Australian Capital Territory
Territory Records (Records Disposal Schedule – Fleet Management Records) Approval 2012 (No 1)
Notifiable instrument NI2012—187
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 – Fleet Management Records) Approval 2012 (No 1
2.	Approval
I approve the Records Disposal Schedule – Fleet Management Records.
3.	Commencement
This instrument commences on the day after notification.
4.	Revocation
I revoke Notifiable Instruments:
NI2009-438 notified 11 September 2009.
NI2011-91 notified 8 March 2011

David Wardle
Director of Territory Records
29 March20102

Records Disposal Schedule
Fleet Management Records
.
Table of Contents
INTRODUCTION
PURPOSE
SCOPE
AUTHORITY
STRUCTURE AND RELATIONSHIP TO THE TERRITORY WHOLE OF GOVERNMENT THESAURUS
Whole of Government Thesaurus
GUIDELINES FOR USE
Coverage of authority
Layout of the schedule
FORMAT OF RECORD
Electronic records
DESTRUCTION OF RECORDS
UPDATING THE RECORDS DISPOSAL SCHEDULE
ASSISTANCE IN USING THE RECORDS DISPOSAL SCHEDULE
RELATED LEGISLATION
DEFINITIONS
Agency
Appraisal
Business Classification Scheme
Principal Officer
Records
Records of an Agency
Records Disposal Schedule
Records Management Program
Recordkeeping Systems
Scope Note
Sentencing
Territory Archives
BUSINESS CLASSIFICATION SCHEME
FLEET MANAGEMENT
RECORDS DISPOSAL SCHEDULE
FLEET MANAGEMENT
Accidents
Accidents (Continued)
Acquisition
Acquisition (Continued)
Agreements
Allowances
Arrangements
Audit
Authorisation
Claims
Committees
Committees (Continued)
Compliance
Conservation
Construction
Contracting out
Corporate Style
Disposal
Evaluation
Infringements
Inspections
Insurance
Leasing
Maintenance
Meetings
Policy
Policy (Continued)
Procedures
Registration
Reporting
Reviewing
Standards
Stocktake
Tendering
RETAIN AS TERRITORY ARCHIVES
FLEET MANAGEMENT
Acquisition
Audit
Committees
Conservation
Construction
Corporate Style
Evaluation
Maintenance
Policy
Registration
Reporting
Standards
SCHEDULE OF AMENDMENTS – this information is provided for the assistance of users but does not form part of the Notifiable Instrument.

INTRODUCTION
The Records Disposal Schedule – Fleet Management Records is the official authority for the disposal of these ACT Government 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 other Territory Records Disposal Schedules.
PURPOSE
The purpose of this Records Disposal Schedule is to provide for the authorised disposal of 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 such as a records disposal freeze.  Current records disposal freezes can be found at the Territory Records Office Internet site http://www.territoryrecords.act.gov.au/recordsadvice.
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 WHOLE OF GOVERNMENT THESAURUS
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 – Fleet 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 Whole of Government Thesaurus originally based on the Territory Version of Keyword AAA. The Records Disposal Schedule is designed to be applicable to all ACT Government 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 which incorporated 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 original Territory Version of Keyword AAA. Essentially, appraisal involves attaching record retention periods and disposal decisions (and even records creation requirements and rules) to the same classification scheme.
GUIDELINES FOR USE
Coverage of authority
The Records Disposal Schedule - Fleet Management Records:
•	covers all ACT Government records;
•	is intended to be used in conjunction with other Territory Records Disposal Schedules;
•	specifies the minimum period records should be kept (retention periods) 
•	specifies whether, upon the expiry of the retention periods, the records may be destroyed or are required as Territory Archives; and
•	is applicable to records created and maintained in any format, including electronic or formats such as microfiche.

