Australian Capital Territory
Territory Records (Records Disposal Schedule – Security Coordination Records) Approval 2009 (No 1)
Notifiable instrument NI2009—452
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 –Security Coordination Records) Approval 2009 (No 1)
2.	Approval
I approve the Records Disposal Schedule – Security Coordination Records.
3.	Commencement
This instrument commences on the day after notification.

David Wardle
Director of Territory Records
8 September 2009

Records Disposal Schedule
Security Coordination 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
SECURITY CO-ORDINATION
RECORDS DISPOSAL SCHEDULE
SECURITY CO-ORDINATION
Addresses (presentations)
Advice
Advice (Continued)
Advice (Continued)
Agreements
Arrangements
Audit
Authorisation
Authorisation (Continued)
Committees
Committees (Continued)
Compliance
Conferences
Disposal
Evaluation
Evaluation (Continued)
Implementation
Implementation (Continued)
Installation
Inventory
Liaison
Meetings
Planning
Policy
Procedures
Public reaction
Reporting
Reporting (Continued)
Research
Reviewing
Security
Security (Continued)
Standards
Tendering
Tendering (Continued)
Training
RETAIN AS TERRITORY ARCHIVES
SECURITY CO-ORDINATION
Addresses (presentations)
Advice
Advice (Continued)
Agreements
Arrangements
Audit
Authorisation
Committees
Evaluation
Implementation
Planning
Policy
Procedures
Public Reaction
Reporting
Research
Reviewing
Security
Standards
Training

INTRODUCTION
The Records Disposal Schedule - Security Coordination Records is the official authority for the disposal of records relating to Security Coordination 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 Schedules (TARDiS).
PURPOSE
The purpose of this Records Disposal Schedule is to provide for the authorised disposal of Security Coordination 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 - Security Coordination 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 Security Coordination 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 - Security Coordination Records:
•	covers all Security Coordination 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:
Australian Crime Commission (ACT) Act 2003
Crimes Act 1900
Evidence Act 1971
Evidence (Miscellaneous Provisions) Act 1991
Freedom of Information Act 1989
Listening Devices Act 1992
Privacy Act 1988 (Cwlth)
Security Industry Act 2003
Territory Records Act 2002
Terrorism (Extraordinary Temporary Powers) Act 2006

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
SECURITY CO-ORDINATION
The function of managing and co-ordinating whole-of-government security to protect the government, citizens and property of the Territory. Includes providing advice, counter terrorism strategies and arrangements for protective security, closed circuit television surveillance and critical infrastructure protection. Also includes the management of crisis response centres where emergency and security operations are co-ordinated.
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 as to an action or judgement. Includes the process of advising.
Agreements
The processes associated with the establishment, maintenance, review and negotiation of agreements.
Arrangements
The activities involved in arranging for a journey or trip or for the delivery of equipment or goods and the usage made of facilities, vehicles, equipment and space. Includes preparing travel itineraries, authorisations, entitlements, etc.
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 an agency, company or other organisation 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.
Committees
The activities associated with the establishment, appointment of members, terms of reference, proceedings, minutes of meetings, reports, agendas, etc. of committees and task forces.
Compliance
The activities associated with complying with mandatory or optional accountability, fiscal, legal, regulatory or quality standards or requirements. Includes compliance with legislation and with national and international standards, such as the ISO 9000 series.
Conferences
The activities involved in arranging or attending conferences held either by the agency or by other agencies or organisations. Includes registrations, publicity, and reports of participants, etc.
Disposal
The process of disposing of property no longer required by the agency, by sale, transfer, termination of lease, auction, donation or destruction. Includes destruction or transfer, and the program of activities to facilitate the orderly transfer of semi-active and inactive records from current office space into storage.
Evaluation
The process of determining the suitability of potential or existing programs, items of equipment, systems or services in relation to meeting the needs of the given situation. Includes systems analysis and ongoing monitoring.
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.
Installation
Activities involved in placing equipment in position and connecting and adjusting it for use.
Inventory
The activities associated with listing and preparing lists of items and assets in the possession of the agency.

