Australian Capital Territory
Territory Records (Records Disposal Schedule – Legislative Assembly Secretariat Records) Approval 2004 (No 1)*
Notifiable instrument NI2004—177
made under the
Territory Records Act 2002, s 19

I approve the Records Disposal Schedule – Legislative Assembly Secretariat Records.

David Wardle
Director of Territory Records
15 June 2004

Records Disposal Schedule 

Legislative Assembly Secretariat
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
ASSEMBLY COMMITTEES
Assembly & Committee Transcripts
Broadcasting of Proceedings
Celebrations
Committee Inquiries
Committee Management
Conferences
ASSEMBLY MEMBERS
Advice
Cases
Members Entitlements
Members Induction
Members Interests
Policy
CHAMBER PROCEEDINGS
Assembly & Committee Transcripts
Broadcasting of Proceedings
Ceremonies
Meetings
INTER PARLIAMENTARY RELATIONS
Celebrations
Conferences
Distribution
Greetings
Inter Parliamentary Organisations
Official Gifts
Reporting
Research
Visits
LEGISLATIVE PROCESS
Advice
Drafting
Legislation
PARLIAMENTARY EDUCATION
Celebrations
Committees
Conferences
Enquiries
Evaluation
Meetings
Production
Research
Visits
PARLIAMENTARY PROCEDURE
Advice
Cases
Procedures
Research
Reviewing
RECORDS DISPOSAL SCHEDULE
CLASSES FOR RETENTION AS TERRITORY ARCHIVES

INTRODUCTION
The Records Disposal Schedule – Legislative Assembly Secretariat Records is the official authority for the disposal of records relating to Legislative Assembly Secretariat. 

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 Legislative Assembly Secretariat records created or maintained by ACT Legislative Assembly. 

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 agency’s Records Management Program that has been signed off by the Principal Officer of the agency. 

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

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

Structure and relationship to the Territory Version of Keyword AAA
A Records Disposal Schedule generally specifies retention periods. That is, how long records are to be retained by the agency before being destroyed or retained as Territory Archives. 

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

The Records Disposal Schedule – Legislative Assembly Secretariat 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 Legislative Assembly Secretariat 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 documents 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 – Legislative Assembly Secretariat Records: 
covers all Legislative Assembly Secretariat records divided into the following functions: 

•	ASSEMBLY COMMITTEES
•	ASSEMBLY MEMBERS
•	CHAMBER PROCEEDINGS
•	INTER PARLIAMENTARY RELATIONS
•	LEGISLATIVE PROCESS
•	PARLIAMENTARY EDUCATION
•	PARLIAMENTARY PROCEDURE
o	is intended to be used in conjunction with TARDiS; 
o	specifies the minimum period records should be kept (retention periods); 
o	specifies whether, upon the expiry of the retention periods, the records may be destroyed or are required as Territory Archives; and 
o	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 
Freedom of Information Act 1989 
Occupational Health and Safety Act 1989 
Occupational Health and Safety Regulations 1991 
Australian Capital Territory (Self-Government) Act 1988
Legislation Act 2001
Legislative Assembly (Broadcasting) Act 2001
Legislative Assembly (Members' Staff) Act 1989
Legislative Assembly Precincts Act 2001
Magna Carta (1297) 25 Edw 1 c 29
Superannuation (Legislative Assembly Members) Act 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

ASSEMBLY COMMITTEES

The function of supporting the standing and select committees of the Assembly. Includes the provision of information on the Assembly committee system. Excludes Secretariat committees such as Risk Management Committee.

Assembly & Committee Transcripts
The activities associated with producing verbatim transcripts of the Assembly and its committees.

Broadcasting of Proceedings
The activities associated with the broadcasting of the proceedings of the Assembly and its committees.

Celebrations
The activities associated with arranging and managing festivities to honour a particular activity.

Committee Inquiries
The activities associated with supporting Assembly committees in the conduct of inquiries which have been either referred to a committee by the Assembly or self-referred.

Committee Management
The activity of arranging and supporting private and public meetings of standing and select committees.

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.

ASSEMBLY MEMBERS

The function of advising, reviewing and documenting the eligibility, conduct, attendance, remuneration, entitlements, and Assembly service of Members of the Legislative Assembly. Excludes condolences for Members and former Members.

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

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.

Members Entitlements
The activities associated with managing Members’ entitlements.

Members Induction
The activities associated with managing and arranging induction programs for Members.

Members Interests
The activities associated with maintaining a register of the declaration of private interests of Members of the Legislative Assembly.

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.

CHAMBER PROCEEDINGS

The function of providing services to support and record the proceedings of the sittings of the Legislative Assembly. Includes programming, producing the Notice Paper and Minutes of Proceedings, processing and recording petitions, tabling of documents, provision of relevant research, statistics, processing questions on notice and arrangements for the first sitting of each Assembly.

Assembly & Committee Transcripts
The activities associated with producing verbatim transcripts of the Assembly and its committees.

Assembly Meetings
The activities associated with arranging and supporting the meetings of the Assembly.

Broadcasting of Proceedings
The activities associated with the broadcasting of the proceedings of the Assembly and its committees.

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

INTER PARLIAMENTARY RELATIONS

The function of managing relations between the ACT Legislative Assembly and other parliaments. Includes the Assembly’s participation in regional and international parliamentary organisations and liaison with the Federal Parliament, state parliaments and the Northern Territory Legislative Assembly.

Addresses (presentations)
The activity of giving addresses for training, professional, community relations or sales purposes. Includes speeches and multi-media presentations.

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.

Celebrations
The activities associated with arranging and managing festivities to honour a particular activity.

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.

Distribution
The activities associated with disseminating items, correspondence or publications through sales, deliveries, or other customer services.

Greetings
The activities associated with preparing, sending and receiving letters of appreciation or condolences. Includes mailing lists for Christmas cards.

Inter Parliamentary Organisations
The activities associated with the participation in national and international associations and committees concerned with inter parliamentary relations, such as Commonwealth Parliamentary Association, Australasian Study of Parliament Group, Australian and New Zealand Association of Clerks at the Table. Includes the committee’s establishment, appointment of members, terms of reference, proceedings, minutes of meetings, reports, agenda etc.

Official Gifts
The activities associated with the purchase, presentation and receipt of official gifts.

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.

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.

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.

LEGISLATIVE PROCESS

The function of processing legislation through the Assembly to certification by the Clerk and forwarding to Parliamentary Counsel by the Speaker.

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

Drafting
The activities associated with preparing preliminary drafts or outlines of addresses, reports, articles, plans, sketches, etc prior to production.

Legislation
The process of making laws. Includes Local, State, Commonwealth and overseas Acts, Bills and subsections of Acts, and amendments to each.

