroy 6 months after action completed	
*178.004.003*			
Appointments (statutory / official)
The activities associated with the making of statutory or official appointments. Includes the termination/suspension etc of statutory or official appointments.

Entry No.	Description of Records	Disposal Action	
178.403.001	Legislative instruments made by the minister to appoint or revoke a person as a Justice of the Peace.  Includes instruments made to suspend or revoke an appointment.	Retain as Territory Archives	
*178.403.002*			
178.403.002	Records documenting in-principle agreement by the minister of the appointment of a person as a Justice of the Peace.	Destroy 5 years after appointment has ceased	
*178.403.001*			
JUSTICE OF THE PEACE
The function of administering the appointment of office as Justice of the Peace. Includes all processes from application, assessment and appointment to revocation. Also includes the handling of enquiries about the appointment of office, administration and publication of the Register of Justice of the Peace of the Australian Capital Territory, and ceremonies for the appointment of office as Justice of the Peace.
Ceremonies
The activities associated with arranging and managing a formal act performed for a special occasion.

Use Addresses (presentations) for addresses made at ceremonies.

Use Accounting and/or Payments for managing financial transactions supporting ceremonies

Entry No.	Description of Records	Disposal Action	
178.018.001	Records documenting arrangements supporting ceremonies to mark special occasions. Includes catering, venue bookings and entertainment, programs, invitations, guest lists and photographs relating to ceremonies held to mark a special occasion e.g. the Justice of the Peace awards.	Destroy 2 years after action completed	
*178.018.001*			
			
JUSTICE OF THE PEACE
The function of administering the appointment of office as Justice of the Peace. Includes all processes from application, assessment and appointment to revocation. Also includes the handling of enquiries about the appointment of office, administration and publication of the Register of Justice of the Peace of the Australian Capital Territory, and ceremonies for the appointment of office as Justice of the Peace.
Client Management
The activities associated with managing the organisation's clients. Includes contact lists, client details, distribution of information regarding services, etc.

Entry No.	Description of Records	Disposal Action	
178.234.001	Records documenting the management of persons holding office as a Justice of the Peace, including applications and supporting documentation, reviewing appointments and ongoing contact information.	Destroy 5 years after appointment has ceased	
*178.234.001*			
Enquiries
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	
178.040.001	Records documenting the handling of public enquiries.	Destroy 2 years after action completed	
*178.040.001*			
JUSTICE OF THE PEACE
The function of administering the appointment of office as Justice of the Peace. Includes all processes from application, assessment and appointment to revocation. Also includes the handling of enquiries about the appointment of office, administration and publication of the Register of Justice of the Peace of the Australian Capital Territory, and ceremonies for the appointment of office as Justice of the Peace.
Evaluation
The process of determining the suitability of potential or existing programs, items of equipment, systems or services in relation to meeting the needs of the given situation. Includes systems analysis and ongoing monitoring. [TARDiS]

Entry No.	Description of Records	Disposal Action	
178.042.001	External and internal reports evaluating potential or existing services and systems.	Retain as Territory Archives	
*178.042.001*			
178.042.002	Other records documenting the evaluation and ongoing monitoring of the function. Includes records of approval to conduct evaluation of existing Justices of the Peace and information gathered from surveying existing Justices of the Peace for updating register details.	Destroy 5 years after action completed	
*178.042.002*			
178.042.003	Working papers supporting external or internal reports evaluating the function.	Destroy 6 months after action completed	
*178.042.003*			
JUSTICE OF THE PEACE
The function of administering the appointment of office as Justice of the Peace. Includes all processes from application, assessment and appointment to revocation. Also includes the handling of enquiries about the appointment of office, administration and publication of the Register of Justice of the Peace of the Australian Capital Territory, and ceremonies for the appointment of office as Justice of the Peace.
Liaison
The activities associated with maintaining regular general contact between the agency and professional associations, professionals in related fields, other private sector organisations and community groups. Includes sharing informal advice and discussions, membership of professional associations and collaborating on projects that are not joint ventures.