Liaison
The activities associated with maintaining regular general contact between the agency and professional associations, professionals in related fields, other agencies, 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.
Meetings
The activities associated with regular or ad hoc gatherings held to formulate, discuss, update or resolve issues and matters pertaining to the function. Includes staff meetings, arrangements, agenda, taking of minutes etc. Excludes committee meetings.
Planning
The process of formulating ways in which objectives can be achieved. Includes determination of services, needs and solutions to those needs.
Policy
The activities associated with developing and establishing decisions, directions and precedents which act as a reference for future decision making.
Procedures
Standard methods of operating laid down by the agency according to formulated policy.
Public reaction
The process of handling public reaction to an agency's policies or services. Includes anonymous letters, letters of complaint and letters of congratulations or appreciation received from the public.
Reporting
The processes associated with initiating or providing a formal response to a situation or request (either internal, external or as a requirement of corporate policies, regulation, or legislation, e.g. Annual Report). Includes statistics and returns.
Note: Reports resulting from a routine activity (e.g. inspection reports) form part of that activity, i.e. reports resulting from an inspection are part of the inspection and not the activity of Reporting. Reports of these types should be classified as part of the greater activity generating the report.

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 business activities in general. Includes following up enquiries relating to programs, projects, working papers, literature searches, etc.
Reviewing
The activities involved in re-evaluating or re-examining products, processes, procedures, standards and systems. Includes recommendations and advice resulting from these activities.
Security
The activities associated with measures taken to protect people, premises, equipment or information from accidental or intentional damage or from unauthorised access. Includes the security classification of personnel and criminal record checks.
Standards
The process of implementing industry or agency specific benchmarks for services and processes to enhance quality and efficiency of an organisation.
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.
Training
The activities associated with all aspects of the provision of training and development (external/internal).

RECORDS DISPOSAL SCHEDULE
SECURITY CO-ORDINATION
The function of managing and co-ordinating whole-of-government security to protect the government, citizens and property of the Territory. Includes providing advice, counter terrorism strategies and arrangements for protective security, closed circuit television surveillance and critical infrastructure protection. Also includes the management of crisis response centres where emergency and security operations are co-ordinated.
[For security clearances of staff, use PERSONNEL - Security.
For general security of premises, use PROPERTY MANAGEMENT - Security.
For managing data within technology security systems, use TECHNOLOGY & TELECOMMUNICATIONS - Data Administration.
For software applications developed for security systems, use TECHNOLOGY & TELECOMMUNICATIONS - Application Development.
For the purchase of software applications for security systems, use TECHNOLOGY & TELECOMMUNICATIONS - Acquisition.]
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	
182.004.001	Final versions of addresses made by the Chief Minister or portfolio Minister or senior agency officers at major occasions relating to the security coordination function.	Retain as Territory Archives	
*182.004.001*			
182.004.002	Final versions of addresses delivered at minor or routine occasions.	Destroy 2 years after action completed	
*182.004.002*			
182.004.003	Working papers documenting the development of addresses, including drafts.	Destroy 6 months after action completed	
*182.004.003*			
Advice
The activities associated with offering opinions as to an action or judgement. Includes the process of advising.

Entry No.	Description of Records	Disposal Action	
182.005.001	Master sets of Cabinet documents relating to security coordination held by the Cabinet Secretariat in the Cabinet Office.	Retain as Territory Archives	
*182.005.001*			
Advice (Continued)
The activities associated with offering opinions as to an action or judgement. Includes the process of advising.

Entry No.	Description of Records	Disposal Action	
182.005.002	Advice provided by the agency to the Chief Minister or portfolio Minister and government agencies on controversial public issues with far-reaching social, economic and international implications relating to the security coordination activities of the agency.	Retain as Territory Archives	
*182.005.002*			
182.005.003	Working papers documenting the development of Assembly Business Papers and Cabinet Information Papers, etc. held by the Cabinet Office.	Retain as Territory Archives	
*182.005.003*			
182.005.004	Working papers documenting the development of advice provided by the agency to the Chief Minister or portfolio Minister and government agencies on controversial public issues with far-reaching social, economic and international implications relating to the security coordination activities of the agency.	Retain as Territory Archives	
*182.005.004*			
182.005.005	Cabinet documents as defined in the Cabinet handbook held by an agency or Minister.	Return to Cabinet Liaison Officers when Cabinet papers are no longer required and destroy	
*182.005.005*			
182.005.006	Working papers documenting the development of Information Papers, Assembly Business Papers and Appointments held by an agency or Minister. Includes drafts.	Return to Cabinet Liaison Officers when Cabinet papers are no longer required and destroy	
*182.005.006*			
Advice (Continued)
The activities associated with offering opinions as to an action or judgement. Includes the process of advising.