PARLIAMENTARY EDUCATION

The function of educating and informing individuals and groups about the operations of the ACT system of government. Includes Education Office programs, curriculum development, fellowships, Assembly internships, student work experience, community education, public lectures, seminars, exhibitions, publications and programs for visiting parliamentarians and parliamentary officers.

Addresses (presentations)
The activity of giving addresses for training, professional, community relations or sales purposes. Includes speeches and multi-media presentations.

Celebrations
The activities associated with arranging and managing festivities to honour a particular activity.

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

Conferences
The activities involved in arranging or attending conferences held either by the agency or by other agencies. Includes registrations, publicity, and reports of participants etc.

Enquiries
The activities associated with handling requests for information about the agency and its services by the general public, agency employees or another agency.

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.

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.

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.

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.

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.

PARLIAMENTARY PROCEDURE

The function of developing, reviewing and implementing procedures, practices and policies relevant to carrying out the business of the Assembly and its committees. Includes advice from the Clerk.

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

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.

Procedures
Standard methods of operating laid down by an agency according to formulated policy.

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.

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

RECORDS DISPOSAL SCHEDULE

ASSEMBLY COMMITTEES
The function of supporting the standing and select committees of the Assembly. Includes the provision of information on the Assembly committee system. Excludes Secretariat committees such as Risk Management Committee.
Assembly & Committee Transcripts
The activities associated with producing verbatim transcripts of the Assembly and its committees.
Entry 	Description of Records	Disposal Action
1.4.1	Records documenting policies concerning the 	Retain as Territory 
*1.4.1*	circulation of transcripts.	Archives 
1.4.2	Final versions of transcripts of committee hearings.	Retain as Territory 
*1.4.2*	Archives 
1.4.3	Records documenting recording and transcription 	Destroy 7 years after 
*1.4.3*	arrangements.	last action
1.4.4	Style manuals and records documenting Hansard 	Destroy when 
*1.4.4*	procedures and processes.	superseded
1.4.5	Recordings of Assembly and committee proceedings.	Destroy when no 
*1.4.5*	longer required
Broadcasting of Proceedings
The activities associated with the broadcasting of the proceedings of the Assembly and its committees.
Entry 	Description of Records	Disposal Action
1.6.1	Records documenting approved guidelines for 	Retain as Territory 
*1.6.1*	broadcasting of the proceedings of the Assembly and its 	Archives 
	committees.
1.6.2	Working documents relating to the development of 	Destroy 3 years after 
*1.6.2*	guidelines for broadcasting of the Assembly and its 	promulgation of the 
	committees.	new guidelines
1.6.3	Records documenting agreement to prescribed 	Destroy 7 years after 
*1.6.3*	conditions for broadcasting of the Assembly and its 	new agreement is 
	committees.	implemented

	
ASSEMBLY COMMITTEES
The function of supporting the standing and select committees of the Assembly. Includes the provision of information on the Assembly committee system. Excludes Secretariat committees such as Risk Management Committee.
Celebrations
The activities associated with arranging and managing festivities to honour a particular activity.
Entry 	Description of Records	Disposal Action
1.8.1	Programs, guest lists and photographs relating to 	Retain as Territory 
*1.8.1*	celebratory festivities held to honour an event of major 	Archives 
	importance to a select or standing committee, eg a 
	significant anniversary.
1.8.2	Records documenting routine arrangements supporting 	Destroy 5 years after 
*1.8.2*	celebrations to honour an event of major importance to a 	action completed
	select or standing committee. Includes catering, venue 
	bookings and entertainment.
Committee Inquiries
The activities associated with supporting Assembly committees in the conduct of inquiries which have been either referred to a committee by the Assembly or self-referred.
Entry 	Description of Records	Disposal Action
1.10.1	Records documenting the proceedings of inquiries 	Retain as Territory 
*1.10.1*	conducted by standing and select committees such as:	Archives 
	Submissions authorised for publication,
	Submissions not authorised for publication,
	Briefings prepared by staff for a committee,
	Tabled documents,
	Correspondence authorised for publication,
	Correspondence not authorised for publication,
	Responses to questions on notice,
	Transcripts of proceedings - public, and
	Transcripts of proceedings - in camera.

	
ASSEMBLY COMMITTEES
The function of supporting the standing and select committees of the Assembly. Includes the provision of information on the Assembly committee system. Excludes Secretariat committees such as Risk Management Committee.
Committee Management
The activity of arranging and supporting private and public meetings of standing and select committees.
Entry 	Description of Records	Disposal Action
1.11.1	Records documenting the overall administration and 	Retain as Territory 
*1.11.1*	activity of the Assembly committee system eg The 	Archives 
	Business of Committees for each Assembly.
1.11.2	Minutes of proceedings.	Retain as Territory 
*1.11.2*	Archives 
1.11.3	Records documenting advice on committee procedures.	Retain as Territory 
*1.11.3*	Archives 
1.11.4	Administrative records of standing or select committees 	Destroy 5 years after 
*1.11.4*	including:	action completed
	Agendas,
	Staffing,
	Travel arrangements,
	Arrangements for meetings, including invitations to 
	Submit, mailing lists and advertisements,
	Correspondence relating to routine procedural or 
	Administrative matters (eg requests for corrections to 
	Uncorrected proof transcripts, letters of appreciation, 
	Acknowledgements of receipt of submissions, letters 
	Confirming arrangements for public hearings),
	Printing arrangements, distribution lists for reports,
	Briefing papers for the Daily Program (prepared by the 
	Administration and Procedure Committee),
	Routine progress reports and returns such as committee 
	Work plans, activity returns, and
	Information on possible inquiries.
1.11.5	Records documenting a committee’s consideration of 	Destroy 5 years after 
*1.11.5*	statutory appointments.					     last action

ASSEMBLY COMMITTEES
The function of supporting the standing and select committees of the Assembly. Includes the provision of information on the Assembly committee system. Excludes Secretariat committees such as Risk Management Committee.
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
1.13.1	Records of proceedings and reports of parliamentary 	Retain as Territory 
*1.13.1*	committee conferences.	Archives 
1.13.2	Major briefs, submissions and discussion papers 	Retain as Territory 
*1.13.2*	prepared by the Secretariat for conferences of 	Archives 
	parliamentary committees.
1.13.3	Records documenting routine administrative matters 	Destroy 5 years after 
*1.13.3*	such as budgeting, staffing, attendance, travel 	action completed
	arrangements.

