Australian Capital Territory
Territory Records (Records Disposal Schedule – Tourism Records) Approval 2003*
Notifiable instrument NI2003—455
made under the
Territory Records Act 2002, s 19

I approve the Records Disposal Schedule – Tourism Records.

David Wardle
Director of Territory Records
10 November 2003

Records Disposal Schedule
Tourism Records

Introduction
Purpose
Scope
Authority
Structure and relationship to the Territory Version of Keyword AAA
Territory Version of Keyword AAA
Guidelines for use
Coverage of authority
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
Tourism Events
Tourism Management
Tourism Marketing
RECORDS DISPOSAL SCHEDULE
Classes for retention as Territory Archives

Introduction
The Records Disposal Schedule – Tourism Records is the official authority for the disposal of records relating to ACT tourism matters. 

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 to be 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 tourism records created or maintained by ACT Government agencies. 

Scope
This Records Disposal Schedule applies to all ACT Government agencies as defined in the Territory Records Act 2002. 
It applies to records in any format, including electronic records. 

Authority
The Director of Territory Records, in consultation with stakeholders and the Territory Records Advisory Council, has approved this Records Disposal Schedule for use. The schedule does not take effect until is has been incorporated into an agencies Records Management program that has been signed of 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 – Tourism Records has a hierarchical structure that reflects its arrangement according to functions and activities, rather than by subject, and its close relationship to the Territory Version of Keyword AAA. The Records Disposal Schedule is designed to be applicable to all tourism 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 (ie. 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 – Tourism Records: 
•	covers all Tourism records divided into the following functions: 
•	TOURISM EVENTS, 
•	TOURISM MANAGEMENT, and 
•	TOURISM MARKETING. 
•	is intended to cover most tourism records common to all ACT Government agencies; 
•	is intended to be used in conjunction with TARDiS; 
•	specifies the minimum period records should be kept (retention periods); 
•	specifies whether, upon the expiry of the retention periods, the records may be destroyed or are required as Territory Archives; and 
•	is applicable to records created and maintained in any format, including electronic or formats such as microfiche. 

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

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

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

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

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

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

Format of record
This Records Disposal Schedule is applicable to any record that performs the function prescribed, irrespective of format. Records may include: 
•	cards, 
•	registers, 
•	files, 
•	microfilm, 
•	microfiche, 
•	COM (computer output microfiche), 
•	electronic records, including various electronic media, and 
•	any other formats. 

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

Electronic records must be readily accessible for the length of the specified retention period. Routine treatment (such as wiping, updating, alterations or rerecording) does 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 record classes covered by this Records Disposal Schedule: 

Territory Records Act 2002 
Canberra Tourism and Events Corporation Amendment Act 2003 
Australian Capital Tourism Corporation Act 1997 
Freedom of Information Act 1989 
Occupational Health and Safety Act 1989 
Occupational Health and Safety Regulations 1991 

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; 
•	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 transaction 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 which 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 which 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 which 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

Tourism Events 

The function of arranging, approving and supporting tourist events and festivals.  Includes identifying, approving, managing, enhancing and providing support to events and festivals which are conducted in order to attract tourists. 

Accidents (events)	Acquisition 	Addresses (presentations)	
Advice	Agreements	Arrangements	
Audit	Authorisation	Enquiries	
Budgeting	Cases	Celebrations	
Ceremonies	Claims	Committees	
Compliance	Conferences	Conservation	
Construction	Contracting-out	Disposal	
Distribution	Drafting	Evaluation	
Financial Statements	Grant Funding	Implementation	
Inquiries	Inspections	Installation	
Insurance	Joint Ventures	Leasing	
Leasing-out	Liaison	Marketing	
Media Relations	Meetings	Payments	
Planning	Policy	Procedures	
Public Reaction	Reporting	Representatives	
Research	Reviewing	Risk Management	
Security	Submissions	Suggestions	
Tendering			

Tourism Management 

The function of managing tourism. Includes identifying tourist opportunities, encouraging the sustainable development of tourism, constructing and operating tourist facilities, providing tourism and travel information and booking services, advising the tourist and travel industries. 

Acquisition 	Addresses (presentations)	Advice	
Agreements	Arrangements	Audit	
Authorisation	Bookings (tourism)	Cases	
Celebrations	Ceremonies	Claims	
Committees	Compliance	Conferences	
Conservation	Construction	Contracting-out	
Data Administration	Database Management	Disposal	
Distribution	Drafting	Enquiries	
Evaluation	Financial Statements	Grant Funding	
Implementation	Inquiries	Inspections	
Installation	Insurance	Joint Ventures	
Leasing	Leasing-out	Liaison	
Marketing	Media Relations	Meetings	
Payments	Planning	Policy	
Procedures	Public Reaction	Reporting	
Representatives	Research	Reviewing	
Risk Management	Security	Standards	
Submissions	Suggestions	Tendering	
Visits			

Tourism Marketing 

The function of analysing, creating and selling tourism and tourist and travel related products and services. Includes market research, sales forecasting, advertising, media releases, promotion, pricing and product evaluation. 

Acquisition	Agreements	Enquiries	
Addresses	Advice	Arrangements	
Audit	Authorisation	Budgeting	
Cases	Celebrations	Committees	
Compliance	Conferences	Contracting-out	
Distribution	Drafting	Evaluation	
Financial Statements	Grant Funding	Implementation	
Inquiries	Joint Ventures	Liaison	
Media Relations	Meetings	Payments	
Planning	Policy	Procedures	
Production	Public Reaction	Reporting	
Representatives	Research	Reviewing	
Submissions	Suggestions	Tendering	

RECORDS DISPOSAL SCHEDULE

Tourism Records Disposal Schedule July 2003
TOURISM EVENTS 
The function of arranging, approving and supporting tourist events and festivals. Includes 
identifying, approving, managing, enhancing and providing support to events and festivals which 
are conducted in order to attract tourists. 
Accidents (Events) 
The activities involved in dealing with mishaps causing injury or damage during events and 
festivals. Includes damage or injury to people and property during events and festivals. Also 
includes measures to prevent accidents occurring. 
Entry 	Description of Records 	Disposal Action 
1.2.1	Accident/incident reports and supporting 	Destroy 30 years after 
*1.2.1*	documentation of death, serious personal injury, 	last action 
	dangerous occurrences and incapacity to the public 
	during events and festivals. Includes accident registers. 
	[For accident reports for Territory employees refer to 
	the TARDiS] 
1.2.2	Accident/incident reports of personal injuries during 	Destroy when person 
*1.2.2*	events and festivals to members of the public aged less 	reaches 25 years of 
	than 18 years, not resulting in claims for compensation. 	age, or 7 years after 
	last action, 
	whichever is later 
	[For copies of accident reports where a claim for 
	compensation is submitted by a member of the public 
	following an accident, use Tourism Events - Claims.] 
1.2.3	Accident/incident reports of personal injuries during 	Destroy 7 years after 
*1.2.3*	events and festivals to members of the public aged over 	last action 
	18 years, not resulting in claims for compensation. 
	[For copies of accident reports where a claim for 
	compensation is submitted by a member of the public 
	following an accident, use Tourism Events - Claims.] 

Tourism Records Disposal Schedule July 2003
TOURISM EVENTS 
The function of arranging, approving and supporting tourist events and festivals.  Includes 
identifying, approving, managing, enhancing and providing support to events and festivals which 
are conducted in order to attract tourists. 
Acquisition 
The process of gaining ownership or use of property and other items or the provision of services 
required in the conduct of business through purchase or requisitions. 
Entry 	Description of Records 	Disposal Action 
1.4.1	Records documenting the acquisition of goods and 	Destroy 7 years after 
*1.4.1*	services required to support events and festivals where 	action completed 
	there is no tender or contracting-out process (ie where 
	the cost of the acquisition is below the threshold for 
	tendering or where a purchase is made against a period 
	contract). 
	[For the acquisition of goods and services through a 
	tender process, use Tourism Events - Tendering. 
	
	For the management of contracted out services, 
	Use Tourism Events - Contracting-out.] 

Tourism Records Disposal Schedule July 2003
TOURISM EVENTS 
The function of arranging, approving and supporting tourist events and festivals. Includes 
identifying, approving, managing, enhancing and providing support to events and festivals which 
are conducted in order to attract tourists. 
Addresses (presentations) 
The activity of giving addresses for training, professional, community relations or sales purposes. 
Includes speeches and multi-media presentations. 
Entry 	Description of Records	Disposal Action 
1.5.1	Final version of addresses made by the Chief Minister or 	Retain as Territory 
*1.5.1*	portfolio Minister or senior agency officers at major 	Archives 
	public events. 
	[For addresses not at or about events or festivals use 
	Tourism Management - addresses (presentations). 
	
	For addresses relating to community or government 
	relations refer to the TARDiS.] 
1.5.2	Final versions of other addresses delivered in the routine 	Destroy 2 years after 
*1.5.2*	 promotion of events. 	last presentation 
1.5.3	Working papers documenting the development of 	Destroy when 
*1.5.3*	addresses, including drafts. 	reference ceases 

Tourism Records Disposal Schedule July 2003
TOURISM EVENTS 
The function of arranging, approving and supporting tourist events and festivals. Includes 
identifying, approving, managing, enhancing and providing support to events and festivals which 
are conducted in order to attract tourists. 
Advice 
The activities associated with offering opinions by or to the agency as to an action or judgement. 
Includes the process of advising. 
Entry 	Description of Records 	Disposal Action 
1.6.1	Records documenting the receipt of advice which 	Retain as Territory 
*1.6.1*	resulted in major changes to the organisation or 	Archives 
	management of events and festivals. Includes advice 
	provided by consultants. 
1.6.2	Records documenting the receipt and provision of all 	Destroy 5 years after 
*1.6.2*	other advice on events and festivals. Includes advice 	action completed 
	provided by consultants. 
1.6.3	Working papers documenting the development of advice 	Destroy 2 years after 
*1.6.3*	relating to events and festivals. 	action completed 

Tourism Records Disposal Schedule July 2003
TOURISM EVENTS 
The function of arranging, approving and supporting tourist events and festivals. Includes 
identifying, approving, managing, enhancing and providing support to events and festivals which 
are conducted in order to attract tourists. 
Agreements 
The processes associated with the establishment, maintenance, review and negotiation of agreements. 
Entry 	Description of Records 	Disposal Action 
1.7.1	Final version of significant agreements relating to events 	Retain as Territory 
*1.7.1*	or festivals with government bodies or private 	Archives 
	organisations with implications for major liabilities or 
	obligations for agency. 
1.7.2	Records relating to the negotiations, establishment, 	Retain as Territory 
*1.7.2*	maintenance and review of significant agreements 	Archives 
	relating to events or festivals. 
1.7.3	Final version of other agreements relating to events or 	Destroy 10 years after
*1.7.3*	festivals. 	expiry of the 
	agreement 
1.7.4	Records relating to the negotiations, establishment, 	Destroy 10 years after
*1.7.4*	maintenance and review of other agreements relating to 	expiry of the 
	events or festivals. 	agreement 

Tourism Records Disposal Schedule July 2003
TOURISM EVENTS 
The function of arranging, approving and supporting tourist events and festivals.  Includes 
identifying, approving, managing, enhancing and providing support to events and festivals which 
are conducted in order to attract tourists. 
Arrangements 
The activities involved in arranging for a journey or trip. Includes preparing travel itineraries, 
authorisations, entitlements etc Also includes arrangements made for the delivery of equipment or 
goods and the usage made of facilities, vehicles, equipment and space. 
Entry 	Description of Records 	Disposal Action 
1.12.1	Records relating to travel and accommodation 	Destroy 1 year after 
*1.12.1*	arrangements made in relation to events and festivals. 	action completed 

Tourism Records Disposal Schedule July 2003
TOURISM EVENTS 
The function of arranging, approving and supporting tourist events and festivals. Includes 
identifying, approving, managing, enhancing and providing support to events and festivals which 
are conducted in order to attract tourists. 
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 the agency in a specified 
period. Includes compliance audits, financial audits, operational audits, recordkeeping audits, 
skills audits, system audits and quality assurance audits. 
Entry 	Description of Records 	Disposal Action 
1.14.1	Final report of an external audit of events and festivals 	Destroy 10 years after 
*1.14.1*	(eg conducted by an external authority such as the ACT 	action completed 
	Auditor General's Office) where: 
	the audit report is qualified by the Auditor-General; 
	there are major or significant changes to agency practices. 
1.14.2	Final report of an internal or external audit of events and 	Destroy 5 years after 
*1.14.2*	festivals where:	action completed 
	the audit report has been accepted by the Auditor-General; 
	there are no changes or only minor or routine changes to 
	agency practices. Includes recommendations and 
	implementation plans. 
1.14.3	Records documenting the planning and conduct of internal 	Destroy 3 years after 
*1.14.3*	and external audits relating to events and festivals. 	action completed 

Tourism Records Disposal Schedule July 2003
TOURISM EVENTS 
The function of arranging, approving and supporting tourist events and festivals. Includes 
identifying, approving, managing, enhancing and providing support to events and festivals which 
are conducted in order to attract tourists. 
Authorisation 
The process of delegating power to authorise an action and the seeking and granting permission to 
undertake a requested action. 
Entry 	Description of Records	Disposal Action 
1.15.1	Delegations of powers to agency staff to authorise 	Destroy 7 years after 
*1.15.1*	administrative action relating to the events and festivals. 	delegation expires 

Budgeting 
The process of planning the use of expected income and expenditure over a specified period. 
Entry 	Description of Records	Disposal Action 
1.17.1	Budget estimates and associated records prepared for 	Destroy 7 years after 
*1.17.1*	events and festivals. 	action completed 
1.17.2	Records documenting spending progress or revenue 	Destroy 3 years after 
*1.17.2*	collection against allocations for events and festivals. 	action completed 

Tourism Records Disposal Schedule July 2003
TOURISM EVENTS 
The function of arranging, approving and supporting tourist events and festivals.  Includes 
identifying, approving, managing, enhancing and providing support to events and festivals which 
are conducted in order to attract tourists. 
Cases 
This activity descriptor should be used where there is a need to keep a number of activities together
on one file, for legislative or operational reasons. Case files relate to particular incidents, persons, 
organisations or clients. 
Entry 	Description of Records	Disposal Action
N/A	[Use this activity descriptor when there is a need to keep 	Not Applicable 
	records relating to a number of activities together on one 
	file. In such cases sentence the file with the longest 
	retention period for any activity on the file.] 
Celebrations
The activities associated with arranging and managing festivities to honour a particular activity. 
Entry 	Description of Records	Disposal Action
1.19.1	Programs, invitations, guest lists and photographs relating 	Retain as Territory 
*1.19.1*	to major celebrations at Territory events and festivals. 	Archives 
1.19.2	Records documenting routine arrangements supporting 	Destroy 2 years after 
*1.19.2*	major celebrations at Territory events and festivals. 	action completed 
	Includes catering, venue bookings, etc. 
1.19.3	Records documenting all arrangements for other 	Destroy 2 years after 
*1.19.3*	celebrations of lesser significance at events and festivals. 	action completed 
	Includes programs, invitations, guest lists, catering, 
	venue bookings and entertainment. 

Tourism Records Disposal Schedule July 2003
TOURISM EVENTS
The function of arranging, approving and supporting tourist events and festivals. Includes 
identifying, approving, managing, enhancing and providing support to events and festivals which 
are conducted in order to attract tourists. 
Ceremonies
The activities associated with arranging and managing a formal act performed for a special occasion. 
Entry 	Description of Records	Disposal Action
1.20.1	Programs, invitations, guest lists and photographs 	Retain as Territory 
*1.20.1*	relating to major ceremonies held to mark a special 	Archives 
	occasion (eg the initiation of a new event or festival). 
1.20.2	Records documenting routine arrangements supporting 	Destroy 2 years after 
*1.20.2*	major ceremonies held to mark a special occasion. 	action completed 
	Includes catering, venue bookings, etc. 
1.20.3	Records documenting all arrangements for other ceremonies 	Destroy 2 years after 
*1.20.3*	of lesser significance. Includes programs, invitations, 	action completed 
	guest lists, catering, venue bookings and entertainments. 
Claims
The process of administering and managing payments demanded in accordance with an insurance policy 
as compensation for injury, death, or denial of rights of a person, or damage to or destruction of property. 
Includes disputes over rights and ownership, and recompense sought for stolen or lost property. 
Entry 	Description of Records	Disposal Action
1.21.1	Records documenting insurance claims for injury, damage 	Destroy 7 years after 
*1.21.1*	 and/or loss during events or festivals. 	finalisation or 
	withdrawal of claim 
	[For insurance policies and annual renewal for events 
	and festivals, use Tourism Events - Insurance.] 

Tourism Records Disposal Schedule July 2003
TOURISM EVENTS
The function of arranging, approving and supporting tourist events and festivals. Includes 
identifying, approving, managing, enhancing and providing support to events and festivals which 
are conducted in order to attract tourists. 
Committees
The activities associated with the management of committees and task forces. Includes the committee’s 
establishment, appointment of members, terms of reference, proceedings, minutes of meetings, reports, 
agendas etc. 
Entry 	Description of Records	Disposal Action
1.22.1	Records of external committees formed to manage or 	Retain as Territory 
*1.22.1*	advise on events and festivals. 	Archives 
	Includes: 
	documents establishing the committee; 
	final versions of minutes;
	reports; 
	recommendations; 
	supporting documents such as briefing papers and 
	discussion papers. 
1.22.2	Records of internal committees formed to manage or 	Destroy 7 years after 
*1.22.2*	advise on events and festivals. 	action completed 
	Includes: 
	documents establishing the committee; 
	final versions of minutes; 
	reports; 
	recommendations; 
	supporting documents such as briefing papers and 
	discussion papers. 
1.22.3	Working papers documenting the conduct and 	Destroy when 
*1.22.3*	administration of committees formed to manage or 	reference ceases 
	advise on events and festivals. 
	Includes: 
	agenda; 
	notices of meetings; 
	draft minutes. 

