Australian Capital Territory
Territory Records (Records Disposal Schedule – Traffic and Transport Records) Approval 2004 (No 1)*
Notifiable instrument NI2004—180
made under the
Territory Records Act 2002, s 19

I approve the Records Disposal Schedule – Traffic and Transport Records.

David Wardle
Director of Territory Records
15 June 2004

Records Disposal Schedule 
Traffic & Transport 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
TRAFFIC & TRANSPORT
Accreditation
Advice
Agreements
Appeals (decisions)
Audit
Authorisation
Committees
Compliance
Compulsory third party insurance
Conferences
Contracting out
Control
Customer service
Decisions review
Designing
Evaluation
Fees and charges determination
Infringements
Inspections
Joint ventures
Legislation
Liaison
Licensing
Meetings
Parking enforcement
Planning
Policy
Procedures
Programs
Registration
Regulation and monitoring
Reporting
Research
Road Safety
Service Providers
Service Provision
Standards
Tendering
Transport Strategy
RECORDS DISPOSAL SCHEDULE
Classes for retention as Territory Archives

INTRODUCTION
The Records Disposal Schedule – Traffic & Transport Records is the official authority for the disposal of records relating to Traffic & Transport Records.

It is one of a series of Records Disposal Schedules authorised by the Director of Territory Records in accordance with the provisions of the Territory Records Act 2002. It is 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 Traffic & Transport 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 – Traffic & Transport 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 Traffic & Transport 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 – Traffic & Transport Records 
•	covers all Traffic & Transport records.
•	is intended to cover most Traffic & Transport records common to all ACT Government agencies; 
•	is intended to be used in conjunction with TARDiS; 
•	specifies the minimum period records should be kept (retention periods); 
•	specifies whether, upon the expiry of the retention periods, the records may be destroyed or are required as Territory Archives; and 
•	is applicable to records created and maintained in any format, including electronic or formats such as microfiche. 

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

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

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

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

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

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

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

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

Electronic records must be readily accessible for the length of the specified retention period. Routine treatment (such as wiping, updating, alterations or rerecording) does constitute disposal. 

Destruction of records
When the approved disposal date for the destruction of records has been reached, appropriate arrangements for their destruction should be made. It is the responsibility of each agency to ensure that its records are destroyed in a secure and appropriate manner as indicated in the agency Records Management Program. 

Updating the Records Disposal Schedule
Records Disposal Schedules are reviewed and updated from time to time. For suggested amendments or alterations to this schedule please contact the Director of Territory Records. 

Assistance in using the Records Disposal Schedule
Agencies requiring any assistance in the interpretation or implementation of any Records Disposal Schedule are encouraged to contact the Director of Territory Records. 

RELATED LEGISLATION

The following legislation is related to the record classes covered by this Records Disposal Schedule: 

Territory Records Act 2002 
Freedom of Information Act 1989 
Occupational Health and Safety Act 1989 
Occupational Health and Safety Regulations 1991 
ACTION Authority Act 2001
Interstate Road Transport Act 1985 (Cwlth)
Interstate Road Transport Charge Act 1985 (Cwlth)
Motor Omnibus Services Act 1955
Motor Omnibus Services (Amendment) Act 1994
Motor Traffic (Amendment) Act (No 3) 1993
Motor Vehicle Standards Act 1989 (Cwlth)
NRMA-ACT Road Safety Trust Act 1992
Road Transport (Alcohol and Drugs) Act 1977
Road Transport Charges (Australian Capital Territory) Act 1993 (Cwlth)
Road Transport (Dimensions and Mass) Act 1990
Road Transport (Driver Licensing) Act 1999
Road Transport (General) Act 1999
Road Transport (Public Passenger Services) Act 2001
Road Transport (Safety and Traffic Management) Act 1999
Road Transport Reform (Dangerous Goods) Act 1995 (Cwlth)
Road Transport (Vehicles and Traffic) Act 1993 (Cwlth)
Road Transport (Vehicle Registration) Act 1999
Roads and Public Places Act 1937
and subordinate legislation.

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

TRAFFIC & TRANSPORT

The function of developing policy and planning for transport infrastructure and the efficient movement and parking of traffic. Encompasses all service/facilities above the road surface and includes all forms of public transport.

See ROADS MANAGEMENT for the design, construction and maintenance of roads.
Accreditation
The activities associated with the granting of authoritative permission, approval, consent or accreditation to undertake specific tasks, after the required standards have been met.  Includes the accreditation of individuals, groups or corporations.
Advice
The activities associated with offering opinions by or to the agency as to an action or judgment. Includes the process of advising.
Agreements
The processes associated with the establishment, maintenance, review and negotiation of agreements.
Appeals (decisions)
The activities involved in the process of appeals against decisions by application to a higher authority.
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.
Authorisation
The process of delegating power to authorise an action and the seeking and granting permission to undertake a requested action.
Committees
The activities associated with the managing of committees and task forces. Includes the committee's establishment, appointment of members, terms of reference, proceedings, minutes of meetings, reports, agenda etc.

Use STRATEGIC MANAGEMENT - Committees for audit committees.
Compliance
The activities associated with complying with mandatory or optional accountability, fiscal, legal, regulatory or quality standards or requirements to which the agency is subject. Includes compliance with legislation and with national and international standards, such as the ISO 9000 series.

Compulsory third party insurance
The process of taking out premiums to cover the owner or driver of a motor vehicle against injury or death resulting from the use of the motor vehicle.
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.
Contracting out
The activities involved in managing the performance of work or the provision of goods and services by an external contractor, vendor or consultant, or by using external bureau services. Includes outsourcing.
Control
The activities associated with creating, maintaining and evaluating control mechanisms. Includes classification, indexing, registration, forms design etc to ensure maximum control over records and recordkeeping systems. Also includes control mechanisms for other information resources and systems.
Customer service
The activities associated with the planning, monitoring and evaluation of services provided to customers by the agency.
Decisions review
The activities associated with the review of decisions referred to external bodies, for instance the Commissioner for Land and Planning and the ACT Administrative Appeals Tribunal.
Designing
The activity of designing Departmental premises, offices, depots, other places of Department business, parks and reserves, roads and streets, drainage infrastructure, traffic and transport infrastructure, waste management infrastructure, water supply infrastructure and equipment.
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.
Fees and charges determination
The activities associated with determining fees and charges.
Infringements
The activities associated with handling breaches of rules. Includes driving or traffic infringements and infringements of the agency's intellectual property.
Inspections
The process of official examinations of facilities, equipment and items, to ensure compliance with agreed standards and objectives.
Joint ventures
The activities involved in managing joint operations between departments, either within the agency or with other agencies, or with the government, where there is a contract, joint contribution of funds and/or time. Also includes private sector ventures with public sector organisations, and co-research or collaboration between inter-departmental units, departments or agencies.
Legislation
The process of making laws. Includes Local, State, Commonwealth and overseas Acts, Bills and subsections of Acts, and amendments to each.
Liaison
The activities associated with maintaining regular general contact between the agency and professional associations, professionals in related fields, other private sector organisations and community groups. Includes sharing informal advice and discussions, membership of professional associations and collaborating on projects that are not joint ventures.
Licensing
The activities associated with the granting of authoritative permission, approval, consent or licence to undertake specific tasks. Includes the licensing of individuals, groups or corporations.
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.
Parking enforcement
The activities associated with the ACT's parking legislation.
Planning
The process of formulating ways in which objectives can be achieved. Includes determination of services, needs and solutions to those needs.
Policy
The activities associated with developing and establishing decisions, directions and precedents which act as a reference for future decision making, as the basis from which the agency's operating procedures are determined.
Procedures
Standard methods of operating laid down by an organisation according to formulated policy.
Programs
Activities relating to a grouping of related projects managed under a common business strategy to achieve a desired outcome.

