Australian Capital Territory
Territory Records (Records Disposal Schedule – Emergency Services Records) Approval 2011 (No 1)
Notifiable instrument NI2011—91          
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 – Emergency Services Records) Approval 2011 (No 1)
2.	Approval
I approve the Records Disposal Schedule – Emergency Services Records.
3.	Commencement
This instrument commences on the day after notification.
4.	Revocation
I revoke Notifiable Instrument NI2005-154 notified 5 May 2005.

David Wardle
Director of Territory Records
28 February 2011

Records Disposal Schedule
Emergency Services Records

Table of Contents
INTRODUCTION	7
PURPOSE	7
SCOPE	7
AUTHORITY	7
STRUCTURE AND RELATIONSHIP TO THE TERRITORY VERSION OF KEYWORD AAA	7
Whole-of-Government Thesaurus	8
GUIDELINES FOR USE	8
Coverage of authority	8
Layout of the schedule	9
FORMAT OF RECORD	10
Electronic records	10
DESTRUCTION OF RECORDS	10
UPDATING THE RECORDS DISPOSAL SCHEDULE	10
ASSISTANCE IN USING THE RECORDS DISPOSAL SCHEDULE	10
RELATED LEGISLATION	11
DEFINITIONS	12
Agency	12
Appraisal	12
Business Classification Scheme	12
Principal Officer	12
Records	12
Records of an Agency	12
Records Disposal Schedule	13
Records Management Program	13
Recordkeeping Systems	13
Scope Note	13
Sentencing	13
Territory Archives	13
BUSINESS CLASSIFICATION SCHEME	1
EMERGENCY AWARENESS	2
EMERGENCY MANAGEMENT	7
MATERIEL SUPPORT	11
OPERATIONAL TRAINING	15
RECORDS DISPOSAL SCHEDULE	1
EMERGENCY AWARENESS	2
Advice	2
Agreements	2
Arrangements	3
Audit	3
Authorisation	3
Committees	4
Community Education	5
Compliance	5
Contracting out	6
Enquiries	6
Evaluation	6
Implementation	7
Infringements	7
Inspections	7
Joint ventures	8
Liaison	8
Meetings	8
Planning	9
Policy	9
Procedures	9
Public Reaction	10
Reporting	10
Research	11
Reviewing	11
Standards	12
Tendering	12
Tendering (Continued)	13
EMERGENCY MANAGEMENT	14
Advice	14
Agreements	14
Agreements (Continued)	15
Arrangements	15
Audit	15
Case Management	16
Committees	17
Committees (Continued)	18
Committees (Continued)	19
Counselling (Emergency)	19
Debriefing	20
Disputes (Emergency Response)	20
Emergency Declarations	21
Emergency Incidents	21
Emergency Incidents (Continued)	22
Emergency Notifications	22
Enquiries	23
Evaluation	23
Information Resources	23
Information Resources (Continued)	24
Joint ventures	24
Liaison	25
Meetings	25
Planning	26
Policy	26
Procedures	27
Public Reaction	27
Registration	28
Regulation and Monitoring	28
Reporting	28
Resource Dispatch	29
Reviewing	29
MATERIEL SUPPORT	30
Acquisition	30
Agreements	30
Allocation	31
Arrangements	31
Audit	31
Authorisation	32
Committees	32
Committees (Continued)	33
Conservation	33
Contracting out	34
Disposal	34
Equipment Design	34
Equipment Design (Continued)	35
Evaluation	35
Evaluation (Continued)	36
Infringements	36
Inspections	36
Installation	37
Inventory	37
Joint ventures	37
Leasing	37
Maintenance	38
Meetings	38
Planning	39
Policy	39
Procedures	39
Registration	40
Regulation and Monitoring	40
Reporting	41
Standards	42
Stocktake	42
Tendering	42
Tendering (Continued)	43
OPERATIONAL TRAINING	44
Acquisition	44
Advice	44
Agreements	45
Appeals (decisions)	45
Arrangements	46
Audit	46
Ceremonies	46
Client Management	47
Committees	47
Committees (Continued)	48
Compliance	48
Contracting out	49
Course Delivery	49
Course Development	50
Enquiries	50
Enrolment	51
Evaluation	51
Examination and Assessment	52
Joint ventures	53
Liaison	53
Meetings	54
Planning	54
Policy	55
Procedures	55
Reporting	56
Reviewing	57
Tendering	57
Tendering (Continued)	58
Training Exercises	58
RETAIN AS TERRITORY ARCHIVES	59
EMERGENCY AWARENESS	60
Audit	60
Committees	60
Community Education	61
Policy	61
Research	61
Reviewing	62
EMERGENCY MANAGEMENT	63
Audit	63
Case Management	63
Committees	64
Debriefing	65
Disputes (Emergency Response)	65
Emergency Declarations	65
Emergency Incidents	66
Information Resources	66
Policy	67
Procedures	67
Reporting	67
Reviewing	68
MATERIEL SUPPORT	69
Acquisition	69
Audit	69
Committees	70
Conservation	70
Equipment Design	71
Evaluation	71
Maintenance	71
Registration	72
Reporting	72
Standards	72
OPERATIONAL TRAINING	73
Audit	73
Committees	73
Course Development	74
Procedures	74
SCHEDULE OF AMENDMENTS – this information is provided for the assistance of users but does not form part of the Notifiable Instrument.	75

INTRODUCTION
The Records Disposal Schedule - Environmental Management Records is the official authority for the disposal of records relating to Environmental Management 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 Environmental Management 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 or if there is a current records disposal freeze in effect.
The Records Disposal Schedule - Environmental Management 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 Environmental Management 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.
Whole-of-Government Thesaurus
The Whole-of-Government Thesaurus is a controlled vocabulary of terms designed for use in the classifying, titling and indexing of records on creation.
The Whole-of-Government Thesaurus has been developed on the basis of the Territory Version of Keyword AAA (TVKAAA) (2010), a thesaurus incorporating 16 common Functions. All other Functions within the Whole-of-Government Thesaurus are considered Functions performed by the ACT Government and have been included following consultation with agencies and after consideration by the Territory Records Office (TRO) via a formal approval process.
The Whole-of-Government Thesaurus is mandated by the TRO for use by all ACT Government agencies as part of their classifying and titling of paper and electronic records.  See also Records Advice No.28 Functional directories on shared drives.
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 Whole-of-Government Thesaurus. 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 - Environmental Management Records:
•	covers all Environmental Management 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 record classes covered by this Records Disposal Schedule: 
Emergencies Act 2004
Evidence Act 1971
Freedom of Information Act 1989 
Health Records (Privacy and Access) Act 1997
Occupational Health and Safety Act 1989 
Privacy Act 1998 (Commonwealth)
Public Sector Management Act 1994
Territory Records Act 2002 

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

EMERGENCY AWARENESS
The function of raising the awareness of the community about emergencies and authorisation and inspections of activities, premises and equipment. Includes community education programs, schools visits, public displays at the Canberra Show etc. 
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.
Arrangements
The activities involved in arranging for a journey or trip. Includes preparing travel itineraries, authorisations, entitlements etc Also includes arrangements made for the delivery of equipment or goods and the usage made of facilities, vehicles, equipment and space. 
Audit
The activities associated with officially checking financial, quality assurance and operational records to ensure they have been kept and maintained in accordance with agreed or legislated standards and correctly record the events, processes and business of the agency in a specified period. Includes compliance audits, financial audits, operational audits, recordkeeping audits, skills audits, system audits and quality assurance audits. 
Authorisation
The process of delegating power to authorise an action and the seeking and granting permission to undertake a requested action. 
Committees
The activities associated with the managing of committees and task forces. Includes the committee's establishment, appointment of members, terms of reference, proceedings, minutes of meetings, reports, agenda etc. 
Community Education
The activities associated with all aspects of public education and community awareness programs. Includes the development, planning and delivery of programs. 

Compliance
The activities associated with complying with mandatory or optional accountability, fiscal, legal, regulatory or quality standards or requirements to which the agency is subject. Includes compliance with legislation and with national and international standards, such as the ISO 9000 series. 
Contracting out
The activities involved in managing the performance of work or the provision of goods and services by an external contractor, vendor or consultant, or by using external bureau services. Includes outsourcing. 
Enquiries
The activities associated with handling requests for information about the agency and its services by the general public, agency employees or another agency. 
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 and includes first aid treatment. 
Infringements
The activities associated with handling breaches of rules. Includes driving or traffic infringements and infringements of the agency's intellectual property. 
Inspections
The process of official examinations of facilities, equipment and items, to ensure compliance with agreed standards and objectives. 
Joint Ventures
The activities involved in managing joint operations between departments, either within the agency or with other agencies, or with the government, where there is a contract, joint contribution of funds and/or time. Also includes private sector ventures with public sector organisations, and co-research or collaboration between inter-departmental units, departments or agencies. 
Liaison
The activities associated with maintaining regular general contact between the agency and professional associations, professionals in related fields, other private sector organisations and community groups. Includes sharing informal advice and discussions, membership of professional associations and collaborating on projects that are not joint ventures. 
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, as the basis from which the agency's operating procedures are determined. 
Procedures
Standard methods of operating laid down by an organisation according to formulated policy. 
Public Reaction
The process of handling public reaction to an organisation'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), and to provide formal statements or findings of the results of the examination or investigation. Includes agenda, briefing, business, discussion papers, proposals, reports, reviews and returns. 

Research
The activities involved in investigating or enquiring into a subject or area of interest in order to discover facts, principles etc. Used to support development of projects, standards, guidelines etc and the business activities of the agency in general. Includes following up enquiries relating to organisational programs, projects, working papers, literature searches etc. 
Reviewing
The activities involved in re-evaluating or re-examining products, processes, procedures, standards and systems. Includes recommendations and advice resulting from these activities. 
Standards
The process of implementing industry or organisational benchmarks for services and processes to enhance the quality and efficiency of the agency. 
Tendering
The activities involved in receiving and assessing tenders, of making offers and finalising contract arrangements for the supply, sale or purchase of goods and services.

EMERGENCY MANAGEMENT
The function of managing emergency services including Fire Brigade, Ambulance Service, State Emergency Service (SES) and Rural Fire Service (RFS). Includes provision of refreshments and resources at incident, provision of counselling to victims of emergencies, reviewing performance at incidents and incident reporting. Includes the notification of an incident, and mobilising and demobilising resources, particularly as it relates to replenishment, refurbishment, and repair of equipment.
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.
Arrangements
The activities involved in arranging for a journey or trip. Includes preparing travel itineraries, authorisations, entitlements etc Also includes arrangements made for the delivery of equipment or goods and the usage made of facilities, vehicles, equipment and space. 
Audit
The activities associated with officially checking financial, quality assurance and operational records to ensure they have been kept and maintained in accordance with agreed or legislated standards and correctly record the events, processes and business of the agency in a specified period. Includes compliance audits, financial audits, operational audits, recordkeeping audits, skills audits, system audits and quality assurance audits. 
Cases
This activity descriptor should be used where there is a need to keep a number of activities together on one file, for legislative or operational reasons. Case files relate to particular incidents, persons, organisations or clients. 
Committees
The activities associated with the managing of committees and task forces. Includes the committee's establishment, appointment of members, terms of reference, proceedings, minutes of meetings, reports, agenda etc. 
Counselling (Emergency)
The activities associated with giving advice or guidance to members of the public affected by emergencies. 
Debriefing
The activity of conducting post-incident discussions. 
Disputes (Emergency Response)
The activity of settling disputes between organisations in connection with the deployment of resources and the assignment of roles and responsibilities for dealing with emergencies. 
Emergency Declarations
The activities associated with making declarations for prohibited burning times and emergency periods. 
Emergency Incidents
The activities associated with managing, evaluating and reporting on incidents, emergencies attended by operational and volunteer staff. 
The incident number issued by Computer Aided Dispatch (CAD) should be used as the unique identifier for the incident. 
Emergency Notifications
The activity of notifying emergency services or other agencies of an emergency incident. 
Enquiries
The activities associated with handling requests for information about the agency and its services by the general public, agency employees or another agency. 
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. 
Information Resources
The activities associated with collecting and managing relevant current information which could be used to assist in rapid response to emergencies and during operations. Includes weather forecasts, traffic management, hazardous material stores, hydrant locations, etc. 
Joint Ventures
The activities involved in managing joint operations between departments, either within the agency or with other agencies, or with the government, where there is a contract, joint contribution of funds and/or time. Also includes private sector ventures with public sector organisations, and co-research or collaboration between inter-departmental units, departments or agencies. 
Liaison
The activities associated with maintaining regular general contact between the agency and professional associations, professionals in related fields, other private sector organisations and community groups. Includes sharing informal advice and discussions, membership of professional associations and collaborating on projects that are not joint ventures. 
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, as the basis from which the agency's operating procedures are determined.
Procedures
Standard methods of operating laid down by an organisation according to formulated policy. 
Public Reaction
The process of handling public reaction to an organisation's policies or services. Includes anonymous letters, letters of complaint and letters of congratulations or appreciation received from the public. 
Registration
The activities to record, catalogue, inventory or list. The establishment and maintenance of registers containing information required by legislation. 
Regulation and Monitoring
Activities that check, observe, or record the operation of equipment, infrastructure, services or systems. 
Reporting
The processes associated with initiating or providing a formal response to a situation or request (either internal, external or as a requirement of corporate policies), and to provide formal statements or findings of the results of the examination or investigation. Includes agenda, briefing, business, discussion papers, proposals, reports, reviews and returns. 
Resource Dispatch
The activities associated with mobilising and dispatching resources to an incident. 
Reviewing
The activities involved in re-evaluating or re-examining products, processes, procedures, standards and systems. Includes recommendations and advice resulting from these activities. 