Tourism Records Disposal Schedule July 2003
TOURISM EVENTS
The function of arranging, approving and supporting tourist events and festivals.  Includes identifying, 
approving, managing, enhancing and providing support to events and festivals which are conducted in 
order to attract tourists. 
Compliance
The activities associated with complying with mandatory or optional accountability, fiscal, legal, 
regulatory or quality standards or requirements to which the agency is subject. Includes compliance 
with legislation and with national and international standards, such as the ISO 9000 series. 
Entry 	Description of Records	Disposal Action
1.23.1	Records documenting compliance with mandatory or 	Destroy 7 years after 
*1.23.1*	optional standards or with statutory requirements 	action completed 
	relating to events or festivals. 

Tourism Records Disposal Schedule July 2003
TOURISM EVENTS
The function of arranging, approving and supporting tourist events and festivals. Includes identifying, 
approving, managing, enhancing and providing support to events and festivals which are conducted 
in order to attract tourists. 
Conferences
The activities involved in arranging or attending conferences held either by the agency or by other 
agencies. Includes registrations, publicity, and reports of participants etc. 
Entry 	Description of Records	Disposal Action
1.24.1	Records documenting conferences arranged by agency 	Destroy 3 years after 
*1.24.1*	related to events and festivals.	action completed 
	Includes: 
	program development; 
	invitations to speakers; 
	promotion activities; 
	registrations; 
	venue bookings; 
	copies of financial statements. 
1.24.2	Reports commenting on and assessing conferences 	Destroy 3 years after 
*1.24.2*	arranged by agency related to events and festivals. 	action completed 
1.24.3	Master copies of unpublished proceedings and reports, 	Destroy 5 years after 
*1.24.3*	speeches and papers from conferences arranged by agency 	action completed 
	related to events and festivals. 
1.24.4	Published proceedings from conferences arranged by 	Destroy when 
*1.24.4*	agency related to events and festivals. 	reference ceases 

Tourism Records Disposal Schedule July 2003
TOURISM EVENTS
The function of arranging, approving and supporting tourist events and festivals. Includes identifying, approving, managing, enhancing and providing support to events and festivals which are conducted in order to attract tourists. 
Conferences - Continued
The activities involved in arranging or attending conferences held either by the agency or by other 
agencies. Includes registrations, publicity, and reports of participants etc. 
Entry 	Description of Records	Disposal Action
1.24.5	Records documenting the attendance of staff at 	Destroy when 
*1.24.5*	conferences arranged by other organisations related to 	reference ceases 
	events and festivals. Includes conference promotion 
	material, programs and registration forms. 
	[For travel and accommodation arrangements made 
	for staff to attend conferences, use Tourism Events - 
	Arrangements.] 
Conservation
The activities involved in the preservation, protection, maintenance, restoration and enhancement 
of properties, including buildings and land, and information resources and artefacts. 
Entry 	Description of Records	Disposal Action
1.25.1	Records documenting activities involved in the preparation, 	Destroy 7 years after 
*1.25.1*	enhancement and/or restoration of properties used for events	action completed 
	and festivals. 
	[For activities involving the conservation of properties 
	of Territory significance refer to the TARDiS.] 

Tourism Records Disposal Schedule July 2003
TOURISM EVENTS
The function of arranging, approving and supporting tourist events and festivals. Includes 
identifying, approving, managing, enhancing and providing support to events and festivals which 
are conducted in order to attract tourists. 
Construction
The process of making or building something. 
Entry 	Description of Records	Disposal Action
1.26.1	Records documenting the construction activities related 	Destroy when 
*1.26.1*	to events and festivals. 	property is disposed 
	Includes: 	of or transfer to new 
	records of consultations (eg with owners and 	owners 
	local authorities); specifications; 
	building plans; 
	project management records. 
	[For activities involving construction on properties of 
	Territory significance refer to the TARDiS.] 
1.26.2	Records documenting construction activities related to 	Destroy 7 years after 
*1.26.2*	events and festivals not proceeded with. 	decision to suspend 
	construction 
1.26.3	Records documenting minor and temporary construction 	Destroy when 
*1.26.3*	related to events and festivals. 	reference ceases 
1.26.4	Working papers documenting construction activities 	Destroy when 
*1.26.4*	related to events and festivals. 	reference ceases 

Tourism Records Disposal Schedule July 2003
TOURISM EVENTS
The function of arranging, approving and supporting tourist events and festivals.  Includes identifying, approving, managing, enhancing and providing support to events and festivals which are conducted in order to attract tourists. 
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 	Description of Records	Disposal Action
1.27.1	Records documenting contract management relating to 	Destroy 7 years after 
*1.27.1*	events and festivals. 	completion or other 
	Includes:	termination of 
	minutes of meetings with main stakeholders; 
	performance and evaluation reports. 
Disposal
The process of disposing of property no longer required by the agency, by sale, transfer, termination of lease, auction, donation or destruction. Includes destruction or transfer, and the program of activities to facilitate the orderly transfer of semi-active and inactive records from current office space into storage. 
Entry 	Description of Records	Disposal Action
1.36.1	Records documenting the disposal of properties and 	Destroy 7 years after 
*1.36.1*	goods acquired for events and festivals.	action completed 
Distribution
The activities associated with disseminating items, correspondence, or publications through sales, 
deliveries, or other customer services. 
Entry 	Description of Records	Disposal Action
1.38.1	Records documenting the distribution activity relating 	Destroy when 
*1.38.1*	to events and festivals. Includes address lists. 	reference ceases 

Tourism Records Disposal Schedule July 2003
TOURISM EVENTS
The function of arranging, approving and supporting tourist events and festivals.  Includes identifying, approving, managing, enhancing and providing support to events and festivals which are conducted in order to attract tourists. 
Drafting
The activities associated with preparing preliminary drafts or outlines of addresses, reports, 
articles, plans, sketches, etc. prior to production. 
Entry 	Description of Records	Disposal Action
1.40.1	Records documenting the drafting process for material 	Destroy when 
*1.40.1*	related to events and festivals. 	reference ceases 
Enquiries
The activities associated with the handling of requests for information about the agency and its services by the general public, agency employees or another agency. 
Entry 	Description of Records	Disposal Action
1.42.1	Records documenting the handling of public enquiries 	Destroy 2 years after 
*1.42.1*	about events and festivals. 	action completed 

Tourism Records Disposal Schedule July 2003
TOURISM EVENTS
The function of arranging, approving and supporting tourist events and festivals. Includes identifying, approving, managing, enhancing and providing support to events and festivals which are conducted in order to attract tourists. 
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 	Description of Records	Disposal Action
1.44.1	External and internal reports evaluating the Tourism 	Retain as Territory 
*1.44.1*	Events function and/or major events and festivals. 	Archives 
1.44.2	Working papers supporting external or internal reports 	Destroy when 
*1.44.2*	evaluating the Tourism Events function and/or major 	reference ceases 
	events and festivals. 
1.44.3	Other records documenting the evaluation and ongoing 	Destroy 3 years after 
*1.44.2*	monitoring of events and festivals. 	action completed 

Tourism Records Disposal Schedule July 2003
TOURISM EVENTS
The function of arranging, approving and supporting tourist events and festivals.  Includes identifying, approving, managing, enhancing and providing support to events and festivals which are conducted in order to attract tourists. 
Financial Statements
The process of compiling annual statements presented in prescribed tabular form showing receipts 
and payments, both actual and budgeted for the current financial year and the actual amounts 
received or paid for the previous financial year. 
Entry 	Description of Records	Disposal Action
1.47.1	Annual financial statements or formal interim financial 	Destroy 7 years after 
*1.47.1*	statements, and background documentation for events or 	action completed 
	festivals where these are required to be recorded and/or 
	kept or reported separately from agency’s normal 
	accounting systems. Includes annual statements of assets 
	and liabilities, operating statement of financial position, 
	balance sheets and statements of cash flows for the event 
	or festival. 
	[For normal agency financial statements refer 
	to the TARDiS.] 
Grant Funding
The activities associated with the application for and receipt of grants. 
Entry 	Description of Records	Disposal Action
1.51.1	Records documenting successful applications made by 	Destroy 7 years after 
*1.51.1*	agency for grant funding for events or festivals. 	action completed 
	[For the management of grant money received by CTEC 
	refer to the TARDiS.] 
1.51.2	Records documenting unsuccessful applications made by 	Destroy 2 years after 
*1.51.2*	agency for grant funding for events or festivals. 	action completed 

Tourism Records Disposal Schedule July 2003
TOURISM EVENTS
The function of arranging, approving and supporting tourist events and festivals. Includes identifying, approving, managing, enhancing and providing support to events and festivals which are conducted in order to attract tourists. 
Implementation
The activities associated with carrying out or putting into action, plans, policies, procedures or 
instructions, all of which could be internally or externally driven. Includes manual or automated 
databases, applications or systems, but excludes installation of equipment. Also includes monitoring to ensure the implementation goes according to schedule and that standards are met and includes first aid treatment. 
Entry 	Description of Records	Disposal Action
1.55.1	Records documenting the implementation of plans, policies 	Destroy 3 years after 
*1.55.1*	and procedures developed to support events and festivals. 	action completed 
Inquiries
The activities associated with liaising with bodies carrying out inquiries and participating in 
them.  Inquiries are investigations carried out by people or bodies who have been empowered to 
inquire and report on a subject, such as Royal Commissions, Judicial Commissions, Boards of 
Inquiry, Legislative Assembly and Ombudsman's inquiries. Includes the agency's participation in 
the inquiry by providing evidence in the form of records, submissions or staff. 
Entry 	Description of Records	Disposal Action
N/A	[For inquiries into the Tourism Events function refer to 	Not Applicable 
	the TARDiS.] 

Tourism Records Disposal Schedule July 2003
TOURISM EVENTS
The function of arranging, approving and supporting tourist events and festivals. Includes identifying, approving, managing, enhancing and providing support to events and festivals which are conducted in order to attract tourists. 
Inspections
The process of official examinations of facilities, equipment and items, to ensure compliance with agreed standards and objectives. 
Entry 	Description of Records	Disposal Action
1.59.1	Records documenting inspections of facilities, equipment 	Destroy 3 years after 
*1.59.1*	and items related to events and festivals. 	action completed 
	[For formal audits, use Tourism Events - Audit.] 
Installation
Activities involved in placing equipment in position and connecting and adjusting it for use. 
Entry 	Description of Records	Disposal Action
1.60.1	Records documenting the installation and initial 	Destroy 2 years after 
*1.60.1*	configuration of equipment for events and festivals. 	action completed 
1.60.2	Records documenting the reconfiguration and adjustment	Destroy 1 year after 
*1.60.2*	of equipment after initial installation. 	either the next 
	reconfiguration or 
	when the equipment 
	is disposed of, 
	whichever is the 
      earlier 

Tourism Records Disposal Schedule July 2003
TOURISM EVENTS
The function of arranging, approving and supporting tourist events and festivals. Includes identifying, approving, managing, enhancing and providing support to events and festivals which are conducted in order to attract tourists. 
Insurance
The process of taking out premiums to cover loss or damage to property or premises, and to cover 
customers and staff against injury or death resulting from incidents on the agency's premises or whilst engaged during employment. 
Entry 	Description of Records	Disposal Action
1.61.1	Insurance policies covering property, equipment, etc for 	Destroy 7 years after 
*1.61.1*	events and festivals.	policy expires 
	[For insurance claims lodged, use Tourism Events – Claims] 
1.61.2	Records documenting the annual renewal of insurance 	Destroy 1 year after 
*1.61.2*	policies. 	action completed 

Tourism Records Disposal Schedule July 2003
TOURISM EVENTS
The function of arranging, approving and supporting tourist events and festivals.  Includes identifying, approving, managing, enhancing and providing support to events and festivals which are conducted in order to attract tourists. 
Joint Ventures
The activities involved in managing joint operations between departments, either within the agency or with other agencies, or with the government, where there is a contract, joint contribution of funds and/or time. Also includes private sector ventures with public sector organisations, and co-research or collaboration between inter-departmental units, departments or agencies. 
Entry 	Description of Records	Disposal Action
1.64.1	Final signed version of joint venture agreements or contracts 	Retain as Territory 
*1.64.1*	relating to events or festivals of major significance to agency 	Archives 
	and the Territory. Includes those with implications for major 
	liabilities or obligations for agency. 
1.64.2	Working papers relating to the establishment and 	Retain as Territory 
*1.64.2*	negotiations and management of joint venture agreements 	Archives 
	relating to events or festivals of major significance. 
1.64.3	Final versions of other joint venture agreements or 	Destroy 7 years after 
*1.64.3*	contracts relating to events or festivals. 	completion or other 
	termination of 
	agreement or contract 
1.64.4	Working papers relating to the establishment, 	Destroy 7 years after 
*1.64.4*	negotiations and management of other joint venture 	completion or other 
	agreements or contracts relating to events or festivals. 	termination of 
	agreement or contract 

Tourism Records Disposal Schedule July 2003
TOURISM EVENTS
The function of arranging, approving and supporting tourist events and festivals. Includes identifying, approving, managing, enhancing and providing support to events and festivals which are conducted in order to attract tourists. 
Leasing
The activities involved in leasing items, equipment, accommodation, premises or real estate from 
another agency. Includes the process of chartering. 
Entry 	Description of Records	Disposal Action
1.65.1	Records documenting the leasing of property, equipment 	Destroy 7 years after 
*1.65.1*	etc for events and festivals. 	lease expires or is 
	Includes: 	terminated 
	negotiations; 
	cost-benefit analysis; 
	assessments; 
	signed leases.
1.65.2	Records documenting the on-going management of leases	Destroy 7 years after 
*1.65.2*	of property, equipment etc for events and festivals. 	lease expires or is 
	terminated 

Tourism Records Disposal Schedule July 2003
TOURISM EVENTS
The function of arranging, approving and supporting tourist events and festivals. Includes identifying, approving, managing, enhancing and providing support to events and festivals which are conducted in order to attract tourists. 
Leasing-out
The activities involved in leasing-out items, equipment, accommodation, premises or real estate to 
another agency or person for a specified period and agreed price. Includes the formal documentation 
setting out conditions, rights, responsibilities etc of both parties. Also includes subleasing.
Entry 	Description of Records	Disposal Action
1.66.1	Records documenting the leasing-out of agency property, 	Destroy 7 years after 
*1.66.1*	equipment etc for events and festivals. 	lease expires or is 
	Includes: 	terminated 
	negotiations; 
	cost-benefit analysis; 
	assessments; 
	signed leases. 
1.66.2	Records documenting the on-going management of leases 	Destroy 7 years after 
*1.66.2*	of agency property, equipment etc for events and festivals. 	lease expires or is 
	terminated 
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 	Description of Records	Disposal Action
1.69.1	Records documenting liaison activities undertaken with 	Destroy 3 years after 
*1.69.1*	organisations and community groups relating to events 	action completed 
	and festivals. Includes collaboration on projects, exchange 
	of information and all the activities of a member of an 
	organisation. 

Tourism Records Disposal Schedule July 2003
TOURISM EVENTS
The function of arranging, approving and supporting tourist events and festivals. Includes identifying, approving, managing, enhancing and providing support to events and festivals which are conducted in order to attract tourists. 
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 	Description of Records	Disposal Action
1.72.1	Records documenting the marketing of events and festivals. 	Destroy 5 years after 
*1.72.1*	Includes records covering arrangements for advertising 	action completed 
	campaigns and promotional photographs. 
	[For marketing of ACT tourism in general use Tourism 
	Marketing
	
	For media releases related to events and festivals use 
	Tourism Events - Media relations.] 

Tourism Records Disposal Schedule July 2003
TOURISM EVENTS
The function of arranging, approving and supporting tourist events and festivals. Includes identifying, approving, managing, enhancing and providing support to events and festivals which are conducted in order to attract tourists. 
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 	Description of Records	Disposal Action
1.73.1	Master set of agency media releases relating to events and 	Retain as Territory 
*1.73.1*	 festivals. 	Archives 
1.73.2	Records documenting administrative arrangements with 	Destroy 2 years after 
*1.73.2*	the media relating to events and festivals. Includes the 	action completed 
	issuing of media releases, organizing interviews and 
	providing information and assistance to support media 
	coverage of an event or festival. 
1.73.3	Copies of media items specifically relating to events or 	Destroy when 
*1.73.3*	festivals. Includes newscuttings, transcripts and 	reference ceases 
	electronic items. 

Tourism Records Disposal Schedule July 2003
TOURISM EVENTS
The function of arranging, approving and supporting tourist events and festivals. Includes identifying, approving, managing, enhancing and providing support to events and festivals which are conducted in order to attract tourists. 
Meetings
The activities associated with adhoc gatherings held to formulate, discuss, update or resolve issues
and matters pertaining to managing the section, department, or agency as a whole. Includes 
arrangements, agenda, taking of minutes etc. Excludes committee meetings. 
Entry 	Description of Records	Disposal Action
1.74.1	Final version of minutes and supporting documents 	Destroy 3 years after 
*1.74.1*	tabled at meetings held in relation to events and 	action completed 
	festivals.  Includes meetings with external agencies. 
1.74.2	Working papers documenting the conduct and administration 	Destroy when 
*1.74.2*	of meetings held in relation to events and festivals. Includes 	reference ceases 
	agenda, notices of meetings and draft minutes. 
Payments
The activities involved in the preparation and payment of money. 
Entry 	Description of Records	Disposal Action
1.79.1	Records documenting the preparation and payment of 	Destroy 7 years after 
*1.79.1*	money in relation to events and festivals where these are 	action completed 
	required to be recorded and/or kept or reported 
	separately from agency’s normal accounting systems. 
	[For cases in which payment is made and recorded 
	through normal accounting systems refer to the TARDiS.] 

