Australian Capital Territory
Territory Records (Records Disposal Schedule – Population Health Care Management and Control Records) Approval 2009 (No 1)
Notifiable instrument NI2009—209
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 – Population Health Care Management and Control Records) Approval 2009 (No 1)
2.	Approval
I approve the Records Disposal Schedule – Population Health Care Management and Control Records.
3.	Commencement
This instrument commences on the day after notification.

David Wardle
Director of Territory Records
1 May 2009

Records Disposal Schedule
Population Health Care Management and Control 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
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
POPULATION HEALTH CARE MANAGEMENT AND CONTROL
Public Reaction
RECORDS DISPOSAL SCHEDULE
POPULATION HEALTH CARE MANAGEMENT AND CONTROL
Addresses (presentations)
Advice
Agreements
Audit
Authorisation
Committees
Conferences
Contracting out
Distribution
Evaluation
Events
Exhibitions
Grant Funding
Health Promotion
Inspections
Joint ventures
Liaison
Marketing
Media Relations
Meetings
Planning
Policy
Procedures
Public Reaction
Quality Assurance
Registration
Reporting
Representatives
Research
Reviewing
Risk Management
Submissions
Tendering
Tendering (Continued)
RETAIN AS TERRITORY ARCHIVES
POPULATION HEALTH CARE MANAGEMENT AND CONTROL
Addresses (presentations)
Advice
Audit
Committees
Distribution
Evaluation
Exhibitions
Health Promotion
Media Relations
Planning
Policy
Public Reaction
Quality Assurance
Registration
Reporting
Research
Reviewing
Risk Management
Submissions

INTRODUCTION
The Records Disposal Schedule - Population Health Care Management and Control Records is the official authority for the disposal of records relating to Population Health Care Management and Control 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 Population Health Care Management and Control 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 - Population Health Care Management and Control 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 Population Health Care Management and Control 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 - Population Health Care Management and Control Records:
•	covers all Population Health Care Management and Control 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:
Epidemiological Studies (Confidentiality) Act 1992
Freedom of Information Act 1989
Health (Fees) Determination 2006 (No 2)
Health (Fees) Determination 2007 (No 1)
Health Act 1993
Human Rights Commission Act 2005
Intoxicated People (Care and Protection) Act 1994
Public Sector Management Act 1994
Supervised Injecting Place Trial Act 1999
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
POPULATION HEALTH CARE MANAGEMENT AND CONTROL
The function of managing the programs and health services for the population through the provision of injury, illness and disease mitigation and reduction programs, lifestyle awareness and promotion of healthy lifestyles and low risk behaviours, population health monitoring and strategic health care planning. Includes programs and strategies for controlling disease outbreaks such as epidemics and pandemics and managing immunisation and other population drug distribution programs.
Addresses (presentations)
The activity of giving addresses for training, professional, community relations or sales purposes. Includes speeches and multi-media presentations.
Advice
The activities associated with offering opinions as to an action or judgement. Includes the process of advising.
Agreements
The processes associated with the establishment, maintenance, review and negotiation of agreements.
Audit
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 an agency, company or other organisation in a specified period. Includes compliance audits, financial audits, operational audits, recordkeeping audits, skills audits, system audits and quality assurance audits.
Authorisation
The process of delegating power to authorise an action and the seeking and granting permission to undertake a requested action.
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.
Conferences
The activities involved in arranging or attending conferences held either by the agency or by other agencies or organisations. Includes registrations, publicity, and reports of participants, etc.
POPULATION HEALTH CARE MANAGEMENT AND CONTROL
The function of managing the programs and health services for the population through the provision of injury, illness and disease mitigation and reduction programs, lifestyle awareness and promotion of healthy lifestyles and low risk behaviours, population health monitoring and strategic health care planning. Includes programs and strategies for controlling disease outbreaks such as epidemics and pandemics and managing immunisation and other population drug distribution programs.
Contracting out
The activities involved in managing the performance of work or the provision of goods and services by an external contractor, vendor or consultant, or by using external bureau services. Includes outsourcing.
Distribution
The activities associated with disseminating items, correspondence or publications through sales, deliveries, or other customer services.
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.
Events
The activities relating to the arrangements, bookings and support for local suppliers to attend, display or promote events such as trade displays, event participation, open days, Christmas Pageants, Carols by Candlelight, etc.
Exhibitions
The activities associated with using agency material in displays for the purpose of informing or educating the target audience, or promoting the activities, services, projects or programs of the agency.
Grant Funding
The activities associated with the application for and receipt of grants.
POPULATION HEALTH CARE MANAGEMENT AND CONTROL
The function of managing the programs and health services for the population through the provision of injury, illness and disease mitigation and reduction programs, lifestyle awareness and promotion of healthy lifestyles and low risk behaviours, population health monitoring and strategic health care planning. Includes programs and strategies for controlling disease outbreaks such as epidemics and pandemics and managing immunisation and other population drug distribution programs.
Health Promotion
The process of promotion of programs which encourage the establishment and maintenance of a healthy environment and which encourage healthy lifestyles.  Includes workplace environments.
Inspections
The process of official examinations of facilities, equipment and items, to ensure compliance with agreed standards and objectives.
Joint ventures
The activities involved in managing joint operations between the agency and other agencies, or with the government, where there is a contract, joint contribution of funds and/or time. Also includes private sector ventures with public sector organisations, and co-research or collaboration between inter-departmental units, departments or agencies.
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.
Marketing
The process of analysing, creating and selling products and services. Includes market research, sales forecasting, advertising, media releases, promotion, pricing and product evaluation.
Media Relations
The activities associated with establishing a relationship between the media and the agency. Includes cultivating media contacts, coordinating access to the media, authorising and issuing press releases and briefings, and organising media interviews.
POPULATION HEALTH CARE MANAGEMENT AND CONTROL
The function of managing the programs and health services for the population through the provision of injury, illness and disease mitigation and reduction programs, lifestyle awareness and promotion of healthy lifestyles and low risk behaviours, population health monitoring and strategic health care planning. Includes programs and strategies for controlling disease outbreaks such as epidemics and pandemics and managing immunisation and other population drug distribution programs.
Meetings
The activities associated with regular or ad hoc gatherings held to formulate, discuss, update or resolve issues and matters pertaining to the function. Includes staff meetings, arrangements, agenda, taking of minutes etc. Excludes committee meetings.
Planning
The process of formulating ways in which objectives can be achieved. Includes determination of services, needs and solutions to those needs.
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.
Procedures
Standard methods of operating laid down by an organisation according to formulated policy.
Public Reaction
The process of handling public reaction to an agency's policies or services.  Includes anonymous letters, letters of complaint and letters of congratulations or appreciation received from the public.
Quality Assurance
The activities involved with the development, monitoring and reviewing of quality assurance programs.
Registration
The activities to record, catalogue, inventory or list. The establishment and maintenance of registers containing information required by legislation
POPULATION HEALTH CARE MANAGEMENT AND CONTROL
The function of managing the programs and health services for the population through the provision of injury, illness and disease mitigation and reduction programs, lifestyle awareness and promotion of healthy lifestyles and low risk behaviours, population health monitoring and strategic health care planning. Includes programs and strategies for controlling disease outbreaks such as epidemics and pandemics and managing immunisation and other population drug distribution programs.
Reporting
The processes associated with initiating or providing a formal response to a situation or request (either internal, external or as a requirement of corporate policies, regulation, or legislation, e.g. Annual Report). Includes statistics and returns.
Research
The activities involved in investigating or enquiring into a subject or area of interest in order to discover facts, principles, etc.  Used to support development of projects, standards, guidelines, etc. and business activities in general.  Includes following up enquiries relating to programs, projects, working papers, literature searches, etc.
Reviewing
The activities involved in re-evaluating or re-examining products, processes, procedures, standards and systems. Includes recommendations and advice resulting from these activities.
Risk Management
The process involving identification of risks, likelihood and consequences of those risks and implementation of appropriate practice and procedures to treat the risks. 
Submissions
The preparation and submission of a formal statement (e.g. report, statistics, etc) supporting a case or opinion held by the agency which is submitted to another agency, or within the agency, for the purpose of either gain or support.
Tendering
The activities involved in receiving and assessing tenders, of making offers and finalising contract arrangements for the supply, sale or purchase of goods and services.