MATERIEL SUPPORT
The function of acquiring, supplying, maintaining, repairing and disposing of emergency vehicles and equipment required for emergency situations. Includes any specially built vehicles such as appliances, buses, mobile control units and foam carriers used in the management of fires, hazardous incidents, emergencies or rescues and purpose built or designed vehicles used to transport and treat patients. Items of equipment include breathing apparatus, non-motorised trailers, pumps, protective clothing, etc.
[For the installation and maintenance of communication facilities on emergency vehicles e.g. Firelink and Curtin on Wheels (COW), see TECHNOLOGY & TELECOMMUNICATIONS.
For accidents involving emergency vehicles, see FLEET MANAGEMENT - Accidents.]
Acquisition
The process of gaining ownership or use of property and other items or the provision of services required in the conduct of business through purchase or requisitions. 
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.
Allocation
The process of assigning of money, items, or equipment to employees or organisational units. Includes volunteers. 
Arrangements
The activities involved in arranging for a journey or trip. Includes preparing travel itineraries, authorisations, entitlements etc Also includes arrangements made for the delivery of equipment or goods and the usage made of facilities, vehicles, equipment and space. 
Audit
The activities associated with officially checking financial, quality assurance and operational records to ensure they have been kept and maintained in accordance with agreed or legislated standards and correctly record the events, processes and business of the agency in a specified period. Includes compliance audits, financial audits, operational audits, recordkeeping audits, skills audits, system audits and quality assurance audits. 

Authorisation
The process of delegating power to authorise an action and the seeking and granting permission to undertake a requested action. 
Committees
The activities associated with the managing of committees and task forces. Includes the committee's establishment, appointment of members, terms of reference, proceedings, minutes of meetings, reports, agenda etc. 
Conservation
The activities involved in the preservation, protection, maintenance, restoration and enhancement of properties, including buildings and land, and information resources and artefacts. 
Contracting out
The activities involved in managing the performance of work or the provision of goods and services by an external contractor, vendor or consultant, or by using external bureau services. Includes outsourcing. 
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. 
Equipment Design
The activity of planning the style, layout, etc. of an item. Includes plans and drawings produced to show the look and function before the item is created. 
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. 
Infringements
The activities associated with handling breaches of rules. Includes driving or traffic infringements and infringements of the agency's intellectual property. 

Inspections
The process of official examinations of facilities, equipment and items, to ensure compliance with agreed standards and objectives. 
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. 
Joint Ventures
The activities involved in managing joint operations between departments, either within the agency or with other agencies, or with the government, where there is a contract, joint contribution of funds and/or time. Also includes private sector ventures with public sector organisations, and co-research or collaboration between inter-departmental units, departments or agencies. 
Leasing
The activities involved in leasing items, equipment, accommodation, premises or real estate from another agency. Includes the process of chartering. 
Maintenance
The activities associated with the upkeep, repair, servicing, modification and preservation of internal/external conditions of premises, equipment, vehicles etc. 
Meetings
The activities associated with 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, as the basis from which the agency's operating procedures are determined. 
Procedures
Standard methods of operating laid down by an organisation according to formulated policy. 
Registration
The activities to record, catalogue, inventory or list. The establishment and maintenance of registers containing information required by legislation. 
Regulation and Monitoring
Activities that check, observe, or record the operation of equipment, infrastructure, services or systems. 
Reporting
The processes associated with initiating or providing a formal response to a situation or request (either internal, external or as a requirement of corporate policies), and to provide formal statements or findings of the results of the examination or investigation. Includes agenda, briefing, business, discussion papers, proposals, reports, reviews and returns. 
Standards
The process of implementing industry or organisational benchmarks for services and processes to enhance the quality and efficiency of the agency. 
Stocktake
The activities associated with the examination, counting and valuing of goods in the agency with the view to reassessing the need for replacing those goods and to identify missing items and determine the condition of the existing items. 
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. 

OPERATIONAL TRAINING
The function of planning, providing, managing and evaluating training in emergency situations. Includes training in the use of specialised emergency equipment, communications and appliances and the provision of training to external organisations or individuals on a commercial basis. Also includes ongoing training, exercises and drills conducted. 
[For records regarding the development of skills and abilities for personnel, that are not emergency based, see PERSONNEL.]
Acquisition
The process of gaining ownership or use of property and other items or the provision of services required in the conduct of business through purchase or requisitions. 
Advice
The activities associated with offering opinions 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.
Appeals (Decisions)
The activities involved in the process of appeals against decisions by application to a higher authority. 
Arrangements
The activities involved in arranging for a journey or trip. Includes preparing travel itineraries, authorisations, entitlements etc Also includes arrangements made for the delivery of equipment or goods and the usage made of facilities, vehicles, equipment and space. 
Audit
The activities associated with officially checking financial, quality assurance and operational records to ensure they have been kept and maintained in accordance with agreed or legislated standards and correctly record the events, processes and business of the agency in a specified period. Includes compliance audits, financial audits, operational audits, recordkeeping audits, skills audits, system audits and quality assurance audits. 

Ceremonies
The activities associated with arranging and managing a formal act performed for a special occasion. 
Client Management
The activities associated with managing the organisation's clients. Includes contact lists, client details, distribution of information regarding services, etc. 
Committees
The activities associated with the managing of committees and task forces. Includes the committee's establishment, appointment of members, terms of reference, proceedings, minutes of meetings, reports, agenda etc. 
Compliance
The activities associated with complying with mandatory or optional accountability, fiscal, legal, regulatory or quality standards or requirements to which the agency is subject. Includes compliance with legislation and with national and international standards, such as the ISO 9000 series. 
Contracting out
The activities involved in managing the performance of work or the provision of goods and services by an external contractor, vendor or consultant, or by using external bureau services. Includes outsourcing. 
Course Delivery
The means by which teaching is conducted. 
Course Development
The process of developing curricula for courses. This includes the initiation or discussion of proposals. 
Enquiries
The activities associated with handling requests for information about the agency and its services by the general public, agency employees or another agency. 
Enrolment
The process of registering/enrolling in a course or subject. 
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. 
Examination and Assessment
The process of testing knowledge and understanding of students by examination and other techniques, such as ongoing assessment. Includes arrangements for subject and university entrance examinations. 
Joint Ventures
The activities involved in managing joint operations between departments, either within the agency or with other agencies, or with the government, where there is a contract, joint contribution of funds and/or time. Also includes private sector ventures with public sector organisations, and co-research or collaboration between inter-departmental units, departments or agencies. 
Liaison
The activities associated with maintaining regular general contact between the agency and professional associations, professionals in related fields, other private sector organisations and community groups. Includes sharing informal advice and discussions, membership of professional associations and collaborating on projects that are not joint ventures. 
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, as the basis from which the agency's operating procedures are determined. 
Procedures
Standard methods of operating laid down by an organisation 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), and to provide formal statements or findings of the results of the examination or investigation. Includes agenda, briefing, business, discussion papers, proposals, reports, reviews and returns. 
Reviewing
The activities involved in re-evaluating or re-examining products, processes, procedures, standards and systems. Includes recommendations and advice resulting from these activities. 
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 Exercises
The activities involved in planning, organising, carrying out, evaluating and reporting on training exercises. 

RECORDS DISPOSAL SCHEDULE

EMERGENCY AWARENESS
The function of raising the awareness of the community about emergencies and authorisation and inspections of activities, premises and equipment. Includes community education programs, schools visits, public displays at the Canberra Show etc. 
Advice
The activities associated with offering opinions as to an action or judgement. Includes the process of advising.
[For the provision of advice to the Minister or Chief Minister, use GOVERNMENT RELATIONS - Advice.
For legal advice, use LEGAL SERVICES - Advice.
For the development of submissions in relation to advice, use INDUSTRY DEVELOPMENT - Submissions.]

Entry No.	Description of Records	Disposal Action	
088.005.001	Records documenting the receipt and provision of technical or specialist advice regarding emergencies awareness.	Destroy 7 years after last action	
*088.005.001*			
088.005.002	Records documenting the receipt and provision of routine advice about emergency awareness.	Destroy 2 years after last action	
*088.005.002*			
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.
[For agreements with other governments, including international governments, use GOVERNMENT RELATIONS - Agreements.]

Entry No.	Description of Records	Disposal Action	
088.006.001	Records relating to the establishment, maintenance and review of agreements and contracts.	Destroy 7 years after agreement expires or is terminated	
*088.006.001*			

Arrangements
The activities involved in arranging for a journey or trip. Includes preparing travel itineraries, authorisations, entitlements etc Also includes arrangements made for the delivery of equipment or goods and the usage made of facilities, vehicles, equipment and space.

Entry No.	Description of Records	Disposal Action	
088.011.001	Records detailing arrangements made to support the Emergency Awareness function. 	Destroy 2 years after last action	
*088.011.001*			
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 the agency in a specified period. Includes compliance audits, financial audits, operational audits, recordkeeping audits, skills audits, system audits and quality assurance audits.

Entry No.	Description of Records	Disposal Action	
088.013.001	Final audit reports relating to operational audits of the Emergency Awareness function that result in substantial changes to policy or have a significant impact on operations.	Retain as Territory Archives	
*088.013.001*			
088.013.002	Other final audit reports relating to operational audits of the Emergency Awareness function.	Destroy 7 years after audit competed	
*088.013.002*			
088.013.003	Working papers relating to operational audits of the Emergency Awareness function.	Destroy 2 years after audit competed	
*088.013.003*			
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	
088.014.001	Records relating to applications for permits to burn off, hold fireworks display, etc. Includes tasks associated with	Destroy 7 years after last action	
*088.014.001*			

Committees
The activities associated with the managing of committees and task forces. Includes the committee's establishment, appointment of members, terms of reference, proceedings, minutes of meetings, reports, agenda etc.
[For audit committees, use STRATEGIC MANAGEMENT - Committees.
For the establishment of advisory councils or governing boards with decision making responsibility for agency policy and/or planning, use STRATEGIC MANAGEMENT - Committees.]

Entry No.	Description of Records	Disposal Action	
088.020.001	Records documenting high-level corporate committees with overall responsibility for making major decisions in the area of emergency awareness. Includes:
•	Documents establishing the committee 
•	Final versions of minutes 
•	Reports 
•	Recommendations
•	Supporting documents such as briefing and discussion papers.	Retain as Territory Archives	
*088.020.001*			
088.020.002	Records documenting external or inter-agency committees formed to consider emergency awareness issues. Includes:
•	Documents establishing the committee;
•	Appointment of members;
•	Minutes;
•	Supporting documents such as briefing and discussion papers.	Destroy 7 years after last action	
*088.020.002*			
088.020.003	Working papers documenting the conduct and administration of all committees which consider matters relating to the Emergency Awareness function. Includes draft agenda and minutes.	Destroy when reference ceases	
*088.020.003*			

Community Education
The activities associated with all aspects of public education and community awareness programs. Includes the development, planning and delivery of programs.

Entry No.	Description of Records	Disposal Action	
088.127.001	Representative sample of material supporting the community education programs, campaigns and events, and considered to be exceptional in terms of display or exhibition value.	Retain as Territory Archives	
*088.127.001*			
088.127.002	Final versions of materials which support the community education programs, campaigns and events. Records could include programs, program outlines, lecture notes, hand-outs, films and videos, posters, photographs, slides, etc.	Destroy 7 years after last action	
*088.127.002*			
088.127.003	Working papers documenting the development of materials used to support the community education programs, campaigns and events.	Destroy 2 years after last action	
*088.127.003*			
088.127.004	Records documenting arrangements and schedules for the presentation of community education programs, campaigns and events. Records could include media contact details, venue bookings, hire of equipment, catering, copies of financial records, station visit details.	Destroy 2 years after program, campaign or event is concluded	
*088.127.004*			
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	
088.021.001	Records relating to the application and assessment of exemptions from compliance with fire bans, regulations, etc.	Destroy 7 years after last action	
*088.021.001*			

Contracting out
The activities involved in managing the performance of work or the provision of goods and services by an external contractor, vendor or consultant, or by using external bureau services. Includes outsourcing.

