Australian Capital Territory
Territory Records (Records Disposal Schedule–Land, Planning and Building Records) Approval 2004 (No 1)*
Notifiable instrument NI2004—91
made under the
Territory Records Act 2002, s 19

I approve the Records Disposal Schedule – Land, Planning and Building Records.

David Wardle
Director of Territory Records
25 March 2004

Records Disposal Schedule 
Land, Planning and Building 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
BUILDING SERVICES CONTROL
Approvals (electrical)
Audits(Licences)
Committees
Licensing & Registration
Standards
CUSTOMER & COMMERCIAL SERVICES
Agreements
Awards & Presentations
Contracting-Out
Corporate Style
Marketing
Planning
Policy
Procedures
Proposals (Customer Services)
Public Reaction
Reporting
Service Delivery
Standards
LAND MANAGEMENT & DEVELOPMENT CONTROLS
Appointments (Land Management)
Authorisations
Certification (Construction)
Committees
Decisions Review
Development Assessment
Environmental Impact Assessment
Fees Determination
Policy
Procedures
Process Improvement
Registration
Site Selection Co-ordination
Surveying
Territory Lease Administration
TERRITORY PLAN & STRATEGIC PLANNING POLICY
Advice
Committees
Conferences
Environmental Impact Assessment
Infrastructure Implementation & Co-ordination
Land Data & Mapping
Land Tenure
Legislation
Mapping Programs
Place Names Assessment
Planning & Development Conditions
Planning Strategy
Policy
Procedures
Registration
Standards
Surveying
Tendering
Territory Plan Management
Transport Strategy
RECORDS DISPOSAL SCHEDULE
CLASSES FOR RETENTION AS TERRITORY ARCHIVES

INTRODUCTION
The Records Disposal Schedule – Land, Planning and Building Records is the official authority for the disposal of records relating to Land, Planning and Building.

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 Land, Planning and Building 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 - Land, Planning and Building 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 Land, Planning and Building 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 – Land, Planning and Building Records: 
covers all Land, Planning and Building records divided into the following functions: 
•	Building Services and Control 
•	Customer And Commercial Services
•	Land Management & Development Controls
•	Territory Plan & Strategic Planning Policy
•	is intended to cover most Land, Planning and Building 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: 

Architects Act 1959	
Australian Capital Territory (Planning and Land Management) Act 1988 
(Cwlth), sections 16, 19, 25, 29 and part 10	
Building Act 1972	
Common Boundaries Act 1981Community	
Construction Practitioners Registration Act 1998	
Districts Act 2002Electricity Safety Act 1971	
Enclosed Lands Protection Act 1943	
Energy Efficiency Ratings (Sale of Premises) Act 1997, except sections 6 and 7	
Freedom of Information Act 1989	
Gas Safety Act 2000Land (Planning and Environment) Act 1991, except part 3 and section 254	
Lands Acquisition Act 1994Planning and Land Act 2002, except chapter 4	
Occupational Health and Safety Act 1989	
Occupational Health and Safety Regulations 1991 	
Plumbers, Drainers and Gasfitters Board Act 1982	
Public Place Names Act 1989	
Public Roads Act 1902	
Recovery of Lands Act 1929	
Surveyors Act 2001	
Territory Records Act 2002	
Title Act 2001	
Unit Titles Act 2001	
Utilities (Telecommunication Installations) Act 2001	
Utilities Act 2000, part 5 and division 10.3	
Water and Sewerage Act 2000	

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

BUILDING SERVICES CONTROL

The function of regulating the building, electrical and plumbing industry in the ACT. Includes development and review of legislation affecting the industry; licensing and registration of professional tradespeople, architects and building certifiers; audit and enforcement activities to ensure standards are being adhered to; investigation of electrical accidents, issuing of safety warnings, and product recalls.

Approvals (electrical)

The activities associated with testing and certifying that electrical equipment meets safety standards.  Also includes records relating to the issue of product recalls for unsafe items.

Audits (Licences)

The activities associated with auditing electrical, building and plumbing work performed by accredited licence holders, including the investigation of electrical accidents.

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.

Licensing & Registration

The activities association with the registration and licensing of tradespeople and professionals in the ACT. Includes:
Construction Practitioners;
Builders;
Architects;
Electricians and Electrical Contractors; and
Plumbers, Drainers and Gasfitters.

Standards

The process of implementing industry or organisational benchmarks for services and processes to enhance the quality and efficiency of the agency.

CUSTOMER & COMMERCIAL SERVICES

The function of supporting the provision of services by Territory agencies where they compete commercially or provide services on a fee for service basis. Activities may be undertaken on consultancy or contract basis.

Agreements

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

Awards & Presentations

Activities relating to recognising outstanding customer services provided by agency staff.

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.

Corporate Style

The activity of compiling and administering guidelines on the consistency in written style, graphic design etc within the 	agency's documents. Includes designing logos, letterhead, stationery, publications etc that incorporate the corporate image of the agency.

Marketing

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

Meetings

The activities associated with adhoc gatherings held to formulate, discuss, update or resolve issues and matters pertaining to managing the section, department, or agency as a whole. Includes arrangements, agenda, taking of minutes etc. Excludes committee meetings.
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.

Proposals (Customer Services)

Activities relating to the assessment of proposals to provide customer services. 

Public Reaction

The process of handling public reaction to an organisation's policies or services.  Includes anonymous letters, letters of complaint and letters of congratulations or appreciation received from the public.

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 Delivery

The processes associated with the assessment, measurement and implementation of services delivered to the public

Standards

The process of implementing industry or organisational benchmarks for services and processes to enhance the quality and efficiency of the agency.

LAND MANAGEMENT & DEVELOPMENT CONTROLS

The function of managing the land development process in the jurisdiction. Includes the regulation and approval of building and other development applications for specific properties, buildings, fences, signs and other structures covered by the Building Code of Australia and the Land (Planning and Environment) Act 1991. Covers the provision of land information through the ACT Land Information Centre. Land management relates to a specific parcel of land, a site, address or location.

Appointments (Land Management)

Activities relating to the selection of persons to fill a vacancy or designating a person or position as holder of specific power.

Authorisations

The process of delegating power to authorise an action and the seeking and granting permission to undertake a requested action.

Certification (Construction)

Activities associated with the certification of building and construction sites for safety, energy efficiency, drainage and electricals.

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.

Decisions Review

The activities associated with the review of decisions referred to external bodies, for example, the Commissioner for Land and Planning and the ACT Administrative Appeals Tribunal.
Development Assessment

The process of receiving, assessing, managing and determining applications for approvals for the development and use of Territory land through the planning and legislative processes under the Land (Planning and Environment Act) Act, 1991.
Environmental Impact Assessment

The activities associated with undertaking environmental impact assessments. This includes determination of the need for, and conduct of, Environmental Impact Assessments of all types.

Fees Determination

The activities associated with determining fees for assessing applications for development.

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.

Process Improvement

The activities associated with quality control of business processes to optimise continuos improvement of processes, products and services to meet performance requirements and adhere to standards and benchmarks.

Registration

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

Site Selection Co-ordination

The process of negotiating and assisting in the site selection processes for new developments such as industrial or commercial developments.

Surveying

The activities associated with the division of land and recording that division, and for surveying the ACT. Includes provision and maintenance of survey control infrastructure, examination of survey plans, audit of unit plans, cadastral advice including land tenure and Native Title issues.

Territory Lease Administration

The activities associated with drafting, negotiating and approving lease and development conditions for new estates (Greenfield Developments), commercial, industrial and residential premises.

TERRITORY PLAN & STRATEGIC PLANNING POLICY

The function of developing a long-term planning framework and responsible land management strategies. Includes maintenance of planning instruments (Territory Plan) which provide a framework for the provision of services and facilities, land use and development decisions, and the overall management of natural and built environments and heritage values.

Advice

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

Committees

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

Conferences

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

Environmental Impact Assessment

The activities associated with undertaking environmental impact assessments. This includes determination of the need for, and conduct of, Environmental Impact Assessments of all types.

Infrastructure Implementation & Co-ordination

The activities associated with engineering, investigation, design, construction and management of physical infrastructure for ACT estate development. Implementation of work is undertaken through a capital works program for major infrastructure and through developers via conditions contained in development leases.

Land Data & Mapping

The activities associated with providing advice on the collection of land data and production of maps. 

Land Tenure

The activities associated with providing advice on the land tenure.

Legislation

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

Mapping Programs

The activities associated with the collection, management and presentation of land information.

Place Names Assessment

	The activities associated with researching and providing advice on the proposals for naming on Territory suburbs, streets and other geographical features.

Planning & Development Conditions

The activities associated with providing advice on the land release and development program.

Planning Strategy

The activities associated with the developing long-term strategic directions for land, infrastructure and development of the ACT.  Includes the development of area plans and variations to plans such as master plans, town centre plans, group centre plans, local area plans and regional area 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.
Procedures

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

Registration

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

Standards

The process of implementing industry or organisational benchmarks for services and processes to enhance the quality and efficiency of the agency.

Surveying

The activities associated with the division of land and recording that division, and for surveying the ACT. Includes 	provision and maintenance of survey control infrastructure, examination of survey plans, audit of unit plans, cadastral advice including land tenure and Native Title issues.

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.

Territory Plan Management

The activities associated with maintaining the Territory Plan including review and development of policies contained in the Territory Plan and administration of the statutory processes involved in varying the plans.

Transport Strategy

Activities associated with the development of long terms strategies for high quality and sustainable transport for the Territory.

