Australian Capital Territory
Territory Records (Records Disposal Schedule – Electoral Records) Approval 2004 (No 1)*
Notifiable instrument NI2004—178
made under the
Territory Records Act 2002, s 19

I approve the Records Disposal Schedule – Electoral Records.

David Wardle
Director of Territory Records
15 June 2004

Records Disposal Schedule 

Electoral 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
Commencement of the pre-election period.
Completion of an election.
Principal Officer
Records
Records of an Agency
Records Disposal Schedule
Records Management Program
Recordkeeping Systems
Scope Note
Sentencing
Subsequent relevant election.
Territory Archives
BUSINESS CLASSIFICATION SCHEME
ELECTION AND REFERENDUM SERVICES TO OTHER AGENCIES
Interstate elections
Statutory and fee-for-service elections
ELECTIONS AND REFERENDUMS FOR THE ACT LEGISLATIVE ASSEMBLY
Ballot papers
Electoral complaints
Electoral rolls
Forms and materials
Marketing
Multiple voters
Nominations
Non-voters
Polling
Reporting
Scrutiny and election results
Vote estimates
ELECTORAL ACT STAFF
Employment Conditions
Recruitment
Salaries
Training
Electoral education
Educational publications
Educational services
ELECTORAL ENROLMENT
Continuous Roll Update (CRU)
Electoral Council of Australia
Joint Roll Arrangement
Monitor roll accuracy
Provision of roll information
ELECTORAL INFORMATION AND ADVICE
Advice
Customer Service
FUNDING AND DISCLOSURE
Annual and Election Returns
Audit
Election funding
Providing information
Register reporting agents
Party Registration
Registration
Redistributions
Reporting
RECORDS DISPOSAL SCHEDULE
Classes for retention as Territory Archives

INTRODUCTION
The Records Disposal Schedule –Electoral Records is the official authority for the disposal of records relating to elections. 

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 election 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 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 – Elections 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 Elections 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 – Elections Records: 
•	covers all election records divided into the following functions: 
•	Election And Referendum Services to Other Agencies
•	Elections And Referendums for the Act Legislative Assembly
•	Electoral Act Staff
•	Electoral Education
•	Electoral Enrolment
•	Electoral Information and Advice
•	Funding and Disclosure
•	Party Registration
•	Redistributions

•	is intended to cover most election 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: 

Australian Capital Territory (Self-Government) Act 1988
Electoral Act 1992
Electoral Regulations 1993
Freedom of Information Act 1989
Health Professions Boards (Elections) Act 1980
Occupational Health and Safety Act 1989
Occupational Health and Safety Regulations 1991 
Proportional Representation (Hare-Clark) Entrenchment Act 1994
Referendum (Machinery Provisions) Act 1994
Territory Records Act 2002

Definitions

Agency
The Executive, an ACT Court, the Legislative Assembly Secretariat, an administrative unit, a Board of Inquiry, a Judicial or Royal Commission, any other prescribed authority, or an entity declared under the regulations of the Territory Records Act 2002 to be an agency.  The ACT Electoral Commission is an agency under this definition.

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. 

Commencement of the pre-election period.
As defined in the Electoral Act.

Completion of an election.
Unless otherwise defined by the election rules of the organisation, means after the last date that any challenge to the election results can be made and completion of any action resulting from a legal or other challenge to the results of the election.

Principal Officer 
The Chief Executive of an administrative unit, or its equivalent in other types of agencies.  The ACT Electoral Commissioner is the Principal Officer under this definition.

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. 

Subsequent relevant election.
Means the completion of the next election of the same type for the same organisation.

Territory Archives 
Records preserved for the benefit of present and future generations. 

BUSINESS CLASSIFICATION SCHEME

ELECTION AND REFERENDUM SERVICES TO OTHER AGENCIES

This function covers all activities undertaken regarding elections and referendums other than those for the ACT Legislative Assembly.

Interstate elections
This activity covers all assistance provided to interstate electoral authorities during the conduct of their elections.

Statutory and fee-for-service elections
This activity covers elections that are conducted for other bodies for which a fee is charged for services provided. These elections may be prescribed in legislation (Health Professions Boards (Elections) Act 1980) or any other.

ELECTIONS AND REFERENDUMS FOR THE ACT LEGISLATIVE ASSEMBLY

This function covers the activities involved in the planning and conduct of an ACT Legislative Assembly election or referendum.

Ballot papers
This activity includes tendering for the provision of the ballot papers, estimating the number of ballot papers needed at each polling location and estimating the total number of ballot papers to print, typesetting the ballot papers to conform with the Robson rotation requirements, printing the ballot papers, storing ballot papers securely before distribution to 	polling locations and distributing ballot papers to polling locations.

Electoral complaints
The activity of responding to complaints, either from clients regarding ACT Electoral Commission staff or processes, or from registered political parties, candidates and other election participants about the conduct of other parties, candidates or election participants.

Electoral rolls
This activity deals with all requirements concerning electoral rolls, including close of rolls arrangements and printing and scanning certified lists. Part 5 of the Electoral Act applies.

Forms and materials
This activity covers all processes to do with materials required for the election, including estimating quantities of materials, updating forms, acquiring materials and delivery to and collection from polling places of cardboard equipment, furniture and other material.

Marketing
The process of analysing, creating and selling products and services. Includes market research, sales forecasting, advertising, media releases, promotion, pricing and product evaluation.

Multiple voters

This activity covers all aspects involving the investigation of apparent cases of multiple voting.
Nominations
Processing of nominations of candidates for ACT Legislative Assembly elections is prescribed by Division 1 Part 9 of the Electoral Act. See the candidate’s handbook for a plain-English description of the nomination process.

Non-voters
The process of dealing with non-voters in accordance with Part 10 Voting, Division 6 Failure to vote, sections 161 to 166 Electoral Act.

Polling
The activity of providing polling facilities for voters. Refer to sections 119 to 160 and 167 to 177 of the Electoral Act.

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.

Scrutiny and election results
This activity includes the declaration vote scrutiny, the initial count of ordinary votes, the count of electronic votes, 	posting the results on the internet and the tally room, data entry of ballot papers, recounts, announcing the final results, declaring the polls and publishing the final results.  This also includes casual vacancies.

Vote estimates
Before arranging polling places it is necessary to estimate the number of votes likely to be taken at each polling place and whether the existing numbers and locations of polling places are appropriate. From these estimates, staffing and material requirements are calculated.

ELECTORAL ACT STAFF

Casual and temporary staff may be employed under sections 32 and 33 of the Electoral Act.  These staff are generally employed for ACT Legislative Assembly elections, but may be employed for minor elections or other activities. Note: for anything not covered in this section, refer to Personnel in TARDiS.

Employment Conditions
The activities associated with managing the general conditions of employment for personnel.

Recruitment
The process of recruiting which includes applying for approval to fill existing vacancies, advertising vacant positions and handling applications, interviews, selection, culling and appointment. Also includes recruiting volunteers.
Salaries
The process of managing the payment of salaries to personnel.

Training
The activities associated with all aspects of training (external/internal) available to staff.

Electoral education 

The Electoral Commission provides electoral education to school, community and professional groups.  This program is aimed primarily at raising community awareness of the ACT’s electoral system and the Legislative Assembly.

Educational publications
The Commission has developed a range of printed electoral education resources for distribution to schools and community groups.  This activity covers the production and dissemination of this material.

Educational services
The Commission’s education sessions are often conducted in cooperation with the Legislative Assembly education officer.  Students visit the Assembly and are shown how the Members of the Legislative Assembly are elected by participating in a mock election and then how the Assembly functions.  These sessions can be conducted in a school setting.  Also includes setting up of displays, for example at the Canberra Show.