Entry No.	Description of Records	Disposal Action	
088.025.001	Records documenting contract management relating to the Emergency Awareness function. Includes:
•	minutes of meetings with main stakeholders
•	performance and evaluation reports.	Destroy 7 years after completion of contract	
*088.025.001*			
Enquiries
The activities associated with handling requests for information about the agency and its services, programs and activities.

Entry No.	Description of Records	Disposal Action	
088.040.001	Records relating to enquiries for information about the Emergency Awareness function requiring a detailed response.	Destroy 7 years after last action	
*088.040.001*			
088.040.002	Records relating to enquiries about the Emergency Awareness function requiring a routine response or general information.	Destroy 2 years after last action	
*088.040.002*			
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	
088.042.001	Records documenting the evaluation and review of individual programs, campaigns and events supporting the Emergency Awareness function.	Destroy 7 years after evaluation completed	
*088.042.001*			

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	
088.053.001	Records associated with the implementation of campaigns related to emergency awareness activities.	Destroy 2 years after last action	
*088.053.001*			
Infringements
The activities associated with handling breaches of rules. Includes driving or traffic infringements and infringements of the agency's intellectual property.

Entry No.	Description of Records	Disposal Action	
088.055.001	Records documenting notices or orders issued for breaches of legislation, regulations. Includes rectification orders.	Destroy 7 years after last action	
*088.055.001/*			
Inspections
The process of official examinations of facilities, equipment and items, to ensure compliance with agreed standards and objectives.

Entry No.	Description of Records	Disposal Action	
088.057.001	Records documenting notification or complaints from the public, staff, etc. and the subsequent follow up action, regarding potentially dangerous situations or suspected non-compliance with fire bans, regulations or Acts.	Destroy 7 years after last action	
*088.057.001*			
088.057.002	Records relating to the ongoing inspections of fire hydrants and water supply. Records could include: 
•	water pressure forms 
•	record of hydrant and water supply inspection 
•	hydrant record cards.	Destroy 7 years after inspection	
*088.057.002*			
088.057.003	Fire Safety files documenting inspections of high-rise and commercial building. Records could include plans, inspection reports, building approvals.	Destroy after building is demolished	
*088.057.002*			
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. 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	
088.062.001	Records relating to formal arrangements with other organisations to undertake joint activities in relation to the Emergency Awareness function.	Destroy 7 years after last action	
*088.062.001*			
Liaison
The activities associated with maintaining regular general contact between the agency and professional associations, professionals in related fields, other private sector organisations and community groups. Includes sharing informal advice and discussions, membership of professional associations and collaborating on projects that are not joint ventures.

Entry No.	Description of Records	Disposal Action	
088.067.001	Record relating to maintaining regular contact with other organisations and persons with an interest in emergency awareness activities. Includes exchange of contact details and information (e.g. newsletters).	Destroy 6 months after last action	
*088.067.001*			
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	
088.072.001	Final versions of minutes, agenda and supporting documents tabled at external meetings relating to the Emergency Awareness function. Includes agendas, minutes, briefing papers, etc.	Destroy 7 years after last action	
*088.072.001*			
088.072.002	Working papers documenting the conduct and administration of meetings associated with the Emergency Awareness function. Includes:
•	draft agenda 
•	notice of meeting 
•	draft minutes.	Destroy 2 years after meeting	
*088.072.002*			
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	
088.079.001	Records relating to planning of emergency awareness activities. Includes the process of formulating ways in which objectives can be achieved and determinations of services, needs and solutions to those needs.	Destroy 7 years after last action	
*088.079.001*			
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	
088.080.001	Records relating to the establishment and development of policy in relation to emergency awareness activities. Includes policy proposals, research papers, results of consultations, supporting reports and final documents.	Retain as Territory Archives	
*088.080.001*			
088.080.002	Ancillary records supporting the development of the organisation’s policy concerning the emergency awareness function. Includes working papers and drafts.	Destroy 2 years after promulgation of new policy	
*088.080.002*			
Procedures
Standard methods of operating laid down by the agency according to formulated policy.

Entry No.	Description of Records	Disposal Action	
088.082.001	Master copies of procedures, manuals, codes of practice or instructions in regards to Emergency Awareness.	Destroy 7 years after procedures are superseded	
*088.082.001*			
088.082.002	Ancillary records supporting the development of emergency awareness procedures, etc. Includes working papers and drafts.	Destroy 2 years after last action	
*088.082.002*			
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	
088.084.001	Complaints received of a serious nature that may be subject to legal action. Includes responses to the complaints.	Destroy 7 years after last action	
*088.084.001*			
088.084.002	Complaints received of a minor nature that are not subject to legal action. Includes responses to the complaints.	Destroy 2 years after last action	
*088.084.002*			
088.084.003	Letters of recognition, notes of gratitude and thank you letters.	Destroy 2 years after last action	
*088.084.003*			
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 Annual Report drafting process, use PUBLICATIONS - Drafting.
For submissions of annual reports to the Portfolio Minister, use GOVERNMENT RELATIONS - Compliance.]

Entry No.	Description of Records	Disposal Action	
088.088.001	Final versions of reports, including reports submitted to external agencies, in relation to the Emergency Awareness function.	Destroy 7 years after completion of report	
*088.088.001*			
088.088.002	Periodic or ad hoc internal reports documenting the status and/or administration of the Emergency Awareness function.	Destroy 2 years after completion of report	
*088.088.002*			
088.088.003	Records relating to preparation of reports, including routine administrative matters.	Destroy 6 months after last action	
*088.088.003*			
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	
088.091.001	Records documenting research that results in major changes to community safety programs, training or the design of the built environment. Records could include surveys, interviews, observations, etc.	Retain as Territory Archives	
*088.091.001*			
088.091.002	Records documenting specific projects managed by the organisation that are not regarded as significant and have only a minor impact on policy. Records could include profile, investigators
report, interviews, summary of findings, final report, etc.	Destroy 7 years after last action	
*088.091.002*			
088.091.003	Working papers and administrative records of projects managed by the organisation that have minor impact on policy or legislation.	Destroy 2 years after last action	
*088.091.003*			
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	
088.093.001	Records relating to reviewing Emergency Awareness processes, policy, procedures, standards and systems that result in major changes to those processes, etc.	Retain as Territory Archives	
*088.093.001*			
088.093.002	Records relating to reviewing Emergency Awareness processes, policy, procedures, standards and systems that do not result in major changes to those processes, etc.	Destroy 7 years after review	
*088.093.002*			

Standards
The process of implementing industry or agency specific benchmarks for services and processes to enhance quality and efficiency of an organisation.
[For the adherence and monitoring of industry standards, use INDUSTRY DEVELOPMENT - Compliance.]

Entry No.	Description of Records	Disposal Action	
088.100.001	Records documenting the organisation’s participation in the development of standards. For example the Australian Fire Authorities Council standards.	Destroy 7 years after last action	
*088.100.001*			
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	
088.104.001	Records documenting the development and issue of tender documentation. Includes Statement of Requirements, Request for Proposals, Expression of Interest, Request for Tender (RFT) and draft contract.	Destroy 7 years after tender process completed	
*088.104.001*			
088.104.002	Evaluation of tenders received against selection criteria. Includes records documenting arrangements for carrying out the evaluation process, evaluation report, recommendations, final report and public notices.	Destroy 7 years after tender process completed	
*088.104.002*			
088.104.003	Records documenting post-offer negotiations and due diligence checks.	Destroy 7 years after tender process completed	
*088.104.003*			
088.104.004	Records of unsuccessful tenders or a tender process where there is no suitable bidder, or where the tender process has been discontinued. Includes submissions, notification of outcome and reports on debriefing sessions.	Destroy 2 years after tender process completed or decision made not to continue with the tender	
*088.104.004*			
088.104.005	Tender register.	Destroy 7 years after last entry	
*088.104.005*			

Tendering (Continued)
The activities involved in receiving and assessing tenders, of making offers and finalising contract arrangements for the supply, sale or purchase of goods and services.

Entry No.	Description of Records	Disposal Action	
088.104.006	Signed contracts under seal resulting from tenders and supporting records.	Destroy 12 years after completion of contract	
*088.104.006*			
088.104.007	Signed simple contracts and agreements resulting from tenders and supporting records.	Destroy 7 years after completion of contract	
*088.104.007*			
088.104.008	Contract register.	Destroy 7 years after last entry	
*088.104.008*			

EMERGENCY MANAGEMENT
The function of managing emergency services including Fire Brigade, Ambulance Service, State Emergency Service (SES) and Rural Fire Service (RFS). Includes provision of refreshments and resources at incident, provision of counselling to victims of emergencies, reviewing performance at incidents and incident reporting. Includes the notification of an incident, and mobilising and demobilising resources, particularly as it relates to replenishment, refurbishment, and repair of equipment.
Advice
The activities associated with offering opinions as to an action or judgement. Includes the process of advising.
[For the provision of advice to the Minister or Chief Minister, use GOVERNMENT RELATIONS - Advice.
For legal advice, use LEGAL SERVICES - Advice.
For the development of submissions in relation to advice, use INDUSTRY DEVELOPMENT - Submissions.]

Entry No.	Description of Records	Disposal Action	
089.005.001	Records documenting the receipt and provision of technical or specialist advice regarding emergencies.	Destroy 7 years after last action	
*089.005.001*			
089.005.002	Records documenting the receipt and provision of routine advice during an emergency.	Destroy 2 years after last action	
*089.005.002*			
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.
[For agreements with other governments, including international governments, use GOVERNMENT RELATIONS - Agreements.]

Entry No.	Description of Records	Disposal Action	
089.006.001	Agreements outlining cooperative arrangements between the organisation and other organisations (e.g. Mutual Aid Agreements and Memorandum of Understanding) outlining the arrangements between services or level of service each will provide in regards to Emergency Management.	Destroy 7 years after agreement expires or is terminated	
*089.006.001*			
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.
[For agreements with other governments, including international governments, use GOVERNMENT RELATIONS - Agreements.]

Entry No.	Description of Records	Disposal Action	
089.006.002	Records documenting negotiations, establishment, maintenance and review of agreements.	Destroy 7 years after last action	
*089.006.002*			
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	
089.011.001	Records documenting arrangements for the provision of refreshments, equipment, etc. at incident sites.	Destroy 2 years after incident	
*089.011.001*			
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	
089.013.001	Final audit report relating to operational audits of the Emergency Management function that result in substantial changes to policy or have a significant impact on operations.	Retain as Territory Archives	
*089.013.001*			
089.013.002	Other final audit report relating to operational audits of the Emergency Management function.	Destroy 7 years after audit completed	
*089.013.002*			
089.013.003	Working papers relating to operational audits of the Emergency Management function.	Destroy 2 years after audit completed	
*089.013.003*			
Case Management
The activity of managing an incident, person, organisation or client on a case basis. Case management incorporates the process of assessment, planning, facilitation and advocacy for options and services to meet an individual's, organisation's or client's needs or outcomes. Includes processing applications; authorisations and approvals; the establishment of a client; developing, implementing and monitoring case plans; the ongoing delivery and provision of services; finalisation of services and reviews of service delivery. 

Entry No.	Description of Records	Disposal Action	
089.194.001	Investigation records into major emergencies where there has been a fatality, major loss to property or serious injury. Records could include statements, reports, photographs, transcripts, video and voice recordings, diagrams, survey data.	Retain as Territory Archives	
*089.194.001*			
089.194.002	Investigation records into other determined or undetermined emergencies. Records could include statements, reports, photographs, transcripts, video and voice recordings, diagrams, survey data.	Destroy 7 years after last action	
*089.194.002*			
089.194.002	Ambulance case sheets where the patient was 18 years or older at time of treatment. Includes South Care helicopter.	Destroy 7 years after last action	
*089.194.002*			
089.194.004	Ambulance case sheets where the patient was less than 18 years old. Includes South Care helicopter.	Destroy 25 years after patient reaches 25 years of age	
*089.194.004*			

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.
[For audit committees, use STRATEGIC MANAGEMENT - Committees.
For the establishment of advisory councils or governing boards with decision making responsibility for agency policy and/or planning, use STRATEGIC MANAGEMENT - Committees.]