Tourism Records Disposal Schedule July 2003
TOURISM EVENTS
The function of arranging, approving and supporting tourist events and festivals. Includes identifying, approving, managing, enhancing and providing support to events and festivals which are conducted in order to attract tourists. 
Planning
The process of formulating ways in which objectives can be achieved. Includes determination of 
services, needs and solutions to those needs. 
Entry 	Description of Records	Disposal Action
1.81.1	Final version of plans for major events and festivals. 	Retain as Territory 
*1.81.1*	Archives 
1.81.2	Final version of plans for other events and festivals. 	Destroy when plan 
*1.81.2*	superseded or 5 years
	after action completed 
	whichever comes first 
1.81.3	Working papers used to develop plans for other events 	Destroy 1 year after 
*1.81.3*	and festivals. Includes draft plans, reports analysing 	adoption of the final 
	issues, and comments on draft plans. 	plan 
1.81.4	Copies of plans for events and festivals. 	Destroy when 
*1.81.4*	reference ceases 

Tourism Records Disposal Schedule July 2003
TOURISM EVENTS
The function of arranging, approving and supporting tourist events and festivals. Includes identifying, approving, managing, enhancing and providing support to events and festivals which are conducted in order to attract tourists. 
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 	Description of Records	Disposal Action
1.82.1	Final version of policies for events and festivals. 	Retain as Territory 
*1.82.1*	Archives 
1.82.2	Records documenting the development and 	Destroy 5 years after 
*1.82.2*	establishment of agency’s policies for events and 	policy is superseded 
	festivals. 
	Includes: 
	policy proposals; 
	research papers; 
	results of consultations; 
	supporting reports. 
1.82.3	Records documenting comments made on the 	Destroy 3 years after 
*1.82.3*	development of policies for events and festivals. 	promulgation of the 
	new policy 
1.82.4	Working papers documenting the development of 	Destroy 3 years after 
*1.82.4*	policies for events and festivals.	promulgation of the 
	new policy 
1.82.5	Copies of policy documents for events and festivals and 	Destroy when 
*1.82.5*	supporting papers. 	reference ceases 

Tourism Records Disposal Schedule July 2003
TOURISM EVENTS
The function of arranging, approving and supporting tourist events and festivals. Includes identifying, approving, managing, enhancing and providing support to events and festivals which are conducted in order to attract tourists. 
Procedures
Standard methods of operating laid down by an agency according to formulated policy. 
Entry 	Description of Records	Disposal Action
1.84.1	Master set of agency manuals, handbooks, directives etc 	Destroy 7 years after 
*1.84.1*	detailing procedures supporting events and festivals. 	procedures are 
	superseded 
1.84.2	Records documenting the development of agency 	Destroy 2 years after 
*1.84.2*	procedures supporting events and festivals. 	procedures are 
	superseded 
1.84.3	Copies of manuals, handbooks, directives etc. 	Destroy when 
*1.84.3*	reference ceases 
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 	Description of Records	Disposal Action
1.86.1	Records documenting public reaction and agency responses. 	Destroy 6 years after 
*1.86.1*	action completed 

Tourism Records Disposal Schedule July 2003
TOURISM EVENTS
The function of arranging, approving and supporting tourist events and festivals. Includes identifying, approving, managing, enhancing and providing support to events and festivals which are conducted in order to attract tourists. 
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), and to provide formal statements or findings of the results of the examination or investigation. Includes agenda, briefing, business, discussion papers, proposals, reports, reviews and returns. 
Entry 	Description of Records	Disposal Action
1.90.1	Final version of internal formal reports and reports made 	Retain as Territory 
*1.90.1*	to external agencies relating to events and festivals.	Archives 
1.90.2	Final versions of periodic internal reports used to monitor 	Destroy 3 years after 
*1.90.2*	and document recurring activities to support events and 	action completed 
	festivals. Includes the collection and reporting of statistical 
	information. 
1.90.3	Working papers documenting the development of all reports 	Destroy when 
*1.90.3*	relating to events and festivals. Includes drafts and 	reference ceases 
	comments received.
1.90.4	Copies of reports relating to events and festivals. 	Destroy when 
*1.90.4*	reference ceases 
1.90.5	Responses to surveys carried out in relation to events and 	Destroy 3 years after 
*1.90.5*	festivals. 	action completed 

Tourism Records Disposal Schedule July 2003
TOURISM EVENTS
The function of arranging, approving and supporting tourist events and festivals. Includes identifying, approving, managing, enhancing and providing support to events and festivals which are conducted in order to attract tourists. 
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 	Description of Records	Disposal Action
1.92.1	Records documenting the nomination, appointment and 	Destroy 3 years after 
*1.92.1*	resignation from and/or termination of agency representatives 	last action 
	on external committees and organisations involved in events 
	and festivals. 
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 the business activities of the agency in general. Includes following up enquiries relating to organisational programs, projects, working papers, literature searches etc. 
Entry 	Description of Records	Disposal Action
1.93.1	Records documenting detailed research carried out to 	Destroy 5 years after 
*1.93.1*	support events and functions. 	last action 
1.93.2	Records documenting routine research carried out to 	Destroy when 
*1.93.2*	support events and functions. 	reference ceases 

Tourism Records Disposal Schedule July 2003
TOURISM EVENTS
The function of arranging, approving and supporting tourist events and festivals. Includes identifying, approving, managing, enhancing and providing support to events and festivals which are conducted in order to attract tourists. 
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 	Description of Records	Disposal Action
1.95.1	Final report of reviews of agency programs and 	Retain as Territory 
*1.95.1*	operations supporting events and festivals. 	Archives 
1.95.2	Other records documenting a review of agency programs 	Destroy 3 years after 
*1.95.2*	and operations supporting events and festivals. Includes	action completed 
	documents establishing the review, action plan, etc. 
1.95.3	Working papers documenting a review of agency 	Destroy 1 year after 
*1.95.3*	programs and operations supporting events and festivals. 	action completed 

Tourism Records Disposal Schedule July 2003
TOURISM EVENTS
The function of arranging, approving and supporting tourist events and festivals. Includes identifying, approving, managing, enhancing and providing support to events and festivals which are conducted in order to attract tourists. 
Risk Management
The process involving the identification of risks, the likelihood and consequences of those risks, and the implementation of appropriate practice and procedures to treat the risks. 
Entry 	Description of Records	Disposal Action
1.97.1	Records documenting risk management for events and 	Destroy 7 years after 
*1.97.1*	festivals including each stage of the process, risk 	next risk assessment 
	assessments, treatment schedules and action plans. 
1.97.2	Risk register for events and festivals. 	Destroy 7 years after 
*1.97.2*	next risk assessment 
Security
The activities associated with measures taken to protect people, premises, equipment or information from accidental or intentional damage or from unauthorised access. Includes the security classification of personnel and criminal record checks. 
Entry 	Description of Records	Disposal Action
1.99.1	Records documenting the management of activities 	Destroy 5 years after 
*1.99.1*	undertaken to protect people, premises and property 	action completed 
	during events and festivals.  Includes investigations into 
	incidents and referral of an alleged incident to law 
	enforcement authorities. 

Tourism Records Disposal Schedule July 2003
TOURISM EVENTS
The function of arranging, approving and supporting tourist events and festivals. Includes identifying, approving, managing, enhancing and providing support to events and festivals which are conducted in order to attract tourists. 
Submissions
The preparation and submission of a formal statement (eg 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 	Description of Records	Disposal Action
1.104.1	Final version of successful agency submissions relating 	Destroy 7 years after 
*1.104.1*	to events and festivals. 	action completed 
1.104.2	Final version of unsuccessful agency submissions 	Destroy 3 years after 
*1.104.2*	relating to events and festivals. 	action completed 
1.104.3	Working papers documenting the development of 	Destroy when 
*1.104.3*	submissions relating to events and festivals. Includes 	reference ceases 
	draft submissions. 
Suggestions
The process of using suggestions from personnel and the public to improve the services and processes of the agency. 
Entry 	Description of Records	Disposal Action
1.105.1	Suggestions received from the public relating to events 	Destroy 3 years after 
*1.105.1*	and festivals. 	action completed 
	[For feedback received from the public, use Tourism 
	Events - Public Reaction.] 

Tourism Records Disposal Schedule July 2003
TOURISM EVENTS
The function of arranging, approving and supporting tourist events and festivals. Includes identifying, approving, managing, enhancing and providing support to events and festivals which are conducted in order to attract tourists. 
Tendering 
The activities involved in receiving and assessing tenders, of making offers and finalising by contract arrangements for the supply, sale or purchase of goods and services. 
Entry 	Description of Records	Disposal Action
1.106.1	Records documenting the development and issue of tender 	Destroy 7 years after 
*1.106.1*	documentation relating to events and festivals. Includes 	tender process 
	Statement of Requirements, Request for Proposals,	completed 
	Expression of Interest, Request for Tender (RFT) and draft 
	contract. 
1.106.2	Evaluation of tenders relating to events and festivals 	Destroy 7 years after 
*1.106.2*	received against selection criteria. Includes records 	tender process 
	documenting arrangements for carrying out the 	completed 
	evaluation process, evaluation report, recommendations, 
	final report and public notices. 
1.106.3	Records documenting post-offer negotiations and due 	Destroy 7 years after 
*1.106.3*	diligence checks for tenders relating to events and festivals. 	tender process 
	completed 
1.106.4	Records of unsuccessful tenders relating to events and 	Destroy 2 years after 
*1.106.4*	festivals or a tender process where there is no suitable 	tender process 
	bidder, or where the tender process has been 	completed or decision 
	discontinued. Includes submissions, notification of 	made not to continue 
	outcome and reports on debriefing sessions. 	with the tender 
1.106.5	Tender register for tenders relating to events and festivals. 	Destroy 7 years after 
*1.106.5*	last entry 
1.106.6	Signed contracts under seal resulting from tenders 	Destroy 12 years after
*1.106.6*	relating to events and festivals and supporting records. 	completion or other 
termination of contract 

Tourism Records Disposal Schedule July 2003
TOURISM EVENTS
The function of arranging, approving and supporting tourist events and festivals. Includes identifying, approving, managing, enhancing and providing support to events and festivals which are conducted in order to attract tourists. 
Tendering - Continued
The activities involved in receiving and assessing tenders, of making offers and finalising by contract arrangements for the supply, sale or purchase of goods and services. 
Entry 	Description of Records	Disposal Action
1.106.7	Signed simple contracts and agreements resulting from 	Destroy 7 years after 
*1.106.7*	tenders relating to events and festivals and supporting 	completion or other 
	records. 	termination of 
	agreement or contract 
1.106.8	Contract register for contracts relating to events and festivals. 	Destroy 7 years after 
*1.106.8*	last entry 

Tourism Records Disposal Schedule July 2003
TOURISM MANAGEMENT
The function of managing tourism. Includes identifying tourist opportunities, encouraging the sustainable development of tourism, constructing and operating tourist facilities, providing tourism and travel information and booking services, advising the tourist and travel industries. 
Acquisition
The process of gaining ownership or use of property and other items or the provision of services required in the conduct of business through purchase or requisitions. 
Entry 	Description of Records	Disposal Action
2.4.1	Records documenting the acquisition of goods and services 	Destroy 7 years after 
*2.4.1*	required to support tourist facilities or tourism management 	action completed 
	where there is no tender or contracting-out process (i.e.
	where the cost of the acquisition is below the threshold for 
	tendering or where a purchase is made against a period 
	contract). 
	[For the acquisition of goods and services through a 
	tender process, use Tourism Management - Tendering.
	
	For the management of contracted out services, 
	use Tourism Management - Contracting-out.] 

Tourism Records Disposal Schedule July 2003
TOURISM MANAGEMENT
The function of managing tourism. Includes identifying tourist opportunities, encouraging the sustainable development of tourism, constructing and operating tourist facilities, providing tourism and travel information and booking services, advising the tourist and travel industries. 
Addresses (presentations)
The activity of giving addresses for training, professional, community relations or sales purposes. 
Includes speeches and multi-media presentations. 
Entry 	Description of Records	Disposal Action
2.5.1	Final version of addresses made by the Chief Minister or 	Retain as Territory 
*2.5.1*	portfolio Minister or senior agency officers relating to 	Archives 
	tourist facilities or tourism management. 
	[For addresses at or about events or festivals use 
	Tourism Events – Addresses 
	
	For addresses about marketing use Tourism Marketing 
	- Addresses.] 
2.5.2	Final versions of other addresses delivered in the routine	Destroy 2 years after 
*2.5.2*	promotion of tourism. 	last presentation 
2.5.3	Working papers documenting the development of addresses, 	Destroy when 
*2.5.3*	including drafts. 	reference ceases 

Tourism Records Disposal Schedule July 2003
TOURISM MANAGEMENT
The function of managing tourism. Includes identifying tourist opportunities, encouraging the sustainable development of tourism, constructing and operating tourist facilities, providing tourism and travel information and booking services, advising the tourist and travel industries. 
Advice
The activities associated with offering opinions by or to the agency as to an action or judgement. 
Includes the process of advising. 
Entry 	Description of Records	Disposal Action
2.6.1	Records documenting the receipt of advice which resulted in 	Retain as Territory 
*2.6.1*	major changes to the organisation or management of tourism 	Archives 
	or tourist facilities. Includes advice provided by consultants. 
2.6.2	Records documenting the receipt and provision of all other 	Destroy 5 years after 
*2.6.2*	advice on tourist facilities or tourism management. Includes 	action completed 
	advice provided by consultants. 
2.6.3	Working papers documenting the development of advice 	Destroy 2 years after 
*2.6.3*	relating to tourist facilities or tourism management.	action completed 

Tourism Records Disposal Schedule July 2003
TOURISM MANAGEMENT
The function of managing tourism. Includes identifying tourist opportunities, encouraging the sustainable development of tourism, constructing and operating tourist facilities, providing tourism and travel information and booking services, advising the tourist and travel industries. 
Agreements
The processes associated with the establishment, maintenance, review and negotiation of agreements. 
Entry 	Description of Records	Disposal Action
2.7.1	Final version of significant agreements relating to tourist	Retain as Territory 
*2.7.1*	facilities or tourism management with government bodies 	Archives 
	or private organisations with implications for 	major 
	liabilities or obligations for agency. 
2.7.2	Records relating to the negotiations, establishment, 	Retain as Territory 
*2.7.2*	maintenance and review of significant agreements 	Archives 
	relating to tourist facilities or tourism management. 
2.7.3	Final version of other agreements relating to tourist 	Destroy 10 years after
*2.7.3*	facilities or tourism management. 	the expiry of the 
	agreement 
2.7.4	Records relating to the negotiations, establishment, 	Destroy 10 years after
*2.7.4*	maintenance and review of other agreements relating 	expiry of the 
	to tourist facilities or tourism management. 	agreement 

Tourism Records Disposal Schedule July 2003
TOURISM MANAGEMENT
The function of managing tourism. Includes identifying tourist opportunities, encouraging the sustainable development of tourism, constructing and operating tourist facilities, providing tourism and travel information and booking services, advising the tourist and travel industries. 
Arrangements
The activities involved in arranging for a journey or trip. Includes preparing travel itineraries, 
authorisations, entitlements etc. Also includes arrangements made for the delivery of equipment or 
goods and the usage made of facilities, vehicles, equipment and space. 
Entry 	Description of Records	Disposal Action
2.12.1	Records relating to travel and accommodation arrangements 	Destroy 1 year after 
*2.12.1*	made in relation to tourist facilities or tourism management. 	action completed 

Tourism Records Disposal Schedule July 2003
TOURISM MANAGEMENT
The function of managing tourism. Includes identifying tourist opportunities, encouraging the sustainable development of tourism, constructing and operating tourist facilities, providing tourism and travel information and booking services, advising the tourist and travel industries. 
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 the agency in a specified period. Includes compliance audits, financial audits, operational audits, recordkeeping audits, skills audits, system audits and quality assurance audits. 
Entry 	Description of Records	Disposal Action
2.14.1	Final report of an external audit of tourist facilities or 	Destroy 10 years after 
*2.14.1*	tourism management (eg conducted by an external 	action completed 
	authority such as the ACT Auditor General's Office) where: 
	the audit report is qualified by the Auditor-General; 
	there are major or significant changes to agency practices. 
2.14.2	Final report of an internal or external audit of tourist 	Destroy 5 years after 
*2.14.2*	facilities or tourism management where:	action completed 
	the audit report has been accepted by the Auditor-General; 
	there are no changes or only minor or routine changes to 
	agency practices. Includes recommendations and 
	implementation plans. 
2.14.3	Records documenting the planning and conduct of internal 	Destroy 3 years after 
*2.14.3*	and external audits relating to tourist facilities or tourism 	action completed 
	management. 

Tourism Records Disposal Schedule July 2003
TOURISM MANAGEMENT
The function of managing tourism. Includes identifying tourist opportunities, encouraging the sustainable development of tourism, constructing and operating tourist facilities, providing tourism and travel information and booking services, advising the tourist and travel industries. 
Authorisation
The process of delegating power to authorise an action and the seeking and granting permission to 
undertake a requested action. 
Entry 	Description of Records	Disposal Action
2.15.1	Delegations of powers to agency staff to authorise 	Destroy 7 years after 
*2.15.1*	administrative action relating to tourism management. 	delegation expires 
Bookings (Tourism)
The process of reserving, rooms, seats or services for tourists. 
Entry 	Description of Records	Disposal Action
2.16.1	Records documenting the booking of accommodation, 	Destroy 7 years after 
*2.16.1*	transport or services. 	action completed 
Cases
This activity descriptor should be used where there is a need to keep a number of activities together
on one file, for legislative or operational reasons. Case files relate to particular incidents, persons, 
organisations or clients. 
Entry 	Description of Records	Disposal Action
N/A	[Use this activity descriptor when there is a need to keep 	Not Applicable 
	records relating to a number of activities together on one 
	file. In such cases sentence the file with the longest 
	retention period for any activity on the file.] 