Entry No.	Description of Records	Disposal Action	
182.005.007	Advice provided by the agency to the Chief Minister or portfolio Minister and government agencies on matters of lesser importance, with no far reaching impact on the social, economic and international standing of the country. Includes advice provided in the form of:
•	briefing notes (includes background briefs and Question Time Briefs)
•	minutes providing advice to the Minister
•	minutes providing co-ordination comments
•	advice to other agencies.	Destroy 5 years after action completed	
*182.005.007*			
182.005.008	Working papers documenting the development of advice provided by the agency to the Chief Minister or portfolio Minister and government agencies on matters of lesser importance, with no far-reaching impact on the social, economic and international standing of the Territory.	Destroy 5 years after action completed	
*182.005.008*			
182.005.009	Records documenting provision of advice to Government on the nomination, appointment, resignation and termination of members of the public to boards, committees and statutory positions which are administered by the agency.	Destroy 3 years after action completed	
*182.005.009*			
182.005.010	General administrative records documenting the provision of advice. Includes list of briefing requirements and records documenting the tabling of reports and papers to the Legislative Assembly.	Destroy 2 years after action completed	
*182.005.010*			
Agreements
The processes associated with the establishment, maintenance, review and negotiation of agreements.

Entry No.	Description of Records	Disposal Action	
182.006.001	Final versions of significant agreements made relating to the coordination of security and emergency response in the Territory. Includes Memoranda of Understanding with Commonwealth and State Governments.	Retain as Territory Archives	
*182.006.001*			
182.006.002	Agreements and supporting documents relating to less significant routine security coordination in the Territory.	Destroy 7 years after action completed	
*182.006.002*			
Arrangements
The activities involved in arranging for a journey or trip or for the delivery of equipment or goods and the usage made of facilities, vehicles, equipment and space. Includes preparing travel itineraries, authorisations, entitlements, etc.

Entry No.	Description of Records	Disposal Action	
182.011.001	Records documenting the arrangements for the delivery of facilities, vehicles, equipment and/or goods in response to emergency or security incidents. Includes arrangements for their use.	Retain as Territory Archives	
*182.011.001*			
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 an agency, company or other organisation 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	
182.013.001	Final reports of an internal or 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	
*182.013.001*			
182.013.002	Final report of an internal or external audit (e.g. conducted by an external authority such as the ACT Auditor General's Office) 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	
*182.013.002*			
182.013.003	Planning and conduct of internal and external audits.	Destroy 7 years after action completed	
*182.013.003*			
Authorisation
The process of delegating power to authorise an action and the seeking and granting permission to undertake a requested action.

Entry No.	Description of Records	Disposal Action	
182.014.001	Delegations of power to agency staff to authorise actions relating to security and emergency coordination in the Territory.	Retain as Territory Archives	
*182.014.001*			
Authorisation (Continued)
The process of delegating power to authorise an action and the seeking and granting permission to undertake a requested action.

Entry No.	Description of Records	Disposal Action	
182.014.002	Delegations of power to agency staff to authorise administrative action relating to security and emergency coordination.	Destroy 7 years after delegation expires	
*182.014.002*			
182.014.003	Authorisations for administrative action relating to security and emergency coordination.	Destroy 7 years after action completed	
*182.014.003*			
Committees
The activities associated with the establishment, appointment of members, terms of reference, proceedings, minutes of meetings, reports, agendas, etc. of committees and task forces.

Entry No.	Description of Records	Disposal Action	
182.020.001	Records of high-level external and internal committees formed to manage or advise on major decisions and the coordination of security and emergency activities. Includes final versions of:
•	documents establishing the committee
•	terms of reference
•	appointment of members
•	minutes
•	reports
•	recommendations
•	supporting documents such as briefing and discussion papers.	Retain as Territory Archives	
*182.020.001*			
182.020.002	Records documenting declarations of members' private interests.	Destroy 7 years after termination of appointment	
*182.020.002*			
Committees (Continued)
The activities associated with the establishment, appointment of members, terms of reference, proceedings, minutes of meetings, reports, agendas, etc. of committees and task forces.

Entry No.	Description of Records	Disposal Action	
182.020.003	Records relating to minor external or internal committees formed to consider routine matters relating to security and emergency activities 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
•	supporting documents such as briefing and discussion papers.	Destroy 5 years after action completed	
*182.020.003*			
182.020.004	Records of working papers and administration of committees. Includes:
•	agendas
•	notice of meetings
•	draft minutes
•	room bookings.	Destroy 6 months after action completed	
*182.020.004*			
Compliance
The activities associated with complying with mandatory or optional accountability, fiscal, legal, regulatory or quality standards or requirements. Includes compliance with legislation and with national and international standards, such as the ISO 9000 series.