Layout of the schedule
This Records Disposal Schedule begins with an introduction incorporating definitions and the business classification scheme. Then each of the functions and activity disposal sets or 'disposal classes' relating to the functions are described. These are followed by a composite list of classes designated 'Retain as Territory Archives'. The functions and activity disposal sets show the following details:
Function.
This is the broad level business function and is displayed in bold capital letters at the top of each page. It is the highest level in the business classification scheme. It is followed by the scope note, which provides definitions of the function and a collective view of the business activities that make that function unique.
Activity.
Activities are the processes or operations that make up the business function. They are set in bold and italics below the function statement. This is the second level of the business classification scheme. The scope of the activity encompasses all of the transactions that take place in relation to the activity. Activities can relate to many functions with the scope notes covering all of these relationships (e.g., the activity 'Policy' is linked to all of the functions). However, each function and activity set represents a unique unit.
Entry No.
This is the disposal class number allocated based on the function and activity set and the class number of the record. The barcode is the same as the Entry No. and may be used in an automated recordkeeping system.
Description of Records.
This is the description of the records documenting the business function, activity and transactions. The descriptions can relate to one record such as a register or a group of records documenting a particular set of transactions.
Disposal Action.
This is the minimum period a record must be kept for and is the trigger event from which the disposal date can be calculated.

FORMAT OF RECORD
This Records Disposal Schedule is applicable to any record that performs the function prescribed, irrespective of format. Records may include:
•	cards;
•	registers;
•	files;
•	microfilm;
•	COM (computer output microfiche);
•	electronic records, including various electronic media, and
•	any other formats.
Electronic records
Refers to records created, communicated and maintained by means of electronic equipment. Information could be maintained/stored in a number of ways - on the database (the main database, or a special archives database); on magnetic media; on optical disks; or on separate hardcopy (paper, COM).
Electronic records must be readily accessible for the length of the specified retention period. Routine treatment (such as wiping, updating, alterations or re-recording) does not constitute disposal.
DESTRUCTION OF RECORDS
When the approved disposal date for the destruction of records has been reached, appropriate arrangements for their destruction should be made. It is the responsibility of each agency to ensure that its records are destroyed in a secure and appropriate manner as indicated in the agency Records Management Program.
UPDATING THE RECORDS DISPOSAL SCHEDULE
Records Disposal Schedules are reviewed and updated from time to time. For suggested amendments or alterations to this schedule please contact the Director of Territory Records.
ASSISTANCE IN USING THE RECORDS DISPOSAL SCHEDULE
Agencies requiring any assistance in the interpretation or implementation of any Records Disposal Schedule are encouraged to contact the Director of Territory Records.
RELATED LEGISLATION
The following legislation is related to the records classes covered by this Records Disposal Schedule:

Emergencies Act 2004
Evidence Act 1971
Freedom of Information Act 1989
Road Transport (Alcohol and Drugs) Act 1977
Road Transport (Driver Licensing) Act 1999
Road Transport (General) Act 1999
Road Transport (Mass, Dimensions and Loading) Act 2009
Road Transport (Vehicle Registration) Act 1999
Motor Vehicle Standards Act 1989 (Cwlth)
Motor Vehicle Standards Regulations 1989 (Cwlth)
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
FLEET MANAGEMENT
The function of acquiring (either by purchase, leasing or chartering), managing, maintaining, repairing and disposing of vehicles. Vehicles are any means of conveyance owned, leased or used by the Territory to transport people, equipment or other items and includes special purpose vehicles acquired or modified by the agency for activities unique to the agency (e.g. emergency services vehicles, registrable ride on mowers, bicycles, etc.).
Accidents
The activities involved in dealing with mishaps causing injury or damage. Includes damage or injury to the organisation's property or member of staff incurred while coming to, at, or leaving work, or to the general public or visitors whilst on the organisation's premises. Also includes measures to prevent accidents occurring.
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.
Allowances
The activities involved in arranging and managing money paid to employees in addition to salary to cover expenses incurred in the course of employment (e.g. travelling allowances).
Arrangements
The activities involved in arranging for a journey or trip or for the delivery of equipment or goods and the usage made of facilities, vehicles, equipment and space. Includes preparing travel itineraries, authorisations, entitlements, etc.
Audit
The activities associated with officially checking financial, quality assurance and operational records to ensure they have been kept and maintained in accordance with agreed or legislated standards and correctly record the events, processes and business of an agency, company or other organisation in a specified period. Includes compliance audits, financial audits, operational audits, recordkeeping audits, skills audits, system audits and quality assurance audits.