Entry No.	Description of Records	Disposal Action	
089.020.001	Records of the Bush Fire Council. Includes: 
•	appointment of members;
•	final versions of minutes;
•	reports;
•	recommendations supporting documents such as briefing papers and discussion papers.	Retain as Territory Archives	
*089.020.001*			
089.020.002	Records of external high level inter-government (both State/Territory and overseas) or inter-agency committees where the agency provides the Secretariat, is the Territory's main representative, or plays a significant role. Includes:
•	documents establishing the committee;
•	agendas;
•	minutes;
•	reports;
•	recommendations;
•	supporting documents such as briefing and discussion papers.	Retain as Territory Archives	
*089.020.002*			

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.
[For audit committees, use STRATEGIC MANAGEMENT - Committees.
For the establishment of advisory councils or governing boards with decision making responsibility for agency policy and/or planning, use STRATEGIC MANAGEMENT - Committees.]
Entry No.	Description of Records	Disposal Action	
089.020.003	Records of other external inter-government (both State/Territory and overseas) or inter-agency committees where the agency does not provides the Secretariat, is not the Territory's main representative, and plays only a minor role. Includes: 
•	documents establishing the committee 
•	agendas 
•	minutes 
•	reports 
•	recommendations 
•	supporting documents such as briefing and discussion papers.	Destroy 7 years after action completed	
*089.020.003*			
089.020.004	Records of internal agency committees formed to consider matters relating to the Emergency Management function. Includes: 
•	documents establishing the committee 
•	minutes 
•	reports 
•	recommendations 
•	supporting documents such as briefing and discussion papers.	Destroy 7 years after action completed	
*089.020.004*			
089.020.005	Working papers documenting the conduct and administration of the Bush Fire Council. Includes agenda and notices of meetings.	Destroy 7 years after action completed	
*089.020.005*			

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.
[For audit committees, use STRATEGIC MANAGEMENT - Committees.
For the establishment of advisory councils or governing boards with decision making responsibility for agency policy and/or planning, use STRATEGIC MANAGEMENT - Committees.]

Entry No.	Description of Records	Disposal Action	
089.020.006	Working papers documenting administrative arrangements made for the conduct of external inter-government and inter-agency committees.	Destroy 2 years after action completed	
*089.020.006*			
089.020.007	Working papers documenting the administration of internal committees formed to consider matters relating to the government relations function. Includes: 
•	agenda
•	notices of meetings
•	draft minutes.	Destroy 6 months after last action	
*089.020.007*			
Counselling (Emergency)
The activities associated with giving advice or guidance to members of the public affected by emergencies.

Entry No.	Description of Records	Disposal Action	
089.228.001	Records relating to the provision of counselling services to members of the public affected by emergency situations where the person is aged 18 years or older.	Destroy 7 years after last action	
*089.228.001*			
089.228.002	Records relating to the provision of counselling services to members of the public affected by emergency situations where the person is not aged 18 years or older.	Destroy 25 years 6 months after person reaches 25 years of age	
*089.228.002*			
089.228.003	Administrative records relating to organising counsellors, and arranging appointments and transport for participants.	Destroy 2 years after last action	
*089.228.003*			

Debriefing
The activity of conducting post-incident discussions.

Entry No.	Description of Records	Disposal Action	
089.242.001	Major incidents - All records concerning debriefings following major incidents initiated by, or requiring major involvement of the organisation.	Retain as Territory Archives	
*089.242.001*			
089.242.002	All records concerning other debriefings initiated by, or requiring major involvement of the organisation.	Destroy 7 years after last action	
*089.242.002*			
089.242.003	All records concerning debriefings initiated by another service.	Destroy 2 years after last action	
*089.242.003*			
089.242.004	Routine administrative records regarding debriefings.	Destroy 2 years after last action	
*089.242.004*			
Disputes (Emergency Response)
The activity of settling disputes between organisations in connection with the deployment of resources and the assignment of roles and responsibilities for dealing with emergencies.

Entry No.	Description of Records	Disposal Action	
089.282.001	Records relating to significant disputes arising over response to incidents which create intense media interest or controversy or result in major changes to policy, procedures, etc. Records could include reports, decisions, resolutions and recommendations.	Retain as Territory Archives	
*089.282.001*			
089.282.002	Records relating to other disputes arising over response to incidents, for example notification problems between emergency services when responding to an incident. Records could include reports, decisions, resolutions and recommendations.	Destroy 7 years after last action	
*089.282.002*			

Emergency Declarations
The activities associated with making declarations for prohibited burning times and emergency periods.

Entry No.	Description of Records	Disposal Action	
089.283.001	Records involved in the declaration and regulation of fire bans, emergency periods.	Retain as Territory Archives	
*089.283.001*			
Emergency Incidents
The activities associated with managing, evaluating and reporting on incidents, emergencies attended by operational and volunteer staff. 
The incident number issued by Computer Aided Dispatch (CAD) should be used as the unique identifier for the incident.

Entry No.	Description of Records	Disposal Action	
089.284.001	All operational records related to significant incidents. For example incidents where there is loss of life or major property losses. Includes situation reports, damage reports and logs.	Retain as Territory Archives	
*089.284.001*			
089.284.002	Master record of incident reports. Reports could be retained in an incident management system, such as Australian Incident Reporting System (AIRS) or similar.	Retain as Territory Archives	
*089.284.002*			
089.284.003	Statistical reports produced from data maintained in incident management system (such as AIRS). Includes comprehensive statistics about incidents and responses. Includes details of types of incidents, property involved, injuries and fatalities.	Retain as Territory Archives	
*089.284.003*			
089.284.004	Records relating to notifications of hazardous materials incidents to or from the Environment Protection Agency (EPA) or Environment ACT.	Destroy 7 years after notification	
*089.284.004*			
089.284.005	Records relating to incidents not regarded as significant. Includes situation reports, damage reports and logs.	Destroy 7 years after last action	
*089.284.005*			

Emergency Incidents (Continued)
The activities associated with managing, evaluating and reporting on incidents, emergencies attended by operational and volunteer staff. 
The incident number issued by Computer Aided Dispatch (CAD) should be used as the unique identifier for the incident.

Entry No.	Description of Records	Disposal Action	
089.284.006	Records relating to the sampling, analysis and identification of unidentified material involved in incidents.	Destroy 7 years after last action	
*089.284.006*			
089.284.007	Incident reporting books containing individual's notes on an incident, including notes of telephone conversations.	Destroy 7 years after last entry	
*089.284.007*			
089.284.008	Master record of false alarms. Records could be retained in an incident management system, such as Australian Incident Reporting System (AIRS) or similar.	Destroy 7 years after last action	
*089.284.008*			
089.284.009	Request for amendment/s to master record of incident retained in incident management system.	Destroy 2 years after last action	
*089.284.009*			
Emergency Notifications
The activity of notifying emergency services or other agencies of an emergency incident.

Entry No.	Description of Records	Disposal Action	
089.285.001	All recordings made. Includes recordings of emergency calls and radio transmissions. Recordings can be in various formats, (e.g. digital tapes, voice/audio tapes.)	Destroy 7 years after all action is completed	
*089.285.001*			
089.285.002	Requests for copies or transcripts of emergency calls.	Destroy 2 years after request	
*089.285.002*			

Enquiries
The activities associated with handling requests for information about the agency and its services, programs and activities.

Entry No.	Description of Records	Disposal Action	
089.040.001	Records relating to enquiries for information about the Emergency Management function requiring a detailed response.	Destroy 7 years after last action	
*089.040.001*			
089.040.002	Requests from insurance industry organisations (e.g. loss adjustors, insurance company) for information regarding incidents.	Destroy 7 years after enquiry	
*089.040.002*			
089.040.003	Records relating to enquiries about the Emergency Management function requiring a routine response or general information.	Destroy 2 years after last action	
*089.040.003*			
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	
089.042.001	Records relating to the evaluation of programs, systems or services in relation to meeting the needs of the Emergency Management function.	Destroy 7 years after evaluation	
*088.042.001*			
Information Resources
The activities associated with collecting and managing relevant current information which could be used to assist in rapid response to emergencies and during operations. Includes weather forecasts, traffic management, hazardous material stores, hydrant locations, etc.

Entry No.	Description of Records	Disposal Action	
089.315.001	Aerial photographs used to make assessments on hazard and risk assessment zoning.	Retain as Territory Archives	
*089.315.001*			

Information Resources (Continued)
The activities associated with collecting and managing relevant current information which could be used to assist in rapid response to emergencies and during operations. Includes weather forecasts, traffic management, hazardous material stores, hydrant locations, etc.

Entry No.	Description of Records	Disposal Action	
089.315.002	The management of tactical information collected and used by the organisation to enable quick response to emergency situations, assist in planning operations, alert the organisation to potential problems, identify water supplies, etc. Records could include: 
•	traffic management plans 
•	water main and hydrant locations 
•	copies of disaster plans for other organisations or properties 
•	copies of fire plans for other organisations or properties 
•	technical information about hazardous materials 
•	hazardous chemicals database (such as HAZCHEM), etc.	Destroy 2 years after information superseded	
*089.315.002*			
089.315.003	Records concerned with maintaining information regarding building/site owners/managers and includes the process of depositing, managing and returning site and building keys and maintaining key registers.	Destroy 2 years after last action	
*089.315.003*			
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. 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	
089.062.001	Records relating to formal arrangements with other organisations to undertake joint activities in relation to Emergency Management.	Destroy 7 years after last action	
*089.062.001*			
Liaison
The activities associated with maintaining regular general contact between the agency and professional associations, professionals in related fields, other private sector organisations and community groups. Includes sharing informal advice and discussions, membership of professional associations and collaborating on projects that are not joint ventures.

Entry No.	Description of Records	Disposal Action	
089.067.001	Records relating to communications with other organisations and persons regarding Emergency Management. Includes exchange of contact details and information.	Destroy 2 years after last action	
*089.067.001*			
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	
089.072.001	Final versions of minutes, agenda and supporting documents tabled at meetings such as those undertaken with other government agencies relating to the Emergency Management function. Includes agendas, minutes, briefing papers and discussion papers.	Destroy 7 years after last action	
*089.072.001*			
089.072.002	Working papers documenting the conduct and administration of meetings associated with the Emergency Management function. Includes: 
•	draft agenda 
•	notice of meeting 
•	draft minutes.	Destroy 2 years after meeting	
*089.072.002*			

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	
089.079.001	Records relating to planning response activities. Records could include feasibility studies, strategic plans.	Destroy 7 years after last action	
*088.079.001*			
089.079.002	Records documenting the planning and establishment of fire districts. Includes alterations to boundaries.	Destroy 7 years after event	
*088.079.002*			
089.079.003	Plans outlining operational activities for one-off and ongoing major events.	Destroy 7 years after last action	
*088.079.003*			
089.079.004	Routine organisational matters relating to the planning process.	Destroy 2 years after last action	
*088.079.004*			
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	
089.080.001	Final policy documents relating to the Emergency Management function.	Retain as Territory Archives	
*088.080.001*			
089.080.002	Records relating to the establishment and development of policy in relation to Emergency Management activities. Includes policy proposals, research papers, results of consultations and supporting reports.	Destroy 7 years after last action	
*088.080.002*			
089.080.003	Ancillary records supporting the development of the organisation’s policy concerning the Emergency Management function. Includes working papers and drafts.	Destroy 2 years after policy is promulgated	
*088.080.003*			

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

Entry No.	Description of Records	Disposal Action	
089.082.001	Master copies of procedures, manuals, codes of practice or instructions in regards to the Emergency Management function.	Retain as Territory Archives	
*089.082.001*			
089.082.002	Ancillary records supporting the development of the organisation*s procedures, etc. Includes working papers and drafts.	Destroy 2 years after last action	
*089.082.002*			
089.082.003	Duplicate copies of procedures or instructions issued by external emergency agencies in regards to the Emergency Management function.	Destroy 6 months after last action	
*089.082.003*			
089.082.004	Personal details of emergency staff required for "on-call" response.	Destroy after employment ceases or no longer required	
*089.082.004*			
089.082.005	The process of documenting the names of officers on duty on a particular occasion.	Destroy 7 years after last date on roster	
*089.082.005*			
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	
089.084.001	Complaints received of a serious nature that may be subject to legal action. Includes responses to the complaints.	Destroy 7 years after last action	
*089.084.001*			
089.084.002	Complaints received of a minor nature that are not subject to legal action. Includes responses to the complaints.	Destroy 2 years after last action	
*089.084.002*			
089.084.003	Letters of recognition, notes of gratitude and thank you letters.	Destroy 2 years after last action	
*089.084.003*			

Registration
The activities to record, catalogue, inventory or list. The establishment and maintenance of registers containing information required by legislation.

Entry No.	Description of Records	Disposal Action	
089.155.001	Records relating to the accreditation or registration to operate specialised units such as rescue units, hazardous materials units, etc. Includes maintenance of registers of unit personnel.	Destroy 7 years after last action	
*089.155.001*			
089.155.002	Drugs register.	Destroy 7 years after last entry	
*089.155.002*			
Regulation and Monitoring
Activities that check, observe, or record the operation of equipment, infrastructure, services or systems.