ASSEMBLY MEMBERS
The function of advising, reviewing and documenting the eligibility, conduct, attendance, remuneration, entitlements, and Assembly service of Members of the Legislative Assembly. Excludes condolences for Members and former Members.
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
2.2.1	Records relating to the receipt and provision of advice 	Retain as Territory 
*2.2.1*	relating to the Assembly members function eg advice on 	Archives 
	Members’ responsibilities as employers.
2.2.2	Working papers relating to the development of advice 	Destroy 3 years after 
*2.2.2*	relating to the Assembly members function.	advice superseded
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
2.7.1	Case files of Members including pay history records, 	Destroy 75 years after
*2.7.1*	payroll deduction authorities, taxation declaration 	 the date of birth of 
	records, advice provided, individual entitlements and 	the Member or 7 years
	allowances.	after last action, 
	which ever is the 
	later.

	
ASSEMBLY MEMBERS
The function of advising, reviewing and documenting the eligibility, conduct, attendance, remuneration, entitlements, and Assembly service of Members of the Legislative Assembly. Excludes condolences for Members and former Members.
Members Entitlements
The activities associated with managing Members’ entitlements.
Entry 	Description of Records	Disposal Action
2.22.1	Records documenting Remuneration Tribunal decisions 	Retain as Territory 
*2.22.1*	affecting Members and other monetary entitlements such 	Archives 
	as Discretionary Office Allowance.
	[For the payment of salaries and allowances to 
	individual Members use ASSEMBLY MEMBERS – Cases]
2.22.2	Records documenting Members’ entitlements such as 	Destroy 10 years after
*2.22.2*	telephones, newspapers, badges for former Members, 	 last action
	furniture and fittings, stationery etc.
Members Induction
The activities associated with managing and arranging induction programs for Members.
Entry 	Description of Records	Disposal Action
2.23.1	Master sets of manuals, handbooks, directives relating to 	Retain as Territory 
*2.23.1*	induction programs, such as the Members’ Guide.	Archives 
	
2.23.2	Records documenting the development of induction 	Destroy 8 years after 
*2.23.2*	programs supporting the Assembly Members function.	production of the 
	information
2.23.3	Copies of manuals, handbooks, directives etc.	Destroy when 
*2.23.3*									     reference ceases

ASSEMBLY MEMBERS
The function of advising, reviewing and documenting the eligibility, conduct, attendance, remuneration, entitlements, and Assembly service of Members of the Legislative Assembly. Excludes condolences for Members and former Members.
Members Interests
The activities associated with maintaining a register of the declaration of private interests of Members of the Legislative Assembly.
Entry 	Description of Records	Disposal Action
2.24.1	Records documenting declarations of Members’ private 	Destroy in 
*2.24.1*	interests.	accordance with the 
	resolution of the 
	Assembly
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
2.26.1	Records documenting the development and 	Retain as Territory 
*2.26.1*	establishment of policies concerning Assembly members.	Archives 
2.26.2	Working papers documenting the development of 	Destroy 3 years after 
*2.26.2*	policies concerning Assembly members.	promulgation of the 
	new policy

CHAMBER PROCEEDINGS
The function of providing services to support and record the proceedings of the sittings of the Legislative Assembly. Includes programming, producing the Notice Paper and Minutes of Proceedings, processing and recording petitions, tabling of documents, provision of relevant research, statistics, processing questions on notice and arrangements for the first sitting of each Assembly.
Assembly & Committee Transcripts
The activities associated with producing verbatim transcripts of the Assembly and its committees.
Entry 	Description of Records	Disposal Action
3.4.1	Records documenting policies concerning the 	Retain as Territory 
*3.4.1*	circulation of transcripts.	Archives 
3.4.2	Final edited version of transcripts of Assembly 	Retain as Territory 
*3.4.2*           proceedings.	Archives 
3.4.3	Records documenting recording and transcription 	Destroy 7 years after 
*3.4.3*	arrangements.	last action
3.4.4	Style manuals and records documenting Hansard 	Destroy when 
*3.4.4*	procedures and processes.	superseded
3.4.5	Oral recordings of Assembly proceedings.	Destroy when no 
*3.4.5*	longer required
Assembly Meetings
The activities associated with arranging and supporting the meetings of the Assembly.
Entry 	Description of Records	Disposal Action
3.5.1	Records documenting the proceedings of the Assembly 	Retain as Territory 
*3.5.1*	and covers:	Archives 
	Condolences,
	Minutes of Proceedings,
	Notice Paper,
	Petitions,
	Questions on Notice,
	Resolutions,
	Standing Orders, and
	Tabled documents.
3.5.2	Daily program.	Destroy when action 
*3.5.2*	completed

	
CHAMBER PROCEEDINGS
The function of providing services to support and record the proceedings of the sittings of the Legislative Assembly. Includes programming, producing the Notice Paper and Minutes of Proceedings, processing and recording petitions, tabling of documents, provision of relevant research, statistics, processing questions on notice and arrangements for the first sitting of each Assembly.
Broadcasting of Proceedings
The activities associated with the broadcasting of the proceedings of the Assembly and its committees
Entry 	Description of Records	Disposal Action
3.6.1	Records documenting approved guidelines for 	Retain as Territory 
*3.6.1*	broadcasting of the proceedings of the Assembly and its 	Archives 
	committees
3.6.2	Working documents relating to the development of 	Destroy 3 years after 
*3.6.2*	guidelines for broadcasting of the Assembly and its 	the promulgation of 
	committees.	new guidelines
3.6.3	Records documenting agreement to prescribed 	Destroy 7 years after 
*3.6.3*	conditions for broadcasting of the Assembly and its 	new agreement is 
	committees.	implemented
Ceremonies
The activities associated with arranging and managing a formal act performed for a special occasion.
Entry 	Description of Records	Disposal Action
3.9.1	Programs, invitations, guest lists and photographs 	Retain as Territory 
*3.9.1*	relating to ceremonies held to mark special occasions 	Archives 
	such as the first sitting of an Assembly.
3.9.2	Records documenting routine arrangements supporting 	Destroy 2 years after 
*3.9.2*	ceremonies to mark special occasions. Includes catering, 	action completed
	venue booking and entertainment.
3.9.3	Records documenting all arrangements for other 	Destroy 2 years after 
*3.9.3*	ceremonies of lesser significance. Includes programs, 	action completed
	invitations, guest lists, catering, venue bookings and 
	entertainment.

INTER PARLIAMENTARY RELATIONS
The function of managing relations between the ACT Legislative Assembly and other parliaments. Includes the Assembly’s participation in regional and international parliamentary organisations and liaison with the Federal Parliament, state parliaments and the Northern Territory Legislative Assembly.
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
4.1.1	Final version of address made by the Speaker, or	Retain as Territory 
*4.1.1*	Member at an inter parliamentary forum.	Archives 
4.1.2	Working papers documenting the development of 	Destroy when 
*4.1.2*	addresses including drafts.	reference ceases
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
4.3.1	Records documenting assistance and arrangements for 	Destroy 2 years after 
*4.3.1*	obtaining official passports, visas, clearances, entry 	Member’s 
	permits etc for Members, spouses and staff relating to the 	Legislative 
	inter parliamentary function.	Assembly service 
	ceases and spouse 
	and staff arrangements
	lapse / expire
4.3.2	Records documenting travel arrangements to inter 	Destroy 5 years after 
*4.3.2*	parliamentary activities, includes itineraries and 	action completed
	accommodation.