Entry No.	Description of Records	Disposal Action	
182.021.001	Compliance with mandatory or optional standards with statutory requirements.	Destroy 7 years after action completed	
*182.021.001*			
Conferences
The activities involved in arranging or attending conferences held either by the agency or by other agencies or organisations.  Includes registrations, publicity, and reports of participants, etc.
[For speeches and addresses given at conferences, use SECURITY COORDINATION - Addresses (presentations).]

Entry No.	Description of Records	Disposal Action	
182.022.001	Conferences arranged by the agency. Includes:
•	program development
•	invitations to speakers
•	promotion activities
•	registrations
•	venue bookings.	Destroy 3 years after action completed	
*182.022.001*			
182.022.002	Reports commenting on and assessing conferences.	Destroy 3 years after action completed	
*182.022.002*			
182.022.003	Master copies of unpublished proceedings and reports, and papers from conferences.
[For the production of, and master copies of, published proceedings, reports, speeches and papers, use PUBLICATION - Production.]	Destroy 3 years after action completed	
*182.022.003*			
182.022.004	Published proceedings from conferences.	Destroy 6 months after action completed	
*182.022.004*			
182.022.005	Records documenting attendance of staff at conferences. Includes:
•	conference promotion material
•	programs
•	registration forms.
[For travel and accommodation arrangements made for staff to attend conferences, use PERSONNEL - Arrangements]	Destroy 6 months after action completed	
*182.022.005*			
Disposal
The process of disposing of property no longer required by the agency, by sale, transfer, termination of lease, auction, donation or destruction. Includes destruction or transfer, and the program of activities to facilitate the orderly transfer of semi-active and inactive records from current office space into storage.

Entry No.	Description of Records	Disposal Action	
182.034.001	Records documenting the disposal of Territory owned assets. Includes:
•	independent valuations
•	certificates verifying that work undertaken on asset was prior to valuation
•	written quotes
•	auction records and routine forms
•	correspondence relating to the disposal of assets.
[For disposal of equipment and goods by tender, use EQUIPMENT & STORES - Tendering.]	Destroy 7 years after disposal of asset	
*182.034.001*			
182.034.002	Records documenting the disposal of leased assets. Includes: 
•	written notices and correspondence to and from leasing companies in relation to return of assets
•	handover reports
•	notifications that the agency or their nominee wishes to purchase assets.	Destroy 3 years after disposal of asset	
*182.034.002*			
Evaluation
The process of determining the suitability of potential or existing programs, items of equipment, systems or services in relation to meeting the needs of the given situation. Includes systems analysis and ongoing monitoring.

Entry No.	Description of Records	Disposal Action	
182.042.001	External and internal reports evaluating potential or existing services and systems for managing and supporting security and emergency coordination and response in the Territory.	Retain as Territory Archives	
*182.042.001*			
Evaluation (Continued)
The process of determining the suitability of potential or existing programs, items of equipment, systems or services in relation to meeting the needs of the given situation. Includes systems analysis and ongoing monitoring.

Entry No.	Description of Records	Disposal Action	
182.042.002	Records relating to monitoring the utilisation and performance of existing services and systems, including Closed Circuit Television activities.	Destroy 7 years after action completed	
*182.042.002*			
182.042.003	Other records documenting the evaluation and ongoing monitoring of the utilisation and performance of existing services and systems.	Destroy 3 years after action completed	
*182.042.003*			
182.042.004	Working papers supporting external or internal reports evaluation the utilisation and performance of existing services and systems.	Destroy 6 months after action completed	
*182.042.004*			
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.

Entry No.	Description of Records	Disposal Action	
182.053.001	Records documenting the implementation of plans, policies and procedures developed to coordinate and support the implementation of security and emergency systems and services in the Territory.	Retain as Territory Archives	
*182.053.001*			
Implementation (Continued)
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.

Entry No.	Description of Records	Disposal Action	
182.053.002	Records relating to the resolution of significant disputes between respondents arising over responses to incidents that create intense media interest or controversy or result in major changes to policy, procedures etc. Includes:
•	reports
•	decisions
•	resolutions
•	recommendations.	Retain as Territory Archives	
*182.053.002*			
182.053.003	Records relating to disputes arising over responses to incidents that do not create intense media interest or controversy or result in major changes to policy, procedures etc. (e.g. notifications of problems between agencies when responding to an incident). Includes:
•	reports
•	decisions
•	resolutions
•	recommendations.	Destroy 7 years after action completed	
*182.053.003*			
Installation
Activities involved in placing equipment in position and connecting and adjusting it for use.

Entry No.	Description of Records	Disposal Action	
182.058.001	Records documenting installation of equipment.	Destroy 6 months after action completed	
*182.058.001*			
Inventory
The activities associated with listing and preparing lists of items and assets in the possession of the agency.