RECORDS DISPOSAL SCHEDULE
POPULATION HEALTH CARE MANAGEMENT AND CONTROL
The function of managing the programs and health services for the population through the provision of injury, illness and disease mitigation and reduction programs, lifestyle awareness and promotion of healthy lifestyles and low risk behaviours, population health monitoring and strategic health care planning. Includes programs and strategies for controlling disease outbreaks such as epidemics and pandemics and managing immunisation and other population drug distribution programs.
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	
180.004.001	Final versions of speeches, presentations and papers presented at conferences on population health care management and control programs and strategies arranged by the agency.	Retain as Territory Archives	
*180.005.001*			
Advice
The activities associated with offering opinions as to an action or judgement. Includes the process of advising.

Entry No.	Description of Records	Disposal Action	
180.005.001	Receipt and provision of advice that resulted in major changes to policy, procedures or to the operations of the agency. Includes advice relating to injury, illness and disease mitigation, lifestyles and low risk behaviours, population health and strategic health care, radiation safety, environmental health, communicable disease and immunisation issues and other population drug distribution programs.	Retain as Territory Archives	
*180.005.001*			
180.005.002	The receipt and provision of all other advice. Includes advice provided by consultants.	Destroy 2 years after action completed	
*180.005.002*			
POPULATION HEALTH CARE MANAGEMENT AND CONTROL
The function of managing the programs and health services for the population through the provision of injury, illness and disease mitigation and reduction programs, lifestyle awareness and promotion of healthy lifestyles and low risk behaviours, population health monitoring and strategic health care planning. Includes programs and strategies for controlling disease outbreaks such as epidemics and pandemics and managing immunisation and other population drug distribution programs.
Agreements
The processes associated with the establishment, maintenance, review and negotiation of agreements.

Entry No.	Description of Records	Disposal Action	
180.006.001	Agreements and supporting documents for population health care management and control programs and strategies.  Includes:
•	contracts; and
•	project scope documents	Destroy 7 years after completion or other termination of agreement or contract	
*180.006.001*			
POPULATION HEALTH CARE MANAGEMENT AND CONTROL
The function of managing the programs and health services for the population through the provision of injury, illness and disease mitigation and reduction programs, lifestyle awareness and promotion of healthy lifestyles and low risk behaviours, population health monitoring and strategic health care planning. Includes programs and strategies for controlling disease outbreaks such as epidemics and pandemics and managing immunisation and other population drug distribution programs.
Audit
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 an agency, company or other organisation in a specified period. Includes compliance audits, financial audits, operational audits, recordkeeping audits, skills audits, system audits and quality assurance audits.

Entry No.	Description of Records	Disposal Action	
180.013.001	Final audit reports relating to operational audits of population health care management and control programs and strategies that result in substantial changes to policy or have a significant impact on operations.	Retain as Territory Archives	
*180.013.001*			
180.013.002	Final internal and external audit reports on population health care management and control programs and strategies. Includes final reports from audits conducted by the ACT Auditor-General's Office that do not result in substantial changes to policy or have a significant impact on operations.	Destroy 5 years after action completed	
*180.013.002*			
180.013.003	Records documenting the planning and conduct of internal and external audits on population health care management and control programs and strategies.. Includes:
•	liaison with the auditing body
•	notes taken at opening and exit interviews
•	draft report
•	comments	Destroy 5 years after action completed	
*180.013.003*			
POPULATION HEALTH CARE MANAGEMENT AND CONTROL
The function of managing the programs and health services for the population through the provision of injury, illness and disease mitigation and reduction programs, lifestyle awareness and promotion of healthy lifestyles and low risk behaviours, population health monitoring and strategic health care planning. Includes programs and strategies for controlling disease outbreaks such as epidemics and pandemics and managing immunisation and other population drug distribution programs.
Authorisation
The process of delegating power to authorise an action and the seeking and granting permission to undertake a requested action.

