Australian Capital Territory
Territory Records (Records Disposal Schedule – Territory Administrative Records Disposal Schedules - Government Relations Records) Approval 2011 (No 1)
Notifiable instrument NI2011—88
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 – Territory Administrative Records Disposal Schedules - Government Relations Records) Approval 2011 (No 1)
2.	Approval
I approve the Records Disposal Schedule – Territory Administrative Records Disposal Schedules - Government Relations Records.
3.	Commencement
This instrument commences on the day after notification.
4.	Revocation
I revoke Notifiable Instrument NI2009-440 notified 10 September 2009.

David Wardle
Director of Territory Records
28 February 2011

TARDiS

Territory Administrative Records
Disposal Schedules
Government Relations Records

Disposal schedules for records of common administrative functions linked to the
Territory Version of Keyword AAA.

The Territory Records Office wishes to thank for their assistance, and acknowledge the permission of the National Archives of Australia in adapting the Commonwealth Administrative Functions Disposal Authority to create this document. The terms in the business classification scheme, taken from the Territory Version of Keyword AAA are produced under a licence agreement between the Territory Records Office and the State Records Authority of New South Wales.
Table of Contents
Background
Best Practice in Territory Recordkeeping
Territory records and the law
Purpose and Scope of the Territory Administrative Records Disposal Schedules
Purpose
Scope
Methodology
Records already sentenced under old disposal schedules
Agency Specific Records Disposal Schedules
Relationship of the Records Disposal Schedule to the Thesaurus
Diagram 1 – Class description
Diagram 2 - Model of disposal classes
Layout of the schedules
How to Sentence Records Using the Schedules
Diagram 3 - Procedures for Sentencing
Determine the appropriate administrative function/activity.
Determine the most likely disposal class in the Territory Administrative Records Disposal Schedules
Identify probable date of a disposal trigger event and calculate review date from that point. Or identify records to be retained as Territory Archives and determine a review date.
Special notes to the schedules
Establishment and personnel records
Normal administrative practice (NAP)
BUSINESS CLASSIFICATION SCHEME
GOVERNMENT RELATIONS
RECORDS DISPOSAL SCHEDULE
GOVERNMENT RELATIONS
Addresses (presentations)
Advice
Advice (Continued)
Advice (Continued)
Agreements
Agreements (Continued)
Audit
Audit (Continued)
Committees
Committees (Continued)
Compliance
Implementation
Inquiries
Joint Ventures
Media Relations
Media Relations (Continued)
Meetings
Meetings (Continued)
Policy
Policy (Continued)
Procedures
Reporting
Reporting (Continued)
Representations
Representations (Continued)
Representatives
Research
Reviewing
Security
Submissions
Submissions (Continued)
Visits
RETAIN AS TERRITORY ARCHIVES
GOVERNMENT RELATIONS
Addresses (presentations)
Advice
Advice (Continued)
Agreements
Agreements (Continued)
Committees
Inquiries
Joint Ventures
Media Relations
Policy
Procedures
Reporting
Representations
Submissions
Submissions (Continued)
Visits
SCHEDULE OF AMENDMENTS – this information is provided for the assistance of users but does not form part of the Notifiable Instrument.

