Australian Capital Territory
Territory Records (Records Disposal Schedule – ACT Government Veterinarian Records) Approval 2008 (No 1)
Notifiable instrument NI2008—253
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 – ACT Government Veterinarian Records) Approval 2008 (No 1)
2.	Approval
I approve the Records Disposal Schedule – ACT Government Veterinarian Records.
3.	Commencement
This instrument commences on the day after notification.

David Wardle
Director of Territory Records
27 June 2008

Records Disposal Schedule
ACT Government Veterinarian Records

Table of Contents
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
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
VETERINARY SERVICES
RECORDS DISPOSAL SCHEDULE
Advice
Agreements
Animal Welfare
Appeals (decisions)
Authorisation
Committees
Committees (Continued)
Compliance
Contracting out
Customer service
Evaluation
Fees and charges determination
Grant funding
Implementation
Infringements
Inspections
Liaison
Licensing
Maintenance
Mapping Programs
Notifications
Planning
Policy
Procedures
Registration
Regulation and monitoring
Reporting
Research
Risk management
Service Provision
Standards
Submissions
Tendering
Tendering (Continued)
RETAIN AS TERRITORY ARCHIVES
Advice
Agreements
Animal Welfare
Appeals (decisions)
Authorisation
Committees
Customer service
Evaluation
Liaison
Mapping Programs
Notifications
Planning
Policy
Registration
Regulation and monitoring
Reporting
Research
Service Provision
Submissions

INTRODUCTION
The Records Disposal Schedule - ACT Government Veterinarian Records is the official authority for the disposal of records relating to ACT Government Veterinarian 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 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 ACT Government Veterinarian records created or maintained by ACT Government Agencies.
SCOPE
This Records Disposal Schedule applies to records created or maintained by ACT Government Agencies. 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 it 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 - ACT Government Veterinarian Records has a hierarchical structure that reflects its arrangements according to functions and activities, rather than by subject, and this also reflects a close relationship to the Territory Version of Keyword AAA. The Records Disposal Schedule is designed to be applicable to all ACT Government Veterinarian 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 document 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 - ACT Government Veterinarian Records:
•	covers all ACT Government Veterinarian records;
•	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 the activity. Activities can relate to many functions with the scope notes covering all of these relationships (e.g., 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;
•	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 re-recording) does not 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 records classes covered by this Records Disposal Schedule:
Animal Diseases Act 2005
Animal Welfare Act 2002
Nature Conservation Act 1980
Territory Records Act 2002
Freedom of Information Act 1989

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;
•	determine 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 transition 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 that 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 that 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 that 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
VETERINARY SERVICES
The function of providing government veterinary services within the ACT, including the provision of advice, monitoring and reporting of issues relating to animal health, husbandry and diseases. Also includes managing disease outbreaks amongst animal populations, e.g. Equine Influenza.
Advice
The activities associated with offering opinions by or to the agency as to an action or judgement. Includes the process of advising. [TARDiS]
Agreements
The activities associated with the establishment, maintenance, review and negotiation of agreements. [TARDiS]

Animal Welfare
The activity of managing the control and humane treatment, and preservation of domestic animals, livestock and wildlife.
Appeals (decisions)
The activities involved in the process of appeals against decisions by application to a higher authority. [TARDiS]
Authorisation
The process of delegating power to authorise an action and the seeking and granting permission to undertake a requested action. [TARDiS]
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. [TARDiS]
Compliance
The activities associated with complying with mandatory or optional accountability, fiscal, legal, regulatory or quality standards or requirements to which the agency is subject. Includes compliance with legislation and with national and international standards, such as the ISO 9000 series. [TARDiS]
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. [TARDiS]
Customer service
The activities associated with the planning, monitoring and evaluation of services provided to customers by the agency. [TARDiS]
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. [TARDiS]
Fees and charges determination
The activities associated with determining fees and charges.
Grant funding
The activities associated with the application for and receipt of grants. [TARDiS]
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. [TARDiS]
Infringements
The activities associated with handling breaches of rules. Includes driving or traffic infringements and infringements of the agency's intellectual property. [TARDiS]
Inspections
The process of official examinations of facilities, equipment and items, to ensure compliance with agreed standards and objectives. [TARDiS]
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. [TARDiS]