Tourism Records Disposal Schedule July 2003
TOURISM MANAGEMENT
The function of managing tourism. Includes identifying tourist opportunities, encouraging the sustainable development of tourism, constructing and operating tourist facilities, providing tourism and travel information and booking services, advising the tourist and travel industries. 
Celebrations
The activities associated with arranging and managing festivities to honour a particular activity. 
Entry 	Description of Records	Disposal Action
2.19.1	Programs, invitations, guest lists and photographs relating	Retain as Territory 
*2.19.1*	to major celebrations relating to tourist facilities or tourism 	Archives 
	management. 
2.19.2	Records documenting routine arrangements supporting 	Destroy 2 years after 
*2.19.2*	celebrations relating to tourist facilities or tourism 	action completed 
	management. Includes catering, venue bookings, etc. 
2.19.3	Records documenting all arrangements for other celebrations 	Destroy 2 years after 
*2.19.3*	of lesser significance relating to tourist facilities or tourism 	action completed 
	management. Includes programs, invitations, guest lists, 
	catering, venue bookings and entertainment. 

Tourism Records Disposal Schedule July 2003
TOURISM MANAGEMENT
The function of managing tourism. Includes identifying tourist opportunities, encouraging the sustainable development of tourism, constructing and operating tourist facilities, providing tourism and travel information and booking services, advising the tourist and travel industries. 
Ceremonies
The activities associated with arranging and managing a formal act performed for a special occasion. 
Entry 	Description of Records	Disposal Action
2.20.1	Programs, invitations, guest lists and photographs relating 	Retain as Territory 
*2.20.1*	to major ceremonies held to mark a special occasion 	Archives 
	(eg opening of major tourist facilities). 
	[For major ceremonies related to events or festivals use
	Tourism Events - Ceremonies] 
2.20.2	Records documenting routine arrangements supporting 	Destroy 2 years after 
*2.20.2*	major ceremonies held to mark a special occasion. 	action completed 
	Includes catering, venue bookings, etc. 
2.20.3	Records documenting all arrangements for other ceremonies 	Destroy 2 years after 
*2.20.3*	of lesser significance. Includes programs, invitations, guest 	action completed 
	lists, catering, venue bookings and entertainment. 
	[For ceremonies related to events or festivals use 
	Tourism Events - Ceremonies] 

Tourism Records Disposal Schedule July 2003
TOURISM MANAGEMENT
The function of managing tourism. Includes identifying tourist opportunities, encouraging the sustainable development of tourism, constructing and operating tourist facilities, providing tourism and travel information and booking services, advising the tourist and travel industries. 
Claims
The process of administering and managing payments demanded in accordance with an insurance policy as compensation for injury, death, or denial of rights of a person, or damage to or destruction of property. Includes disputes over rights and ownership, and recompense sought for stolen or lost property. 
Entry 	Description of Records	Disposal Action
2.21.1	Records documenting insurance claims for injury, damage	Destroy 7 years after 
*2.21.1*	 and/or loss related to tourist facilities or tourism 	finalisation or 
	management. 	withdrawal of claim 
	[For insurance policies and annual renewal for events 
	and festivals, use Tourism Management - Insurance.] 

Tourism Records Disposal Schedule July 2003
TOURISM MANAGEMENT
The function of managing tourism. Includes identifying tourist opportunities, encouraging the sustainable development of tourism, constructing and operating tourist facilities, providing tourism and travel information and booking services, advising the tourist and travel industries. 
Committees
The activities associated with the management of committees and task forces. Includes the committee's establishment, appointment of members, terms of reference, proceedings, minutes of meetings, reports, agendas etc. 
Entry 	Description of Records	Disposal Action
2.22.1	Records of external committees formed to manage or 	Retain as Territory 
*2.21.1*	advise on tourism management. Includes: 	Archives 
	documents establishing the committee; 
	final versions of minutes; 
	reports; 
	recommendations; 
	supporting documents such as briefing papers and 
	discussion papers. 
2.22.2	Records of internal committees formed to manage or 	Destroy 7 years after 
*2.22.2*	advise on tourism management. 	action completed 
	Includes: 
	documents establishing the committee; 
	final versions of minutes; 
	reports; 
	recommendations; 
	supporting documents such as briefing papers and 
	discussion papers. 
2.22.3	Working papers documenting the conduct and 	Destroy when 
*2.22.3*	administration of committees formed to manage or advise 	reference ceases 
	on tourism management. 
	Includes: 
	Agenda; 
	notices of meetings; 
	draft minutes. 

Tourism Records Disposal Schedule July 2003
TOURISM MANAGEMENT
The function of managing tourism. Includes identifying tourist opportunities, encouraging the sustainable development of tourism, constructing and operating tourist facilities, providing tourism and travel information and booking services, advising the tourist and travel industries. 
Compliance
The activities associated with complying with mandatory or optional accountability, fiscal, legal, 
regulatory or quality standards or requirements to which the agency is subject. Includes compliance with legislation and with national and international standards, such as the ISO 9000 series. 
Entry 	Description of Records	Disposal Action
2.23.1	Records documenting compliance with mandatory or 	Destroy 7 years after 
*2.23.1*	optional standards or with statutory requirements 	action completed 
	relating to tourist facilities or tourism management. 

Tourism Records Disposal Schedule July 2003
TOURISM MANAGEMENT
The function of managing tourism. Includes identifying tourist opportunities, encouraging the sustainable development of tourism, constructing and operating tourist facilities, providing tourism and travel information and booking services, advising the tourist and travel industries. 
Conferences
The activities involved in arranging or attending conferences held either by the agency or by other 
agencies. Includes registrations, publicity, and reports of participants etc. 
Entry 	Description of Records	Disposal Action
2.24.1	Records documenting conferences arranged by agency 	Destroy 3 years after 
*2.24.1*	related to tourism management. 	action completed 
	Includes: 
	program development; 
	invitations to speakers; 
	promotion activities; 
	registrations; 
	venue bookings; 
	copies of financial statements. 
2.24.2	Reports commenting on and assessing conferences 	Destroy 3 years after 
*2.24.2*	arranged by agency related to tourism management. 	action completed 
2.24.3	Master copies of unpublished proceedings and reports, 	Destroy 5 years after 
*2.24.3*	speeches and papers from conferences arranged by agency	action completed 
	related to tourism management. 
2.24.4	Published proceedings from conferences arranged by 	Destroy when 
*2.24.4*	agency related to tourism management. 	reference ceases 

Tourism Records Disposal Schedule July 2003
TOURISM MANAGEMENT
The function of managing tourism. Includes identifying tourist opportunities, encouraging the sustainable development of tourism, constructing and operating tourist facilities, providing tourism and travel information and booking services, advising the tourist and travel industries. 
Conferences (Continued)
The activities involved in arranging or attending conferences held either by the agency or by other agencies. Includes registrations, publicity, and reports of participants etc. 
Entry 	Description of Records	Disposal Action
2.24.5	Records documenting the attendance of staff at conferences 	Destroy when 
*2.24.5*	related to tourism management arranged by other 	reference ceases 
	organisations. Includes conference promotion material, 
	programs and conference registration forms. 
	[For travel and accommodation arrangements made 
	for staff to attend conferences, use Tourism 
	Management - Arrangements.] 
Conservation
The activities involved in the preservation, protection, maintenance, restoration and enhancement of properties, including buildings and land, and information resources and artefacts. 
Entry 	Description of Records	Disposal Action
2.25.1	Records documenting activities involved in the preparation, 	Destroy 7 years after 
*2.25.1*	enhancement and/or restoration of properties used for 	action completed 
	tourist facilities and/or tourism management. 
	[For activities involving the conservation of properties 
	of Territory significance refer to the TARDiS. 
	
	For activities involving the conservation of properties 
	used for events or festivals use Tourism Events – Conservation.] 

Tourism Records Disposal Schedule July 2003
TOURISM MANAGEMENT
The function of managing tourism. Includes identifying tourist opportunities, encouraging the sustainable development of tourism, constructing and operating tourist facilities, providing tourism and travel information and booking services, advising the tourist and travel industries. 
Construction
The process of making or building something. 
Entry 	Description of Records	Disposal Action
2.26.1	Records documenting the construction activities for 	Destroy when 
*2.26.1*	tourist facilities.  Includes: 	property is disposed 
	records of consultations (eg with owners and local 	of or transfer to new 
	authorities); 	owners 
	specifications; 
	building plans; 
	project management records. 
	[For activities involving construction on properties of 
	Territory significance refer to the TARDiS.] 
2.26.2	Records documenting construction activities related to 	Destroy 7 years after 
*2.26.2*	tourist facilities not proceeded with. 	decision to suspend 
	construction 
2.26.3	Records documenting minor and temporary construction 	Destroy when 
*2.26.3*	related to tourist facilities. 	reference ceases 
2.26.4	Working papers documenting construction activities on 	Destroy when 
*2.26.4*	tourist facilities. 	reference ceases 

Tourism Records Disposal Schedule July 2003
TOURISM MANAGEMENT
The function of managing tourism. Includes identifying tourist opportunities, encouraging the sustainable development of tourism, constructing and operating tourist facilities, providing tourism and travel information and booking services, advising the tourist and travel industries. 
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 	Description of Records	Disposal Action
2.27.1	Records documenting contract management relating to 	Destroy 7 years after 
*2.27.1*	tourism management. 	completion or other 
	Includes:	termination of contract 
	minutes of meetings with main stakeholders; 
	performance and evaluation reports. 
Data Administration
The activities associated with maintaining and using the data that is held in a system, either automated or manual. Includes the maintenance of data dictionaries. 
Entry 	Description of Records	Disposal Action
2.33.1	Records documenting the migration of records relating to 	Destroy 1 year after 
*2.33.1*	tourism between electronic systems and from one electronic	data is either migrated
	medium to another. Includes strategies for the migration and 	again or destroyed 
	quality assurance checks to confirm 	accuracy of the migration 
	process. 
2.33.2	Records documenting the migration of records between 	Destroy 1 year after 
*2.33.2*	formats or from one medium to another eg paper to 	action completed 
	electronic i.e. scanning of paper records into an 
	electronic system. Includes quality assurance checks to 
	confirm the accuracy of information transfer. 
2.33.3	Records documenting the maintenance of agency data 	Destroy when 
*2.33.3*	dictionaries. 	superseded 

Tourism Records Disposal Schedule July 2003
TOURISM MANAGEMENT
The function of managing tourism. Includes identifying tourist opportunities, encouraging the sustainable development of tourism, constructing and operating tourist facilities, providing tourism and travel information and booking services, advising the tourist and travel industries. 
Database Management
The activities associated with the building, prototyping and testing of databases. Includes the management of user rules, passwords and monitoring usage and response times. 
Entry 	Description of Records	Disposal Action
2.34.1	Records documenting the management of tourism databases. 	Destroy 7 years after 
*2.34.1*	Includes requests for changes to schemas, views and 	action completed 
	configuration management. 
2.34.2	Ad-hoc requests for information from tourism databases. 	Destroy 1 year after 
*2.34.2*	action completed 
Disposal
The process of disposing of property no longer required by the agency, by sale, transfer, termination of lease, auction, donation or destruction. Includes destruction or transfer, and the program of activities to facilitate the orderly transfer of semi-active and inactive records from current office into storage. 
Entry 	Description of Records	Disposal Action
2.36.1	Records documenting the disposal of properties and goods 	Destroy 7 years after 
*2.36.1*	acquired for tourist facilities or tourism management. 	action completed 

Tourism Records Disposal Schedule July 2003
TOURISM MANAGEMENT
The function of managing tourism. Includes identifying tourist opportunities, encouraging the sustainable development of tourism, constructing and operating tourist facilities, providing tourism and travel information and booking services, advising the tourist and travel industries. 
Distribution
The activities associated with disseminating items, correspondence, or publications through sales, deliveries, or other customer services. 
Entry 	Description of Records	Disposal Action
2.38.1	Records documenting the distribution activity relating to 	Destroy when 
*2.38.1*	tourism management. Includes address lists. 	reference ceases 
Drafting
The activities associated with preparing preliminary drafts or outlines of addresses, reports, articles, plans, sketches, etc. prior to production. 
Entry 	Description of Records	Disposal Action
2.40.1	Records documenting the drafting process for material 	Destroy when 
*2.40.1*	related to tourism management. 	reference ceases 

Tourism Records Disposal Schedule July 2003
TOURISM MANAGEMENT
The function of managing tourism. Includes identifying tourist opportunities, encouraging the sustainable development of tourism, constructing and operating tourist facilities, providing tourism and travel information and booking services, advising the tourist and travel industries. 
Enquiries
The activities associated with the handling of requests for information about the agency and its services by the general public, agency employees or another agency. 
Entry 	Description of Records	Disposal Action
2.42.1	Records documenting information with which to answer 	Destroy when 
*2.42.1*	common public enquiries about tourism. 	reference ceases 
2.42.2	Records documenting the handling of public enquiries 	Destroy 2 years after 
*2.42.2*	about tourism. 	action completed 
	[For enquiries about events and festivals use Tourism 
	Management - Enquiries.] 

Tourism Records Disposal Schedule July 2003
TOURISM MANAGEMENT
The function of managing tourism. Includes identifying tourist opportunities, encouraging the sustainable development of tourism, constructing and operating tourist facilities, providing tourism and travel information and booking services, advising the tourist and travel industries. 
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 	Description of Records	Disposal Action
2.44.1	External and internal reports evaluating the Tourism 	Retain as Territory 
*2.44.1*	Management function, tourist facilities and/or the 	Archives 
	management of tourism. 
2.44.2	Working papers supporting external or internal reports 	Destroy when 
*2.44.2*	evaluating the Tourism Management function, tourist 	reference ceases 
	facilities and/or the management of tourism. 
2.44.3	Other records documenting the evaluation and ongoing 	Destroy 3 years after 
*2.44.3*	monitoring of tourist facilities or the management of tourism. 	action completed 

Tourism Records Disposal Schedule July 2003
TOURISM MANAGEMENT
The function of managing tourism. Includes identifying tourist opportunities, encouraging the sustainable development of tourism, constructing and operating tourist facilities, providing tourism and travel information and booking services, advising the tourist and travel industries. 
Financial Statements
The process of compiling annual statements presented in prescribed tabular form showing receipts and payments, both actual and budgeted for the current financial year and the actual amounts received or paid for the previous financial year. 
Entry 	Description of Records	Disposal Action
2.47.1	Annual financial statements or formal interim financial 	Destroy 7 years after 
*2.47.1*	statements, and background documentation for tourist 	action completed 
	facilities or other activities related to tourist management 
	 where these are required to be recorded and/or kept or 
	reported separately from agency’s normal accounting 
	systems. Includes annual statements of assets and liabilities, 
	operating statement of financial position, balance sheets and 
	statements of cash flows for the facility or activity. 
	[For normal agency financial statements refer 
	to the TARDiS.] 
Grant Funding
The activities associated with the application for and receipt of grants. 
Entry 	Description of Records	Disposal Action
2.51.1	Records documenting successful applications made by 	Destroy 7 years after 
*2.51.1*	agency for grant funding for tourist facilities or tourism 	action completed 
	management. 
	[For the management of grant money received by CTEC 
	refer to the TARDiS.] 
2.51.2	Records documenting unsuccessful applications made by	Destroy 2 years after 
*2.51.2*	agency for grant funding for tourism management. 	action completed 

Tourism Records Disposal Schedule July 2003
TOURISM MANAGEMENT
The function of managing tourism. Includes identifying tourist opportunities, encouraging the sustainable development of tourism, constructing and operating tourist facilities, providing tourism and travel information and booking services, advising the tourist and travel industries. 
Implementation
The activities associated with carrying out or putting into action, plans, policies, procedures or 
instructions, all of which could be internally or externally driven. Includes manual or automated 
databases, applications or systems, but excludes installation of equipment. Also includes monitoring to ensure the implementation goes according to schedule and that standards are met and includes first aid treatment. 
Entry 	Description of Records	Disposal Action
2.55.1	Records documenting the implementation of plans, policies 	Destroy 3 years after 
*2.55.1*	and procedures developed to support tourism management. 	action completed 
Inquiries
The activities associated with liaising with bodies carrying out inquiries and participating in them. Inquiries are investigations carried out by people or bodies who have been empowered to inquire and report on a subject, such as Royal Commissions, Judicial Commissions, Boards of Inquiry, Legislative Assembly and Ombudsman's inquiries. Includes the agency's participation in the inquiry by providing evidence in the form of records, submissions or staff. 
Entry 	Description of Records	Disposal Action
N/A	[For inquiries into the Tourism Management function 	Not Applicable 
	refer to the TARDiS.] 