RECORDS DISPOSAL SCHEDULE

BUILDING SERVICES CONTROL
The function of regulating the building, electrical and plumbing industry in the ACT. Includes development and review of legislation affecting the industry; licensing and registration of professional tradespeople, architects and building certifiers; audit and enforcement activities to ensure standards are being adhered to; investigation of electrical accidents, issuing of safety warnings, and product recalls. 
Approvals (electrical)
The activities associated with testing and certifying that electrical equipment meets safety standards. Also includes records relating to the issue of product recalls for unsafe items. 
Entry 	Description of Records	Disposal Action
1.4.1	Test reports and records relating to the approval of 	Destroy 5 years after 
*1.4.1*	electrical equipment. 	approval revoked 
1.4.2	Records relating to product recall. 	Destroy 5 years after 
*1.4.2*	last action 
Audits (Licences)
The activities associated with auditing electrical, building and plumbing work performed by accredited licence holders, including the investigation of electrical accidents. 
[See LAND MANAGEMENT & DEVELOPMENT CONTROLS for records related to the certification of plans, buildings and structures relating to specific developments performed by licence holders.] 
Entry 	Description of Records	Disposal Action
1.5.1	Records relating to bookings and time schedules and 	Destroy 5 years after 
*1.5.1*	reports of audit work undertaken. 	last action 
1.5.2	Investigations into electrical accidents and licensees. 	Destroy 10 years 
*1.5.2*	after investigation 
	completed 

BUILDING SERVICES CONTROL
The function of regulating the building, electrical and plumbing industry in the ACT. Includes 
development and review of legislation affecting the industry; licensing and registration of professional tradespeople, architects and building certifiers; audit and enforcement activities to ensure standards are being adhered to; investigation of electrical accidents, issuing of safety warnings, and product recalls. 
Committees
The activities associated with the managing of committees and task forces.  Includes the committee's 
establishment, appointment of members, terms of reference, proceedings, minutes of meetings, reports, agenda etc. 
Entry 	Description of Records	Disposal Action
1.9.1	Records relating to arrangements for the organisation of 	Destroy 5 years after 
*1.9.1*	committee and board meetings. 	last action 
1.9.2	Meeting papers of the licensing and registration boards 	Retain as Territory 
*1.9.2*	such as the: 	Archives 
	Architects Board; 
	Electrical Licensing Board; 
	Plumbers, Drainers and Gasfitters Board; and 
	Surveyors Board. 

BUILDING SERVICES CONTROL
The function of regulating the building, electrical and plumbing industry in the ACT. Includes 
development and review of legislation affecting the industry; licensing and registration of professional tradespeople, architects and building certifiers; audit and enforcement activities to ensure standards are being adhered to; investigation of electrical accidents, issuing of safety warnings, and product recalls. 
Licensing & Registration
The activities associated with the registration and licensing of tradespeople and professionals in the ACT. 
Includes: 
•	Construction Practitioners; 
•	Builders; 
•	Architects; 
•	Electricians and Electrical Contractors; 
•	Plumbers, Drainers and Gasfitters; and 
•	Surveyors. 
Entry 	Description of Records	Disposal Action
1.21.1	Successful applications and supporting documentation, 	Retain as Territory 
*1.21.1*	including: 	Archive 
	Licence/registration documents and permits;
	Certified copies of qualifications, certificates, registration
	 papers with professional associations (e.g. Institute of 
	Engineers) and curriculum vitae; 
	Personal and professional references; and 
	Mutual recognition certificates and documents. 
1.21.2	Unsuccessful applications for registration. 	Destroy 10 years 
*1.21.2*	after determination 
1.21.3	Records relating to periodic renewals, payments and 	Destroy 5 years after 
*1.21.3*	administration of contact and address details of certified 	last action 
	persons. 
	Includes: 
	Change of address forms; 
	Licence/Registration fees;  and 
	Copies of licence/registration documents issued and 
	 requests for display style licences. 
1.21.4	Appeals of decisions of the licensing and registration 	Destroy 10 years 
*1.21.4*	boards and committees. 	after determination 

BUILDING SERVICES CONTROL
The function of regulating the building, electrical and plumbing industry in the ACT. Includes development and review of legislation affecting the industry; licensing and registration of professional tradespeople, architects and building certifiers; audit and enforcement activities to ensure standards are being adhered to; investigation of electrical accidents, issuing of safety warnings, and product recalls. 
Licensing & Registration (continued)
The activities associated with the registration and licensing of tradespeople and professionals in the ACT. Includes: 
•	Architects; 
•	Builders; 
•	Construction Practitioners; 
•	Electricians and Electrical Contractors; 
•	Plumbers, Drainers and Gasfitters; and 
•	Surveyors. 
Entry 	Description of Records	Disposal Action
1.21.5	Records relating to the determination of fees and charges 	Destroy 10 years 
*1.21.5*	for licensing/registration. 	after last action 
1.21.6	Register of licences issued for Construction Practitioners. 	Retain as Territory 
*1.21.6*	Archives 

BUILDING SERVICES CONTROL
The function of regulating the building, electrical and plumbing industry in the ACT. Includes 
development and review of legislation affecting the industry; licensing and registration of professional tradespeople, architects and building certifiers; audit and enforcement activities to ensure standards are being adhered to; investigation of electrical accidents, issuing of safety warnings, and product recalls. 
Standards
The process of implementing industry or organisational benchmarks for services and processes to enhance the quality and efficiency of the agency. 
Entry 	Description of Records	Disposal Action
1.38.1	Standards and Rules. Advice and interpretation on building, 	Destroy 50 years 
*1.38.1*	electrical, gas and plumbing standards relevant to the ACT. 	after last action 
1.38.2	Records relating to participation in and liaising with 	Destroy 10 years 
*1.38.2*	inter-government (eg Australian Building Codes Board, 	after last action 
	Builders Licensing Australia, National Plumbing 
	Regulators Forum, Gas Technical Regulators Committee), 
	professional and industry bodies on the development of 
	industry standards - eg Standards Australia, and Electricity 
	Supply Association of Australia (ESAA). 
	Includes: 
	Minutes; 
	Agenda; 
	Terms of Reference;  and 
	Membership. 

CUSTOMER AND COMMERCIAL SERVICES
The function of supporting the provision of services by Territory agencies where they compete commercially or provide services on a fee for service basis. Activities may be undertaken on 
consultancy or contract basis. 
Agreements
The processes associated with the establishment, maintenance, review and negotiation of agreements. 
Entry 	Description of Records	Disposal Action
2.2.1	Agreements and supporting documents. 	Destroy 7 years after 
*2.2.1*	Includes: 	agreement expires 
	Contracts;  and 
	Project Scope documents. 
Awards & Presentations
Activities relating to recognising outstanding customer services provided by agency staff. 
Entry 	Description of Records	Disposal Action
2.7.1	Records relating to awards presented to staff for customer 	Destroy 5 years after 
*2.7.1*	service. 	last action 
Contracting-Out
The activities involved in managing the performance of work or the provision of goods and services by an external contractor, vendor or consultant, or by using external bureau services. Includes outsourcing. 
Entry 	Description of Records	Disposal Action
2.11.1	Records relating to contracts to provide services. 	Destroy 7 years after 
*2.11.1*	contract expires 

CUSTOMER AND COMMERCIAL SERVICES
The function of supporting the provision of services by Territory agencies where they compete 
commercially or provide services on a fee for service basis. Activities may be undertaken on 
consultancy or contract basis. 
Corporate Style
The activity of compiling and administering guidelines on the consistency in written style, graphic design etc within the agency's documents. Includes designing logos, letterhead, stationery, publications etc that incorporate the corporate image of the agency. 
Entry 	Description of Records	Disposal Action
2.12.1	Records relating to the design of corporate images, logos, 	Destroy 5 years after 
*2.12.1*	corporate wardrobe, signage etc. 	last action 
2.12.2	Records relating to the production of merchandise, 	Destroy 10 years 
*2.12.2*	uniforms, etc relating to corporate image. 	after last action 
Marketing
The process of analysing, creating and selling products and services. Includes market research, sales forecasting, advertising, media releases, promotion, pricing and product evaluation. 
Entry 	Description of Records	Disposal Action
2.23.1	Records relating to sales of land, data mapping and 	Destroy 7 years after 
*2.23.1*	building plan information. 	last action 

CUSTOMER AND COMMERCIAL SERVICES
The function of supporting the provision of services by Territory agencies where they compete 
commercially or provide services on a fee for service basis. Activities may be undertaken on 
consultancy or contract basis. 
Meetings
The activities associated with adhoc gatherings held to formulate, discuss, update or resolve issues and matters pertaining to managing the section, department, or agency as a whole. Includes arrangements, agenda, taking of minutes etc. Excludes committee meetings. 
Entry 	Description of Records	Disposal Action
2.24.1	Records of meetings relating to customer service. 	Destroy 5 years after 
*2.24.1*	last action 
Planning
The process of formulating ways in which objectives can be achieved. Includes determination of services, needs, and solutions to those needs. 
Entry 	Description of Records	Disposal Action
2.26.1	Customer management and service plans. 	Destroy 5 years after 
*2.26.1*	plan superseded 
Policy
The activities associated with developing and establishing decisions, directions and precedents which act as a reference for future decision making, as the basis from which the agency's operating procedures are determined. 
Entry 	Description of Records	Disposal Action
2.29.1	Records relating to customer service, service delivery 	Destroy 5 years after 
*2.29.1*	and performance target policies. 	superseded 

CUSTOMER AND COMMERCIAL SERVICES
The function of supporting the provision of services by Territory agencies where they compete 
commercially or provide services on a fee for service basis. Activities may be undertaken on 
consultancy or contract basis. 
Procedures 
Standard methods of operating laid down by an organisation according to formulated policy. 
Entry 	Description of Records	Disposal Action
2.30.1	Records relating to customer service and service delivery	Destroy 7 years after 
*2.30.1*	procedures. 	superseded 
Proposals (Customer Services)
Activities relating to the assessment of proposals to provide customer services. 
[See Contracting-Out for proposal agreements that result in a contract.] 
Entry 	Description of Records	Disposal Action
2.32.1	Unsuccessful proposals. 	Destroy 2 years after 
*2.32.1*	last action 

CUSTOMER AND COMMERCIAL SERVICES
The function of supporting the provision of services by Territory agencies where they compete 
commercially or provide services on a fee for service basis. Activities may be undertaken on 
consultancy or contract basis. 
Public Reaction
The process of handling public reaction to an organisation's policies or services. Includes anonymous letters, letters of complaint and letters of congratulations or appreciation received from the public. 
Entry 	Description of Records	Disposal Action
2.33.1	Records of public comment, complaints and requests. 	Destroy 2 years after 
*2.33.1*	Originals of significant issues are filed on the subject 	last action 
	matter files. 
2.33.2	Copies of issues of significant public concern are filed in 	Destroy 7 years after
chronological order. Originals of significant issues	last action 
*2.33.2*         are filed on the subject matter files.	
2.33.3	Register of all complaints, public reaction received. 	Destroy 10 years 
*2.33.3*	after last action 
Reporting
The processes associated with initiating or providing a formal response to a situation or request (either internal, external or as a requirement of corporate policies), and to provide formal statements or findings of the results of the examination or investigation. Includes agenda, briefing, business, discussion papers, proposals, reports, reviews and returns. 
Entry 	Description of Records	Disposal Action
2.35.1	Records relating to customer and/or service reports. 	Destroy 10 years 
*2.35.1*	after last action 