Entry No.	Description of Records	Disposal Action	
089.166.001	Records related to monitoring the utilisation and performance of emergency management activities.	Destroy 7 years after last action	
*089.166.001*			
Reporting
The processes associated with initiating or providing a formal response to a situation or request (either internal, external or as a requirement of corporate policies, 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 Annual Report drafting process, use PUBLICATIONS - Drafting.
For submissions of annual reports to the Portfolio Minister, use GOVERNMENT RELATIONS - Compliance.]

Entry No.	Description of Records	Disposal Action	
089.088.001	Master copies of post incident analyses - published and made available to external organisations.	Retain as Territory Archives	
*089.088.001*			
089.088.002	Copies of reports and statutory declarations prepared by the organisation and relating to emergency incidents.	Destroy 2 years after last action	
*089.088.002*			
Resource Dispatch
The activities associated with mobilising and dispatching resources to an incident.

Entry No.	Description of Records	Disposal Action	
089.396.001	Records documenting the dispatch of resources to an incident and captured on systems such as Computer Aided Dispatch (CAD) or similar. Includes time of call, time call answered, time address found, time call ended, appliance times, what resources respond.	Destroy 7 years after last action	
*089.396.001*			
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	
089.093.001	Records relating to reviewing Emergency Management processes, policy, procedures, standards and systems that result in major changes to those processes, etc.	Retain as Territory Archives	
*089.093.001*			
089.093.002	Reviewing notifications regarding proposed or finalised activities that will affect traffic and potentially affect response time to incidents. Includes road closures, re-naming and numbering of streets, speed bumps, etc.	Retain as Territory Archives	
*089.093.002*			
089.093.003	Records relating to reviewing Emergency Management processes, policy, procedures, standards and systems that do not result in major changes to those processes, etc.	Destroy 7 years after review	
*089.093.003*			
089.093.004	Ambulance case sheets that have been reviewed where there errors in procedures. Includes South Care helicopter.	Destroy 7 years after last action	
*089.093.004*			
089.093.005	Ambulance case sheets that have been reviewed where there was improvement suggested but no errors were found. Includes South Care helicopter.	Destroy 6 months after last action	
*089.093.005*			
089.093.006	Ambulance case sheets that have been reviewed where no action needs to be taken. Includes South Care helicopter.	Destroy 6 months after last action	
*089.093.006*			
MATERIEL SUPPORT
The function of acquiring, supplying, maintaining, repairing and disposing of emergency vehicles and equipment required for emergency situations. Includes any specially built vehicles such as appliances, buses, mobile control units and foam carriers used in the management of fires, hazardous incidents, emergencies or rescues and purpose built or designed vehicles used to transport and treat patients. Items of equipment include breathing apparatus, non-motorised trailers, pumps, protective clothing, etc.
[For the installation and maintenance of communication facilities on emergency vehicles e.g. Firelink and Curtin on Wheels (COW), see TECHNOLOGY & TELECOMMUNICATIONS. 
For accidents involving emergency vehicles, see FLEET MANAGEMENT - Accidents.]
Acquisition
The process of gaining ownership or use of property and other items or the provision of services required in the conduct of business through purchase or requisitions.

Entry No.	Description of Records	Disposal Action	
090.003.001	Records relating to the acquisition of emergency vehicles and equipment considered to be unique, rare or of other historical significance. Includes the acquisition of equipment and vehicles featured in exhibitions and museum collections, and specially developed equipment or vehicles.	Retain as Territory Archives	
*090.003.001*			
090.003.002	Records relating to the acquisition of other emergency equipment and vehicles through purchase, donations, etc.	Destroy 7 years after last action	
*090.003.002*			
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.
[For agreements with other governments, including international governments, use GOVERNMENT RELATIONS - Agreements.]

Entry No.	Description of Records	Disposal Action	
090.006.001	Records relating to the establishment, maintenance and review of agreements and contracts.	Destroy 7 years after last action	
*090.006.001*			
Allocation
The process of assigning of money, items, or equipment.

Entry No.	Description of Records	Disposal Action	
090.007.001	Records relating to the allocation and distribution of emergency equipment and uniforms. Includes allocation to Rural Fire Units and State Emergency Services.	Destroy 7 years after last action	
*090.007.001*			
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	
090.011.001	Records relating to the use of emergency vehicles. Records could include running sheets and records documenting authorised drivers.	Destroy 2 years after last action	
*090.011.001*			
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	
090.013.001	Final audit reports relating to operational audits of the Materiel Support function that result in substantial changes to policy or have a significant impact on operations.	Retain as Territory Archives	
*090.013.001*			
090.013.002	Other final audit reports relating to operational audits of the Materiel Support function.	Destroy 7 years after audit completed	
*090.013.002*			
090.013.003	Working papers relating to operational audits of the Materiel Support function.	Destroy 2 years after audit completed	
*090.013.003*			

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	
090.014.001	Records documenting authorisation by the organisation for the use of emergency equipment and vehicles for activities outside routine emergency operations, for example attending shows and school fetes.	Destroy 2 years after authorisation expires	
*090.014.001*			
Committees
The activities associated with the managing of committees and task forces. Includes the committee's establishment, appointment of members, terms of reference, proceedings, minutes of meetings, reports, agenda etc.
[For audit committees, use STRATEGIC MANAGEMENT - Committees.
For the establishment of advisory councils or governing boards with decision making responsibility for agency policy and/or planning, use STRATEGIC MANAGEMENT - Committees.]

Entry No.	Description of Records	Disposal Action	
090.020.001	Records documenting high-level corporate committees with overall responsibility for making major decisions in the area of material support. Includes:
•	documents establishing the committee
•	final versions of minutes
•	reports
•	recommendations
•	supporting documents such as briefing papers and discussion papers.	Retain as Territory Archives	
*090.020.001*			

Committees (Continued)
The activities associated with the managing of committees and task forces. Includes the committee's establishment, appointment of members, terms of reference, proceedings, minutes of meetings, reports, agenda etc.
[For audit committees, use STRATEGIC MANAGEMENT - Committees.
For the establishment of advisory councils or governing boards with decision making responsibility for agency policy and/or planning, use STRATEGIC MANAGEMENT - Committees.]

Entry No.	Description of Records	Disposal Action	
090.020.002	Records documenting external or inter-agency committees formed to consider materiel support issues. Includes:
•	documents establishing the committee
•	appointment of members
•	minutes
•	supporting documents such as briefing and discussion papers.	Destroy 7 years after last action	
*090.020.002*			
090.020.003	Working papers documenting the conduct and administration of all committees which consider matters relating to the Materiel Support function. Includes draft agenda and minutes.	Destroy 6 months after last action	
*090.020.003*			
Conservation
The activities involved in the preservation, protection, maintenance, restoration and enhancement of archival resources, heritage items and artifacts, properties, including buildings and land. Also includes environmental conservation activities.

Entry No.	Description of Records	Disposal Action	
090.023.001	Records relating to the examination, assessment and restoration or preservation of emergency equipment and vehicles considered to be unique, rare or of other historical significance. Includes the conservation of equipment and vehicles featured in exhibitions and museum collections.	Retain as Territory Archives	
*090.023.001*			
090.023.002	Records relating to the examination, assessment and restoration or preservation of other emergency equipment or vehicles.	Destroy 2 years after disposal of equipment	
*090.023.002*			
Contracting out
The activities involved in managing the performance of work or the provision of goods and services by an external contractor, vendor or consultant, or by using external bureau services. Includes outsourcing.

Entry No.	Description of Records	Disposal Action	
090.025.001	Records documenting contract management relating to the Materiel Support function. Includes: 
•	minutes of meetings with main stakeholders 
•	performance and evaluation reports.	Destroy 7 years after completion or other termination of contract	
*090.025.001*			
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	
090.034.001	Records relating to the disposal of emergency equipment and vehicles.	Destroy 7 years after disposal	
*090.034.001*			
Equipment Design
The activity of planning the style, layout, etc. of an item. Includes plans and drawings produced to show the look and function before the item is created.

Entry No.	Description of Records	Disposal Action	
090.288.001	Master copies of specifications produced for the design of emergency equipment and vehicles regarded as technologically significant or innovative.	Retain as Territory Archives	
*090.288.001*			
090.288.002	Master copies of specifications produced for the construction of emergency equipment and vehicles used by the organisation.	Retain as Territory Archives	
*090.288.002*			
090.288.003	Master copies of designs of emergency personnel uniforms and accessories (e.g. helmets, insignia).	Retain as Territory Archives	
*090.288.003*			

Equipment Design (Continued)
The activity of planning the style, layout, etc. of an item. Includes plans and drawings produced to show the look and function before the item is created.

Entry No.	Description of Records	Disposal Action	
090.288.004	Master copies of specifications produced for the construction of emergency equipment and vehicles that did not proceed.	Destroy 2 years after last action	
*090.288.004*			
090.288.005	Master copies of specifications produced for the design of other emergency equipment and vehicles.	Destroy after designs are superseded or withdrawn from use	
*090.288.005*			
090.288.006	Working papers relating to the management of projects for the design and emergency equipment and vehicles. Records could include contractor's briefing, engineering change proposals and notes, contract variations.	Destroy 7 years after completion of project	
*090.288.006*			
090.288.007	Working papers relating to the design of uniforms or accessories. Records could include drafts, drawings, comments and surveys.	Destroy 2 years after last action	
*090.288.007*			
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	
090.042.001	Records relating to the evaluation of unique, rare or historically significant items of emergency equipment and vehicles. Includes testing reports, trial evaluations, job sheets, etc.	Retain as Territory Archives	
*090.288.007*			
090.042.002	Records relating to the appraisal of identification methods for use on equipment and vehicles e.g. colour schemes, markings.	Destroy 7 years after last action	
*090.042.002*			

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	
090.042.003	Records of investigations/surveys undertaken to determine the organisation's requirements for emergency equipment and vehicles. Including evaluation of other emergency equipment and vehicles acquired by the organisation, to establish their suitability.	Destroy 2 years after last action	
*090.042.003*			
Infringements
The activities associated with handling breaches of rules. Includes driving or traffic infringements and infringements of the agency's intellectual property.

Entry No.	Description of Records	Disposal Action	
090.055.001	Records relating to breaches of rules for operating emergency vehicles when attending an incident. Records could include traffic infringements, parking fines, correspondence with relevant authorities.	Destroy 7 years after last action	
*090.042.003*			
090.055.002	Records relating to breaches of rules for operating emergency vehicles at other times. Records could include traffic infringements, parking fines.	Destroy after settlement of infringement	
*090.055.002*			
Inspections
The process of official examinations of facilities, equipment and items, to ensure compliance with agreed standards and objectives.

Entry No.	Description of Records	Disposal Action	
090.057.001	Records relating to inspections of emergency equipment and vehicles to ensure it is in working order. Also includes identifying and reporting any defects or faults in vehicles.	Destroy after equipment or vehicle is disposed of or no longer used or transfer to new owner	
*090.055.002*			
090.057.002	Records relating to inspection and testing of emergency equipment to ensure equipment is in working order. Also includes identifying and reporting any defects or faults in equipment.	Destroy 7 years after inspection	
*090.057.002*			
Installation
Activities involved in placing equipment in position and connecting and adjusting it for use.

Entry No.	Description of Records	Disposal Action	
090.058.001	Records relating to the installation of emergency equipment.	Destroy 2 years after installation completed	
*090.057.001*			
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	
090.061.001	Inventory control lists, databases and registers of emergency equipment and vehicles. Includes movement history.	Destroy 6 months after superseded	
*090.061.001*			
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. 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	
090.062.001	Records relating to formal arrangements with other organisations to undertake joint activities in relation to Materiel Support.	Destroy 7 years after last action	
*090.062.001*			
Leasing
The activities involved in leasing items, equipment, accommodation, premises or real estate. Includes the process of chartering.

Entry No.	Description of Records	Disposal Action	
090.063.001	All records relating to the leasing of emergency equipment and vehicles. Records could include contracts, agreements, conditions and routine correspondence.	Destroy 7 years after expiry of lease	
*090.063.001*			
Maintenance
The activities associated with the upkeep, repair, servicing, modification and preservation of internal/external conditions of premises, equipment, vehicles etc.