Entry No.	Description of Records	Disposal Action	
182.061.001	Inventories of items, facilities, equipment, vehicles, etc. used for managing security and emergency incidents.	Destroy 5 years after action completed	
*182.061.001*			
Liaison
The activities associated with maintaining regular general contact between the agency and professional associations, professionals in related fields, other agencies, private sector organisations and community groups. Includes sharing informal advice and discussions, membership of professional associations and collaborating on projects that are not joint ventures.

Entry No.	Description of Records	Disposal Action	
182.067.001	Liaison activities undertaken with professional associations, private sector organisations and community groups. Includes collaboration on projects and exchanges of information.	Destroy 3 years after action completed	
*182.067.001*			
Meetings
The activities associated with regular or ad hoc gatherings held to formulate, discuss, update or resolve issues and matters pertaining to the function. Includes staff meetings, arrangements, agenda, taking of minutes etc. Excludes committee meetings.

Entry No.	Description of Records	Disposal Action	
182.072.001	Final versions of minutes and supporting documents tabled at meetings. Includes meetings with external agencies.	Destroy 3 years after action completed	
*182.072.001*			
182.072.002	Working papers documenting the conduct and administration of meetings. Includes:
•	agendas
•	notices of meetings
•	draft minutes.	Destroy 6 months after action completed	
*182.072.002*			

Planning
The process of formulating ways in which objectives can be achieved. Includes determination of services, needs and solutions to those needs.

Entry No.	Description of Records	Disposal Action	
182.079.001	Final versions of plans for government wide security and emergency plans.	Retain as Territory Archives	
*182.079.001*			
182.079.002	Working papers used to develop government wide security and emergency plans. Includes:
•	draft plans
•	reports analysing issues
•	comments on draft plans.	Destroy 1 year after adoption of the final plan	
*182.079.002*			
Policy
The activities associated with developing and establishing decisions, directions and precedents which act as a reference for future decision making.

Entry No.	Description of Records	Disposal Action	
182.080.001	Final versions of policies relating to government-wide security and emergency coordination.	Retain as Territory Archives	
*182.080.001*			
182.080.002	Development and establishment of government-wide policies relating to security coordination. Includes: 
•	policy proposals
•	research papers
•	results of consultations
•	supporting reports
•	major drafts.	Destroy 10 years after policy expires or is superseded	
*182.080.002*			
182.080.003	Comments made on the development of government-wide policies relating to security coordination.	Destroy 3 years after promulgation of new policy	
*182.080.003*			
182.080.004	Copies of policy documents relating to government-wide policies relating to security coordination.	Destroy 6 months after action completed	
*182.080.004*			

Procedures
Standard methods of operating laid down by the agency according to formulated policy.

Entry No.	Description of Records	Disposal Action	
182.082.001	Master sets of agency manuals, handbooks, and directives, etc. detailing procedures for security coordination in the Territory.	Retain as Territory Archives	
*182.082.001*			
Public reaction
The process of handling public reaction to an agency's policies or services. Includes anonymous letters, letters of complaint and letters of congratulations or appreciation received from the public.

Entry No.	Description of Records	Disposal Action	
182.084.001	Public reactions and agency responses resulting in significant change to policies, procedures or programs.	Retain as Territory Archives	
*182.084.001*			
182.084.002	Records documenting public reaction and agency responses of a less significant nature.
[For suggestions received from the public, use COMMUNITY RELATIONS –Suggestions.]	Destroy 6 years after action completed	
*182.084.002*			
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, regulation, or legislation, e.g. Annual Report). Includes statistics and returns.
Note: Reports resulting from a routine activity (e.g. inspection reports) form part of that activity, i.e. reports resulting from an inspection are part of the inspection and not the activity of Reporting. Reports of these types should be classified as part of the greater activity generating the report.

Entry No.	Description of Records	Disposal Action	
182.088.001	Final versions of formal reports and reports made to external agencies.	Retain as Territory Archives	
*182.088.001*			
Reporting (Continued)
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, regulation, or legislation, e.g. Annual Report). Includes statistics and returns.
Note: Reports resulting from a routine activity (e.g. inspection reports) form part of that activity, i.e. reports resulting from an inspection are part of the inspection and not the activity of Reporting. Reports of these types should be classified as part of the greater activity generating the report.

Entry No.	Description of Records	Disposal Action	
182.088.002	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	
*182.088.002*			
182.088.003	Responses to surveys.	Destroy 3 years after action completed	
*182.088.003*			
182.088.004	Working papers documenting the development of all reports. Includes drafts and comments received.	Destroy 6 months after action completed	
*182.088.004*			
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 business activities in general. Includes following up enquiries relating to programs, projects, working papers, literature searches, etc.