CUSTOMER AND COMMERCIAL SERVICES
The function of supporting the provision of services by Territory agencies where they compete 
commercially or provide services on a fee for service basis.  Activities may be undertaken on 
consultancy or contract basis. 
Service Delivery
The processes associated with the assessment, measurement and implementation of services delivered to the public. 
Entry 	Description of Records	Disposal Action
2.36.1	Records relating to the methods and operation of services 	Destroy 2 years after 
*2.36.1*	to the public such as call centres, help/information 	last action 
	desks, interpreters, on-line service delivery and searches 
	for information and plans, fees for services. 
2.36.2	Records relating to routine enquiries, normally requests 	Destroy 10 years 
*2.36.2*	for information, made to services. 	after last action 
Standards
The process of implementing industry or organisational benchmarks for services and processes to enhance the quality and efficiency of the agency. 
Entry 	Description of Records	Disposal Action
2.38.1	Records relating to the development and delivery of staff 	Destroy 5 years after 
*2.38.1*	courses relating to standards. 	last action 

LAND MANAGEMENT & DEVELOPMENT CONTROLS
The function of managing the land development process in the jurisdiction. Includes the regulation and approval of building and other development applications for specific properties, buildings, fences, signs and other structures covered by the Building Code of Australia and the Land (Planning and Environment) Act 1991. Covers the provision of land information through the ACT Land Information Centre. Land management relates to a specific parcel of land, a site, address or location. 
Appointments (Land Management)
Activities relating to the selection of persons to fill a vacancy or designating a person or position as holder of specific power. 
Entry 	Description of Records	Disposal Action
3.3.1	Formal Instruments of appointment for: 	Destroy 10 years 
*3.3.1*	Building Controllers; 	after appointment 
	Deputy Building Controllers; 	superseded 
	Building Inspectors; 
	Compliance auditors of construction practitioners; 
	[Electrical] inspectors; 
	[Plumbing] inspectors;  and 
	Any other statutory appointments as amended by the 
	Building Act. 
3.3.2	Arrangements for appointment eg issuing of identity 	Destroy 2 years after 
*3.3.2*	cards, lost cards etc. 	last action 
	Includes: 
	Declarations regarding lost cards; 
	Cards issued;  and 
	Cards returned. 
Authorisations
The process of delegating power to authorise an action and the seeking and granting permission to 
undertake a requested action. 
Entry 	Description of Records	Disposal Action
3.6.1	Delegations under Land Managers, including instruments 	Destroy 10 years 
*3.6.1*	of authorisation. 	after last action 

LAND MANAGEMENT & DEVELOPMENT CONTROLS
The function of managing the land development process in the jurisdiction. Includes the regulation and approval of building and other development applications for specific properties, buildings, fences, signs and other structures covered by the Building Code of Australia and the Land (Planning and Environment) Act 1991. Covers the provision of land information through the ACT Land Information Centre. Land management relates to a specific parcel of land, a site, address or location. 
Certification (Construction)
Activities associated with the certification of building and construction sites for safety, energy efficiency, drainage and electricals. 
Entry 	Description of Records	Disposal Action
3.8.1	Records including: 	Retain as Territory 
*3.8.1*	Certificates of Electrical Safety; 	Archives 
	Completion of Building Work; 
	Survey Certificate; 
	Certificate of Occupancy; and 
	Certifications of satisfactory inspection of buildings, drains 
	 and electrical installations. 

LAND MANAGEMENT & DEVELOPMENT CONTROLS
The function of managing the land development process in the jurisdiction. Includes the regulation and approval of building and other development applications for specific properties, buildings, fences, signs and other structures covered by the Building Code of Australia and the Land (Planning and Environment) Act 1991. Covers the provision of land information through the ACT Land Information Centre. Land management relates to a specific parcel of land, a site, address or location. 
Committees
The activities associated with the managing of committees and task forces. Includes the committee's 
establishment, appointment of members, terms of reference, proceedings, minutes of meetings, reports, agenda etc. 
Entry 	Description of Records	Disposal Action
3.9.1	Internal committee records relating to land development, 	Retain as Territory 
*3.9.1*	including: 	Archives 
	Agenda papers; 
	Establishment and terms of references; 
	Minutes of meetings;  and 
	Elections. 
3.9.2	External committee records where the agency does not 	Destroy 5 years after 
*3.9.2*	provide the secretariat. 	last action 
3.9.3	Administrative arrangements, including: 	Destroy 5 years after 
*3.9.3*	Appointments; 	last action 
	Notices of meetings; and 
	Room bookings. 

LAND MANAGEMENT & DEVELOPMENT CONTROLS
The function of managing the land development process in the jurisdiction. Includes the regulation and approval of building and other development applications for specific properties, buildings, fences, signs and other structures covered by the Building Code of Australia and the Land (Planning and Environment) Act 1991. Covers the provision of land information through the ACT Land Information Centre. Land management relates to a specific parcel of land, a site, address or location. 
Decisions Review
The activities associated with the review of decisions referred to external bodies, for example, the Commissioner for Land and Planning and the ACT Administrative Appeals Tribunal. 
Entry 	Description of Records	Disposal Action
3.13.1	Records relating to appeals against development decisions: 	Retain as Territory 
*3.13.1*	Notices of Objection; 	Archives 
	Records of discussion; 
	Notices and draft notices of decisions; and 
	Briefs and solicitors advice. 
3.13.2	Records relating to planning and development decisions 	Destroy 5 years after
*3.13.2*	of other agencies and jurisdictions. 	last action
	Copies of rulings; and 
	Reference material. 

LAND MANAGEMENT & DEVELOPMENT CONTROLS
The function of managing the land development process in the jurisdiction. Includes the regulation and approval of building and other development applications for specific properties, buildings, fences, signs and other structures covered by the Building Code of Australia and the Land (Planning and Environment) Act 1991. Covers the provision of land information through the ACT Land Information Centre. Land management relates to a specific parcel of land, a site, address or location. 
Development Assessment
The process of receiving, assessing, managing and determining applications for approvals for the development and use of Territory land through the planning and legislative processes under the Land (Planning and Environment Act) Act, 1991. 
[See Lease Administration for records relating to applications to revise Lease and Development.] 
Entry 	Description of Records	Disposal Action
3.14.1	Development applications for structures that: 	Retain as Territory 
*3.14.1*	Are registered as historical and heritage structures; 	Archives 
	Were built prior to 1927. 
3.14.2	Successful development applications. Includes:	Retain as Territory
*3.14.2*	Application for development; 	Archives
	Lodgement Sheets; 	
	Plans (including plumbing, drainage, electrical and building); 
	Variations;
	Stakeholder (government, industry and community) reports 
	and feedback; 
	Assessment Reports; 
	Notices to other agencies, interested parties, adjacent 
	landholders and Planning Advisory Committees; 
	Determinations; 
	Development Application plans; 
	Development Application report; 
	Development Application notice of decision; and 
	Community feedback and objections. 
3.14.3	Unsuccessful Development Applications and pre- 	Destroy 20 years 
*3.14.3*	application proceedings that do not proceed. 	after determination 

LAND MANAGEMENT & DEVELOPMENT CONTROLS
The function of managing the land development process in the jurisdiction. Includes the regulation and approval of building and other development applications for specific properties, buildings, fences, signs and other structures covered by the Building Code of Australia and the Land (Planning and Environment) Act 1991. Covers the provision of land information through the ACT Land Information Centre. Land management relates to a specific parcel of land, a site, address or location. 
Development Assessment (continued)
The process of receiving, assessing, managing and determining applications for approvals for the 
development and use of Territory land through the planning and legislative processes under the Land (Planning and Environment Act) Act, 1991. 
[See Lease Administration for records relating to applications to revise Lease and Development.] 
Entry 	Description of Records	Disposal Action
3.14.4	Records relating to the assignment and project 	Destroy 5 years after 
*3.14.4*	management of tasks associated with processing the 	last action 
	application. Includes: 
	Statistics outputs of development activity; 
	Conference room bookings; 
	Work lists; 
	Projects Lists;  and 
	Team Plans. 
Environmental Impact Assessment
The activities associated with undertaking environmental impact assessments. This includes determination of the need for, and conduct of, Environmental Impact Assessments of all types. 
[Use TERRITORY PLAN & STRATEGIC PLANNING POLICY when assessing the impact of changes to land use or 
Territory planning policies]. 

[Use LAND MANAGEMENT & DEVELOPMENT CONTROLS when assessing the impact of individual developments.] 
Entry 	Description of Records	Disposal Action
3.15.1	Records relating to the conduct of the Environmental 	Retain as Territory 
*3.15.1*	Impact Assessment. 	Archives 
	Includes: 
	Environmental Impact Statements; 
	Consultations with the community and reports;  and 
	Pre-Application proceedings that proceed to an application. 	

LAND MANAGEMENT & DEVELOPMENT CONTROLS
The function of managing the land development process in the jurisdiction. Includes the regulation and approval of building and other development applications for specific properties, buildings, fences, signs and other structures covered by the Building Code of Australia and the Land (Planning and Environment) Act 1991. Covers the provision of land information through the ACT Land Information Centre. Land 
management relates to a specific parcel of land, a site, address or location. 
Fees Determination
The activities associated with determining fees for assessing applications for development. 
Entry 	Description of Records	Disposal Action
3.16.1	Fees determination. 	Destroy 2 years after 
*3.16.1*	fee structure 
	superseded 
Policy
The activities associated with developing and establishing decisions, directions and precedents which act as a reference for future decision making, as the basis from which the agency's operating procedures are determined. 
Entry 	Description of Records	Disposal Action
3.29.1	Policies, including: 	Retain as Territory 
*3.29.1*	Certifications (Compliance); 	Archives 
	Inspections; 
	Compliance Monitoring and Enforcement; 
	Development Applications; 
	Development Assessment; 
	Environmental Assessments and Enquiries; 
	Heavy Vehicles; 
	Land Rent Reappraisal; 
	Leasing and land Administration; 
	Quality and Sustainable Development and Design; 
	Trees;  and 
	Building, electrical, plumbing, gas and utilities. 