Entry No.	Description of Records	Disposal Action	
180.014.001	Records documenting the delegation of powers and functions relating to population health care management and control programs and strategies.
[A delegation passes the power to the delegate and permits the delegate to exercise the power in his or her own name and not on behalf of another].	Destroy 7 years after delegation expires	
*180.014.001*			
180.014.002	Records documenting authorisations relating to population health care management and control programs and strategies.
[An authorisation is that the person authorised exercises the power in the name of and on behalf of the person who gave the authorisation the delegator retains responsibility for its exercise].	Destroy 7 years after action completed	
*180.014.002*			
POPULATION HEALTH CARE MANAGEMENT AND CONTROL
The function of managing the programs and health services for the population through the provision of injury, illness and disease mitigation and reduction programs, lifestyle awareness and promotion of healthy lifestyles and low risk behaviours, population health monitoring and strategic health care planning. Includes programs and strategies for controlling disease outbreaks such as epidemics and pandemics and managing immunisation and other population drug distribution programs.
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.
[For audit committees, use STRATEGIC MANAGEMENT - Committees.]

Entry No.	Description of Records	Disposal Action	
180.020.001	Records of external or internal committees formed to manage or advise on population health care management and control programs and strategies. Includes final version of documents:
•	establishing the committee;
•	terms of reference;
•	appointment of members;
•	minutes;
•	reports;
•	recommendations; and
•	supporting documents such as briefing papers and discussion papers	Retain as Territory Archives	
*180.020.001*			
180.020.002	Records documenting declarations of members' private interests.	Destroy 7 years after termination of appointment	
*180.020.002*			
180.020.003	Records of working papers and administration of committees relating to population health care management and control programs and strategies. Includes:
•	agenda;
•	notices of meetings;
•	draft minutes; and
•	room bookings	Destroy 6 months after action completed	
*180.020.003*			
POPULATION HEALTH CARE MANAGEMENT AND CONTROL
The function of managing the programs and health services for the population through the provision of injury, illness and disease mitigation and reduction programs, lifestyle awareness and promotion of healthy lifestyles and low risk behaviours, population health monitoring and strategic health care planning. Includes programs and strategies for controlling disease outbreaks such as epidemics and pandemics and managing immunisation and other population drug distribution programs.
Conferences
The activities involved in arranging or attending conferences held either by the agency or by other agencies or organisations. Includes registrations, publicity, and reports of participants, etc.

[For speeches and addresses given at conferences use Addresses (presentations).]

Entry No.	Description of Records	Disposal Action	
180.022.001	Records relating to administrative arrangements for conferences on population health care management and control programs and strategies arranged by the agency. Includes:
•	program development;
•	invitation to speakers;
•	promotion activities;
•	registrations; and
•	venue bookings	Destroy 3 years after action completed	
*180.022.001*			
180.022.002	Reports commenting on and assessing conferences relating to population health care management and control programs and strategies.	Destroy 3 years after action completed	
*180.022.002*			
180.022.003	Records documenting attendance of staff at conferences relating to population health care management and control programs and strategies. Includes conference promotion material, programs and registration forms.
[For final versions of conference papers, speeches and presentations, use POPULATION HEALTH CARE MANAGEMENT AND CONTROL – Addresses (presentations).]	Destroy 6 months after action completed	
*180.022.003*			
POPULATION HEALTH CARE MANAGEMENT AND CONTROL
The function of managing the programs and health services for the population through the provision of injury, illness and disease mitigation and reduction programs, lifestyle awareness and promotion of healthy lifestyles and low risk behaviours, population health monitoring and strategic health care planning. Includes programs and strategies for controlling disease outbreaks such as epidemics and pandemics and managing immunisation and other population drug distribution programs.
Contracting out
The activities involved in managing the performance of work or the provision of goods and services by an external contractor, vendor or consultant, or by using external bureau services. Includes outsourcing.

Entry No.	Description of Records	Disposal Action	
180.025.001	Contract management for the provision of programs and services for population health care management and control.  Includes:
•	minutes of meetings with main stakeholders
•	performance and evaluation reports	Destroy 7 years after completion or other termination of agreement or contract	
*180.025.001*			
Distribution
The activities associated with disseminating items, correspondence or publications through sales, deliveries, or other customer services.

Entry No.	Description of Records	Disposal Action	
180.036.001	Records on the distribution of vaccines for immunisation and other population drug distribution programs.	Retain as Territory Archives	
*180.036.001*			
POPULATION HEALTH CARE MANAGEMENT AND CONTROL
The function of managing the programs and health services for the population through the provision of injury, illness and disease mitigation and reduction programs, lifestyle awareness and promotion of healthy lifestyles and low risk behaviours, population health monitoring and strategic health care planning. Includes programs and strategies for controlling disease outbreaks such as epidemics and pandemics and managing immunisation and other population drug distribution programs.
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.

Entry No.	Description of Records	Disposal Action	
180.042.001	External and internal reports evaluating population health care management and control programs and strategies, including communicable disease control, immunisation programs, radiation safety and environmental health programs.	Retain as Territory Archives	
*180.042.001*			
180.042.002	Other records documenting the evaluation and ongoing monitoring of population health care management and control programs and strategies.	Destroy 5 years after action completed	
*180.042.002*			
180.042.003	Working papers supporting external or internal reports evaluating population health care management and control programs and strategies.	Destroy 1 year after action completed	
*180.042.003*			
POPULATION HEALTH CARE MANAGEMENT AND CONTROL
The function of managing the programs and health services for the population through the provision of injury, illness and disease mitigation and reduction programs, lifestyle awareness and promotion of healthy lifestyles and low risk behaviours, population health monitoring and strategic health care planning. Includes programs and strategies for controlling disease outbreaks such as epidemics and pandemics and managing immunisation and other population drug distribution programs.
Events
The activities relating to the arrangements, bookings and support for local suppliers to attend, display or promote events such as trade displays, event participation, open days, land sales, Christmas Pageants, Carols by Candlelight, etc.