Background
The Territory Administrative Records Disposal Schedules (TARDiS) authorise the disposal of records, in whatever format, relating to common administrative functions carried out by most Territory agencies. The Schedules are issued in accordance with Section 19 of the Territory Records Act 2002. The Schedules have been developed using the methodologies of the Australian Standard AS IS0 15489, Records Management, and their functional structure is based on the business classification scheme Keyword AAA: A Thesaurus of General Terms produced by the State Records Authority of NSW. In 2001 the Territory Records Office purchased a whole-of-government licence for the Thesaurus for free distribution to all Territory agencies. The relationship between the Thesaurus and the Schedules is explained in this introduction. 
In compliance with the requirements of the Territory Records Act 2002, the TARDiS was reviewed in 2008/2009 and modified to reflect the results of the review and to support the whole-of-government paradigm. Modifications were made to the business classification scheme, to better suit the Territory environment, by adding or removing functions and/or activities and varying scope notes of some activities and functions. The updated business classification scheme is presented at the end of this introduction.
Best Practice in Territory Recordkeeping
The Australian Standard on Records Management AS ISO 15489 has been adopted as the model for best practice recordkeeping. It promotes consistent management of records and sets out strategies, procedures and practices to ensure that records which provide evidence of business, legal and fiscal activities are captured and managed in an efficient and accountable manner. The Territory Records Office has produced guidelines and standards based on AS ISO 15489 to assist agencies to implement these recordkeeping strategies. While AS ISO 15489 provides a strategic direction in Territory recordkeeping, the Territory Records Act 2002, and other key pieces of legislation, provides a legal framework for consistent and accountable recordkeeping practices.
Territory records and the law
The Territory Records Act 2002 applies to all records owned by the Territory. Territory records are defined in Section 9 of the Territory Records Act 2002 as being: 
‘a record, in written, electronic or any other form, under the control of the 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 are created and kept as evidence of agencies functions, activities and transactions and can be stored and managed in any format (e.g. paper, video, photograph, microfilm, on computer). Under Section 23 (1) of the Territory Records Act 2002 it is illegal to abandon or dispose of a record, transfer, damage a record or neglect a record in a way that causes, or is likely to cause, damage to a Territory record. However, an agency does not contravene this section by doing:
•	anything in accordance with the agency’s normal administrative practice;
•	anything authorised or required to be done under this Act, or a provision of another Act, or a subordinate law, prescribed under the regulations;
•	anything with the written approval of the Director of Territory Records or in accordance with a practice or procedure approved by the Director;
•	anything in accordance with a resolution of the Legislative Assembly; or
•	anything in accordance with an order or decision of a court or tribunal
The Territory Records Act 2002 also grants a right of free public access to records which survive for more than 20 years. Some records may not be open for public access if they contain material that is still sensitive. As well as the Territory Records Act 2002, other general legislation which also applies to keeping and using Territory records such as the Freedom of Information Act 1989. The access section of the Territory Records Act 2002 came into affect on 1 July 2008.
The Freedom of Information Act 1989 provides a right of public access to, and correction of, Territory records. The Freedom of Information Act 1989 sets out procedures and principles controlling the granting of this access. It states when and how records may be made available, corrected, updated or annotated. If a request for access under the Freedom of Information Act 1989 has been lodged, all files relevant to the request must be identified and preserved until action on the request, and on any subsequent reviews, is completed.
Purpose and Scope of the Territory Administrative Records Disposal Schedules
Purpose
These Records Disposal Schedules allow the disposal of Territory records as required by Section 19 of the Territory Records Act 2002 and are issued for use across the Territory.
Scope
These Records Disposal Schedules cover the records relating to the common administrative functions performed by the Territory and its agencies. It applies to all records regardless of format. It covers the following 16 common administrative functions, listed by their identifying number, based on the Territory Version of Keyword AAA business classification scheme:
1.	COMMUNITY RELATIONS
2.	COMPENSATION
3.	EQUIPMENT & STORES
4.	ESTABLISHMENT
5.	FINANCIAL MANAGEMENT
6.	FLEET MANAGEMENT
7.	GOVERNMENT RELATIONS
8.	INDUSTRIAL RELATIONS
9.	INFORMATION MANAGEMENT
10.	LEGAL SERVICES
11.	OCCUPATIONAL HEALTH & SAFETY (OH&S)
12.	PERSONNEL
13.	PROPERTY MANAGEMENT
14.	PUBLICATION
16.	STRATEGIC MANAGEMENT
17.	TECHNOLOGY & TELECOMMUNICATIONS
More information on the 16 common administrative functions and the activities which relate to them is provided in the section on the Business Classification Schemes.
Methodology
These Records Disposal Schedules were produced after a detailed analysis of each administrative function carried out in the Territory. This included examining relevant legislation, regulations and directives from agencies which have ‘lead agency’ responsibilities for administering functions across portfolios. Consultations with stakeholders assisted in identifying recordkeeping requirements and risk analysis was used to assess how long the records should be retained. The appraisal also identified which records should be “Retained as Territory Archives” based on the objectives and criteria set out in Territory Records Office Standard for Records Management No.2 – Appraisal.
Some functions and activities covered in these Records Disposal Schedules will also be part of an agency’s core functions. In these circumstances agencies may use the Schedule whose functional term best describes their own administrative responsibility where it meets their business needs.
Records already sentenced under old disposal schedules
After 1 July 2003, sentencing activities undertaken by an agency must use these Records Disposal Schedules for disposing of all common administrative records. If records have already been sentenced for destruction before the issue of these Records Disposal Schedules, the sentences may remain and agencies need not re-sentence those records.
Agency Specific Records Disposal Schedules
Operational-specific Records Disposal Schedules must be developed for records relating to business activities carried out by agencies to support core functional responsibilities not covered by these Schedules.
Relationship of the Records Disposal Schedule to the Thesaurus
The whole-of-government functional analysis approach cuts across departments and organisational structures, with functions not just seen as belonging to those agencies and areas in an agency which may have prime responsibility for their administration. For example, training may be managed at an organisational level by the Human Resource area of an agency, but it is probable that most business areas would carry out activities to support the planning of staff training and development requirements for their own employees. Other agencies may also have an operational responsibility to provide training and can use the activity term Training in their own classification schemes.
The outcome of the functional analysis is the business classification scheme which is hierarchical and based on the following three levels:
1.	The business function.
2.	The activities constituting the function.
3.	Further refinements of the activities or groups of transactions which take place within each activity.
According to the classification model of the Territory Version of Keyword AAA:
•	functions represent broad business functions of an agency;
•	activity descriptors describe the more specific activities taking place within those functions; and
•	subject descriptors are added as a means of describing the more specific subjects or topics relating to the matter to be documented within an activity
In these Records Disposal Schedules the first two levels of the Territory Version of Keyword AAA structure have been used: the function and activity levels. The records description covers the third level transactions if they have been identified in the analysis of the function. The class description comprises four components: the function and the activity with their scope notes, the description of the records and the disposal action.
Diagram 1 shows this relationship.

Diagram 1 – Class description
Diagram 2 shows the relationship between the different disposal classes. Each unique function/activity pair can have one or many records descriptions and disposal actions.

Diagram 2 - Model of disposal classes
Sometimes one class description can look the same as another but have a different retention period. This is because a record’s value depends on the context of the functions and activity. For example, the activity ‘Policy’ in FLEET MANAGEMENT is less important than ‘Policy’ in STRATEGIC MANAGEMENT.
Layout of the schedules
These Records Disposal Schedules are divided into sections. They begin with an introduction incorporating a glossary and the business classification scheme. Then the function and activity disposal sets or ‘disposal classes’ relating to one of the 16 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. Specific directions relating to Territory use of a function have occasionally been added to the Territory Version of Keyword AAA scope note.	
Activity	Activities are the processes or operations that make up the business function. They are set in bold and italics below the function statement. This is the second level of the business classification scheme. The scope of the activity encompasses all of the transactions that take place in relation to this activity. Activities can relate to many functions with the scope notes covering all of these relationships (e.g. the activity ‘Distribution’ is linked to the functions EQUIPMENT & STORES, INFORMATION MANAGEMENT and PUBLICATION). 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.	
‘For’ Statements	‘For’ statements provide guidance on the inter-related links to other function and activity sets. ‘For’ statements positioned under the activity scope note belong to the particular function/activity set and all the records descriptions. The ‘For’ statements underneath a particular description relate to that record description alone.	
How to Sentence Records Using the Schedules
Sentencing is the process of identifying and classifying records according to a Records Disposal Schedule and applying the disposal action specified in it. In Diagram 2 an overview is presented of sentencing procedures that can be used for:
•	records titled using the Territory Version of Keyword AAA terms and sentenced from creation using this linked Territory Administrative Records Disposal Schedules;
•	records titled using the Territory Version of Keyword AAA terms but not sentenced from creation; and
•	records where the Territory Version of Keyword AAA terms have not been used
These Records Disposal Schedules can be used on all active and inactive records.
Sentencing from creation is the process of allocating a disposal action at the point of creating a record. This means adding the disposal class number to a paper file or to the metadata attached to an electronic record. If you plan to introduce sentencing from creation in your agency you will also need strategies to manage this process. For example, you will need to resolve who will be responsible for making the disposal decisions, either a central records management unit or action officers. If it is to be the individual action officers, the agency will need to consider training requirements and make sure that responsibilities are clearly defined and allocated. Training should include familiarisation with the scope notes of the 16 functions detailed in theses Schedules (see the Business Classification Schemes). Diagram 3 shows steps that can be followed to sentence all records using these Schedules.

