Australian Capital Territory
Territory Records (Records Disposal Schedule – Corporate Governance Records) Approval 2009 (No 1)
Notifiable instrument NI2009—10
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 – Corporate Governance Records) Approval 2009 (No 1)
2.	Approval
I approve the Records Disposal Schedule – Corporate Governance Records.
3.	Commencement
This instrument commences on the day after notification.

David Wardle
Director of Territory Records
5 January 2009

Records Disposal Schedule
Corporate Governance 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
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
CORPORATE GOVERNANCE
RECORDS DISPOSAL SCHEDULE
CORPORATE GOVERNANCE
Addresses (presentations)
Advice
Agreements
Arrangements
Audit
Authorisation
Boards
Boards (Continued)
Boards (Continued)
Committees
Committees (Continued)
Compliance
Joint ventures
Members' remuneration
Planning
Policy
Procedures
Professional Insurance
Reporting
Research
Reviewing
Risk Management
RETAIN AS TERRITORY ARCHIVES
CORPORATE GOVERNANCE
Addresses (presentations)
Advice
Audit
Boards
Committees
Compliance
Joint ventures
Planning
Policy
Procedures
Reporting
Research
Reviewing

INTRODUCTION
The Records Disposal Schedule - Corporate Governance Records is the official authority for the disposal of records relating to Corporate Governance including Board, Council and their Committees 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 Corporate Governance including Board, Council and their Committees 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 - Corporate Governance 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 Corporate Governance including Board, Council and their Committees 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 - Corporate Governance Records:
•	covers all Corporate Governance including Board, Council and their Committees 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:
ACTEW/AGL Partnership Facilitation Act 2000
ACT Self-Government Act 1988
Territory Owned Corporations Act 1990

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
CORPORATE GOVERNANCE
The function of establishing the strategic direction and governance framework for the organisation, and overseeing the management of its operations and joint ventures. Includes developing and establishing a statement of governance philosophy, constitution, charter, delegations, responsibilities, appointment, remuneration protocol or code of conduct. Also includes compliance with regulatory reporting obligations and includes those activities associated with providing secretariat support to the Board, Council and their Committees in the conduct of its work and administrative support to the members.
Addresses (presentations)
The activity of giving addresses for training, professional, community relations or sales purposes. Includes speeches and multi-media presentations.
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 processes associated with the establishment, maintenance, review and negotiation of agreements. [TARDiS]
Arrangements
The activities involved in arranging for a journey or trip. Includes preparing travel itineraries, authorisations, entitlements etc. Also includes arrangements made for the delivery of equipment or goods and the usage made of facilities, vehicles, equipment and space. [TARDiS]
Audit
The activities associated with officially checking financial, quality assurance and operational records to ensure they have been kept and maintained in accordance with agreed or legislated standards and correctly record the events, processes and business of the agency in a specified period. Includes compliance audits, financial audits, operational audits, recordkeeping audits, skills audits, system audits and quality assurance audits.
Authorisation
The process of delegating power to authorise an action and the seeking and granting permission to undertake a requested action. [TARDiS]
CORPORATE GOVERNANCE
The function of establishing the strategic direction and governance framework for the organisation, and overseeing the management of its operations and joint ventures. Includes developing and establishing a statement of governance philosophy, constitution, charter, delegations, responsibilities, appointment, remuneration protocol or code of conduct. Also includes compliance with regulatory reporting obligations and includes those activities associated with providing secretariat support to the Board, Council and their Committees in the conduct of its work and administrative support to the members.
Boards
The activities associated with managing Boards. Includes the Board's establishment, constitution, management of membership, terms of reference, composition, appointments, including casual vacancy appointments, re-appointments, retirement and resignation processes, proceedings, minutes of meetings, reports, agendas etc.. Does not include remuneration of Board members, or Professional Insurance. Use Members' Remuneration and Professional Insurance.
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]
Joint ventures
The activities involved in managing joint operations between departments, either within the agency or with other agencies, or with the government, where there is a contract, joint contribution of funds and/or time. Also includes private sector ventures with public sector organisations, and co-research or collaboration between inter-departmental units, departments or agencies.
Members' remuneration
The activities of remunerating members as determined by the relevant authority, such as the Remuneration Tribunal.
CORPORATE GOVERNANCE
The function of establishing the strategic direction and governance framework for the organisation, and overseeing the management of its operations and joint ventures. Includes developing and establishing a statement of governance philosophy, constitution, charter, delegations, responsibilities, appointment, remuneration protocol or code of conduct. Also includes compliance with regulatory reporting obligations and includes those activities associated with providing secretariat support to the Board, Council and their Committees in the conduct of its work and administrative support to the members.
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]
Professional Insurance
The activities associated with taking out premiums to cover board members, delegates, authorised persons, etc. against liabilities or losses arising from their performance of functions carried out on behalf of a board, council or committee.
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]
CORPORATE GOVERNANCE
The function of establishing the strategic direction and governance framework for the organisation, and overseeing the management of its operations and joint ventures. Includes developing and establishing a statement of governance philosophy, constitution, charter, delegations, responsibilities, appointment, remuneration protocol or code of conduct. Also includes compliance with regulatory reporting obligations and includes those activities associated with providing secretariat support to the Board, Council and their Committees in the conduct of its work and administrative support to the members.
Reviewing
The activities involved in re-evaluating or re-examining products, processes, procedures, standards and systems. Includes recommendations and advice resulting from these activities. [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.