Authorisation
The process of delegating power to authorise an action and the seeking and granting permission to undertake a requested action.
Claims
The process of administering and managing payments demanded in accordance with an insurance policy as compensation for injury, death, or denial of rights of a person, or damage to or destruction of property. Includes disputes over rights and ownership, and recompense sought for stolen or lost property.
Committees
The activities associated with the establishment, appointment of members, terms of reference, proceedings, minutes of meetings, reports, agendas, etc. of committees and task forces.
Compliance
The activities associated with complying with mandatory or optional accountability, fiscal, legal, regulatory or quality standards or requirements. Includes compliance with legislation and with national and international standards, such as the ISO 9000 series.
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.
Construction
The process of making or building something.
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.
Corporate Style
The activity of compiling and administering guidelines on the consistency in written style, graphic design, corporate wardrobe etc., within the agency. Includes designing logos, letterhead, stationery, publications etc., that incorporate the corporate image of the agency.

Disposal
The process of disposing of property no longer required by the agency, by sale, transfer, termination of lease, auction, donation or destruction. Includes destruction or transfer, and the program of activities to facilitate the orderly transfer of semi-active and inactive records from current office space into storage.
Evaluation
The process of determining the suitability of potential or existing programs, items of equipment, systems or services in relation to meeting the needs of the given situation. Includes systems analysis and ongoing monitoring.
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.
Insurance
The process of taking out premiums to cover loss or damage to property or premises, and to cover customers and staff against injury or death resulting from incidents on the agency's premises or whilst engaged during employment.
Leasing
The activities involved in leasing items, equipment, accommodation, premises or real estate. 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.

Policy
The activities associated with developing and establishing decisions, directions and precedents which act as a reference for future decision making.
Procedures
Standard methods of operating laid down by the agency according to formulated policy.
Registration
The activities to record, catalogue, inventory or list. The establishment and maintenance of registers containing information required by legislation.
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.
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 agency specific benchmarks for services and processes to enhance quality and efficiency of an organisation.
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.
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.

RECORDS DISPOSAL SCHEDULE

FLEET MANAGEMENT
The function of acquiring (either by purchase, leasing or chartering), managing, maintaining, repairing and disposing of vehicles. Vehicles are any means of conveyance owned, leased or used by the Territory to transport people, equipment or other items and includes special purpose vehicles acquired or modified by the agency for activities unique to the agency (e.g. emergency services vehicles, registrable ride on mowers, bicycles, etc.).
Accidents
The activities involved in dealing with mishaps causing injury or damage. Includes damage or injury to the organisation's property or member of staff incurred while coming to, at, or leaving work, or to the general public or visitors whilst on the organisation's premises. Also includes measures to prevent accidents occurring.

Entry No.	Description of Records	Disposal Action	
006.001.001	Records detailing accidents/incidents involving Territory vehicles. Includes:
•	vehicle accident reports
•	investigation reports
•	documents authorising the use of the vehicle
•	records of driver/operator/pilot licences and certificates of competencies
•	logs of vehicle operations
•	booking schedules and other evidence supporting the use of the vehicle.
[For lodgement of a claim for damages to a Territory vehicle or third party vehicle or property, use FLEET MANAGEMENT - Claims.
For accident reports where there is an injury to an employee, use COMPENSATION - Cases.
For accident reports where there is an injury to a member of the public who submits a claim for compensation, use COMPENSATION - Claims.
For accident reports where an employee was involved in an accident but where no compensation claim was lodged, use PERSONNEL - Accidents.
[Class continued next page]	Destroy 7 years after accident/incident	
*006.001.001*			

Accidents (Continued)
The activities involved in dealing with mishaps causing injury or damage. Includes damage or injury to the organisation's property or member of staff incurred while coming to, at, or leaving work, or to the general public or visitors whilst on the organisation's premises. Also includes measures to prevent accidents occurring.

Entry No.	Description of Records	Disposal Action	
	For accident reports sent to the lead agency covering deaths, serious personal injury, incapacity and dangerous occurrences for both employees and members of the public, use OCCUPATIONAL HEALTH & SAFETY (OH&S) - Accidents.
For legal action resulting from an accident, use LEGAL SERVICES - Litigation.]		
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.
[For a leasing agreement, use FLEET MANAGEMENT - Agreements.
For tendering carried out to support a contracting process for leasing vehicles, use FLEET MANAGEMENT - Tendering.
For the short term hire of vehicles, use FLEET MANAGEMENT - Leasing.
For managing financial transactions supporting acquisition activities, use FINANCIAL MANAGEMENT - Accounting and/or FINANCIAL MANAGEMENT - Payments.]