Diagram 3 - Procedures for Sentencing
Determine the appropriate administrative function/activity.
•	Using the Territory Version of Keyword AAA and/or these Records Disposal Schedules, determine the appropriate administrative function and activity either to sentence a record from creation, or to link the terms to a record created not using these tools.
•	Read the scope notes thoroughly rather than just depend on what is considered to be an appropriate term based on the title of the function and activity.
•	Note that most activities are generic and can be linked to many functions, with the scope notes reflecting this multi-function relationship and functions providing the context of the activities. For example, the scope note for the activity ‘Arrangements’ reads: 
‘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.’
This activity descriptor is linked to the functions COMMUNITY RELATIONS; EQUIPMENT AND STORES; FLEET MANAGEMENT; PERSONNEL and PROPERTY MANAGEMENT. The activity scope note uses words relating to the different aspects of each function.
•	There are occasions when the activity scope note describes a transaction which is also raised to the level of an independent activity in the Business Classification Scheme. For example, the scope note for the activity ‘Customer Service’ reads ‘The activities associated with the planning, monitoring and evaluation of services provided to customers by the agency’ but Planning’ and ‘Evaluation’ are also both separate activity terms in the scheme. In such instances the individual activities ‘Planning’ and ‘Evaluation’ should not be used for records documenting the ‘Customer Service’ activity. As a general rule, where there is overlap in activity boundaries, sentencing should be done on the whole activity rather than components of the activity scope.
•	If records to be sentenced have not been titled using the Territory Version of Keyword AAA but an agency uses a classification scheme, then a mapping exercise may assist in linking the agency’s terms to the 16 functional terms. For example, ‘People Management’ could be linked to ‘Personnel Management’; and ‘Human Resource Management’ may be linked to ‘PERSONNEL’ ‘and ‘COMPENSATION’.
•	Free text titling will usually have a word(s) that should give some indication of the function. For example, in the free text title ‘Request for Purchase of Laptops’, ‘purchase’ indicates the activity ‘Acquisition’ and ‘laptops’ the ‘TECHNOLOGY’ & TELECOMMUNICATIONS function.
Determine the most likely disposal class in the Territory Administrative Records Disposal Schedules
•	Examine the activities and the classes available in the Schedules under the relevant function.
To assist with good file management, records documenting the same set of transactions have often been divided into two classes: the key documents, and the general working and administrative records. Often the two classes will have the same retention period, which indicates that the supporting documentation is expected to provide important contextual information to manage the business activity. In such instances it is still recommended that the records be kept on two files (either ‘paper’ files or electronic ‘containers’) to facilitate retrieval. If an agency decides to raise only one file containing all records, the highest retention period should be used. Agencies may also wish to place all records relating to a function/activity set on one file rather than break them into transaction sets reflected in the ‘Description of Records’.  Again, if this decision is made, the highest retention period should be allocated and the appropriate entry number used.
•	In sentencing records not titled according to the Territory Version of Keyword AAA, or where the initial classification is no longer appropriate, many functions and activities may be found on the one record. In such instances records should not be culled or rearranged; rather, nominate the highest retention period for all functions and activities included.
Identify probable date of a disposal trigger event and calculate review date from that point. Or identify records to be retained as Territory Archives and determine a review date.
•	A trigger is the point from which the disposal action is calculated.
Some trigger dates may be easily identified (e.g. date of separation), but others will be more complex, and it may be necessary to consult the action area or creating officer for advice (e.g. ‘destroy 5 years after policy is superseded’ or ‘destroy when action completed’). The consultation may provide you with a likely trigger date or assist with a risk assessment to determine a reasonable period.
Some of the triggers in the Schedules include:
•	when action is completed
•	the last action
•	the last entry
•	the date the next risk assessment occurs
•	an event (e.g. when property is sold; when separation occurs)
•	A review date should be added to the record and noted in the control system (e.g. TARDiS 17.010.004 R2013 to note that disposal class entry number TARDiS 17.010.004 has been allocated to this record and that it should be reviewed in 2013).
•	Where sentencing is carried out from creation, an agency may choose to allocate a review period for all records and not attempt to determine a review date for each record at the time of creation (e.g. review all records after 5 years). In such cases the disposal class entry number (e.g. TARDiS 17.010.004 R2013) should be noted on the record and the control system.
•	When the review is undertaken, the event or date the trigger is based on may have passed. If this has occurred, the disposal action may be implemented.
•	For some inactive records this step may finalise the process, as the trigger date may have been met and the calculated disposal date passed. If this is the case then the final disposal date can be entered on the record and the control records (e.g. TARDiS 17.010.004 D2013 where D refers to the final disposal date).
•	It should be noted that the retention periods in the Schedules are only minimum requirements.
If these periods are too short to meet an agency’s particular business requirements, they should be adjusted accordingly.
On the review date, examine records asking the question: ‘Has the disposal trigger event occurred?’
•	For a sentence allocated from creation this may be some years hence, or it may be a shorter time frame for records already in existence.
If the answer is NO, revise probable trigger date and recalculate a review date
•	If on review it is determined that the trigger point has not occurred, then the review date should be recalculated and altered on the record and control system.
If the answer is YES, confirm the disposal decision and update the control records
•	If on review it is determined that the trigger point has been reached, the disposal decision should be confirmed, taking into account any change that may have occurred in the nature of the record since the allocation of the review date. The disposal date should then be entered on the record and in the control system (e.g. TARDiS 17.010.004, D2013). If the nature of the record has changed, the record should be re-sentenced with a new review date.
•	Records which relate to any exempt clauses under Section 28 of the Territory Records Act 2002, or are subject to a request for access under the Freedom of Information Act 1989, the Territory Records Act 2002 or any other Act should not be destroyed until the action has been completed.

Special notes to the schedules
Establishment and personnel records
A number of agencies manage their establishment structures and employ staff under their own enabling legislation rather than the Public Sector Management Act 1994. Such agencies are not excluded from using the sections of the Schedules relating to the ESTABLISHMENT and PERSONNEL functions, but before doing so should check their own enabling legislation and other regulatory directives for major variations in scope and requirements. In cases where the variations are great, these Schedules are not applicable. Coverage in such circumstances must be included under operational Records Disposal Schedules.  Where there is doubt if these schedules cover ESTABLISHMENT or PERSONNEL records contact the Territory Records Office for advice.
Normal administrative practice (NAP)
Some records may be destroyed without records disposal coverage under the ‘normal administrative practice’ (NAP) provisions of the Territory Records Act 2002. Records can be disposed of as a normal administrative practice if they are:
•	duplicate (e.g. an information copy)
•	obviously unimportant (e.g. telephone message slips)
•	of short term facilitative value (e.g. compliment slips)
•	a combination of these
The guiding principle is that agencies should always be sure that destroying the record will not destroy evidence that might be needed. Records that have been captured into a recordkeeping system should not be destroyed as NAP unless the reason for their destruction is recorded in full on the relevant control records. NAP can apply to electronic records as well as paper records (e.g. information on word processing systems where a hard copy has been captured into a recordkeeping system). It is designed to allow for sensible business practices. Further information on NAP can be obtained from the Territory Records Office Records Advice No.2- Normal administrative practice (NAP).

