Australian Capital Territory
Territory Records (Records Disposal Schedule – Parks, Reserves and Public Places Records) Approval 2005 (No 1)
Notifiable instrument NI2005—93
made under the
Territory Records Act 2002, s 19 (Approval of schedules for the disposal of records)

1.	Name of Instrument
This instrument is the Territory Records (Records Disposal Schedule – Parks, Reserves and Public Places Records) Approval 2005 (No 1).
2.	Approval
I approve the Records Disposal Schedule – Parks, Reserves and Public Places Records.
3.	Commencement
This instrument commences on the date after notification.

David Wardle
Director of Territory Records
23 February 2005

Records Disposal Schedule
Parks, Reserves and Public Places 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
Layout of the schedule
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
PARKS, RESERVES AND PUBLIC PLACES
Acquisition
Advice
Agreements
Committees
Conservation
Construction
Contracting out
Customer Service
Designing
Disposal
Evaluation
Fire Management
Horticultural services
Implementation
Inspections
Leasing-out
Liaison
Maintenance
Meetings
Planning
Policy
Procedures
Regulation and Monitoring
Reporting
Research
Security
Service Provision
Standards
Tendering
Vegetation Management
Visits
records disposal schedule
classes for retention as territory archives

INTRODUCTION
The Records Disposal Schedule – Parks, Reserves and Public Places Records is the official authority for the disposal of records relating to parks, reserves and public places records.

It is one of a series of Records Disposal Schedules authorised by the Director of Territory Records in accordance with the provisions of the Territory Records Act 2002. It is to be used in conjunction with the Territory Administrative Records Disposal Schedule (TARDiS). 

Purpose
The purpose of this Records Disposal Schedule is to provide for the authorised disposal of Parks, Reserves and Public Places 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 – Parks, Reserves and Public Places 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 Parks, Reserves and Public Places 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 (i.e. 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 – Parks, Reserves and Public Places Records:
•	is intended to cover most Parks, Reserves and Public Places 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: 

Cemeteries and Crematoria Act 2003  
Domestic Animals Act 2000   
Environment Protection Act 1997 
Freedom of Information Act 1989 
Lakes Act 1976  
Land (Planning and Environment) Act 1991 part 3
Land (Planning and Environment) Act 1991, section 261
Litter Act 1977  
Nature Conservation Act 1980   
Nudity Act 1976
Plant Diseases Act 2002  
Public Baths and Public Bathing Act 1956
Roads and Public Places Act 1937
Territory Records Act 2002 
Tree Protection (Interim Scheme) Act 2001 
Water Resources Act 1998 
and subordinate legislation.

Definitions

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

Appraisal
The process of evaluating business activities to: 

•	determine which records need to be captured; 
•	how long the records need to be kept to meet business needs; and 
•	meet the requirements of organisational accountability and community expectations. 

Business Classification Scheme 
A hierarchical scheme for identifying and defining the functions, activities and transactions an agency performs in the conduct of its business, and the relationships between them. 

Principal Officer 
The Chief Executive of an administrative unit, or its equivalent in other types of agencies. 

Records 
Information created, received, and maintained as evidence and information by an organisation or person, in pursuance of legal obligations or in the transaction of business. This recorded information must be maintained or managed by the agency to provide evidence of their business activities. Records can be in written, electronic or any other form. 

Records of an Agency 
Records, in writing, electronic or any other form, under the control of an agency or to which it is entitled to control, kept as a record of its activities, whether it was created or received by the agency. 

Records Disposal Schedule
A document approved by the Director of Territory Records, which sets out the types of records an agency must make and how long they must be kept. 

Records Management Program
A document which complies with section 16 of the Territory Records Act 2002 by setting out the means by which an agency will manage its records, and is approved by the agency’s Principal Officer. 

Recordkeeping Systems 
Information systems that capture, maintain and provide access to records over time. While the term is often associated with computer software, Recordkeeping Systems also encompass policies, procedures, practices and resources which are applied within an agency to ensure that full and accurate records of business activity are made and kept. 

Scope Note 
An explanation of terms used in describing the records and the context in which they were made and used. 

Sentencing 
The process of applying appraisal decisions to individual records by determining the part of a Records Disposal Schedule which applies to the record and assigning a retention period consistent with that part. 

