Australian Capital Territory
Territory Records (Records Disposal Schedule – Stormwater Drainage Records) Approval 2004 (No 1)
Notifiable instrument NI2004—475
made under the
Territory Records Act 2002, s 19 (Approval of schedules for the disposal of records)

I approve the Records Disposal Schedule – Stormwater Drainage Records.

David Wardle
Director of Territory Records
10 December 2004

Records Disposal Schedule 
Stormwater Drainage 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
STORMWATER DRAINAGE
Acquisition
Advice
Agreements
Compliance
Construction
Contracting out
Designing
Inspections
Liaison
Maintenance
Planning
Policy
Procedures
Regulation and monitoring
Reporting
Service providers
Supply and distribution
Tendering
RECORDS DISPOSAL SCHEDULE
CLASSES FOR RETENTION as territory archives

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

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 Stormwater Drainage 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 – Stormwater Drainage 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 Stormwater Drainage 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 – Stormwater Drainage Records:
•	covers all Stormwater Drainage records;
•	is intended to cover most Stormwater Drainage 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: 

Administrative Decisions (Judicial Review) Act 1989
Building Act 1972
Building Regulations 1972
Civil Law (Wrongs) Act 2002
Civil Law (Wrongs) Regulations 2003
Environment Protection Act 1997
Freedom of Information Act 1989
Land (Planning and Environment) Act 1991
Land (Planning and Environment) Regulations 1992
Limitation Act 1985
Nature Conservation Act 1980
Planning and Land Act 2002
Planning and Land Regulations 2003
Plumbers, Drainers and Gasfitters Board Act 1982
Roads and Public Places Act 1937
Territory Records Act 2002
Utilities Act 2000
Water and Sewerage Act 2000
Water and Sewerage Regulations 2001
Water Resources Act 1998

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

STORMWATER DRAINAGE
The function of designing and constructing, maintaining and managing the liquid waste system, including drainage, stormwater and flood mitigation works.

Acquisition
The process of gaining ownership or use of property and other items or the provision of services required in the conduct of business through purchase or requisitions.

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

Agreements
The processes associated with the establishment, maintenance, review and negotiation of agreements.

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.

Construction
The process of making or building something.

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.

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.

Inspections
The process of official examinations of facilities, equipment and items, to ensure compliance with agreed standards and objectives.

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.

Maintenance
The activities associated with the upkeep, repair, servicing, modification and preservation of internal/external conditions of premises, equipment, vehicles etc.

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 agency according to formulated policy.

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.

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.

Supply and distribution
The activities relating to the supply and use of single pipe-laying systems, including applications for connections.

Tendering
The activities involved in receiving and assessing tenders, of making offers and finalising contract arrangements for the supply, sale or purchase of goods and services.

RECORDS DISPOSAL SCHEDULE

Stormwater Drainage
The function of designing and constructing, maintaining and managing the liquid waste system, including drainage, stormwater and flood mitigation works. 

See ENVIRONMENTAL MANAGEMENT for the protection and conservation of natural waterways, rivers and coasts, and foreshores.
Acquisition
The process of gaining ownership or use of property and other items or the provision of services required in the conduct of business through purchase or requisitions.
Entry No.	Description of Records	Disposal Action
1.1.1	Records on the purchase or other acquisition of land to 	Retain as Territory 
*1.1.1*	permit the construction or maintenance of stormwater 	Archives 
	systems.
1.1.2	Records on the purchase or other acquisition of materials 	Destroy 7 years after 
*1.1.2*	for the construction or maintenance of stormwater 	action completed
	systems.  Materials may include pipes, concrete, etc.
Advice
The activities associated with offering opinions by or to the agency as to an action or judgement. Includes the process of advising.
Entry No.	Description of Records	Disposal Action
1.2.1	Records pertaining to advice given as to action to be 	Destroy 6 years after 
*1.2.1*	taken or not taken to address a particular issue of 	action completed
	stormwater construction, maintenance or use.	

Stormwater Drainage
The function of designing and constructing, maintaining and managing the liquid waste system, including drainage, stormwater and flood mitigation works. 