BUSINESS CLASSIFICATION SCHEME
GOVERNMENT RELATIONS
The function of developing and administering formal relationships between the agency, the ACT Government and other governments. Includes the agency's relationship with Ministers and Members of the Legislative Assembly and the political processes of Government and relationships with Commonwealth, State, Local, or overseas governments.
This function is NOT designed to cover regular ongoing contact between government agencies, which should be classified under the relevant function.
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. Includes records associated with preparing agreements/contracts and settling those agreements/contracts. Includes contracts, memoranda of understanding (MOU), deeds, leases, licences and mortgages.
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.
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.
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.
Inquiries
The activities associated with liaising with bodies carrying out inquiries and participating in them. Inquiries are investigations carried out by people or bodies that have been empowered to inquire and report on a subject, such as Royal Commissions, Judicial Commissions, Boards of Inquiry, Legislative Assembly and Ombudsman's inquiries. Includes the agency's participation in the inquiry by providing evidence in the form of records, submissions or staff.
Joint Ventures
The activities involved in managing joint operations between the agency and 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.
Media Relations
The activities associated with establishing a relationship with the media. Includes cultivating media contacts, coordinating access to the media, authorising and issuing press releases and briefings, and organising media interviews.
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.
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.
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.
Representations
The activities involved in preparing responses to questions raised in the Legislative Assembly by Members of Legislative Assembly on behalf of their constituents. Also includes community-based representations and representations directed to the Minister seeking a formal response.
Representatives
The activities associated with the nomination, appointment or resignation of individuals or groups of personnel appointed by the organisation or their co-workers as official representatives to organisations, offices, unions, workers participation committees, councils or groups. Includes organisational legal representatives.
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.
Submissions
The preparation and submission of a formal statement (e.g. a business case, statistics, etc) supporting a case or opinion held by the agency which is submitted to another agency or organisation, or within the agency, for the purpose of either gain or support.
Visits
The activities involved in arranging visits by other agencies, the public and students to the agency, with a view to inform, educate or promote the services, operation and role of the organisation. Includes arranging visits by staff to other agencies, organisations, etc.

RECORDS DISPOSAL SCHEDULE
GOVERNMENT RELATIONS
The function of developing and administering formal relationships between the agency, the ACT Government and other governments. Includes the agency's relationship with Ministers and Members of the Legislative Assembly and the political processes of Government and relationships with Commonwealth, State, Local, or overseas governments. 
Note: This function is NOT designed to cover regular ongoing contact between government agencies, which should be classified under the relevant function.
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	
007.004.001	Final versions of addresses presented by Chief Minister or portfolio Ministers and agency heads at government occasions.
[For addresses delivered by Chief Minister or portfolio Ministers at public occasions, use COMMUNITY RELATIONS - Addresses (presentations).]	Retain as Territory Archives	
*007.004.001*			
007.004.002	Final versions of addresses presented by other agency staff at government occasions.	Destroy 6 years after action completed	
*007.004.002*			
007.004.003	Working papers documenting the preparation of addresses presented by the Chief Minister or portfolio Minister and agency staff. Includes:
•	requests for input into ministerial speeches
•	quality monitoring
•	comments
•	clearances
•	draft versions.	Destroy 1 year after action completed	
*007.004.003*			

Advice
The activities associated with offering opinions as to an action or judgement. Includes the process of advising.
[For formal submissions made by the agency on government matters, use GOVERNMENT RELATIONS - Submissions.
For registers tracking the handling of Cabinet documents, use INFORMATION MANAGEMENT - Control.]

Entry No.	Description of Records	Disposal Action	
007.005.001	Master sets of Cabinet documents relating to government relations held by the Cabinet Secretariat in the Cabinet Office.	Retain as Territory Archives	
*007.005.001*			
007.005.002	Advice provided by the agency to the Chief Minister or portfolio Minister and government agencies on controversial issues with far-reaching social, economic and international implications relating to dealings with other governments.	Retain as Territory Archives	
*007.005.002*			
007.005.003	Working papers documenting the development of Information Papers, Assembly Business Papers and Appointments held by the Cabinet Office.	Retain as Territory Archives	
*007.005.003*			
007.005.004	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 dealings with other governments.	Retain as Territory Archives	
*007.005.004*			
007.005.005	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	
*007.005.005*			

Advice (Continued)
The activities associated with offering opinions as to an action or judgement. Includes the process of advising.
[For formal submissions made by the agency on government matters, use GOVERNMENT RELATIONS - Submissions.
For registers tracking the handling of Cabinet documents, use INFORMATION MANAGEMENT - Control.]

Entry No.	Description of Records	Disposal Action	
007.005.006	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	
*007.005.006*			
007.005.007	Advice relating to dealings with other governments 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	
*007.005.007*			
007.005.008	Working papers documenting the development of advice relating to dealings with other governments 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.	Destroy 5 years after action completed	
*007.005.008*			

Advice (Continued)
The activities associated with offering opinions as to an action or judgement. Includes the process of advising.
[For formal submissions made by the agency on government matters, use GOVERNMENT RELATIONS - Submissions.
For registers tracking the handling of Cabinet documents, use INFORMATION MANAGEMENT - Control.]

Entry No.	Description of Records	Disposal Action	
007.005.009	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.	Destroy 3 years after action completed	
*007.005.009*			
007.005.010	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	
*007.005.010*			
Agreements
The processes associated with the establishment, maintenance, review and negotiation of agreements. Includes records associated with preparing agreements/contracts and settling those agreements/contracts. Includes contracts, memoranda of understanding (MOU), deeds, leases, licences and mortgages.
Note: Agencies must use specific Records Disposal Schedules for agreements which relate to their core functions.
[For agreements relating to joint ventures, use GOVERNMENT RELATIONS - Joint Ventures.]