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

business classification scheme

PARKS, RESERVES AND PUBLIC PLACES
The function of acquiring, managing, designing and constructing parks, reserves and public places, either owned or controlled and managed by the Department. Includes providing security and the provision of active and passive recreation opportunities. Also includes forests and forest-based recreational and educational opportunities.
Acquisition
The process of gaining ownership or use of property and other items or the provision of services required in the conduct of business through purchase or requisitions.
Advice
The activities associated with offering opinions by or to the agency as to an action or judgement. Includes the process of advising.
Agreements
The processes associated with the establishment, maintenance, review and 	negotiation of agreements.
Committees
The activities associated with the management of committees and task forces. Includes the committee's establishment, appointment of members, terms of reference, proceedings, minutes of meetings, reports, agendas etc.
Conservation
The activities involved in the preservation, protection, maintenance, restoration and enhancement of properties, including buildings and land, and information resources and artefacts.
Construction
The process of making or building something.
Contracting out
The activities involved in managing the performance of work or the provision of goods and services by an external contractor, vendor or consultant, or by using external bureau services. Includes outsourcing.
Customer Service
The activities associated with the planning, monitoring and evaluation of services provided to customers by the agency.
Designing
The activity of designing Departmental premises, offices, depots, other places of Department business, parks and reserves, roads and streets, drainage infrastructure, traffic and transport infrastructure, waste management infrastructure, water supply infrastructure and equipment.
Disposal
The process of disposing of property no longer required by the agency, by 	sale, transfer, termination of lease, auction, donation or destruction. Includes destruction or transfer, and the program of activities to facilitate the orderly transfer of semi-active and inactive records from current office space into storage.
Evaluation
The process of determining the suitability of potential or existing programs, items of equipment, systems or services in relation to meeting the needs of the given situation. Includes systems analysis and ongoing monitoring.
Fire Management
The practices required to minimise, identify and manage the risks associated with fire.
Horticultural services
The services provided in relation to tree, turf and flower growing, supply and landscaping, including nursery production of plants.
Implementation
The activities associated with carrying out or putting into action, plans, policies, procedures or instructions, all of which could be internally or externally driven. Includes manual or automated databases, applications or systems, but excludes installation of equipment. Also includes monitoring to ensure the implementation goes according to schedule and that standards are met and includes first aid treatment.
Inspections
The process of official examinations of facilities, equipment and items, to ensure compliance with agreed standards and objectives.
Leasing-out
The activities involved in leasing-out items, equipment, accommodation, premises or real estate to another agency or person for a specified period and agreed price. Includes the formal documentation setting out conditions, rights, responsibilities etc of both parties. Also includes subleasing.
Liaison
The activities associated with maintaining regular general contact between the agency and professional associations, professionals in related fields, other private sector organisations and community groups. Includes sharing informal advice and discussions, membership of professional associations and collaborating on projects that are not joint ventures.
Maintenance
The activities associated with the upkeep, repair, servicing, modification and preservation of internal/external conditions of premises, equipment, vehicles etc.
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 agency according to formulated policy.
Regulation and Monitoring
Activities that check, observe, or record the operation of equipment, infrastructure, services or systems.
Reporting
The processes associated with initiating or providing a formal response to a situation or request (either internal, external or as a requirement of corporate policies), and to provide formal statements or findings of the results of the examination or investigation. Includes agenda, briefing, business, discussion papers, proposals, reports, reviews and returns.
Research
The activities involved in investigating or enquiring into a subject or area of interest in order to discover facts, principles etc. Used to support development of projects, standards, guidelines etc and the business activities of the agency in general. Includes following up enquiries relating to organisational programs, projects, working papers, literature searches etc.
Security
The activities associated with measures taken to protect people,  premises, equipment or information from accidental or intentional damage or from 	unauthorised access.  Includes the security classification of personnel and criminal record checks.
Service Provision
The activities relating to services provided by an agency on a long term basis or by other agencies. Includes requests and applications for services, assessment of eligibility and entitlements, liaison with other agencies regarding the provision of services. Also includes activities to lobby for services and to increase service provision.  Also includes the installation, operation and removal of temporary facilities in parks and reserves, such as water, electricity, temporary toilets, etc. for special outdoor events.
Standards
The process of implementing industry or agency benchmarks for services and processes to enhance the quality and efficiency of the agency.
Tendering
The activities involved in receiving and assessing tenders, of making offers and finalising by contract arrangements for the supply, sale or purchase of goods and services.
Vegetation Management
The activity of managing the control and/ or preservation of vegetation.
Visits
The activities involved in arranging visits by other agencies, the public and students to the agency, with a view to inform, educate or promote the services, operation and role of the organisation. Includes arranging visits by staff to other agencies.

records disposal schedule 

Parks, Reserves and Public Places 
The function of acquiring, managing, designing and constructing parks, reserves and public places, either owned or controlled and managed by the Department. Includes providing security and the provision of active and passive recreation opportunities. Also includes forests and forest-based recreational and educational opportunities.
Acquisition
The process of gaining ownership or use of property and other items or the provision of services required in the conduct of business through purchase or requisitions.
For records associated with the purchase or other acquisition of land use PROPERTY MANAGEMENT – Acquisition.
For records of assets other than land relating to the Parks, Reserves and Public Places function use EQUIPMENT & STORES
Entry No.	Description of Records	Disposal Action
1.1.1	Acquisition and use of explosives.	Destroy 5 years after 
*1.1.1*	acquittal of ordnance
1.1.2	Acquisition and use of service firearms.	Destroy 5 years after 
*1.1.2*	disposal of firearm
1.1.3	Acquisition and use of ammunition for service firearms.	Destroy 3 years after 
*1.1.3*	acquittal of ordnance

Parks, Reserves and Public Places
The function of acquiring, managing, designing and constructing parks, reserves and public places, either owned or controlled and managed by the Department. Includes providing security and the provision of active and passive recreation opportunities. Also includes forests and forest-based recreational and educational opportunities.
Advice
The activities associated with offering opinions by or to the agency as to an action or judgement. Includes the process of advising.
Entry No.	Description of Records	Disposal Action
1.2.1	Records associated with the receipt and provision of advice	Destroy 7 years 
*1.2.1*	under the Parks, Reserves and Public Places function	after last action
Agreements
The processes associated with the establishment, maintenance, review and negotiation of agreements.
Entry No.	Description of Records	Disposal Action
1.3.1	Final versions of agreements such as agreements between 	Retain as Territory 
*1.3.1*	the Territory and Commonwealth agencies related to the	Archives
	Parks, Reserves and Public Places function.
	Example: 
 	*Memorandum of Understanding (MOU) between	
	ACT and the Commonwealth for Land Management 
 	conservation purposes.
1.3.2	Records associated with agreements permitting the	Destroy 7 years after 
*1.3.2*	use of a public park, place or sportsground for a particular	authorisation expires purpose.
1.3.3	Negotiation, establishment, maintenance and review of 	Destroy 7 years after
*1.3.3*	agreements.	agreement expires or 
		is superseded