ELECTORAL ENROLMENT

The function of enrolment described by parts 5 and 6 of the Electoral Act.

Continuous Roll Update (CRU)
CRU is the electoral roll maintenance method adopted by the Electoral Council of Australia (ECA) to replace the old Electoral Roll Review (or habitation review) doorknock method.

Electoral Council of Australia
The Electoral Council of Australia (ECA) is a consultative council of Electoral Commissioners and Chief Electoral 	Officers from the electoral authorities of the Commonwealth, the States and Territories. The ECA considers issues about the development and maintenance of the electoral roll for Commonwealth State, Territory and Local Government elections and matters of electoral administration, which have implication for Australian electoral authorities. This activity covers all dealings with the ECA.

Joint Roll Arrangement
Covers all activities regarding management of the Joint Roll Arrangement between the Commonwealth and the ACT.

Monitor roll accuracy
In order to assess the effectiveness of the AEC’s implementation of the Joint Roll Arrangement and Continuous Roll Update methods, it is important to monitor roll accuracy.

Provision of roll information
Access to electoral roll information is governed by Part 5—Electoral Rolls of the Electoral Act and by the Privacy Act 	1988. Limited access to personal electoral roll details is provided to MLA's, political parties, ACT agencies and the general public.

ELECTORAL INFORMATION AND ADVICE

This function covers the provision of information and advice to a range of clients.

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

Customer Service
The activities associated with the planning, monitoring and evaluation of services provided to customers by the agency. 

FUNDING AND DISCLOSURE

The Funding and Disclosure (FAD) scheme has two parts.  The first relates to providing election funding to election participants.  The second relates to financial disclosure by election participants.  Part 14 of the Electoral Act applies.

Annual and Election Returns
The activity of processing annual and election returns, releasing these returns to the public and liaising with the media.

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.

Election funding
The process of providing election funding to registered political parties and candidates in an election under section 207 of the Electoral Act.

Providing information
This activity includes all processes involved in providing information to FAD clients.

Register reporting agents
The FAD scheme operates through a system of reporting agents. This activity covers all processes required for maintaining the register of reporting agents under section 203 of the Electoral Act.

Party Registration
This function covers all processes required to register a new political party or ballot group, and to change, or add to, the particulars registered in relation to the party or ballot group and cancellation of a party or ballot group.

Registration
The activities to record, catalogue, inventory or list. The establishment and maintenance of registers containing information required by legislation.

Redistributions
The process of redistributing electoral boundaries, which must commence two years before each election is due. Refer to Part 4 (sections 34 to 56) of the Electoral Act.

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.

RECORDS DISPOSAL SCHEDULE

ELECTION AND REFERENDUM SERVICES TO OTHER AGENCIES
This function covers all activities undertaken regarding elections and referendums other than those for the ACT Legislative Assembly.
Interstate elections
This activity covers all assistance provided to interstate electoral authorities during the conduct of their elections.
Entry 	Description of Records	Disposal Action
1.19.1	All records relating to the conduct of an election for an 	Destroy after the 
*1.19.1*	interstate electoral authority, including forms appointing	subsequent relevant 
	staff, timesheets, records of postal votes and total votes 	election
	issued.
Statutory and fee-for-service elections
This activity covers elections that are conducted for other bodies for which a fee is charged for services provided.  These elections may be prescribed in legislation (Health Professions Boards (Elections) Act 1980) or any other.
Entry 	Description of Records	Disposal Action
1.37.1	Lists of eligible voters.	Destroy according to 
*1.37.1*	the rules for the 
	election, or, if not 
	specified in the rules, 
	3 months after the 
	election has been 
	finalised
1.37.2	All other records relating to the conduct of an election 	Destroy after the 
*1.37.2*	for an organisation, including quotes, memorandums of 	subsequent relevant 
	understanding, details of meetings, phone calls and 	election
	emails, timesheets, nomination forms, records of votes 
	issued, invoices.
1.37.3	All records relating to the acquisition of goods and 	Destroy 7 years after 
*1.37.3*	services, whether or not a contracting process was 	completion of the
	undertaken.	election
	[See also
	Territory Administrative Records Disposal Schedule 
	(TARDiS)
	EQUIPMENT & STORES - Acquisition]

ELECTIONS AND REFERENDUMS FOR THE ACT LEGISLATIVE 
ASSEMBLY
This function covers the activities involved in the planning and conduct of an ACT Legislative Assembly election or referendum.
Ballot papers 
This activity includes tendering for the provision of the ballot papers, estimating the number of ballot papers needed at each polling location and estimating the total number of ballot papers to print, typesetting the ballot papers to conform with the Robson rotation requirements, printing the ballot papers, storing ballot papers securely before distribution to polling locations and distributing ballot papers to polling locations.
See also - Materials.
Entry 	Description of Records	Disposal Action
2.6.1	All records relating to the tendering and contracting 	Destroy 7 years after 
*2.6.1*	process, including development and issue of tender 	completion of the 
	documents, statements of requirements, requests for 	election
	proposal or tender, expressions of interest, draft 
	contracts, evaluation of tenders against selection criteria
	and signed contracts. 
	[See also
	Territory Administrative Records Disposal Schedule 
	(TARDiS)
	EQUIPMENT & STORES - Tendering]
2.6.2	All records relating to the acquisition of goods and 	Destroy 7 years after 
*2.6.2*	services where no contracting process was undertaken, 	completion of the 
	including records documenting the production, printing,	election
	storage and distribution of forms and other material.
	[See also
	Territory Administrative Records Disposal Schedule 
	(TARDiS)
	EQUIPMENT & STORES - Acquisition]
2.6.3	Used and unused ballot papers.	Destroy after the 
*2.6.3*	commencement of 
	the pre-election 
	period for the 
	subsequent 
	relevant election.
			[Note: refer to section 335 of the Electoral Act]

2.6.4	All other records, including ballot paper surveys.	Destroy after the 
*2.6.4*	subsequent relevant 
	election

ELECTIONS AND REFERENDUMS FOR THE ACT LEGISLATIVE 
ASSEMBLY
This function covers the activities involved in the planning and conduct of an ACT Legislative Assembly election or referendum.

Electoral complaints
The activity of responding to complaints, either from clients regarding ACT Electoral Commission staff or processes, or from registered political parties, candidates and other election participants about the conduct of other parties, candidates or election participants.
Entry 	Description of Records	Disposal Action
2.13.1	All records relating to a complaint, including the written	Destroy after two 
*2.13.1*	 complaint or written record of a verbal complaint, results	subsequent relevant 
	 of any investigation, decisions made or changes made to 	elections.
	procedures as a result of the complaint.
	[See also
	Territory Administrative Records Disposal Schedule 
	(TARDiS)
	COMMUNITY RELATIONS - Public Reaction]

Electoral complaints
The activity of responding to complaints, either from clients regarding ACT Electoral Commission staff or processes, or from registered political parties, candidates and other election participants about the conduct of other parties, candidates or election participants.
Entry 	Description of Records	Disposal Action
2.13.1	All records relating to a complaint, including the written	Destroy after two 
*2.13.1*	 complaint or written record of a verbal complaint, results	subsequent relevant 
	 of any investigation, decisions made or changes made to 	elections.
	procedures as a result of the complaint.
	[See also
	Territory Administrative Records Disposal Schedule 
	(TARDiS)
	COMMUNITY RELATIONS - Public Reaction]