Licensing
The activities associated with the granting of authoritative permission, approval, consent or licence to undertake specific tasks. Includes the licensing of individuals, groups or corporations.
Maintenance
The activities associated with the upkeep, repair, servicing, modification and preservation of internal/external conditions of premises, equipment, vehicles etc. [TARDiS]
Mapping Programs
The activities associated with the collection, management and presentation of land information.
Notifications
The activities of notifying businesses and residents of a failure to comply with the Department's standards and regulations, inappropriate practices, or the Department's intention to take action. Includes the management of notices.
Planning
The process of formulating ways in which objectives can be achieved. Includes determination of services, needs and solutions to those needs. [TARDiS]
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. [TARDiS]
Procedures
Standard methods of operating laid down by the agency according to formulated policy. [TARDiS]
Registration
The activities to record, catalogue, inventory or list. The establishment and maintenance of registers containing information required by legislation.
Regulation and monitoring
Activities that check, observe, or record the operation of equipment, infrastructure, services or systems.

Reporting
The processes associated with initiating or providing a formal response to a situation or request (either internal, external or as a requirement of corporate policies), and to provide formal statements or findings of the results of the examination or investigation. Includes agenda, briefing, business, discussion papers, proposals, reports, reviews and returns. [TARDiS]
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. [TARDiS]
Risk management
The process involving identification of risks, likelihood and consequences of those risks and implementation of appropriate practice and procedures to treat the risks. [TARDiS]

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 specific benchmarks for services and processes to enhance the quality and efficiency of the agency. [TARDiS]
Submissions
The preparation and submission of a formal statement (e.g. report, statistics, etc) supporting a case or opinion held by the agency which is submitted to another agency, or within the agency, for the purpose of either gain or support. [TARDiS]

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. [TARDiS]

RECORDS DISPOSAL SCHEDULE

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

Entry No.	Description of Records	Disposal Action	
176.005.001	Records documenting the receipt and provision of advice that resulted in major changes. Includes advice provided by consultants.	Retain as Territory Archives	
*176.005.001*			
176.005.002	Records documenting the receipt and provision of all other advice. Includes advice provided by consultants.	Destroy 5 years after action completed	
*176.005.002*			
176.005.003	Working papers documenting the development of advice.	Destroy 2 years after action completed	
*176.005.003*			
Agreements
The activities associated with the establishment, maintenance, review and negotiation of agreements. [TARDiS]

Entry No.	Description of Records	Disposal Action	
176.006.001	Records relating to agreements that are of significance to the Territory, including supporting documents, contracts, project scope documents.	Destroy 7 years after action completed	
*176.006.001*			
176.006.002	Records relating to agreements that are not of significance to the Territory, including supporting documents, contracts, project scope documents.	Destroy 7 years after action completed	
*176.006.002*			
Animal Welfare
The activity of managing the control and humane treatment, and preservation of domestic animals, livestock and wildlife.

Entry No.	Description of Records	Disposal Action	
176.270.001	Records documenting the management of exotic pest species.	Retain as Territory Archives	
*176.270.001*			
176.270.002	Records documenting the management of threatened species.	Retain as Territory Archives	
*176.270.002*			
176.270.003	Records documenting the routine management of domestic animals, livestock and wildlife.	Destroy 7 years after action completed	
*176.270.003*			
Appeals (decisions)
The activities involved in the process of appeals against decisions by application to a higher authority. [TARDiS]

Entry No.	Description of Records	Disposal Action	
176.009.001	Records documenting the process of appeals to higher authorities against decisions where the Territory is the major participant (e.g. Administrative Appeals Tribunal).	Retain as Territory Archives	
*176.009.001*			
176.009.002	Records documenting the process of appeals to higher authorities against decisions where the Territory is the minor participant (e.g. input into Development Application appeal defences).	Destroy 7 years after action completed	
*176.009.002*			
176.009.003	Records documenting appeals against a decision/order where the agency has provided input into the appeal.	Destroy 2 years after action completed	
*176.009.003*			
176.009.004	Records documenting appeals against infringement notices by general public.	Destroy 2 years after action completed	
*176.009.004*			
Authorisation
The process of delegating power to authorise an action and the seeking and granting permission to undertake a requested action. [TARDiS]

Entry No.	Description of Records	Disposal Action	
176.014.001	Delegations of power to agency staff to authorise administrative action.	Retain as Territory Archives	
*176.014.001*			
176.014.002	Documentation relating to the process of assessing and issuing authorisations to undertake administrative action.	Destroy 7 years after authorisation expires or is superseded	
*176.014.002*			
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. [TARDiS]