Tip: Add subject of program or name of program as free text if appropriate.
Registration
The activities to record, catalogue, inventory or list. The establishment and maintenance of registers containing information required by legislation.
Regulation and monitoring
Activities that check, observe, or record the operation of equipment, infrastructure, services or systems.
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.
Road Safety
Road Safety includes measures to improve the safety of drivers, cyclists and pedestrians and includes initiatives to reduce the level of vehicle accidents, for instance, the lowering of speed limits, improvements to vehicle safety and improvements to roads.

See - TRAFFIC AND TRANSPORT – Planning for planning of truck routes and road limits
See - TRAFFIC AND TRANSPORT - Regulation and monitoring - Traffic studies for reviews of road speed limits and vehicle usage of roads
Service Providers
The activity of managing those agencies or organisations involved in the provision of services to the Department or to the local community in association with the Department. Includes Departmental negotiations and liaison with service providers over the provision of energy, sewerage services, traffic and transport services (e.g.. air, bus, ferry, light rail, monorail, and taxi services) and water services. Also includes liaison and negotiations relating to routes, frequency of services, timetables of transport services.
Service Provision
The activities relating to services provided by an agency on a long term basis or by other agencies. Includes requests and applications for services, assessment of eligibility and entitlements, liaison with other agencies regarding the provision of services. Also includes activities to lobby for services and to increase service provision. Also includes the installation, operation and removal of temporary facilities in parks and reserves, such as water, electricity, temporary toilets, etc. for special outdoor events.
Signs
The activity of regulating and managing signage including street signs and advertising.
Standards
The process of implementing industry or organisational benchmarks for services and processes to enhance the quality and efficiency of the agency.
Tendering
The activities involved in receiving and assessing tenders, of making offers and finalising contract arrangements for the supply, sale or purchase of goods and services.
Transport Strategy
Activities associated with the development of long term strategies for high quality and sustainable transport for the Territory.

RECORDS DISPOSAL SCHEDULE

Traffic and Transport
The function of developing policy and planning for transport infrastructure and the efficient movement and parking of traffic. Encompasses all service/facilities above the road surface and includes all forms of public transport. 

See ROADS MANAGEMENT for the design, construction and maintenance of roads.
Accreditation
The activities associated with the granting of authoritative permission, approval, consent or accreditation to undertake specific tasks, after the required standards have been met.  Includes the accreditation of individuals, groups or corporations.
Entry 	Description of Records	Disposal Action
1.3.1	Records documenting the accreditation of taxi operators, 	Retain as Territory 
*1.3.1*	bus operators and hire car operators.	Archives 
1.3.2	Records documenting the accreditation of Accredited 	Retain as Territory 
*1.3.2*	Driving Instructors.	Archives 
1.3.3	Records documenting the information relating to the 	Retain as Territory 
*1.3.3*	Quality Assurance Accreditation of Road User Services.	Archives 
1.3.4	Records documenting the accreditation of Authorised 	Retain as Territory 
*1.3.4*	Inspection Stations and Authorised Examiner Repairers.	Archives 
1.3.5	Records documenting Trader Plates applications and 	Retain as Territory 
*1.3.5*	certificates of business, including listing of current 	Archives 
	businesses.

	
Traffic and Transport
The function of developing policy and planning for transport infrastructure and the efficient movement and parking of traffic. Encompasses all service/facilities above the road surface and includes all forms of public transport. 

See ROADS MANAGEMENT for the design, construction and maintenance of roads.
Advice
The activities associated with offering opinions by or to the agency as to an action or judgement. Includes the process of advising.
Entry 	Description of Records	Disposal Action
1.6.1	Advice provided by the agency to members of the public 	Destroy 7 years after 
*1.6.1*	and other organisations.	action completed
1.6.2	Records and documents of correspondence with the ACT	Destroy 7 years after 
*1.6.2*	 Ombudsman’s Office.	action completed
1.6.3	Records documenting advice (other than legal advice) 	Destroy 7 years after 
*1.6.3*	received from an internal or external organisations or from	action completed
	members of the public.
Agreements
The processes associated with the establishment, maintenance, review and negotiation of agreements.
Entry 	Description of Records	Disposal Action
1.7.1	Final version of agreements and memoranda of 	Retain as Territory 
*1.7.1*	understanding made to support the traffic and transport 	Archives 
	function.
1.7.2	Records documenting negotiation, establishment, 	Destroy 5 years after 
*1.7.2*	maintenance and review of agreements.	agreement expires or 
	is superseded	

Traffic and Transport
The function of developing policy and planning for transport infrastructure and the efficient movement and parking of traffic. Encompasses all service/facilities above the road surface and includes all forms of public transport. 

See ROADS MANAGEMENT for the design, construction and maintenance of roads.
Appeals (decisions)
The activities involved in the process of appeals against decisions by application to a higher authority.
Entry 	Description of Records	Disposal Action
1.10.1	Records documenting representations relating to parking	Destroy 7 years after 
*1.10.1*	infringement issues.  Includes the agency's response to 	action completed
	the representation.
1.10.2	Records documenting appeals against decisions by the 	Destroy 10 years after
*1.10.2*	agency in regard to driver licensing issues (internal 	last action
	appeals).
1.10.3	Records documenting appeals against decisions by the 	Destroy 10 years after
*1.10.3*	agency in regard to vehicle registration issues (internal 	last action
	appeals).
Audit
The activities associated with officially checking financial, quality assurance and operational records to ensure they have been kept and maintained in accordance with agreed or legislated standards and correctly record the events, processes and business of the agency in a specified period. Includes compliance audits, financial audits, operational audits, recordkeeping audits, skills audits, system audits and quality assurance audits.
Entry 	Description of Records	Disposal Action
1.14.1	Records documenting the planning and conducting of 	Destroy 7 years after 
*1.14.1*	internal and external audits relating to the traffic and 	action completed
	transport function.  Includes:
	- liaison with the auditing body,
	- minutes of meetings,
	- notes taken at interviews,
	- draft reports, and
	- comments.
1.14.2	Records documenting Quality Assurance auditing, and 	Destroy 7 years after 
*1.14.2*	auditing of Accredited Driving Instructors, and the 	action completed
	Authorised Inspection Scheme.	

Traffic and Transport
The function of developing policy and planning for transport infrastructure and the efficient movement and parking of traffic. Encompasses all service/facilities above the road surface and includes all forms of public transport. 