ELECTIONS AND REFERENDUMS FOR THE ACT LEGISLATIVE 
ASSEMBLY
This function covers the activities involved in the planning and conduct of an ACT Legislative Assembly election or referendum.
Electoral rolls
This activity deals with all requirements concerning electoral rolls, including close of rolls arrangements and printing and scanning certified lists.  Part 5 of the Electoral Act applies.
Entry 	Description of Records	Disposal Action
2.15.1	Certified copy of the electoral roll for each electorate.	Retain as Territory 
*2.15.1*	Archives 

2.15.2                 All records relating to the tendering and contracting 	Destroy 7 years after 
*2.15.2*	process, including development and issue of tender 	completion of the 
	documents, statements of requirements, requests for 	election
	proposal or tender, expressions of interest, draft 
	contracts, evaluation of tenders against selection criteria
	or signed contracts.
	[See also
	Territory Administrative Records Disposal Schedule 
	(TARDiS)
	EQUIPMENT & STORES - Tendering]
2.15.3	All records relating to the acquisition of goods and 	Destroy 7 years after 
*2.15.3*	services where no contracting process was undertaken.	completion of the 
	election
	[See also
	Territory Administrative Records Disposal Schedule 
	(TARDiS)
	EQUIPMENT & STORES - Acquisition]
2.15.4	Reports generated from scanning.	Destroy 7 years after 
*2.15.4*	the completion of all 
	non-voter and 
	multiple voter action 
	from the election
	[See also 	Non-voters and Multiple voters.]
2.15.5	Used and unused certified lists.	Destroy after the 
*2.15.5*	commencement of 
	the pre-election
	period for the
	subsequent 
	relevant election
	[Note: refer to section 335 of the Electoral Act]

	
ELECTIONS AND REFERENDUMS FOR THE ACT LEGISLATIVE 
ASSEMBLY
This function covers the activities involved in the planning and conduct of an ACT Legislative Assembly election or referendum.
Electoral rolls - Continued
This activity deals with all requirements concerning electoral rolls, including close of rolls 
arrangements and printing and scanning certified lists.  Part 5 of the Electoral Act applies.
Entry 	Description of Records	Disposal Action
2.15.6	All other records, including close of rolls arrangements 	Destroy after the 
*2.15.6*	with the Australian Electoral Commission, Australia 	subsequent relevant 
	Post and other agencies, registers of silent electors and 	election
	general postal voters and details of polling place usage.

ELECTIONS AND REFERENDUMS FOR THE ACT LEGISLATIVE 
ASSEMBLY
This function covers the activities involved in the planning and conduct of an ACT Legislative Assembly election or referendum.
Forms and materials
This activity covers all processes to do with materials required for the election, including estimating quantities of materials, updating forms, acquiring materials and delivery to and collection from polling places of cardboard equipment, furniture and other material. This section refers to all election materials apart from ballot papers and certified lists.
Entry 	Description of Records	Disposal Action
2.18.1	Notification advices for approved forms.	Retain as Territory 
*2.18.1*	Archives 
2.18.2	Records of the destruction of electoral papers under 	Retain as Territory 
*2.18.2*	section 335 of the Electoral Act.	Archives 
2.18.3	All records relating to the tendering and contracting 	Destroy 7 years after 
*2.18.3*	process, including development and issue of tender 	completion of the 
	documents, statements of requirements, requests for 	election
	proposal or tender, expressions of interest, draft 
	contracts, evaluation of tenders against selection criteria 
	or signed contracts.
	[See also
	Territory Administrative Records Disposal Schedule 
	(TARDiS)
	EQUIPMENT & STORES - Tendering]
2.18.4	All records relating to the acquisition of goods and 	Destroy 7 years after 
*2.18.4*	services where no contracting process was undertaken, 	completion of the 
	including records documenting the production, printing,	election
	 storage and distribution of forms and other material.
	[See also
	Territory Administrative Records Disposal Schedule 
	(TARDiS)
	EQUIPMENT & STORES - Acquisition]

2.18.5	All other records, including the list of forms, inventories,	Destroy after the 
*2.18.5*	 records documenting the drafting of forms and other 	subsequent relevant 
	material.						      	     election

ELECTIONS AND REFERENDUMS FOR THE ACT LEGISLATIVE 
ASSEMBLY
This function covers the activities involved in the planning and conduct of an ACT Legislative Assembly election or referendum.
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
2.21.1	Media releases.	Retain as Territory 
*2.21.1*	Archives 
	[See also
	Territory Administrative Records Disposal Schedule 
	(TARDiS)
	COMMUNITY RELATIONS - Media Relations]
2.21.2	Final versions of publications in all formats, including 	Lodge with NLA 
*2.21.2*	printed, electronic, audio, video or other.	according to legal 
	deposit requirements 
	and retain master set 
	in the agency as a 
	Territory Archive. 
	[See also	Contact ACT 
	Territory Administrative Records Disposal Schedule 		      Government and
	(TARDiS)	Assembly Library to
	PUBLICATIONS - Production]	ascertain their 
	requirements for 
	these publications. 	
2.21.3	All records relating to the tendering and contracting 	Destroy 7 years after 
*2.21.3*	process, including development and issue of tender 	completion of the 
	documents, statements of requirements, requests for 	election
	proposal or tender, expressions of interest, draft 
	contracts, evaluation of tenders against selection criteria 
	or signed contracts.
	[See also
	Territory Administrative Records Disposal Schedule 
	(TARDiS)
	COMMUNITY RELATIONS - Tendering]

ELECTIONS AND REFERENDUMS FOR THE ACT LEGISLATIVE 
ASSEMBLY
This function covers the activities involved in the planning and conduct of an ACT Legislative Assembly election or referendum.
Marketing - Continued
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
2.21.4	All records relating to the acquisition of goods and 	Destroy 7 years after 
*2.21.4*	services where no contracting process was undertaken.	completion of the 
	election
	[See also
	Territory Administrative Records Disposal Schedule 
	(TARDiS)
	COMMUNITY RELATIONS - Acquisition]
2.21.5	Records relating to media events (declaration of 	Destroy after the 
*2.21.5*	nominations and the draw for positions on ballot papers, 	subsequent relevant 
	the tally room and the declaration of the poll).	election
	[Note: refer to Nominations]
2.21.6	All records relating to reports from market research and 	Destroy after the 
*2.21.6*	other surveys.	subsequent relevant 
	election
	[See also
	Territory Administrative Records Disposal Schedule 
	(TARDiS)
	COMMUNITY RELATIONS - Reporting]
2.21.7	All records related to the election enquiry service.	Destroy after the 
*2.21.7*	subsequent relevant 
	election

2.21.8	All other records.	Destroy after the 
*2.21.8*	subsequent relevant 
	election

ELECTIONS AND REFERENDUMS FOR THE ACT LEGISLATIVE 
ASSEMBLY
This function covers the activities involved in the planning and conduct of an ACT Legislative Assembly election or referendum.
Multiple voters
This activity covers all aspects involving the investigation of apparent cases of multiple voting.
Entry 	Description of Records	Disposal Action
2.23.1	All records relating to individual cases of apparent 	Destroy 7 years after 
*2.23.1*	multiple voting, including reports generated from 	the completion of all 
	scanning, letters to and from apparent multiple voters.	non-voter and 
	multiple voter action 
	from the election
	[See also
	Territory Administrative Records Disposal Schedule 
	(TARDiS)
	LEGAL SERVICES - Infringements or LEGAL 
	SERVICES - Litigation]
2.23.2	All records relating to the acquisition of goods and 	Destroy 7 years after 
*2.23.2*	services, whether or not a contracting process was 	completion of the 
	undertaken, including printing and mailing services.	election
	[See also
	Territory Administrative Records Disposal Schedule 
	(TARDiS)
	FINANCIAL MANAGEMENT - Acquisition]
2.23.3	All other records, including internal reports on multiple 	Destroy after the 
*2.23.3*	voting for the election.	subsequent relevant 
	election
	[See also
	Territory Administrative Records Disposal Schedule 
	(TARDiS)
	LEGAL SERVICES - Reporting]