LAND MANAGEMENT & DEVELOPMENT CONTROLS
The function of managing the land development process in the jurisdiction. Includes the regulation and approval of building and other development applications for specific properties, buildings, fences, signs and other structures covered by the Building Code of Australia and the Land (Planning and Environment) Act 1991. Covers the provision of land information through the ACT Land Information Centre. Land management relates to a specific parcel of land, a site, address or location. 
Procedures
Standard methods of operating laid down by an organisation according to formulated policy. 
Entry 	Description of Records	Disposal Action
3.30.1	Records relating to procedure manuals and proforma. 	Destroy 10 years 
*3.30.1*	after superseded 
Process Improvement
The activities associated with quality control of business processes to optimise continuous improvement of processes, products and services to meet performance requirements and adhere to standards and benchmarks. 
Entry 	Description of Records	Disposal Action
3.31.1	Records relating to the review of business processes. 	Retain as Territory 
*3.31.1*	Includes consultant reports, benchmarks etc. 	Archives 
3.31.2	Records relating to the review of individual business unit 	Destroy 10 years 
*3.31.2*	processes. Includes consultant reports, benchmarks. 	after last action 	

LAND MANAGEMENT & DEVELOPMENT CONTROLS
The function of managing the land development process in the jurisdiction. Includes the regulation and approval of building and other development applications for specific properties, buildings, fences, signs and other structures covered by the Building Code of Australia and the Land (Planning and Environment) Act 1991. Covers the provision of land information through the ACT Land Information Centre. Land management relates to a specific parcel of land, a site, address or location. 
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
3.34.1	Registers including, but not limited to: 	Retain as Territory 
*3.34.1*	Development Application Lodgement Register; 	Archives 
	Register of Lease and Development Conditions; 
	Fences; 
	Place Names/Aboriginal Names;  and 
	Heritage Places Register. 
Site Selection Co-ordination
The process of negotiating and assisting in the site selection processes for new developments such as industrial or commercial developments. 
See Development Assessments for records relating to developments that proceed to a formal application. 
Entry 	Description of Records	Disposal Action
3.37.1	Records relating to the negotiation and liaison with 	Destroy 5 years after 
*3.37.1*	developers that do not proceed to a development 	last action 
	application. 
	Includes: 
	Meeting Notes;  and 
	Requests for Information. 

LAND MANAGEMENT & DEVELOPMENT CONTROLS
The function of managing the land development process in the jurisdiction. Includes the regulation and approval of building and other development applications for specific properties, buildings, fences, signs and other structures covered by the Building Code of Australia and the Land (Planning and Environment) Act 1991. Covers the provision of land information through the ACT Land Information Centre. Land management relates to a specific parcel of land, a site, address or location. 
Surveying
The activities associated with the division of land and recording that division, and for surveying the ACT. Includes provision and maintenance of survey control infrastructure, examination of survey plans, audit of unit plans, cadastral advice including land tenure and Native Title issues. 
[See BUILDING SERVICES CONTROL - Licensing and Registration for records relating to the 
assessment of surveyors by the Surveyors Board.] 
Entry 	Description of Records	Disposal Action
3.39.1	Audits and compliance checks. Records relating to the 	Retain as Territory 
*3.39.1*	audit of surveyors and their outcomes, such as Unit Title 	Archives 
	Plans. Includes: 
	Audit reports;  and 
	Field Inspections Reports. 

LAND MANAGEMENT & DEVELOPMENT CONTROLS
The function of managing the land development process in the jurisdiction. Includes the regulation and approval of building and other development applications for specific properties, buildings, fences, signs and other structures covered by the Building Code of Australia and the Land (Planning and Environment) Act 1991. Covers the provision of land information through the ACT Land Information Centre. Land management relates to a specific parcel of land, a site, address or location. 
Territory Lease Administration
The activities associated with drafting, negotiating and approving lease and development conditions for new estates (Greenfield Developments), commercial, industrial and residential premises. 
[See Development Assessment for records relating to the assessment of the Development.] 
Entry 	Description of Records	Disposal Action
3.41.1	Land Parcel Management (Greenfield developments) 	Retain as Territory 
*3.41.1*	Records relating to creation, division and disposal of a 	Archives 
	parcel of land. 
	Includes: 
	Requests to issue leases; 
	Initial Leases; 
	Holding Leases; 
	Deeds of Agreement; 
	Design Certificates; 
	Final Certificates; 
	Engineering Advice, annexures to the Deed of Agreement 
	or prescribed conditions that determine development 
	outcomes for public infrastructure. Advice to bidders; 
	Bonds and unconditional undertakings; 
	Executed Leases; 
	Advice regarding stamp duty; 
	Requests to issue consequent lease; 
	Application of Unit Title; 
	Unit Title Plans; 
	Practical completion and Final certificates;  and 
	Approved plans, schematics and drawings associated 
	with the creation and disposal of the land. 
3.41.2	Records relating to the assignment and project 	Destroy 7 years after 
*3.41.2*	management of tasks associated with creation of the 	final completion 
	development. 	certificate issued 
	Includes: 
	Statistics outputs of development activity; 
	Conference room bookings; 
	Budget and cost; 
	Work lists; 
	Projects Lists; 
	Team Plans;  and 
	Tracking Sheets. 	

LAND MANAGEMENT & DEVELOPMENT CONTROLS
The function of managing the land development process in the jurisdiction. Includes the regulation and approval of building and other development applications for specific properties, buildings, fences, signs and other structures covered by the Building Code of Australia and the Land (Planning and Environment) Act 1991. Covers the provision of land information through the ACT Land Information Centre. Land management relates to a specific parcel of land, a site, address or location. 
Territory Lease Administration (continued)
The activities associated with drafting, negotiating and approving lease and development conditions for new estates (Greenfield Developments), commercial, industrial and residential premises. 
[See Development Assessment for records relating to the assessment of the Development.] 
Entry 	Description of Records	Disposal Action
3.41.3	Certifications (Compliance) - Lease and Development 	Retain as Territory
*3.41.3*	Conditions. 	Archives 
	Records relating to applications and security receipt for 	
	compliance with lease conditions, including plans, 
	approvals to commence construction. 
3.41.4	Lease and development conditions. 	Destroy 10 years 
*3.41.4*	Records relating to the establishment and variation of lease 	after lease conditions 
	and development conditions associated with a parcel of land, 	      expire 
	estate or subdivision. Includes lease variations (no 
	building work), land rent payouts, home business and 
	signage applications. Records include: 
	Consequent Leases; 
	Lease and Development conditions; 
	Development Application Report; 
	Notices of Decision; 
	Certificates of Occupancy; 
	Compliance Orders; 
	Land Rent Reappraisals; 
	Notices of rent variations;  and
	Requests for rent variations. 
3.41.5	Certifications (Occupancy). 	Destroy 10 years 
*3.41.5*	Records relating to lease and development conditions for: 	after lease conditions 
	Agents; 							      expire 
	Liquor Licences;  and 
	Motor Trades. 	

LAND MANAGEMENT & DEVELOPMENT CONTROLS
The function of managing the land development process in the jurisdiction. Includes the regulation and approval of building and other development applications for specific properties, buildings, fences, signs and other structures covered by the Building Code of Australia and the Land (Planning and Environment) Act 1991. Covers the provision of land information through the ACT Land Information Centre. Land management relates to a specific parcel of land, a site, address or location. 
Territory Lease Administration (continued)
The activities associated with drafting, negotiating and approving lease and development conditions for new estates (Greenfield Developments), commercial, industrial and residential premises. 
[See Development Assessment for records relating to the assessment of the Development.] 
Entry 	Description of Records	Disposal Action
3.41.6	Lease Administration - Compliance Monitoring Orders. 	Destroy 10 years 
*3.41.6*	Includes records relating to inspections and consents. 	after lease conditions 
									      expire 	
3.41.7	Compliance Monitoring - Complaints - Unsubstantiated. 	Destroy 2 years after 
*3.41.7*	Records relating to unsubstantiated complaints. 	last action 
	
3.41.8	Compliance Monitoring – Orders 	Destroy 10 years 
*3.41.8*	Records relating to orders issued following a substantiated 	after lease conditions 
	complaint or breach of development 	conditions. 		      expire 
3.41.9	Compliance Monitoring – Orders 	Retain as Territory 
*3.41.9*	Register of orders issued. 	Archives 

LAND MANAGEMENT & DEVELOPMENT CONTROLS
The function of managing the land development process in the jurisdiction. Includes the regulation and approval of building and other development applications for specific properties, buildings, fences, signs and other structures covered by the Building Code of Australia and the Land (Planning and Environment) Act 1991. Covers the provision of land information through the ACT Land Information Centre. Land management relates to a specific parcel of land, a site, address or location. 
Territory Lease Administration (continued)
The activities associated with drafting, negotiating and approving lease and development conditions for new estates (Greenfield Developments), commercial, industrial and residential premises. 
[See Development Assessment for records relating to the assessment of the Development.] 
Entry 	Description of Records	Disposal Action
3.41.10	Lease Variations. 	Retain as Territory
*3.41.10*	Records relating to lease variations, including consolidation 	Archives 
	of leases, further leases, granting of lease for public lands, 	
	grant of relief, lease surrender, lease 	termination, licensing 
	to occupy public lands, mineral extraction leases, rural leases, 
	subdivisions, unit title leases. Includes: 
	Draft lease and development conditions; 
	Land Management Agreements; 
	Lease documents; 
	Status check; 
	Lease termination notices; 
	Licence to occupy public land; 
	Licence to occupy non-public land; and 
	Minerals lease or agreement. 
3.41.11	Records relating to the assignment and management of tasks 	Destroy 5 years after 
*3.41.11*	routine enquiries and requests for general information, 	last action 
	arrangements for co-ordinating with other agencies. 
	 
3.41.12	Delegations of Authority. 	Destroy 20 years 
*3.41.12* 	after delegation superseded 

TERRITORY PLAN & STRATEGIC PLANNING POLICY
The function of developing a long-term planning framework and responsible land management strategies. Includes maintenance of planning instruments (Territory Plan) which provide a framework for the provision of services and facilities, land use and development decisions, and the overall management of natural and built environments and heritage values. 
Advice
The activities associated with offering opinions by or to the agency as to an action or judgment. 
Includes the process of advising. 
Entry 	Description of Records	Disposal Action
4.1.1	Records relating to land use planning programs, such as 	Retain as Territory 
*4.1.1*	the energy rating scheme. 	Archives 
Committees
The activities associated with the managing of committees and task forces.  Includes the committee's 
establishment, appointment of members, terms of reference, proceedings, minutes of meetings, reports, agenda etc. 
Entry 	Description of Records	Disposal Action
4.9.1	Committee records including: 	Retain as Territory 
*4.9.1*	Minutes; 	Archives 
	Agenda papers; 
	Establishment and terms of reference;  and 
	Membership. 
4.9.2	Committee and meeting arrangement records, including: 	Destroy 2 years after 
*4.9.2*	Appointments; and 	last action 
	Room bookings. 