Entry No.	Description of Records	Disposal Action	
176.020.001	Records of high-level external and internal committees and task forces formed to manage or advise on matters relating to the function that are of significance to the Territory, including records relating to inter-governmental and inter-agency committees. Also includes final versions of documents:
- Establishing the committee;
- Terms of reference;
- Appointment of members;
- Minutes;
- Reports;
- Recommendations;
- Briefings papers; and
- Discussion papers.	Retain as Territory Archives	
*176.020.001*			
176.020.002	Records documenting declarations of members' private interests.	Destroy 7 years after termination of appointment	
*176.020.002*			
Committees (Continued)
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. [TARDiS]

176.020.003	Records documenting the agency's involvement with other committees and task forces formed to consider specific matters relating to the function that are not of significance to the Territory. Includes final versions of documents:
- Establishing the committee;
- Terms of reference;
- Appointment of members;
- Minutes;
- Reports;
- Recommendations;
- Briefings papers; and
- Discussion papers.	Destroy 5 years after action completed	
*176.020.003*			
176.020.004	Records of working papers and administration of committees. Includes:
- Agenda;
- Notice of meetings;
- Draft minutes; and
- Room bookings.	Destroy 6 months after action completed	
*176.020.004*			
Compliance
The activities associated with complying with mandatory or optional accountability, fiscal, legal, regulatory or quality standards or requirements to which the agency is subject. Includes compliance with legislation and with national and international standards, such as the ISO 9000 series. [TARDiS]

Entry No.	Description of Records	Disposal Action	
176.021.001	Records relating to agency compliance with mandatory or optional standards or with statutory requirements.	Destroy 7 years after action completed	
*176.021.001*			
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. [TARDiS]

Entry No.	Description of Records	Disposal Action	
176.025.001	Contract management records. Including: - Minutes of meetings with main stakeholders; and - Performance and evaluation reports.	Destroy 7 years after completion or other termination of agreement or contract	
*176.025.001*			
Customer service
The activities associated with the planning, monitoring and evaluation of services provided to customers by the agency. [TARDiS]

Entry No.	Description of Records	Disposal Action	
176.030.001	Final versions of customer service charters	Retain as Territory Archives	
*176.030.001*			
176.030.002	Records documenting the planning, monitoring and evaluation of customer services provided to customers. Includes customer surveys.	Destroy 3 years after action completed	
*176.030.002*			
176.030.003	Records documenting the management and use of translation services.	Destroy 1 year after action completed	
*176.030.003*			
176.030.004	Records documenting the development of service charters and directives.	Destroy 6 months after action completed	
*176.030.004*			
176.030.005	Records documenting the management of an enquiry desk or library.	Destroy 6 months after action completed	
*176.030.005*			
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. [TARDiS]

Entry No.	Description of Records	Disposal Action	
176.042.001	External and internal reports evaluating potential or existing services and systems.	Retain as Territory Archives	
*176.042.001*			
176.042.002	Other records documenting the evaluation and ongoing monitoring of the function.	Destroy 3 years after action completed	
*176.042.002*			
176.042.003	Working papers supporting external or internal reporting evaluation the function.	Destroy 6 months after action completed	
*176.042.003*			
Fees and charges determination
The activities associated with determining fees and charges.

Entry No.	Description of Records	Disposal Action	
176.201.001	Records documenting the determination of fees and charges.	Destroy 7 years after fee or charge superseded	
*176.201.001*			
Grant funding
The activities associated with the application for and receipt of grants. [TARDiS]

Entry No.	Description of Records	Disposal Action	
176.049.001	Records documenting successful applications made by the agency for grant funding.  [For the management of grant money received by the agency use TARDiS FINANCIAL MANAGEMENT - Grant Funding]	Destroy 7 years after action completed	
*176.049.001*			
176.049.002	Records documenting unsuccessful applications made by the agency for grant funding.	Destroy 2 years after action completed	
*176.049.002*			
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. [TARDiS]

Entry No.	Description of Records	Disposal Action	
176.053.001	Records documenting the implementation of significant plans, policies and procedures.	Retain as Territory Archives	
*176.053.001*			
176.053.001	Records documenting the implementation of other plans, policies and procedures.	Destroy 3 years after action completed	
*176.053.001*			
Infringements
The activities associated with handling breaches of rules. Includes driving or traffic infringements and infringements of the agency's intellectual property. [TARDiS]