Entry No.	Description of Records	Disposal Action	
007.006.001	Final version of significant agreements with government bodies. Includes:
•	policies and procedures applying to the whole of government
•	changes to the performance of statutory functions
•	those with implications for major liabilities or obligations for the agency.	Retain as Territory Archives	
*007.006.001*			

Agreements (Continued)
The processes associated with the establishment, maintenance, review and negotiation of agreements. Includes records associated with preparing agreements/contracts and settling those agreements/contracts. Includes contracts, memoranda of understanding (MOU), deeds, leases, licences and mortgages.
Note: Agencies must use specific Records Disposal Schedules for agreements which relate to their core functions.
[For agreements relating to joint ventures, use GOVERNMENT RELATIONS - Joint Ventures.]

Entry No.	Description of Records	Disposal Action	
007.006.002	Records relating to the negotiations, establishment, maintenance and review of significant agreements.	Retain as Territory Archives	
*007.006.002*			
007.006.003	Final versions of other agreements.	Destroy 10 years after expiry of the agreement	
*007.006.003*			
007.006.004	Records documenting the negotiations, establishment, maintenance and review of other agreements.	Destroy 10 years after expiry of the agreement	
*007.006.004*			
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	
007.013.001	Final internal and external audit reports relating to the government relations function. Includes the final reports from audits conducted by the ACT Auditor General's Office.	Destroy 5 years after action completed	
*007.013.001*			

Audit (Continued)
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	
007.013.002	Records documenting the planning and conduct of internal and external audits relating to the government relations function. Includes:
•	liaison with the auditing body
•	notes taken at opening and exit interviews
•	draft reports
•	comments.	Destroy 5 years after action completed	
*007.013.002*			
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.
Note: Agencies must use function specific Records Disposal Schedules for committees which relate to their core functions.

Entry No.	Description of Records	Disposal Action	
007.020.001	Records of inter-government (both State/Territory and overseas) or inter-agency committees. Includes:
•	documents establishing the committee
•	agendas
•	minutes
•	reports
•	recommendations
•	supporting documents such as briefing and discussion papers.	Retain as Territory Archives	
*007.020.001*			

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.
Note: Agencies must use function specific Records Disposal Schedules for committees which relate to their core functions.

Entry No.	Description of Records	Disposal Action	
007.020.002	Working papers documenting the administrative arrangements made for the conduct of inter-government (both State/Territory and overseas) or inter-agency committees involving relations with other governments and agencies.	Destroy 5 years after action completed	
*007.020.002*			
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	
007.021.001	Records documenting agency compliance with mandatory or optional standards or with statutory requirements relating to the government relations function (e.g. submission of Annual Report to the Chief Minister or portfolio Minister including letter of transmittal).	Destroy 7 years after action completed	
*007.021.001*			
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	
007.053.001	Records documenting the implementation of plans, policies, procedures and instructions to support the government relations function.	Destroy 3 years after action completed	
*007.053.001*			
Inquiries
The activities associated with liaising with bodies carrying out inquiries and participating in them. Inquiries are investigations carried out by people or bodies that have been empowered to inquire and report on a subject, such as Royal Commissions, Judicial Commissions, Boards of Inquiry, Legislative Assembly and Ombudsman's inquiries. Includes the agency's participation in the inquiry by providing evidence in the form of records, submissions or staff.
Note:  For inquiries relating directly to agency functions, agencies must use a specific function specific Records Disposal Schedule.

Entry No.	Description of Records	Disposal Action	
007.056.001	Records documenting the agency’s contribution and involvement in inquiries affecting relations with other governments. Includes:
•	agency statements and submissions
•	responses to final reports 
•	transcripts of oral evidence given by agency officers.	Retain as Territory Archives	
*007.056.001*			
007.056.002	Working papers documenting the agency’s contribution and involvement in inquiries affecting relations with other governments.	Retain as Territory Archives	
*007.056.002*			
Joint Ventures
The activities involved in managing joint operations between the agency and 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	
007.062.001	Final signed versions of joint venture agreements or contracts with other governments or agencies. Includes:
•	policies and procedures applying to the whole of government
•	changes to the performance of statutory functions
•	those with implications for major liabilities or obligations for the agency.	Retain as Territory Archives	
*007.062.001*			
007.062.002	Working papers relating to the establishment and negotiations and management of joint venture agreements or contracts with other governments or agencies.	Retain as Territory Archives	
*007.062.002*			
Media Relations
The activities associated with establishing a relationship with the media. Includes cultivating media contacts, coordinating access to the media, authorising and issuing press releases and briefings, and organising media interviews.

Entry No.	Description of Records	Disposal Action	
007.071.001	Master set of agency produced media releases in the Chief Minister or portfolio Minister’s name and transcripts of interviews.	Retain as Territory Archives	
*007.071.001*			

Media Relations (Continued)
The activities associated with establishing a relationship with the media. Includes cultivating media contacts, coordinating access to the media, authorising and issuing press releases and briefings, and organising media interviews.

Entry No.	Description of Records	Disposal Action	
007.071.002	Records documenting administrative arrangements with the media. Includes:
•	the issuing of media releases in the Chief Minister or portfolio Minister's name
•	organising media interviews for the Minister
•	providing information and assistance to support media coverage.	Destroy 3 years after action completed	
*007.071.002*			
007.071.003	Copies of media items specifically relating to the Chief Minister or portfolio Minister. Includes:
•	newscuttings
•	transcripts
•	electronic items.
[For copies of media items relating to the agency's operations, use COMMUNITY RELATIONS - Media Relations.
For the acquisition of media items through media monitoring services, use INFORMATION MANAGEMENT - Acquisition.]	Destroy 6 months after last action	
*007.071.003*			
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	
007.072.001	Final versions of minutes and supporting documents tabled at meetings held to support the government relations function. Includes meetings with external agencies.	Destroy 3 years after action completed	
*007.072.001*			
Meetings (Continued)
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	
007.072.002	Working papers documenting the conduct and administration of meetings held to support the government relations function. Includes:
•	agendas
•	notices of meetings
•	draft minutes.	Destroy 6 months after last action	
*007.072.002*			
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	
007.080.001	Records documenting development and establishment of government-wide government relations policies.	Retain as Territory Archives	
*007.080.001*			
007.080.002	Records documenting the development and establishment of the agency's government relations policies. Includes:
•	policy proposals
•	research papers
•	results of consultations
•	supporting reports
•	major drafts
•	final policy documents.	Destroy 5 years after policy is superseded	
*007.080.002*			
007.080.003	Records documenting comments made on the development of government-wide government relations policies.	Destroy 3 years after promulgation of new policy	
*007.080.003*			
007.080.004	Working papers documenting the development of all government relations policies.	Destroy 3 years after promulgation of new policy	
*007.080.004*			

Policy (Continued)
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	
007.080.005	Copies of policy documents and supporting papers.	Destroy 6 months after last action	
*007.080.005*			
Procedures
Standard methods of operating laid down by the agency according to formulated policy.