Entry No.	Description of Records	Disposal Action	
180.043.001	Records relating to administrative arrangements, promotion, displays, community liaison, schedules for events, including regular events relating to population health care management and control programs and strategies relating to communicable disease control, immunisation programs, radiation safety and environmental health programs.	Destroy 5 years after action completed	
*180.043.001*			
Exhibitions
The activities associated with using agency material in displays for the purpose of informing or educating the target audience, or promoting the activities, services, projects or programs of the agency.

Entry No.	Description of Records	Disposal Action	
180.044.001	Records relating to agency exhibitions, displays, etc. promoting the activities, services, courses, projects or programs on population health care including joint activities with academic partners/collaborators and other health institutions.
[See also COMMUNITY RELATIONS - Exhibitions.]	Retain as Territory Archives	
*180.044.001*			
POPULATION HEALTH CARE MANAGEMENT AND CONTROL
The function of managing the programs and health services for the population through the provision of injury, illness and disease mitigation and reduction programs, lifestyle awareness and promotion of healthy lifestyles and low risk behaviours, population health monitoring and strategic health care planning. Includes programs and strategies for controlling disease outbreaks such as epidemics and pandemics and managing immunisation and other population drug distribution programs.
Grant Funding
The activities associated with the application for and receipt of grants.
[For the overall management of grant applications made by the agency, use STRATEGIC MANAGEMENT - Grant Funding.
For grant applications made for non-government funding, use COMMUNITY RELATIONS - Grant Funding.
For records documenting the financial arrangements of grant funds, use FINANCIAL MANAGEMENT - Grant funding.
For the development of strategies for managing processes associated with the agency applying for grants, use STRATEGIC MANAGEMENT - Grant funding.]

Entry No.	Description of Records	Disposal Action	
180.049.001	Records documenting successful applications for funding of grants related to population health care management and control programs and strategies.	Destroy 7 years after action completed	
*180.049.001*			
180.049.002	Records documenting unsuccessful applications for grants relating to population health care management and control programs and strategies.	Destroy 2 years after action completed	
*180.049.002*			
Health Promotion
The process of promotion of programs which encourage the establishment and maintenance of a healthy environment and which encourage healthy lifestyles.  Includes workplace environments.

Entry No.	Description of Records	Disposal Action	
180.052.001	Records documenting the development of community programs, strategies and information handouts promoting healthy work and living environments resulting from the population health care management and control programs and strategies.	Retain as Territory Archives	
*180.052.001*			
POPULATION HEALTH CARE MANAGEMENT AND CONTROL
The function of managing the programs and health services for the population through the provision of injury, illness and disease mitigation and reduction programs, lifestyle awareness and promotion of healthy lifestyles and low risk behaviours, population health monitoring and strategic health care planning. Includes programs and strategies for controlling disease outbreaks such as epidemics and pandemics and managing immunisation and other population drug distribution programs.
Inspections
The process of official examinations of facilities, equipment and items, to ensure compliance with agreed standards and objectives.

Entry No.	Description of Records	Disposal Action	
180.057.001	Inspections of health care facilities and providers' records, including Accommodation facilities, Aged Care Facilities, Amenities, Child Care Facilities, Correctional Facilities, Hazardous substances, Health Care Facilities, Health surveillance, Home Care, Hospitals, Methadone Units, Mortuary Facilities, etc.	Destroy 7 years after date of last action	
*180.057.001*			
Joint ventures
The activities involved in managing joint operations between the agency and other agencies, or with the government, where there is a contract, joint contribution of funds and/or time. Also includes private sector ventures with public sector organisations, and co-research or collaboration between inter-departmental units, departments or agencies.

Entry No.	Description of Records	Disposal Action	
180.062.001	The management of joint ventures relating to population health care management and control programs and strategies. Includes records relating to the establishment, maintenance and review of joint venture agreements and contracts.	Destroy 7 years after date of last action	
*180.062.001*			
POPULATION HEALTH CARE MANAGEMENT AND CONTROL
The function of managing the programs and health services for the population through the provision of injury, illness and disease mitigation and reduction programs, lifestyle awareness and promotion of healthy lifestyles and low risk behaviours, population health monitoring and strategic health care planning. Includes programs and strategies for controlling disease outbreaks such as epidemics and pandemics and managing immunisation and other population drug distribution programs.
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	
180.067.001	Liaison activities undertaken with professional associations, private sector organisations and community groups relating to population health care management and control programs and strategies. Includes collaboration on projects and exchanges of information relating to the function.	Destroy 3 years after action completed	
*180.067.001*			
Marketing
The process of analysing, creating and selling products and services. Includes market research, sales forecasting, advertising, media releases, promotion, pricing and product evaluation.

Entry No.	Description of Records	Disposal Action	
180.070.001	Records on training, education and informing the community how to achieve and maintain good health; of motivating them to do so; and of promoting environmental and lifestyle changes which are conducive to individual and community health.	Destroy 5 years after date of last action	
*180.070.001*			
POPULATION HEALTH CARE MANAGEMENT AND CONTROL
The function of managing the programs and health services for the population through the provision of injury, illness and disease mitigation and reduction programs, lifestyle awareness and promotion of healthy lifestyles and low risk behaviours, population health monitoring and strategic health care planning. Includes programs and strategies for controlling disease outbreaks such as epidemics and pandemics and managing immunisation and other population drug distribution programs.
Media Relations
The activities associated with establishing a relationship between the media and the agency. Includes cultivating media contacts, coordinating access to the media, authorising and issuing press releases and briefings, and organising media interviews.