See ROADS MANAGEMENT for the design, construction and maintenance of roads.
Authorisation
The process of delegating power to authorise an action and the seeking and granting permission to undertake a requested action.
Entry 	Description of Records	Disposal Action
1.15.1	Authorisation of parking permits and dimensions and 	Retain as Territory 
*1.15.1*	mass permits.	Archives 
1.15.2	Authorisations for administrative actions relating to the 	Destroy 7 years after 
*1.15.2*	traffic and transport administration function eg 	authorisation expires
	authorisation of parking authorities, authorisation of 
	traffic offence detection devices and authorisation of 
	motor vehicle racing events.

1.15.3	Delegations of powers to agency staff to authorise 	Destroy 10 years after
*1.15.3*	administrative action relating to the traffic and transport 	 delegation 
	function.

	
Traffic and Transport
The function of developing policy and planning for transport infrastructure and the efficient movement and parking of traffic. Encompasses all service/facilities above the road surface and includes all forms of public transport. 

See ROADS MANAGEMENT for the design, construction and maintenance of roads.
Committees
The activities associated with the management of committees and task forces. Includes the committee's establishment, appointment of members, terms of reference, proceedings, minutes of meetings, reports, agendas etc.
Entry 	Description of Records	Disposal Action
1.21.1	Records of committee meetings of the Traffic Liaison 	Retain as Territory 
*1.21.1*	Committee (a Road Safety Committee) and the Australian 	Archives 
	Motor Vehicle Certification Board.
1.21.2	Working papers documenting the conduct and 	Destroy when 
*1.21.2*	administration of committees which consider matters 	reference ceases
	relating to the traffic and transport function. Includes:
	-  agenda,
	-  notices of meetings, and
	-  draft minutes.
1.21.3		Destroy 7 years after 
*1.21.3*	Records of internal and external committees formed to 	action completed
	consider matters relating to the traffic and transport 
	function.  Includes:
	-  documents establishing the committee,
	-  final versions of minutes,
	-  reports,
	-  recommendations, and
	-  supporting documents such as briefing papers and 
	- discussion papers.

	
Traffic and Transport
The function of developing policy and planning for transport infrastructure and the efficient movement and parking of traffic. Encompasses all service/facilities above the road surface and includes all forms of public transport. 

See ROADS MANAGEMENT for the design, construction and maintenance of roads.
Compliance
The activities associated with complying with mandatory or optional accountability, fiscal, legal, regulatory or quality standards or requirements to which the agency is subject. Includes compliance with legislation and with national and international standards, such as the ISO 9000 series.
Entry 	Description of Records	Disposal Action
1.22.1	Records documenting the issuing of Disciplinary 	Retain as Territory 
*1.22.1*	Notices to Accredited Bus Operators, Taxi Operators and	Archives 
	 Hire Car Operators.
1.22.2	Records documenting agency compliance with 	Destroy 7 years after 
*1.22.2*	mandatory or optional standards or with statutory 	action completed
	requirements relating to the traffic and transport function.
Compulsory third party insurance
The process of taking out premiums to cover the owner or driver of a motor vehicle against injury or death resulting from the use of the motor vehicle.
Entry 	Description of Records	Disposal Action
1.23.1	Records documenting the annual setting of compulsory 	Retain as Territory 
*1.23.1*	third party insurance premiums for the ACT.	Archives 
1.23.2	Records documenting other issues involving 	Retain as Territory 
*1.23.2*	Compulsory Third Party Insurance.	Archives 

	
Traffic and Transport
The function of developing policy and planning for transport infrastructure and the efficient movement and parking of traffic. Encompasses all service/facilities above the road surface and includes all forms of public transport. 

See ROADS MANAGEMENT for the design, construction and maintenance of roads.
Conferences
The activities involved in arranging or attending conferences held either by the agency or by other agencies.  Includes registrations, publicity, and reports of participants etc.
Entry 	Description of Records	Disposal Action
1.24.1	Records documenting the activities involved in 	Destroy 7 years after 
*1.24.1*	arranging conferences held by the agency.  Includes 	last action
	registrations, publicity and reports of participants.
1.24.2	Records documenting the activities involved in 	Destroy 7 years after 
*1.24.2*	attending conferences held by other agencies.  Includes 	last entry
	registrations, publicity and reports of participants.
Contracting out
The activities involved in managing the performance of work or the provision of goods and services by an external contractor, vendor or consultant, or by using external bureau services. Includes outsourcing.
Entry 	Description of Records	Disposal Action
1.27.1	Records documenting contract management relating to 	Destroy 7 years after 
*1.27.1*	the Traffic and Transport function.  Includes:	completion or other 
	-   minutes of meetings with contractors, and	termination of 
	-   performance and evaluation reports.

	
Traffic and Transport
The function of developing policy and planning for transport infrastructure and the efficient movement and parking of traffic. Encompasses all service/facilities above the road surface and includes all forms of public transport. 

See ROADS MANAGEMENT for the design, construction and maintenance of roads.
Control
The activities associated with creating, maintaining and evaluating control mechanisms. Includes classification, indexing, registration, forms design etc to ensure maximum control over records and recordkeeping systems. Also includes control mechanisms for other information resources and systems.
Entry 	Description of Records	Disposal Action
1.28.1	Master control records for agency register systems (both 	Retain as Territory 
*1.28.1*	paper and electronic).  Includes:	Archives 
	-  registers and indexes giving details of control numbers,
	 date, disposal details, and
	-  lists of records destroyed, if master control records are 
	not annotated.
1.28.2	Records documenting Ministerials, Internal Review 	Retain as Territory 
*1.28.2*	Tracking System.	Archives 
1.28.3	Records relating to client request for search of electronic 	Destroy 7 years after 
*1.28.3*	records.	action completed

	
Traffic and Transport
The function of developing policy and planning for transport infrastructure and the efficient movement and parking of traffic. Encompasses all service/facilities above the road surface and includes all forms of public transport. 

See ROADS MANAGEMENT for the design, construction and maintenance of roads.
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
1.32.1	Records documenting complaints from members of the 	Retain as Territory 
*1.32.1*	public about taxi, bus and hire car services.	Archives 
1.32.2	Records documenting the planning, monitoring and 	Destroy 7 years after 
*1.32.2*	evaluation of customer services provided to the agency's 	action completed
	public clients eg managing an enquiry desk or a 
	telephone information service.  Includes carrying out 
	customer surveys.
1.32.3	Records documenting requests for information from the 	Destroy 7 years after 
*1.32.3*	agency.	action completed
1.32.4	Information relating to the development of rego.act for the	Destroy 7 years after 
*1.32.4*	 ACT Government.	action completed
1.32.5	Records relating to Internet information in providing 	Destroy 1 year after 
*1.32.5*	services to customers online.	production of 
	procedures

	
Traffic and Transport
The function of developing policy and planning for transport infrastructure and the efficient movement and parking of traffic. Encompasses all service/facilities above the road surface and includes all forms of public transport. 