Entry No.	Description of Records	Disposal Action	
007.082.001	Master set of agency manuals, handbooks, directives etc detailing procedures supporting the government relations function. Includes procedures for preparing materials for a particular Minister.	Retain as Territory Archives	
*007.082.001*			
007.082.002	Records documenting the development of agency procedures supporting the government relations function.	Destroy 1 year after production of procedures	
*007.082.002*			
007.082.003	Copies of manuals, handbooks, directives etc.	Destroy 6 months after last action	
*007.082.003*			
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.
[For the provision of advice to government, use GOVERNMENT RELATIONS - Advice.
For agency contributions to government inquiries not relating to their functions, use GOVERNMENT RELATIONS - Inquiries.]

Entry No.	Description of Records	Disposal Action	
007.088.001	Final versions of unpublished formal reports made on the agency's core functions.
[For the Annual Report drafting process, use PUBLICATION - Drafting.
For published reports (e.g. Annual Reports), use PUBLICATION - Planning and PUBLICATION - Production.
For submission of the agency's Annual Report to the portfolio Minister, use GOVERNMENT RELATIONS - Compliance.]	Retain as Territory Archives	
*007.088.001*			
007.088.002	Working papers documenting the development of formal reports made on the agency's core functions.	Retain as Territory Archives	
*007.088.002*			
007.088.003	Final versions of periodic reports required on a regular basis by external government bodies.	Destroy 5 years after action completed	
*007.088.003*			
007.088.004	Working papers documenting periodic reports required on a regular basis by external government bodies.	Destroy 3 years after action completed	
*007.088.004*			
007.088.005	Responses to surveys requested by other government agencies.	Destroy 2 years after action completed	
*007.088.005*			
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.
[For the provision of advice to government, use GOVERNMENT RELATIONS - Advice.
For agency contributions to government inquiries not relating to their functions, use GOVERNMENT RELATIONS - Inquiries.]

Entry No.	Description of Records	Disposal Action	
007.088.006	Copies of government relations reports.	Destroy 6 months after last action	
*007.088.006*			
Representations
The activities involved in preparing responses to questions raised in the Legislative Assembly by Members of Legislative Assembly on behalf of their constituents. Also includes community-based representations and representations directed to the Minister seeking a formal response.
[For registers of Ministerial correspondence, use INFORMATION MANAGEMENT - Control.]

Entry No.	Description of Records	Disposal Action	
007.089.001	Records documenting responses to approaches received by the Minister (‘Ministerials’) from peak industry bodies, leading community interest groups, recognised influential stakeholders and individuals concerning issues of a contentious nature which are of major significance to the agency and/or the community at large. Includes:
•	copies of letters received
•	draft responses
•	minutes providing background details for the Minister
•	requests from the Minister’s office for changes
•	final responses.	Retain as Territory Archives	
*007.089.001*			

Representations (Continued)
The activities involved in preparing responses to questions raised in the Legislative Assembly by Members of Legislative Assembly on behalf of their constituents. Also includes community-based representations and representations directed to the Minister seeking a formal response.
[For registers of Ministerial correspondence, use INFORMATION MANAGEMENT - Control.]

Entry No.	Description of Records	Disposal Action	
007.089.002	Records documenting the preparation of Ministerial responses to questions raised in the Legislative Assembly.	Destroy 5 years after action completed	
*007.089.002*			
007.089.003	Records documenting responses to other approaches received by the Minister (‘Ministerials’) from the public of a routine nature concerning issues which are of no major significance to the agency and/or the community at large. Includes:
•	copies of letters received
•	draft responses
•	minutes providing background details for the Minister
•	requests from the Minister’s office for changes
•	final responses.	Destroy 2 years after action completed	
*007.089.003*			
007.089.004	Records documenting the management of communications sent to the Minister. Includes Ministerial directives (project worksheets) and background material.	Destroy 1 year after action completed	
*007.089.004*			
007.089.005	Reference set of all responses to representations 'Ministerials' kept by the coordinating area.	Destroy 6 months after last action	
*007.089.005*			

Representatives
The activities associated with the nomination, appointment or resignation of individuals or groups of personnel appointed by the organisation or their co-workers as official representatives to organisations, offices, unions, workers participation committees, councils or groups. Includes organisational legal representatives.

Entry No.	Description of Records	Disposal Action	
007.090.001	Records documenting the nomination, appointment and resignation and/or termination of staff members on government bodies dealing with matters outside the operational responsibility of the agency.	Destroy 3 years after end of appointment	
*007.090.001*			
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.
Note:  This function/activity set should not be used for research which supports core functions of the agency.  In these instances coverage should be included in a specific functional Records Disposal Schedule.

Entry No.	Description of Records	Disposal Action	
007.091.001	Records documenting detailed research carried out to support the government relations function.	Destroy 7 years after action completed	
*007.091.001*			
007.091.002	Records documenting routine research carried out to support the government relations function.	Destroy 1 year after action completed	
*007.091.002*			

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	
007.093.001	Records documenting a review of agency programs and operations supporting the government relations function. Includes:
•	documents establishing the review
•	final reports
•	action plans.	Destroy 5 years after action completed	
*007.093.001*			
007.093.002	Working papers documenting a review of agency programs and operations supporting the government relations function.	Destroy 2 years after action completed	
*007.093.002*			
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	
007.097.001	Records documenting arrangements made by the agency for the security of government representatives, including the Chief Minister or portfolio Minister and dignitaries during visits.
[For general arrangements for visits, use GOVERNMENT RELATIONS - Visits.]	Destroy 6 years after action completed	
*007.097.001*			

Submissions
The preparation and submission of a formal statement (e.g. a business case, statistics, etc) supporting a case or opinion held by the agency which is submitted to another agency or organisation, or within the agency, for the purpose of either gain or support.