Parks, Reserves and Public Places
The function of acquiring, managing, designing and constructing parks, reserves and public places, either owned or controlled and managed by the Department. Includes providing security and the provision of active and passive recreation opportunities. Also includes forests and forest-based recreational and educational opportunities.
Committees
The activities associated with the management of committees and task forces. Includes the committee's establishment, appointment of members, terms of reference, proceedings, minutes of meetings, reports, agendas etc.
Entry No.	Description of Records	Disposal Action
1.4.1	Records associated with the establishment and operation of 	Retain as Territory 
*1.4.1*	committees relevant to forests, parks, reserves and public places.	Archives
1.4.2	Records associated with the participation in committees	Destroy 7 year after 
*1.4.2*	relevant to forests, parks, reserves and public places.	appointment lapses
Conservation
The activities involved in the preservation, protection, maintenance, restoration and enhancement of properties, including buildings and land, and information resources and artefacts.
Entry No.	Description of Records	Disposal Action
1.5.1	Records documenting conservation and or protection 	Retain as Territory 
*1.5.1*	activities related to the Environmental Management 	Archives 
	function for issues of significance to the Territory.   
	Includes:
	*Significant trees.  [For the Significant tree register 
 	See ‘Registration’]
	*Sites of biological or cultural significance
 	Example:
 	*Murrumbidgee River Corridor
1.5.2	Records documenting conservation and or protection	Destroy 10 years 
*1.5.2*	activities related to the Parks, Reserves and Public Places	after last action
	function for issues, which are not of significance to the Territory.	

Parks, Reserves and Public Places
The function of acquiring, managing, designing and constructing parks, reserves and public places, either owned or controlled and managed by the Department. Includes providing security and the provision of active and passive recreation opportunities. Also includes forests and forest-based recreational and educational opportunities.
Construction
The process of making or building something.
Entry No.	Description of Records	Disposal Action
1.6.1	Records documenting the construction details of forests,	Retain as Territory 
*1.6.1*	parks, reserves and public places and the facilities therein.	Archives 
1.6.2	Documentation related to construction of major assets	Retain as Territory 
*1.6.2*	within forests, parks, reserves and public places including	Archives 
	design and siting plans and project management records.
	Including buildings and toilet blocks.
1.6.3	Documentation related to minor assets within forests, parks,	Destroy 7 years after 
*1.6.3*	reserves and public places including design and siting	asset is 
	plans and project management records. Including	decommissioned or
	tracks, trails, fences etc.	disposed of
1.6.4	Records documenting construction activities that did not	Destroy 7 years after 
*1.6.4*        proceed	decision to suspend 
	construction 
	activities
Contracting out
The activities involved in managing the performance of work or the provision of goods and services by an external contractor, vendor or consultant, or by using external bureau services. Includes outsourcing.
Entry No.	Description of Records	Disposal Action
1.7.1	Details of contracts for the maintenance and operation	Destroy 7 years after 
*1.7.1*	of forests, parks, reserves, public places and sportsgrounds.	completion or other 
	termination of 
	agreement

Parks, Reserves and Public Places
The function of acquiring, managing, designing and constructing parks, reserves and public places, either owned or controlled and managed by the Department. Includes providing security and the provision of active and passive recreation opportunities. Also includes forests and forest-based recreational and educational opportunities.
Customer Service
The activities associated with the planning, monitoring and evaluation of services provided to customers by the agency.
Entry No.	Description of Records	Disposal Action
1.8.1	Records documenting the planning, monitoring and	Destroy 5 years after 
*1.8.1*	evaluation of customer services provided to the agency's	last action
	public clients (includes enquiry desk, telephone information 
	service or shopfront) in relation to the Parks, Reserves and 
	Public Places function.
Designing
The activity of designing Departmental premises, offices, depots, other places of Department business, parks and reserves, roads and streets, drainage infrastructure, traffic and transport infrastructure, waste management infrastructure, water supply infrastructure and equipment.
Entry No.	Description of Records	Disposal Action
1.9.1	Records relevant to the design of forests, parks, reserves	Retain as Territory 
*1.9.1*	 and public places and the facilities therein.	Archives 
Disposal 
The process of disposing of property no longer required by the agency, by sale, transfer, termination of lease, auction, donation or destruction. Includes destruction or transfer, and the program of activities to facilitate the orderly transfer of semi-active and inactive records from current office space into storage.
Entry No.	Description of Records	Disposal Action
1.10.1	Disposal of land previously used for public recreation	Retain as Territory 
*1.10.1*	and open space, parklands and reserves.	Archives 
1.10.2	Disposal of explosives.	Destroy 7 years after 
*1.10.2*	acquittal of ordnance
1.10.3                 Disposal of service firearms.	Destroy 7 years after 
*1.10.3*	disposal of the 
	firearm
1.10.4                 Disposal of ammunition for service firearms.	Destroy 7 years after 
*1.10.4*	acquittal of ordnance