	
INTER PARLIAMENTARY RELATIONS
The function of managing relations between the ACT Legislative Assembly and other parliaments. Includes the Assembly’s participation in regional and international parliamentary organisations and liaison with the Federal Parliament, state parliaments and the Northern Territory Legislative Assembly.
Celebrations
The activities associated with arranging and managing festivities to honour a particular activity.
Entry 	Description of Records	Disposal Action
4.8.1	Programs, invitations, guest lists and photographs 	Retain as Territory 
*4.8.1*	relating to celebratory festivities held to honour an event	Archives 
	 of major importance relating to the inter parliamentary 
	relations function.
4.8.2	Records documenting routine arrangements supporting 	Destroy 5 years after 
*4.8.2*	celebrations to honour an event of major importance 	action completed
	relating to the inter parliamentary relations function. 
	Includes catering, venue bookings and entertainment.
4.8.3	Records documenting all arrangements for other 	Destroy 2 years after 
*4.8.3*	celebrations of lesser significance relating to the inter 	action completed
	parliamentary relations function.  Includes programs, 
	invitations, guest lists, catering, venue bookings and 
	entertainment.
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
4.13.1	Records of:	Retain as Territory 
*4.13.1*	Proceedings (transcripts) and reports,	Archives 
	Major briefs, submissions and discussion papers 
	prepared by the Secretariat for inter parliamentary 
	conferences, and
	Committees or conferences of which the Speaker or the 
	Clerk is a member or normally attends (eg Presiding 
	Officers and Clerks meetings).
4.13.2	Records documenting arrangements for inter 	Destroy 5 years after 
*4.13.2*	parliamentary conferences including program 	action completed
	development, arranging speakers, promotion, managing 
	registrations and venue booking.	

INTER PARLIAMENTARY RELATIONS
The function of managing relations between the ACT Legislative Assembly and other parliaments. Includes the Assembly’s participation in regional and international parliamentary organisations and liaison with the Federal Parliament, state parliaments and the Northern Territory Legislative Assembly.
Distribution
The activities associated with disseminating items, correspondence or publications through sales, deliveries, or other customer services.
Entry 	Description of Records	Disposal Action
4.14.1	Records documenting the distribution of publications 	Destroy 2 years after 
*4.14.1*	and correspondence related to the inter parliamentary 	action completed
	relations function.
Greetings
The activities associated with preparing, sending and receiving letters of appreciation or condolences. Includes mailing lists for Christmas cards.
Entry 	Description of Records	Disposal Action
4.18.1	Records documenting the preparation, dispatch, and 	Destroy when no 
*4.18.1*	receipt of letters of introduction, appreciation, 	longer required
	condolence and greeting cards. Includes mailing lists.
Inter Parliamentary Organisations
The activities associated with the participation in national and international associations and committees concerned with inter parliamentary relations, such as Commonwealth Parliamentary Association, Australasian Study of Parliament Group, Australian and New Zealand Association of Clerks at the Table. Includes the committee’s establishment, appointment of members, terms of reference, proceedings, minutes of meetings, reports, agenda etc.
Entry 	Description of Records	Disposal Action
4.19.1	Records documenting ACT Legislative Assembly 	Retain as Territory 
*4.19.1*	membership in inter parliamentary organisations.	Archives 
4.20.2	Minutes of proceedings of the ACT branch of inter 	Retain as Territory 
*4.19.2*	parliamentary organisations.	Archives 
4. 19.3		Records documenting routine administrative arrangements 	    Destroy 5 years after
*4.19.3*	for inter parliamentary organisations. 			     last action	

INTER PARLIAMENTARY RELATIONS
The function of managing relations between the ACT Legislative Assembly and other parliaments. Includes the Assembly’s participation in regional and international parliamentary organisations and liaison with the Federal Parliament, state parliaments and the Northern Territory Legislative Assembly.
Official Gifts
The activities associated with the purchase, presentation and receipt of official gifts.
Entry 	Description of Records	Disposal Action
4.25.1	Records documenting the development of policy and 	Retain as Territory 
*4.25.1*	procedures for the receipt, presentation or the exchange of 	Archives 
	gifts and commemorative items.
4.25.2	Register of gifts and commemorative items received.	Retain as Territory 
*4.25.2*	Archives 
4.25.3	Records documenting gifts and commemorative items 	Retain as Territory 
*4.25.3*	presented to representatives of other parliaments.	Archives 
4.25.4	Letters of appreciation received or sent.	Destroy 3 years after 
*4.25.4*	action completed
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
4.29.1	Final version of reports made to external agencies in 	Retain as Territory 
*4.29.1*	relation to the Inter parliamentary relations function.	Archives 
4.29.2	Final versions of reports on general administrative 	Destroy 10 years after 
*4.29.2*	matters used to monitor and document recurring 	action completed
	activities to support the Inter parliamentary relations 
	function. Includes the collecting and reporting of 
	statistical information relating to visits.
4.29.3	Working papers documenting the development of all 	Destroy 6 years after 
*4.29.3*	reports, including drafts and comments received.	action completed
4.29.4	Copies of reports relating to the Inter parliamentary 	Destroy when 
*4.29.4*	relations function.	reference ceases

	
INTER PARLIAMENTARY RELATIONS
The function of managing relations between the ACT Legislative Assembly and other parliaments. Includes the Assembly’s participation in regional and international parliamentary organisations and liaison with the Federal Parliament, state parliaments and the Northern Territory Legislative Assembly.
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
4.30.1	Records documenting detailed research carried out to 	Destroy 7 years after 
*4.30.1*	support the Inter parliamentary relations function.	last action
4.30.2	Records documenting routine research carried out to 	Destroy 1 year after 
*4.30.2*	support the Inter parliamentary relations function.	last action

INTER PARLIAMENTARY RELATIONS
The function of managing relations between the ACT Legislative Assembly and other parliaments. Includes the Assembly’s participation in regional and international parliamentary organisations and liaison with the Federal Parliament, state parliaments and the Northern Territory Legislative Assembly.
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
4.32.1	Master copy of program for incoming inter parliamentary 	Retain as Territory 
*4.32.1*	delegations (incorporates itinerary, program and list of 	Archives 
	delegation members).
4.32.2	Records documenting ACT Legislative Assembly 	Retain as Territory 
*4.32.2*	membership of delegations including joint parliamentary 	Archives 
	delegations.
4.32.3	Primary records prepared for parliamentary delegations 	Destroy 5 years after 
*4.32.3*	includes:	action completed
	Invitations,
	Composition of delegation,
	Itinerary and program [outgoing delegations only], 
	Financial planning,
	Travel arrangements, [incoming delegations only], 
	Extension of travel arrangements, and 
	Cancelled visits.
4.32.4	Administrative arrangements for parliamentary 	Destroy when 
*4.32.4*	delegations includes matters such as:	reference ceases
	Program drafts,
	Briefings,
	Transport,
	Venues,
	Functions,
	Receptions,
	Guest lists,
	Catering, 
	Photographs, and
	Information kits.