ELECTIONS AND REFERENDUMS FOR THE ACT LEGISLATIVE 
ASSEMBLY
This function covers the activities involved in the planning and conduct of an ACT Legislative Assembly election or referendum.
Nominations
Processing of nominations of candidates for ACT Legislative Assembly elections is prescribed by Division 1 Part 9 of the Electoral Act.  See the candidate’s handbook for a plain-English description of the nomination process.
Entry 	Description of Records	Disposal Action
2.24.1	Completed nomination forms.	Retain as Territory 
*2.24.1*	Archives 
2.24.2	All financial records relating to the nomination process, 	Destroy 7 years after 
*2.24.2*	including receipts, bank deposit details and return of 	completion of the 
	deposits, including calculations for determining 	election
	eligibility for return of deposits.
	[See also
	Territory Administrative Records Disposal Schedule 
	(TARDiS)
	FINANCIAL MANAGEMENT - Accounting]
2.24.3	All records relating to arrangements for declaring 	Destroy after the 
*2.24.3*	nominations and the draw for positions on ballot papers.	subsequent relevant 
	election
	[Note: refer to Marketing]
2.24.4	All other records.	Destroy after the 
*2.24.4*	subsequent relevant 
	election

ELECTIONS AND REFERENDUMS FOR THE ACT LEGISLATIVE 
ASSEMBLY
This function covers the activities involved in the planning and conduct of an ACT Legislative Assembly election or referendum.
Non-voters
The process of dealing with non-voters in accordance with Part 10 Voting, Division 6 Failure to vote, sections 161 to 166 Electoral Act.
Entry 	Description of Records	Disposal Action
2.25.1	All records relating to individual cases of apparent 	Retain as Territory 
*2.25.1*	non-voting that result in court action, including reports 	Archives 
	generated from scanning, letters and notices to and from 
	apparent non-voters, including emails and records of 
	telephone conversations.
	[See also
	Territory Administrative Records Disposal Schedule 
	(TARDiS)
	LEGAL SERVICES - Litigation]
2.25.2	All records relating to individual cases of apparent 	Destroy 7 years after 
*2.25.2*	non-voting that do not result in court action, including 	the completion of all 
	reports generated from scanning, letters and notices to 	non-voter and 
	and from apparent non-voters, including emails and 	multiple voter action 
	records of telephone conversations.	from the election
	[See also
	Territory Administrative Records Disposal Schedule 
	(TARDiS)
	LEGAL SERVICES - Infringements]
2.25.3	All financial records relating to the non-voter process, 	Destroy 7 years after 
*2.25.3*	including receipts and bank deposit details, and 	the completion of the 
	arrangements for payment of penalties via external 	election
	agencies and any reports from those agencies.
	[See also
	Territory Administrative Records Disposal Schedule 
	(TARDiS)
	FINANCIAL MANAGEMENT - Accounting]

ELECTIONS AND REFERENDUMS FOR THE ACT LEGISLATIVE 
ASSEMBLY
This function covers the activities involved in the planning and conduct of an ACT Legislative Assembly election or referendum.
Non-voters - Continued
The process of dealing with non-voters in accordance with Part 10 Voting, Division 6 Failure to vote, sections 161 to 166 Electoral Act.
Entry 	Description of Records	Disposal Action
2.25.4	All records relating to the acquisition of goods and 	Destroy 7 years after 
*2.25.4*	services, whether or not a contracting process was 	the completion of the 
	undertaken, including printing and mailing services.	election
	[See also
	Territory Administrative Records Disposal Schedule 
	(TARDiS)
	FINANCIAL MANAGEMENT - Acquisition]
2.25.5	All other records, including staffing arrangements, 	Destroy after the 
*2.25.5*	internal reports on non-voting for the election.	subsequent relevant 
	election
	[See also
	Territory Administrative Records Disposal Schedule 
	(TARDiS)
	LEGAL SERVICES - Reporting]

ELECTIONS AND REFERENDUMS FOR THE ACT LEGISLATIVE ASSEMBLY
This function covers the activities involved in the planning and conduct of an ACT Legislative Assembly election or referendum.
Polling
The activity of providing polling facilities for voters.  Refer to sections 119 to 160 and 167 to 177 of the Electoral Act.
Entry 	Description of Records	Disposal Action
N/A	All records relating to staff employed to assist with polling.	N/A
	[USE
	Electoral Act Staff]
2.27.1	All records relating to the acquisition of goods and 	Destroy 7 years after 
*2.27.1*	services, whether or not a contracting process was 	completion of the 
	undertaken, including records documenting the 	election
	production, printing, storage and distribution of forms 
	and other material.
	[See also
	Territory Administrative Records Disposal Schedule 
	(TARDiS)
	EQUIPMENT & STORES - Acquisition]
2.27.2	All other records related to the appointment and conduct 	Destroy after the 
*2.27.2*	of polling places, including pre-poll centres, interstate 	subsequent relevant 
	voting centres, mobile polling, Antarctic voting and 	election
	Interstate Electoral Authorities. This includes postal 
	vote applications and lists of registered declaration 
	voters, voting arrangements for Australian Defence Force 
	personnel and overseas missions. This also includes 
	OIC's returns, excluding those pages related to staffing 
	details.
	[See also
	Electoral Act Staff.]

ELECTIONS AND REFERENDUMS FOR THE ACT LEGISLATIVE 
ASSEMBLY
This function covers the activities involved in the planning and conduct of an ACT Legislative Assembly election or referendum.
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
2.34.1	Final version of election-specific reports.	Lodge with NLA 
*2.34.1*	according to legal 
	deposit requirements 
	and retain master set 
	in the agency as a 
	Territory Archive. 
	[See also	Contact ACT 
	Territory Administrative Records Disposal Schedule 		      Government and
	(TARDiS)	Assembly Library to 
	GOVERNMENT RELATIONS - Reporting]	ascertain their 
	requirements for 
	these publications.
2.34.2	All working papers documenting the development and 	Destroy after the 
*2.34.2*	publication of such reports.	subsequent relevant 
	.	election
2.34.3	All records relating to internal evaluation of election 	Destroy after the 
*2.34.3*	processes, including formal and informal staff surveys.	subsequent relevant 
	election

ELECTIONS AND REFERENDUMS FOR THE ACT LEGISLATIVE 
ASSEMBLY
This function covers the activities involved in the planning and conduct of an ACT Legislative Assembly election or referendum.
Scrutiny and election results
This activity includes the declaration vote scrutiny, the initial count of ordinary votes, the count of electronic votes, posting the results on the internet and the tally room, data entry of ballot papers, recounts, announcing the final results, declaring the polls and publishing the final results.  This also includes casual vacancies.
Entry 	Description of Records	Disposal Action
2.36.1	All published final election results, in print or electronic	Lodge with NLA 
*2.36.1*	format.	according to legal 
	deposit requirements 
	and retain master set 
	in the agency as a 
	Territory Archive. 
	[See also Reporting]	Contact ACT 
									      Government and
	Assembly Library to 
	ascertain their 
	requirements for 
	these publications.
2.36.2	All records relating to the tendering and contracting 	Destroy 7 years after 
*2.36.2*	process, including development and issue of tender 	completion of the 
	documents, statements of requirements, requests for 	election
	proposal or tender, expressions of interest, draft 
	contracts, evaluation of tenders against selection criteria 
	or signed contracts.
	[See also
	Territory Administrative Records Disposal Schedule 
	(TARDiS)
	EQUIPMENT & STORES - Tendering]
2.36.3	All records relating to the acquisition of goods and 	Destroy 7 years after 
*2.36.3*	services where no contracting process was undertaken.	completion of the 
	election
	[See also
	Territory Administrative Records Disposal Schedule 
	(TARDiS)
	EQUIPMENT & STORES - Acquisition]