Tourism Records Disposal Schedule July 2003
TOURISM MANAGEMENT
The function of managing tourism. Includes identifying tourist opportunities, encouraging the sustainable development of tourism, constructing and operating tourist facilities, providing tourism and travel information and booking services, advising the tourist and travel industries. 
Inspections
The process of official examinations of facilities, equipment and items, to ensure compliance with agreed standards and objectives. 
Entry 	Description of Records	Disposal Action
2.59.1	Records documenting inspections of facilities, equipment	Destroy 3 years after 
*2.59.1*	and items related to tourist facilities or other facilities, 	action completed 
	equipment or items related to tourist management. 
	[For formal audits, use Tourism Management - Audit.] 
Installation
Activities involved in placing equipment in position and connecting and adjusting it for use. 
Entry 	Description of Records	Disposal Action
2.60.1	Records documenting the installation and initial 	Destroy 2 years after 
*2.60.1*	configuration of equipment for tourist facilities.	action completed 
2.60.2	Records documenting the reconfiguration and adjustment	Destroy 1 year after 
*2.60.2*	of equipment after initial installation. 	either the next 
	reconfiguration or 
	when the equipment 	is disposed of, 
	whichever is the 
      earlier 

Tourism Records Disposal Schedule July 2003
TOURISM MANAGEMENT
The function of managing tourism. Includes identifying tourist opportunities, encouraging the sustainable development of tourism, constructing and operating tourist facilities, providing tourism and travel information and booking services, advising the tourist and travel industries. 
Insurance
The process of taking out premiums to cover loss or damage to property or premises, and to cover 
customers and staff against injury or death resulting from incidents on the agency's premises or whilst engaged during employment. 
Entry 	Description of Records	Disposal Action
2.61.1	Insurance policies covering property, equipment, etc for 	Destroy 7 years after 
*2.61.1*	tourist facilities. 	policy expires 
	[For insurance claims lodged, use Tourism 
	Management - Claims.] 
2.61.2	Records documenting the annual renewal of insurance 	Destroy 1 year after 
*2.61.2*	policies. 	action completed 

Tourism Records Disposal Schedule July 2003
TOURISM MANAGEMENT
The function of managing tourism. Includes identifying tourist opportunities, encouraging the sustainable development of tourism, constructing and operating tourist facilities, providing tourism and travel information and booking services, advising the tourist and travel industries. 
Joint Ventures
The activities involved in managing joint operations between departments, either within the agency or with other agencies, or with the government, where there is a contract, joint contribution of funds and/or time. Also includes private sector ventures with public sector organisations, and co-research or collaboration between inter-departmental units, departments or agencies. 
Entry 	Description of Records	Disposal Action
2.64.1	Final signed version of joint venture agreements or contracts 	Retain as Territory 
*2.64.1*	relating to tourism management of major significance to 	Archives 
	agency and the Territory. Includes those with implications 
	for major liabilities or obligations for agency. 
2.64.2	Working papers relating to the establishment and 	Retain as Territory 
*2.64.2*	negotiations and management of joint venture agreements	Archives 
	relating to tourism management of major significance. 
2.64.3	Final versions of other joint venture agreements or 	Destroy 7 years after 
*2.64.3*	contracts relating to tourism management. 	completion or other 
	termination of 
	agreement or contract 
2.64.4	Working papers relating to the establishment, negotiations 	Destroy 7 years after 
*2.64.4*	and management of other joint venture agreements or 	completion or other 
	contracts relating to tourism management. 	termination of 
	agreement or contract 

Tourism Records Disposal Schedule July 2003
TOURISM MANAGEMENT
The function of managing tourism. Includes identifying tourist opportunities, encouraging the sustainable development of tourism, constructing and operating tourist facilities, providing tourism and travel information and booking services, advising the tourist and travel industries. 
Leasing
The activities involved in leasing items, equipment, accommodation, premises or real estate from another agency. Includes the process of chartering. 
Entry 	Description of Records	Disposal Action
2.65.1	Records documenting the leasing of property, equipment 	Destroy 7 years after 
*2.65.1*	etc for tourist facilities. 	lease expires or is 
	Includes: 	terminated 
	negotiations; 
	cost-benefit analysis; 
	assessments; 
	signed leases. 
2.65.2	Records documenting the on-going management of leases	Destroy 7 years after 
*2.65.2*	of property, equipment etc for tourist facilities. 	lease expires or is 
	terminated 

Tourism Records Disposal Schedule July 2003
TOURISM MANAGEMENT
The function of managing tourism. Includes identifying tourist opportunities, encouraging the sustainable development of tourism, constructing and operating tourist facilities, providing tourism and travel information and booking services, advising the tourist and travel industries. 
Leasing-out
The activities involved in leasing-out items, equipment, accommodation, premises or real estate to another agency or person for a specified period and agreed price. Includes the formal documentation setting out conditions, rights, responsibilities etc of both parties. Also includes subleasing. 
Entry 	Description of Records	Disposal Action
2.66.1	Records documenting the leasing-out of agency property,	Destroy 7 years after 
*2.66.1*	equipment etc for tourist facilities. 	lease expires or is 
	Includes: 	terminated 
	negotiations; 
	cost-benefit analysis; 
	assessments; 
	signed leases. 
2.66.2	Records documenting the on-going management of leases 	Destroy 7 years after 
*2.66.2*	of agency property, equipment etc for tourist facilities. 	lease expires or is 
	terminated 
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 	Description of Records	Disposal Action
2.69.1	Records documenting liaison activities undertaken with 	Destroy 3 years after 
*2.69.1*	organisations and community groups relating to tourism 	action completed 
	management. Includes collaboration on projects, 
	exchange of information and all the activities of a member 
	of an organisation. 

Tourism Records Disposal Schedule July 2003
TOURISM MANAGEMENT
The function of managing tourism. Includes identifying tourist opportunities, encouraging the sustainable development of tourism, constructing and operating tourist facilities, providing tourism and travel information and booking services, advising the tourist and travel industries. 
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 	Description of Records	Disposal Action
2.72.1	Records documenting the marketing of tourist facilities.  	Destroy 5 years after 
*2.72.1*	Includes records covering arrangements for advertising 	action completed 
	campaigns and promotional photographs. 
	
	[For marketing of ACT tourism in general use Tourism 
	Marketing.]

Tourism Records Disposal Schedule July 2003
TOURISM MANAGEMENT
The function of managing tourism. Includes identifying tourist opportunities, encouraging the sustainable development of tourism, constructing and operating tourist facilities, providing tourism and travel information and booking services, advising the tourist and travel industries. 
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 	Description of Records	Disposal Action
2.73.1	Master set of agency media releases relating to the tourist	Retain as Territory 
*2.73.1*	facilities. 	Archives 
	[For media releases relating to events or festivals use 
	Tourism Events - Media relations.
	
	For media releases relating to the marketing of tourism
	 use Tourism Marketing - Media relations.] 
2.73.2	Records documenting administrative arrangements with 	Destroy 2 years after 
*2.73.2*	the media relating to the tourist facilities. Includes the 	action completed 
	issuing of media releases, organizing interviews and 
	providing information and assistance to support media 
	coverage of tourist facilities. 
2.73.3	Copies of media items relating to tourist facilities. 	Destroy when 
*2.73.3*	Includes newscuttings, transcripts and electronic items.	reference ceases 
	[For copies of media items relating to events or 
	festivals use Tourism Events - Media relations. 
	
	For copies of media items relating to the marketing of 
	tourism use Tourism Marketing - Media relations.] 

Tourism Records Disposal Schedule July 2003
TOURISM MANAGEMENT
The function of managing tourism. Includes identifying tourist opportunities, encouraging the sustainable development of tourism, constructing and operating tourist facilities, providing tourism and travel information and booking services, advising the tourist and travel industries. 
Meetings
The activities associated with adhoc gatherings held to formulate, discuss, update or resolve issues and matters pertaining to managing the section, department, or agency as a whole. Includes arrangements, agenda, taking of minutes etc. Excludes committee meetings. 
Entry 	Description of Records	Disposal Action
2.74.1	Final version of minutes and supporting documents 	Destroy 3 years after 
*2.74.1*	tabled at meetings held in relation to tourism management. 	action completed 
	Includes meetings with external agencies. 
2.74.2	Working papers documenting the conduct and 	Destroy when 
*2.74.2*	administration of meetings held in relation to tourism 	reference ceases 
	management. Includes agenda, notices of meetings and 
	draft minutes. 
Payments
The activities involved in the preparation and payment of money. 
Entry 	Description of Records	Disposal Action
2.79.1	Records documenting the preparation and payment of 	Destroy 7 years after 
*2.79.1*	money in relation to tourist facilities or other activities 	action completed 
	related to tourist management where these are required to 
	be recorded and/or kept or reported separately from 
	agency’s normal accounting systems. 
	[For cases in which payment is made and recorded 
	through normal accounting systems refer to the TARDiS.] 

Tourism Records Disposal Schedule July 2003
TOURISM MANAGEMENT
The function of managing tourism. Includes identifying tourist opportunities, encouraging the sustainable development of tourism, constructing and operating tourist facilities, providing tourism and travel information and booking services, advising the tourist and travel industries. 
Planning
The process of formulating ways in which objectives can be achieved. Includes determination of services, needs and solutions to those needs. 
Entry 	Description of Records	Disposal Action
2.81.1	Final version of plans for major tourist facilities or major 	Retain as Territory 
*2.81.1*	activities related to tourist management. 	Archives 
2.81.2	Final version of plans for other activities related to tourist 	Destroy when plan 
*2.81.2*	management. 	superseded or 5 years 
	after act completed 
	whichever comes first 
2.81.3	Working papers used to develop plans for tourist 	Destroy 1 year after 
*2.81.3*	facilities or tourist management. Includes draft plans, 	adoption of the final 
	reports analysing issues, and comments on draft plans.	plan 
2.81.4	Copies of plans for tourist facilities or tourist management. 	Destroy when 
*2.81.4*	reference ceases 

Tourism Records Disposal Schedule July 2003
TOURISM MANAGEMENT
The function of managing tourism. Includes identifying tourist opportunities, encouraging the sustainable development of tourism, constructing and operating tourist facilities, providing tourism and travel information and booking services, advising the tourist and travel industries. 
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 	Description of Records	Disposal Action
2.82.1	Final version of policies for tourist facilities and tourism 	Retain as Territory 
*2.82.1*	management. 	Archives 
2.82.2	Records documenting the development and establishment 	Destroy 5 years after 
*2.82.2*	of agency’s policies for tourist facilities and tourism 	policy is superseded 
	management. 
	Includes: 
	policy proposals; 
	research papers; 
	results of consultations; 
	supporting reports; 
	major drafts. 
2.82.3	Records documenting comments made on the development 	Destroy 3 years after 
*2.82.3*	of policies for tourist facilities and tourism management. 	promulgation of the 
	new policy 
2.82.4	Records documenting comments made on the development 	Destroy 3 years after 
*2.82.4*	of policies for tourist facilities and tourism management. 	promulgation of the 
	new policy 
2.82.5	Copies of policy documents for tourist facilities and 	Destroy when 
*2.82.5*	tourism management and supporting papers. 	reference ceases 

Tourism Records Disposal Schedule July 2003
TOURISM MANAGEMENT
The function of managing tourism. Includes identifying tourist opportunities, encouraging the sustainable development of tourism, constructing and operating tourist facilities, providing tourism and travel information and booking services, advising the tourist and travel industries. 
Procedures
Standard methods of operating laid down by an agency according to formulated policy. 
Entry 	Description of Records	Disposal Action
2.84.1	Master set of agency manuals, handbooks, directives etc 	Destroy 7 years after 
*2.84.1*	detailing procedures supporting tourist facilities and 	procedures are 
	tourism management. 	superseded 
2.84.2	Records documenting the development of agency 	Destroy 2 years after 
*2.84.2*	procedures supporting tourist facilities and tourism 	procedures are 
	management. 	superseded 
2.84.3	Copies of manuals, handbooks, directives etc. relating to 	Destroy when 
*2.84.3*	tourist facilities and tourism management. 	reference ceases 
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 	Description of Records	Disposal Action
2.86.1	Records documenting public reaction to tourist facilities,	Destroy 6 years after 
*2.86.1*	tourist booking services and other activities relating to 	action completed 
	tourism management, and agency responses to it.

Tourism Records Disposal Schedule July 2003
TOURISM MANAGEMENT
The function of managing tourism. Includes identifying tourist opportunities, encouraging the sustainable development of tourism, constructing and operating tourist facilities, providing tourism and travel information and booking services, advising the tourist and travel industries. 
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), and to provide formal statements or findings of the results of the examination or investigation. Includes agenda, briefing, business, discussion papers, proposals, reports, reviews and returns. 
Entry 	Description of Records	Disposal Action
2.90.1	Final version of internal formal reports and reports made to 	Retain as Territory 
*2.90.1*	external agencies relating to tourist facilities and tourism 	Archives 
	management. 
2.90.2	Final versions of periodic internal reports used to monitor 	Destroy 3 years after 
*2.90.2*	and document recurring activities to support tourist facilities 	action completed 
	and tourism management. Includes the collection and 
	reporting of statistical information. 
2.90.3	Working papers documenting the development of all 	Destroy when 
*2.90.3*	reports relating to tourist facilities and tourism 	reference ceases 
	management. Includes drafts and comments received. 
2.90.4	Copies of reports relating to tourist facilities and tourism 	Destroy when 
*2.90.4*	management. 	reference ceases 
2.90.5	Responses to surveys carried out in relation to tourist 	Destroy 3 years after 
*2.90.5*	facilities and tourism management. 	action completed 

Tourism Records Disposal Schedule July 2003
TOURISM MANAGEMENT
The function of managing tourism. Includes identifying tourist opportunities, encouraging the sustainable development of tourism, constructing and operating tourist facilities, providing tourism and travel information and booking services, advising the tourist and travel industries. 
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 	Description of Records	Disposal Action
2.92.1	Records documenting the nomination, appointment and 	Destroy 3 years after 
*2.92.1*	resignation from and/or termination of agency on external 	last action 
	committees and organisations involved in tourism 
	management. 
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 the business activities of the agency in general. Includes following up enquiries relating to organisational programs, projects, working papers, literature searches etc. 
Entry 	Description of Records	Disposal Action
2.93.1	Records documenting detailed research carried out to 	Destroy 5 years after 
*2.93.1*	support tourism management. 	last action 
2.93.2	Records documenting routine research carried out to 	Destroy when 
*2.93.2*	support tourism management. 	reference ceases 

Tourism Records Disposal Schedule July 2003
TOURISM MANAGEMENT
The function of managing tourism. Includes identifying tourist opportunities, encouraging the sustainable development of tourism, constructing and operating tourist facilities, providing tourism and travel information and booking services, advising the tourist and travel industries. 
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 	Description of Records	Disposal Action
2.95.1	Final report of reviews of agency programs and operations 	Retain as Territory 
*2.95.1*	supporting tourist facilities and tourism management. 	Archives 
2.95.2	Other records documenting a review of agency programs 	Destroy 3 years after 
*2.95.2*	and operations supporting tourist facilities and tourism 	action completed 
	management. Includes documents establishing the review, 
	action plan, etc. 
2.95.3	Working papers documenting a review of agency programs 	Destroy 1 year after 
*2.95.3*	and operations supporting tourist facilities and tourism 	action completed 
	management. 

Tourism Records Disposal Schedule July 2003
TOURISM MANAGEMENT
The function of managing tourism. Includes identifying tourist opportunities, encouraging the sustainable development of tourism, constructing and operating tourist facilities, providing tourism and travel information and booking services, advising the tourist and travel industries. 
Risk Management
The process involving the identification of risks, the likelihood and consequences of those risks, and the implementation of appropriate practice and procedures to treat the risks. 
Entry 	Description of Records	Disposal Action
2.97.1	Records documenting risk management for tourist 	Destroy 7 years after 
*2.97.1*	facilities and tourism management including each stage of	next risk assessment 
	the process, risk assessments, treatment schedules and 
	action plans. 
2.97.2	Risk register for tourist facilities and tourism management. 	Destroy 7 years after 
*2.97.2*	next risk assessment 
Security
The activities associated with measures taken to protect people,  premises, equipment or information from accidental or intentional damage or from unauthorised access.  Includes the security classification of personnel and criminal record checks. 
Entry 	Description of Records	Disposal Action
2.99.1	Records documenting the management of activities 	Destroy 5 years after 
*2.99.1*	undertaken to protect people, premises and property at 	action completed 
	tourist facilities or undertaking tourist activities. 
	Includes investigations into incidents and referral of an 
	alleged incident to law enforcement authorities.
	[For the management of activities undertaken to protect
	 people, premises and property at events and festivals 
	use Tourism Events - Security.] 

Tourism Records Disposal Schedule July 2003
TOURISM MANAGEMENT
The function of managing tourism. Includes identifying tourist opportunities, encouraging the sustainable development of tourism, constructing and operating tourist facilities, providing tourism and travel information and booking services, advising the tourist and travel industries. 
Standards
The process of implementing industry or agency benchmarks for services and processes to enhance the quality and efficiency of the agency. 
Entry 	Description of Records	Disposal Action
2.102.1	Records documenting the implementation of industry and	Destroy 7 years after 
*2.102.1*	agency standards related to tourism management. 	standard is 
	implemented 
Submissions
The preparation and submission of a formal statement (eg 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 	Description of Records	Disposal Action
2.104.1	Final version of successful agency submissions relating 	Destroy 7 years after 
*2.104.1*	to tourist facilities and tourism management. 	action completed 
2.104.2	Final version of unsuccessful agency submissions 	Destroy 3 years after 
*2.104.2*	relating to tourist facilities and tourism management. 	action completed 
2.104.3	Working papers documenting the development of 	Destroy when 
*2.104.3*	submissions relating to tourist facilities and tourism 	reference ceases 
	management. Includes draft submissions. 

Tourism Records Disposal Schedule July 2003
TOURISM MANAGEMENT
The function of managing tourism. Includes identifying tourist opportunities, encouraging the sustainable development of tourism, constructing and operating tourist facilities, providing tourism and travel information and booking services, advising the tourist and travel industries. 
Suggestions
The process of using suggestions from personnel and the public to improve the services and processes of the agency. 
Entry 	Description of Records	Disposal Action
2.105.1	Suggestions received from the public relating to tourist 	Destroy 3 years after 
*2.105.1*	facilities or tourism management. 	action completed 
	[For feedback received from the public, use Tourism 
	Management - Public Reaction. 
	
	For suggestions received from the public relating to 
	events and festivals use Tourism Events - Suggestions.] 