Entry No.	Description of Records	Disposal Action	
176.055.001	Documentation of serious offences that carry substantial penalties such as jail sentences.	Destroy 7 years after action completed	
*176.055.001*			
176.055.002	Documentation of other offences for which fines or infringement notices may be issued.	Destroy 5 years after action completed	
*176.055.002*			
Inspections
The process of official examinations of facilities, equipment and items, to ensure compliance with agreed standards and objectives. [TARDiS]

Entry No.	Description of Records	Disposal Action	
176.057.001	Documentation of official inspections carried out by the agency to ensure compliance with standards related to the Environmental Management function.	Destroy 7 years after action completed	
*176.057.001*			
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. [TARDiS]

Entry No.	Description of Records	Disposal Action	
176.067.001	Liaison with external agencies, professional associations and community groups on veterinarian issues of significance to the Territory.	Retain as Territory Archives	
*176.067.001*			
176.067.002	Liaison with external agencies, professional associations and community groups on veterinary issues which are not of significance to the Territory.	Destroy 7 years after action completed	
*176.067.002*			
Licensing
The activities associated with the granting of authoritative permission, approval, consent or licence to undertake specific tasks. Includes the licensing of individuals, groups or corporations.

Entry No.	Description of Records	Disposal Action	
176.163.001	Records documenting the issuing of licenses related to the veterinary function.	Destroy 7 years after license, or subsequent license expires	
*176.163.001*			
Maintenance
The activities associated with the upkeep, repair, servicing, modification and preservation of internal/external conditions of premises, equipment, vehicles etc. [TARDiS]

Entry No.	Description of Records	Disposal Action	
176.069.003	Records documenting the maintenance of equipment used in providing veterinary services.	Destroy 7 years after action completed	
*176.069.003*			
Mapping Programs
The activities associated with the collection, management and presentation of land information.

Entry No.	Description of Records	Disposal Action	
176.222.001	Final controlled versions of program outputs. Includes:
- Aerial photographs;
- Maps;
- Plans;
- Survey data;
- Indexes;
- Film and digital images; and
- Reports or explanatory notes to program of mapping outputs.	Retain as Territory Archives	
*176.222.001*			
176.222.002	Plan preparation, including:
- Architecture;
- Land management;
- Surveying;
- Town planning; and
- Transport engineering.	Retain as Territory Archives	
*176.222.002*			
176.222.003	Records relating to the project management of mapping programs. Includes:
- Requests;
- Reproduction programs; and
- Maintenance systems.	Destroy 10 years after action completed	
*176.222.003*			
Notifications
The activities of notifying businesses and residents of a failure to comply with the Department's standards and regulations, inappropriate practices, or the Department's intention to take action. Includes the management of notices.

Entry No.	Description of Records	Disposal Action	
176.173.001	Records documenting the issuing of quarantine notifications.	Retain as Territory Archives	
*176.173.001*			
176.173.002	Records documenting the issuing of notices regarding failure to comply with statutory standards for incidents of significance to the Territory.	Retain as Territory Archives	
*176.173.002*			
176.173.003	Records documenting rural lessee failure to comply with the notification of conditions of land management agreements.	Destroy 10 years after action completed	
*176.173.003*			
176.173.004	Records relating to the placement and maintenance of warning and interpretive signs.	Destroy 7 years after action completed	
*176.173.004*			
176.173.005	Records documenting the issuing of notices regarding failure to comply with statutory standards for incidents, which are not of significance to the Territory.	Destroy 5 years after action completed	
*176.173.005*			
Planning
The process of formulating ways in which objectives can be achieved. Includes determination of services, needs and solutions to those needs. [TARDiS]

Entry No.	Description of Records	Disposal Action	
176.079.001	Final versions of management plans for major projects.	Retain as Territory Archives	
*176.079.001*			
176.079.002	Final version of plans for other projects.	Destroy 5 years after plan is superseded	
*176.079.002*			
176.079.003	Working papers used in developing plans, draft plans and maps, reports analysing issues and comments on draft plans.	Destroy 1 year after adoption of final plan	
*176.079.003*			

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. [TARDiS]