See ENVIRONMENTAL MANAGEMENT for the protection and conservation of natural waterways, rivers and coasts, and foreshores.
Agreements
The processes associated with the establishment, maintenance, review and negotiation of agreements.
Entry No. 	Description of Records	Disposal Action
1.3.1	Agreements and associated records relevant to the 	Destroy 7 years after 
*1.3.1*	maintenance, construction or use of stormwater drainage 	expiry or completion 
	systems.	or termination of 
	agreement
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 No. 	Description of Records	Disposal Action
1.4.1	Records of agency compliance with mandatory or 	Destroy 6 years after 
*1.4.1*	optional standards, specifications or with statutory 	last action
	requirements relating to stormwater systems.
	[See Tendering and Contracting out for monitoring 
	compliance with contractual arrangements.]	

Stormwater Drainage
The function of designing and constructing, maintaining and managing the liquid waste system, including drainage, stormwater and flood mitigation works. 

See ENVIRONMENTAL MANAGEMENT for the protection and conservation of natural waterways, rivers and coasts, and foreshores.
Construction
The process of making or building something.
Entry No. 	Description of Records	Disposal Action
1.5.1	Records of construction activities carried out for the 	Retain as Territory 
*1.5.1*	stormwater drainage function. Includes:	Archives 
	
	• records of consultations 
	• specifications
	• plans, designs and drawings
	• project management records
Contracting out
The activities involved in managing the performance of work or the provision of goods and services by an external contractor, vendor or consultant, or by using external bureau services. Includes outsourcing.
Entry No. 	Description of Records	Disposal Action
1.6.1	Records on the management of contracts relating to the 	Destroy 7 years after 
*1.6.1*	management of stormwater drainage.  Includes: 	completion or other 
		termination of 
	• minutes of meetings with main stakeholders 		      contract
	• performance and evaluation reports
	• records of conversation
	• photographs
	• variations, amendments to contracts.	

Stormwater Drainage
The function of designing and constructing, maintaining and managing the liquid waste system, including drainage, stormwater and flood mitigation works. 

See ENVIRONMENTAL MANAGEMENT for the protection and conservation of natural waterways, rivers and coasts, and foreshores.
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 No. 	Description of Records	Disposal Action
1.7.1	Records relevant to the design of stormwater drainage 	Retain as Territory 
*1.7.1*	systems.	Archives 
Inspections
The process of official examinations of facilities, equipment and items, to ensure compliance with agreed standards and objectives.
Entry No. 	Description of Records	Disposal Action
1.8.1	Inspections of stormwater drainage systems for the 	Destroy 7 years after 
*1.8.1*	purpose of asset acceptance.	last action
1.8.2	Inspections of existing stormwater drainage systems to 	Destroy 6 years after 
*1.8.2*	determine compliance with standards.	last action
1.8.3	Inspections of stormwater drainage systems following 	Destroy 6 years after 
*1.8.3*	complaints of flooding.	last action	

Stormwater Drainage
The function of designing and constructing, maintaining and managing the liquid waste system, including drainage, stormwater and flood mitigation works. 

See ENVIRONMENTAL MANAGEMENT for the protection and conservation of natural waterways, rivers and coasts, and foreshores.
Liaison
The activities associated with maintaining regular general contact between the agency and professional associations, professionals in related fields, other private sector organisations and community groups. Includes sharing informal advice and discussions, membership of professional associations and collaborating on projects that are not joint ventures.
Entry No. 	Description of Records	Disposal Action
1.9.1	Records of participation in industry groups relevant to 	Destroy 6 years after 
*1.9.1*	stormwater drainage.	last action
Maintenance
The activities associated with the upkeep, repair, servicing, modification and preservation of internal/external conditions of premises, equipment, vehicles etc.
Entry No. 	Description of Records	Disposal Action
1.10.1	Records documenting the maintenance of stormwater 	Destroy 7 years after 
*1.10.1*	drainage systems.	last action	

Stormwater Drainage
The function of designing and constructing, maintaining and managing the liquid waste system, including drainage, stormwater and flood mitigation works. 

See ENVIRONMENTAL MANAGEMENT for the protection and conservation of natural waterways, rivers and coasts, and foreshores.
Planning
The process of formulating ways in which objectives can be achieved. Includes determination of services, needs and solutions to those needs.
Entry No. 	Description of Records	Disposal Action
1.11.1	Final version of plans to support the management of 	Retain as Territory 
*1.11.1*	stormwater systems, eg	Archives 
	
	• counter disaster plan
	• annual maintenance plans
	• acquisition and disposal plans.
1.11.2	Working papers used in developing all stormwater 	Destroy when 
*1.11.2*	drainage plans. Includes draft plans, reports analysing 	reference ceases
	issues, and comments received from other areas of the 
	agency.
1.11.3	Copies of all stormwater drainage plans.	Destroy when 
*1.11.3*	reference ceases	

Stormwater Drainage
The function of designing and constructing, maintaining and managing the liquid waste system, including drainage, stormwater and flood mitigation works. 