Entry No.	Description of Records	Disposal Action	
180.071.001	Master set of agency media releases relating to population health care management and control programs and strategies.	Retain as Territory Archives	
*180.071.001*			
180.071.002	Records documenting arrangements with the media relating to population health care management and control programs and strategies. Includes the issuing of media releases, organising interviews and providing information and assistance to support media coverage of an event or promotion of the agency's services or products relating to population health care management and control programs and strategies.	Destroy 5 years after action completed	
*180.071.002*			
180.071.003	Copies of media items specifically relating to population health care management and control programs and strategies. Includes newscuttings, transcripts and electronic items.
[For the acquisition of media items through a media monitoring service, use INFORMATION MANAGEMENT - Acquisitions.]	Destroy 6 months after reference ceases	
*180.071.003*			
POPULATION HEALTH CARE MANAGEMENT AND CONTROL
The function of managing the programs and health services for the population through the provision of injury, illness and disease mitigation and reduction programs, lifestyle awareness and promotion of healthy lifestyles and low risk behaviours, population health monitoring and strategic health care planning. Includes programs and strategies for controlling disease outbreaks such as epidemics and pandemics and managing immunisation and other population drug distribution programs.
Meetings
The activities associated with regular or ad hoc gatherings held to formulate, discuss, update or resolve issues and matters pertaining to the function. Includes staff meetings, arrangements, agenda, taking of minutes etc. Excludes committee meetings.

Entry No.	Description of Records	Disposal Action	
180.072.001	Final version of minutes and supporting documents tabled at ad hoc meetings held to support the population health care management and control programs and strategies. Includes meetings with external agencies. 
[For committee meeting minutes and supporting documents, use POPULATION HEALTH CARE MANAGEMENT AND CONTROL - Committees.]	Destroy 3 years after action completed	
*180.072.001*			
Planning
The process of formulating ways in which objectives can be achieved. Includes determination of services, needs and solutions to those needs.

Entry No.	Description of Records	Disposal Action	
180.079.001	Final version of major plans relating to population health care management and control programs and strategies.	Retain as Territory Archives	
*180.079.001*			
180.079.002	Final version of minor plans relating to population health care management and control programs and strategies.	Destroy 5 years after plan is superseded	
*180.079.002*			
180.079.003	Working papers used to develop plans relating to population health care management and control programs and strategies. Includes draft plans, reports analysing issues and comments on draft plans.	Destroy 1 year after adoption of the final plan	
*180.079.003*			
POPULATION HEALTH CARE MANAGEMENT AND CONTROL
The function of managing the programs and health services for the population through the provision of injury, illness and disease mitigation and reduction programs, lifestyle awareness and promotion of healthy lifestyles and low risk behaviours, population health monitoring and strategic health care planning. Includes programs and strategies for controlling disease outbreaks such as epidemics and pandemics and managing immunisation and other population drug distribution programs.
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.

Entry No.	Description of Records	Disposal Action	
180.080.001	Final version of policies relating to population health care management and control programs and strategies.	Retain as Territory Archives	
*180.080.001*			
180.080.002	Records documenting the development and establishment of agency policies. Includes:
•	policy proposals;
•	research papers;
•	results of consultations;
•	supporting reports; and
•	major drafts.	Destroy 5 years after policy is superseded	
*180.080.002*			
180.080.003	Comments made on the development of policies relating to population health care management and control programs and strategies.	Destroy 3 years after promulgation of new policy	
*180.080.003*			
Procedures
Standard methods of operating laid down by an organisation according to formulated policy.

Entry No.	Description of Records	Disposal Action	
180.082.001	Master set of agency manuals, handbooks and directives, etc. detailing procedures relating to population health care management and control programs and strategies.	Retain as Territory Archives	
*180.082.001*			
180.082.002	Records documenting the development of agency procedures relating to population health care management and control programs and strategies.	Destroy 3 years after procedures are superseded	
*180.082.002*			
POPULATION HEALTH CARE MANAGEMENT AND CONTROL
The function of managing the programs and health services for the population through the provision of injury, illness and disease mitigation and reduction programs, lifestyle awareness and promotion of healthy lifestyles and low risk behaviours, population health monitoring and strategic health care planning. Includes programs and strategies for controlling disease outbreaks such as epidemics and pandemics and managing immunisation and other population drug distribution programs.
Public Reaction
The process of handling public reaction to an agency's policies or services.  Includes anonymous letters, letters of complaint and letters of congratulations or appreciation received from the public.

Entry No.	Description of Records	Disposal Action	
180.084.001	Records documenting public reaction and agency responses.
[For suggestions received from the public, use COMMUNITY RELATIONS - Suggestions.]	Destroy 6 years after action completed	
Quality Assurance
The activities involved with the development, monitoring and reviewing of quality assurance programs.

Entry No.	Description of Records	Disposal Action	
180.085.001	Records documenting the development, monitoring and reviewing of quality assurance programs relating to population health care management and control programs and strategies.	Retain as Territory Archives	
*180.085.001*			
POPULATION HEALTH CARE MANAGEMENT AND CONTROL
The function of managing the programs and health services for the population through the provision of injury, illness and disease mitigation and reduction programs, lifestyle awareness and promotion of healthy lifestyles and low risk behaviours, population health monitoring and strategic health care planning. Includes programs and strategies for controlling disease outbreaks such as epidemics and pandemics and managing immunisation and other population drug distribution programs.
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	
180.155.001	Registers relating to population health care management and control programs and strategies. Including:
•	Alcohol and Drugs registers
•	Drug destruction registers
•	Hazardous substances registers
•	Notifiable diseases registers
•	Sudden Infant Deaths Syndrome (SIDS) register	Retain as Territory Archives	
*180.155.001*			
POPULATION HEALTH CARE MANAGEMENT AND CONTROL
The function of managing the programs and health services for the population through the provision of injury, illness and disease mitigation and reduction programs, lifestyle awareness and promotion of healthy lifestyles and low risk behaviours, population health monitoring and strategic health care planning. Includes programs and strategies for controlling disease outbreaks such as epidemics and pandemics and managing immunisation and other population drug distribution programs.
Reporting
The processes associated with initiating or providing a formal response to a situation or request (either internal, external or as a requirement of corporate policies, regulation, or legislation, e.g. Annual Report). Includes statistics and returns.