Entry No.	Description of Records	Disposal Action	
182.091.001	Records documenting detailed research carried out to support the security coordination function.	Retain as Territory Archives	
*182.091.001*			
182.091.002	Records documenting routine research cared out to support the security coordination function.	Destroy 7 years after action completed	
*182.091.002*			
Reviewing
The activities involved in re-evaluating or re-examining products, processes, procedures, standards and systems. Includes recommendations and advice resulting from these activities.

Entry No.	Description of Records	Disposal Action	
182.093.001	Records documenting the reviewing of plans, policies, strategies, procedures and instructions formulated to support the security coordination function. Includes monitoring implementation activities and the introduction of new equipment.
[For post implementation reviews, use TECHNOLOGY & TELECOMMUNICATIONS - Reviewing.
For the non-technological aspects of an implementation, use the appropriate functional Records Disposal Schedule (e.g. FINANCIAL MANAGEMENT).]	Retain as Territory Archives	
*182.093.001*			
182.093.002	Other records documenting a review of agency programs and operations. Includes documents establishing the review.	Destroy 5 years after action completed	
*182.093.002*			
182.093.003	Working papers documenting a review of agency programs and operations.	Destroy 2 years after action completed	
*182.093.003*			
Security
The activities associated with measures taken to protect people, premises, equipment or information from accidental or intentional damage or from unauthorised access. Includes the security classification of personnel and criminal record checks.

Entry No.	Description of Records	Disposal Action	
182.097.001	Closed Circuit Television (CCTV) security surveillance recordings and/or audio recordings that have been requested by investigative and law enforcement bodies in relating to incidents that caused significant political or public reaction or recordings relating to high profile incidents (e.g. murder, serious accidents, extremely violent assaults).	Retain as Territory Archives	
*182.097.001*			
Security (Continued)
The activities associated with measures taken to protect people, premises, equipment or information from accidental or intentional damage or from unauthorised access. Includes the security classification of personnel and criminal record checks.

Entry No.	Description of Records	Disposal Action	
182.097.002	Closed Circuit Television (CCTV) security surveillance recordings and/or audio recordings that have been requested by investigative and law enforcement bodies in relation to incidents not investigated or which caused no significant political or public reaction.	Destroy 7 years after action completed	
*182.097.002*			
182.097.003	Records documenting security arrangements for visits to the agency by dignitaries and the general public.	Destroy 5 years after action completed	
*182.097.003*			
182.097.004	All Closed Circuit Television (CCTV) security surveillance recordings and/or audio recordings that have not been requested for law enforcement or do not involve an incident.	Destroy 30 days after date created	
*182.097.004*			
Standards
The process of implementing industry or agency specific benchmarks for services and processes to enhance quality and efficiency of an organisation.

Entry No.	Description of Records	Disposal Action	
182.100.001	Master copies of standards, codes of practice and guidelines relating to security and counter terrorism developed by the agency.	Retain as Territory Archives	
*182.100.001*			
182.100.002	Records documenting the implementation of industry standards and agency standards relating to security and counter terrorism.	Retain as Territory Archives	
*182.100.002*			
Tendering
The activities involved in receiving and assessing tenders, of making offers and finalising contract arrangements for the supply, sale or purchase of goods and services.

Entry No.	Description of Records	Disposal Action	
182.104.001	Signed contracts under seal resulting from tenders.	Destroy 12 years after completion or other termination of agreement or contract	
*182.104.001*			
182.104.002	Development and issue of tender documentation. Includes:
•	statements of requirements
•	requests for proposals
•	expressions of interest
•	requests for tender (RFT)
•	draft contracts.	Destroy 7 years after tender process completed	
*182.104.002*			
182.104.003	Evaluation of tenders received against the selection criteria. Includes: 
•	records documenting arrangements for carrying out the evaluation process
•	evaluation reports 
•	recommendations
•	final reports
•	public notices.	Destroy 7 years after tender process completed	
*182.104.003*			
182.104.004	Post-offer negotiations and due diligence checks for tenders.	Destroy 7 years after tender process completed	
*182.104.004*			
182.104.005	Tender registers.	Destroy 7 years after last entry	
*182.104.005*			
182.104.006	Signed simple contracts and agreements.	Destroy 7 years after completion or other termination of agreement or contract	
*182.104.006*			

182.104.007	Contract registers.	Destroy 7 years after action completed	
*182.104.007*			
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.