2.36.4	All other records regarding the scrutiny, except 	Destroy after the 
*2.36.4*	employment of staff.	subsequent relevant 
	election
	[See also Electoral Act Staff]

ELECTIONS AND REFERENDUMS FOR THE ACT LEGISLATIVE 
ASSEMBLY
This function covers the activities involved in the planning and conduct of an ACT Legislative Assembly election or referendum.

Vote estimates
Before arranging polling places it is necessary to estimate the number of votes likely to be taken at each polling place and whether the existing numbers and locations of polling places are appropriate.  From these estimates, staffing and material requirements are calculated.
Entry 	Description of Records	Disposal Action
2.40.1	All records.	Destroy after the 
*2.40.1*	subsequent relevant 
	election

	
ELECTORAL ACT STAFF
Casual and temporary staff may be employed under sections 32 and 33 of the Electoral Act.  These staff are generally employed for ACT Legislative Assembly elections, but may be employed for minor elections or other activities.
Note: for anything not covered in this section, refer to Personnel in TARDiS.
Employment Conditions
The activities associated with managing the general conditions of employment for personnel.
Entry 	Description of Records	Disposal Action
3.16.1	All records related to the determination of pay rates and 	Retain as Territory 
*3.16.1*	conditions, including minutes of Commission meetings, 	Archives 
	advice to the Minister, notifiable instruments.
Recruitment
The process of recruiting which includes applying for approval to fill existing vacancies, 
advertising vacant positions and handling applications, interviews, selection, culling and 
appointment. Also includes recruiting volunteers.
Entry 	Description of Records	Disposal Action
3.31.1	List of staff and positions, including staff rating pages 	Retain as Territory 
*3.31.1*	from OICs returns.	Archives 
3.31.2	All records relating to the acquisition of goods and 	Destroy 7 years after 
*3.31.2*	services, whether or not a contracting process was 	completion of the 
	undertaken, including printing and mailing services.	election
	[See also
	Territory Administrative Records Disposal Schedule 
	(TARDiS)
	FINANCIAL MANAGEMENT - Acquisition]
3.31.3	Records relating to the appointment of individual staff, 	Destroy after the 
*3.31.3*	including applications for employment, availability 	subsequent relevant 
	letters, offers of employment and other forms, time sheets 	election
	for hourly rate staff, attendance records for package staff.

ELECTORAL ACT STAFF
Casual and temporary staff may be employed under sections 32 and 33 of the Electoral Act.  These staff are generally employed for ACT Legislative Assembly elections, but may be employed for minor elections or other activities.
Note: for anything not covered in this section, refer to Personnel in TARDiS.
Salaries
The process of managing the payment of salaries to personnel.
Entry 	Description of Records	Disposal Action
3.35.1	Records relating to payment of staff.	Destroy 60 years *3.35*1*		after the completion
	of the election
	[See also
	Territory Administrative Records Disposal Schedule 
	(TARDiS)
	PERSONNEL - Salaries]
Training
The activities associated with all aspects of training (external/internal) available to staff.
Entry 	Description of Records	Disposal Action
3.39.1	Final versions of all manuals.	Destroy when 
*3.39.1*	superseded
	[See also
	Territory Administrative Records Disposal Schedule 
	(TARDiS)
	PUBLICATIONS - Procedures]
3.39.2	All records relating to the acquisition of goods and 	Destroy 7 years after 
*3.39.2*	services, whether or not a contracting process was 	completion of the 
	undertaken, including printing of manuals and mailing 	election
	services.
	[See also
	Territory Administrative Records Disposal Schedule 
	(TARDiS)
	FINANCIAL MANAGEMENT - Acquisition]
3.39.3	All other records.	Destroy after the 
*3.39.3*		subsequent relevant 		election

ELECTORAL EDUCATION
The Electoral Commission provides electoral education to school, community and professional groups.  This program is aimed primarily at raising community awareness of the ACT’s electoral system and the Legislative Assembly.
Educational publications 
The Commission has developed a range of printed electoral education resources for distribution to schools and community groups.  This activity covers the production and dissemination of this material.
Entry 	Description of Records	Disposal Action
4.10.1	Final versions of professionally produced publications.	Lodge with NLA 
*4.10.1*	according to legal 
	deposit requirements 
	and retain master set 
	in the agency as a 
	Territory Archive. 
	[See also	Contact ACT 
	Territory Administrative Records Disposal Schedule 		      Government and
	(TARDiS)	Assembly Library to 
	PUBLICATIONS - Production]	ascertain their 
	requirements for 
	these publications.
4.10.2	Final versions of internally produced publications, such 	Destroy when 
*4.10.2*	as fact sheets.	superseded
	[See also
	Territory Administrative Records Disposal Schedule 
	(TARDiS)
	PUBLICATIONS - Procedures]
4.10.3	All records relating to the acquisition of goods and 	Destroy 7 years after 
*4.10.3*	services, whether or not a contracting process was 	last action
	undertaken.
	[See also
	Territory Administrative Records Disposal Schedule 
	(TARDiS)
	COMMUNITY RELATIONS- Acquisition]

4.10.4	All other records.	Destroy when 
*4.10.4*									     reference ceases

ELECTORAL EDUCATION
The Electoral Commission provides electoral education to school, community and professional groups.  This program is aimed primarily at raising community awareness of the ACT’s electoral system and the Legislative Assembly.
Educational services
The Commission’s education sessions are often conducted in cooperation with the Legislative Assembly education officer.  Students visit the Assembly and are shown how the Members of the Legislative Assembly are elected by participating in a mock election and then how the Assembly functions.  These sessions can be conducted in a school setting.  Also includes setting up of displays, for example at the Canberra Show.
Entry 	Description of Records	Disposal Action
4.11.1	All records relating to the acquisition of goods and 	Destroy 7 years after 
*4.11.1*	services, whether or not a contracting process was 	last action
	undertaken.
	[See also
	Territory Administrative Records Disposal Schedule 
	(TARDiS)
	COMMUNITY RELATIONS- Acquisition]
4.11.2	Records documenting arrangements for setting up displays.	Destroy 4 years after 
*4.11.2*	action completed
	[See also
	Territory Administrative Records Disposal Schedule 
	(TARDiS)
	COMMUNITY RELATIONS- Exhibitions]
4.11.3	All other records.	Destroy 4 years after 
*4.11.3*	action completed