Entry No.	Description of Records	Disposal Action	
007.102.001	Master sets of Cabinet documents relating to government relations held by the Cabinet Secretariat in the Cabinet Office.	Retain as Territory Archives	
*007.102.001*			
007.102.002	Cabinet documents as defined in the Cabinet Handbook held by an agency or Minister.	Retain as Territory Archives	
*007.102.002*			
007.102.003	Working papers documenting the development of Cabinet submissions held by the Cabinet Office.	Retain as Territory Archives	
*007.102.003*			
007.102.004	Working papers documenting the development of submissions (other than Cabinet submissions) relating to controversial issues.	Retain as Territory Archives	
*007.102.004*			
007.102.005	Submissions (other than Cabinet submissions) made to the Chief Minister, Minister, and government bodies on issues directly relating to the agency's functions, concerning controversial issues with far reaching social, economic and international implications relating to the functional responsibilities of the agency.	Retain as Territory Archives	
*007.102.005*			
007.102.006	Submissions (other than Cabinet submissions) made to the Chief Minister, Minister, and government bodies on issues directly relating to the agency's functions, concerning other matters of lesser importance with no far reaching impact on the social, economic and international standing of the country. Includes submissions concerning administrative matters.	Destroy 10 years after action completed	
*007.102.006*			
007.102.007	Working papers documenting the development of submissions (other than Cabinet submissions) relating to other matters of lesser importance.	Destroy 10 years after action completed	
*007.102.007*			

Submissions (Continued)
The preparation and submission of a formal statement (e.g. a business case, statistics, etc) supporting a case or opinion held by the agency which is submitted to another agency or organisation, or within the agency, for the purpose of either gain or support.

Entry No.	Description of Records	Disposal Action	
007.102.008	Working papers documenting the development of Cabinet submissions. Includes: 
•	background and briefing material
•	drafts
•	comments received.	Return to Cabinet Liaison Officers when Cabinet papers are no longer required and destroy	
*007.102.008*			
Visits
The activities involved in arranging visits by other agencies, the public and students to the agency, with a view to inform, educate or promote the services, operation and role of the organisation. Includes arranging visits by staff to other agencies, organisations, etc.

Entry No.	Description of Records	Disposal Action	
007.0109.001	Records documenting visits to the agency by royalty and Heads of State. Includes visitor books signed by such dignitaries.	Retain as Territory Archives	
*007.0109.001*			
007.0109.002	Records documenting visits made by the Chief Minister, Ministers and members of the Legislative Assembly both within Australia and overseas. Includes:
•	invitations
•	travel and accommodation arrangements
•	itineraries and programs
•	visit reports
•	letters of thanks.	Destroy 10 years after action completed	
*007.0109.002*			
007.0109.003	Records documenting visits to the agency made by the Chief Minister, Ministers, Members of the Legislative Assembly, other agency officials and Territory, interstate and overseas delegations.	Destroy 6 years after action completed	
*007.0109.003*			
007.0109.004	Records documenting visits by agency staff to other government organisations both within Australia and overseas. Includes reports on the visit.	Destroy 6 years after action completed	
*007.0109.004*			

RETAIN AS TERRITORY ARCHIVES
GOVERNMENT RELATIONS
The function of developing and administering formal relationships between the agency, the ACT Government and other governments. Includes the agency's relationship with Ministers and Members of the Legislative Assembly and the political processes of Government and relationships with Commonwealth, State, Local, or overseas governments.
Note: This function is NOT designed to cover regular ongoing contact between government agencies, which should be classified under the relevant function.
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	
007.004.001	Final versions of addresses presented by Chief Minister or portfolio Ministers and agency heads at government occasions.
[For addresses delivered by Chief Minister or portfolio Ministers at public occasions, use COMMUNITY RELATIONS - Addresses (presentations).]	Retain as Territory Archives	
*007.004.001*			
Advice
The activities associated with offering opinions as to an action or judgement. Includes the process of advising.
[For formal submissions made by the agency on government matters, use GOVERNMENT RELATIONS - Submissions.
For registers tracking the handling of Cabinet documents, use INFORMATION MANAGEMENT - Control.]

Entry No.	Description of Records	Disposal Action	
007.005.001	Master sets of Cabinet documents relating to government relations held by the Cabinet Secretariat in the Cabinet Office.	Retain as Territory Archives	
*007.005.001*			
007.005.002	Advice provided by the agency to the Chief Minister or portfolio Minister and government agencies on controversial issues with far-reaching social, economic and international implications relating to dealings with other governments.	Retain as Territory Archives	
*007.005.002*			

Advice (Continued)
The activities associated with offering opinions as to an action or judgement. Includes the process of advising.
[For formal submissions made by the agency on government matters, use GOVERNMENT RELATIONS - Submissions.
For registers tracking the handling of Cabinet documents, use INFORMATION MANAGEMENT - Control.]

Entry No.	Description of Records	Disposal Action	
007.005.003	Working papers documenting the development of Information Papers, Assembly Business Papers and Appointments held by the Cabinet Office.	Retain as Territory Archives	
*007.005.003*			
007.005.004	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 dealings with other governments.	Retain as Territory Archives	
*007.005.004*			
Agreements
The processes associated with the establishment, maintenance, review and negotiation of agreements. Includes records associated with preparing agreements/contracts and settling those agreements/contracts. Includes contracts, memoranda of understanding (MOU), deeds, leases, licences and mortgages.
Note: Agencies must use specific Records Disposal Schedules for agreements which relate to their core functions.
[For agreements relating to joint ventures, use GOVERNMENT RELATIONS - Joint Ventures.]

Entry No.	Description of Records	Disposal Action	
007.006.001	Final version of significant agreements with government bodies. Includes:
•	policies and procedures applying to the whole of government
•	changes to the performance of statutory functions
•	those with implications for major liabilities or obligations for the agency.	Retain as Territory Archives	
*007.006.001*			
Agreements (Continued)
The processes associated with the establishment, maintenance, review and negotiation of agreements. Includes records associated with preparing agreements/contracts and settling those agreements/contracts. Includes contracts, memoranda of understanding (MOU), deeds, leases, licences and mortgages.
Note: Agencies must use specific Records Disposal Schedules for agreements which relate to their core functions.
[For agreements relating to joint ventures, use GOVERNMENT RELATIONS - Joint Ventures.]

Entry No.	Description of Records	Disposal Action	
007.006.002	Records relating to the negotiations, establishment, maintenance and review of significant agreements.	Retain as Territory Archives	
*007.006.002*			
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.
Note: Agencies must use function specific Records Disposal Schedules for committees which relate to their core functions.

Entry No.	Description of Records	Disposal Action	
007.020.001	Records of inter-government (both State/Territory and overseas) or inter-agency committees. Includes:
•	documents establishing the committee
•	agendas
•	minutes
•	reports
•	recommendations
•	supporting documents such as briefing and discussion papers.	Retain as Territory Archives	
*007.020.001*			

Inquiries
The activities associated with liaising with bodies carrying out inquiries and participating in them. Inquiries are investigations carried out by people or bodies that have been empowered to inquire and report on a subject, such as Royal Commissions, Judicial Commissions, Boards of Inquiry, Legislative Assembly and Ombudsman's inquiries. Includes the agency's participation in the inquiry by providing evidence in the form of records, submissions or staff.
Note:  For inquiries relating directly to agency functions, agencies must use a specific function specific Records Disposal Schedule.