Tourism Records Disposal Schedule July 2003
TOURISM MANAGEMENT
The function of managing tourism. Includes identifying tourist opportunities, encouraging the sustainable development of tourism, constructing and operating tourist facilities, providing tourism and travel information and booking services, advising the tourist and travel industries. 
Tendering
The activities involved in receiving and assessing tenders, of making offers and finalising by contract arrangements for the supply, sale or purchase of goods and services. 
Entry 	Description of Records	Disposal Action
2.106.1	Records documenting the development and issue of tender 	Destroy 7 years after 
*2.106.1*	documentation relating to tourist facilities and tourism 	tender process 
	management. Includes Statement of Requirements, Request 	completed 
	for Proposals, Expression of Interest, Request for Tender 
	(RFT) and draft contract. 
2.106.2	Evaluation of tenders relating to tourist facilities and 	Destroy 7 years after 
*2.106.2*	tourism management received against selection criteria. 	tender process 
	Includes records documenting arrangements for carrying 	completed 
	out the evaluation process, evaluation report, 
	recommendations, final report and public notices. 
2.106.3	Records documenting post-offer negotiations and due 	Destroy 7 years after 
*2.106.3*	diligence checks for tenders relating to tourist facilities 	tender process 
	and tourism management. 	completed 
2.106.4	Records of unsuccessful tenders relating to tourist facilities 	Destroy 2 years after 
*2.106.4*	and tourism management or a tender process where there 	tender process 
	is no suitable bidder, or where the tender process has 	completed or decision 
	been discontinued. Includes submissions, notification of 	made not to continue 
	outcome and reports on debriefing sessions. 	with the tender 
2.106.5	Tender register for tenders relating to tourist facilities 	Destroy 7 years after 
*2.106.5*	and tourism management. 	last entry 
2.106.6	Signed contracts under seal resulting from tenders 	Destroy 12 years after
*2.106.6*	relating to tourist facilities and tourism management and 	completion or other 
	supporting records. 	termination of 
		contract 

Tourism Records Disposal Schedule July 2003
TOURISM MANAGEMENT
The function of managing tourism. Includes identifying tourist opportunities, encouraging the sustainable development of tourism, constructing and operating tourist facilities, providing tourism and travel information and booking services, advising the tourist and travel industries. 
Tendering - Continued
The activities involved in receiving and assessing tenders, of making offers and finalising by contract arrangements for the supply, sale or purchase of goods and services. 
Entry 	Description of Records	Disposal Action
2.106.7	Signed simple contracts and agreements resulting from 	Destroy 7 years after 
*2.106.7*	tenders relating to tourist facilities and tourism 	completion or other 
	management and supporting records. 	termination of 
	agreement or contract 
2.106.8	Contract register for contracts relating to tourist facilities	Destroy 7 years after 
*2.106.8*	and tourism management. 	last entry 
Visits
The activities involved in arranging visits by other agencies, the public and students to the agency, with a view to inform, educate or promote the services, operation and role of the organisation. Includes arranging visits by staff to other agencies. 
Entry 	Description of Records	Disposal Action
2.111.1	Records documenting arrangements for visits or tours 	Destroy 5 years after 
*2.111.1*	made by important tourist industry representatives. 	action completed 
2.111.2	Records documenting arrangements for visits or tours by 	Destroy 2 years after 
*2.111.2*	other tourist industry representatives. 	action completed 

Tourism Records Disposal Schedule July 2003
TOURISM MARKETING
The function of analysing, creating and selling tourism and tourist and travel related products and services. Includes market research, sales forecasting, advertising, media releases, promotion, pricing and product evaluation. 
Acquisition
The process of gaining ownership or use of property and other items or the provision of services required in the conduct of business through purchase or requisitions. 
Entry 	Description of Records	Disposal Action
3.4.1	Records documenting the acquisition of goods and services 	Destroy 7 years after 
*3.4.1*	required to support the marketing of tourism where there is 	action completed 
	no tender or contracting-out process (i.e. where the cost of 
	the acquisition is below the threshold for tendering or 
	where a purchase is made against a period contract. 
	[For the acquisition of goods and services through a 
	tender process, use Tourism Marketing - Tendering.
	
	For the management of contracted out services, 
	use Tourism Marketing - Contracting-out.] 

Tourism Records Disposal Schedule July 2003
TOURISM MARKETING
The function of analysing, creating and selling tourism and tourist and travel related products and services. Includes market research, sales forecasting, advertising, media releases, promotion, pricing and product evaluation. 
Addresses (presentations)
The activity of giving addresses for training, professional, community relations or sales purposes. Includes speeches and multi-media presentations. 
Entry 	Description of Records	Disposal Action
3.5.1	Final version of addresses made by the Chief Minister or 	Retain as Territory 
*3.5.1*	portfolio Minister or senior agency officers for the 	Archives 
	purpose of marketing tourism. 
	[For addresses in relation to events and festivals use 
	Tourism Events - Addresses (presentations). 
	
	For addresses not for the purpose of marketing tourism
	 or events or festivals use Tourism Management - 
	Addresses (presentations). 
	
	For addresses relating to community or government 
	relations refer to the TARDiS.] 
3.5.2	Final versions of other addresses delivered in the routine	Destroy 2 years after 
*3.5.2*	promotion of tourism. 	last presentation 
3.5.3	Working papers documenting the development of 	Destroy when 
*3.5.3*	addresses, including drafts. 	reference ceases 

Tourism Records Disposal Schedule July 2003
TOURISM MARKETING
The function of analysing, creating and selling tourism and tourist and travel related products and services. Includes market research, sales forecasting, advertising, media releases, promotion, pricing and product evaluation. 
Advice
The activities associated with offering opinions by or to the agency as to an action or judgement. Includes the process of advising. 
Entry 	Description of Records	Disposal Action
3.6.1	Records documenting the receipt of advice which resulted 	Retain as Territory 
*3.6.1*	in major changes to the marketing of tourism. Includes 	Archives 
	advice provided by consultants. 
3.6.2	Records documenting the receipt and provision of all 	Destroy 5 years after 
*3.6.2*	other advice relating to the marketing of tourism. Includes 	action completed 
	advice provided by consultants. 
3.6.3	Working papers documenting the development of advice 	Destroy 2 years after 
*3.6.3*	relating to the marketing of tourism. 	action completed 

Tourism Records Disposal Schedule July 2003
TOURISM MARKETING
The function of analysing, creating and selling tourism and tourist and travel related products and services. Includes market research, sales forecasting, advertising, media releases, promotion, pricing and product evaluation. 
Agreements
The processes associated with the establishment, maintenance, review and negotiation of agreements. 
Entry 	Description of Records	Disposal Action
3.7.1	Final version of significant agreements relating to the 	Retain as Territory 
*3.7.1*	marketing of tourism with government bodies or private 	Archives 
	organisations with implications for major liabilities or 
	obligations for agency. 
3.7.2	Records relating to the negotiations, establishment, 	Retain as Territory 
*3.7.2*	maintenance and review of significant agreements 	Archives 
	relating to the marketing of tourism. 
3.7.3	Final version of other agreements relating to the 	Destroy 10 years after
*3.7.3*	marketing of tourism. 	expiry of the 
	agreement 
3.7.4	Records relating to the negotiations, establishment, 	Destroy 10 years after
*3.7.3*	maintenance and review of other agreements relating to 	expiry of the 
	the marketing of tourism. 	agreement 

Tourism Records Disposal Schedule July 2003
TOURISM MARKETING
The function of analysing, creating and selling tourism and tourist and travel related products and services. Includes market research, sales forecasting, advertising, media releases, promotion, pricing and product evaluation. 
Arrangements
The activities involved in arranging for a journey or trip. Includes preparing travel itineraries, authorisations, entitlements etc Also includes arrangements made for the delivery of equipment or 
goods and the usage made of facilities, vehicles, equipment and space. 
Entry 	Description of Records	Disposal Action
3.12.1	Records relating to travel and accommodation arrangements 	Destroy 1 year after 
*3.12.1*	made in relating to the marketing of tourism. 	action completed 

Tourism Records Disposal Schedule July 2003
TOURISM MARKETING
The function of analysing, creating and selling tourism and tourist and travel related products and services. Includes market research, sales forecasting, advertising, media releases, promotion, pricing and product evaluation. 
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 the agency in a specified period. Includes compliance audits, financial audits, operational audits, recordkeeping audits, skills audits, system audits and quality assurance audits. 
Entry 	Description of Records	Disposal Action
3.14.1	Final report of an external audit of the marketing of 	Destroy 10 years after
*3.14.1*	tourism (eg conducted by an external authority such as 	action completed 
	the ACT Auditor-General's Office) where: 
	the audit report is qualified by the Auditor-General; 
	there are major or significant changes to agency practices. 
3.14.2	Final report of an internal or external audit of the 	Destroy 5 years after 
*3.14.2*	marketing of tourism where: 	action completed 
	the audit report has been accepted by the Auditor-General;
	there are no changes or only minor or routine changes to 
	agency practices. 
	
3.14.3	Records documenting the planning and conduct of internal 	Destroy 3 years after 
*3.14.3*	and external audits relating to the marketing of tourism. 	action completed 

Tourism Records Disposal Schedule July 2003
TOURISM MARKETING
The function of analysing, creating and selling tourism and tourist and travel related products and services. Includes market research, sales forecasting, advertising, media releases, promotion, pricing and product evaluation. 
Authorisation
The process of delegating power to authorise an action and the seeking and granting permission to undertake a requested action. 
Entry 	Description of Records	Disposal Action
3.15.1	Delegations of powers to agency staff to authorise 	Destroy 7 years after 
*3.15.1*	administrative action relating to the marketing of tourism. 	delegation expires 
Budgeting
The process of planning the use of expected income and expenditure over a specified period. 
Entry 	Description of Records	Disposal Action
3.17.1	Budget estimates and associated records prepared for the 	Destroy 7 years after 
*3.17.1*	marketing of tourism. 	action completed 
3.17.2	Records documenting spending progress or revenue 	Destroy 3 years after 
*3.17.2*	collection against allocations for the marketing of tourism. 	action completed 

Tourism Records Disposal Schedule July 2003
TOURISM MARKETING
The function of analysing, creating and selling tourism and tourist and travel related products and services. Includes market research, sales forecasting, advertising, media releases, promotion, pricing and product evaluation. 
Cases
This activity descriptor should be used where there is a need to keep a number of activities together on one file, for legislative or operational reasons. Case files relate to particular incidents, persons, organisations or clients. 
Entry 	Description of Records	Disposal Action
N/A	[Use this activity descriptor when there is a need to keep 	Not Applicable
	records relating to a number of activities together on one 
	file. In such cases sentence the file with the longest 
	retention period for any activity on the file.] 
Celebrations
The activities associated with arranging and managing festivities to honour a particular activity. 
Entry 	Description of Records	Disposal Action
3.19.1	Programs, invitations, guest lists and photographs relating 	Retain as Territory 
*3.19.1*	to major celebrations relating to the marketing of tourism. 	Archives 
3.19.2	Records documenting routine arrangements supporting 	Destroy 2 years after 
*3.19.2*	major celebrations relating to the marketing of tourism. 	action completed 
	Includes catering, venue bookings, etc. 
3.19.3	Records documenting all arrangements for other 	Destroy 2 years after 
*3.19.3*	celebrations of lesser significance relating to the 	action completed 
	marketing of tourism. Includes programs, invitations, 
	guest lists, catering, venue bookings and entertainment. 

Tourism Records Disposal Schedule July 2003
TOURISM MARKETING
The function of analysing, creating and selling tourism and tourist and travel related products and services. Includes market research, sales forecasting, advertising, media releases, promotion, pricing 
and product evaluation. 
Committees
The activities associated with the management of committees and task forces. Includes the committee's establishment, appointment of members, terms of reference, proceedings, minutes of meetings, reports, agendas etc. 
Entry 	Description of Records	Disposal Action
3.22.1	Records of external committees formed to manage or 	Retain as Territory 
*3.22.1*	advise on the marketing of tourism. 	Archives 
	Includes: 
	documents establishing the committee; 
	final versions of minutes; 
	reports; 
	recommendations; 
	supporting documents such as briefing papers and 
	discussion papers. 
3.22.2	Records of internal committees formed to manage or 	Destroy 7 years after 
*3.22.2*	advise on the marketing of tourism. 	action completed 
	Includes: 
	documents establishing the committee; 
	final versions of minutes; 
	reports; 
	recommendations; 
	supporting documents such as briefing papers and 
	discussion papers. 
3.22.3	Working papers documenting the conduct and 	Destroy when 
*3.22.3*	administration of committees formed to manage or advise 	reference ceases 
	on the marketing of tourism. 
	Includes: 
	agenda; 
	notices of meetings; 
	draft minutes. 

Tourism Records Disposal Schedule July 2003
TOURISM MARKETING
The function of analysing, creating and selling tourism and tourist and travel related products and 
services. Includes market research, sales forecasting, advertising, media releases, promotion, pricing 
and product evaluation. 
Compliance
The activities associated with complying with mandatory or optional accountability, fiscal, legal, 
regulatory or quality standards or requirements to which the agency is subject. Includes compliance with legislation and with national and international standards, such as the ISO 9000 series. 
Entry 	Description of Records	Disposal Action
3.23.1	Records documenting compliance with mandatory or 	Destroy 7 years after 
*3.23.1*	optional standards or with statutory requirements 	action completed 
	relating to the marketing of tourism. 

Tourism Records Disposal Schedule July 2003
TOURISM MARKETING
The function of analysing, creating and selling tourism and tourist and travel related products and 
services. Includes market research, sales forecasting, advertising, media releases, promotion, pricing 
and product evaluation. 
Conferences
The activities involved in arranging or attending conferences held either by the agency or by other 
agencies. Includes registrations, publicity, and reports of participants etc. 
Entry 	Description of Records	Disposal Action
3.24.1	Records documenting conferences arranged by agency 	Destroy 3 years after 
*3.24.1*	related to the marketing of tourism. 	action completed 
	Includes: 
	program development; 
	invitations to speakers; 
	promotion activities; 
	registrations; 
	venue bookings; 
	copies of financial statements. 
3.24.2	Reports commenting on and assessing conferences 	Destroy 5 years after 
*3.24.2*	arranged by agency related to the marketing of tourism.	action completed 
3.24.3	Master copies of unpublished proceedings and reports, 	Destroy 5 years after 
*3.24.3*	speeches and papers from conferences arranged by agency	action completed 
	related to the marketing of tourism. 
3.24.4	Published proceedings from conferences arranged by 	Destroy when 
*3.24.4*	agency related to the marketing of tourism. 	reference ceases 

Tourism Records Disposal Schedule July 2003
TOURISM MARKETING
The function of analysing, creating and selling tourism and tourist and travel related products and 
services. Includes market research, sales forecasting, advertising, media releases, promotion, pricing 
and product evaluation. 
Conferences (continued)
The activities involved in arranging or attending conferences held either by the agency or by other 
agencies. Includes registrations, publicity, and reports of participants etc. 
Entry 	Description of Records	Disposal Action
3.24.5	Records documenting the attendance of staff at conferences 	Destroy when 
*3.24.5*	arranged by other organisations the marketing of tourism. 	reference ceases 
	Includes conference promotion material, programs and 
	conference registration forms. 
	[For travel and accommodation arrangements made 
	for staff to attend conferences, use Tourism Events - 
	Arrangements.] 
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 	Description of Records	Disposal Action
3.27.1	Records documenting contract management relating to 	Destroy 7 years after 
*3.27.1*	the marketing of tourism. 	completion or other 
	Includes: minutes of meetings with main stakeholders;	termination of 
	performance and evaluation reports. 	agreement or contract 

Tourism Records Disposal Schedule July 2003
TOURISM MARKETING
The function of analysing, creating and selling tourism and tourist and travel related products and 
services. Includes market research, sales forecasting, advertising, media releases, promotion, pricing 
and product evaluation. 
Distribution
The activities associated with disseminating items, correspondence, or publications through sales, 
deliveries, or other customer services. 
Entry 	Description of Records	Disposal Action
3.38.1	Records documenting the distribution activity relating 	Destroy when 
*3.38.1*	to the marketing of tourism. Includes address lists. 	reference ceases 
Drafting
The activities associated with preparing preliminary drafts or outlines of addresses, reports, articles, plans, sketches, etc. prior to production. 
Entry 	Description of Records	Disposal Action
3.40.1	Records documenting the drafting process for material 	Destroy when 
*3.40.1*	related to the marketing of tourism. 	reference ceases 
Enquiries
The activities associated with the handling of requests for information about the agency and its services by the general public, agency employees or another agency. 
Entry 	Description of Records	Disposal Action
3.42.1	Records documenting the handling of public enquiries 	Destroy 2 years after 
*3.42.1*	about the marketing of tourism. 	action completed 

Tourism Records Disposal Schedule July 2003
TOURISM MARKETING
The function of analysing, creating and selling tourism and tourist and travel related products and 
services. Includes market research, sales forecasting, advertising, media releases, promotion, pricing 
and product evaluation. 
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 	Description of Records	Disposal Action
3.44.1	External and internal reports evaluating the marketing of 	Retain as Territory 
*3.44.1*	tourism. 	Archives 
3.44.2	Working papers supporting external or internal reports 	Destroy when 
*3.44.2*	evaluating the marketing of tourism. 	reference ceases 
3.44.3	Other records documenting the evaluation and ongoing 	Destroy 3 years after 
*3.44.3*	monitoring of the marketing of tourism. 	action completed 

Tourism Records Disposal Schedule July 2003
TOURISM MARKETING
The function of analysing, creating and selling tourism and tourist and travel related products and 
services. Includes market research, sales forecasting, advertising, media releases, promotion, pricing 
and product evaluation. 
Financial Statements
The process of compiling annual statements presented in prescribed tabular form showing receipts and payments, both actual and budgeted for the current financial year and the actual amounts received or paid for the previous financial year. 
Entry 	Description of Records	Disposal Action
3.47.1	Annual financial statements or formal interim financial 	Destroy 7 years after 
*3.47.1*	statements, and background documentation for the 	action completed 
	marketing of tourism where these are required to be 
	recorded and/or kept or reported separately from 
	agency’s normal accounting systems. Includes annual 
	statements of assets and liabilities, operating statement of 
	 financial position, balance sheets and statements of cash 
	flows for the marketing of tourism. 
	[For normal agency financial statements refer to the 
	TARDiS.] 
Grant Funding
The activities associated with the application for and receipt of grants. 
Entry 	Description of Records	Disposal Action
3.51.1	Records documenting successful applications made by 	Destroy 7 years after 
*3.51.1*	agency for grant funding for the marketing of tourism. 	action completed 
	[For the management of grant money received by CTEC 
	refer to the TARDiS.] 
3.51.2	Records documenting unsuccessful applications made by 	Destroy 2 years after 
*3.51.2*	agency for grant funding for the marketing of tourism. 	action completed 

Tourism Records Disposal Schedule July 2003
TOURISM MARKETING
The function of analysing, creating and selling tourism and tourist and travel related products and 
services. Includes market research, sales forecasting, advertising, media releases, promotion, pricing 
and product evaluation. 
Implementation
The activities associated with carrying out or putting into action, plans, policies, procedures or 
instructions, all of which could be internally or externally driven. Includes manual or automated 
databases, applications or systems, but excludes installation of equipment. Also includes monitoring to ensure the implementation goes according to schedule and that standards are met and includes first aid treatment. 
Entry 	Description of Records	Disposal Action
3.55.1	Records documenting the implementation of plans, policies 	Destroy 3 years after 
*3.55.1*	and procedures developed to support the marketing of 	action completed 
	tourism. 
Inquiries
The activities associated with liaising with bodies carrying out inquiries and participating in 
them.  Inquiries are investigations carried out by people or bodies who have been empowered to 
inquire and report on a subject, such as Royal Commissions, Judicial Commissions, Boards of 
Inquiry, Legislative Assembly and Ombudsman's inquiries. Includes the agency's participation in 
the inquiry by providing evidence in the form of records, submissions or staff. 
Entry 	Description of Records	Disposal Action
N/A 	[For inquiries into the Tourism Marketing function refer 	Not Applicable 
	to the TARDiS.] 