LEGISLATIVE PROCESS
The function of processing legislation through the Assembly to certification by the Clerk and forwarding to Parliamentary Counsel by the Speaker.

Includes the processing of proposed Assembly amendments and clerical amendments.
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
5.2.1	Records documenting advice provided or received in 	Retain as Territory 
*5.2.1*	relation to the Legislative process function for example 	Archives 
	in relation to clerical amendments.
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
5.15.1	Records documenting drafting instructions for 	Retain as Territory 
*5.15.1*	legislation issued by the Secretariat.	Archives 
Legislation
The process of making laws. Includes Local, State, Commonwealth and overseas Acts, Bills and subsections of Acts, and amendments to each.
Entry 	Description of Records	Disposal Action
5.20.1	Signed copies of bills including amendments.	Retain as Territory 
*5.20.1*	Archives 
5.20.2	Correspondence relating to the notification of legislation	Retain as Territory 
*5.20.2*	 passed by the Assembly.	Archives 
5.20.3	Final versions of documents outlining aspects of the 	Retain as Territory 
*5.20.3*	process of making laws eg information provided to the 	Archives 
	community or to publications.
5.20.4	Working papers relating to the progress of legislation 	Destroy 1 year after 
*5.20.4*	through the Assembly.	last action
5.20.5	Drafts of documents outlining aspects of the process of 	Destroy when 
*5.20.5*	making laws eg information provided to the community 	reference ceases
	or to publications.

PARLIAMENTARY EDUCATION
The function of educating and informing individuals and groups about the operations of the ACT system of government. Includes Education Office programs, curriculum development, fellowships, Assembly internships, student work experience, community education, public lectures, seminars, exhibitions, publications and programs for visiting parliamentarians and parliamentary officers.
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
6.1.1	Final versions of addresses made by the Speaker or the 	Retain as Territory 
*6.1.1*	Clerk at major occasions relating to the Parliamentary 	Archives 
	education function.
6.1.2	Final versions of other addresses delivered relating to 	Destroy 2 years after 
*6.1.2*	the Parliamentary education function.	last presentation 
6.1.3	Working papers documenting the development of 	Destroy when 		
*6.1.3*	addresses, including drafts.	reference ceases
Celebrations
The activities associated with arranging and managing festivities to honour a particular activity.
Entry 	Description of Records	Disposal Action
6.8.1	Programs, guest lists and photographs relating to 	Retain as Territory 
*6.8.1*	celebratory festivities held to honour an event of major 	Archives 
	importance relating to the Parliamentary education 
	function.
6.8.2	Records documenting routine arrangements supporting 	Destroy 5 years after 
*6.8.2*	celebrations to honour an event of major importance 	action completed
	relating to the Parliamentary education function. 
	Includes catering, venue bookings and entertainment.
6.8.3	Records documenting all arrangements for other 	Destroy 2 years after 
*6.8.3*	celebrations of lesser significance relating to the 	action completed
	Parliamentary education function. Includes programs, 
	invitations, guest lists, catering, venue bookings and 
	entertainment.

PARLIAMENTARY EDUCATION
The function of educating and informing individuals and groups about the operations of the ACT system of government. Includes Education Office programs, curriculum development, fellowships, Assembly internships, student work experience, community education, public lectures, seminars, exhibitions, publications and programs for visiting parliamentarians and parliamentary officers.
Committees
The activities associated with the managing of committees and task forces. Includes the committee's establishment, appointment of members, terms of reference, proceedings, minutes of meetings, reports, agenda etc.
Entry 	Description of Records	Disposal Action
6.12.1	Records of internal and external committees formed to 	Destroy 10 years after 
*6.12.1*	consider matters relating to the parliamentary eduction 	action completed
	function. Includes:
	Documents establishing the committee,
	Final versions of minutes,
	Reports,
	Recommendations, and
	Supporting documents such as briefing papers and 
	Discussion papers.
6.12.2	Working papers documenting the conduct and 	Destroy when 
*6.12.2*	administration of committees that consider matters 	reference ceases
	relating to the parliamentary education function. 
	Includes:
	Agenda,
	Notices of meetings,
	Draft minutes,
	Draft reports, and
	Draft discussion papers.

PARLIAMENTARY EDUCATION
The function of educating and informing individuals and groups about the operations of the ACT system of government. Includes Education Office programs, curriculum development, fellowships, Assembly internships, student work experience, community education, public lectures, seminars, exhibitions, publications and programs for visiting parliamentarians and parliamentary officers.
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
6.13.1	Records documenting arrangements for conferences 	Destroy 5 years after 
*6.13.1*	relating to the parliamentary education function 	action completed
	including program development, arranging speakers, 
	promotion, managing registrations and venue bookings.
6.13.2	Records assessing the conduct of conferences organised 	Destroy 5 years after 
*6.13.2*	by the Secretariat relating to the parliamentary education 	action completed
	function (eg evaluation reports).
6.13.3	Copies of unpublished proceedings, reports, speeches 	Destroy when 
*6.13.3*	and papers of conferences relating to the parliamentary 	reference ceases
	education function.
	[For the printing and publication of parliamentary 
	education conference proceedings and reports use 
	PARLIAMENTARY EDUCATION - Production.]
6.13.4	Records documenting the attendance of staff at 	Destroy 5 years after 
*6.13.4*	parliamentary education conferences arranged by other 	action completed
	parliaments/agencies. Includes the completed conference 
	registration forms, programs and conference promotion 
	material.
6.13.5	Participant’s reports on conferences arranged by other 	Destroy 5 years after 
*6.13.5*	parliaments / agencies.	action completed
Enquiries
The activities associated with handling requests for information about the agency and its services by the general public, agency employees or another agency.
Entry 	Description of Records	Disposal Action
6.16.1	Records documenting the handling of enquiries about 	Destroy 2 years after 
*6.16.1*	the Assembly, its activities, products and services.	action completed

PARLIAMENTARY EDUCATION
The function of educating and informing individuals and groups about the operations of the ACT system of government. Includes Education Office programs, curriculum development, fellowships, Assembly internships, student work experience, community education, public lectures, seminars, exhibitions, publications and programs for visiting parliamentarians and parliamentary officers.
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
6.17.1	Records documenting major reports and submissions to 	Retain as Territory 
*6.17.1*	the Speaker about programs relating to the parliamentary 	Archives 
	education function.
6.17.2	Records documenting the evaluation and ongoing 	Destroy 7 years after 
*6.17.2*	monitoring of parliamentary education activities, 	action completed
	programs and services.
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
6.21.1	Final version of minutes, and supporting documents 	Destroy 5 years after 
*6.21.1*	tabled at meetings held to support the Parliamentary 	action completed
	Education function.
6.21.2	Working papers documenting the conduct and 	Destroy when 
*6.21.2*	administration of meetings held to support the 	reference ceases
	Parliamentary Education function. Includes agenda, 
	notices of meetings and draft minutes.