TERRITORY PLAN & STRATEGIC PLANNING POLICY
The function of developing a long-term planning framework and responsible land management strategies.  Includes maintenance of planning instruments (Territory Plan) which provide a framework for the provision of services and facilities, land use and development decisions, and the overall management of natural and built environments and heritage values. 
Conferences
The activities involved in arranging or attending conferences held either by the agency or by other agencies. Includes registrations, publicity and reports of participants etc. 
Entry 	Description of Records	Disposal Action
4.10.1	Records including: 	Destroy 10 years 
*4.10.1*	Conference papers; 	after last action 
	Administrative arrangements;  and 
	Proceedings papers and speeches. 
Environmental Impact Assessment
The activities associated with undertaking environmental impact assessments. This includes determination of the need for, and conduct of, Environmental Impact Assessments of all types. 
[Use TERRITORY PLAN & STRATEGIC PLANNING POLICY when assessing the impact of changes to land use or 
Territory planning policies.] 

[Use LAND MANAGEMENT & DEVELOPMENT CONTROLS when assessing the impact of individual developments.] 
Entry 	Description of Records	Disposal Action
4.15.1	Records relating to the conduct of the Environmental 	Retain as Territory 
*4.15.1*	Impact Assessment. 	Archives 
	Includes: 
	Environmental Impact Statements; 
	Consultations with the community and reports;  and 
	Pre-Application proceedings that proceed to an 
	application. 	

TERRITORY PLAN & STRATEGIC PLANNING POLICY
The function of developing a long-term planning framework and responsible land management strategies. Includes maintenance of planning instruments (Territory Plan) which provide a framework for the provision of services and facilities, land use and development decisions, and the overall management of natural and built environments and heritage values. 
Infrastructure Implementation & Co-ordination
The activities associated with engineering, investigation, design, construction and management of physical infrastructure for ACT estate development. Implementation of work is undertaken through a capital works program for major infrastructure and through developers via conditions contained in development leases. 
Entry 	Description of Records	Disposal Action
4.17.1	Unsuccessful bids. 	Destroy 5 years after 
*4.17.1*	last action 
4.17.2	Agency Co-ordination, Capital Works Program 	Destroy 10 years 
*4.17.2*	Management, co-ordination of multiple projects. 	after project completed 
4.17.3	Capital Works Projects (Asset Creation Management).	Destroy 10 years 
*4.17.3*	Records relating to project management and control, 	after project 
	including: 						      completed 
	Budget Management; 
	Co-ordination (of projects); 
	Feasibility Studies; 
	Progress payments;  and 
	Needs Assessment. 
4.17.4	Records relating to the final as built structure, 	Retain as Territory 
*4.17.4*	including: 	Archives 
	Construction briefs;  and 	
	Approved plans, schematics and drawings associated 	
	 with the creation and disposal of the land. 

TERRITORY PLAN & STRATEGIC PLANNING POLICY
The function of developing a long-term planning framework and responsible land management strategies. Includes maintenance of planning instruments (Territory Plan) which provide a framework for the provision of services and facilities, land use and development decisions, and the overall management of natural and built environments and heritage values. 
Infrastructure Implementation & Co-ordination (continued)
The activities associated with engineering, investigation, design, construction and management of physical infrastructure for ACT estate development.  Implementation of work is undertaken through a capital works program for major infrastructure and through developers via conditions contained in development leases. 
Entry 	Description of Records	Disposal Action
4.17.5	Heritage Structures - records relating to the final as built	Retain as Territory 
*4.17.5*	 structures, including: 	Archives 
	Construction briefs; 
	Approved plans, schematics and drawings associated with 
	 the creation and disposal of the land;  and 
	Practical completion, design and final certificates. 
Land Data & Mapping
The activities associated with providing advice on the collection of land data and production of maps. 
Entry 	Description of Records	Disposal Action
4.18.1	Advice of land data and mapping. 	Retain as Territory 
*4.18.1*	Archives 
4.18.2	Records relating to the management of spatial data, 	Destroy 10 years 
*4.18.2*	including the administration of the database, provision 	after last action 
	of access to the database etc. 

TERRITORY PLAN & STRATEGIC PLANNING POLICY
The function of developing a long-term planning framework and responsible land management strategies. Includes maintenance of planning instruments (Territory Plan) which provide a framework for the provision of services and facilities, land use and development decisions, and the overall management of natural and built environments and heritage values. 
Land Tenure
The activities associated with providing advice on the land tenure. 
Entry 	Description of Records	Disposal Action
4.19.1	Advice, including advice on: 	Retain as Territory 
*4.19.1*	Native Title;  and 	Archives 
	Land Ownership. 
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
4.20.1	Substantial input or response on legislation concerning 	Retain as Territory 
*4.20.1*	or affecting planning and land management issues. 	Archives 
4.20.2	Minor or no response on legislation that does not 	Destroy 5 years after 
*4.20.2*	specifically concern or affect planning and land 	last action 
	management issues. 

TERRITORY PLAN & STRATEGIC PLANNING POLICY
The function of developing a long-term planning framework and responsible land management strategies. Includes maintenance of planning instruments (Territory Plan) which provide a framework for the provision of services and facilities, land use and development decisions, and the overall management of natural and built environments and heritage values. 
Mapping Programs
The activities associated with the collection, management and presentation of land information. 
[See Surveying for records relating to the division of land, survey control infrastructure, examination survey plans, audit.] 
Entry 	Description of Records	Disposal Action
4.22.1	Final controlled versions of program outputs. Includes: 	Retain as Territory 
*4.22.1*		Archives 
	Aerial photographs; 
	Maps and Plans; 
	Survey Data; 
	Cadastral maps; 
	Topographic maps; 
	Orthophotographic maps; 
	Thematic maps; 
	Indexes; 
	Film and digital images;  and 
	Reports or explanatory notes to program outputs. 
4.22.2	Records relating to the project management of mapping 	Destroy 10 years 
*4.22.2*	programs. Includes: 	after last action 
	Requests; 
	Reproduction programs;  and 
	Maintenance systems. 
4.22.3	Street addresses and number allocation. 	Retain as Territory 
*4.22.3*	Archives 
4.22.4	Plan preparation, including: 	Retain as Territory 
*4.22.4*	Architecture; 	Archives 
	Land management; 
	Surveying; 
	Town planning;  and 
	Transport Engineering. 

TERRITORY PLAN & STRATEGIC PLANNING POLICY
The function of developing a long-term planning framework and responsible land management strategies.  Includes maintenance of planning instruments (Territory Plan) which provide a framework for the provision of services and facilities, land use and development decisions, and the overall management of natural and built environments and heritage values. 
Place Names Assessment
The activities associated with researching and providing advice on the proposals for naming on Territory suburbs, streets and other geographical features. 
Entry 	Description of Records	Disposal Action
4.25.1	Records relating to historical research and proposal and 	Retain as Territory 
*4.25.1*	assessments for place names. 	Archives 
Planning & Development Conditions
The activities associated with providing advice on the land release and development program. 
[See LAND MANAGEMENT & DEVELOPMENT CONTROLS for processes associated with assessing 
compliance with development conditions for individual developments.] 
Entry 	Description of Records	Disposal Action
4.27.1	Advice and conditions of land release relating to the 	Retain as Territory 
*4.27.1*	land release and development program. 	Archives 

TERRITORY PLAN & STRATEGIC PLANNING POLICY
The function of developing a long-term planning framework and responsible land management 
strategies.  Includes maintenance of planning instruments (Territory Plan) which provide a 
framework for the provision of services and facilities, land use and development decisions, and the 
overall management of natural and built environments and heritage values. 
Planning Strategy
The activities associated with the developing long-term strategic directions for land, infrastructure 
and development of the ACT.  Includes the development of area plans and variations to plans such 
as master plans, town centre plans, group centre plans, local area plans and regional area plans. 
Entry 	Description of Records	Disposal Action
4.28.1	Advice to government and stakeholders on: 	Retain as Territory 
*4.28.1*	Community Planning; 	Archives 
	Environmental Planning; 
	Metropolitan Planning; 
	Social Planning;  and 
	Spatial Planning. 
4.28.2	Final, master copies, including records of variations, 	Retain as Territory 
*4.28.2*	objections and amendments to: 	Archives 
	Group Centre Plans; 
	Landscape; 
	Local Area Plans; 
	Management Plans; 
	Master Plans - sectional and general; 
	Rural Towns Plans; 
	Town Centre Plans; 
	Urban Land Use – community; 
	Urban Land Use - Urban design;  and 
	Urban Land Use - Urban development program. 
4.28.3	Working papers relating to the development of plans, 	Destroy 50 years 
*4.28.3*	including alternative options considered drafts 	after last action 
	arrangements and public consultation. Includes: 
	Draft management plans; 
	Media releases; 
	Notifications; 
	Public Comment; 
	Public Launches; 
	Public Meetings; 
	Public Release preliminary assessment; 
	Public Environment Report;  and
	Environmental Impact Statements. 

TERRITORY PLAN & STRATEGIC PLANNING POLICY
The function of developing a long-term planning framework and responsible land management strategies. Includes maintenance of planning instruments (Territory Plan) which provide a framework for the provision of services and facilities, land use and development decisions, and the overall management of natural and built environments and heritage values. 
Planning Strategy (continued)
The activities associated with the developing long-term strategic directions for land, infrastructure and development of the ACT. Includes the development of area plans and variations to plans such as master plans, town centre plans, group centre plans, local area plans and regional area plans. 
Entry 	Description of Records	Disposal Action
4.28.4	Records relating to strategic planning appeals. Includes: 	Retain as Territory 
*4.28.4*	Inquiries;  and 	Archives 
	Appeals. 

TERRITORY PLAN & STRATEGIC PLANNING POLICY
The function of developing a long-term planning framework and responsible land management strategies. Includes maintenance of planning instruments (Territory Plan) which provide a framework for the provision of services and facilities, land use and development decisions, and the overall management of natural and built environments and heritage values. 
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
4.29.1	Records relating to the development and implementation 	Retain as Territory 
*4.29.1*	of policy on issues such as: 	Archives 
	Commercial centres; 
	Community Planning; 
	Cultural Planning; 
	Energy and Sustainable development; 
	Greenhouse gases; 
	Land Use - Community Land; 
	Land Use - Industrial Land; 
	Land use - Recreational Land; 
	Land use - Redevelopment and dual occupancy; 
	Land use – Residential; 
	Landscape; 
	Metropolitan Land Use and Data Collection Analysis; 
	Open Space and City Parks; 
	Place Names Committee Decisions; 
	Public Lands Management; 
	Residential; 
	Social Planning; 
	Spatial Planning; 
	Sustainability; 
	Transport Planning;  and 
	Urban Design. 