ELECTORAL ENROLMENT
The function of enrolment described by parts 5 and 6 of the Electoral Act.
Continuous Roll Update (CRU)
CRU is the electoral roll maintenance method adopted by the Electoral Council of Australia (ECA) to replace the old Electoral Roll Review (or habitation review) door knock method.
Entry 	Description of Records	Disposal Action
5.7.1	Final versions of agreements with other agencies to 	Destroy 7 years after 
*5.7.1*	provide data used for the maintenance of the electoral 	expiry or other 
	roll, as well as records documenting negotiations, 	termination of 
	establishment, maintenance and review of agreements.	agreement
	[See also
	Territory Administrative Records Disposal Schedule 
	(TARDiS)
	TECHNOLOGY & TELECOMMUNICATIONS - 
	Agreements]
Electoral Council of Australia
The Electoral Council of Australia (ECA) is a consultative council of Electoral Commissioners and Chief Electoral Officers from the electoral authorities of the Commonwealth, the States and Territories.  The ECA considers issues about the development and maintenance of the electoral roll for Commonwealth State, Territory and Local Government elections and matters of electoral administration, which have implication for Australian electoral authorities.  This activity covers all dealings with the ECA.
Entry 	Description of Records	Disposal Action
5.14.1	Agenda papers.	Retain as Territory 
*5.14.1*	Archives 
	[See also
	Territory Administrative Records Disposal Schedule 
	(TARDiS)
	GOVERNMENT RELATIONS - Committees]
5.14.2	Administrative papers.	Destroy 7 years after 
*5.14.2*	last action
	[See also
	Territory Administrative Records Disposal Schedule 
	(TARDiS)
	GOVERNMENT RELATIONS - Committees]

ELECTORAL ENROLMENT
The function of enrolment described by parts 5 and 6 of the Electoral Act.
Joint Roll Arrangement
Covers all activities regarding management of the Joint Roll Arrangement between the Commonwealth and the ACT.
Entry 	Description of Records	Disposal Action
5.20.1	All records.	Destroy 7 years after 
*5.20.1*	last action
Monitor roll accuracy
In order to assess the effectiveness of the AEC’s implementation of the Joint Roll Arrangement and Continuous Roll Update methods, it is important to monitor roll accuracy.
Entry 	Description of Records	Disposal Action
5.22.1	All records.	Destroy when 
*5.22.1*	reference ceases

Provision of roll information
Access to electoral roll information is governed by Part 5—Electoral Rolls of the Electoral Act and by the Privacy Act 1988.  Limited access to personal electoral roll details is provided to MLA's, political parties, ACT agencies and the general public.
Entry 	Description of Records	Disposal Action
5.29.1	Roll extracts.	Destroy when update
*5.29.1*	received

5.29.2	All other records, including requests for copies of extracts.	Destroy when *5.29.2*   		reference ceases

	
ELECTORAL INFORMATION AND ADVICE
This function covers the provision of information and advice to a range of clients.
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
6.1.1	Cabinet documents.	Destroy in 
*6.1.1*	accordance with 
	Cabinet Handbook 
	instructions
	[See also
	Territory Administrative Records Disposal Schedule 
	(TARDiS)
	GOVERNMENT RELATIONS - Advice]
6.1.2	All other advice to the Assembly, the Minister or MLAs.	Retain as Territory 
*6.1.2*	Archives 
	[See also
	Territory Administrative Records Disposal Schedule 
	(TARDiS)
	GOVERNMENT RELATIONS - Advice]
6.1.3	All records dealing with the legislative process.	Retain as Territory 
*6.1.3*	Archives 
	[See also
	Territory Administrative Records Disposal Schedule 
	(TARDiS)
	GOVERNMENT RELATIONS - Advice]

ELECTORAL INFORMATION AND ADVICE
This function covers the provision of information and advice to a range of clients.
Advice - Continued
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
6.1.4	Advice to agencies not covered elsewhere.	Destroy 5 years after 
*6.1.4*	action completed
	[See also
	Territory Administrative Records Disposal Schedule 
	(TARDiS)
	GOVERNMENT RELATIONS - Advice]
6.1.5	Research.	Destroy 7 years after 
*6.1.5*	action completed
6.1.6	All records relating to the acquisition of goods and 	Destroy 7 years after 
*6.1.6*	services, whether or not a contracting process was 	action completed
	undertaken, including printing of reports.
	[See also
	Territory Administrative Records Disposal Schedule 
	(TARDiS)
	FINANCIAL MANAGEMENT - Acquisition]
6.1.7	All other records relating to the drafting and publication 	Destroy when 
*6.1.7*	of reports.	reference ceases
6.1.8	All other records.	Destroy when 
*6.1.8*	reference ceases

ELECTORAL INFORMATION AND ADVICE
This function covers the provision of information and advice to a range of clients.
Customer Service
The activities associated with the planning, monitoring and evaluation of services provided to customers by the agency.
Entry 	Description of Records	Disposal Action
6.8.1	All records.	Destroy 4 years after 
*6.8.1*	action completed
	[See also
	Territory Administrative Records Disposal Schedule 
	(TARDiS)
	COMMUNITY RELATIONS – Customer Service]

	
FUNDING AND DISCLOSURE
The Funding and Disclosure (FAD) scheme has two parts.  The first relates to providing election funding to election participants.  The second relates to financial disclosure by election participants.  Part 14 of the Electoral Act applies.
Annual and Election Returns
The activity of processing annual and election returns, releasing these returns to the public and liaising with the media.
Entry 	Description of Records	Disposal Action
7.4.1	All returns received.	Retain as Territory 
*7.4.1*	Archives 
7.4.2	Media releases.	Retain as Territory 
*7.4.2*	Archives 
	[See also
	Territory Administrative Records Disposal Schedule 
	(TARDiS)
	COMMUNITY RELATIONS – Media Relations]
7.4.3	All other records, including correspondence not 	Destroy 4 years after 
*7.4.3*	forming part of the return.	the relevant event

FUNDING AND DISCLOSURE
The Funding and Disclosure (FAD) scheme has two parts.  The first relates to providing election funding to election participants.  The second relates to financial disclosure by election participants.  Part 14 of the Electoral Act applies.
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
N/A	All records related to legal action taken as a result of 	N/A
	an audit.
	[USE
	Territory Administrative Records Disposal Schedule 
	(TARDiS)
	LEGAL SERVICES]
7.5.1	Final versions of all audit reports.	Retain as Territory 
*7.5.1*	Archives 
7.5.2	All records relating to the acquisition of goods and 	Destroy 7 years after 
*7.5.2*	services, whether or not a contracting process was 	action completed
	undertaken, including printing of manuals.
	[See also
	Territory Administrative Records Disposal Schedule 
	(TARDiS)
	FINANCIAL MANAGEMENT - Acquisition]
7.5.3	All other records.	Destroy when 
*7.5.3*	reference ceases

FUNDING AND DISCLOSURE
The Funding and Disclosure (FAD) scheme has two parts.  The first relates to providing election funding to election participants.  The second relates to financial disclosure by election participants.  Part 14 of the Electoral Act applies.
Election funding 
The process of providing election funding to registered political parties and candidates in an election under section 207 of the Electoral Act.
Entry 	Description of Records	Disposal Action
7.12.1	All financial records relating to election funding, 	Destroy 7 years after 
*7.12.1*	including calculations for determining eligibility for 	completion of the 
	funding and details of actual payments.	election
	[See also
	Territory Administrative Records Disposal Schedule 
	(TARDiS)
	FINANCIAL MANAGEMENT - Accounting]