RECORDS DISPOSAL SCHEDULE
CORPORATE GOVERNANCE
The function of establishing the strategic direction and governance framework for the organisation, and overseeing the management of its operations and joint ventures. Includes developing and establishing a statement of governance philosophy, constitution, charter, delegations, responsibilities, appointment, remuneration protocol or code of conduct. Also includes compliance with regulatory reporting obligations and includes those activities associated with providing secretariat support to the Board, Council and their Committees in the conduct of its work and administrative support to the members.
Addresses (presentations)
The activity of giving addresses for training, professional, community relations or sales purposes. Includes speeches and multi-media presentations.

Entry No.	Description of Records	Disposal Action	
181.004.001	Final version of addresses made by members of governing bodies at major public occasions.	Retain as Territory Archives	
*181.004.001*			
181.004.002	Final versions of other addresses delivered in the routine promotion of the agency's service or products.	Destroy 2 years after last presentation	
*181.004.002*			
181.004.003	Working papers documenting the development of addresses, including drafts.	Destroy 6 months after action completed	
*181.004.003*			
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	
181.005.001	Receipt and provision of advice that resulted in major changes. Includes advice provided by consultants.	Retain as Territory Archives	
*181.005.001*			
181.005.002	Receipt and provision of all other advice. Includes advice provided by consultants.	Destroy 5 years after action completed	
*181.005.002*			
181.005.003	Working papers documenting the development of advice.	Destroy 2 years after action completed	
*181.005.003*			
CORPORATE GOVERNANCE
The function of establishing the strategic direction and governance framework for the organisation, and overseeing the management of its operations and joint ventures. Includes developing and establishing a statement of governance philosophy, constitution, charter, delegations, responsibilities, appointment, remuneration protocol or code of conduct. Also includes compliance with regulatory reporting obligations and includes those activities associated with providing secretariat support to the Board, Council and their Committees in the conduct of its work and administrative support to the members.
Agreements
The processes associated with the establishment, maintenance, review and negotiation of agreements. [TARDiS]

Entry No.	Description of Records	Disposal Action	
181.006.001	Agreements and supporting documents. Includes:
- contracts; and
- project scope documents
[Use Joint Ventures for Joint Venture Agreements]	Destroy 7 years after action completed	
*181.006.001*			
Arrangements
The activities involved in arranging for a journey or trip. Includes preparing travel itineraries, authorisations, entitlements etc. Also includes arrangements made for the delivery of equipment or goods and the usage made of facilities, vehicles, equipment and space. [TARDiS]

Entry No.	Description of Records	Disposal Action	
181.011.001	Travel and accommodation arrangements. Includes arrangements for guest speakers.	Destroy 1 year after action completed	
*181.011.001*			
CORPORATE GOVERNANCE
The function of establishing the strategic direction and governance framework for the organisation, and overseeing the management of its operations and joint ventures. Includes developing and establishing a statement of governance philosophy, constitution, charter, delegations, responsibilities, appointment, remuneration protocol or code of conduct. Also includes compliance with regulatory reporting obligations and includes those activities associated with providing secretariat support to the Board, Council and their Committees in the conduct of its work and administrative support to the members.
Audit
The activities associated with officially checking financial, quality assurance and operational records to ensure they have been kept and maintained in accordance with agreed or legislated standards and correctly record the events, processes and business of the agency in a specified period. Includes compliance audits, financial audits, operational audits, recordkeeping audits, skills audits, system audits and quality assurance audits.