TERRITORY PLAN & STRATEGIC PLANNING POLICY
The function of developing a long-term planning framework and responsible land management strategies. Includes maintenance of planning instruments (Territory Plan) which provide a framework for the provision of services and facilities, land use and development decisions, and the overall management of natural and built environments and heritage values. 
Procedures
Standard methods of operating laid down by an organisation according to formulated policy. 
Entry 	Description of Records	Disposal Action
4.30.1	Records relating to the development of procedures 	Destroy 10 years 
*4.30.1*	relating to: 	after last action 
	Community Safety; 
	Energy; 
	Environmental Impact Assessments; 
	Flora and Fauna; 
	Land Capability; 
	Landscape;  and 
	Place names. 
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
4.34.1	Includes: 	Retain as Territory 
*4.34.1*	Place Names Register;  and 	Archives 
	Rural Cadastra. 

TERRITORY PLAN & STRATEGIC PLANNING POLICY
The function of developing a long-term planning framework and responsible land management strategies. Includes maintenance of planning instruments (Territory Plan) which provide a framework for the provision of services and facilities, land use and development decisions, and the overall management of natural and built environments and heritage values. 
Standards
The process of implementing industry or organisational benchmarks for services and processes to enhance the quality and efficiency of the agency. 
Entry 	Description of Records	Disposal Action
4.38.1	Records relating to the development and implementation 	Retain as Territory 
*4.38.1*	of standards, including inter-governmental agreements, 	Archives 
	meeting notes etc. Includes: 
	Building Codes; 
	Car Parking Codes; 
	Car Parking Regulations; 
	Easements; 
	Place Names and Dual Naming standards; 
	Service Provision; 
	Urban Design;  and 
	Public Domain. 
4.38.2	Records relating to the implementation of standards. 	Destroy 5 years after 
*4.38.2*	standard superseded 

TERRITORY PLAN & STRATEGIC PLANNING POLICY
The function of developing a long-term planning framework and responsible land management strategies. Includes maintenance of planning instruments (Territory Plan) which provide a framework for the provision of services and facilities, land use and development decisions, and the overall management of natural and built environments and heritage values. 
Surveying
The activities associated with the division of land and recording that division, and for surveying the ACT. Includes provision and maintenance of survey control infrastructure, examination of survey plans, audit of unit plans, cadastral advice including land tenure and Native Title issues. 
Entry 	Description of Records	Disposal Action
4.39.1	Records of requests for access, provision of copies of 	Destroy 2 years after 
*4.39.1*	deposited plans, public inspection copies, requisitions 	last action 
	and routine arrangements. 
4.39.2	Original certified copies of survey plans. 	Retain as Territory 
*4.39.2*	Archives 
4.39.3	Register of survey control marks. 	Retain as Territory 
*4.39.3*	Archives 
4.39.4	Records relating to the project management of surveying 	Destroy 10 years 
*4.39.4*	projects, eg: 	after project 
	Geocentric Datum of Australia;  and 			      completed 
	Survey marks on the internet. 
4.39.5	Records relating to survey site analysis and 	Retain as Territory 
*4.39.5*	observations made in the field. Includes: 	Archives 
	Field Survey Books;  and 
	Night Books. 

TERRITORY PLAN & STRATEGIC PLANNING POLICY
The function of developing a long-term planning framework and responsible land management strategies. Includes maintenance of planning instruments (Territory Plan) which provide a framework for the provision of services and facilities, land use and development decisions, and the overall management of natural and built environments and heritage values. 
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. 
Entry 	Description of Records	Disposal Action
4.40.1	Records relating to the management of the contracts.	Destroy 10 years 
*4.40.1*	For example: 	after tender process 
	Tenders; 	completed 
	Contracts;  and 
	Progress and other reports. 

TERRITORY PLAN & STRATEGIC PLANNING POLICY
The function of developing a long-term planning framework and responsible land management strategies. Includes maintenance of planning instruments (Territory Plan) which provide a framework for the provision of services and facilities, land use and development decisions, and the overall management of natural and built environments and heritage values. 
Territory Plan Management
The activities associated with maintaining the Territory Plan including review and development of policies contained in the Territory Plan and administration of the statutory processes involved in varying the plans. 
Entry 	Description of Records	Disposal Action
4.42.1	Register of final plans, reviews, variations and advice. 	Retain as Territory 
*4.42.1*	Archives 
4.42.2	Variations that proceed to public consultation. 	Retain as Territory 
*4.42.2*	Records relating to the variation of Territory Plans. 	Archives 
	Includes: 
	Draft variation to Territory Plan (DVTP); 
	Background papers; 
	Conservators report and advice; 
	Ministerial and approvals to release plan for public 
	comment; 
	Consultation and submissions by other agencies, other 
	stakeholders and the public; 
	Gazette and newspapers notices; and 
	Advice and feedback from the Legislative Assembly and 
	 ACT Executive. 
4.42.3	Variations that do not proceed to public consultation 	Destroy 10 years 
*4.42.3*	following a recommendation by the Conservator. 	after last action 
4.42.4	Records relating to the co-ordination and arrangements 	Destroy 10 years 
*4.42.4*	for review of the plan. Includes project management and 	after last action 
	monitoring of tasks to ensure passage through the 
	Legislative Assembly. 

TERRITORY PLAN & STRATEGIC PLANNING POLICY
The function of developing a long-term planning framework and responsible land management strategies. Includes maintenance of planning instruments (Territory Plan) which provide a framework for the provision of services and facilities, land use and development decisions, and the overall management of natural and built environments and heritage values. 
Territory Plan Management (continued)
The activities associated with maintaining the Territory Plan including review and development of policies contained in the Territory Plan and administration of the statutory processes involved in 
varying the plans. 
Entry 	Description of Records	Disposal Action
4.42.5	Formal Errors. 	Retain as Territory 
*4.42.5*	Records relating to the rectification and Gazette notices 	Archives 
	of formal errors, including approvals from the Minister to 
	exempt them from public consultation. Formal areas, as 
	defined by the Act, means: 
	a clerical error; 
	an error arising from an accidental slip or omission;  or 
	a defect of form. 

TERRITORY PLAN & STRATEGIC PLANNING POLICY
The function of developing a long-term planning framework and responsible land management strategies. Includes maintenance of planning instruments (Territory Plan) which provide a framework for the provision of services and facilities, land use and development decisions, and the overall management of natural and built environments and heritage values. 
Transport Strategy
Activities associated with the development of long terms strategies for high quality and sustainable transport for the Territory. 
Entry 	Description of Records	Disposal Action
4.43.1	Advice to government and stakeholders on transport 	Retain as Territory 
*4.43.1*	planning issues. 	Archives 
4.43.2	Original records relating to guidelines and management 	Retain as Territory 
*4.43.2*	plans for car parking and other transport modes and hubs. 	Archives 
4.43.3	Records relating the development and implementation of 	Destroy 10 years 
*4.43.3*	demand management strategies to support sustainable 	after adoption of the 
	transport outcomes. 	final plan 
4.43.4	Working papers relating to the development of plans, 	Retain as Territory 
*4.43.4*	including alternative options, considered drafts, 	Archives 
	arrangements and public consultation. 
4.43.5	Records relating to the management of public lands used 	Destroy 10 years
*4.43.5*	for roads, including: 	after superseded 
	Closures; 
	Declarations; 
	Gazette Notices; and 
	Reports to the Minister. 

CLASSES FOR RETENTION AS TERRITORY ARCHIVES

Classes for retention as Territory Archives
BUILDING SERVICES CONTROL
The function of regulating the building, electrical and plumbing industry in the ACT. Includes 
development and review of legislation affecting the industry; licensing and registration of 
professional tradespeople, architects and building certifiers; audit and enforcement activities to 
ensure standards are being adhered to; investigation of electrical accidents, issuing of safety 
Committees
The activities associated with the managing of committees and task forces.  Includes the committee's
 establishment, appointment of members, terms of reference, proceedings, minutes of meetings, reports, agenda etc. 
Entry 	Description of Records	Disposal Action
1.9.2	Meeting papers of the licensing and registration boards 	Retain as Territory 
*1.9.2*	such as the: 	Archives 
	Architects Board; 
	Electrical Licensing Board; 
	Plumbers, Drainers and Gasfitters Board;  and 
	Surveyors Board. 
Licensing & Registration
The activities association with the registration and licensing of tradespeople and professionals in 
the ACT. Includes: 
Construction Practitioners; 
Builders; 
Architects; 
Electricians and Electrical Contractors; 
Plumbers, Drainers and Gasfitters;  and 
Surveyors. 
Entry 	Description of Records	Disposal Action
1.21.1	Successful applications and supporting documentation, 	Retain as Territory 
*1.21.1*	including: 	Archives 
	Licence/registration documents and permits;
	Certified copies of qualifications, certificates, registration
	papers with professional associations (e.g. Institute of 
	Engineers) and curriculum vitae; 
	Personal and professional references; and 
	Mutual recognition certificates and documents.

1.21.6	Register of licences issued for Construction Practitioners. 	Retain as Territory 
*1.21.6*	Archives 	

Classes for retention as Territory Archives
LAND MANAGEMENT & DEVELOPMENT CONTROLS
The function of managing the land development process in the jurisdiction. Includes the regulation and approval of building and other development applications for specific properties, buildings, fences, signs and other structures covered by the Building Code of Australia and the Land (Planning and Environment) Act 1991. Covers the provision of land information through the ACT Land Information Centre. Land management relates to a specific parcel of land, a site, address or location. 
Certification (Construction)
Activities associated with the certification of building and construction sites for safety, energy efficiency, drainage and electricals. 
Entry 	Description of Records	Disposal Action
3.8.1	Records including: 	Retain as Territory 
*3.8.1*	Certificates of Electrical Safety; 	Archives 
	Completion of Building Work; 
	Survey Certificate; 
	Certificate of Occupancy;  and 
	Certifications of satisfactory inspection of buildings, drains 
	 and electrical installations.
Committees
The activities associated with the managing of committees and task forces.  Includes the committee's 
establishment, appointment of members, terms of reference, proceedings, minutes of meetings, reports, agenda etc. 
Entry 	Description of Records	Disposal Action
3.9.1	Internal committee records relating to land development 	Retain as Territory 
*3.9.1*	including: 	Archives 
	Agenda papers; 
	Establishment and terms of references; 
	Minutes of meetings;  and 
	Elections. 