	
PARLIAMENTARY EDUCATION
The function of educating and informing individuals and groups about the operations of the ACT system of government. Includes Education Office programs, curriculum development, fellowships, Assembly internships, student work experience, community education, public lectures, seminars, exhibitions, publications and programs for visiting parliamentarians and parliamentary officers.
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
6.28.1	Master sets of publications relating to the Parliamentary 	Retain as Territory 
*6.28.1*	Education function including biographical information 	Archives 
	on Members, and publications describing the role and 
	functions of the Assembly.
6.28.2	Master copy of films / videos produced relating to the 	Retain as Territory 
*6.28.2*	Parliamentary Education function.	Archives 
6.28.3	Records documenting the production process concerning	Destroy 3 years after 
*6.28.3*	 the parliamentary education function.	Production
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
6.30.1	Records documenting detailed research carried out to 	Destroy 5 years after 
*6.30.1*	support the parliamentary education function.	action completed
6.30.2	Records documenting routine research carried out to 	Destroy when 
*6.30.2*	support the parliamentary education function.	reference cease	

	
PARLIAMENTARY EDUCATION
The function of educating and informing individuals and groups about the operations of the ACT system of government. Includes Education Office programs, curriculum development, fellowships, Assembly internships, student work experience, community education, public lectures, seminars, exhibitions, publications and programs for visiting parliamentarians and parliamentary officers.
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
6.32.1	Records documenting the development and review of the 	Retain as Territory 
*6.32.1*	Assembly Internship Program.	Archives 
6.32.2	Records documenting arrangements for visits or tours to 	Destroy 6 years after 
*6.32.2*	the Assembly by the general public including 	action completed
	University of the Third Age programs.
6.32.3	Records documenting arrangements for visits or tours to 	Destroy 6 years after 
*6.32.3*	the Assembly by students including for special programs	action completed
	such as Youth Parliament, Schools Constitution 
	Convention, debates etc.
6.32.4	Records documenting routine administrative matters, and	Destroy 6 years after 
*6.32.4*	arrangements for selection and supervision of work 	action completed
	experience placements.
6.32.5	Records documenting routine administrative matters, and	Destroy 6 years after 
*6.32.5*	arrangements for selection and supervision of Assembly 	action completed
	Internship placements.
6.32.6	Records documenting visits by staff to schools and 		    Destroy 6 years after 
*6.32.6*	community organisations in relation to the parliamentary	action completed
	education function.

PARLIAMENTARY PROCEDURE
The function of developing, reviewing and implementing procedures, practices and policies relevant to carrying out the business of the Assembly and its committees. Includes advice from the Clerk.
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
7.2.1	Final versions of advice provided on parliamentary 	Retain as Territory 
*7.2.1*	procedure relating to the Assembly and its committees.	Archives 
7.2.2	Working papers on advice provided on parliamentary 	Destroy 5 years after 
*7.2.2*	procedure relating to the Assembly and its committees.	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
7.7.1	Records documenting the case history of a matter relating	Retain as Territory 
*7.7.1*	to the parliamentary procedure function, such as a matter 	Archives 
	relating to a specific standing order or a particular 
	procedure, where for operational reasons it is necessary 
	to keep a number of activities on the one file.

	
PARLIAMENTARY PROCEDURE
The function of developing, reviewing and implementing procedures, practices and policies relevant to carrying out the business of the Assembly and its committees. Includes advice from the Clerk.
Procedures
Standard methods of operating laid down by an agency according to formulated policy.
Entry 	Description of Records	Disposal Action
7.27.1	Final versions of procedures relating to the operation of 	Retain as Territory 
*7.27.1*	the Assembly and its committees, for example Standing 	Archives 
	Orders.
7.27.2	Working papers documenting procedures relating to the 	Destroy 1 year after 
*7.27.2*	operation of the Assembly and its committees, for example	promulgation of the 
	 Standing Orders.	new procedures
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
7.30.1	Final versions of research relating to the parliamentary 	Retain as Territory 
*7.30.1*	procedure function, for example research on Standing 	Archives 
	Orders.
7.30.2	Working papers documenting research relating to the 	Destroy 2 years after 
*7.30.2*	parliamentary procedure function.	last action
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
7.31.1	Final versions of reviews conducted on matters relating 	Retain as Territory 
*7.31.1*	to the parliamentary procedure function.	Archives 
7.31.2	Working papers of reviews conducted on matters relating	Destroy 2 years after 
*7.31.2*	 to the parliamentary procedure function.	action completed

CLASSES FOR RETENTION AS TERRITORY ARCHIVES

	
Classes for retention as Territory Archives
ASSEMBLY COMMITTEES
The function of supporting the standing and select committees of the Assembly. Includes the provision of information on the Assembly committee system. Excludes Secretariat committees such as Risk Management Committee.
Assembly & Committee Transcripts
The activities associated with producing verbatim transcripts of the Assembly and its committees.
Entry 	Description of Records	Disposal Action
1.4.1	Records documenting policies concerning the 	Retain as Territory 
*1.4.1*	circulation of transcripts.	Archives 
1.4.2	Final versions of transcripts of committee hearings.	Retain as Territory 
*1.4.2*	Archives 
Broadcasting of Proceedings
The activities associated with the broadcasting of the proceedings of the Assembly and its committees.
Entry 	Description of Records	Disposal Action
1.6.1	Records documenting approved guidelines for 	Retain as Territory 
*1.6.1*	broadcasting of the proceedings of the Assembly and its 	Archives 
	committees.
Celebrations
The activities associated with arranging and managing festivities to honour a particular activity.
Entry 	Description of Records	Disposal Action
1.8.1	Programs, guest lists and photographs relating to 	Retain as Territory 
*1.8.1*	celebratory festivities held to honour an event of major 	Archives 
	importance to a select or standing committee, eg a
	significant anniversary.