Entry No.	Description of Records	Disposal Action	
007.056.001	Records documenting the agency’s contribution and involvement in inquiries affecting relations with other governments. Includes:
•	agency statements and submissions
•	responses to final reports
•	transcripts of oral evidence given by agency officers.	Retain as Territory Archives	
*007.056.001*			
007.056.002	Working papers documenting the agency’s contribution and involvement in inquiries affecting relations with other governments.	Retain as Territory Archives	
*007.056.002*			
Joint Ventures
The activities involved in managing joint operations between the agency and 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	
007.062.001	Final signed versions of joint venture agreements or contracts with other governments or agencies. Includes:
•	policies and procedures applying to the whole of government
•	changes to the performance of statutory functions
•	those with implications for major liabilities or obligations for the agency.	Retain as Territory Archives	
*007.062.001*			
007.062.002	Working papers relating to the establishment and negotiations and management of joint venture agreements or contracts with other governments or agencies.	Retain as Territory Archives	
*007.062.002*			
Media Relations
The activities associated with establishing a relationship with the media. Includes cultivating media contacts, coordinating access to the media, authorising and issuing press releases and briefings, and organising media interviews.

Entry No.	Description of Records	Disposal Action	
007.071.001	Master set of agency produced media releases in the Chief Minister or portfolio Minister’s name and transcripts of interviews.	Retain as Territory Archives	
*007.071.001*			
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	
007.080.001	Records documenting development and establishment of government-wide government relations policies.	Retain as Territory Archives	
*007.080.001*			
Procedures
Standard methods of operating laid down by the agency according to formulated policy.

Entry No.	Description of Records	Disposal Action	
007.082.001	Master set of agency manuals, handbooks, directives etc detailing procedures supporting the government relations function. Includes procedures for preparing materials for a particular Minister.	Retain as Territory Archives	
*007.082.001*			
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, 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.
[For the provision of advice to government, use GOVERNMENT RELATIONS - Advice.
For agency contributions to government inquiries not relating to their functions, use GOVERNMENT RELATIONS - Inquiries.]

Entry No.	Description of Records	Disposal Action	
007.088.001	Final versions of unpublished formal reports made on the agency's core functions.
[For the Annual Report drafting process, use PUBLICATION - Drafting.
For published reports (e.g. Annual Reports), use PUBLICATION - Planning and PUBLICATION - Production.
For submission of the agency's Annual Report to the portfolio Minister, use GOVERNMENT RELATIONS - Compliance.]	Retain as Territory Archives	
*007.088.001*			
007.088.002	Working papers documenting the development of formal reports made on the agency's core functions.	Retain as Territory Archives	
*007.088.002*			
Representations
The activities involved in preparing responses to questions raised in the Legislative Assembly by Members of Legislative Assembly on behalf of their constituents. Also includes community-based representations and representations directed to the Minister seeking a formal response.
[For registers of Ministerial correspondence, use INFORMATION MANAGEMENT - Control.]

Entry No.	Description of Records	Disposal Action	
007.089.001	Records documenting responses to approaches received by the minister (‘Ministerials’) from peak industry bodies, leading community interest groups, recognised influential stakeholders and individuals concerning issues of a contentious nature which are of major significance to the agency and/or the community at large. Includes:
•	copies of letters received
•	draft responses
•	minutes providing background details for the Minister
•	requests from the Minister’s office for changes
•	final responses.	Retain as Territory Archives	
*007.089.001*			
Submissions
The preparation and submission of a formal statement (e.g. a business case, statistics, etc) supporting a case or opinion held by the agency which is submitted to another agency or organisation, or within the agency, for the purpose of either gain or support.

Entry No.	Description of Records	Disposal Action	
007.102.001	Master sets of Cabinet documents relating to government relations held by the Cabinet Secretariat in the Cabinet Office.	Retain as Territory Archives	
*007.102.001*			
007.102.002	Cabinet documents as defined in the Cabinet Handbook held by an agency or Minister.	Retain as Territory Archives	
*007.102.002*			

Submissions (Continued)
The preparation and submission of a formal statement (e.g. a business case, statistics, etc) supporting a case or opinion held by the agency which is submitted to another agency or organisation, or within the agency, for the purpose of either gain or support.

Entry No.	Description of Records	Disposal Action	
007.102.003	Working papers documenting the development of Cabinet submissions held by the Cabinet Office.	Retain as Territory Archives	
*007.102.003*			
007.102.004	Working papers documenting the development of submissions (other than Cabinet submissions) relating to controversial issues.	Retain as Territory Archives	
*007.102.004*			
Entry No.	Description of Records	Disposal Action	
007.102.005	Submissions (other than Cabinet submissions) made to the Chief Minister, Minister, and government bodies on issues directly relating to the agency's functions, concerning controversial issues with far reaching social, economic and international implications relating to the functional responsibilities of the agency.	Retain as Territory Archives	
*007.102.005*			
Visits
The activities involved in arranging visits by other agencies, the public and students to the agency, with a view to inform, educate or promote the services, operation and role of the organisation. Includes arranging visits by staff to other agencies, organisations, etc.

Entry No.	Description of Records	Disposal Action	
007.0109.001	Records documenting visits to the agency by royalty and Heads of State. Includes visitor books signed by such dignitaries.	Retain as Territory Archives	
*007.0109.001*			

SCHEDULE OF AMENDMENTS – this information is provided for the assistance of users but does not form part of the Notifiable Instrument.

Changes to  NI2009-440	Dated	10 September 2009	
New Features (Insertions)	
FUNCTION	Activity	Entry no.	Description	

Enhancements (Changes)	
FUNCTION	Activity	Entry no.	Description	
GOVERNMENT RELATIONS	Submissions	007.102.005	omit
Destroy 10 years after action completed
substitute
Retain as Territory Archives	
GOVERNMENT RELATIONS	Submissions	007.0102.001 to 007.0102.008	omit
0102 in all second level numbers in the classes 007.0102.001 to 007.0102.008
substitute
102 in all second level numbers in the classes 007.0102.001 to 007.0102.008	
GOVERNMENT RELATIONS	Submissions	007.102.005	Add to Retain as Territory Archives list.	
			
Corrections (Deletions)	
FUNCTION	Activity	Entry no.	Description