Entry No.	Description of Records	Disposal Action	
176.080.001	Final versions of policies.	Retain as Territory Archives	
*176.080.001*			
176.080.002	Development and establishment of agency's policies. Includes:
- Policy proposals;
- Research papers;
- Results of consultations;
- Supporting reports; and
- Major drafts.	Destroy 5 years after policy expires or is superseded	
*176.080.002*			
176.080.003	Comments made on the development of policies.	Destroy 3 years after promulgation of new policy	
*176.080.003*			
176.080.004	Policy of documents and supporting papers.	Destroy 6 months after action completed	
*176.080.004*			
Procedures
Standard methods of operating laid down by the agency according to formulated policy. [TARDiS]

Entry No.	Description of Records	Disposal Action	
176.082.001	Master set of agency manuals, handbooks, directives etc detailing procedures.	Destroy 7 years after procedures are superseded	
*176.082.001*			
176.082.002	Records documenting the development of agency procedures.	Destroy 7 years after adoption of final procedure	
*176.082.002*			
Registration
The activities to record, catalogue, inventory or list. The establishment and maintenance of registers containing information required by legislation.

Entry No.	Description of Records	Disposal Action	
176.155.001	Establishment and maintenance of registers containing information of significance to the Territory.	Retain as Territory Archives	
*176.155.001*			
176.155.002	Establishment and maintenance of other registers containing information, which are of lesser significance to the Territory.	Destroy 2 years after procedures are superseded	
*176.155.002*			
Regulation and monitoring
Activities that check, observe, or record the operation of equipment, infrastructure, services or systems.

Entry No.	Description of Records	Disposal Action	
176.166.001	Activities related to the regulation and monitoring of issues of significance to the Territory.	Retain as Territory Archives	
*176.166.001*			
176.166.002	Other activities related to the regulation and monitoring of issues which are of lesser significance to the Territory.	Destroy 7 years after action completed	
*176.166.002*			
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. [TARDiS]

Entry No.	Description of Records	Disposal Action	
176.088.001	Final versions of internal formal reports and reports made to external agencies.	Retain as Territory Archives	
*176.088.001*			
176.088.002	Final versions of periodic internal reports used to monitor and document recurring activities. Includes the collection and reporting of statistical information.	Destroy 3 years after action completed	
*176.088.002*			
176.088.003	Responses to surveys.	Destroy 3 years after action completed	
*176.088.003*			
176.088.004	Working papers associated with the development of all reports. Includes drafts and comments received.	Destroy 6 months after action completed	
*176.088.004*			
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. [TARDiS]

Entry No.	Description of Records	Disposal Action	
176.091.001	Major research carried out relating to veterinary services for the conservation and management of native fauna, captive wildlife, pest species and domestic animals. Including research carried out for contribution to nationally coordinated programs.	Retain as Territory Archives	
*176.091.001*			
176.091.002	Research carried out in partnership.	Destroy 7 years after action completed	
*176.091.002*			
Risk management
The process involving identification of risks, likelihood and consequences of those risks and implementation of appropriate practice and procedures to treat the risks. [TARDiS]

Entry No.	Description of Records	Disposal Action	
176.095.001	Records documenting risk management relating to the function. Includes documentation covering each stage of the process, treatment schedules and action plans.	Destroy 7 years after next risk assessment	
*176.095.001*			
176.095.002	Risk register.	Destroy 7 years after next risk assessment	
*176.095.002*			
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	
176.169.001	Records of diagnosis and treatment of endemic or exotic diseases as defined in legislation.	Retain as Territory Archives	
*176.169.001*			
176.169.002	Records of tagable stock (as defined in legislation) entered into the National Livestock Identification Scheme, or similar database	Destroy 7 years after action completed	
*176.169.002*			
176.169.003	Records of diagnosis and treatment of other diseases (i.e. not endemic or exotic as defined in legislation).	Destroy 5 years after action completed	
*176.169.003*			
176.169.004	Records of the management of chemical & drug residues in livestock	Destroy 5 years after action completed	
*176.169.004*			
176.169.005	Records documenting the visits and treatment of animals on-site. Includes the diary and veterinary consultation information.	Destroy 5 years after action completed	
*176.169.005*			
Standards
The process of implementing industry or agency specific benchmarks for services and processes to enhance the quality and efficiency of the agency. [TARDiS]

Entry No.	Description of Records	Disposal Action	
176.100.001	Records documenting the implementation of industry and agency standards to support the function.	Destroy 7 years after action completed	
*176.100.001*			
176.100.002	Records documenting agency adoption of new work level standards.	Destroy 7 years after standards are superseded	
*176.100.002*			
Submissions
The preparation and submission of a formal statement (e.g. report, statistics, etc) supporting a case or opinion held by the agency which is submitted to another agency, or within the agency, for the purpose of either gain or support. [TARDiS]