Entry No.	Description of Records	Disposal Action	
181.013.001	Final report of an external audit (e.g. conducted by an external authority such as the ACT Auditor General's Office) where: 
- the audit report is qualified by the auditor; or
- there are major or significant changes to practices.	Retain as Territory Archives	
*181.013.001*			
181.013.002	Final report of an internal or external audit where: 
- the audit report has been accepted by the auditor; or
- there are no changes, or only minor or routine changes to practices. Includes recommendations and implementation plans.	Destroy 10 years after action completed	
*181.013.002*			
181.013.003	Planning and conduct of internal and external audits.	Destroy 7 years after action completed	
*181.013.003*			
CORPORATE GOVERNANCE
The function of establishing the strategic direction and governance framework for the organisation, and overseeing the management of its operations and joint ventures. Includes developing and establishing a statement of governance philosophy, constitution, charter, delegations, responsibilities, appointment, remuneration protocol or code of conduct. Also includes compliance with regulatory reporting obligations and includes those activities associated with providing secretariat support to the Board, Council and their Committees in the conduct of its work and administrative support to the members.
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	
181.014.001	Delegations of power to agency staff to authorise administrative action.	Destroy 7 years after delegation expires	
*181.014.001*			
181.014.002	Authorisations for administrative action.	Destroy 7 years after action completed	
*181.014.002*			
CORPORATE GOVERNANCE
The function of establishing the strategic direction and governance framework for the organisation, and overseeing the management of its operations and joint ventures. Includes developing and establishing a statement of governance philosophy, constitution, charter, delegations, responsibilities, appointment, remuneration protocol or code of conduct. Also includes compliance with regulatory reporting obligations and includes those activities associated with providing secretariat support to the Board, Council and their Committees in the conduct of its work and administrative support to the members.
Boards
The activities associated with managing Boards. Includes the Board's establishment, constitution, management of membership, terms of reference, composition, appointments, including casual vacancy appointments, re-appointments, retirement and resignation processes, proceedings, minutes of meetings, reports, agendas etc.. Does not include remuneration of Board members, or Professional Insurance. Use Members' Remuneration and Professional Insurance.

Entry No.	Description of Records	Disposal Action	
181.235.001	Records of Boards formed to manage or advise on major decisions. Includes final versions of documents:
- Constitution;
- Establishing the Board;
- Terms of Reference;
- Appointment of members;
- Composition of the Board;
- Casual vacancy appointment;
- Re-appointments;
- Retirement; and
- Resignation;
- Minutes;
- Reports;
- Recommendations; and
- Supporting documents such as briefing and discussion papers.	Retain as Territory Archives	
*181.235.001*			
CORPORATE GOVERNANCE
The function of establishing the strategic direction and governance framework for the organisation, and overseeing the management of its operations and joint ventures. Includes developing and establishing a statement of governance philosophy, constitution, charter, delegations, responsibilities, appointment, remuneration protocol or code of conduct. Also includes compliance with regulatory reporting obligations and includes those activities associated with providing secretariat support to the Board, Council and their Committees in the conduct of its work and administrative support to the members.
Boards (Continued)
The activities associated with managing Boards. Includes the Board's establishment, constitution, management of membership, terms of reference, composition, appointments, including casual vacancy appointments, re-appointments, retirement and resignation processes, proceedings, minutes of meetings, reports, agendas etc.. Does not include remuneration of Board members, or Professional Insurance. Use Members' Remuneration and Professional Insurance.