See ROADS MANAGEMENT for the design, construction and maintenance of roads.
Decisions review
The activities associated with the review of decisions referred to external bodies, for instance the Commissioner for Land and Planning and the ACT Administrative Appeals Tribunal.
Entry 	Description of Records	Disposal Action
1.35.1	Records documenting appeals made to the ACT 	Retain as Territory 
*1.35.1*	Administrative Appeals Tribunal relating to decisions 	Archives 
	made by the agency (external appeals).
Designing
The activity of designing Departmental premises, offices, depots, other places of Department business, parks and reserves, roads and streets, drainage infrastructure, traffic and transport infrastructure, waste management infrastructure, water supply infrastructure and equipment.
Entry 	Description of Records	Disposal Action
1.36.1	Records documenting the activities involved in the 	Destroy 15 years after
*1.36.1*	design of traffic and transport infrastructure.	 action completed

	
Traffic and Transport
The function of developing policy and planning for transport infrastructure and the efficient movement and parking of traffic. Encompasses all service/facilities above the road surface and includes all forms of public transport. 

See ROADS MANAGEMENT for the design, construction and maintenance of roads.
Evaluation
The process of determining the suitability of potential or existing programs, items of equipment, systems or services in relation to meeting the needs of the given situation. Includes systems analysis and ongoing monitoring.
Entry 	Description of Records	Disposal Action
1.46.1	Evaluation of Road Ready Program, including Road 	Retain as Territory 
*1.46.1*	Ready Plus.	Archives 
1.46.2	Evaluations of programs under the Traffic and Transport 	Destroy 15 years after
*1.46.2*	function.	 evaluation 
Fees and charges determination
The activities associated with determining fees and charges.
Entry 	Description of Records	Disposal Action
1.49.1	Records documenting the activities associated with 	Retain as Territory 
*1.49.1*	determining fees and charges for the traffic and transport 	Archives 
	function.  Includes the determination of traffic fines.
1.49.2	Records relating to Fee Waiver Guidelines.	Retain as Territory 
*1.49.2*	Archives 

	
Traffic and Transport
The function of developing policy and planning for transport infrastructure and the efficient movement and parking of traffic. Encompasses all service/facilities above the road surface and includes all forms of public transport. 

See ROADS MANAGEMENT for the design, construction and maintenance of roads.
Infringements
The activities associated with handling breaches of rules. Includes driving or traffic infringements 
and infringements of the agency's intellectual property.
Entry 	Description of Records	Disposal Action
1.60.1	Records documenting the issue of parking infringements.	Destroy 7 years after 
*1.60.1*	action ceases
1.60.2	Records documenting the issue of dimensions & mass 	Destroy 7 years after 
*1.60.2*	infringements.	action ceases
1.60.3	Records documenting vehicle infringements issued, and 	Destroy 7 years after 
*1.60.3*	infringements cleared.	action completed
Inspections
The process of official examinations of facilities, equipment and items, to ensure compliance with agreed standards and objectives.
Entry 	Description of Records	Disposal Action
1.62.1	Records documenting routine inspections of premises, 	Destroy 15 years after
*1.62.1*	facilities, equipment and vehicles relating to the traffic 	 action completed
	and transport function.

	
Traffic and Transport
The function of developing policy and planning for transport infrastructure and the efficient movement and parking of traffic. Encompasses all service/facilities above the road surface and includes all forms of public transport. 

See ROADS MANAGEMENT for the design, construction and maintenance of roads.
Joint Ventures
The activities involved in managing joint operations between departments, either within the agency or with other agencies, or with the government, where there is a contract, joint contribution of funds and/or time.  Also includes private sector ventures with public sector organisations, and co-research or collaboration between inter-departmental units, departments or agencies.
Entry 	Description of Records	Disposal Action
1.67.1	Records documenting the management of traffic and 	Destroy 7 years after 
*1.67.1*	transport joint ventures.  Includes records relating to the 	action completed
	establishment, maintenance and review of joint venture 
	agreements and contracts.
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
1.71.1	Records documenting the process of making ACT 	Retain as Territory 
*1.71.1*	legislation.  Includes Acts, Regulations, Disallowable 	Archives 
	Instruments and amendments to each.

	
Traffic and Transport
The function of developing policy and planning for transport infrastructure and the efficient movement and parking of traffic. Encompasses all service/facilities above the road surface and includes all forms of public transport. 

See ROADS MANAGEMENT for the design, construction and maintenance of roads.
Liaison
The activities associated with maintaining regular general contact between the agency and professional associations, professionals in related fields, other private sector organisations and community groups. Includes sharing informal advice and discussions, membership of professional associations and collaborating on projects that are not joint ventures.
Entry 	Description of Records	Disposal Action
1.72.1	Records documenting liaison between the agency and 	Retain as Territory 
*1.72.1*	the Australian Federal Police.	Archives 
1.72.2	Records documenting liaison between the agency and 	Retain as Territory 
*1.72.2*	the National Transport Commission.	Archives 
1.72.3	Records documenting the activities associated with 	Destroy 7 years after 
*1.72.3*	maintaining regular contact between the agency and 	last action
	professional associations, private sector organisations 
	and community groups.  Includes collaborating on 
	projects that are not joint ventures.  Includes 
	discussions and the sharing of information.

	
Traffic and Transport
The function of developing policy and planning for transport infrastructure and the efficient movement and parking of traffic. Encompasses all service/facilities above the road surface and includes all forms of public transport. 

See ROADS MANAGEMENT for the design, construction and maintenance of roads.
Licensing 
The activities associated with the granting of authoritative permission, approval, consent or licence to undertake specific tasks. Includes the licensing of individuals, groups or corporations.
Entry 	Description of Records	Disposal Action
1.73.1	Records documenting the granting of driver licences in 	Destroy 7 years after
*1.73.1*	the ACT.	action completed
1.73.2	Records documenting Court Bench Reports, and 	Destroy 7 years after
*1.73.2*	restorations of licences with conditions.	action completed
1.73.3	Records documenting Underage licence approvals and 	Destroy 7 years after
*1.73.3*	non-approvals, show cause, and underage Public Vehicle	action completed
	applications.
1.73.4	Records documenting the granting of taxi licences.	Destroy 7 years after
*1.73.5*		action completed
1.73.5	Records documenting issues concerning the suspension 	Destroy 15 years after
*1.73.5*	or disqualification of driver licences.	action completed
1.73.6	Records documenting correspondence received about 	Destroy 7 years after 
*1.73.6*         driver licensing issues.	action completed

1.73.7                  Records of surrendered licences.	Destroy 7 years after
*1.73.7*	action completed	

Traffic and Transport
The function of developing policy and planning for transport infrastructure and the efficient movement and parking of traffic. Encompasses all service/facilities above the road surface and includes all forms of public transport. 

See ROADS MANAGEMENT for the design, construction and maintenance of roads.
Licensing - Continued
The activities associated with the granting of authoritative permission, approval, consent or licence to undertake specific tasks. Includes the licensing of individuals, groups or corporations.
Entry 	Description of Records	Disposal Action
1.73.8	Records documenting the review of medical standards 	Destroy 7 years after 
*1.73.8*	and guidelines in relation to the issuing of driver 	action completed
	licences.

1.73.9	Records documenting the amendment of Driver Licensing	Destroy 7 years after
*1.73.9*	handbooks eg the ACT Road Rules Handbook.	action completed

	
Traffic and Transport
The function of developing policy and planning for transport infrastructure and the efficient movement and parking of traffic. Encompasses all service/facilities above the road surface and includes all forms of public transport. 