Entry No.	Description of Records	Disposal Action	
182.104.008	Unsuccessful tenders or a tender process where there is no suitable bidder, or where the tender process has been discontinued. Includes:
•	submissions
•	notifications of outcome
•	reports on debriefing sessions.	Destroy 2 years after tender process completed or decision made not to continue with the tender	
*182.104.008*			
Training
The activities associated with all aspects of the provision of training and development (external/internal).

Entry No.	Description of Records	Disposal Action	
182.407.001	Records documenting activities such as security and counter terrorism exercises and drills.  Includes inter-agency exercises.	Retain as Territory Archives	
*182.407.001*			

RETAIN AS TERRITORY ARCHIVES
SECURITY CO-ORDINATION
The function of managing and co-ordinating whole-of-government security to protect the government, citizens and property of the Territory. Includes providing advice, counter terrorism strategies and arrangements for protective security, closed circuit television surveillance and critical infrastructure protection. Also includes the management of crisis response centres where emergency and security operations are co-ordinated.
[For security clearances for staff, use PERSONNEL – Security.
For general security of premises, use PROPERTY MANAGEMENT – Security.
For managing data within technology security systems, use TECHNOLOGY & TELECOMMUNICATIONS – Data Administration.
For software applications developed for security systems, use TECHNOLOGY & TELECOMMUNICATIONS – Application Development.
For purchasing software applications, use TECHNOLOGY & TELECOMMUNICATIONS – Acquisition.]
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	
182.004.001	Final versions of addresses made by the Chief Minister or portfolio Minister or senior agency officers at major occasions relating to the security coordination function.	Retain as Territory Archives	
*182.004.001*			
Advice
The activities associated with offering opinions as to an action or judgement. Includes the process of advising.

Entry No.	Description of Records	Disposal Action	
182.005.001	Master sets of Cabinet documents relating to security coordination held by the Cabinet Secretariat in the Cabinet Office.	Retain as Territory Archives	
*182.005.001*			
Advice (Continued)
The activities associated with offering opinions as to an action or judgement. Includes the process of advising.

Entry No.	Description of Records	Disposal Action	
182.005.002	Advice provided by the agency to the Chief Minister or portfolio Minister and government agencies on controversial public issues with far-reaching social, economic and international implications relating to the functional responsibilities of the agency.	Retain as Territory Archives	
*182.005.002*			
182.005.003	Working papers documenting the development of Assembly Business Papers and Cabinet Information Papers, etc. held by the Cabinet Office.	Retain as Territory Archives	
*182.005.003*			
182.005.004	Working papers documenting the development of advice provided by the agency to the Chief Minister or portfolio Minister and government agencies on controversial public issues with far-reaching social, economic and international implications relating to the functional responsibilities of the agency.	Retain as Territory Archives	
*182.005.004*			
Agreements
The processes associated with the establishment, maintenance, review and negotiation of agreements.

Entry No.	Description of Records	Disposal Action	
182.006.001	Final versions of significant agreements made relating to the coordination of security and emergency response in the Territory. Includes Memoranda of Understanding with Commonwealth and State Governments.	Retain as Territory Archives	
*182.006.001*			
Arrangements
The activities involved in arranging for a journey or trip or for the delivery of equipment or goods and the usage made of facilities, vehicles, equipment and space. Includes preparing travel itineraries, authorisations, entitlements, etc.

Entry No.	Description of Records	Disposal Action	
182.011.001	Records documenting the arrangements for the delivery of facilities, vehicles, equipment and/or goods in response to emergency or security incidents. Includes arrangements for their use.	Retain as Territory Archives	
*182.011.001*			
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 an agency, company or other organisation 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	
182.013.001	Final reports of an internal or 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	
*182.013.001*			
Authorisation
The process of delegating power to authorise an action and the seeking and granting permission to undertake a requested action.

Entry No.	Description of Records	Disposal Action	
182.014.001	Delegations of power to agency staff to authorise actions relating to security and emergency coordination in the Territory.	Retain as Territory Archives	
*182.014.001*			
Committees
The activities associated with the establishment, appointment of members, terms of reference, proceedings, minutes of meetings, reports, agendas, etc. of committees and task forces.

Entry No.	Description of Records	Disposal Action	
182.020.001	Records of high-level external and internal committees formed to manage or advise on major decisions and the coordination of security and emergency activities. Includes final versions of:
•	documents establishing the committee
•	terms of reference
•	appointment of members
•	minutes
•	reports
•	recommendations
•	supporting documents such as briefing and discussion papers.	Retain as Territory Archives	
*182.020.001*			
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.