Tourism Records Disposal Schedule July 2003
TOURISM MARKETING
The function of analysing, creating and selling tourism and tourist and travel related products and 
services. Includes market research, sales forecasting, advertising, media releases, promotion, pricing 
and product evaluation. 
Joint Ventures
The activities involved in managing joint operations between departments, either within the agency or with other agencies, or with the government, where there is a contract, joint contribution of funds and/or time. Also includes private sector ventures with public sector organisations, and co-research or collaboration between inter-departmental units, departments or agencies. 
Entry 	Description of Records	Disposal Action
3.64.1	Final signed version of joint venture agreements or 	Retain as Territory 
*3.64.1*	contracts of major significance relating to the marketing 	Archives 
	of tourism. Includes those with implications for major 
	liabilities or obligations for agency. 
3.64.2	Working papers relating to the establishment and 	Retain as Territory 
*3.64.2*	negotiations and management of joint venture agreements	Archives 
	of major significance relating to the marketing of tourism. 
3.64.3	Final versions of other joint venture agreements or 	Destroy 7 years after 
*3.64.3*	contracts relating to the marketing of tourism. 	completion or other 
	termination of 
	agreement or contract 
3.64.4	Working papers relating to the establishment, negotiations 	Destroy 7 years after 
*3.64.4*	and management of other joint venture agreements or 	completion or other 
	contracts relating to the marketing of tourism. 	termination of 
	agreement or contract 

Tourism Records Disposal Schedule July 2003
TOURISM MARKETING
The function of analysing, creating and selling tourism and tourist and travel related products and 
services. Includes market research, sales forecasting, advertising, media releases, promotion, pricing 
and product evaluation. 
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 	Description of Records	Disposal Action
3.69.1	Records documenting liaison activities undertaken with 	Destroy 3 years after 
*3.69.1*	organisations and community groups relating to the 	action completed 
	marketing of tourism. Includes collaboration on projects, 
	exchange of information and all the activities of a member 
	of an organisation. 

Tourism Records Disposal Schedule July 2003
TOURISM MARKETING
The function of analysing, creating and selling tourism and tourist and travel related 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. 
Entry 	Description of Records	Disposal Action
3.73.1	Master set of agency media releases relating to the 	Retain as Territory 
*3.73.1*	marketing of tourism. 	Archives 
	[For media releases relating to events or festivals use 
	Tourism Events - Media relations. 
	
	For media releases relating to tourist facilities use 
	Tourism Management - Media relations.] 
3.73.2	Records documenting administrative arrangements with 	Destroy 2 years after 
*3.73.2*	the media relating to the marketing of tourism. Includes 	action completed 
	the issuing of media releases, organizing interviews and 
	providing information and assistance to support media 
	coverage in order to the market tourism. 
3.73.3	Copies of media items relating to the marketing of tourism. 	Destroy when 
*3.73.3*	Includes newscuttings, transcripts and electronic items. 	reference ceases 
	[For copies of media items relating to events or 
	festivals use Tourism Events - Media relations. 
	
	For copies of media items relating to tourist facilities 
	use Tourism Management - Media relations.] 

Tourism Records Disposal Schedule July 2003
TOURISM MARKETING
The function of analysing, creating and selling tourism and tourist and travel related products and 
services. Includes market research, sales forecasting, advertising, media releases, promotion, pricing 
and product evaluation. 
Meetings
The activities associated with adhoc gatherings held to formulate, discuss, update or resolve issues and matters pertaining to managing the section, department, or agency as a whole. Includes arrangements, agenda, taking of minutes etc. Excludes committee meetings. 
Entry 	Description of Records	Disposal Action
3.74.1	Final version of minutes and supporting documents 	Destroy 3 years after 
*3.74.1*	tabled at meetings held in relation to the marketing of 	action completed 
	tourism. Includes meetings with external agencies. 
3.74.2	Working papers documenting the conduct and 	Destroy when 
*3.74.2*	administration of meetings held in relation to the 	reference ceases 
	marketing of tourism.  Includes agenda, notices of 
	meetings and draft minutes. 
Payments
The activities involved in the preparation and payment of money. 
Entry 	Description of Records	Disposal Action
3.79.1	Records documenting the preparation and payment of 	Destroy 7 years after 
*3.79.1*	money in relation to the marketing of tourism where these 	action completed 
	are required to be recorded and/or kept or reported 
	separately from agency’s normal accounting systems. 
	[For cases in which payment is made and recorded 
	through normal accounting systems refer to the TARDiS.] 

Tourism Records Disposal Schedule July 2003
TOURISM MARKETING
The function of analysing, creating and selling tourism and tourist and travel related products and 
services. Includes market research, sales forecasting, advertising, media releases, promotion, pricing 
and product evaluation. 
Planning
The process of formulating ways in which objectives can be achieved. Includes determination of services, needs and solutions to those needs. 
Entry 	Description of Records	Disposal Action
3.81.1	Final version of major plans for the marketing of tourism. 	Retain as Territory 
*3.81.1*	Archives 
3.81.2	Final version of other plans for the marketing of tourism. 	Destroy when plan 
*3.81.2*	superseded or 5 years 
	after action completed 
	whichever comes first 
3.81.3	Working papers used to develop plans for the marketing 	Destroy 1 year after 
*3.81.3*	of tourism.  Includes draft plans, reports analysing issues,	adoption of the final 
	 and comments on draft plans. 	plan 
3.81.4	Copies of plans for the marketing of tourism. 	Destroy when 
*3.81.4*	reference ceases 

Tourism Records Disposal Schedule July 2003
TOURISM MARKETING
The function of analysing, creating and selling tourism and tourist and travel related products and 
services. Includes market research, sales forecasting, advertising, media releases, promotion, pricing 
and product evaluation. 
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 	Description of Records	Disposal Action
3.82.1	Final version of policies for the marketing of tourism. 	Retain as Territory 
	Archives 
3.82.2	Records documenting the development and 	Destroy 5 years after 
*3.82.2*	establishment of agency’s policies for the marketing of 	policy is superseded 
	tourism. 
	Includes: 
	policy proposals; 
	research papers; 
	results of consultations; 
	supporting reports; 
	major drafts. 
3.82.3	Records documenting comments made on the 	Destroy 3 years after 
*3.82.3*	development of policies for the marketing of tourism. 	promulgation of the 
	new policy 
3.82.4	Working papers documenting the development of 	Destroy 3 years after 
*3.82.4*	policies for the marketing of tourism. 	promulgation of the 
	new policy 
3.82.5	Copies of policy documents for the marketing of tourism 	Destroy when 
*3.82.5*	and supporting papers. 	reference ceases 

Tourism Records Disposal Schedule July 2003
TOURISM MARKETING
The function of analysing, creating and selling tourism and tourist and travel related products and 
services. Includes market research, sales forecasting, advertising, media releases, promotion, pricing 
and product evaluation. 
Procedures
Standard methods of operating laid down by an agency according to formulated policy. 
Entry 	Description of Records	Disposal Action
3.84.1	Master set of agency manuals, handbooks, directives etc 	Destroy 7 years after 
*3.84.1*	detailing procedures supporting the marketing of tourism. 	procedures are 
	superseded 
3.84.2	Records documenting the development of agency 	Destroy 2 years after 
*3.84.2*	procedures supporting the marketing of tourism. 	procedures are 
	superseded 
3.84.3	Copies of manuals, handbooks, directives etc. relating to 	Destroy when 
*3.84.3*	the marketing of tourism. 	reference ceases 

Tourism Records Disposal Schedule July 2003
TOURISM MARKETING
The function of analysing, creating and selling tourism and tourist and travel related products and 
services. Includes market research, sales forecasting, advertising, media releases, promotion, pricing 
and product evaluation. 
Production
The process involved in producing material into an end result or output, e.g. a product or publication. Includes design, layout, typesetting, desktop publishing, printing, binding etc. 
Entry 	Description of Records	Disposal Action
3.85.1	Master copy of agency produced films. 	Retain as Territory 
*3.85.1*	Archives 
3.85.2	Marketing publications other than those paper publications 	Destroy according to 
*3.85.2*	lodged with the National Library of Australia (NLA) under 	disposal action 
	legal deposit or electronic publications lodged with the 	directed under a 
	NLA's Pandora project eg procedures, manuals and circulars. 	relevant function in 
	this schedule 
3.85.3	Records documenting the production process for 	Destroy 3 years after 
*3.85.3*	marketing publications. 	production 
	
	[For details of what the production process includes refer 
	to PUBLICATIONS - Production in the TARDiS.] 
	[For the activities associated with the preparation of drafts 
	prior to publication, use Tourism Marketing – Drafting.] 
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 	Description of Records	Disposal Action
3.86.1	Records documenting public reaction to the marketing of 	Destroy 6 years after 
*3.86.1*	tourism and agency responses to it. 	action completed 

Tourism Records Disposal Schedule July 2003
TOURISM MARKETING
The function of analysing, creating and selling tourism and tourist and travel related products and 
services. Includes market research, sales forecasting, advertising, media releases, promotion, pricing 
and product evaluation. 
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), and to provide formal statements or findings of the results of the examination or investigation. Includes agenda, briefing, business, discussion papers, proposals, reports, reviews and returns. 
Entry 	Description of Records	Disposal Action
3.90.1	Final version of internal formal reports and reports made 	Retain as Territory 
*3.90.1*	to external agencies relating to the marketing of tourism. 	Archives 
3.90.2	Final versions of periodic internal reports used to 	Destroy 3 years after 
*3.90.2*	monitor and document recurring activities to support the 	action completed 
	marketing of tourism. Includes the collection and 
	reporting of statistical information. 
3.90.3	Working papers documenting the development of all 	Destroy when 
*3.90.3*	reports relating to the marketing of tourism. Includes 	reference ceases 
	drafts and comments received. 
3.90.4	Copies of reports relating to the marketing of tourism. 	Destroy when 
*3.90.4*	reference ceases 
3.90.5	Responses to surveys carried out in relation to the 	Destroy 3 years after 
*3.90.5*	marketing of tourism. 	action completed 

Tourism Records Disposal Schedule July 2003
TOURISM MARKETING
The function of analysing, creating and selling tourism and tourist and travel related products and 
services. Includes market research, sales forecasting, advertising, media releases, promotion, pricing 
and product evaluation. 
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 	Description of Records	Disposal Action
3.92.1	Records documenting the nomination, appointment and 	Destroy 3 years after 
*3.92.1*	resignation from and/or termination of agency 	last action 	representatives on external committees and organisations
	involved in the marketing of tourism. 
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 the business activities of the agency in general. Includes following up enquiries relating to organisational programs, projects, working papers, literature searches etc. 
Entry 	Description of Records	Disposal Action
3.93.1	Records documenting detailed research carried out to 	Destroy 5 years after 
*3.93.1*	support the marketing of tourism. 	last action 
3.93.2	Records documenting routine research carried out to 	Destroy when 
*3.93.2*	support the marketing of tourism. 	reference ceases 

Tourism Records Disposal Schedule July 2003
TOURISM MARKETING
The function of analysing, creating and selling tourism and tourist and travel related products and 
services. Includes market research, sales forecasting, advertising, media releases, promotion, pricing 
and product evaluation. 
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 	Description of Records	Disposal Action
3.95.1	Final report of reviews of agency programs and 	Retain as Territory 
*3.95.1*	operations supporting the marketing of tourism. 	Archives 
3.95.2	Other records documenting a review of agency programs 	Destroy 3 years after 
*3.95.2*	and operations supporting the marketing of tourism. 	action completed 
	Includes documents establishing the review, action plan, etc. 
3.95.3	Working papers documenting a review of agency programs 	Destroy 1 year after 
*3.95.3*	and operations supporting the marketing of tourism. 	action completed 

Tourism Records Disposal Schedule July 2003
TOURISM MARKETING
The function of analysing, creating and selling tourism and tourist and travel related products and 
services. Includes market research, sales forecasting, advertising, media releases, promotion, pricing 
and product evaluation. 
Submissions
The preparation and submission of a formal statement (eg 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 	Description of Records	Disposal Action
3.104.1	Final version of successful agency submissions relating 	Destroy 7 years after 
*3.104.1*	to the marketing of tourism. 	action completed 
3.104.2	Final version of unsuccessful agency submissions 	Destroy 3 years after 
*3.104.2*	relating to the marketing of tourism. 	action completed 
3.104.3	Working papers documenting the development of 	Destroy when 
*3.104.3*	submissions relating to the marketing of tourism. 	reference ceases 
	Includes draft submissions. 
Suggestions
The process of using suggestions from personnel and the public to improve the services and processes of the agency. 
Entry 	Description of Records	Disposal Action
3.105.1	Suggestions received from the public relating to the 	Destroy 3 years after 
*3.105.1*	marketing of tourism. 	action completed 
	[For feedback received from the public, use Tourism 
	Marketing - Public Reaction.] 

Tourism Records Disposal Schedule July 2003
TOURISM MARKETING
The function of analysing, creating and selling tourism and tourist and travel related products and 
services. Includes market research, sales forecasting, advertising, media releases, promotion, pricing 
and product evaluation. 
Tendering 
The activities involved in receiving and assessing tenders, of making offers and finalising by contract arrangements for the supply, sale or purchase of goods and services. 
Entry 	Description of Records	Disposal Action
3.106.1	Records documenting the development and issue of tender 	Destroy 7 years after 
*3.106.1*	documentation relating to the marketing of tourism. Includes 	tender process 
	Statement of Requirements, Request for Proposals,	completed 
	Expression of Interest, Request for Tender (RFT) and draft 
	contract. 
3.106.2	Evaluation of tenders relating to the marketing of tourism	Destroy 7 years after 
*3.106.2*	 received against selection criteria. Includes records 	tender process 
	documenting arrangements for carrying out the 	completed 
	evaluation process, evaluation report, recommendations, 
	final report and public notices. 
3.106.3	Records documenting post-offer negotiations and due 	Destroy 7 years after 
*3.106.3*	diligence checks for tenders relating to the marketing of 	tender process 
	tourism. 	completed 
3.106.4	Records of unsuccessful tenders relating to the marketing	Destroy 2 years after 
*3.106.4*	of tourism or a tender process where there is no suitable 	tender process 
	bidder, or where the tender process has been discontinued. 	completed or decision
	Includes submissions, notification of outcome and reports 	made not to continue 
	on debriefing sessions. 	with the tender 
3.106.5	Tender register for tenders relating to the marketing of 	Destroy 7 years after 
*3.106.5*	tourism. 	last entry 
3.106.6	Signed contracts under seal resulting from tenders relating 	Destroy 12 years after
*3.106.6*	to the marketing of tourism and supporting records. 	completion or other 
termination of contract 

Classes for retention as Territory Archives

Tourism Records Disposal Schedule July 2003
Classes for retention as Territory Archives
TOURISM EVENTS
The function of arranging, approving and supporting tourist events and festivals. Includes identifying, approving, managing, enhancing and providing support to events and festivals which are conducted in order to attract tourists. 
Addresses (presentations)
The activity of giving addresses for training, professional, community relations or sales purposes. 
Includes speeches and multi-media presentations. 
Entry 	Description of Records	Disposal Action
1.5.1	Final version of addresses made by the Chief Minister or 	Retain as Territory 
*1.5.1*	portfolio Minister or senior agency officers at major public 	Archives 
	events. 
	[For addresses not at or about events or festivals use 
	Tourism Management - addresses (presentations). 
	
	For addresses relating to community or government 
	relations refer to the TARDiS.] 
Advice
The activities associated with offering opinions by or to the agency as to an action or judgement. 
Includes the process of advising.
Entry 	Description of Records	Disposal Action
1.6.1	Records documenting the receipt of advice which resulted in 	Retain as Territory 
*1.6.1*	major changes to the organisation or management of events 	Archives 
	and festivals. Includes advice provided by consultants. 