Entry No.	Description of Records	Disposal Action	
180.088.001	Final version of internal formal reports and reports made to external agencies relating to population health care management and control programs and strategies.	Retain as Territory Archives	
*180.088.001*			
180.088.002	Final versions of periodic internal reports used to monitor and document recurring activities relating to population health care management and control programs and strategies.	Destroy 3 years after action completed	
*180.088.002*			
180.088.003	Responses to surveys relating to population health care management and control programs and strategies.	Destroy 3 years after action completed	
*180.088.003*			
180.088.004	Working papers documenting the development of all reports relating to population health care management and control programs and strategies. Includes drafts and comments received.	Destroy 6 months after action completed	
*180.088.004*			
POPULATION HEALTH CARE MANAGEMENT AND CONTROL
The function of managing the programs and health services for the population through the provision of injury, illness and disease mitigation and reduction programs, lifestyle awareness and promotion of healthy lifestyles and low risk behaviours, population health monitoring and strategic health care planning. Includes programs and strategies for controlling disease outbreaks such as epidemics and pandemics and managing immunisation and other population drug distribution programs.
Representatives
The activities associated with the nomination, appointment or resignation of individuals or groups of personnel appointed by the organisation or their co-workers as official representatives to organisations, offices, unions, workers participation committees, councils or groups. Includes organisational legal representatives.

Entry No.	Description of Records	Disposal Action	
180.090.001	Records documenting the nomination, appointment and resignation from and/or termination of agency representatives to committees, other organisations and groups, etc.	Destroy 3 years after action completed.	
*179.093.001*			
Research
The activities involved in investigating or enquiring into a subject or area of interest in order to discover facts, principles, etc.  Used to support development of projects, standards, guidelines, etc. and business activities in general.  Includes following up enquiries relating to programs, projects, working papers, literature searches, etc.

Entry No.	Description of Records	Disposal Action	
180.091.001	Records documenting major research carried out relating to population health care management and control programs and strategies. Includes records of the collection, classification, analysis, interpretation and reporting of population health data. Also includes research carried out for contribution to inter-government and nationally coordinated programs.	Retain as Territory Archives	
*180.091.001*			
180.091.002	Records documenting routine research carried out relating to population health care management and control programs and strategies.	Destroy 10 years after action completed	
*180.091.002*			
POPULATION HEALTH CARE MANAGEMENT AND CONTROL
The function of managing the programs and health services for the population through the provision of injury, illness and disease mitigation and reduction programs, lifestyle awareness and promotion of healthy lifestyles and low risk behaviours, population health monitoring and strategic health care planning. Includes programs and strategies for controlling disease outbreaks such as epidemics and pandemics and managing immunisation and other population drug distribution programs.
Reviewing
The activities involved in re-evaluating or re-examining products, processes, procedures, standards and systems. Includes recommendations and advice resulting from these activities.

Entry No.	Description of Records	Disposal Action	
180.093.001	Records relating to reviewing population health care and control processes, policies, procedures, standards and systems that result in major changes or are subject to high political or public interest. Includes final reports.	Retain as Territory Archives	
*180.093.001*			
180.093.002	Records relating to reviewing population health care and control processes, policies, procedures, standards and systems that do not result in major changes or are subject to high political or public interest.	Destroy 7 years after action completed	
*180.093.002*			
Risk Management
The process involving identification of risks, likelihood and consequences of those risks and implementation of appropriate practice and procedures to treat the risks.

Entry No.	Description of Records	Disposal Action	
180.095.001	Records documenting the results of risk assessments relating to population health care management and control programs and strategies.	Retain as Territory Archives	
*180.095.001*			
180.095.002	Risk register for risks associated with population health care management and control programs and strategies	Retain as Territory Archives	
*180.095.002*			
POPULATION HEALTH CARE MANAGEMENT AND CONTROL
The function of managing the programs and health services for the population through the provision of injury, illness and disease mitigation and reduction programs, lifestyle awareness and promotion of healthy lifestyles and low risk behaviours, population health monitoring and strategic health care planning. Includes programs and strategies for controlling disease outbreaks such as epidemics and pandemics and managing immunisation and other population drug distribution programs.
Submissions
The preparation and submission of a formal statement (e.g. report, statistics, etc) supporting a case or opinion held by the agency which is submitted to another agency, or within the agency, for the purpose of either gain or support.

Entry No.	Description of Records	Disposal Action	
180.102.001	Submissions (other than Cabinet submissions) made to the Chief Minister, Minister and other government bodies, directly relating to population health care management and control programs and strategies concerning controversial issues with far reaching social, economic or national implications.	Retain as Territory Archives	
*180.102.001*			
180.102.002	Submissions relating to population health care management and control programs and strategies with no controversial issues, far reaching social, economic or national implications.	Destroy 10 years after action completed	
*180.102.002*			
POPULATION HEALTH CARE MANAGEMENT AND CONTROL
The function of managing the programs and health services for the population through the provision of injury, illness and disease mitigation and reduction programs, lifestyle awareness and promotion of healthy lifestyles and low risk behaviours, population health monitoring and strategic health care planning. Includes programs and strategies for controlling disease outbreaks such as epidemics and pandemics and managing immunisation and other population drug distribution programs.
Tendering
The activities involved in receiving and assessing tenders, of making offers and finalising contract arrangements for the supply, sale or purchase of goods and services.

Entry No.	Description of Records	Disposal Action	
180.104.001	Signed contracts under seal resulting from tenders.	Destroy 12 years after completion or other termination of agreement or contract	
*180.104.001*			
180.104.002	Records documenting the development and issue of tender documentation. Includes Statement of Requirements, Request for Proposals, Expression of Interest, Request for Tender (RFT) and draft contract.	Destroy 7 years after tender process completed	
*180.104.002*			
180.104.003	Records documenting the evaluation of tenders relating to population health care management and control programs and strategies received against selection criteria. Includes records documenting arrangement for carrying out the evaluation process, evaluation report, recommendations, final report and public notices.	Destroy 7 years after tender process completed	
*180.104.003*			
180.104.004	Post-offer negotiations and due diligence checks for tenders.	Destroy 7 years after tender process completed	
*180.104.004*			
180.104.005	Tender register	Destroy 7 years after last entry	
*180.104.005*			
180.104.006	Signed simple contracts and agreements	Destroy 7 years after last entry	
*180.104.006*			
POPULATION HEALTH CARE MANAGEMENT AND CONTROL
The function of managing the programs and health services for the population through the provision of injury, illness and disease mitigation and reduction programs, lifestyle awareness and promotion of healthy lifestyles and low risk behaviours, population health monitoring and strategic health care planning. Includes programs and strategies for controlling disease outbreaks such as epidemics and pandemics and managing immunisation and other population drug distribution programs.
Tendering (Continued)
The activities involved in receiving and assessing tenders, of making offers and finalising contract arrangements for the supply, sale or purchase of goods and services.