Classes for retention as Territory Archives
ASSEMBLY COMMITTEES
The function of supporting the standing and select committees of the Assembly. Includes the provision of information on the Assembly committee system. Excludes Secretariat committees such as Risk Management Committee.
Committee Inquiries
The activities associated with supporting Assembly committees in the conduct of inquiries which have been either referred to a committee by the Assembly or self-referred.
Entry 	Description of Records	Disposal Action
1.10.1	Records documenting the proceedings of inquiries 	Retain as Territory 
*1.10.1*	conducted by standing and select committees such as:	Archives 
	Submissions authorised for publication,
	Submissions not authorised for publication,
	Briefings prepared by staff for a committee,
	Tabled documents,
	Correspondence authorised for publication,
	Correspondence not authorised for publication,
	Responses to questions on notice,
	Transcripts of proceedings - public, and
	Transcripts of proceedings - in camera.
Committee Management
The activity of arranging and supporting private and public meetings of standing and select committees.
Entry 	Description of Records	Disposal Action
1.11.1	Records documenting the overall administration and 	Retain as Territory 
*1.11.1*	activity of the Assembly committee system eg The 	Archives 
	Business of Committees for each Assembly.
1.11.2	Minutes of proceedings.	Retain as Territory 
*1.11.2*	Archives 
1.11.3	Records documenting advice on committee procedures.	Retain as Territory 
*1.11.3*									     Archives 

Classes for retention as Territory Archives
ASSEMBLY COMMITTEES
The function of supporting the standing and select committees of the Assembly. Includes the provision of information on the Assembly committee system. Excludes Secretariat committees such as Risk Management Committee.
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
1.13.1	Records of proceedings and reports of parliamentary 	Retain as Territory 
*1.13.1*	committee conferences.	Archives 
1.13.2	Major briefs, submissions and discussion papers 	Retain as Territory 
*1.13.2*	prepared by the Secretariat for conferences of 	Archives 
	parliamentary committees.

	
Classes for retention as Territory Archives
ASSEMBLY MEMBERS
The function of advising, reviewing and documenting the eligibility, conduct, attendance, remuneration, entitlements, and Assembly service of Members of the Legislative Assembly. Excludes condolences for Members and former Members.
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
2.2.1	Records relating to the receipt and provision of advice 	Retain as Territory 
*2.2.1*	relating to the Assembly members function eg advice on 	Archives 
	Members’ responsibilities as employers.
Members Entitlements
The activities associated with managing Members’ entitlements.
Entry 	Description of Records	Disposal Action
2.22.1	Records documenting Remuneration Tribunal decisions 	Retain as Territory 
*2.22.1*	affecting Members and other monetary entitlements such 	Archives 
	as Discretionary Office Allowance.
	[For the payment of salaries and allowances to 
	individual Members use ASSEMBLY MEMBERS – Cases]
Members Induction
The activities associated with managing and arranging induction programs for Members.
Entry 	Description of Records	Disposal Action
2.23.1	Master sets of manuals, handbooks, directives relating to 	Retain as Territory 
*2.23.1*	induction programs, such as the Members’ Guide.		     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
2.26.1	Records documenting the development and 	Retain as Territory 
*2.26.1*	establishment of policies concerning Assembly members.	Archives 

Classes for retention as Territory Archives
CHAMBER PROCEEDINGS
The function of providing services to support and record the proceedings of the sittings of the Legislative Assembly. Includes programming, producing the Notice Paper and Minutes of Proceedings, processing and recording petitions, tabling of documents, provision of relevant research, statistics, processing questions on notice and arrangements for the first sitting of each Assembly.
Assembly & Committee Transcripts
The activities associated with producing verbatim transcripts of the Assembly and its committees.
Entry 	Description of Records	Disposal Action
3.4.1	Records documenting policies concerning the 	Retain as Territory 
*3.4.1*	circulation of transcripts.	Archives 
3.4.2	Final edited version of transcripts of Assembly 	Retain as Territory
*3.4.2* 	proceedings.	Archives 
Assembly Meetings
The activities associated with arranging and supporting the meetings of the Assembly.
Entry 	Description of Records	Disposal Action
3.5.1	Records documenting the proceedings of the Assembly 	Retain as Territory 
*3.5.1*	and covers:	Archives 
	Condolences,
	Minutes of Proceedings,
	Notice Paper,
	Petitions,
	Questions on Notice,
	Resolutions,
	Standing Orders, and
	Tabled documents.

	
Classes for retention as Territory Archives
CHAMBER PROCEEDINGS
The function of providing services to support and record the proceedings of the sittings of the Legislative Assembly. Includes programming, producing the Notice Paper and Minutes of Proceedings, processing and recording petitions, tabling of documents, provision of relevant research, statistics, processing questions on notice and arrangements for the first sitting of each Assembly.
Broadcasting of Proceedings
The activities associated with the broadcasting of the proceedings of the Assembly and its committees.
Entry 	Description of Records	Disposal Action
3.6.1	Records documenting approved guidelines for 	Retain as Territory 
*3.6.1*	broadcasting of the proceedings of the Assembly and its 	Archives 
	committees.
Ceremonies
The activities associated with arranging and managing a formal act performed for a special occasion.
Entry 	Description of Records	Disposal Action
3.9.1	Programs, invitations, guest lists and photographs 	Retain as Territory 
*3.9.1*	relating to ceremonies held to mark special occasions 	Archives 
	such as the first sitting of an Assembly.

	
Classes for retention as Territory Archives
INTER PARLIAMENTARY RELATIONS
The function of managing relations between the ACT Legislative Assembly and other parliaments. Includes the Assembly’s participation in regional and international parliamentary organisations and liaison with the Federal Parliament, state parliaments and the Northern Territory Legislative Assembly.
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
4.1.1	Final version of address made by Mr Speaker, or	Retain as Territory 
*4.1.1*	Member at an inter parliamentary forum.	Archives 
Celebrations
The activities associated with arranging and managing festivities to honour a particular activity.
Entry 	Description of Records	Disposal Action
4.8.1	Programs, invitations, guest lists and photographs 	Retain as Territory 
*4.8.1*	relating to celebratory festivities held to honour an event	Archives 
	of major importance relating to the inter parliamentary 
	relations function.
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
4.13.1	Records of:	Retain as Territory 
*4.13.1*	Proceedings (transcripts) and reports,	Archives 
	Major briefs, submissions and discussion papers 
	prepared by the Secretariat for inter parliamentary 
	conferences, and
	Committees or conferences of which the Speaker or the 
	Clerk is a member or normally attends (eg Presiding 
	Officers and Clerks meetings).