Entry No.	Description of Records	Disposal Action	
181.235.002	Records documenting declarations of members' private interests. Includes the receiving and recording the nature of company interests held by Board members and employees of the organisation.	Destroy 7 years after termination of appointment	
*181.235.002*			
181.235.003	Records relating to other external or internal non-ongoing Boards formed to consider specific matters. Includes final versions of documents:
- Constitution;
- Establishing the Board;
- Terms of Reference;
- Appointment of members;
- Composition of the Board;
- Casual vacancy appointment;
- Re-appointments;
- Retirement; and
- Resignation;
- Minutes;
- Reports;
- Recommendations; and
- Supporting documents such as briefing and discussion papers.	Destroy 5 years after action completed	
*181.235.003*			
CORPORATE GOVERNANCE
The function of establishing the strategic direction and governance framework for the organisation, and overseeing the management of its operations and joint ventures. Includes developing and establishing a statement of governance philosophy, constitution, charter, delegations, responsibilities, appointment, remuneration protocol or code of conduct. Also includes compliance with regulatory reporting obligations and includes those activities associated with providing secretariat support to the Board, Council and their Committees in the conduct of its work and administrative support to the members.
Boards (Continued)
The activities associated with managing Boards. Includes the Board's establishment, constitution, management of membership, terms of reference, composition, appointments, including casual vacancy appointments, re-appointments, retirement and resignation processes, proceedings, minutes of meetings, reports, agendas etc.. Does not include remuneration of Board members, or Professional Insurance. Use Members' Remuneration and Professional Insurance.

Entry No.	Description of Records	Disposal Action	
181.235.004	Records of working papers and administration of Boards. Includes:
- Agenda;
- Notice of meetings;
- Draft minutes; and
- Room bookings.	Destroy 6 months after action completed	
*181.235.004*			
CORPORATE GOVERNANCE
The function of establishing the strategic direction and governance framework for the organisation, and overseeing the management of its operations and joint ventures. Includes developing and establishing a statement of governance philosophy, constitution, charter, delegations, responsibilities, appointment, remuneration protocol or code of conduct. Also includes compliance with regulatory reporting obligations and includes those activities associated with providing secretariat support to the Board, Council and their Committees in the conduct of its work and administrative support to the members.
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	
181.020.001	Records of high-level external and internal committees formed to manage or advise on major decisions. Includes final versions of documents:
- establishing the committee;
- terms of reference;
- appointment of members;
- minutes;
- reports;
- recommendations; and
- supporting documents such as briefing and discussion papers.	Retain as Territory Archives	
*181.020.001*			
181.020.002	Records documenting declarations of members' private interests.	Destroy 7 years after termination of appointment	
*181.020.002*			
181.020.003	Records relating to other external or internal committees formed to consider specific matters. Includes final versions of documents:
- establishing the committee;
- terms of reference;
- appointment of members;
- minutes;
- reports;
- recommendations; and
- supporting documents such as briefing and discussion papers.	Destroy 5 years after action completed	
*181.020.003*			
CORPORATE GOVERNANCE
The function of establishing the strategic direction and governance framework for the organisation, and overseeing the management of its operations and joint ventures. Includes developing and establishing a statement of governance philosophy, constitution, charter, delegations, responsibilities, appointment, remuneration protocol or code of conduct. Also includes compliance with regulatory reporting obligations and includes those activities associated with providing secretariat support to the Board, Council and their Committees in the conduct of its work and administrative support to the members.
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]

Entry No.	Description of Records	Disposal Action	
181.020.004	Records of working papers and administration of committees. Includes:
- agenda;
- notice of meetings;
- draft minutes; and
- room bookings.	Destroy 6 months after action completed	
*181.020.004*			
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	
181.021.001	Records relating to the maintenance of registers required to meet compliance of specific legislative obligations.	Retain as Territory Archives	
*181.021.001*			
181.021.002	Compliance with mandatory or optional standards with statutory requirements.	Destroy 7 years after action completed	
*181.021.002*			
CORPORATE GOVERNANCE
The function of establishing the strategic direction and governance framework for the organisation, and overseeing the management of its operations and joint ventures. Includes developing and establishing a statement of governance philosophy, constitution, charter, delegations, responsibilities, appointment, remuneration protocol or code of conduct. Also includes compliance with regulatory reporting obligations and includes those activities associated with providing secretariat support to the Board, Council and their Committees in the conduct of its work and administrative support to the members.
Joint ventures
The activities involved in managing joint operations between departments, either within the agency or with other agencies, or with the government, where there is a contract, joint contribution of funds and/or time. Also includes private sector ventures with public sector organisations, and co-research or collaboration between inter-departmental units, departments or agencies.