Entry No.	Description of Records	Disposal Action	
178.067.001	Records documenting significant liaison activities undertaken with professional associations, private sector organisations and community groups which result in a change to government or agency process, policy, procedure etc.	Destroy 5 years after change is superseded	
*178.067.001*			
178.067.002	Records documenting routine liaison activities undertaken with professional associations, private sector organisations and community groups. Includes collaboration on projects, exchange of information and all the activities of a member of an organisation.	Destroy 3 years after action completed	
*178.067.002*			
JUSTICE OF THE PEACE
The function of administering the appointment of office as Justice of the Peace. Includes all processes from application, assessment and appointment to revocation. Also includes the handling of enquiries about the appointment of office, administration and publication of the Register of Justice of the Peace of the Australian Capital Territory, and ceremonies for the appointment of office as Justice of the Peace.
Policy
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	
178.080.001	Final versions of policies. Includes guidelines made for the administration of the office of Justice of the Peace.	Retain as Territory Archives	
*178.080.001*			
178.080.002	Development and establishment of agency's policies. Includes:
- policy proposals;
- research papers;
- results of consultations;
- supporting reports; and
- major drafts.	Destroy 5 years after policy is superseded	
*178.080.002*			
178.080.003	Comments made on the development of policies.	Destroy 3 years after promulgation of new policy	
*178.080.003*			
178.080.004	Copies of policy documents and supporting papers.	Destroy 6 months after action completed	
*178.080.004*			
JUSTICE OF THE PEACE
The function of administering the appointment of office as Justice of the Peace. Includes all processes from application, assessment and appointment to revocation. Also includes the handling of enquiries about the appointment of office, administration and publication of the Register of Justice of the Peace of the Australian Capital Territory, and ceremonies for the appointment of office as Justice of the Peace.
Procedures
Standard methods of operating laid down by the agency according to formulated policy. [TARDiS]

Entry No.	Description of Records	Disposal Action	
178.082.001	Master set of agency manuals, handbooks, directives etc detailing procedures.	Destroy 7 years after procedures are superseded	
*178.082.001*			
178.082.002	Records documenting the development of agency procedures supporting the Justice of the Peace function.	Destroy 2 years after procedures are superseded	
*178.082.002*			
Registration
The activities to record, catalogue, inventory or list. The establishment and maintenance of registers containing information required by legislation.

Entry No.	Description of Records	Disposal Action	
178.155.001	Register of Justices of the Peace of the Australian Capital Territory.	Retain as Territory Archives	
*178.155.001*			

RETAIN AS TERRITORY ARCHIVES
JUSTICE OF THE PEACE
The function of administering the appointment of office as Justice of the Peace. Includes all processes from application, assessment and appointment to revocation. Also includes the handling of enquiries about the appointment of office, administration and publication of the Register of Justice of the Peace of the Australian Capital Territory, and ceremonies for the appointment of office as Justice of the Peace.
Addresses (presentations)
The activity of giving addresses for training, professional, community relations or sales purposes. Includes speeches and multi-media presentations.

Entry No.	Description of Records	Disposal Action	
178.004.001	Final version of addresses made by the Chief Minister or portfolio Minister or senior agency officers at major public occasions.	Retain as Territory Archives	
*178.004.001*			
Appointments (statutory / official)
The activities associated with the making of statutory or official appointments. Includes the termination/suspension etc of statutory or official appointments.

Entry No.	Description of Records	Disposal Action	
178.403.002	Legislative instruments made by the minister to appoint or revoke a person as a Justice of the Peace. Includes instruments made to suspend or revoke an appointment.	Retain as Territory Archives	
*178.403.002*			
Evaluation
The process of determining the suitability of potential or existing programs, items of equipment, systems or services in relation to meeting the needs of the given situation. Includes systems analysis and ongoing monitoring. [TARDiS]

Entry No.	Description of Records	Disposal Action	
178.042.001	External and internal reports evaluating potential or existing services and systems.	Retain as Territory Archives	
*178.042.001*			
JUSTICE OF THE PEACE
The function of administering the appointment of office as Justice of the Peace. Includes all processes from application, assessment and appointment to revocation. Also includes the handling of enquiries about the appointment of office, administration and publication of the Register of Justice of the Peace of the Australian Capital Territory, and ceremonies for the appointment of office as Justice of the Peace.
Policy
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	
178.080.001	Final versions of policies. Includes guidelines made for the administration of the office of Justice of the Peace.	Retain as Territory Archives	
*178.080.001*			
Registration
The activities to record, catalogue, inventory or list. The establishment and maintenance of registers containing information required by legislation.

Entry No.	Description of Records	Disposal Action	
178.155.001	Register of Justices of the Peace of the Australian Capital Territory.	Retain as Territory Archives	
*178.155.001*