Entry No.	Description of Records	Disposal Action	
176.102.001	Final versions of submissions (other than Cabinet submissions) relating to significant issues.	Retain as Territory Archives	
*176.102.001*			
176.102.002	Working papers documenting the development of Cabinet submissions.	Retain as Territory Archives	
*176.102.002*			
176.102.003	Submissions (other than Cabinet submissions) made to the Chief Minister, Minister, and government bodies on issues directly relating to the agency's functions, concerning other matters of lesser importance with no far reaching impact on the social, economic and international standing of the country. Includes submissions concerning administrative matters.	Destroy 10 years after action completed	
*176.102.003*			
176.102.004	Working papers documenting the development of submissions (other than Cabinet submissions) relating to other matters of lesser importance.	Destroy 10 years after action completed	
*176.102.004*			
176.102.005	Final successful agency submission made to community organisations.	Destroy 7 years after action completed	
*176.102.005*			
176.102.006	Final unsuccessful agency submissions made to community organisations.	Destroy 7 years after action completed	
*176.102.006*			
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. [TARDiS]

Entry No.	Description of Records	Disposal Action	
176.104.001	Signed contracts under seal resulting from tenders and supporting records.	Destroy 12 years after completion or other termination of agreement or contract	
*176.104.001*			
176.104.002	The development and issue of tender documentation. Includes:
- Statement of Requirements;
- Request for Proposals;
- Expression of Interest;
- Request for Tender (RFT) and draft contract.	Destroy 7 years after tender process completed	
*176.104.002*			
176.104.003	Evaluation of tenders received against selection criteria. Includes records documenting arrangements for carrying out the evaluation process, evaluation report, recommendations, final report and public notices.	Destroy 7 years after tender process completed	
*176.104.003*			
176.104.004	Post-offer negotiations and due diligence checks for tenders.	Destroy 7 years after tender process completed or decision made not to continue with the tender	
*176.104.004*			
176.104.005	Tender register.	Destroy 7 years after last entry	
*176.104.005*			
Tendering (Continued)
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. [TARDiS]

176.104.006	Signed simple contracts and agreements resulting from tenders and supporting records.	Destroy 7 years after completion or other termination of agreement or contract	
*176.104.006*			
176.104.007	Records of unsuccessful tenders or a tender process where there is no suitable bidder, or where the tender process has been discontinued. Includes submissions, notification of outcome and reports on debriefing sessions.	Destroy 2 years after tender process completed or decision made not to continue with the tender	
*176.104.007*			

RETAIN AS TERRITORY ARCHIVES
Advice
The activities associated with offering opinions by or to the agency as to an action or judgement. Includes the process of advising. [TARDiS]

Entry No.	Description of Records	Disposal Action	
176.005.001	Records documenting the receipt and provision of advice that resulted in major changes. Includes advice provided by consultants.	Retain as Territory Archives	
*176.005.001*			
Agreements
The activities associated with the establishment, maintenance, review and negotiation of agreements. [TARDiS]

Entry No.	Description of Records	Disposal Action	
176.006.001	Records relating to agreements that are of significance to the Territory, including supporting documents, contracts, project scope documents.	Retain as Territory Archives	
*176.006.001*			
Animal Welfare
The activity of managing the control and humane treatment, and preservation of domestic animals, livestock and wildlife.

Entry No.	Description of Records	Disposal Action	
176.270.001	Records documenting the management of exotic pest species.	Retain as Territory Archives	
*176.270.001*			
176.270.002	Records documenting the management of threatened species.	Retain as Territory Archives	
*176.270.002*			
Appeals (decisions)
The activities involved in the process of appeals against decisions by application to a higher authority. [TARDiS]

Entry No.	Description of Records	Disposal Action	
176.009.001	Records documenting the process of appeals to higher authorities against decisions where the Territory is the major participant (e.g. Administrative Appeals Tribunal).	Retain as Territory Archives	
*176.009.001*			
Authorisation
The process of delegating power to authorise an action and the seeking and granting permission to undertake a requested action. [TARDiS]

Entry No.	Description of Records	Disposal Action	
176.014.001	Delegations of power to agency staff to authorise administrative action.	Retain as Territory Archives	
*176.014.001*			
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. [TARDiS]