Entry No.	Description of Records	Disposal Action	
181.062.001	Records relating to the establishment, negotiation, review and management of joint venture agreements setting precedent or of major significance.	Retain as Territory Archives	
*181.062.001*			
181.062.002	Records relating to the establishment, negotiation, review and management of other joint venture agreements.	Destroy 7 years after agreement expires	
*181.062.002*			
Members' remuneration
The activities of remunerating members as determined by the relevant authority, such as the Remuneration Tribunal.

Entry No.	Description of Records	Disposal Action	
181.239.001	Records documenting the remuneration of members.	Destroy 7 years after expiry or other termination of appointment	
*181.239.001*			
CORPORATE GOVERNANCE
The function of establishing the strategic direction and governance framework for the organisation, and overseeing the management of its operations and joint ventures. Includes developing and establishing a statement of governance philosophy, constitution, charter, delegations, responsibilities, appointment, remuneration protocol or code of conduct. Also includes compliance with regulatory reporting obligations and includes those activities associated with providing secretariat support to the Board, Council and their Committees in the conduct of its work and administrative support to the members.
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	
181.079.001	Final version of plans for major planning, policy and/or project initiatives.	Retain as Territory Archives	
*181.079.001*			
181.079.002	Final version of plans for other planning, policy and/or project initiatives.	Destroy 5 years after plan is superseded	
*181.079.002*			
181.079.003	Working papers used to develop plans for projects. Includes draft plans, reports analysing issues, and comments on draft plans.	Destroy 1 year after adoption of the final plan	
*181.079.003*			
CORPORATE GOVERNANCE
The function of establishing the strategic direction and governance framework for the organisation, and overseeing the management of its operations and joint ventures. Includes developing and establishing a statement of governance philosophy, constitution, charter, delegations, responsibilities, appointment, remuneration protocol or code of conduct. Also includes compliance with regulatory reporting obligations and includes those activities associated with providing secretariat support to the Board, Council and their Committees in the conduct of its work and administrative support to the members.
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	
181.080.001	Final versions of policies.	Retain as Territory Archives	
*181.080.001*			
181.080.002	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 is superseded	
*181.080.002*			
181.080.003	Comments made on the development of policies.	Destroy 3 years after promulgation of new policy	
*181.080.003*			
181.080.004	Policy of documents and supporting papers.	Destroy 6 months after action completed	
*181.080.004*			
CORPORATE GOVERNANCE
The function of establishing the strategic direction and governance framework for the organisation, and overseeing the management of its operations and joint ventures. Includes developing and establishing a statement of governance philosophy, constitution, charter, delegations, responsibilities, appointment, remuneration protocol or code of conduct. Also includes compliance with regulatory reporting obligations and includes those activities associated with providing secretariat support to the Board, Council and their Committees in the conduct of its work and administrative support to the members.
Procedures
Standard methods of operating laid down by the agency according to formulated policy. [TARDiS]

Entry No.	Description of Records	Disposal Action	
177.082.001	Master set of agency publications.	Retain as Territory Archives	
*177.082.001*			
177.082.002	Records documenting the development of agency procedures.	Destroy 2 years after procedures are superseded	
*177.082.002*			
Professional Insurance
The activities associated with taking out premiums to cover board members, delegates, authorised persons, etc. against liabilities or losses arising from their performance of functions carried out on behalf of a board, council or committee.