Parks, Reserves and Public Places
The function of acquiring, managing, designing and constructing parks, reserves and public places, either owned or controlled and managed by the Department. Includes providing security and the provision of active and passive recreation opportunities. Also includes forests and forest-based recreational and educational opportunities.
Evaluation
The process of determining the suitability of potential or existing programs, items of equipment, systems or services in relation to meeting the needs of the given situation. Includes systems analysis and ongoing monitoring.
Entry No.	Description of Records	Disposal Action
1.11.1	Evaluation of activities relating to the Parks, Reserves	Destroy 7 years after 
*1.11.1*	and Public Places function. Examples:	last action
	* Weed management							
	* Pest plant and animal management
	* Flora and fauna survey
	* Soil conservation.
	[Note: for records with research potential use “Research”]
Fire Management
The practices required to minimise, identify and manage the risks associated with fire.
Entry No.	Description of Records	Disposal Action
1.12.1	Records documenting the development and delivery of fire 	Destroy 7 years
*1.12.1*	fighting preparedness training. Includes:	after last action
	* Equipment training
	* Skills training
	* Fitness training and assessments.
1.12.2	Documentation of prescribed burning application approvals.	Destroy 7 years after 
*1.12.2*	strategic fire fuel 
	management plan 
	superseded
1.12.3	Non-completion of annual fuel management programs.	Destroy 7 years after 
*1.12.3*	strategic fire fuel 
	management plan 
	superseded	

Parks, Reserves and Public Places
The function of acquiring, managing, designing and constructing parks, reserves and public places, either owned or controlled and managed by the Department. Includes providing security and the provision of active and passive recreation opportunities. Also includes forests and forest-based recreational and educational opportunities.
Horticultural services
The services provided in relation to tree, turf and flower growing, supply and landscaping, including nursery production of plants.
Entry No.	Description of Records	Disposal Action
1.13.1	Records documenting the establishment of permanent 	Retain as Territory 
*1.13.1*	horticultural assets in forests, parks, places and sportsgrounds.	Archives 
1.13.2	Records relating to the significant design and landscaping	Retain as Territory
*1.13.2*	of forests, parks, reserves and public places including	Archives 
reconstruction. Example:
	* Restoration of areas within forests, parks, reserves and public 
	places (eg Boboyan Pines)
	* Bushland regeneration
	* Bushfire reconstruction
	[Note: for records pertaining to ‘significant trees’ see 
 	“Conservation” 1.5.1]
1.13.3	The summary records pertaining to disease or pest outbreaks.	Retain as Territory
*1.13.3*		Archives
1.13.4	Horticultural services related to rural lands and pasture	Destroy 7 years 
*1.13.4*	management.	after last action
1.13.5	Records pertaining to the maintenance or removal of 	Destroy 7 years after
*1.13.5*	horticultural assets in forests, parks, reserves and public	last action 
	places.	
1.13.6	Routine activities in relation to flower growing, landscaping,	Destroy 7 years after 
*1.13.6*	soils and production of plants.                            	last action
1.13.7	Horticultural services relating to tree management and          	Destroy 7 years after *1.13.7*	protection.                                                                                  	last action
1.13.8	Records relating to the routine design and landscaping of        	Destroy 7 years after 
*1.13.8*	parks, reserves and public places including       	last action
reconstruction. Example: 
*Playgrounds and picnic areas	

Parks, Reserves and Public Places
The function of acquiring, managing, designing and constructing parks, reserves and public places, either owned or controlled and managed by the Department. Includes providing security and the provision of active and passive recreation opportunities. Also includes forests and forest-based recreational and educational opportunities.
Implementation
The activities associated with carrying out or putting into action, plans, policies, procedures or instructions, all of which could be internally or externally driven. Includes manual or automated databases, applications or systems, but excludes installation of equipment. Also includes monitoring to ensure the implementation goes according to schedule and that standards are met and includes first aid treatment.
Entry No.	Description of Records	Disposal Action
1.14.1	Summary records documenting execution of implementation	Retain as Territory
*1.14.1*	plans, policies and procedures related to the Parks,	Archives
	Reserves and Public Places function.	
Inspections
The process of official examinations of facilities, equipment and items, to ensure compliance with agreed standards and objectives.
Entry No.	Description of Records	Disposal Action
1.15.1	Records of inspection of forests, parks, public places and	Destroy 7 years after 
*1.15.1*	sportsgrounds for the purpose of asset acceptance.	last action
1.15.2	Records of inspection of existing forests, parks, public places	Destroy 7 years after 
*1.15.2*	and sportsgrounds to determine compliance with standards.	last action	
Leasing-out
The activities involved in leasing-out items, equipment, accommodation, premises or real estate to another agency or person for a specified period and agreed price. Includes the formal documentation setting out conditions, rights, responsibilities etc of both parties. Also includes subleasing.
Entry No.	Description of Records	Disposal Action
1.16.1	Records documenting leasing out of assets within forests, parks,	Destroy 7 years after 
*1.16.1*	reserves and public places, including formal documentation	last action
	specified setting out periods, conditions, rights and 
	responsibilities such as camp areas.