Entry No.	Description of Records	Disposal Action	
090.069.001	Records relating to the maintenance, service and repair of unique, vintage or historically significant emergency vehicles. Includes upgradings, modifications, enhancements, alterations, refurbishments and action taken to repair defects.	Retain as Territory Archives	
*090.063.001*			
090.069.002	Records relating to the maintenance, service and repair of other emergency vehicles. Includes upgradings, modifications, enhancements, alterations, refurbishments and action taken to repair defects.	Destroy 2 years after disposal	
*090.069.002*			
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	
090.072.001	Final versions of minutes, agenda and supporting documents tabled at meetings associated with operational matters related to the Materiel Support function.	Destroy 2 years after last action	
*090.069.002*			
090.072.002	Working papers documenting the conduct and administration of meetings associated with the Materiel Support function. Includes: 
•	draft agenda 
•	notice of meeting 
•	draft minutes.	Destroy 2 years after last action	
*090.072.002*			

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	
090.079.001	Records relating to planning of emergency equipment and vehicles activities, e.g. maintenance plans, project plans.	Destroy 7 years after last action	
*090.072.002*			
090.079.002	Ancillary records supporting the development of the organisation's plans. Includes working papers and drafts.	Destroy 2 years after last action	
*090.079.002*			
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	
090.080.001	Records relating to the establishment and development of policy in relation to Materiel Support function. Records could include policy proposals, research papers, results of consultations, supporting reports and final documents.	Destroy 7 years after policy is superseded	
*090.079.002*			
090.080.002	Ancillary records supporting the development of the organisation's policy. Includes working papers and drafts.	Destroy 2 years after promulgation of new policy	
*090.080.002*			
Procedures
Standard methods of operating laid down by the agency according to formulated policy.

Entry No.	Description of Records	Disposal Action	
090.082.001	Master copies of procedures, codes of practice or instructions in regards to the operation of emergency equipment and vehicles.	Destroy 7 years after procedures are superseded	
*090.080.002*			
090.082.002	Ancillary records supporting the development of the organisation's procedures, etc. Includes working papers and drafts.	Destroy 2 years after procedures are promulgated	
*090.082.002*			
Registration
The activities to record, catalogue, inventory or list. The establishment and maintenance of registers containing information required by legislation.

Entry No.	Description of Records	Disposal Action	
090.155.001	Heritage and Conservation Register.	Retain as Territory Archives	
*090.082.002*			
090.155.002	Notifications to Heritage Council regarding register items, including annual returns.	Retain as Territory Archives	
*090.155.002*			
090.155.003	Records relating to the registration of emergency vehicles. Records could include roadworthy inspections and registration renewal papers.	Destroy 2 years after registration expires	
*090.155.003*			
Regulation and Monitoring
Activities that check, observe, or record the operation of equipment, infrastructure, services or systems.

Entry No.	Description of Records	Disposal Action	
090.166.001	Records related to monitoring the utilisation, performance and maintenance requirements of emergency equipment.	Destroy 7 years after last action	
*090.166.001*			

Reporting
The processes associated with initiating or providing a formal response to a situation or request (either internal, external or as a requirement of corporate policies, 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 Annual Report drafting process, use PUBLICATIONS - Drafting.
For submissions of annual reports to the Portfolio Minister, use GOVERNMENT RELATIONS - Compliance.]

Entry No.	Description of Records	Disposal Action	
090.088.001	Specially commissioned or initiated reports that contain detailed findings and recommendations on the status or feasibility of emergency equipment and vehicles.	Retain as Territory Archives	
*090.088.001*			
090.088.002	Specially commissioned or initiated reports that contain limited or short term findings and recommendations.	Destroy 7 years after completion of report	
*090.088.002*			
090.088.002	Final versions of reports, including reports submitted to external agencies, in relation to emergency equipment and vehicles.	Destroy 7 years after completion of report	
*090.088.002*			
090.088.003	Periodic or ad hoc internal reports documenting the status and/or administration of emergency equipment and vehicles.	Destroy 2 years after completion of report	
*090.088.003*			
090.088.004	Records relating to preparation of reports, including routine administrative matters.	Destroy 6 months after last action	
*090.088.004*			

Standards
The process of implementing industry or agency specific benchmarks for services and processes to enhance quality and efficiency of an organisation.
[For the adherence and monitoring of industry standards, use INDUSTRY DEVELOPMENT - Compliance.]

Entry No.	Description of Records	Disposal Action	
090.100.001	Records relating to the development, by the organisation, of standards for emergency equipment and vehicles.	Retain as Territory Archives	
*090.100.001*			
090.100.002	Records relating to the development, by other organisations, of standards for emergency equipment and vehicles.	Destroy 6 months after last action	
*090.100.002*			
Stocktake
The activities associated with the examination, counting and valuing of goods with the view to reassessing the need for replacing those goods and to identify missing items and determine the condition of the existing items.

Entry No.	Description of Records	Disposal Action	
090.101.001	Records relating to stocktaking including examination, counting and valuation of emergency equipment and vehicles.	Destroy 2 years after stocktake	
*090.101.001*			
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	
090.104.001	Records documenting the development and issue of tender documentation. Includes Statement of Requirements, Request for Proposals, Expression of Interest, Request for Tender (RFT) and draft contract.	Destroy 7 years after tender process completed	
*090.101.001*			
090.104.002	Evaluation of tenders received against selection criteria. Includes records documenting arrangements for carrying out the evaluation process, evaluation report, recommendations, final report and public notices.	Destroy 7 years after tender process completed	
*090.104.002*			

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	
090.104.003	Records documenting post-offer negotiations and due diligence checks.	Destroy 7 years after tender process completed	
*090.104.003*			
090.104.004	Records of unsuccessful tenders or a tender process where there is no suitable bidder, or where the tender process has been discontinued. Includes submissions, notification of outcome and reports on debriefing sessions.	Destroy 2 years after tender process completed or decision made not to continue with the tender	
*090.104.004*			
090.104.005	Tender register.	Destroy 7 years after last entry	
*090.104.005*			
090.104.006	Signed contracts under seal resulting from tenders and supporting records.	Destroy 12 years after completion of contract	
*090.104.006*			
090.104.007	Signed simple contracts and agreements resulting from tenders and supporting records.	Destroy 7 years after completion of contract	
*090.104.007*			
090.104.008	Contract register.	Destroy 7 years after last entry	
*090.104.008*			

OPERATIONAL TRAINING
The function of planning, providing, managing and evaluating training in emergency situations. Includes training in the use of specialised emergency equipment, communications and appliances and the provision of training to external organisations or individuals on a commercial basis. Also includes ongoing training, exercises and drills conducted.
[For records regarding the development of skills and abilities for personnel, that are not emergency based, see PERSONNEL.]
Acquisition
The process of gaining ownership or use of property and other items or the provision of services required in the conduct of business through purchase or requisitions.

Entry No.	Description of Records	Disposal Action	
091.003.001	Records relating to the acquisition and/or licensed use of learning and assessment materials. These may include:
•	training packages 
•	learning support materials 
•	assessment guides 
•	student logs 
•	teaching plans 
•	implementation plans 
•	student and teacher resources.	Destroy 7 years after date of purchase or expiry of the licence	
*091.003.001*			
Advice
The activities associated with offering opinions as to an action or judgement. Includes the process of advising.
[For the provision of advice to the Minister or Chief Minister, use GOVERNMENT RELATIONS - Advice.
For legal advice, use LEGAL SERVICES - Advice.
For the development of submissions in relation to advice, use INDUSTRY DEVELOPMENT - Submissions.]

Entry No.	Description of Records	Disposal Action	
091.005.001	Records relating to the provision or receipt of general advice relating to training and assessment. Includes the provision of advice to prospective clients relating to:
•	enrolment and orientation procedures;
•	course information;
•	fees and charges records.	Destroy 2 years after last action	
*091.005.001*			
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.
[For agreements with other governments, including international governments, use GOVERNMENT RELATIONS - Agreements.]

Entry No.	Description of Records	Disposal Action	
091.006.001	Records relating to the establishment, maintenance and review of agreements and contracts.	Destroy 7 years after expiry or other termination of agreement	
*091.005.001*			
091.006.002	Register of agreements.	Destroy 7 years after expiry or other termination of agreement	
*091.006.002*			
Appeals (decisions)
The activities involved in the process of appeals against decisions by application to a higher authority.

Entry No.	Description of Records	Disposal Action	
091.009.001	Records relating to appeals made by clients including copies of outcome reports. May include appeals relating to:
•	course exclusions;
•	results;
•	assessments;
•	harassment;
•	discrimination.	Destroy 7 years after appeal outcome is finalised, or when the client has reached 25 years of age, whichever is the latter	
*091.009.001*			

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	
091.011.001	Records documenting training course arrangements. Records could include venue booking, hire of equipment, catering, lodgement and processing of applications, confirmation notices, parking, etc.	Destroy 2 years after course conducted	
*091.011.001*			
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	
091.013.001	Final audit reports relating to audits of the operational training function that result in substantial change to procedures or policy.	Retain as Territory Archives	
*091.013.001*			
091.013.002	Final audit report relating to audits of the operational training function that do not result in substantial change to procedures or policy.	Destroy 7 years after audit completed	
*091.013.002*			
091.013.003	Working papers relating to audits of the operational training function.	Destroy 2 years after audit completed	
*091.013.003*			
Ceremonies
The activities associated with arranging and managing a formal act performed for a special occasion.

Entry No.	Description of Records	Disposal Action	
091.018.001	Records relating to the conduct of ceremonies for the presentation of qualifications and statements of attainment.	Destroy 2 years after last action	
*091.018.001*			
Client Management
The activities associated with managing the organisation's clients. Includes contact lists, client details, distribution of information regarding services, etc.

Entry No.	Description of Records	Disposal Action	
091.234.001	Records relating to the management of clients training needs. Records could include course applications, course reminders, confirmation letters, contact details, lists of attendees, payment details, etc.	Destroy 6 months after last action	
*091.234.001*			
Committees
The activities associated with the managing of committees and task forces. Includes the committee's establishment, appointment of members, terms of reference, proceedings, minutes of meetings, reports, agenda etc.
[For audit committees, use STRATEGIC MANAGEMENT - Committees.
For the establishment of advisory councils or governing boards with decision making responsibility for agency policy and/or planning, use STRATEGIC MANAGEMENT - Committees.]

Entry No.	Description of Records	Disposal Action	
091.020.001	Records of internal committees and external committees where the agency has the administrative or secretariat role including VET management group, industry advisory committees, assessment committees etc. These may include:
•	final versions of minutes;
•	agenda;
•	briefing and discussion papers.	Retain as Territory Archives	
*091.020.001*			
091.020.002	Records of external committees where the organisation does not have the administrative or secretariat role. Includes: 
•	final versions of minutes 
•	agenda papers 
•	reports 
•	submissions.	Destroy 2 years after action completed or following next registration audit whichever is the latter	
*091.020.002*			

Committees (Continued)
The activities associated with the managing of committees and task forces. Includes the committee's establishment, appointment of members, terms of reference, proceedings, minutes of meetings, reports, agenda etc.
[For audit committees, use STRATEGIC MANAGEMENT - Committees.
For the establishment of advisory councils or governing boards with decision making responsibility for agency policy and/or planning, use STRATEGIC MANAGEMENT - Committees.]

Entry No.	Description of Records	Disposal Action	
091.020.003	Records relating to the establishment of committees including the appointment of members for committees not included above.	Destroy 2 years after last action	
*091.020.003*			
091.020.004	Records relating to the conduct and administration of committees including notices of meetings and correspondence.	Destroy 2 years after last action	
*091.020.004*			
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	
091.021.001	Records relating to major breaches of compliance with registration requirements resulting in suspension or cancellation of registration.	Destroy 7 years after suspension or cancellation of registration	
*091.021.001*			
091.021.002	Records relating to registration under the Australian Quality Training Framework (AQTF) standards for Registered Training Organisations (RTOs). These records may include:
•	self assessments;
•	applications for registration;
•	certificate of registration.	Destroy 2 years after accreditation or registration expires or is superseded	
*091.021.002*			
091.021.003	Records relating to minor breaches of compliance with registration requirements that do not result in suspension or cancellation of registration.	Destroy 2 years after last action	
*091.021.003*			
Contracting out
The activities involved in managing the performance of work or the provision of goods and services by an external contractor, vendor or consultant, or by using external bureau services. Includes outsourcing.

Entry No.	Description of Records	Disposal Action	
091.025.001	Records relating to the arrangements for, and the management of, training and/or assessment services by external parties. Records may include: 
•	agreements;
•	memorandum of understanding;
•	correspondence;
•	vocational placement agreements;
•	progress reports.	Destroy 7 years after expiry or other termination of agreement	
*091.025.001*			
Course Delivery
The means by which teaching is conducted.