Classes for retention as Territory Archives
LAND MANAGEMENT & DEVELOPMENT CONTROLS
The function of managing the land development process in the jurisdiction. Includes the regulation and approval of building and other development applications for specific properties, buildings, fences, signs and other structures covered by the Building Code of Australia and the Land (Planning and Environment) Act 1991. Covers the provision of land information through the ACT Land Information Centre. Land management relates to a specific parcel of land, a site, address or location. 
Decisions Review
The activities associated with the review of decisions referred to external bodies, for example, the 
Commissioner for Land and Planning and the ACT Administrative Appeals Tribunal. 
Entry 	Description of Records	Disposal Action
3.13.1	Records relating to appeals against development 	Retain as Territory 
*3.13.1*	decisions: 	Archives 
	Notices of Objection; 
	Records of discussion; 
	Notices and draft notices of decisions;  and 
	Briefs and solicitors advice. 	
Development Assessment
The process of receiving, assessing, managing and determining applications for approvals for the development and use of Territory land through the planning and legislative processes under the Land (Planning and Environment Act) Act, 1991. 
[See Lease Administration for records relating to applications to revise Lease and Development Conditions.] 
Entry 	Description of Records	Disposal Action
3.14.1	Development applications for structures that: 	Retain as Territory 
*3.14.1*	Are registered as historical and heritage structures. 	Archives 
	Were built prior to 1927. 
3.14.2	Successful development applications. Includes:	Retain as Territory
*3.14.2*	Application for development; 	Archives
	Lodgement Sheets; 	
	Plans (including plumbing, drainage, electrical and building); 
	Variations;
	Stakeholder (government, industry and community) reports 
	and feedback; 
	Assessment Reports; 
	Notices to other agencies, interested parties, adjacent 
	landholders and Planning Advisory Committees; 
	Determinations; 
	Development Application plans; 
	Development Application report; 
	Development Application notice of decision; and 
	Community feedback and objections.

Classes for retention as Territory Archives
LAND MANAGEMENT & DEVELOPMENT CONTROLS
The function of managing the land development process in the jurisdiction. Includes the regulation and approval of building and other development applications for specific properties, buildings, fences, signs and other structures covered by the Building Code of Australia and the Land (Planning and Environment) Act 1991. Covers the provision of land information through the ACT Land Information Centre. Land management relates to a specific parcel of land, a site, address or location. 

Environmental Impact Assessment
The activities associated with undertaking environmental impact assessments. This includes determination of the need for, and conduct of Environmental Impact Assessments of all types. 
[Use TERRITORY PLAN & STRATEGIC PLANNING POLICY when assessing the impact of changes to land use or Territory planning policies.] 

[Use LAND MANAGEMENT & DEVELOPMENT CONTROLS when assessing the impact of individual developments.] 
Entry 	Description of Records	Disposal Action
3.15.1	Records relating to the conduct of the Environmental 	Retain as Territory 
*3.15.1*	Impact Assessment. Includes: 	Archives 
	Environmental Impact Statements; 
	Consultations with the community and reports; and 
	Pre-Application proceedings that proceed to an application. 		
Policy
The activities associated with developing and establishing decisions, directions and precedents which act as a reference for future decision making, as the basis from which the agency's operating procedures are determined. 
Entry 	Description of Records	Disposal Action
3.29.1	Policies, including: 	Retain as Territory 
*3.29.1*	Certifications (Compliance); 	Archives 
	Inspections; 
	Compliance Monitoring and Enforcement; 
	Development Applications; 
	Development Assessment; 
	Environmental Assessments and Enquiries; 
	Heavy Vehicles; 
	Land Rent Reappraisal; 
	Leasing and land Administration; 
	Quality and Sustainable Development and Design; 
	Trees;  and 
	Building, electrical, plumbing, gas and utilities. 

Classes for retention as Territory Archives
LAND MANAGEMENT & DEVELOPMENT CONTROLS
The function of managing the land development process in the jurisdiction. Includes the regulation and approval of building and other development applications for specific properties, buildings, fences, signs and other structures covered by the Building Code of Australia and the Land (Planning and Environment) Act 1991. Covers the provision of land information through the ACT Land Information Centre. Land management relates to a specific parcel of land, a site, address or location. 
Process Improvement
The activities associated with quality control of business processes to optimise continuos improvement of processes, products and services to meet performance requirements and adhere to standards and benchmarks. 
Entry 	Description of Records	Disposal Action
3.31.1	Records relating to the review of business processes. 	Retain as Territory 
*3.31.1*	Includes consultant reports, benchmarks etc. 	Archives
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
3.34.1	Registers, including but not limited to: 	Retain as Territory 
*3.34.1*	Development Application Lodgement Register; 	Archives 
	Register of Lease and Development Conditions; 
	Fences; 
	Place Names/Aboriginal Names;  and 
	Heritage Places register. 
Surveying
The activities associated with the division of land and recording that division, and for surveying the ACT. Includes provision and maintenance of survey control infrastructure, examination of survey plans, audit of unit plans, cadastral advice including land tenure and Native Title issues. 
[See BUILDING SERVICES CONTROL - Licensing and Registration for records relating to the assessment of surveyors by the Surveyors Board.] 
Entry 	Description of Records	Disposal Action
3.39.1	Audits and compliance checks.  Records relating to the 	Retain as Territory 
*3.39.1*	audit of surveyors and their outcomes, such as Unit Title 	Archives 
	Plans.  Includes: 
	Audit reports;  and 
	Field Inspections Reports. 	

Classes for retention as Territory Archives
LAND MANAGEMENT & DEVELOPMENT CONTROLS
The function of managing the land development process in the jurisdiction. Includes the regulation and approval of building and other development applications for specific properties, buildings, fences, signs and other structures covered by the Building Code of Australia and the Land (Planning and Environment) Act 1991. Covers the provision of land information through the ACT Land Information Centre. Land management relates to a specific parcel of land, a site, address or location. 
Territory Lease Administration
The activities associated with drafting, negotiating and approving lease and development conditions for new estates (Greenfield Developments), commercial, industrial and residential premises. 
[See Development Assessment for records relating to the assessment of the Development Application.] 
Entry 	Description of Records	Disposal Action
3.41.1	Land Parcel Management (Greenfield developments). 	Retain as Territory 
*3.41.1*	Records relating to creation, division and disposal of a 	Archives 
	parcel of land.  Includes: 
	Requests to issue leases; 
	Initial Leases; 
	Holding Leases; 
	Deeds of Agreement; 
	Design Certificates; 
	Final Certificates; 
	Engineering Advice, annexures to the Deed of Agreement 
	or prescribed conditions that determine development 
	outcomes for public infrastructure.  Advice to bidders; 
	Bonds and unconditional undertakings; 
	Executed Leases; 
	Advice regarding stamp duty; 
	Requests to issue consequent lease; 
	Application of Unit Title; 
	Unit Title Plans; 
	Practical completion and Final certificates; 
	Approved plans, schematics and drawings associated 
	with the creation and disposal of the land. 

3.41.3	Certifications (Compliance) - Lease and Development 	Retain as Territory
*3.41.3*	Conditions. 	Archives 
	Records relating to applications and security receipt for 	
	compliance with lease conditions, including plans, 
	approvals to commence construction.
3.41.9	Compliance Monitoring – Orders. 	Retain as Territory 
*3.41.9*	Register of orders issued. 	Archives 

Classes for retention as Territory Archives
LAND MANAGEMENT & DEVELOPMENT CONTROLS
The function of managing the land development process in the jurisdiction. Includes the regulation and approval of building and other development applications for specific properties, buildings, fences, signs and other structures covered by the Building Code of Australia and the Land (Planning and Environment) Act 1991. Covers the provision of land information through the ACT Land Information Centre. Land management relates to a specific parcel of land, a site, address or location. 
Territory Lease Administration (continued)
The activities associated with drafting, negotiating and approving lease and development conditions for new estates (Greenfield Developments), commercial, industrial and residential premises. 
[See Development Assessment for records relating to the assessment of the Development Application.] 
Entry 	Description of Records	Disposal Action
3.41.10	Lease Variations. 	Retain as Territory
*3.41.10*	Records relating to lease variations, including consolidation 	Archives 
	of leases, further leases, granting of lease for public lands, 	
	grant of relief, lease surrender, lease 	termination, licensing 
	to occupy public lands, mineral extraction leases, rural leases, 
	subdivisions, unit title leases. Includes: 
	Draft lease and development conditions; 
	Land Management Agreements; 
	Lease documents; 
	Status check; 
	Lease termination notices; 
	Licence to occupy public land; 
	Licence to occupy non-public land; and 
	Minerals lease or agreement.

Classes for retention as Territory Archives
TERRITORY PLAN & STRATEGIC PLANNING POLICY
The function of developing a long-term planning framework and responsible land management strategies. Includes maintenance of planning instruments (Territory Plan) which provide a framework for the provision of services and facilities, land use and development decisions, and the overall management of natural and built environments and heritage values. 
Advice
The activities associated with offering opinions by or to the agency as to an action or judgment. 
Includes the process of advising. 
Entry 	Description of Records	Disposal Action
4.1.1	Records relating to land use planning programs, such as 	Retain as Territory 
*4.1.1*	the energy rating scheme. 	Archives 
Committees
The activities associated with the managing of committees and task forces.  Includes the committee's 
establishment, appointment of members, terms of reference, proceedings, minutes of meetings, reports, agenda etc. 
Entry 	Description of Records	Disposal Action
4.9.1	Committee records including: 	Retain as Territory 
*4.9.1*	Minutes; 	Archives 
	Agenda papers; 
	Establishment and terms of reference;  and 
	Membership. 

Classes for retention as Territory Archives
TERRITORY PLAN & STRATEGIC PLANNING POLICY
The function of developing a long-term planning framework and responsible land management strategies. Includes maintenance of planning instruments (Territory Plan) which provide a framework for the provision of services and facilities, land use and development decisions, and the overall management of natural and built environments and heritage values. 
Environmental Impact Assessment
The activities associated with undertaking environmental impact assessments. This includes determination of the need for, and conduct of, Environmental Impact Assessments of all types. 
[Use TERRITORY PLAN & STRATEGIC PLANNING POLICY when assessing the impact of changes to land use or 
Territory planning policies.] 

[Use LAND MANAGEMENT & DEVELOPMENT CONTROLS when assessing the impact of individual developments.] 
Entry 	Description of Records	Disposal Action
4.15.1	Records relating to the conduct of the Environmental 	Retain as Territory 
*4.15.1*	Impact Assessment. Includes: 	Archives 
	Environmental Impact Statements; 
	Consultations with the community and reports; 
	Pre-Application proceedings that proceed to an application. 
Infrastructure Implementation & Co-ordination
The activities associated with engineering, investigation, design, construction and management of physical infrastructure for ACT estate development.  Implementation of work is undertaken through 
a capital works program for major infrastructure and through developers via conditions contained in development leases. 
Entry 	Description of Records	Disposal Action
4.17.4	Records relating to the final as built structure, 	Retain as Territory 
*4.17.4*	including: 	Archives 
	Construction briefs; and 	
	Approved plans, schematics and drawings associated 
	with the creation and disposal of the land.