Entry No.	Description of Records	Disposal Action	
176.020.001	Records of high-level external and internal committees and task forces formed to manage or advise on matters relating to the function that are of significance to the Territory, including records relating to inter-governmental and inter-agency committees. Also includes final versions of documents:
- Establishing the committee;
- Terms of reference;
- Appointment of members;
- Minutes;
- Reports;
- Recommendations;
- Briefings papers; and
- Discussion papers.	Retain as Territory Archives	
*176.020.001*			
Customer service
The activities associated with the planning, monitoring and evaluation of services provided to customers by the agency. [TARDiS]

Entry No.	Description of Records	Disposal Action	
176.030.001	Final versions of customer service charters	Retain as Territory Archives	
*176.030.001*			

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. [TARDiS]

Entry No.	Description of Records	Disposal Action	
176.042.001	External and internal reports evaluating potential or existing services and systems.	Retain as Territory Archives	
*176.042.001*			
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. [TARDiS]

Entry No.	Description of Records	Disposal Action	
176.067.001	Liaison with external agencies, professional associations and community groups on veterinarian issues of significance to the Territory.	Retain as Territory Archives	
*176.067.001*			
Mapping Programs
The activities associated with the collection, management and presentation of land information.

Entry No.	Description of Records	Disposal Action	
176.222.001	Final controlled versions of program outputs. Includes:
- Aerial photographs;
- Maps;
- Plans;
- Survey data;
- Indexes;
- Film and digital images; and
- Reports or explanatory notes to program of mapping outputs.	Retain as Territory Archives	
*176.222.001*			
176.222.002	Plan preparation, including:
- Architecture;
- Land management;
- Surveying;
- Town planning; and
- Transport engineering.	Retain as Territory Archives	
*176.222.002*			
Notifications
The activities of notifying businesses and residents of a failure to comply with the Department's standards and regulations, inappropriate practices, or the Department's intention to take action. Includes the management of notices.

Entry No.	Description of Records	Disposal Action	
176.173.001	Records documenting the issuing of quarantine notifications.	Retain as Territory Archives	
*176.173.001*			
176.173.002	Records documenting the issuing of notices regarding failure to comply with statutory standards for incidents of significance to the Territory.	Retain as Territory Archives	
*176.173.002*			
Planning
The process of formulating ways in which objectives can be achieved. Includes determination of services, needs and solutions to those needs. [TARDiS]

Entry No.	Description of Records	Disposal Action	
176.079.001	Final versions of management plans for major projects.	Retain as Territory Archives	
*176.079.001*			
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. [TARDiS]

Entry No.	Description of Records	Disposal Action	
176.080.001	Final versions of policies.	Retain as Territory Archives	
*176.080.001*			
Registration
The activities to record, catalogue, inventory or list. The establishment and maintenance of registers containing information required by legislation.

Entry No.	Description of Records	Disposal Action	
176.155.001	Establishment and maintenance of registers containing information of significance to the Territory.	Retain as Territory Archives	
*176.155.001*			
Regulation and monitoring
Activities that check, observe, or record the operation of equipment, infrastructure, services or systems.

Entry No.	Description of Records	Disposal Action	
176.166.001	Activities related to the regulation and monitoring of issues of significance to the Territory.	Retain as Territory Archives	
*176.166.001*			
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. [TARDiS]

Entry No.	Description of Records	Disposal Action	
176.088.001	Final versions of internal formal reports and reports made to external agencies.	Retain as Territory Archives	
*176.088.001*			
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. [TARDiS]

Entry No.	Description of Records	Disposal Action	
176.091.001	Major research carried out relating to veterinary services for the conservation and management of native fauna, captive wildlife, pest species and domestic animals. Including research carried out for contribution to nationally coordinated programs.	Retain as Territory Archives	
*176.091.001*			
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	
176.169.001	Records of diagnosis and treatment of endemic or exotic diseases as defined in legislation.	Retain as Territory Archives	
*176.169.001*			
Submissions
The preparation and submission of a formal statement (e.g. report, statistics, etc) supporting a case or opinion held by the agency which is submitted to another agency, or within the agency, for the purpose of either gain or support.

Entry No.	Description of Records	Disposal Action	
176.102.001	Final versions of submissions (other than Cabinet submissions) relating to significant issues.	Retain as Territory Archives	
*176.102.001*			
176.102.002	Working papers documenting the development of Cabinet submissions.	Retain as Territory Archives	
*176.102.002*