Entry No.	Description of Records	Disposal Action	
091.229.001	Subject resources and material used in course delivery. Examples of records: Subject outlines, study guides, readings, self assessment exercises, reading lists, assignment lists, lecture notes.	Destroy 7 years after last action	
*091.229.001*			
091.229.002	Examination papers - master set of questions.	Destroy 7 years after last action	
*091.229.002*			
091.229.003	Working papers for course/subject preparation and/or delivery. Examples of records: Research notes and drafts of documents.	Destroy 6 months after last action	
*091.229.003*			
091.229.004	Attendance records.	Destroy 2 years after delivery of course	
*091.229.004*			

Course Development
The process of developing curricula for courses. This includes the initiation or discussion of proposals.

Entry No.	Description of Records	Disposal Action	
091.230.001	Master records relating to development of courses and programs of study. Records could include master set of programs, lecture notes, training manuals, hand-outs, films and videos, photographs, slides, scripts, brochures.	Retain as Territory Archives	
*091.230.001*			
091.230.002	One representative sample, for each calendar year, of training programs and presentation materials.	Retain as Territory Archives	
*091.230.002*			
091.230.003	Working papers and related correspondence documenting the development of the curriculum.	Destroy 2 years after last action	
*091.230.003*			
Enquiries
The activities associated with handling requests for information about the agency and its services, programs and activities.

Entry No.	Description of Records	Disposal Action	
091.040.001	Records relating to enquiries for routine information.	Destroy 6 months after last action	
*091.040.001*			

Enrolment
The process of registering/enrolling all students in a course or subject. Includes the enrolment of international and exchange students.

Entry No.	Description of Records	Disposal Action	
091.182.001	Records documenting enrolment in training and/or assessments. These may include: 
•	enrolment details;
•	personal details;
•	certified attendance lists;
•	enrolment forms (where no other record of enrolment exists).	Destroy 30 years after assessment enrolment completed	
*091.182.001*			
091.182.002	Records supporting the process of enrolment in training and/or assessment. These may include:
•	enrolment forms;
•	daily roll books.
[See 4.27.1 where these are the only record of enrolment.]	Destroy 2 years after evaluation	
*091.182.002*			
091.182.003	Records relating to the determination of fees and charges for training and assessment.
[See FINANCIAL MANAGEMENT for financial transactions relating to the payment or refund of fees.]	Destroy 2 years after last action	
*091.182.003*			
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	
091.042.001	Record documenting the evaluation of courses, including assessment of courses by participants in Registered Training Organisation (RTO) modules.	Destroy after next registration audit	
*091.042.001*			
091.042.002	Record documenting the evaluation of courses, including assessment of courses by participants that are not Registered Training Organisation (RTO) modules.	Destroy 2 years after last action	
*091.042.002*			
Examination and Assessment
The process of testing knowledge and understanding of students by examination and other techniques, such as ongoing assessment. Includes arrangements for subject and university entrance examinations.

Entry No.	Description of Records	Disposal Action	
091.186.001	Records of assessment results of individuals. These may include:
•	result details contained in database/register;
•	lists of results (where no other record of results exists);
•	copies of qualifications (where no other record of results exists).	Destroy 30 years after assessment	
*091.186.001*			
091.186.002	Records documenting the assessment of individuals not included above. These may include:
•	assessment tools;
•	assessment checklists;
•	assessment reports;
•	evidence submitted by clients;
•	assessment reviews;
•	client assessment records (books);
•	photographs.	Destroy after master record of assessment is produced or updated and appeals period has passed	
*091.186.002*			
091.186.003	Records documenting validation of the assessment process conducted in conjunction with other Registered Training Organisations (RTOs). Includes samples of assessment instruments and assessment evidence used in the validation process.	Destroy 2 years after registration audit is completed	
*091.186.003*			
091.186.004	Records relating to administrative arrangements for assessment which may include:
•	venue bookings;
•	equipment bookings;
•	timetabling;
•	notices of assessment.	Destroy 6 months after last action	
*091.186.004*			
091.186.005	Records relating to requests for the issue or replacement of qualifications and statements of attainment.	Destroy 6 months after last action	
*091.186.005*			
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. 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	
091.062.001	Records relating to the management of joint ventures or partnerships, including the establishment, maintenance and review of joint venture agreements and contracts.	Destroy 7 years after termination of arrangement	
*091.062.001*			
Liaison
The activities associated with maintaining regular general contact between the agency and professional associations, professionals in related fields, other private sector organisations and community groups. Includes sharing informal advice and discussions, membership of professional associations and collaborating on projects that are not joint ventures.

Entry No.	Description of Records	Disposal Action	
091.067.001	Records relating to contact with national bodies, professional associations, industry bodies, private sector organisations, government agencies and community groups regarding training deliver and/or assessment. Includes membership of industry and professional associations.	Destroy after next registration audit	
*091.067.001*			
091.067.002	Records relating to maintaining regular contact with other organisations and persons with an interest in operational training activities. Includes exchange of contact details and information (e.g. newsletters).	Destroy 6 months after last action	
*091.067.002*			

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	
091.072.001	Records of ad hoc meetings which may include the master set of:
•	agenda papers;
•	minutes;
•	briefing papers;
•	discussion papers;
•	administrative arrangements.	Destroy 2 years after last action	
*091.072.001*			
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	
091.079.001	Records relating to planning operational training activities, (e.g. training project schedules, project plans). Records could include feasibility studies, strategic plans.	Destroy 7 years after last action	
*091.079.001*			
091.079.002	Records relating to the development, maintenance and review of business plans for the provision and management of training delivery and assessment. See Course Delivery for training plans and session plans.	Destroy 2 years after plan is superseded	
*091.079.002*			
091.079.003	Routine organisational matters relating to the planning process.	Destroy 2 years after last action	
*091.079.003*			

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	
091.080.001	Records relating to the establishment and development of policy in relation to operational training. Includes policy proposals, research papers, results of consultations, supporting reports and final documents.	Destroy 7 years after policy is superseded	
*091.080.001*			
091.080.002	Ancillary records supporting the development of the organisation's policy concerning operational training function. Includes working papers and drafts.	Destroy 2 years after policy is promulgated	
*091.080.002*			
Procedures
Standard methods of operating laid down by the agency according to formulated policy.

Entry No.	Description of Records	Disposal Action	
091.082.001	Master copies of procedures or instructions in regards to operational training. Including the development and review of Quality Management System Procedures to ensure quality training and assessments.	Retain as Territory Archives	
*091.082.001*			
091.082.002	Ancillary records supporting the development of the organisation’s procedures, etc. Includes working papers and drafts.	Destroy 2 years after last action	
*091.082.002*			

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.
[For the Annual Report drafting process, use PUBLICATIONS - Drafting.
For submissions of annual reports to the Portfolio Minister, use GOVERNMENT RELATIONS - Compliance.]

Entry No.	Description of Records	Disposal Action	
091.088.001	All records, including training databases, documenting details of specific training received by members of the organisation and volunteers. Training includes rescue operations, urban search and rescue, hazardous materials.	Destroy 30 years after training is completed	
*091.088.001*			
091.088.002	Records relating to the provision of reports to comply with internal (Quality Management System) and external reporting requirements. These may include:
•	Letters of Completion;
•	Management Review Reports;
•	Customer Feedback.	Destroy 2 years after action completed or next registration audit whichever is the latter	
*091.088.002*			
091.088.003	Training log books (or similar) of officers documenting their individual training, competencies achieved, skills maintenance, etc.	Destroy after offer to officer on retirement or leaving, if not wanted destroy after 2 years	
*091.088.003*			

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	
091.093.001	Records relating to reviews of training delivery and assessment including the collection and analysis of stakeholder and client feedback.	Destroy after next registration audit	
*091.093.001*			
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	
091.104.001	Records documenting the development and issue of tender documentation. Includes Statement of Requirements, Request for Proposals, Expression of Interest, Request for Tender (RFT) and draft contract.	Destroy 7 years after tender process completed	
*091.104.001*			
091.104.002	Evaluation of tenders received against selection criteria. Includes records documenting arrangements for carrying out the evaluation process, evaluation report, recommendations, final report and public notices.	Destroy 7 years after tender process completed	
*091.104.002*			
091.104.003	Records documenting post-offer negotiations and due diligence checks.	Destroy 7 years after tender process completed	
*091.104.003*			
091.104.004	Records of unsuccessful tenders or a tender process where there is no suitable bidder, or where the tender process has been discontinued. Includes submissions, notification of outcome and reports on debriefing sessions.	Destroy 2 years after tender process completed or decision made not to continue with the tender	
*091.104.004*			
091.104.005	Tender register.	Destroy 7 years after last entry	
*091.104.005*			

Tendering (Continued)
The activities involved in receiving and assessing tenders, of making offers and finalising contract arrangements for the supply, sale or purchase of goods and services.

Entry No.	Description of Records	Disposal Action	
091.104.006	Signed contracts under seal resulting from tenders and supporting records.	Destroy 12 years after completion of contract	
*091.104.006*			
091.104.007	Signed simple contracts and agreements resulting from tenders and supporting records.	Destroy 7 years after completion of contract	
*091.104.007*			
091.104.008	Contract register.	Destroy 7 years after last entry	
*091.104.008*			
Training Exercises
The activities involved in planning, organising, carrying out, evaluating and reporting on training exercises.

Entry No.	Description of Records	Disposal Action	
091.407.001	Records documenting activities such as exercises and drills, which prepare staff to respond to emergencies. Includes inter-agency exercises, joint ventures.	Destroy 7 years after exercise completed	
*091.407.001*			

RETAIN AS TERRITORY ARCHIVES

EMERGENCY AWARENESS
The function of raising the awareness of the community about emergencies and authorisation and inspections of activities, premises and equipment. Includes community education programs, schools visits, public displays at the Canberra Show 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 the agency in a specified period. Includes compliance audits, financial audits, operational audits, recordkeeping audits, skills audits, system audits and quality assurance audits.

Entry No.	Description of Records	Disposal Action	
088.013.001	Final audit reports relating to operational audits of the Emergency Awareness function that result in substantial changes to policy or have a significant impact on operations.	Retain as Territory Archives	
*088.013.001*			
Committees
The activities associated with the managing of committees and task forces. Includes the committee's establishment, appointment of members, terms of reference, proceedings, minutes of meetings, reports, agenda etc.
[For audit committees, use STRATEGIC MANAGEMENT - Committees.
For the establishment of advisory councils or governing boards with decision making responsibility for agency policy and/or planning, use STRATEGIC MANAGEMENT - Committees.]

Entry No.	Description of Records	Disposal Action	
088.020.001	Records documenting high-level corporate committees with overall responsibility for making major decisions in the area of emergency awareness. Includes:
•	Documents establishing the committee 
•	Final versions of minutes 
•	Reports 
•	Recommendations
•	Supporting documents such as briefing and discussion papers.	Retain as Territory Archives	
*088.020.001*			

Community Education
The activities associated with all aspects of public education and community awareness programs. Includes the development, planning and delivery of programs.

Entry No.	Description of Records	Disposal Action	
088.127.001	Representative sample of material supporting the community education programs, campaigns and events, and considered to be exceptional in terms of display or exhibition value.	Retain as Territory Archives	
*088.127.001*			
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	
088.080.001	Records relating to the establishment and development of policy in relation to emergency awareness activities. Includes policy proposals, research papers, results of consultations, supporting reports and final documents.	Retain as Territory Archives	
*088.080.001*			
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	
088.091.001	Records documenting research that results in major changes to community safety programs, training or the design of the built environment. Records could include surveys, interviews, observations, etc.	Retain as Territory Archives	
*088.091.001*			

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	
088.093.001	Records relating to reviewing Emergency Awareness processes, policy, procedures, standards and systems that result in major changes to those processes, etc.	Retain as Territory Archives	
*088.093.001*			

EMERGENCY MANAGEMENT
The function of managing emergency services including Fire Brigade, Ambulance Service, State Emergency Service (SES) and Rural Fire Service (RFS). Includes provision of refreshments and resources at incident, provision of counselling to victims of emergencies, reviewing performance at incidents and incident reporting. Includes the notification of an incident, and mobilising and demobilising resources, particularly as it relates to replenishment, refurbishment, and repair of equipment. 
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	
089.013.001	Final audit report relating to operational audits of the Emergency Management function that result in substantial changes to policy or have a significant impact on operations.	Retain as Territory Archives	
*089.013.001*			
Case Management
The activity of managing an incident, person, organisation or client on a case basis. Case management incorporates the process of assessment, planning, facilitation and advocacy for options and services to meet an individual's, organisation's or client's needs or outcomes. Includes processing applications; authorisations and approvals; the establishment of a client; developing, implementing and monitoring case plans; the ongoing delivery and provision of services; finalisation of services and reviews of service delivery. 