Parks, Reserves and Public Places
The function of acquiring, managing, designing and constructing parks, reserves and public places, either owned or controlled and managed by the Department. Includes providing security and the provision of active and passive recreation opportunities. Also includes forests and forest-based recreational and educational opportunities.
Liaison
The activities associated with maintaining regular general contact between the agency and professional associations, professionals in related fields, other private sector organisations and community groups. Includes sharing informal advice and discussions, membership of professional associations and collaborating on projects that are not joint ventures.
Entry No.	Description of Records	Disposal Action
1.17.1	Liaison with external agencies, professional associations and 	Retain as Territory 
*1.17.1*	community groups on issues of significance to the Territory 	Archives 
	related to the Parks, Reserves and Public Places function.
	Examples:
	* Canberra Nara Park
	* John Knight Memorial Park
1.17.2	Liaison with indigenous groups (who are signatories to 	Retain as Territory 
*1.17.2*	agreements) regarding issues related to the Parks, Reserves	Archives 
	and Public Places function.
1.17.3	Liaison with external agencies, professional associations and 	Destroy 7 years after 
*1.17.3*	community groups on issues, which are not of significance	last action
	to the Territory related to the Parks, Reserves and Public	
	Places function. Example:
	* Redesign of a community public area
Maintenance
The activities associated with the upkeep, repair, servicing, modification and preservation of internal/external conditions of premises, equipment, vehicles etc.
Entry No.	Description of Records	Disposal Action
1.18.1	Maintenance of assets and equipment including tracks, trails,  	Destroy 7 years after 
*1.18.1*	fences and signs etc within forests, parks, reserves and.	last action	
 		public places.

Parks, Reserves and Public Places
The function of acquiring, managing, designing and constructing parks, reserves and public places, either owned or controlled and managed by the Department. Includes providing security and the provision of active and passive recreation opportunities. Also includes forests and forest-based recreational and educational opportunities.
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 No.	Description of Records	Disposal Action
1.19.1	Final versions of minutes and supporting documents that	Destroy 7 years after 
*1.19.1*	support the Parks, Reserves and Public Places function. 	last action
1.19.2	Meetings relevant to the management of business units	Destroy 2 years after 
*1.19.2*	involved in the provision, construction, maintenance and	last action
 	operation of forests, parks, reserves and public places.
1.19.3	Working papers documenting the conduct and administration	Destroy when 
*1.19.3*	of meetings held to support the Parks, Reserves and Public	reference ceases
	Places function. Includes agenda, notices of meetings and 
	draft minutes.
Planning
The process of formulating ways in which objectives can be achieved. Includes determination of services, needs and solutions to those needs.
Entry No.	Description of Records	Disposal Action
1.20.1	Final versions of management plans related to the Parks,	Retain as Territory 
*1.20.1*	Reserves and Public Places function.	Archives 
1.20.2	Working papers used in developing plans, draft plans and	Destroy 7 years after 
*1.20.2*	maps, reports analysing issues and comments related to	adoption of final 
	the Parks, Reserves and Public Places function. 		      plan	

Parks, Reserves and Public Places
The function of acquiring, managing, designing and constructing parks, reserves and public places, either owned or controlled and managed by the Department. Includes providing security and the provision of active and passive recreation opportunities. Also includes forests and forest-based recreational and educational opportunities.
Policy
The activities associated with developing and establishing decisions, directions and precedents which act as a reference for future decision making, as the basis from which the agency's operating procedures are determined.
Entry No.	Description of Records	Disposal Action
1.21.1	Final versions of policies related to the Parks, Reserves and	Retain as Territory 
*1.21.1*	Public Places function.	Archives 
1.21.2	Working papers used in developing policies related to the	Destroy 7 years after 
*1.21.2*	Parks, Reserves and Public Places function.	adoption of final 
		policy 
Procedures
Standard methods of operating laid down by an agency according to formulated policy.
Entry No.	Description of Records	Disposal Action
1.22.1	Master version of agency manuals, handbooks, regulations	Retain as Territory 
*1.22.1*	and standard methods detailing procedures supporting the	Archives 
	Parks, Reserves and Public Places function.
1.22.2	Final versions of agency manuals, handbooks, regulations 	Destroy 7 years after 
*1.22.2*	and standard methods detailing procedures supporting the	procedures 
	Parks, Reserves and Public Places function. 	superseded
1.22.3	Records documenting the development of agency              	Destroy 7 years after *1.22.3*	procedures supporting the Parks, Reserves and Public                 	adoption of final
 		Places function. 	procedure

Parks, Reserves and Public Places
The function of acquiring, managing, designing and constructing parks, reserves and public places, either owned or controlled and managed by the Department. Includes providing security and the provision of active and passive recreation opportunities. Also includes forests and forest-based recreational and educational opportunities.
Regulation and monitoring
Activities that check, observe, or record the operation of equipment, infrastructure, services or systems.
Entry No.	Description of Records	Disposal Action
1.23.1	Activities related to the regulation and monitoring of issues	Retain as Territory 
*1.23.1*	of significance to the Territory relating to the Parks,	Archives 
	Reserves and Public Places function.
1.23.2	Activities related to the regulation and monitoring of issues,	Destroy 7 years after 
*1.23.2*	which are not of significance to the Territory relating to the	last action
	Parks, Reserves and Public Places function.
Reporting 
The processes associated with initiating or providing a formal response to a situation or request (either internal, external or as a requirement of corporate policies), and to provide formal statements or findings of the results of the examination or investigation. Includes agenda, briefing, business, discussion papers, proposals, reports, reviews and returns.
Entry No.	Description of Records	Disposal Action
1.24.1	Final versions of reports documenting formal statements	Retain as Territory
*1.24.1*	or findings of the result of the examinations related to the	Archives
	Parks, Reserves and Public Places function.
1.24.2	Working papers associated with the development of	Destroy 2 years after
*1.24.2*	reports documenting actions related to the Parks, Reserves	adoption of final
	and Public Places function.	