See ROADS MANAGEMENT for the design, construction and maintenance of roads.
Meetings
The activities associated with adhoc gatherings held to formulate, discuss, update or resolve issues and matters pertaining to managing the section, department, or agency as a whole. Includes arrangements, agenda, taking of minutes etc. Excludes committee meetings.
Entry 	Description of Records	Disposal Action
1.78.1	Minutes, agendas and discussion papers for national 	Retain as Territory 
*1.78.1*	meetings of the Australian Transport Council (ATC), the 	Archives 
	Standing Committee on Transport (SCOT) and Transport 
	Agency Chief Executives (TACE).

1.78.2	Final versions of minutes and supporting documents 	Destroy 7 years after 
*1.78.2*	tabled at meetings held to support the traffic and 	last action
	transport function.  Includes meetings with external 
	agencies.
1.78.3	Working papers documenting the conduct and 	Destroy when 
*1.78.3*	administration of meetings held to support the traffic and 	reference ceases
	transport function.  Includes agendas, notices.

Parking enforcement
The activities associated with the ACT's parking legislation
Entry 	Description of Records	Disposal Action
1.83.1	Records documenting correspondence received from 	Destroy 7 years after 
*1.83.1*	organisations and members of the public regarding the 	action completed
	enforcement of the ACT's parking legislation eg resident 
	parking issues.  This does not include the payment of 
	parking infringements and representations about parking
	infringements.

Traffic and Transport
The function of developing policy and planning for transport infrastructure and the efficient movement and parking of traffic. Encompasses all service/facilities above the road surface and includes all forms of public transport. 

See ROADS MANAGEMENT for the design, construction and maintenance of roads.
Planning 
The process of formulating ways in which objectives can be achieved. Includes determination of services, needs and solutions to those needs.
Entry 	Description of Records	Disposal Action
1.86.1	Final versions of solutions that will achieve the objectives.	Destroy 5 years after 
*1.86.1*	plan is superseded
1.86.2	Working papers used in developing plans for traffic and 	Destroy 1 year after 
*1.86.2*	transport objectives.  Includes draft plans, reports 	adoption of the final 
	analysing issues and comments received from other areas 	plan
	of the agency.

	
Traffic and Transport
The function of developing policy and planning for transport infrastructure and the efficient movement and parking of traffic. Encompasses all service/facilities above the road surface and includes all forms of public transport. 

See ROADS MANAGEMENT for the design, construction and maintenance of roads.
Policy
The activities associated with developing and establishing decisions, directions and precedents which act as a reference for future decision making, as the basis from which the agency's operating procedures are determined.
Entry 	Description of Records	Disposal Action
1.87.1	 Records documenting the development and 	Retain as Territory 
*1.87.1*	establishment of public transport policies (taxis, buses, 	 Archives
	hire cars and accessible public transport).
1.87.2	Records documenting the policy work involved in 	Retain as Territory 
*1.87.2*	developing new series of vehicle number plates.	Archives 

1.87.3	Records documenting the development and 	Destroy 7 years after 
*1.87.3*	establishment of traffic and transport policies, except for 	policy is superseded
	public transport policies and issues concerning vehicle 
	number plates.  Includes:
	-  policy proposals,
	-  research papers,
	-  results of consultations,
	-  supporting reports,
	-  major drafts,
	-  final policy documents, and
	-  final legislation.
1.87.4	Working papers documenting the development of traffic 	Destroy 2 years after 
*1.87.4*	and transport policies.  Includes documentation of 	promulgation of new 
	comments on draft policies.	policy

	
Traffic and Transport
The function of developing policy and planning for transport infrastructure and the efficient movement and parking of traffic. Encompasses all service/facilities above the road surface and includes all forms of public transport. 

See ROADS MANAGEMENT for the design, construction and maintenance of roads.
Procedures
Standard methods of operating laid down by an agency according to formulated policy.
Entry 	Description of Records	Disposal Action
1.89.1	Records documenting written-off vehicle notification 	Retain as Territory 
*1.89.1*	forms and vehicle identity checks.	Archives 
1.89.2	Records and documents relating to fraud and stolen 	Retain as Territory 
*1.89.2*	vehicles, including notes regarding the risk of fraud.	Archives 

1.89.3	Master set of agency manuals, handbooks etc detailing 	Destroy 7 years after 
*1.89.3*	procedures supporting the traffic and transport function.	procedures are 
	superseded
1.89.4	Records documenting the development of agency 	Destroy 1 year after 
*1.89.4*	procedures supporting the traffic and transport function.	production of 
	procedures

	
Traffic and Transport
The function of developing policy and planning for transport infrastructure and the efficient movement and parking of traffic. Encompasses all service/facilities above the road surface and includes all forms of public transport. 

See ROADS MANAGEMENT for the design, construction and maintenance of roads.
Programs
Activities relating to a grouping of related projects managed under a common business strategy to achieve a desired outcome. 
Tip: Add subject of program or name of program as free text if appropriate.
Entry 	Description of Records	Disposal Action
1.91.1	Records documenting National Transport Reform 	Retain as Territory 
*1.91.1*	projects involving the agency, eg National Transport 	Archives 
	Commission projects and AUSTROADS projects.

1.91.2	Records documenting ACT Government programs for 	Destroy 15 years after
*1.91.2*	activities supporting the traffic and transport function.  	action completed
	Includes work progress reports against business plans 
	and work plans.

Traffic and Transport
The function of developing policy and planning for transport infrastructure and the efficient movement and parking of traffic. Encompasses all service/facilities above the road surface and includes all forms of public transport. 

See ROADS MANAGEMENT for the design, construction and maintenance of roads.
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
1.95.1	Records documenting the granting and renewal of 	Destroy 7 years after
*1.95.1*	vehicle registrations in the ACT.	action completed
1.95.2	Records documenting variations to Restricted Hire Car 	Destroy 7 years after
*1.95.2*	Licences.	action completed
1.95.3	Records documenting Modified vehicles, Imported 	Destroy 7 years after
*1.95.3*	vehicles, Individual constructed vehicles, and Written 	action completed
	-off, re-built vehicles.
1.95.4	Records documenting the operation of the Accredited 	Destroy 7 years after
*1.95.4*	Driving Instructors and Authorised Examiners Scheme in	action completed 
	 the ACT.

1.95.5	Records of information relating to Public Vehicles and 	Destroy 7 years after
*1.95.5*	information relating to vehicle registration.			     action completed
1.95.6	Records documenting the establishment and maintenance	Destroy 7 years after
*1.95.6*	 of vehicle registration registers.				     action completed	

1.95.7	Records of surrendered vehicle registrations.			      Destroy 7 years after 
*1.95.7*									      action completed

1.95.8	Registrations not renewed.					      Destroy 7 years after
*1.95.8*									      action completed

Traffic and Transport
The function of developing policy and planning for transport infrastructure and the efficient movement and parking of traffic. Encompasses all service/facilities above the road surface and includes all forms of public transport. 

See ROADS MANAGEMENT for the design, construction and maintenance of roads.