180.104.007	Contract register	Destroy 7 years after last entry	
*180.104.007*			
180.104.008	Unsuccessful tenders or a tender process where there is no suitable bidder, or where the tender process has been discontinued. Includes submissions, notification of outcome and reports on debriefing sessions.	Destroy 2 years after tender process completed or decision made not to continue with the tender	
*180.104.008*			

RETAIN AS TERRITORY ARCHIVES
POPULATION HEALTH CARE MANAGEMENT AND CONTROL
The function of managing the programs and health services for the population through the provision of injury, illness and disease mitigation and reduction programs, lifestyle awareness and promotion of healthy lifestyles and low risk behaviours, population health monitoring and strategic health care planning. Includes programs and strategies for controlling disease outbreaks such as epidemics and pandemics and managing immunisation and other population drug distribution programs.
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	
180.004.001	Final versions of speeches, presentations and papers presented at conferences on population health care management and control programs and strategies arranged by the agency.	Retain as Territory Archives	
*180.004.001*			
Advice
The activities associated with offering opinions as to an action or judgement. Includes the process of advising.

Entry No.	Description of Records	Disposal Action	
180.005.001	Receipt and provision of advice that resulted in major changes to policy, procedures or to the operations of the agency. Includes advice relating to injury, illness and disease mitigation, lifestyles and low risk behaviours, population health and strategic health care, radiation safety, environmental health, communicable disease and immunisation issues and other population drug distribution programs	Retain as Territory Archives	
*180.005.001*			
POPULATION HEALTH CARE MANAGEMENT AND CONTROL
The function of managing the programs and health services for the population through the provision of injury, illness and disease mitigation and reduction programs, lifestyle awareness and promotion of healthy lifestyles and low risk behaviours, population health monitoring and strategic health care planning. Includes programs and strategies for controlling disease outbreaks such as epidemics and pandemics and managing immunisation and other population drug distribution programs.
Audit
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 an agency, company or other organisation in a specified period. Includes compliance audits, financial audits, operational audits, recordkeeping audits, skills audits, system audits and quality assurance audits.

Entry No.	Description of Records	Disposal Action	
180.013.001	Final audit reports relating to operational audits of population health care management and control programs and strategies that result in substantial changes to policy or have a significant impact on operations.	Retain as Territory Archives	
*180.013.001*			
POPULATION HEALTH CARE MANAGEMENT AND CONTROL
The function of managing the programs and health services for the population through the provision of injury, illness and disease mitigation and reduction programs, lifestyle awareness and promotion of healthy lifestyles and low risk behaviours, population health monitoring and strategic health care planning. Includes programs and strategies for controlling disease outbreaks such as epidemics and pandemics and managing immunisation and other population drug distribution programs.
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.

[For audit committees, use STRATEGIC MANAGEMENT - Committees.]

Entry No.	Description of Records	Disposal Action	
180.020.001	Records of external or internal committees formed to manage or advise on population health care management and control programs and strategies. Includes final version of documents:
•	establishing the committee;
•	terms of reference;
•	appointment of members;
•	minutes;
•	reports;
•	recommendations; and
•	supporting documents such as briefing papers and discussion papers	Retain as Territory Archives	
*180.020.001*			
Distribution
The activities associated with disseminating items, correspondence or publications through sales, deliveries, or other customer services.

Entry No.	Description of Records	Disposal Action	
180.036.001	Records on the distribution of vaccines for immunisation and other population drug distribution programs.	Retain as Territory Archives	
*180.036.001*			
POPULATION HEALTH CARE MANAGEMENT AND CONTROL
The function of managing the programs and health services for the population through the provision of injury, illness and disease mitigation and reduction programs, lifestyle awareness and promotion of healthy lifestyles and low risk behaviours, population health monitoring and strategic health care planning. Includes programs and strategies for controlling disease outbreaks such as epidemics and pandemics and managing immunisation and other population drug distribution programs.
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.

Entry No.	Description of Records	Disposal Action	
180.042.001	External and internal reports evaluating population health care management and control programs and strategies, including communicable disease control, immunisation programs, radiation safety and environmental health programs.	Retain as Territory Archives	
*180.042.001*			
Exhibitions
The activities associated with using agency material in displays for the purpose of informing or educating the target audience, or promoting the activities, services, projects or programs of the agency.

Entry No.	Description of Records	Disposal Action	
180.044.001	Records relating to agency exhibitions, displays, etc. promoting the activities, services, courses, projects or programs on population health care including joint activities with academic partners/collaborators and other health institutions.
[See also COMMUNITY RELATIONS - Exhibitions.]	Retain as Territory Archives	
*180.044.001*			
POPULATION HEALTH CARE MANAGEMENT AND CONTROL
The function of managing the programs and health services for the population through the provision of injury, illness and disease mitigation and reduction programs, lifestyle awareness and promotion of healthy lifestyles and low risk behaviours, population health monitoring and strategic health care planning. Includes programs and strategies for controlling disease outbreaks such as epidemics and pandemics and managing immunisation and other population drug distribution programs.
Health Promotion
The process of promotion of programs which encourage the establishment and maintenance of a healthy environment and which encourage healthy lifestyles.  Includes workplace environments.

Entry No.	Description of Records	Disposal Action	
180.052.001	Records documenting the development of community programs, strategies and information handouts promoting healthy work and living environments resulting from the population health care management and control programs and strategies.	Retain as Territory Archives	
*180.052.001*			
Media Relations
The activities associated with establishing a relationship between the media and the agency. Includes cultivating media contacts, coordinating access to the media, authorising and issuing press releases and briefings, and organising media interviews.