FUNDING AND DISCLOSURE
The Funding and Disclosure (FAD) scheme has two parts.  The first relates to providing election funding to election participants.  The second relates to financial disclosure by election participants.  Part 14 of the Electoral Act applies.
Providing information
This activity includes all processes involved in providing information to FAD clients.
Entry 	Description of Records	Disposal Action
7.28.1	Final versions of all manuals.	Destroy 7 years after 
*7.28.1*	manual is superseded
	[See also
	Territory Administrative Records Disposal Schedule 
	(TARDiS)
	PUBLICATIONS - Procedures]
7.28.2	All records relating to the acquisition of goods and 	Destroy 7 years after 
*7.28.2*	services, whether or not a contracting process was 	last action
	undertaken, including printing of manuals.
	[See also
	Territory Administrative Records Disposal Schedule 
	(TARDiS)
	FINANCIAL MANAGEMENT - Acquisition]
7.28.3	All other records.	Destroy when 
*7.28.3*	reference ceases

	
FUNDING AND DISCLOSURE
The Funding and Disclosure (FAD) scheme has two parts.  The first relates to providing election funding to election participants.  The second relates to financial disclosure by election participants.  Part 14 of the Electoral Act applies.
Register reporting agents
The FAD scheme operates through a system of reporting agents.  This activity covers all processes required for maintaining the register of reporting agents under section 203 of the Electoral Act.
Entry 	Description of Records	Disposal Action
7.32.1	Final versions of all approved forms notified on the 	Retain as Territory 
*7.32.1*	Legislation Register.	Archives 
7.32.2	Completed appointment forms.	Retain as Territory 
*7.32.2*	Archives 
7.32.3	All other records, including correspondence not 	Destroy when 
*7.32.3*	forming part of the appointment.	reference ceases

PARTY REGISTRATION
This function covers all processes required to register a new political party or ballot group, and to change, or add to, the particulars registered in relation to the party or ballot group and cancellation of a party or ballot group.
Registration
The activities to record, catalogue, inventory or list. The establishment and maintenance of registers containing information required by legislation.
Entry 	Description of Records	Disposal Action
8.33.1	Final versions of all approved forms notified on the 	Retain as Territory 
*8.33.1*	Legislation Register.	Archives 
8.33.2	All records related to the registration of a party or ballot 	Retain as Territory 
*8.33.2*	group, including completed forms applying for 	Archives 
	registration, or changing registration details, or 
	cancelling registration, all notifiable instruments, party 
	constitutions, objections, review statements and details 
	of any appeals.
8.33.3	Lists of party members, including all correspondence to 	Destroy as soon as 
*8.33.3*	and from members.	the decision is made 
	to either register or 
	not register the party
8.33.4	Final version of manuals.	Destroy 7 years after 
*8.33.4*	manual is superseded

REDISTRIBUTION
The process of redistributing electoral boundaries, which must commence two years before each election is due. Refer to Part 4 (sections 34 to 56) of the Electoral Act.
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
9.34.1	Final versions of all maps, notifiable instruments and 	Retain as Territory 
*9.34.1*	media releases.	Archives 
9.34.2	Final versions of all publications, including the 	Lodge with NLA 
*9.34.2*	redistribution committee’s information booklet, 	according to legal 
	statistics, and proposed redistribution, and the 	deposit requirements 
	augmented commission’s final report.	and retain master set 
	in the agency as a 
	Territory Archive. 
	Contact ACT 
	[See also	Government and 
	Territory Administrative Records Disposal Schedule	Assembly Library to 
	(TARDiS) PUBLICATIONS - Production]	ascertain their 		requirements for 
	these publications.
9.34.3	All records relating to the acquisition of goods and 	Destroy 7 years after 
*9.34.3*	services, whether or not a contracting process was 	completion of 
	undertaken, including acquisition of statistics, printing 	subsequent 
	of reports and advertising.	redistribution
	See also
	Territory Administrative Records Disposal Schedule 
	(TARDiS)
	FINANCIAL MANAGEMENT - Acquisition]

9.34.4	All other records, including agenda and minutes of 	Destroy after the 
*9.34.4*	meetings, determination of terms and conditions for 	completion of the 
	committee members, drafts of reports, originals of public 	subsequent 
	submissions (provided that copies are reproduced in a 	redistribution
	report) and details of any investigations.

Classes for retention as Territory Archives

Classes for retention as Territory Archives
ELECTIONS AND REFERENDUMS FOR THE ACT LEGISLATIVE 
ASSEMBLY
This function covers the activities involved in the planning and conduct of an ACT Legislative Assembly election or referendum.
Electoral rolls
This activity deals with all requirements concerning electoral rolls, including close of rolls arrangements and printing and scanning certified lists.  Part 5 of the Electoral Act applies.
Entry 	Description of Records	Disposal Action
2.15.1	Certified copy of the electoral roll for each electorate.	Retain as Territory 
*2.15.1*	Archives 
Forms and materials
This activity covers all processes to do with materials required for the election, including estimating quantities of materials, updating forms, acquiring materials and delivery to and collection from polling places of cardboard equipment, furniture and other material. This section refers to all election materials apart from ballot papers and certified lists.
Entry 	Description of Records	Disposal Action
2.18.1	Notification advices for approved forms.	Retain as Territory 
*2.18.1*	Archives 
2.18.2	Records of the destruction of electoral papers under 	Retain as Territory 
*2.18.2*	section 335 of the Electoral Act.	Archives 

Classes for retention as Territory Archives
ELECTIONS AND REFERENDUMS FOR THE ACT LEGISLATIVE ASSEMBLY
This function covers the activities involved in the planning and conduct of an ACT Legislative Assembly election or referendum.
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
2.21.1	Media releases.	Retain as Territory 
*2.21.1*	Archives 
	[See also
	Territory Administrative Records Disposal Schedule 
	(TARDiS)
	COMMUNITY RELATIONS - Media Relations]
2.21.2	Final versions of publications in all formats, including 	Lodge with NLA 
*2.21.2*	printed, electronic, audio, video or other.	according to legal 
	deposit requirements 
	and retain master set 
	in the agency as a 
	Territory Archive. 
	[See also	Contact ACT 
	Territory Administrative Records Disposal Schedule		      Government and
	(TARDiS)	Assembly Library to 
	PUBLICATIONS - Production]	ascertain their
	requirements for 
	these publications.

Classes for retention as Territory Archives
ELECTIONS AND REFERENDUMS FOR THE ACT LEGISLATIVE 
ASSEMBLY
This function covers the activities involved in the planning and conduct of an ACT Legislative Assembly election or referendum.
Nominations
Processing of nominations of candidates for ACT Legislative Assembly elections is prescribed by Division 1 Part 9 of the Electoral Act.  See the candidate’s handbook for a plain-English description of the nomination process.
Entry 	Description of Records	Disposal Action
2.24.1	Completed nomination forms.	Retain as Territory 
*2.24.1*	Archives 
Non-voters
The process of dealing with non-voters in accordance with Part 10 Voting, Division 6 Failure to vote, sections 161 to 166 Electoral Act.
Entry 	Description of Records	Disposal Action
2.25.1	All records relating to individual cases of apparent 	Retain as Territory 
*2.25.1*	non-voting that result in court action, including reports 	Archives 
	generated from scanning, letters and notices to and from 
	apparent non-voters, including emails and records of 
	telephone conversations.
	[See also
	Territory Administrative Records Disposal Schedule 
	(TARDiS)
	LEGAL SERVICES - Litigation]

Classes for retention as Territory Archives
ELECTIONS AND REFERENDUMS FOR THE ACT LEGISLATIVE 
ASSEMBLY
This function covers the activities involved in the planning and conduct of an ACT Legislative Assembly election or referendum.
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
2.34.1	Final version of election-specific reports.	Lodge with NLA 
*2.34.1*	according to legal 
	deposit requirements 
	and retain master set 
	in the agency as a 
	Territory Archive. 
	[See also	Contact ACT 
	Territory Administrative Records Disposal Schedule 		      Government and
	(TARDiS)	Assembly Library to 
	GOVERNMENT RELATIONS - Reporting]	ascertain their 
	requirements for 
	these publications.
Scrutiny and election results
This activity includes the declaration vote scrutiny, the initial count of ordinary votes, the count of electronic votes, posting the results on the internet and the tally room, data entry of ballot papers, recounts, announcing the final results, declaring the polls and publishing the final results.  This also includes casual vacancies.
Entry 	Description of Records	Disposal Action
2.36.1	All published final election results, in print or electronic	Lodge with NLA 
*2.36.1*	 format.	according to legal 
	deposit requirements 
	and retain master set 
	in the agency as a 
	Territory Archive. 
	[See also	Contact ACT 
	Reporting] 						     Government and
	Assembly Library to 
	ascertain their 
	requirements for 
	these publications.