Parks, Reserves and Public Places
The function of acquiring, managing, designing and constructing parks, reserves and public places, either owned or controlled and managed by the Department. Includes providing security and the provision of active and passive recreation opportunities. Also includes forests and forest-based recreational and educational opportunities.
Research
The activities involved in investigating or enquiring into a subject or area of interest in order to discover facts, principles etc. Used to support development of projects, standards, guidelines etc and the business activities of the agency in general. Includes following up enquiries relating to organisational programs, projects, working papers, literature searches etc.
Entry No.	Description of Records	Disposal Action
1.25.1	Major research carried out for contribution to nationally	Retain as Territory 
*1.25.1*	coordinated programs related to forests, parks, reserves and	Archives 
 	public places.
1.25.2	Research carried out for the establishment and management of	Retain as Territory 
*1.25.2*	parks, reserves and public places.	Archives 
1.25.3	Research carried out that establishes a heritage value.	Retain as Territory *1.25.3*		Archives
Security
The activities associated with measures taken to protect people,  premises, equipment or information from accidental or intentional damage or from unauthorised access.  Includes the security classification of personnel and criminal record checks.
Entry No.	Description of Records	Disposal Action
1.26.1	Major security breaches or incidents, which results in the	Retain as Territory 
*1.26.1*	laying of charges, or where sabotage is strongly suspected	Archives
	within forests, parks, reserves and public places. Including 
	break-ins, unauthorised access, intentional damage and fires.
1.26.2	Records relating to security arrangements, procedures and 	Destroy 7 years after 
*1.26.2*	incidents, surveillance, and access related to the Parks,	last action
	Reserves and Public Places function.

Parks, Reserves and Public Places
The function of acquiring, managing, designing and constructing parks, reserves and public places, either owned or controlled and managed by the Department. Includes providing security and the provision of active and passive recreation opportunities. Also includes forests and forest-based recreational and educational opportunities.
Service provision
The activities relating to services provided by an agency on a long term basis or by other agencies. Includes requests and applications for services, assessment of eligibility and entitlements, liaison with other agencies regarding the provision of services. Also includes activities to lobby for services and to increase service provision.  Also includes the installation, operation and removal of temporary facilities in parks and reserves, such as water, electricity, temporary toilets, etc. for special outdoor events.
Entry No.	Description of Records	Disposal Action
1.27.1	Records associated with the provision of services relevant to	Destroy 7 years after 
*1.27.1*	parks, reserves and public places.	last action
Standards
The process of implementing industry or agency benchmarks for services and processes to enhance the quality and efficiency of the agency.
Entry No.	Description of Records	Disposal Action
1.28.1	Records documenting the implementation of industry and	Destroy 7 years after 
*1.28.1*	agency standards to support the Parks, Reserves and	standards are 
	Public Places function.	superseded

Parks, Reserves and Public Places
The function of acquiring, managing, designing and constructing parks, reserves and public places, either owned or controlled and managed by the Department. Includes providing security and the provision of active and passive recreation opportunities. Also includes forests and forest-based recreational and educational opportunities.
Tendering
The activities involved in receiving and assessing tenders, of making offers and finalising by contract arrangements for the supply, sale or purchase of goods and services.
Entry No.	Description of Records	Disposal Action
1.29.1	Signed contracts under seal resulting from tenders and 	Destroy 12 years 
*1.29.1*	supporting records.	after completion or 
	other termination of 
	contract
1.29.2	The development and issuing of tender documentation.	Destroy 7 years after 
*1.29.2*	Includes statement of requirements, requests for proposals,	tender process 
	expression of interest,  request for tender (RFT) and draft 	      completed 
	contract.
1.29.3	Evaluation of tenders received against selection criteria.  	Destroy 7 years after 
*1.29.3*	Includes records documenting arrangements for carrying	tender process 
	out the evaluation process, evaluation report, recommendations,      completed
	final report and public notices.
1.29.4	Records of unsuccessful tender or a tender process where	Destroy 7 years after 
*1.29.4*	there is no suitable bidder, or where the tender process	tender process 
	has been discontinued. Includes submissions, notification	completed or 
	of outcome and reports on debriefing sessions.	decision made not to 
		continue with the 
		tender
1.29.5	Tender register.	Destroy 7 years after 
*1.29.5*	last entry
1.29.6	Signed simple contracts and agreements resulting from	Destroy 7 years after 
*1.29.6*	tenders and supporting records.	completion or other 
	termination of 
	contract