Entry No.	Description of Records	Disposal Action	
181.236.001	Insurance policies.	Destroy 7 years after appointment has ceased	
*181.236.001*			
181.236.002	Records documenting the annual renewal of insurance policies.	Destroy 1 year after action completed	
*181.236.002*			
CORPORATE GOVERNANCE
The function of establishing the strategic direction and governance framework for the organisation, and overseeing the management of its operations and joint ventures. Includes developing and establishing a statement of governance philosophy, constitution, charter, delegations, responsibilities, appointment, remuneration protocol or code of conduct. Also includes compliance with regulatory reporting obligations and includes those activities associated with providing secretariat support to the Board, Council and their Committees in the conduct of its work and administrative support to the members.
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	
181.088.001	Final version of formal reports and reports made to external agencies.	Retain as Territory Archives	
*181.088.001*			
181.088.002	Final versions of periodic reports used to monitor and document recurring activities. Includes the collection and reporting of statistical information.	Destroy 3 years after action completed	
*181.088.002*			
181.088.003	Responses to surveys.	Destroy 3 years after action completed	
*181.088.003*			
181.088.004	Working papers documenting the development of all reports. Includes drafts and comments received.	Destroy 6 months after action completed	
*181.088.004*			
CORPORATE GOVERNANCE
The function of establishing the strategic direction and governance framework for the organisation, and overseeing the management of its operations and joint ventures. Includes developing and establishing a statement of governance philosophy, constitution, charter, delegations, responsibilities, appointment, remuneration protocol or code of conduct. Also includes compliance with regulatory reporting obligations and includes those activities associated with providing secretariat support to the Board, Council and their Committees in the conduct of its work and administrative support to the members.
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	
181.091.001	Records documenting detailed research carried out to support the function.	Retain as Territory Archives	
*181.091.001*			
181.091.002	Records documenting routine research carried out to support the function.	Destroy 7 years after action completed	
*181.091.002*			
Reviewing
The activities involved in re-evaluating or re-examining products, processes, procedures, standards and systems. Includes recommendations and advice resulting from these activities. [TARDiS]

Entry No.	Description of Records	Disposal Action	
181.093.001	Final report and action plan.	Retain as Territory Archives	
*181.093.001*			
181.093.002	Other records documenting a review of agency programs and operations. Includes documents	Destroy 10 years after action completed	
*181.093.002*			
CORPORATE GOVERNANCE
The function of establishing the strategic direction and governance framework for the organisation, and overseeing the management of its operations and joint ventures. Includes developing and establishing a statement of governance philosophy, constitution, charter, delegations, responsibilities, appointment, remuneration protocol or code of conduct. Also includes compliance with regulatory reporting obligations and includes those activities associated with providing secretariat support to the Board, Council and their Committees in the conduct of its work and administrative support to the members.
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.

Entry No.	Description of Records	Disposal Action	
181.095.001	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	
*181.095.001*			
181.095.002	Risk register.	Destroy 7 years after action completed	
*181.095.002*			

RETAIN AS TERRITORY ARCHIVES
CORPORATE GOVERNANCE
The function of establishing the strategic direction and governance framework for the organisation, and overseeing the management of its operations and joint ventures. Includes developing and establishing a statement of governance philosophy, constitution, charter, delegations, responsibilities, appointment, remuneration protocol or code of conduct. Also includes compliance with regulatory reporting obligations and includes those activities associated with providing secretariat support to the Board, Council and their Committees in the conduct of its work and administrative support to the members.
Addresses (presentations)
The activity of giving addresses for training, professional, community relations or sales purposes. Includes speeches and multi-media presentations.

Entry No.	Description of Records	Disposal Action	
181.004.001	Final version of addresses made by members of governing bodies at major public occasions.	Retain as Territory Archives	
*181.004.001*			
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	
181.005.001	Receipt and provision of advice that resulted in major changes. Includes advice provided by consultants.	Retain as Territory Archives	
*181.005.001*			
Audit
The activities associated with officially checking financial, quality assurance and operational records to ensure they have been kept and maintained in accordance with agreed or legislated standards and correctly record the events, processes and business of the agency in a specified period. Includes compliance audits, financial audits, operational audits, recordkeeping audits, skills audits, system audits and quality assurance audits.

Entry No.	Description of Records	Disposal Action	
181.013.001	Final report of an external audit (e.g. conducted by an external authority such as the ACT Auditor General's Office) where:
- the audit report is qualified by the auditor; or
- there are major or significant changes to practices.	Retain as Territory Archives	
*181.013.001*			
CORPORATE GOVERNANCE
The function of establishing the strategic direction and governance framework for the organisation, and overseeing the management of its operations and joint ventures. Includes developing and establishing a statement of governance philosophy, constitution, charter, delegations, responsibilities, appointment, remuneration protocol or code of conduct. Also includes compliance with regulatory reporting obligations and includes those activities associated with providing secretariat support to the Board, Council and their Committees in the conduct of its work and administrative support to the members.
Boards
The activities associated with managing Boards. Includes the Board's establishment, constitution, management of membership, terms of reference, composition, appointments, including casual vacancy appointments, re-appointments, retirement and resignation processes, proceedings, minutes of meetings, reports, agendas etc.. Does not include remuneration of Board members, or Professional Insurance. Use Members' Remuneration and Professional Insurance.