Classes for retention as Territory Archives
ELECTORAL ACT STAFF
Casual and temporary staff may be employed under sections 32 and 33 of the Electoral Act.  These staff are generally employed for ACT Legislative Assembly elections, but may be employed for minor elections or other activities.
Note: for anything not covered in this section, refer to Personnel in TARDiS.
Employment Conditions
The activities associated with managing the general conditions of employment for personnel.
Entry 	Description of Records	Disposal Action
3.16.1	All records related to the determination of pay rates and 	Retain as Territory 
*3.16.1*	conditions, including minutes of Commission meetings, 	Archives 
	advice to the Minister, notifiable instruments.
Recruitment
The process of recruiting which includes applying for approval to fill existing vacancies, advertising vacant positions and handling applications, interviews, selection, culling and appointment. Also includes recruiting volunteers.
Entry 	Description of Records	Disposal Action
3.31.1	List of staff and positions, including staff rating pages 	Retain as Territory 
*3.31.1*	from OICs returns.	Archives 

Classes for retention as Territory Archives
ELECTORAL EDUCATION
The Electoral Commission provides electoral education to school, community and professional groups.  This program is aimed primarily at raising community awareness of the ACT’s electoral system and the Legislative Assembly.
Educational publications
The Commission has developed a range of printed electoral education resources for distribution to schools and community groups.  This activity covers the production and dissemination of this material.
Entry 	Description of Records	Disposal Action
4.10.1	Final versions of professionally produced publications.	Lodge with NLA 
*4.10.1*	according to legal 
	deposit requirements 
	and retain master set 
	in the agency as a 
	Territory Archive. 
	[See also	Contact ACT 
	Territory Administrative Records Disposal Schedule 		      Government and
	(TARDiS)	Assembly Library to 
	PUBLICATIONS - Production]	ascertain their 
	requirements for 
	these publications.

Classes for retention as Territory Archives
ELECTORAL ENROLMENT
The function of enrolment described by parts 5 and 6 of the Electoral Act.
Electoral Council of Australia
The Electoral Council of Australia (ECA) is a consultative council of Electoral Commissioners and Chief Electoral Officers from the electoral authorities of the Commonwealth, the States and Territories.  The ECA considers issues about the development and maintenance of the electoral roll for Commonwealth State, Territory and Local Government elections and matters of electoral administration, which have implication for Australian electoral authorities.  This activity covers all dealings with the ECA.
Entry 	Description of Records	Disposal Action
5.14.1	Agenda papers.	Retain as Territory 
*5.14.1*	Archives 
	[See also
	Territory Administrative Records Disposal Schedule 
	(TARDiS)
	GOVERNMENT RELATIONS - Committees]

Classes for retention as Territory Archives
ELECTORAL INFORMATION AND ADVICE
This function covers the provision of information and advice to a range of clients.
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
6.1.1	Cabinet documents.	Retain permanently 
*6.1.1*	unless required to be 
	destroyed in 
	accordance with 
	Cabinet Handbook 
	instructions
	[See also
	Territory Administrative Records Disposal Schedule 
	(TARDiS)
	GOVERNMENT RELATIONS - Advice]
6.1.2	All other advice to the Assembly, the Minister or MLAs.	Retain as Territory 
*6.1.2*	Archives 
	[See also
	Territory Administrative Records Disposal Schedule 
	(TARDiS)
	GOVERNMENT RELATIONS - Advice]
6.1.3	All records dealing with the legislative process.	Retain as Territory 
*6.1.3*	Archives 
	[See also
	Territory Administrative Records Disposal Schedule 
	(TARDiS)
	GOVERNMENT RELATIONS - Advice]

Classes for retention as Territory Archives
FUNDING AND DISCLOSURE
The Funding and Disclosure (FAD) scheme has two parts.  The first relates to providing election funding to election participants.  The second relates to financial disclosure by election participants.  Part 14 of the Electoral Act applies.
Annual and Election Returns
The activity of processing annual and election returns, releasing these returns to the public and liaising with the media.
Entry 	Description of Records	Disposal Action
7.4.1	All returns received.	Retain as Territory 
*7.4.1*	Archives 
7.4.2	Media releases.	Retain as Territory 
*7.4.2*	Archives 
	[See also
	Territory Administrative Records Disposal Schedule 
	(TARDiS)
	COMMUNITY RELATIONS – Media Relations]
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
7.5.1	Final versions of all audit reports.	Retain as Territory 
*7.5.1*	Archives 

Classes for retention as Territory Archives
FUNDING AND DISCLOSURE
The Funding and Disclosure (FAD) scheme has two parts.  The first relates to providing election funding to election participants.  The second relates to financial disclosure by election participants.  Part 14 of the Electoral Act applies.
Register reporting agents
The FAD scheme operates through a system of reporting agents.  This activity covers all processes required for maintaining the register of reporting agents under section 203 of the Electoral Act.
Entry 	Description of Records	Disposal Action
7.32.1	Final versions of all approved forms notified on the 	Retain as Territory 
*7.32.1*	Legislation Register.	Archives 
7.32.2	Completed appointment forms.	Retain as Territory 
*7.32.2*	Archives 

Classes for retention as Territory Archives
PARTY REGISTRATION
This function covers all processes required to register a new political party or ballot group, and to change, or add to, the particulars registered in relation to the party or ballot group and cancellation of a party or ballot group.
Registration
The activities to record, catalogue, inventory or list. The establishment and maintenance of registers containing information required by legislation.
Entry 	Description of Records	Disposal Action
8.33.1	Final versions of all approved forms notified on the 	Retain as Territory 
*8.33.1*	Legislation Register.	Archives 
8.33.2	All records related to the registration of a party or ballot 	Retain as Territory 
*8.33.2*	group, including completed forms applying for 	Archives 
	registration, or changing registration details, or 
	cancelling registration, all notifiable instruments, party 
	constitutions, objections, review statements and details 
	of any appeals.

Classes for retention as Territory Archives
REDISTRIBUTION
The process of redistributing electoral boundaries, which must commence two years before each election is due. Refer to Part 4 (sections 34 to 56) of the Electoral Act.
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
9.34.1	Final versions of all maps, notifiable instruments and 	Retain as Territory 
*9.34.1*	media releases.	Archives 
9.34.2	Final versions of all publications, including the 	Lodge with NLA 
*9.34.2*	redistribution committee’s information booklet, 	according to legal 
	statistics, and proposed redistribution, and the 	deposit requirements 
	augmented commission’s final report.	and retain master set 
	in the agency as a 
	Territory Archive. 
	Contact ACT 
	Government and 
	Assembly Library to 
	ascertain their 
	requirements for 
	these publications.