Tourism Records Disposal Schedule July 2003
Classes for retention as Territory Archives
TOURISM EVENTS
The function of arranging, approving and supporting tourist events and festivals. Includes identifying, approving, managing, enhancing and providing support to events and festivals which are conducted in order to attract tourists. 
Agreements
The processes associated with the establishment, maintenance, review and negotiation of agreements. 
Entry 	Description of Records	Disposal Action
1.7.1	Final version of significant agreements relating to events or 	Retain as Territory 
*1.7.1*	festivals with government bodies or private organisations 	Archives 
	with implications for major liabilities or obligations for 
	agency. 
1.7.2	Records relating to the negotiations, establishment, 	Retain as Territory 
*1.7.2*	maintenance and review of significant agreements 	Archives 
	relating to events or festivals. 
Celebrations
The activities associated with arranging and managing festivities to honour a particular activity. 
Entry 	Description of Records	Disposal Action
1.19.1	Programs, invitations, guest lists and photographs relating 	Retain as Territory 
*1.19.1*	to major celebrations at Territory events and festivals. 	Archives 

Tourism Records Disposal Schedule July 2003
Classes for retention as Territory Archives
TOURISM EVENTS
The function of arranging, approving and supporting tourist events and festivals. Includes identifying, approving, managing, enhancing and providing support to events and festivals which are conducted in order to attract tourists. 
Ceremonies
The activities associated with arranging and managing a formal act performed for a special occasion. 
Entry 	Description of Records	Disposal Action
1.20.1	Programs, invitations, guest lists and photographs 	Retain as Territory 
*1.20.1*	relating to major ceremonies held to mark a special 	Archives 
	occasion (eg the initiation of a new event or festival). 
Committees
The activities associated with the management of committees and task forces. Includes the committee's establishment, appointment of members, terms of reference, proceedings, minutes of meetings, reports, agendas etc. 
Entry 	Description of Records	Disposal Action
1.22.1	Records of external committees formed to manage or 	Retain as Territory 
*1.22.1*	advise on events and festivals. 	Archives 
	Includes: 
	documents establishing the committee; 
	final versions of minutes; 
	reports; 
	recommendations; 
	supporting documents such as briefing papers and 
	discussion papers. 

Tourism Records Disposal Schedule July 2003
Classes for retention as Territory Archives
TOURISM EVENTS
The function of arranging, approving and supporting tourist events and festivals. Includes identifying, approving, managing, enhancing and providing support to events and festivals which are conducted in order to attract tourists. 
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 	Description of Records	Disposal Action
1.44.1	External and internal reports evaluating the Tourism 	Retain as Territory 
*1.44.1*	Events function and/or major events and festivals. 	Archives 
Joint Ventures
The activities involved in managing joint operations between departments, either within the agency or with other agencies, or with the government, where there is a contract, joint contribution of funds and/or time.  Also includes private sector ventures with public sector organisations, and co-research or collaboration between inter-departmental units, departments or agencies. 
Entry 	Description of Records	Disposal Action
1.64.1	Final signed version of joint venture agreements or contracts 	Retain as Territory 
*1.64.1*	relating to events or festivals of major significance to agency 	Archives 
	and the Territory. Includes those with implications for major 
	liabilities or obligations for agency. 
1.64.2	Working papers relating to the establishment and 	Retain as Territory 
*1.64.2*	negotiations and management of joint venture agreements	Archives 
	 relating to events or festivals of major significance. 

Tourism Records Disposal Schedule July 2003
Classes for retention as Territory Archives
TOURISM EVENTS
The function of arranging, approving and supporting tourist events and festivals. Includes identifying, approving, managing, enhancing and providing support to events and festivals which are conducted in order to attract tourists. 
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 	Description of Records	Disposal Action
1.73.1	Master set of agency media releases relating to events and 	Retain as Territory 
*1.73.1*	festivals. 	Archives 
Planning
The process of formulating ways in which objectives can be achieved. Includes determination of services, needs and solutions to those needs. 
Entry 	Description of Records	Disposal Action
1.81.1	Final version of plans for major events and festivals. 	Retain as Territory 
*1.81.1*	Archives 

Tourism Records Disposal Schedule July 2003
Classes for retention as Territory Archives
TOURISM EVENTS
The function of arranging, approving and supporting tourist events and festivals. Includes identifying, approving, managing, enhancing and providing support to events and festivals which are conducted in order to attract tourists. 
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 	Description of Records	Disposal Action
1.82.1	Final version of policies for events and festivals. 	Retain as Territory 
*1.82.1*	Archives 
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), and to provide formal statements or findings of the results of the examination or investigation. Includes agenda, briefing, business, discussion papers, proposals, reports, reviews and returns. 
Entry 	Description of Records	Disposal Action
1.90.1	Final version of internal formal reports and reports made 	Retain as Territory 
*1.90.1*	to external agencies relating to events and festivals. 	Archives 

Tourism Records Disposal Schedule July 2003
Classes for retention as Territory Archives
TOURISM EVENTS
The function of arranging, approving and supporting tourist events and festivals. Includes identifying, approving, managing, enhancing and providing support to events and festivals which are conducted in order to attract tourists. 
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 	Description of Records	Disposal Action
1.95.1	Final report of reviews of agency programs and 	Retain as Territory 
*1.95.1*	operations supporting events and festivals. 	Archives 

Tourism Records Disposal Schedule July 2003
Classes for retention as Territory Archives
TOURISM MANAGEMENT
The function of managing tourism. Includes identifying tourist opportunities, encouraging the sustainable development of tourism, constructing and operating tourist facilities, providing tourism and travel information and booking services, advising the tourist and travel industries. 
Addresses (presentations)
The activity of giving addresses for training, professional, community relations or sales purposes. Includes speeches and multi-media presentations. 
Entry 	Description of Records	Disposal Action
2.5.1	Final version of addresses made by the Chief Minister or 	Retain as Territory 
*2.5.1*	portfolio Minister or senior agency officers relating to 	Archives 
	tourist facilities or tourism management. 
	[For addresses at or about events or festivals use 
	Tourism Events – Addresses. 
	
	For addresses about marketing use Tourism Marketing 
	- Addresses.] 
Advice
The activities associated with offering opinions by or to the agency as to an action or judgement. Includes the process of advising. 
Entry 	Description of Records	Disposal Action
2.6.1	Records documenting the receipt of advice which resulted in 	Retain as Territory 
*2.6.1*	major changes to the organisation or management of tourism 	Archives 
	or tourist facilities. Includes advice provided by consultants. 

Tourism Records Disposal Schedule July 2003
Classes for retention as Territory Archives
TOURISM MANAGEMENT
The function of managing tourism. Includes identifying tourist opportunities, encouraging the sustainable development of tourism, constructing and operating tourist facilities, providing tourism and travel information and booking services, advising the tourist and travel industries. 
Agreements
The processes associated with the establishment, maintenance, review and negotiation of agreements. 
Entry 	Description of Records	Disposal Action
2.7.1	Final version of significant agreements relating to tourist 	Retain as Territory 
*2.7.1*	facilities or tourism management with government bodies 	Archives 
	or private organisations with implications for major 
	liabilities or obligations for agency. 
2.7.2	Records relating to the negotiations, establishment, 	Retain as Territory 
*2.7.2*	maintenance and review of significant agreements 	Archives 
	relating to tourist facilities or tourism management. 
Celebrations
The activities associated with arranging and managing festivities to honour a particular activity. 
Entry 	Description of Records	Disposal Action
2.19.1	Programs, invitations, guest lists and photographs relating	Retain as Territory 
*2.19.1*	to major celebrations relating to tourist facilities or tourism 	Archives 
	management. 

Tourism Records Disposal Schedule July 2003
Classes for retention as Territory Archives
TOURISM MANAGEMENT
The function of managing tourism. Includes identifying tourist opportunities, encouraging the sustainable development of tourism, constructing and operating tourist facilities, providing tourism and travel information and booking services, advising the tourist and travel industries. 
Ceremonies
The activities associated with arranging and managing a formal act performed for a special occasion. 
Entry 	Description of Records	Disposal Action
2.20.1	Programs, invitations, guest lists and photographs 	Retain as Territory 
*2.20.1*	relating to major ceremonies held to mark a special 	Archives 
	occasion (eg opening of major tourist facilities). 
	[For major ceremonies related to events or festivals use 
	Tourism Events – Ceremonies.] 
Committees
The activities associated with the management of committees and task forces. Includes the committee's establishment, appointment of members, terms of reference, proceedings, minutes of meetings, reports, agendas etc. 
Entry 	Description of Records	Disposal Action
2.22.1	Records of external committees formed to manage or 	Retain as Territory 
*2.22.1*	advise on tourism management. 	Archives 
	Includes: 
	documents establishing the committee; 
	final versions of minutes; 
	reports; 
	recommendations; 
	supporting documents such as briefing papers and 
	discussion papers. 

Tourism Records Disposal Schedule July 2003
Classes for retention as Territory Archives
TOURISM MANAGEMENT
The function of managing tourism. Includes identifying tourist opportunities, encouraging the sustainable development of tourism, constructing and operating tourist facilities, providing tourism and travel information and booking services, advising the tourist and travel industries. 
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 	Description of Records	Disposal Action
2.44.1	External and internal reports evaluating the Tourism 	Retain as Territory 
*2.44.1*	Management function, tourist facilities and/or the 	Archives 
	management of tourism. 
Joint Ventures
The activities involved in managing joint operations between departments, either within the agency or with other agencies, or with the government, where there is a contract, joint contribution of funds and/or time.  Also includes private sector ventures with public sector organisations, and co-research or collaboration between inter-departmental units, departments or agencies. 
Entry 	Description of Records	Disposal Action
2.64.1	Final signed version of joint venture agreements or contracts 	Retain as Territory 
*2.64.1*	relating to tourism management of major significance to 	Archives 
	agency and the Territory. Includes those with implications 
	for major liabilities or obligations for agency. 
2.64.2	Working papers relating to the establishment and 	Retain as Territory 
*2.64.2*	negotiations and management of joint venture agreements	Archives 
	 relating to tourism management of major significance. 

Tourism Records Disposal Schedule July 2003
Classes for retention as Territory Archives
TOURISM MANAGEMENT
The function of managing tourism. Includes identifying tourist opportunities, encouraging the sustainable development of tourism, constructing and operating tourist facilities, providing tourism and travel information and booking services, advising the tourist and travel industries. 
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 	Description of Records	Disposal Action
2.73.1	Master set of agency media releases relating to the tourist	Retain as Territory 
*2.73.1*	 facilities. 	Archives 
	[For media releases relating to events or festivals use 
	Tourism Events - Media relations. 
	
	For media releases relating to the marketing of tourism
	 use Tourism Marketing - Media relations.] 
Planning
The process of formulating ways in which objectives can be achieved. Includes determination of services, needs and solutions to those needs. 
Entry 	Description of Records	Disposal Action
2.81.1	Final version of plans for major tourist facilities or major 	Retain as Territory 
*2.81.1*	activities related to tourist management. 	Archives 

Tourism Records Disposal Schedule July 2003
Classes for retention as Territory Archives
TOURISM MANAGEMENT
The function of managing tourism. Includes identifying tourist opportunities, encouraging the sustainable development of tourism, constructing and operating tourist facilities, providing tourism and travel information and booking services, advising the tourist and travel industries. 
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 	Description of Records	Disposal Action
2.82.1	Final version of policies for tourist facilities and tourism 	Retain as Territory 
*2.82.1*	management. 	Archives 
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), and to provide formal statements or findings of the results of the examination or investigation. Includes agenda, briefing, business, discussion papers, proposals, reports, reviews and returns. 
Entry 	Description of Records	Disposal Action
2.90.1	Final version of internal formal reports and reports made to 	Retain as Territory 
*2.90.1*	external agencies relating to tourist facilities and tourism 	Archives 
	management. 

Tourism Records Disposal Schedule July 2003
Classes for retention as Territory Archives
TOURISM MANAGEMENT
The function of managing tourism. Includes identifying tourist opportunities, encouraging the sustainable development of tourism, constructing and operating tourist facilities, providing tourism and travel information and booking services, advising the tourist and travel industries. 
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 	Description of Records	Disposal Action
2.95.1	Final report of reviews of agency programs and operations 	Retain as Territory 
*2.95.1*	supporting tourist facilities and tourism management. 	Archives 

Tourism Records Disposal Schedule July 2003
Classes for retention as Territory Archives
TOURISM MARKETING
The function of analysing, creating and selling tourism and tourist and travel related products and services. Includes market research, sales forecasting, advertising, media releases, promotion, pricing 
and product evaluation. 
Addresses (presentations)
The activity of giving addresses for training, professional, community relations or sales purposes. 
Includes speeches and multi-media presentations. 
Entry 	Description of Records	Disposal Action
3.5.1	Final version of addresses made by the Chief Minister or 	Retain as Territory 
*3.5.1*	portfolio Minister or senior agency officers for the purpose 	Archives 
	of marketing tourism. 
	[For addresses in relation to events and festivals use 
	Tourism Events - Addresses (presentations). 
	
	For addresses not for the purpose of marketing tourism 
	or events or festivals use Tourism Management - 
	Addresses (presentations). 
	
	For addresses relating to community or government 
	relations refer to the TARDiS.] 
Advice
The activities associated with offering opinions by or to the agency as to an action or judgement. 
Includes the process of advising. 
Entry 	Description of Records	Disposal Action
3.6.1	Records documenting the receipt of advice which resulted 	Retain as Territory 
*3.6.1*	in major changes to the marketing of tourism. Includes 	Archives 
	advice provided by consultants. 

Tourism Records Disposal Schedule July 2003
Classes for retention as Territory Archives
TOURISM MARKETING
The function of analysing, creating and selling tourism and tourist and travel related products and services. Includes market research, sales forecasting, advertising, media releases, promotion, pricing 
and product evaluation. 
Agreements
The processes associated with the establishment, maintenance, review and negotiation of agreements. 
Entry 	Description of Records	Disposal Action
3.7.1	Final version of significant agreements relating to the 	Retain as Territory 
*3.7.1*	marketing of tourism with government bodies or private 	Archives 
	organisations with implications for major liabilities or 
	obligations for agency. 
3.7.2	Records relating to the negotiations, establishment, 	Retain as Territory 
*3.7.2*	maintenance and review of significant agreements 	Archives 
	relating to the marketing of tourism. 
Celebrations
The activities associated with arranging and managing festivities to honour a particular activity. 
Entry 	Description of Records	Disposal Action
3.19.1	Programs, invitations, guest lists and photographs relating 	Retain as Territory 
*3.19.1*	to major celebrations relating to the marketing of tourism. 	Archives 

Tourism Records Disposal Schedule July 2003
Classes for retention as Territory Archives
TOURISM MARKETING
The function of analysing, creating and selling tourism and tourist and travel related products and 
services. Includes market research, sales forecasting, advertising, media releases, promotion, pricing 
and product evaluation.
Committees
The activities associated with the management of committees and task forces. Includes the committee's establishment, appointment of members, terms of reference, proceedings, minutes of meetings, reports, agendas etc. 
Entry 	Description of Records	Disposal Action
3.22.1	Records of external committees formed to manage or 	Retain as Territory 
*3.22.1*	advise on the marketing of tourism. 	Archives 
	Includes: 
	documents establishing the committee; 
	final versions of minutes; 
	reports; 
	recommendations; 
	supporting documents such as briefing papers and 
	discussion papers. 
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 	Description of Records	Disposal Action
3.44.1	External and internal reports evaluating the marketing of 	Retain as Territory 
*3.44.1*	tourism. 	Archives 

Tourism Records Disposal Schedule July 2003
Classes for retention as Territory Archives
TOURISM MARKETING
The function of analysing, creating and selling tourism and tourist and travel related products and 
services. Includes market research, sales forecasting, advertising, media releases, promotion, pricing 
and product evaluation. 
Joint Ventures
The activities involved in managing joint operations between departments, either within the agency or with other agencies, or with the government, where there is a contract, joint contribution of funds and/or time. Also includes private sector ventures with public sector organisations, and co-research or collaboration between inter-departmental units, departments or agencies. 
Entry 	Description of Records	Disposal Action
3.64.1	Final signed version of joint venture agreements or contracts 	Retain as Territory 
*3.64.1*	of major significance relating to the marketing of tourism. 	Archives 
	Includes those with implications for major liabilities or 
	obligations for agency. 
3.64.2	Working papers relating to the establishment and 	Retain as Territory 
*3.64.2*	negotiations and management of joint venture agreements 	Archives 
	of major significance relating to the marketing of tourism. 
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 	Description of Records	Disposal Action
3.73.1	Master set of agency media releases relating to the 	Retain as Territory 
*3.73.1*	marketing of tourism. 	Archives 
	[For media releases relating to events or festivals use 
	Tourism Events - Media relations. 
	
	For media releases relating to tourist facilities use 
	Tourism Management - Media relations.] 

Tourism Records Disposal Schedule July 2003
Classes for retention as Territory Archives
TOURISM MARKETING
The function of analysing, creating and selling tourism and tourist and travel related products and 
services. Includes market research, sales forecasting, advertising, media releases, promotion, pricing 
and product evaluation. 
Planning 
The process of formulating ways in which objectives can be achieved. Includes determination of services, needs and solutions to those needs. 
Entry 	Description of Records	Disposal Action
3.81.1	Final version of major plans for the marketing of tourism. 	Retain as Territory 
*3.81.1*	Archives 
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 	Description of Records	Disposal Action
3.82.1	Final version of policies for the marketing of tourism. 	Retain as Territory 
*3.82.1*	Archives 
Production
The process involved in producing material into an end result or output, e.g. a product or publication.  Includes design, layout, typesetting, desktop publishing, printing, binding etc. 
Entry 	Description of Records	Disposal Action
3.85.1	Master copy of agency produced films. 	Retain as Territory 
*3.85.1*	Archives 

Tourism Records Disposal Schedule July 2003
Classes for retention as Territory Archives
TOURISM MARKETING
The function of analysing, creating and selling tourism and tourist and travel related products and 
services. Includes market research, sales forecasting, advertising, media releases, promotion, pricing 
and product evaluation. 
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), and to provide formal statements or findings of the results of the examination or investigation. Includes agenda, briefing, business, discussion papers, proposals, reports, reviews and returns. 
Entry 	Description of Records	Disposal Action
3.90.1	Final version of internal formal reports and reports made 	Retain as Territory 
*3.90.1*	to external agencies relating to the marketing of tourism. 	Archives 
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 	Description of Records	Disposal Action
3.95.1	Final report of reviews of agency programs and 	Retain as Territory 
*3.95.1*	operations supporting the marketing of tourism. 	Archives