Entry No.	Description of Records	Disposal Action	
089.194.001	Investigation records into major emergencies where there has been a fatality, major loss to property or serious injury. Records could include statements, reports, photographs, transcripts, video and voice recordings, diagrams, survey data.	Retain as Territory Archives	
*089.194.001*			

Committees
The activities associated with the managing of committees and task forces. Includes the committee's establishment, appointment of members, terms of reference, proceedings, minutes of meetings, reports, agenda etc.
[For audit committees, use STRATEGIC MANAGEMENT - Committees.
For the establishment of advisory councils or governing boards with decision making responsibility for agency policy and/or planning, use STRATEGIC MANAGEMENT - Committees.]

Entry No.	Description of Records	Disposal Action	
089.020.001	Records of the Bush Fire Council. Includes: 
•	appointment of members 
•	final versions of minutes 
•	reports 
•	recommendations supporting documents such as briefing papers and discussion papers.	Retain as Territory Archives	
*089.020.001*			
089.020.002	Records of external high level inter-government (both State/Territory and overseas) or inter-agency committees where the agency provides the Secretariat, is the Territory's main representative, or plays a significant role. Includes:
•	documents establishing the committee;
•	agendas;
•	minutes;
•	reports;
•	recommendations;
•	supporting documents such as briefing and discussion papers.	Retain as Territory Archives	
*089.020.002*			

Debriefing
The activity of conducting post-incident discussions.

Entry No.	Description of Records	Disposal Action	
089.242.001	Major incidents - All records concerning debriefings following major incidents initiated by, or requiring major involvement of the organisation.	Retain as Territory Archives	
*089.242.001*			
Disputes (Emergency Response)
The activity of settling disputes between organisations in connection with the deployment of resources and the assignment of roles and responsibilities for dealing with emergencies.

Entry No.	Description of Records	Disposal Action	
089.282.001	Records relating to significant disputes arising over response to incidents which create intense media interest or controversy or result in major changes to policy, procedures, etc. Records could include reports, decisions, resolutions and recommendations.	Retain as Territory Archives	
*089.282.001*			
Emergency Declarations
The activities associated with making declarations for prohibited burning times and emergency periods.

Entry No.	Description of Records	Disposal Action	
089.283.001	Records involved in the declaration and regulation of fire bans, emergency periods.	Retain as Territory Archives	
*089.283.001*			

Emergency Incidents
The activities associated with managing, evaluating and reporting on incidents, emergencies attended by operational and volunteer staff. 
The incident number issued by Computer Aided Dispatch (CAD) should be used as the unique identifier for the incident.

Entry No.	Description of Records	Disposal Action	
089.284.001	All operational records related to significant incidents. For example incidents where there is loss of life or major property losses. Includes situation reports, damage reports and logs.	Retain as Territory Archives	
*089.284.001*			
089.284.002	Master record of incident reports. Reports could be retained in an incident management system, such as Australian Incident Reporting System (AIRS) or similar.	Retain as Territory Archives	
*089.284.002*			
089.284.003	Statistical reports produced from data maintained in incident management system (such as AIRS). Includes comprehensive statistics about incidents and responses. Includes details of types of incidents, property involved, injuries and fatalities.	Retain as Territory Archives	
*089.284.003*			
Information Resources
The activities associated with collecting and managing relevant current information which could be used to assist in rapid response to emergencies and during operations. Includes weather forecasts, traffic management, hazardous material stores, hydrant locations, etc.

Entry No.	Description of Records	Disposal Action	
089.315.001	Aerial photographs used to make assessments on hazard and risk assessment zoning.	Retain as Territory Archives	
*089.315.001*			

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	
089.080.001	Final policy documents relating to the Emergency Management function.	Retain as Territory Archives	
*088.080.001*			
Procedures
Standard methods of operating laid down by the agency according to formulated policy.

Entry No.	Description of Records	Disposal Action	
089.082.001	Master copies of procedures, manuals, codes of practice or instructions in regards to the Emergency Management function.	Retain as Territory Archives	
*089.082.001*			
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 Annual Report drafting process, use PUBLICATIONS - Drafting.
For submissions of annual reports to the Portfolio Minister, use GOVERNMENT RELATIONS - Compliance.]

Entry No.	Description of Records	Disposal Action	
089.088.001	Master copies of post incident analyses - published and made available to external organisations.	Retain as Territory Archives	
*089.088.001*			

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	
089.093.001	Records relating to reviewing Emergency Management processes, policy, procedures, standards and systems that result in major changes to those processes, etc.	Retain as Territory Archives	
*089.093.001*			
089.093.002	Reviewing notifications regarding proposed or finalised activities that will affect traffic and potentially affect response time to incidents. Includes road closures, re-naming and numbering of streets, speed bumps, etc.	Retain as Territory Archives	
*089.093.002*			

MATERIEL SUPPORT
The function of acquiring, supplying, maintaining, repairing and disposing of emergency vehicles and equipment required for emergency situations. Includes any specially built vehicles such as appliances, buses, mobile control units and foam carriers used in the management of fires, hazardous incidents, emergencies or rescues and purpose built or designed vehicles used to transport and treat patients. Items of equipment include breathing apparatus, non-motorised trailers, pumps, protective clothing, etc.
[For the installation and maintenance of communication facilities on emergency vehicles e.g. Firelink and Curtin on Wheels (COW), see TECHNOLOGY & TELECOMMUNICATIONS. 
For accidents involving emergency vehicles, see FLEET MANAGEMENT - Accidents.]
Acquisition
The process of gaining ownership or use of property and other items or the provision of services required in the conduct of business through purchase or requisitions.

Entry No.	Description of Records	Disposal Action	
090.003.001	Records relating to the acquisition of emergency vehicles and equipment considered to be unique, rare or of other historical significance. Includes the acquisition of equipment and vehicles featured in exhibitions and museum collections, and specially developed equipment or vehicles.	Retain as Territory Archives	
*090.003.001*			
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	
090.013.001	Final audit reports relating to operational audits of the Materiel Support function that result in substantial changes to policy or have a significant impact on operations.	Retain as Territory Archives	
*090.013.001*			

Committees
The activities associated with the managing of committees and task forces. Includes the committee's establishment, appointment of members, terms of reference, proceedings, minutes of meetings, reports, agenda etc.
[For audit committees, use STRATEGIC MANAGEMENT - Committees.
For the establishment of advisory councils or governing boards with decision making responsibility for agency policy and/or planning, use STRATEGIC MANAGEMENT - Committees.]

Entry No.	Description of Records	Disposal Action	
090.020.001	Records documenting high-level corporate committees with overall responsibility for making major decisions in the area of material support. Includes:
•	documents establishing the committee
•	final versions of minutes
•	reports
•	recommendations
•	supporting documents such as briefing papers and discussion papers.	Retain as Territory Archives	
*090.020.001*			
Conservation
The activities involved in the preservation, protection, maintenance, restoration and enhancement of archival resources, heritage items and artifacts, properties, including buildings and land. Also includes environmental conservation activities.

Entry No.	Description of Records	Disposal Action	
090.023.001	Records relating to the examination, assessment and restoration or preservation of emergency equipment and vehicles considered to be unique, rare or of other historical significance. Includes the conservation of equipment and vehicles featured in exhibitions and museum collections.	Retain as Territory Archives	
*090.023.001*			

Equipment Design
The activity of planning the style, layout, etc. of an item. Includes plans and drawings produced to show the look and function before the item is created.

Entry No.	Description of Records	Disposal Action	
090.288.001	Master copies of specifications produced for the design of emergency equipment and vehicles regarded as technologically significant or innovative.	Retain as Territory Archives	
*090.288.001*			
090.288.002	Master copies of specifications produced for the construction of emergency equipment and vehicles used by the organisation.	Retain as Territory Archives	
*090.288.002*			
090.288.003	Master copies of designs of emergency personnel uniforms and accessories (e.g. helmets, insignia).	Retain as Territory Archives	
*090.288.003*			
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	
090.042.001	Records relating to the evaluation of unique, rare or historically significant items of emergency equipment and vehicles. Includes testing reports, trial evaluations, job sheets, etc.	Retain as Territory Archives	
*090.288.007*			
Maintenance
The activities associated with the upkeep, repair, servicing, modification and preservation of internal/external conditions of premises, equipment, vehicles etc.

Entry No.	Description of Records	Disposal Action	
090.069.001	Records relating to the maintenance, service and repair of unique, vintage or historically significant emergency vehicles. Includes upgradings, modifications, enhancements, alterations, refurbishments and action taken to repair defects.	Retain as Territory Archives	
*090.063.001*			
Registration
The activities to record, catalogue, inventory or list. The establishment and maintenance of registers containing information required by legislation.

Entry No.	Description of Records	Disposal Action	
090.155.001	Heritage and Conservation Register.	Retain as Territory Archives	
*090.082.002*			
090.155.002	Notifications to Heritage Council regarding register items, including annual returns.	Retain as Territory Archives	
*090.155.002*			
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.
[For the Annual Report drafting process, use PUBLICATIONS - Drafting.
For submissions of annual reports to the Portfolio Minister, use GOVERNMENT RELATIONS - Compliance.]

Entry No.	Description of Records	Disposal Action	
090.088.001	Specially commissioned or initiated reports that contain detailed findings and recommendations on the status or feasibility of emergency equipment and vehicles.	Retain as Territory Archives	
*090.088.001*			
Standards
The process of implementing industry or agency specific benchmarks for services and processes to enhance quality and efficiency of an organisation.
[For the adherence and monitoring of industry standards, use INDUSTRY DEVELOPMENT - Compliance.]

Entry No.	Description of Records	Disposal Action	
090.100.001	Records relating to the development, by the organisation, of standards for emergency equipment and vehicles.	Retain as Territory Archives	
*090.100.001*			

OPERATIONAL TRAINING
The function of planning, providing, managing and evaluating training in emergency situations. Includes training in the use of specialised emergency equipment, communications and appliances and the provision of training to external organisations or individuals on a commercial basis. Also includes ongoing training, exercises and drills conducted.
[For records regarding the development of skills and abilities for personnel, that are not emergency based, see PERSONNEL.]
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	
091.013.001	Final audit reports relating to audits of the operational training function that result in substantial change to procedures or policy.	Retain as Territory Archives	
*091.013.001*			
Committees
The activities associated with the managing of committees and task forces. Includes the committee's establishment, appointment of members, terms of reference, proceedings, minutes of meetings, reports, agenda etc.
[For audit committees, use STRATEGIC MANAGEMENT - Committees.
For the establishment of advisory councils or governing boards with decision making responsibility for agency policy and/or planning, use STRATEGIC MANAGEMENT - Committees.]

Entry No.	Description of Records	Disposal Action	
091.020.001	Records of internal committees and external committees where the agency has the administrative or secretariat role including VET management group, industry advisory committees, assessment committees etc. These may include:
•	final versions of minutes;
•	agenda;
•	briefing and discussion papers.	Retain as Territory Archives	
*091.020.001*			
Course Development
The process of developing curricula for courses. This includes the initiation or discussion of proposals.

Entry No.	Description of Records	Disposal Action	
091.230.001	Master records relating to development of courses and programs of study. Records could include master set of programs, lecture notes, training manuals, hand-outs, films and videos, photographs, slides, scripts, brochures.	Retain as Territory Archives	
*091.230.001*			
091.230.002	One representative sample, for each calendar year, of training programs and presentation materials.	Retain as Territory Archives	
*091.230.002*			
Procedures
Standard methods of operating laid down by the agency according to formulated policy.

Entry No.	Description of Records	Disposal Action	
091.082.001	Master copies of procedures or instructions in regards to operational training. Including the development and review of Quality Management System Procedures to ensure quality training and assessments.	Retain as Territory Archives	
*091.082.001*			

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

Changes to  NI2005-154	Dated	5 May 2005	
New Features (Insertions)	
FUNCTION	Activity	Entry no.	Description	
EMERGENCY MANAGEMENT	Emergency Declarations	089.283.001	The list of classes for RTA records was missing the class for Emergency Declarations.  The class was inserted into the RTA list.	
			
Enhancements (Changes)	
FUNCTION	Activity	Entry no.	Description	
OPERATIONAL TRAINING – Scope Note	N/A	N/A	omit
(TARDiS) - STAFF DEVELOPMENT
substitute
- PERSONNEL	
OPERATIONAL TRAINING	Enrolment	091.182.003 class description	Omit
Territory Administrative Records Disposal Schedule (TARDiS)
substitute
FINANCIAL MANAGEMENT	
		All	Class numbers.updated to latest format.	
	Advice	Scope Note	Updated	
	Agreements	Scope Note	Updated	
	Committees	Scope Note	Updated	
	Compliance	Scope Note	Updated	
	Meetings	Scope Note	Updated	
	Reporting	Scope Note	Updated	
	Standards	Scope Note	Updated	
			
Corrections (Deletions)	
FUNCTION	Activity	Entry no.	Description