See ENVIRONMENTAL MANAGEMENT for the protection and conservation of natural waterways, rivers and coasts, and foreshores.
Policy
The activities associated with developing and establishing decisions, directions and precedents which act as a reference for future decision making, as the basis from which the agency's operating procedures are determined.
Entry No. 	Description of Records	Disposal Action
1.12.1	Records on the development and establishment of 	Retain as Territory 
*1.12.1*	stormwater management policies. Includes:	Archives 
	
	• policy proposals
	• research papers
	• results of consultations
	• supporting reports
	• major drafts
	• final policy documents
1.12.2	Records documenting comments made on the 	Destroy 2 years after 
*1.12.2*	development of government-wide stormwater 	promulgation of new 
	management policies.	policy
1.12.3	Working papers documenting the development of all 	Destroy 2 years after 
*1.12.3*	waste management policies.	promulgation of new 
	policy
1.12.4	Copies of policy documents and supporting papers.	Destroy when 
*1.12.4*	reference ceases	

Stormwater Drainage
The function of designing and constructing, maintaining and managing the liquid waste system, including drainage, stormwater and flood mitigation works. 

See ENVIRONMENTAL MANAGEMENT for the protection and conservation of natural waterways, rivers and coasts, and foreshores.
Procedures
Standard methods of operating laid down by an agency according to formulated policy.
Entry No. 	Description of Records	Disposal Action
1.13.1	Master set of agency manuals, handbooks, directives etc. 	Retain as Territory 
*1.13.1*	detailing procedures supporting the stormwater drainage	Archives 
	  function. Includes emergency procedures.
1.13.2	Records documenting the development of agency 	Destroy 2 years after 
*1.13.2*	procedures supporting the stormwater drainage function.	procedures are 
	superseded
1.13.3	Copies of manuals, handbooks, directives etc.	Destroy when 
*1.13.3*	reference ceases
Regulation and monitoring
Activities that check, observe, or record the operation of equipment, infrastructure, services or systems.
Entry No. 	Description of Records	Disposal Action
1.14.1	Records documenting the regulation and monitoring of 	Destroy 7 years after 
*1.14.1*	stormwater drainage systems.	last action	

Stormwater Drainage
The function of designing and constructing, maintaining and managing the liquid waste system, including drainage, stormwater and flood mitigation works. 

See ENVIRONMENTAL MANAGEMENT for the protection and conservation of natural waterways, rivers and coasts, and foreshores.
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 No. 	Description of Records	Disposal Action
1.15.1	Final version of formal internal reports and reports made 	Destroy 5 years after 
*1.15.1*	to external agencies relating to the stormwater drainage 	action completed
	function.
1.15.2	Final version of periodic internal reports on general 	Destroy 5 years after 
*1.15.2*	administrative matters used to monitor and document 	action completed
	recurring activities to support the stormwater drainage 
	function. Includes cumulative summary reports and work 
	progress reports.
1.15.3	Working papers documenting the development of all 	Destroy 1 year after 
*1.15.3*	reports relating to the stormwater drainage function.  	action completed
	Includes drafts and comments received.
1.15.4	Copies of reports relating to the stormwater drainage 	Destroy when 
*1.15.4*	function.	reference ceases	

Stormwater Drainage
The function of designing and constructing, maintaining and managing the liquid waste system, including drainage, stormwater and flood mitigation works. 

See ENVIRONMENTAL MANAGEMENT for the protection and conservation of natural waterways, rivers and coasts, and foreshores.
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 No. 	Description of Records	Disposal Action
1.16.1	Records documenting activities relating to the 	Destroy 7 years after 
*1.16.1*	management of providers of stormwater drainage services.	action completed
Supply and distribution
The activities relating to the supply and use of single pipe-laying systems, including applications for connections.
Entry No. 	Description of Records	Disposal Action
1.17.1	Records documenting the supply and use of single pipe 	Retain as Territory 
*1.17.1*	laying systems for stormwater drainage systems.  	Archives 
	Includes applications for connections.	

Stormwater Drainage
The function of designing and constructing, maintaining and managing the liquid waste system, including drainage, stormwater and flood mitigation works. 