4.17.5	Heritage Structures - records relating to the final, as built	Retain as Territory 
*4.17.5*	structures, including: 	Archives 
	Construction briefs; 
	Approved plans, schematics and drawings associated with 
	 the creation and disposal of the land;  and 
	Practical completion, design and final certificates. 	

Classes for retention as Territory Archives
TERRITORY PLAN & STRATEGIC PLANNING POLICY
The function of developing a long-term planning framework and responsible land management strategies. Includes maintenance of planning instruments (Territory Plan) which provide a framework for the provision of services and facilities, land use and development decisions, and the overall management of natural and built environments and heritage values. 
Land Data & Mapping
The activities associated with providing advice on the collection of land data and production of maps. 
Entry 	Description of Records	Disposal Action
4.18.1	Advice of land data and mapping. 	Retain as Territory 
*4.18.1*	Archives 
Land Tenure
The activities associated with providing advice on the land tenure. 
Entry 	Description of Records	Disposal Action
4.19.1	Advice, including advice on: 	Retain as Territory 
*4.19.1*	Native Title;  and 	Archives 
	Land Ownership. 
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
4.20.1	Substantial input or response on legislation concerning 	Retain as Territory 
*4.20.1*	or affecting planning and land management issues. 	Archives 

Classes for retention as Territory Archives
TERRITORY PLAN & STRATEGIC PLANNING POLICY
The function of developing a long-term planning framework and responsible land management strategies. Includes maintenance of planning instruments (Territory Plan) which provide a framework for the provision of services and facilities, land use and development decisions, and the overall management of natural and built environments and heritage values. 
Mapping Programs
The activities associated with the collection, management and presentation of land information. 
[See Surveying for records relating to the division of land, survey control infrastructure, examination survey plans, audit.] 
Entry 	Description of Records	Disposal Action
4.22.1	Final controlled versions of program outputs. 	Retain as Territory 
*4.22.1*	Includes: 	Archives 
	Aerial photographs; 
	Maps and Plans; 
	Survey Data; 
	Cadastral maps; 
	Topographic maps; 
	Orthophotographic maps; 
	Thematic maps; 
	Indexes; 
	Film and digital images;  and 
	Reports or explanatory notes to program outputs. 
4.22.3	Street addresses and number allocation. 	Retain as Territory 
*4.22.3*	Archives 
4.22.4	Plan preparation, including: 	Retain as Territory 
*4.22.4*	Architecture; 	Archives 
	Land management; 
	Surveying; 
	Town planning;  and 
	Transport Engineering. 

Classes for retention as Territory Archives
TERRITORY PLAN & STRATEGIC PLANNING POLICY
The function of developing a long-term planning framework and responsible land management strategies. Includes maintenance of planning instruments (Territory Plan) which provide a framework for the provision of services and facilities, land use and development decisions, and the overall management of natural and built environments and heritage values. 
Place Names Assessment
The activities associated with researching and providing advice on the proposals for naming on Territory suburbs, streets and other geographical features. 
Entry 	Description of Records	Disposal Action
4.25.1	Records relating to historical research and proposal and 	Retain as Territory 
*4.25.1*	assessments for place names. 	Archives 
Planning & Development Conditions
The activities associated with providing advice on the land release and development program. 
[See LAND MANAGEMENT & DEVELOPMENT CONTROLS for processes associated with assessing compliance with development conditions for individual developments.] 
Entry 	Description of Records	Disposal Action
4.27.1	Advice and conditions of land release relating to the 	Retain as Territory 
*4.27.1*	land release and development program. 	Archives 

Classes for retention as Territory Archives
TERRITORY PLAN & STRATEGIC PLANNING POLICY
The function of developing a long-term planning framework and responsible land management strategies. Includes maintenance of planning instruments (Territory Plan) which provide a framework for the provision of services and facilities, land use and development decisions, and the overall management of natural and built environments and heritage values. 
Planning Strategy
The activities associated with the developing long-term strategic directions for land, infrastructure 
and development of the ACT.  Includes the development of area plans and variations to plans such 
as master plans, town centre plans, group centre plans, local area plans and regional area plans. 
Entry 	Description of Records	Disposal Action
4.28.1	Advice to government and stakeholders on: 	Retain as Territory 
*4.28.1*	Community Planning; 	Archives 
	Environmental Planning; 
	Metropolitan Planning; 
	Social Planning;  and 
	Spatial Planning. 
4.28.2	Final, master copies, including records of variations, 	Retain as Territory 
*4.28.2*	objections and amendments to: 	Archives 
	Group Centre Plans; 
	Landscape; 
	Local Area Plans; 
	Management Plans; 
	Master Plans - sectional and general; 
	Rural Towns Plans; 
	Town Centre Plans; 
	Urban Land Use – community; 
	Urban Land Use - Urban design;  and 
	Urban Land Use - Urban development program. 
4.28.4	Records relating to strategic planning appeals.  Includes: 	Retain as Territory 
*4.28.4*	Inquiries;  and 	Archives 
	Appeals. 

Classes for retention as Territory Archives
TERRITORY PLAN & STRATEGIC PLANNING POLICY
The function of developing a long-term planning framework and responsible land management strategies. Includes maintenance of planning instruments (Territory Plan) which provide a framework for the provision of services and facilities, land use and development decisions, and the overall management of natural and built environments and heritage values. 
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
4.29.1	Records relating to the development and implementation 	Retain as Territory 
*4.29.1*	of policy on issues such as: 	Archives 
	Commercial centres; 
	Community Planning; 
	Cultural Planning; 
	Energy and Sustainable development; 
	Greenhouse gases; 
	Land Use - Community Land; 
	Land Use - Industrial Land; 
	Land use - Recreational Land; 
	Land use - Redevelopment and dual occupancy; 
	Land use – Residential; 
	Landscape; 
	Metropolitan Land Use and Data Collection Analysis; 
	Open Space and City Parks; 
	Place Names Committee Decisions; 
	Public Lands Management; 
	Residential; 
	Social Planning; 
	Spatial Planning; 
	Sustainability; 
	Transport Planning;  and 
	Urban Design. 	

Classes for retention as Territory Archives
TERRITORY PLAN & STRATEGIC PLANNING POLICY
The function of developing a long-term planning framework and responsible land management strategies. Includes maintenance of planning instruments (Territory Plan) which provide a framework for the provision of services and facilities, land use and development decisions, and the overall management of natural and built environments and heritage values. 
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
4.34.1	Includes: 	Retain as Territory 
*4.34.1*	Place Names Register;  and 	Archives 
	Rural Cadastra. 
Standards
The process of implementing industry or organisational benchmarks for services and processes to 
enhance the quality and efficiency of the agency. 
Entry 	Description of Records	Disposal Action
4.38.1	Records relating to the development and implementation 	Retain as Territory 
*4.38.1*	of standards, including inter-governmental agreements, 	Archives 
	meeting notes etc.  Includes: 
	Building Codes; 
	Car Parking Codes; 
	Car Parking Regulations; 
	Easements; 
	Place Names - and Dual Naming standards; 
	Service Provision; 
	Urban Design;  and 
	Public Domain. 

Classes for retention as Territory Archives
TERRITORY PLAN & STRATEGIC PLANNING POLICY
The function of developing a long-term planning framework and responsible land management strategies. Includes maintenance of planning instruments (Territory Plan) which provide a framework for the provision of services and facilities, land use and development decisions, and the overall management of natural and built environments and heritage values. 
Surveying
The activities associated with the division of land and recording that division, and for surveying the ACT. Includes provision and maintenance of survey control infrastructure, examination of survey plans, audit of unit plans, cadastral advice including land tenure and Native Title issues. 
Entry 	Description of Records	Disposal Action
4.39.2	Original certified copies of survey plans. 	Retain as Territory 
*4.39.2*	Archives 
4.39.3	Register of survey control marks. 	Retain as Territory 
*4.39.3*	Archives 
4.39.5	Records relating to survey site analysis and 	Retain as Territory 
*4.39.5*	observations made in the field.  Includes: 	Archives 
	Field Survey Books;  and 
	Night Books. 

Classes for retention as Territory Archives
TERRITORY PLAN & STRATEGIC PLANNING POLICY
The function of developing a long-term planning framework and responsible land management strategies. Includes maintenance of planning instruments (Territory Plan) which provide a framework for the provision of services and facilities, land use and development decisions, and the overall management of natural and built environments and heritage values. 
Territory Plan Management
The activities associated with maintaining the Territory Plan including review and development of policies contained in the Territory Plan and administration of the statutory processes involved in 
varying the plans. 
Entry 	Description of Records	Disposal Action
4.42.1	Register of final plans, reviews, variations and advice. 	Retain as Territory 
*4.42.1*	Archives 
4.42.2	Variations that proceed to public consultation. 	Retain as Territory 
*4.42.2*	Records relating to the variation of Territory Plans. 	Archives 
	Includes: 
	Draft variation to Territory Plan (DVTP); 
	Background papers; 
	Conservators report and advice; 
	Ministerial and approvals to release plan for public comment; 
	Consultation and submissions by other agencies, other 
	 stakeholders and the public; 
	Gazette and newspapers notices; 
	Advice and feedback from the Legislative Assembly and 
	 ACT Executive. 
4.42.5	Formal Errors. 	Retain as Territory 
*4.42.5*	Records relating to the rectification and Gazette notices 	Archives 
	of formal errors, including approvals from the Minister to 
	exempt them from public consultation.  Formal areas, as 
	defined by the Act, means: 
	a clerical error; 
	an error arising from an accidental slip or omission;  or 
	a defect of form. 

Classes for retention as Territory Archives
TERRITORY PLAN & STRATEGIC PLANNING POLICY
The function of developing a long-term planning framework and responsible land management strategies. Includes maintenance of planning instruments (Territory Plan) which provide a framework for the provision of services and facilities, land use and development decisions, and the overall management of natural and built environments and heritage values. 
Transport Strategy
Activities associated with the development of long terms strategies for high quality and sustainable transport for the Territory. 
Entry 	Description of Records	Disposal Action
4.43.1	Advice to government and stakeholders on transport 	Retain as Territory 
*4.43.1*	planning issues. 	Archives 
4.43.2	Original records relating to guidelines and management 	Retain as Territory 
*4.43.2*	plans for car parking and other transport modes and hubs. 	Archives 
	 
4.43.4	Working papers relating to the development of plans, 	Retain as Territory 
*4.43.4*	including alternative options, considered drafts, 	Archives 
	arrangements and public consultation.