Regulation and monitoring
Activities that check, observe, or record the operation of equipment, infrastructure, services or systems.
Entry 	Description of Records	Disposal Action
1.96.1	Records documenting the monitoring of traffic volumes.  	Destroy 10 years after
*1.96.1*	Includes traffic studies and transport surveys.	last action
1.96.2	Records documenting the results of parking surveys.	Destroy 7 years after 
*1.96.2*	last action
1.96.3	Records documenting On Road Vehicle Inspection and 	Destroy 7 years after 
*1.96.3*	Heavy Vehicle monitoring.	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
1.98.1	Final versions of formal internal reports and reports made 	Retain as Territory 
*1.98.1*	to external agencies relating to the traffic and transport 	Archives 
	function.
1.98.2	Records of monthly reports, managers meetings, staff 	Destroy 7 years after 
*1.98.2*	meetings, conducted at Road User Services.	action completed

Traffic and Transport
The function of developing policy and planning for transport infrastructure and the efficient movement and parking of traffic. Encompasses all service/facilities above the road surface and includes all forms of public transport. 

See ROADS MANAGEMENT for the design, construction and maintenance of roads.
Research
The activities involved in investigating or enquiring into a subject or area of interest in order to discover facts, principles etc. Used to support development of projects, standards, guidelines etc and the business activities of the agency in general. Includes following up enquiries relating to organisational programs, projects, working papers, literature searches etc.
Entry 	Description of Records	Disposal Action
1.101.1	Records documenting major research carried out to 	Destroy 7 years after 
*1.101.1*	support the traffic and transport function.	action completed
1.101.2	Records documenting minor research carried out to 	Destroy when 
*1.101.2*	support the traffic and transport function.	reference ceases

	
Traffic and Transport
The function of developing policy and planning for transport infrastructure and the efficient movement and parking of traffic. Encompasses all service/facilities above the road surface and includes all forms of public transport. 

See ROADS MANAGEMENT for the design, construction and maintenance of roads.
Road safety
Road Safety includes measures to improve the safety of drivers, cyclists and pedestrians and includes initiatives to reduce the level of vehicle accidents, for instance, the lowering of speed limits, improvements to vehicle safety and improvements to roads.
See - TRAFFIC AND TRANSPORT – Planning for planning of truck routes and road limits
See - TRAFFIC AND TRANSPORT - Regulation and monitoring - Traffic studies for reviews of road speed limits and vehicle usage of roads
Entry 	Description of Records	Disposal Action
1.106.1	Records documenting ACT Road Crash Statistics.	Retain as Territory 
*1.106.1*	Archives 
1.106.2	Records documenting the establishment and maintenance	Retain as Territory 
*1.106.2*	 of the Road Ready Program.	Archives 
1.106.3	Records documenting final versions of ACT Road Safety 	Retain as Territory 
*1.106.3*	Strategies and Action Plans.	Archives
1.106.4	Records documenting correspondence received from the 	Retain as Territory 
*1.106.4*	NRMA-ACT Road Safety Trust.  Includes policy issues 	Archives
	and submissions.
1.106.5	Records documenting measures taken to improve the 	Destroy 10 years after
*1.106.5*	safety of drivers, cyclists and pedestrians (except for the 	 action completed
	Road Ready program).

	
Traffic and Transport
The function of developing policy and planning for transport infrastructure and the efficient movement and parking of traffic. Encompasses all service/facilities above the road surface and includes all forms of public transport. 

See ROADS MANAGEMENT for the design, construction and maintenance of roads.
Service providers 
The activity of managing those agencies or organisations involved in the provision of services to the Department or to the local community in association with the Department. Includes Departmental negotiations and liaison with service providers over the provision of energy, sewerage services, traffic and transport services (e.g.. air, bus, ferry, light rail, monorail, and taxi services) and water services. Also includes liaison and negotiations relating to routes, frequency 
of services, timetables of transport services.
Entry 	Description of Records	Disposal Action
1.110.1	Records of Authorised Persons listed at Road User Services.	Retain as Territory 
*1.110.1*	Archives 

1.110.2	Records documenting liaison and negotiation with 	Destroy 7 years after 
*1.110.2*	ACTION regarding bus routes, frequency of services and 	strategies are 
                           timetables.	superseded
Service provision
The activities relating to services provided by an agency on a long term basis or by other agencies. Includes requests and applications for services, assessment of eligibility and entitlements, liaison with other agencies regarding the provision of services. Also includes activities to lobby for services and to increase service provision.  Also includes the installation, operation and removal of temporary facilities in parks and reserves, such as water, electricity, temporary toilets, etc. for special outdoor events.
Entry 	Description of Records	Disposal Action
1.111.1	Records relating to requests for bus services.	Destroy 7 years after 
*1.111.1*	action completed

1.111.2               Applications for passes for student concessions and 	Destroy 1 year after 
*1.111.2*      free travel and associated correspondence. 	action ceases

1.111.3               Applications for ticket replacements				      Destroy 3 months after
*1.111.3*								      last action.

	
Traffic and Transport
The function of developing policy and planning for transport infrastructure and the efficient movement and parking of traffic. Encompasses all service/facilities above the road surface and includes all forms of public transport. 

See ROADS MANAGEMENT for the design, construction and maintenance of roads.

Signs
The activity of regulating and managing signage including street signs and advertising.
Entry 	Description of Records	Disposal Action
1.112.1	Records documenting the activity of regulating and 	Retain as Territory 
*1.112.1*	managing street signs.	Archives 

1.112.2	Documents relating to parking sign changes for the 	Destroy 7 years after 
*1.112.2*	Parking Review Office at Road User Services.	action completed	
Standards
The process of implementing industry or agency benchmarks for services and processes to enhance the quality and efficiency of the agency.
Entry 	Description of Records	Disposal Action
1.114.1	Records documenting the standards for vehicle 	Retain as Territory 
*1.114.1*	modifications, personal vehicle imports, re-called 	Archives 
	vehicles and rally cars.
1.114.2	Records documenting the standards required of taxi 	Retain as Territory 
*1.114.2*	drivers, bus operators, hire car operators and accredited 	Archives 
	public passenger services.
1.114.3	Records documenting the implementation of industry and	Destroy 7 years after 
*1.114.3*	 agency standards to support the traffic and transport 	standards are 
	function.	superseded

Traffic and Transport
The function of developing policy and planning for transport infrastructure and the efficient movement and parking of traffic. Encompasses all service/facilities above the road surface and includes all forms of public transport. 

See ROADS MANAGEMENT for the design, construction and maintenance of roads.
Tendering
The activities involved in receiving and assessing tenders, of making offers and finalising by contract arrangements for the supply, sale or purchase of goods and services.
Entry 	Description of Records	Disposal Action
1.118.1	Records documenting the development and issue of 	Destroy 7 years after 
*1.118.1*	tender documentation.  Includes Statement of 	tender process 
	Requirements, Request for Proposals, Expression of 	completed
	Interest, Request for Tender (RFT) and draft contract.  
	Includes evaluation of tenders received against selection 
	criteria.  Also includes post-offer negotiations and due 
	diligence checks.
1.118.2	Records of unsuccessful tenderers or a tender process 	Destroy 2 years after 
*1.118.2*	where there is no suitable bidder, or where the tender 	tender process 
	process has been discontinued.  Includes submissions, 	completed or 
	notification of outcome and reports on debriefing.	decision made not to 
	continue with the 
	tender
1.118.3	Signed contracts and agreements resulting from tenders.	Destroy 7 years after 
*1.18.3*	completion or other 
	termination of 
	agreement or contract
Transport strategy
Activities associated with the development of long term strategies for high quality and sustainable transport for the Territory.
Entry 	Description of Records	Disposal Action
1.120.1	Records documenting the planning of long term 	Retain as Territory 
*1.120.1*	strategies for high quality and sustainable transport for 	Archives 
	the ACT.