Parks, Reserves and Public Places
The function of acquiring, managing, designing and constructing parks, reserves and public places, either owned or controlled and managed by the Department. Includes providing security and the provision of active and passive recreation opportunities. Also includes forests and forest-based recreational and educational opportunities.
Vegetation Management 
The activity of managing the control and/ or preservation of vegetation.
Entry No.	Description of Records	Disposal Action
1.30.1	Strategic management of plant communities and/or species.	Retain as Territory 
*1.30.1* 	of significance to the territory. Examples:	Archives 
	* Westbourne Woods
	* Cork Oak Plantation
	* Terango Leek Orchid
1.30.2	Routine management of other plant communities and/or species.	Destroy 7 years 
*1.30.2*		after last action
Visits
The activities involved in arranging visits by other agencies, the public and students to the agency, with a view to inform, educate or promote the services, operation and role of the organisation. Includes arranging visits by staff to other agencies.
Entry No.	Description of Records	Disposal Action
1.31.1	Visits by royalty, heads of state and politicians. Includes	Retain as Territory 
*1.31.1*	signed visitor’s books.	Archives 
1.31.2	Records documenting public visitor books and visits by	Destroy 5 years after 
*1.31.2*	important community representatives (does not include	last action
	visits by royalty, heads of state and politicians).
1.31.3	Visits and tours by the general public and students to parks and 	Destroy 2 years after 
*1.31.3*	reserves and by staff to schools and community events/forums.	last action

classes for retention as territory archives

Classes for retention as Territory Archives
Parks, Reserves and Public Places
The function of acquiring, managing, designing and constructing parks, reserves and public places, either owned or controlled and managed by the Department. Includes providing security and the provision of active and passive recreation opportunities. Also includes forests and forest-based recreational and educational opportunities.
Agreements
The processes associated with the establishment, maintenance, review and negotiation of agreements.
Entry No.	Description of Records	Disposal Action
1.3.1	Final versions of agreements such as agreements between 	Retain as Territory 
*1.3.1*	the Territory and Commonwealth agencies related to the	Archives
	Parks, Reserves and Public Places function.
	Example: 
 	*Memorandum of Understanding (MOU) between	
	ACT and the Commonwealth for Land Management 
 	conservation purposes.
Committees
The activities associated with the management of committees and task forces. Includes the committee's establishment, appointment of members, terms of reference, proceedings, minutes of meetings, reports, agendas etc.
Entry No.	Description of Records	Disposal Action
1.4.1	Records associated with the establishment and operation of 	Retain as Territory 
*1.4.1*	committees relevant to public forests, parks, places and sportsgrounds.	Archives
Conservation
The activities involved in the preservation, protection, maintenance, restoration and enhancement of properties, including buildings and land, and information resources and artefacts.
Entry No.	Description of Records	Disposal Action
1.5.1	Records documenting conservation and or protection 	Retain as Territory 
*1.5.1*	activities related to the Environmental Management 	Archives 
	function for issues of significance to the Territory.   
	Includes:
	*Significant trees.  [For the Significant tree register 
	See ‘Registration’]
	*Sites of biological or cultural significance
	Example:
	*Murrumbidgee River Corridor

Classes for retention as Territory Archives
Parks, Reserves and Public Places
The function of acquiring, managing, designing and constructing parks, reserves and public places, either owned or controlled and managed by the Department. Includes providing security and the provision of active and passive recreation opportunities. Also includes forests and forest-based recreational and educational opportunities.
Construction
The process of making or building something.
Entry No.	Description of Records	Disposal Action
1.6.1	Records documenting the construction details of public	Retain as Territory 
*1.6.1*	parks, places and sportsgrounds and the facilities therein.	Archives 
1.6.2	Documentation related to construction of  major assets within	Retain as Territory 
*1.6.2*	Parks, reserves and public places including design and siting	Archives 
	plans and project management records. Including buildings 
	and toilet blocks.
Designing
The activity of designing Departmental premises, offices, depots, other places of Department business, parks and reserves, roads and streets, drainage infrastructure, traffic and transport infrastructure, waste management infrastructure, water supply infrastructure and equipment.
Entry No.	Description of Records	Disposal Action
1.9.1	Records relevant to the design of forests, parks, public place,	Retain as Territory 
*1.9.1*	sportsgrounds and the facilities therein.	Archives 
Disposal
The process of disposing of property no longer required by the agency, by sale, transfer, termination of lease, auction, donation or destruction. Includes destruction or transfer, and the program of activities to facilitate the orderly transfer of semi-active and inactive records from current office space into storage.
Entry No.	Description of Records	Disposal Action
1.10.1	Disposal of land previously used for public recreation and open 	Retain as Territory 
*1.10.1*	space, parklands and reserves.	Archives 

Classes for retention as Territory Archives
Parks, Reserves and Public Places
The function of acquiring, managing, designing and constructing parks, reserves and public places, either owned or controlled and managed by the Department. Includes providing security and the provision of active and passive recreation opportunities. Also includes forests and forest-based recreational and educational opportunities.
Horticultural services
The services provided in relation to tree, turf and flower growing, supply and landscaping, including nursery production of plants.
Entry No.	Description of Records	Disposal Action
1.13.1	Records documenting the establishment of permanent 	Retain as Territory 
*1.13.1*	horticultural assets in forests, parks, places and sportsgrounds.	Archives 
1.13.2	Records relating to the significant design and landscaping	Retain as Territory
*1.13.2*	of forests, parks, reserves and public places of including	Archives 
reconstruction. Example:
	* Restoration of areas within forests, parks, reserves and public 
	places (eg Boboyan Pines)
	* Bushland regeneration
	* Bushfire reconstruction
	[Note: for records pertaining to ‘significant trees’ see 
 	“Conservation” 1.5.1]
1.13.8	The summary records pertaining to disease or pest outbreaks.	Retain as Territory
*1.13.8*	                                    	Archives
Implementation
The activities associated with carrying out or putting into action, plans, policies, procedures or instructions, all of which could be internally or externally driven. Includes manual or automated databases, applications or systems, but excludes installation of equipment. Also includes monitoring to ensure the implementation goes according to schedule and that standards are met and includes first aid treatment.
Entry No.	Description of Records	Disposal Action
1.14.1	Records documenting execution of implementation plans,	Retain as Territory
*1.14.1*	policies and procedures related to the Parks,	Archives
	Reserves and Public Places function.	