Entry No.	Description of Records	Disposal Action	
182.042.001	External and internal reports evaluating potential or existing services and systems for managing and supporting security and emergency coordination and response in the Territory.	Retain as Territory Archives	
*182.042.001*			

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.

Entry No.	Description of Records	Disposal Action	
182.053.001	Records documenting the implementation of plans, policies and procedures developed to coordinate and support the implementation of security and emergency systems and services in the Territory.	Retain as Territory Archives	
*182.053.001*			
182.053.002	Records relating to the resolution of significant disputes between respondents arising over responses to incidents that create intense media interest or controversy or result in major changes to policy, procedures etc. Includes:
•	reports
•	decisions
•	resolutions
•	recommendations.	Retain as Territory Archives	
*182.053.002*			
Planning
The process of formulating ways in which objectives can be achieved. Includes determination of services, needs and solutions to those needs.

Entry No.	Description of Records	Disposal Action	
182.079.001	Final versions of plans for government wide security and emergency plans.	Retain as Territory Archives	
*182.079.001*			
Policy
The activities associated with developing and establishing decisions, directions and precedents which act as a reference for future decision making.

Entry No.	Description of Records	Disposal Action	
182.080.001	Final versions of policies relating to government-wide security and emergency coordination.	Retain as Territory Archives	
*182.080.001*			

Procedures
Standard methods of operating laid down by the agency according to formulated policy.

Entry No.	Description of Records	Disposal Action	
182.082.001	Master sets of agency manuals, handbooks, and directives, etc. detailing procedures for security coordination in the Territory.	Retain as Territory Archives	
*182.082.001*			
Public Reaction
The process of handling public reaction to an agency's policies or services. Includes anonymous letters, letters of complaint and letters of congratulations or appreciation received from the public.

Entry No.	Description of Records	Disposal Action	
182.084.001	Public reactions and agency responses resulting in significant change to policies, procedures or programs.	Retain as Territory Archives	
*182.084.001*			
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, regulation, or legislation, e.g. Annual Report). Includes statistics and returns.
Note: Reports resulting from a routine activity (e.g. inspection reports) form part of that activity, i.e. reports resulting from an inspection are part of the inspection and not the activity of Reporting. Reports of these types should be classified as part of the greater activity generating the report.

Entry No.	Description of Records	Disposal Action	
182.088.001	Final versions of formal reports and reports made to external agencies.	Retain as Territory Archives	
*182.088.001*			
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 business activities in general. Includes following up enquiries relating to programs, projects, working papers, literature searches, etc.

Entry No.	Description of Records	Disposal Action	
182.091.001	Records documenting detailed research carried out to support the security coordination function.	Retain as Territory Archives	
*182.091.001*			
Reviewing
The activities involved in re-evaluating or re-examining products, processes, procedures, standards and systems. Includes recommendations and advice resulting from these activities.

Entry No.	Description of Records	Disposal Action	
182.093.001	Records documenting the reviewing of plans, policies, strategies, procedures and instructions formulated to support the security coordination function. Includes monitoring implementation activities and the introduction of new equipment.
[For post implementation reviews, use TECHNOLOGY & TELECOMMUNICATIONS - Reviewing.
For the non-technological aspects of an implementation, use the appropriate functional Records Disposal Schedule (e.g. FINANCIAL MANAGEMENT).]	Retain as Territory Archives	
*182.093.001*			
Security
The activities associated with measures taken to protect people, premises, equipment or information from accidental or intentional damage or from unauthorised access. Includes the security classification of personnel and criminal record checks.

Entry No.	Description of Records	Disposal Action	
182.097.001	Closed Circuit Television (CCTV) security surveillance recordings that have been requested by investigative and law enforcement bodies in relating to incidents that caused significant political or public reaction or recordings relating to high profile incidents (e.g. murder, serious accidents, extremely violent assaults).	Retain as Territory Archives	
*182.097.001*			
Standards
The process of implementing industry or agency specific benchmarks for services and processes to enhance quality and efficiency of an organisation.

Entry No.	Description of Records	Disposal Action	
182.100.001	Master copies of standards, codes of practice and guidelines relating to security and counter terrorism developed by the agency.	Retain as Territory Archives	
*182.100.001*			
182.100.002	Records documenting the implementation of industry standards and agency standards relating to security and counter terrorism.	Retain as Territory Archives	
*182.100.002*			
Training
The activities associated with all aspects of the provision of training and development (external/internal).

Entry No.	Description of Records	Disposal Action	
182.407.001	Records documenting activities such as security and counter terrorism exercises and drills Includes inter-agency exercises.	Retain as Territory Archives	
*182.407.001*