Entry No.	Description of Records	Disposal Action	
180.071.001	Master set of agency media releases relating to population health care management and control programs and strategies.	Retain as Territory Archives	
*180.071.001*			
Planning
The process of formulating ways in which objectives can be achieved. Includes determination of services, needs and solutions to those needs.

Entry No.	Description of Records	Disposal Action	
180.079.001	Final version of major plans relating to population health care management and control programs and strategies.	Retain as Territory Archives	
*180.079.001*			
POPULATION HEALTH CARE MANAGEMENT AND CONTROL
The function of managing the programs and health services for the population through the provision of injury, illness and disease mitigation and reduction programs, lifestyle awareness and promotion of healthy lifestyles and low risk behaviours, population health monitoring and strategic health care planning. Includes programs and strategies for controlling disease outbreaks such as epidemics and pandemics and managing immunisation and other population drug distribution programs.
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.

Entry No.	Description of Records	Disposal Action	
180.080.001	Final version of policies relating to population health care management and control programs and strategies.	Retain as Territory Archives	
*180.080.001*			
Public Reaction
The process of handling public reaction to an agency's policies or services.  Includes anonymous letters, letters of complaint and letters of congratulations or appreciation received from the public.

Entry No.	Description of Records	Disposal Action	
179.084.001	Records documenting public reaction to the provision of patient services that cause significant public or political interest or results in significant changes to policies, procedures, established a precedent or required a significant investigation.
[For suggestions received from the public, use COMMUNITY RELATIONS - Suggestions.]	Retain as Territory Archives	
*179.084.001*			
POPULATION HEALTH CARE MANAGEMENT AND CONTROL
The function of managing the programs and health services for the population through the provision of injury, illness and disease mitigation and reduction programs, lifestyle awareness and promotion of healthy lifestyles and low risk behaviours, population health monitoring and strategic health care planning. Includes programs and strategies for controlling disease outbreaks such as epidemics and pandemics and managing immunisation and other population drug distribution programs.
Quality Assurance
The activities involved with the development, monitoring and reviewing of quality assurance programs.

Entry No.	Description of Records	Disposal Action	
180.085.001	Records documenting the development, monitoring and reviewing of quality assurance programs relating to population health care management and control programs and strategies.	Retain as Territory Archives	
*180.085.001*			
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	
180.155.001	Registers relating to population health care management and control programs and strategies. Including:
•	Alcohol and Drugs registers
•	Drug destruction registers
•	Hazardous substances registers
•	Notifiable diseases registers
•	Sudden Infant Deaths Syndrome (SIDS) register	Retain as Territory Archives	
*180.155.001*			
POPULATION HEALTH CARE MANAGEMENT AND CONTROL
The function of managing the programs and health services for the population through the provision of injury, illness and disease mitigation and reduction programs, lifestyle awareness and promotion of healthy lifestyles and low risk behaviours, population health monitoring and strategic health care planning. Includes programs and strategies for controlling disease outbreaks such as epidemics and pandemics and managing immunisation and other population drug distribution programs.
Reporting
The processes associated with initiating or providing a formal response to a situation or request (either internal, external or as a requirement of corporate policies, regulation, or legislation, e.g. Annual Report). Includes statistics and returns.

Entry No.	Description of Records	Disposal Action	
180.088.001	Final version of internal formal reports and reports made to external agencies relating to population health care management and control programs and strategies.	Retain as Territory Archives	
*180.088.001*			
Research
The activities involved in investigating or enquiring into a subject or area of interest in order to discover facts, principles, etc.  Used to support development of projects, standards, guidelines, etc. and business activities in general.  Includes following up enquiries relating to programs, projects, working papers, literature searches, etc.

Entry No.	Description of Records	Disposal Action	
180.091.001	Records documenting major research carried out relating to population health care management and control programs and strategies. Includes records of the collection, classification, analysis, interpretation and reporting of population health data. Also includes research carried out for contribution to inter-government and nationally coordinated programs.	Retain as Territory Archives	
*180.091.001*			
POPULATION HEALTH CARE MANAGEMENT AND CONTROL
The function of managing the programs and health services for the population through the provision of injury, illness and disease mitigation and reduction programs, lifestyle awareness and promotion of healthy lifestyles and low risk behaviours, population health monitoring and strategic health care planning. Includes programs and strategies for controlling disease outbreaks such as epidemics and pandemics and managing immunisation and other population drug distribution programs.
Reviewing
The activities involved in re-evaluating or re-examining products, processes, procedures, standards and systems. Includes recommendations and advice resulting from these activities.

Entry No.	Description of Records	Disposal Action	
180.093.001	Records relating to reviewing population health care and control processes, policies, procedures, standards and systems that result in major changes or are subject to high political or public interest. Includes final reports.	Retain as Territory Archives	
*180.093.001*			
Risk Management
The process involving identification of risks, likelihood and consequences of those risks and implementation of appropriate practice and procedures to treat the risks.

Entry No.	Description of Records	Disposal Action	
180.095.001	Records documenting the results of risk assessments relating to population health care management and control programs and strategies.	Retain as Territory Archives	
*180.095.001*			
180.095.002	Risk register for risks associated with population health care management and control programs and strategies	Retain as Territory Archives	
POPULATION HEALTH CARE MANAGEMENT AND CONTROL
The function of managing the programs and health services for the population through the provision of injury, illness and disease mitigation and reduction programs, lifestyle awareness and promotion of healthy lifestyles and low risk behaviours, population health monitoring and strategic health care planning. Includes programs and strategies for controlling disease outbreaks such as epidemics and pandemics and managing immunisation and other population drug distribution programs.
Submissions
The preparation and submission of a formal statement (e.g. report, statistics, etc) supporting a case or opinion held by the agency which is submitted to another agency, or within the agency, for the purpose of either gain or support.

Entry No.	Description of Records	Disposal Action	
180.102.001	Submissions (other than Cabinet submissions) made to the Chief Minister, Minister and other government bodies, directly relating to population health care management and control programs and strategies concerning controversial issues with far reaching social, economic or national implications.	Retain as Territory Archives	
*180.102.001*