See ENVIRONMENTAL MANAGEMENT for the protection and conservation of natural waterways, rivers and coasts, and foreshores.
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 No. 	Description of Records	Disposal Action
1.18.1	Records documenting the development and issue of 	Destroy 7 years after 
*1.18.1*	tender documentation for the stormwater drainage 	completion or other 
	function. Includes Statement of Requirements, Request for	termination of 
	Proposals, Expressions of Interest, Requests for Tender 	      contract
	(RFT) and draft contracts.
1.18.2	Evaluation of tenders for the waste management function 	Destroy 7 years after 
*1.18.2*	received against selection criteria. Includes records 	completion or other 
	documenting arrangements for carrying out the 	termination of 
	evaluation process, tender briefings, evaluation reports,	      contract
	recommendations, final reports and public notices.
1.18.3	Records of unsuccessful tenders or a tender process for 	Destroy 5 years after 
*1.18.3*	the waste management function where there is no suitable	tender process 
	bidder, or where the tender process has been 	completed or 
	discontinued. Includes submissions, notification of 	decision made not to 
	outcome and reports on debriefing sessions.	continue with the 
		tender
1.18.4	Contract register.	Destroy 7 years after 
*1.18.4*	last entry

CLASSES FOR RETENTION as territory archives

Classes for retention as Territory Archives
Stormwater Drainage
The function of designing and constructing, maintaining and managing the liquid waste system, including drainage, stormwater and flood mitigation works. 

See ENVIRONMENTAL MANAGEMENT for the protection and conservation of natural waterways, rivers and coasts, and foreshores.
Acquisition
The process of gaining ownership or use of property and other items or the provision of services required in the conduct of business through purchase or requisitions.
Entry No. 	Description of Records	Disposal Action
1.1.1	Records on the purchase or other acquisition of land to 	Retain as Territory 
*1.1.1*	permit the construction or maintenance of stormwater 	Archives 
	systems.
Construction
The process of making or building something.
Entry No. 	Description of Records	Disposal Action
1.5.1	Records of construction activities carried out for the 	Retain as Territory 
*1.5.1*	stormwater drainage function.  Includes:	Archives 
	
	• records of consultations 
	• specifications
	• plans, designs and drawings
	• project management records.
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 No. 	Description of Records	Disposal Action
1.7.1	Records relevant to the design of stormwater drainage 	Retain as Territory 
*1.7.1*	systems.	Archives	

Classes for retention as Territory Archives
Stormwater drainage
The function of designing and constructing, maintaining and managing the liquid waste system, including drainage, stormwater and flood mitigation works. 

See ENVIRONMENTAL MANAGEMENT for the protection and conservation of natural waterways, rivers and coasts, and foreshores.

Planning
The process of formulating ways in which objectives can be achieved. Includes determination of services, needs and solutions to those needs.
Entry No. 	Description of Records	Disposal Action
1.11.1	Final version of plans to support the management of 	Retain as Territory 
*1.11.1*	stormwater systems, eg	Archives 
	
	• counter disaster plan
	• annual maintenance plans
	• acquisition and disposal plans.	
Policy
The activities associated with developing and establishing decisions, directions and precedents which act as a reference for future decision making, as the basis from which the agency's operating procedures are determined.
Entry No. 	Description of Records	Disposal Action
1.12.1	Records on the development and establishment of 	Retain as Territory 
*1.12.1*	stormwater management policies. Includes:	Archives 
	
	• policy proposals
	• research papers
	• results of consultations
	• supporting reports
	• major drafts
	• final policy documents
Procedures
Standard methods of operating laid down by an agency according to formulated policy.
Entry No. 	Description of Records	Disposal Action
1.13.1	Master set of agency manuals, handbooks, directives etc. 	Retain as Territory 
*1.13.1*	detailing procedures supporting the stormwater drainage	Archives 
	function. Includes emergency procedures.	

Classes for retention as Territory Archives
Stormwater drainage
The function of designing and constructing, maintaining and managing the liquid waste system, including drainage, stormwater and flood mitigation works. 

See ENVIRONMENTAL MANAGEMENT for the protection and conservation of natural waterways, rivers and coasts, and foreshores.
Supply and distribution
The activities relating to the supply and use of single pipe-laying systems, including applications for connections.
Entry No. 	Description of Records	Disposal Action
1.17.1	Records documenting the supply and use of single pipe 	Retain as Territory 
*1.17.1*	laying systems for stormwater drainage systems. 	Archives 
	Includes applications for connections.