Entry No.	Description of Records	Disposal Action	
181.235.001	Records of Boards formed to manage or advise on major decisions. Includes final versions of documents:
- Constitution;
- Establishing the Board;
- Terms of Reference;
- Appointment of members;
- Composition of the Board;
- Casual vacancy appointment;
- Re-appointments;
- Retirement; and
- Resignation;
- Minutes;
- Reports;
- Recommendations; and
- Supporting documents such as briefing and discussion papers.	Retain as Territory Archives	
*181.235.001*			
CORPORATE GOVERNANCE
The function of establishing the strategic direction and governance framework for the organisation, and overseeing the management of its operations and joint ventures. Includes developing and establishing a statement of governance philosophy, constitution, charter, delegations, responsibilities, appointment, remuneration protocol or code of conduct. Also includes compliance with regulatory reporting obligations and includes those activities associated with providing secretariat support to the Board, Council and their Committees in the conduct of its work and administrative support to the members.
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	
181.020.001	Records of high-level external and internal committees formed to manage or advise on major decisions. Includes final versions of documents:
- establishing the committee;
- terms of reference;
- appointment of members;
- minutes;
- reports;
- recommendations; and
- supporting documents such as briefing and discussion papers.	Retain as Territory Archives	
*181.020.001*			
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	
181.021.001	Records relating to the maintenance of registers required to meet compliance of specific legislative obligations.	Retain as Territory Archives	
*181.021.001*			
CORPORATE GOVERNANCE
The function of establishing the strategic direction and governance framework for the organisation, and overseeing the management of its operations and joint ventures. Includes developing and establishing a statement of governance philosophy, constitution, charter, delegations, responsibilities, appointment, remuneration protocol or code of conduct. Also includes compliance with regulatory reporting obligations and includes those activities associated with providing secretariat support to the Board, Council and their Committees in the conduct of its work and administrative support to the members.
Joint ventures
The activities involved in managing joint operations between departments, either within the agency or with other agencies, or with the government, where there is a contract, joint contribution of funds and/or time. Also includes private sector ventures with public sector organisations, and co-research or collaboration between inter-departmental units, departments or agencies.

Entry No.	Description of Records	Disposal Action	
181.062.001	Records relating to the establishment, negotiation, review and management of joint venture agreements setting precedent or of major significance.	Retain as Territory Archives	
*181.062.001*			
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	
181.079.001	Final version of plans for major planning, policy and/or project initiatives.	Retain as Territory Archives	
*181.079.001*			
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	
181.080.001	Final versions of policies.	Retain as Territory Archives	
*181.080.001*			
CORPORATE GOVERNANCE
The function of establishing the strategic direction and governance framework for the organisation, and overseeing the management of its operations and joint ventures. Includes developing and establishing a statement of governance philosophy, constitution, charter, delegations, responsibilities, appointment, remuneration protocol or code of conduct. Also includes compliance with regulatory reporting obligations and includes those activities associated with providing secretariat support to the Board, Council and their Committees in the conduct of its work and administrative support to the members.
Procedures
Standard methods of operating laid down by the agency according to formulated policy. [TARDiS]

Entry No.	Description of Records	Disposal Action	
177.082.001	Master set of agency publications.	Retain as Territory Archives	
*177.082.001*			
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	
181.088.001	Final version of formal reports and reports made to external agencies.	Retain as Territory Archives	
*181.088.001*			
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	
181.091.001	Records documenting detailed research carried out to support the function.	Retain as Territory Archives	
*181.091.001*			
CORPORATE GOVERNANCE
The function of establishing the strategic direction and governance framework for the organisation, and overseeing the management of its operations and joint ventures. Includes developing and establishing a statement of governance philosophy, constitution, charter, delegations, responsibilities, appointment, remuneration protocol or code of conduct. Also includes compliance with regulatory reporting obligations and includes those activities associated with providing secretariat support to the Board, Council and their Committees in the conduct of its work and administrative support to the members.
Reviewing
The activities involved in re-evaluating or re-examining products, processes, procedures, standards and systems. Includes recommendations and advice resulting from these activities. [TARDiS]

Entry No.	Description of Records	Disposal Action	
181.093.001	Final report and action plan.	Retain as Territory Archives	
*181.093.001*