Classes for retention as Territory Archives

Classes for retention as Territory Archives
Traffic and Transport
The function of developing policy and planning for transport infrastructure and the efficient movement and parking of traffic. Encompasses all service/facilities above the road surface and includes all forms of public transport. 

See ROADS MANAGEMENT for the design, construction and maintenance of roads.
Accreditation
The activities associated with the granting of authoritative permission, approval, consent or accreditation to undertake specific tasks, after the required standards have been met.  Includes the accreditation of individuals, groups or corporations.
Entry 	Description of Records	Disposal Action
1.3.1	Records documenting the accreditation of taxi operators, 	Retain as Territory 
*1.3.1*	bus operators and hire car operators.	Archives 
1.3.2	Records documenting the accreditation of Accredited 	Retain as Territory 
*1.3.2*	Driving Instructors.	Archives 
1.3.3	Records documenting the information relating to the 	Retain as Territory 
*1.3.3*	Quality Assurance Accreditation of Road User Services.	Archives 
1.3.4	Records documenting the accreditation of Authorised 	Retain as Territory 
*1.3.4*	Inspection Stations and Authorised Examiner Repairers.	Archives 
1.3.5	Records documenting Trader Plates applications and 	Retain as Territory 
*1.3.5*	certificates of business, including listing of current 	Archives 

	
Classes for retention as Territory Archives
Traffic and Transport
The function of developing policy and planning for transport infrastructure and the efficient movement and parking of traffic. Encompasses all service/facilities above the road surface and includes all forms of public transport. 

See ROADS MANAGEMENT for the design, construction and maintenance of roads.
Agreements
The processes associated with the establishment, maintenance, review and negotiation of agreements.
Entry 	Description of Records	Disposal Action
1.7.1	Final version of agreements and memoranda of 	Retain as Territory 
*1.7.1*	understanding made to support the traffic and transport 	Archives 
	function.

Authorisation
The process of delegating power to authorise an action and the seeking and granting permission to undertake a requested action.
Entry 	Description of Records	Disposal Action
1.15.1	Authorisation of parking permits and dimensions and 	Retain as Territory 
*1.15.1*	mass permits.	Archives 
Committees
The activities associated with the management of committees and task forces. Includes the committee's establishment, appointment of members, terms of reference, proceedings, minutes of meetings, reports, agendas etc.
Entry 	Description of Records	Disposal Action
1.21.1	Records of committee meetings of the Traffic Liaison 	Retain as Territory 
*1.21.1*	Committee (a Road Safety Committee) and the Australian 	Archives 
	Motor Vehicle Certification Board.
Compliance
The activities associated with complying with mandatory or optional accountability, fiscal, legal, regulatory or quality standards or requirements to which the agency is subject. Includes compliance with legislation and with national and international standards, such as the ISO 9000 series.
Entry 	Description of Records	Disposal Action
1.22.1	Records documenting the issuing of Disciplinary 	Retain as Territory 
*1.22.1*	Notices to Accredited Bus Operators, Taxi Operators and	Archives 
	 Hire Car Operators.	

Classes for retention as Territory Archives
Traffic and Transport
The function of developing policy and planning for transport infrastructure and the efficient movement and parking of traffic. Encompasses all service/facilities above the road surface and includes all forms of public transport. 

See ROADS MANAGEMENT for the design, construction and maintenance of roads.
Compulsory third party insurance
The process of taking out premiums to cover the owner or driver of a motor vehicle against injury or death resulting from the use of the motor vehicle.
Entry 	Description of Records	Disposal Action
1.23.1	Records documenting the annual setting of compulsory 	Retain as Territory 
*1.23.1*	third party insurance premiums for the ACT.	Archives 

1.23.2	Records documenting other issues involving 	Retain as Territory 
*1.23.2*	Compulsory Third Party Insurance.	Archives 
Control
The activities associated with creating, maintaining and evaluating control mechanisms. Includes classification, indexing, registration, forms design etc to ensure maximum control over records and recordkeeping systems. Also includes control mechanisms for other information resources and systems.
Entry 	Description of Records	Disposal Action
1.28.1	Master control records for agency register systems (both 	Retain as Territory 
*1.28.1*	paper and electronic).  Includes:	Archives 
	-  registers and indexes giving details of control numbers,
	 date, disposal details, and
	-  lists of records destroyed, if master control records are 
	not annotated.
1.28.2	Records documenting Ministerials, Internal Review 	Retain as Territory 
*1.28.2*	Tracking System.	Archives	
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
1.32.1	Records documenting complaints from members of the 	Retain as Territory
*1.32.1*	public about taxi, bus and hire car services.	Archives

Classes for retention as Territory Archives
Traffic and Transport
The function of developing policy and planning for transport infrastructure and the efficient movement and parking of traffic. Encompasses all service/facilities above the road surface and includes all forms of public transport. 

See ROADS MANAGEMENT for the design, construction and maintenance of roads.
Decisions review
The activities associated with the review of decisions referred to external bodies, for instance the Commissioner for Land and Planning and the ACT Administrative Appeals Tribunal.
Entry 	Description of Records	Disposal Action
1.35.1	Records documenting appeals made to the ACT 	Retain as Territory 
*1.35.1*	Administrative Appeals Tribunal relating to decisions 	Archives 
	made by the agency (external appeals).
Evaluation
The process of determining the suitability of potential or existing programs, items of equipment, systems or services in relation to meeting the needs of the given situation. Includes systems analysis and ongoing monitoring.
Entry 	Description of Records	Disposal Action
1.46.1	Evaluation of Road Ready Program, including Road 	Retain as Territory 
*1.46.1*	Ready Plus.	Archives 

	
Classes for retention as Territory Archives
Traffic and Transport
The function of developing policy and planning for transport infrastructure and the efficient movement and parking of traffic. Encompasses all service/facilities above the road surface and includes all forms of public transport. 

See ROADS MANAGEMENT for the design, construction and maintenance of roads.
Fees and charges determination
The activities associated with determining fees and charges.
Entry 	Description of Records	Disposal Action
1.49.1	Records documenting the activities associated with 	Retain as Territory 
*1.49.1*	determining fees and charges for the traffic and transport 	Archives 
	function.  Includes the determination of traffic fines.
1.49.2	Records relating to Fee Waiver Guidelines.	Retain as Territory 
*1.49.2*	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
1.71.1	Records documenting the process of making ACT 	Retain as Territory 
*1.71.1*	legislation.  Includes Acts, Regulations, Disallowable 	Archives 
	Instruments and amendments to each.