Classes for retention as Territory Archives
Parks, Reserves and Public Places
The function of acquiring, managing, designing and constructing parks, reserves and public places, either owned or controlled and managed by the Department. Includes providing security and the provision of active and passive recreation opportunities. Also includes forests and forest-based recreational and educational opportunities.
Liaison
The activities associated with maintaining regular general contact between the agency and professional associations, professionals in related fields, other private sector organisations and community groups. Includes sharing informal advice and discussions, membership of professional associations and collaborating on projects that are not joint ventures.
Entry No.	Description of Records	Disposal Action
1.17.1	Liaison with external agencies, professional associations and 	Retain as Territory 
*1.17.1*	community groups on issues of significance to the Territory 	Archives 
	related to the Parks, Reserves and Public Places function.
	Example:
	* Canberra Nara Park
	* John Knight Memorial Park
1.17.2	Liaison with indigenous groups (who are signatories to 	Retain as Territory 
*1.17.2*	agreements) regarding issues related to the Parks, Reserves	Archives 
	and Public Places function.
Planning
The process of formulating ways in which objectives can be achieved. Includes determination of services, needs and solutions to those needs.
Entry No.	Description of Records	Disposal Action
1.20.1	Final versions of management plans related to the Parks,	Retain as Territory 
*1.20.1*	Reserves and Public Places function.	Archives
Policy
The activities associated with developing and establishing decisions, directions and precedents which act as a reference for future decision making, as the basis from which the agency's operating procedures are determined.
Entry No.	Description of Records	Disposal Action
1.21.1	Final versions of policies related to acquisition, design and	Retain as Territory 
*1.21.1*	control of the Parks, Reserves and Public Places function.	Archives 

Classes for retention as Territory Archives
Parks, Reserves and Public Places
The function of acquiring, managing, designing and constructing parks, reserves and public places, either owned or controlled and managed by the Department. Includes providing security and the provision of active and passive recreation opportunities. Also includes forests and forest-based recreational and educational opportunities.
Procedures
Standard methods of operating laid down by an agency according to formulated policy.
Entry No.	Description of Records	Disposal Action
1.22.1	Master version of agency manuals, handbooks, regulations and 	Retain as Territory 
*1.22.1*	standard methods detailing procedures supporting the parks and 	Archives 
	reserves function.
Regulation and Monitoring
Activities that check, observe, or record the operation of equipment, infrastructure, services or systems.
Entry No.	Description of Records	Disposal Action
1.23.1	Activities related to the regulation and monitoring of issues of 	Retain as Territory 
*1.23.1*	significance to the Territory relating to the Parks, Reserves	Archives 
	and Public Places function.	
Research
The activities involved in investigating or enquiring into a subject or area of interest in order to discover facts, principles etc. Used to support development of projects, standards, guidelines etc and the business activities of the agency in general. Includes following up enquiries relating to organisational programs, projects, working papers, literature searches etc.
Entry No.	Description of Records	Disposal Action
1.25.1	Research carried out for contribution to nationally coordinated 	Retain as Territory 
*1.25.1*	programs related to forests, parks, reserves and public places.	Archives 
1.25.2	Research carried out for the establishment and management of	Retain as Territory 
*1.25.2*	Parks, reserves and public places.	Archives 
1.25.3	Research carried out that establishes a heritage value.	Retain as Territory 
*1.25.3*		Archives 

Classes for retention as Territory Archives
Parks, Reserves and Public Places
The function of acquiring, managing, designing and constructing parks, reserves and public places, either owned or controlled and managed by the Department. Includes providing security and the provision of active and passive recreation opportunities. Also includes forests and forest-based recreational and educational opportunities.
Security
The activities associated with measures taken to protect people,  premises, equipment or information from accidental or intentional damage or from unauthorised access.  Includes the security classification of personnel and criminal record checks.
Entry No.	Description of Records	Disposal Action
1.26.1	Major security breaches or incidents, which results in the	Retain as Territory 
*1.26.1*	laying of charges, or where sabotage is strongly suspected	Archives
	within forests, parks, reserves and public places. Including 
	break-ins, unauthorised access, intentional damage and fires.
Vegetation Management
The activity of managing the control and/ or preservation of vegetation.
Entry No.	Description of Records	Disposal Action
1.30.1	Strategic management of plant communities and/or species.	Retain as Territory 
*1.30.1* 	of significance to the territory. Examples:	Archives 
	* Westbourne Woods
	* Cork Oak Plantation
	* Terango Leek Orchid
Visits
The activities involved in arranging visits by other agencies, the public and students to the agency, with a view to inform, educate or promote the services, operation and role of the organisation. Includes arranging visits by staff to other agencies.
Entry No.	Description of Records	Disposal Action
1.31.1	Visits by royalty, heads of state and politicians. Includes	Retain as Territory 
*1.31.1*	signed visitor’s books.	Archives