Classes for retention as Territory Archives
INTER PARLIAMENTARY RELATIONS
The function of managing relations between the ACT Legislative Assembly and other parliaments. Includes the Assembly’s participation in regional and international parliamentary organisations and liaison with the Federal Parliament, state parliaments and the Northern Territory Legislative Assembly.
Inter Parliamentary Organisations
The activities associated with the participation in national and international associations and committees concerned with inter parliamentary relations, such as Commonwealth Parliamentary Association, Australasian Study of Parliament Group, Australian and New Zealand Association of Clerks at the Table. Includes the committee’s establishment, appointment of members, terms of reference, proceedings, minutes of meetings, reports, agenda etc.
Entry 	Description of Records	Disposal Action
4.19.1	Records documenting ACT Legislative Assembly 	Retain as Territory 
*4.19.1*	membership in inter parliamentary organisations.	Archives 
4.19.2	Minutes of proceedings of the ACT branch of inter 	Retain as Territory 
*4.19.2*	parliamentary organisations.	Archives 
Official Gifts
The activities associated with the purchase, presentation and receipt of official gifts.
Entry 	Description of Records	Disposal Action
4.25.1	Records documenting the development of policy and 	Retain as Territory 
*4.25.1*	procedures for the receipt, presentation or the exchange 	Archives 
	of gifts and commemorative items.
4.25.2	Register of gifts and commemorative items received.	Retain as Territory 
*4.25.2*	Archives 
4.25.3	Records documenting gifts and commemorative items 	Retain as Territory 
*4.25.3*	presented to representatives of other parliaments.	Archives 

	
Classes for retention as Territory Archives
INTER PARLIAMENTARY RELATIONS
The function of managing relations between the ACT Legislative Assembly and other parliaments. Includes the Assembly’s participation in regional and international parliamentary organisations and liaison with the Federal Parliament, state parliaments and the Northern Territory Legislative Assembly.
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
4.29.1	Final version of reports made to external agencies in 	Retain as Territory 
*4.29.1*	relation to the Inter parliamentary relations function.	Archives 
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
4.32.1	Master copy of program for incoming inter parliamentary 	Retain as Territory 
*4.32.1*	delegations (incorporates itinerary, program and list of 	Archives 
	delegation members).
4.32.2	Records documenting ACT Legislative Assembly 	Retain as Territory 
*4.32.2*	membership of delegations including joint parliamentary 	Archives 
	delegations.

	
Classes for retention as Territory Archives
LEGISLATIVE PROCESS
The function of processing legislation through the Assembly to certification by the Clerk and forwarding to Parliamentary Counsel by the Speaker.

Includes the processing of proposed Assembly amendments and clerical amendments.
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
5.2.1	Records documenting advice provided or received in 	Retain as Territory 
*5.2.1*	relation to the Legislative process function for example 	Archives 
	in relation to clerical amendments.
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
5.15.1	Records documenting drafting instructions for 	Retain as Territory 
*5.15.1*	legislation issued by the Secretariat.	Archives 
Legislation
The process of making laws. Includes Local, State, Commonwealth and overseas Acts, Bills and subsections of Acts, and amendments to each.
Entry 	Description of Records	Disposal Action
5.20.1	Signed copies of bills including amendments.	Retain as Territory 
*5.20.1*	Archives 
5.20.2	Correspondence relating to the notification of legislation	Retain as Territory 
*5.20.2*	 passed by the Assembly.	Archives 
5.20.3	Final versions of documents outlining aspects of the 	Retain as Territory 
*5.20.3*	process of making laws eg information provided to the 	Archives 
	community or to publications.

	
Classes for retention as Territory Archives
PARLIAMENTARY EDUCATION
The function of educating and informing individuals and groups about the operations of the ACT system of government. Includes Education Office programs, curriculum development, fellowships, Assembly internships, student work experience, community education, public lectures, seminars, exhibitions, publications and programs for visiting parliamentarians and parliamentary officers.
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
6.1.1	Final versions of addresses made by the Speaker or the 	Retain as Territory 
*6.1.1*	Clerk at major occasions relating to the Parliamentary 	Archives 
	education function.
Celebrations
The activities associated with arranging and managing festivities to honour a particular activity.
Entry 	Description of Records	Disposal Action
6.8.1	Programs, guest lists and photographs relating to 	Retain as Territory 
*6.8.1*	celebratory festivities held to honour an event of major 	Archives 
	importance relating to the Parliamentary education 
	function.
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
6.17.1	Records documenting major reports and submissions to 	Retain as Territory 
*6.17.1*	the Speaker about programs relating to the parliamentary 	Archives 
	education function.

	
Classes for retention as Territory Archives
PARLIAMENTARY EDUCATION
The function of educating and informing individuals and groups about the operations of the ACT system of government. Includes Education Office programs, curriculum development, fellowships, Assembly internships, student work experience, community education, public lectures, seminars, exhibitions, publications and programs for visiting parliamentarians and parliamentary officers.
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
6.28.1	Master sets of publications relating to the Parliamentary 	Retain as Territory 
*6.28.1*	Education function including biographical information 	Archives 
	on Members, and publications describing the role and 
	functions of the Assembly.
6.28.2	Master copy of films / videos produced relating to the 	Retain as Territory 
*6.28.2*	Parliamentary Education function.	Archives 
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
6.32.1	Records documenting the development and review of the 	Retain as Territory 
*6.32.1*	Assembly Internship Program.	Archives 

	
Classes for retention as Territory Archives
PARLIAMENTARY PROCEDURE
The function of developing, reviewing and implementing procedures, practices and policies relevant to carrying out the business of the Assembly and its committees. Includes advice from the Clerk.
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
7.2.1	Final versions of advice provided on parliamentary 	Retain as Territory 
*7.2.1*	procedure relating to the Assembly and its committees.	Archives 
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
7.7.1	Records documenting the case history of a matter relating	Retain as Territory 
*7.7.1*	 to the parliamentary procedure function, such as a matter 	Archives 
	relating to a specific standing order or a particular 
	procedure, where for operational reasons it is necessary 
	to keep a number of activities on the one file.
Procedures
Standard methods of operating laid down by an agency according to formulated policy.
Entry 	Description of Records	Disposal Action
7.27.1	Final versions of procedures relating to the operation of 	Retain as Territory 
*7.27.1*	the Assembly and its committees, for example Standing 	Archives 
	Orders.

	
Classes for retention as Territory Archives
PARLIAMENTARY PROCEDURE
The function of developing, reviewing and implementing procedures, practices and policies relevant to carrying out the business of the Assembly and its committees. Includes advice from the Clerk.
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
7.30.1	Final versions of research relating to the parliamentary 	Retain as Territory 
*7.30.1*	procedure function, for example research on Standing 	Archives 
	Orders.
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
7.31.1	Final versions of reviews conducted on matters relating 	Retain as Territory 
*7.31.1*	to the parliamentary procedure function.	Archives