	
Classes for retention as Territory Archives
Traffic and Transport
The function of developing policy and planning for transport infrastructure and the efficient movement and parking of traffic. Encompasses all service/facilities above the road surface and includes all forms of public transport. 

See ROADS MANAGEMENT for the design, construction and maintenance of roads.
Liaison
The activities associated with maintaining regular general contact between the agency and professional associations, professionals in related fields, other private sector organisations and community groups. Includes sharing informal advice and discussions, membership of professional associations and collaborating on projects that are not joint ventures.
Entry 	Description of Records	Disposal Action
1.72.1	Records documenting liaison between the agency and 	Retain as Territory 
*1.72.1*	the Australian Federal Police.	Archives 
1.72.2	Records documenting liaison between the agency and 	Retain as Territory 
*1.72.2*	the National Transport Commission.	Archives 

Classes for retention as Territory Archives
Traffic and Transport
The function of developing policy and planning for transport infrastructure and the efficient movement and parking of traffic. Encompasses all service/facilities above the road surface and includes all forms of public transport. 

See ROADS MANAGEMENT for the design, construction and maintenance of roads.
Meetings
The activities associated with adhoc gatherings held to formulate, discuss, update or resolve issues and matters pertaining to managing the section, department, or agency as a whole. Includes arrangements, agenda, taking of minutes etc. Excludes committee meetings.
Entry 	Description of Records	Disposal Action
1.78.1	Minutes, agendas and discussion papers for national 	Retain as Territory 
*1.78.1*	meetings of the Australian Transport Council (ATC), the 	Archives 
	Standing Committee on Transport (SCOT) and Transport 
	Agency Chief Executives (TACE).
Policy
The activities associated with developing and establishing decisions, directions and precedents which act as a reference for future decision making, as the basis from which the agency's operating procedures are determined.
Entry 	Description of Records	Disposal Action
1.87.1	Records documenting the development and	Retain as Territory 
*1.87.1*	establishment of public transport policies (taxis, buses, 	Archives
	hire cars and accessible public transport).

1.87.2	Records documenting the policy work involved in 	Retain as Territory 
*1.87.2*	developing new series of vehicle number plates.	Archives 	

Classes for retention as Territory Archives
Traffic and Transport
The function of developing policy and planning for transport infrastructure and the efficient movement and parking of traffic. Encompasses all service/facilities above the road surface and includes all forms of public transport. 

See ROADS MANAGEMENT for the design, construction and maintenance of roads.
Procedures
Standard methods of operating laid down by an agency according to formulated policy.
Entry 	Description of Records	Disposal Action
1.89.1	Records documenting written-off vehicle notification 	Retain as Territory 
*1.89.1*	forms and vehicle identity checks.	Archives 
1.89.2	Records and documents relating to fraud and stolen 	Retain as Territory 
*1.89.2*	vehicles, including notes regarding the risk of fraud.	Archives 
Programs
Activities relating to a grouping of related projects managed under a common business strategy to achieve a desired outcome. 
Tip: Add subject of program or name of program as free text if appropriate.
Entry 	Description of Records	Disposal Action
1.91.1	Records documenting National Transport Reform 	Retain as Territory 
*1.91.1*	projects involving the agency, eg National Transport 	Archives 
	Commission projects and AUSTROADS projects.

Classes for retention as Territory Archives
Traffic and Transport
The function of developing policy and planning for transport infrastructure and the efficient movement and parking of traffic. Encompasses all service/facilities above the road surface and includes all forms of public transport. 

See ROADS MANAGEMENT for the design, construction and maintenance of roads.
Reporting
The processes associated with initiating or providing a formal response to a situation or request (either internal, external or as a requirement of corporate policies), and to provide formal statements or findings of the results of the examination or investigation. Includes agenda, briefing, business, discussion papers, proposals, reports, reviews and returns.
Entry 	Description of Records	Disposal Action
1.98.1	Final versions of formal internal reports and reports made 	Retain as Territory 
*1.98.1*	to external agencies relating to the traffic and transport 	Archives 
	function.
Road safety
Road Safety includes measures to improve the safety of drivers, cyclists and pedestrians and includes initiatives to reduce the level of vehicle accidents, for instance, the lowering of speed limits, improvements to vehicle safety and improvements to roads.
See - TRAFFIC AND TRANSPORT – Planning for planning of truck routes and road limits
See - TRAFFIC AND TRANSPORT - Regulation and monitoring - Traffic studies for reviews of road speed limits and vehicle usage of roads
Entry 	Description of Records	Disposal Action
1.106.1	Records documenting ACT Road Crash Statistics.	Retain as Territory 
*1.106.1*	Archives 
1.106.2	Records documenting the establishment and maintenance	Retain as Territory 
*1.106.2*	of the Road Ready Program.	Archives 
1.106.3	Records documenting final versions of ACT Road Safety 	Retain as Territory 
*1.106.3*	Strategies and Action Plans.	Archives
1.106.4	Records documenting correspondence received from the 	Retain as Territory 
*1.106.4*	NRMA-ACT Road Safety Trust.  Includes policy issues 	Archives
and submissions.	

Classes for retention as Territory Archives
Traffic and Transport
The function of developing policy and planning for transport infrastructure and the efficient movement and parking of traffic. Encompasses all service/facilities above the road surface and includes all forms of public transport. 

See ROADS MANAGEMENT for the design, construction and maintenance of roads.
Service providers 
The activity of managing those agencies or organisations involved in the provision of services to the Department or to the local community in association with the Department. Includes Departmental negotiations and liaison with service providers over the provision of energy, sewerage services, traffic and transport services (e.g.. air, bus, ferry, light rail, monorail, and taxi services) and water services. Also includes  liaison and negotiations relating to routes, frequency of services, timetables of transport services.

Entry 	Description of Records	Disposal Action
1.110.1	Records of Authorised Persons listed at Road User 	Retain as Territory 
*1.110.1*	Services.	Archives 
Signs
The activity of regulating and managing signage including street signs and advertising.
Entry 	Description of Records	Disposal Action
1.112.1	Records documenting the activity of regulating and 	Retain as Territory 
*1.112.1*	managing street signs.	Archives 

	
Classes for retention as Territory Archives
Traffic and Transport
The function of developing policy and planning for transport infrastructure and the efficient movement and parking of traffic. Encompasses all service/facilities above the road surface and includes all forms of public transport. 

See ROADS MANAGEMENT for the design, construction and maintenance of roads.
Standards
The process of implementing industry or agency benchmarks for services and processes to enhance the quality and efficiency of the agency.
Entry 	Description of Records	Disposal Action
1.114.1	Records documenting the standards for vehicle 	Retain as Territory 
*1.114.1*	modifications, personal vehicle imports, re-called 	Archives 
	vehicles and rally cars.
1.114.2	Records documenting the standards required of taxi 	Retain as Territory 
*1.114.2*	drivers, bus operators, hire car operators and accredited 	Archives 
	public passenger services.
Transport strategy
Activities associated with the development of long term strategies for high quality and sustainable transport for the Territory.
Entry 	Description of Records	Disposal Action
1.120.1	Records documenting the planning of long term 	Retain as Territory 
*1.120.1*	strategies for high quality and sustainable transport for 	Archives 
	the ACT.