Entry No.	Description of Records	Disposal Action	
006.003.001	Records relating to the acquisition of emergency vehicles considered to be unique, rare or have technological, scientific or historical significance. Includes the acquisition of vehicles featured in exhibitions and museum collections, and specially developed vehicles.	Retain as Territory Archives	
*006.003.001*			

Acquisition (Continued)
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.
[For a leasing agreement, use FLEET MANAGEMENT - Agreements.
For tendering carried out to support a contracting process for leasing vehicles, use FLEET MANAGEMENT - Tendering.
For the short term hire of vehicles, use FLEET MANAGEMENT - Leasing.
For managing financial transactions supporting acquisition activities, use FINANCIAL MANAGEMENT - Accounting and/or FINANCIAL MANAGEMENT - Payments.]

Entry No.	Description of Records	Disposal Action	
006.003.002	Records documenting the acquisition of vehicles for Territory use, excluding emergency vehicles considered to be unique, rare or have technological, scientific or historical significance and specially developed vehicles. Also includes vehicles donated to the territory. Includes:
•	quotes
•	justifications for choice
•	orders
•	handover reports.	Destroy 7 years after disposal of vehicle	
*006.003.002*			
006.003.003	Records documenting the acquisition of goods (e.g. vehicle accessories and fuel) and services required to support the fleet management function where there is no tender or contracting-out process i.e. where the cost of the acquisition is below the threshold for tendering or where a purchase is made against a period contract.	Destroy 7 years after action completed	
*006.003.003*			
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 records relating to the tendering process and contracts, use FLEET MANAGEMENT - Tendering.]

Entry No.	Description of Records	Disposal Action	
006.006.001	Final version of agreements and memoranda of understanding made to support the fleet management function.	Destroy 7 years after expiry or other termination of agreement	
*006.006.001*			
006.006.002	Records documenting negotiation, establishment, maintenance and review of agreements.	Destroy 7 years after expiry or other termination of agreement	
*006.006.002*			
Allowances
The activities involved in arranging and managing money paid to employees in addition to salary to cover expenses incurred in the course of employment (e.g. travelling allowances).

Entry No.	Description of Records	Disposal Action	
006.008.001	Records documenting applications for allowances to employees for use of private vehicles for official business.
[For the payment of allowances to employees, use FINANCIAL MANAGEMENT - Salaries.]	Destroy 7 years after action completed	
*006.008.001*			
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	
006.011.001	Records documenting arrangements for using Territory vehicles. Includes:
•	booking schedules
•	trip instructions (e.g. sailing directions)
•	travel itineraries and programs
•	records documenting a check of appropriate authorisations (e.g. validity of driver/operator/pilot licences and certificate of competencies)
•	trip logs.
[For records detailing arrangements for vehicles involved in accidents, use FLEET MANAGEMENT - Accidents.]	Destroy 2 years after action completed	
*006.011.001*			

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	
006.013.001	Final audit reports relating to operational audits of emergency vehicles that result in substantial changes to policy or have a significant impact on operations.  Includes the final reports from audits conducted by the ACT Auditor General's Office.	Retain as Territory Archives	
*006.013.001*			
006.013.002	Final audit reports relating to operational audits of emergency vehicles that do not result in substantial changes to policy or have a significant impact on operations.  Includes the final reports from audits conducted by the ACT Auditor General's Office.	Destroy 7 years after audit completed	
*006.013.002*			
006.013.003	Final internal and external audit reports relating to the Territory fleet . Includes the final reports from audits conducted by the ACT Auditor General's Office.  Excludes emergency vehicles.	Destroy 5 years after action completed	
*006.013.003*			
006.013.004	Records documenting the planning and conduct of internal and external audits relating to the fleet management function. Includes: 
•	liaison with the auditing body
•	notes taken at opening and exit interviews
•	draft reports
•	comments.	Destroy 5 years after action completed	
*006.013.004*			
006.013.005	Working papers relating to audits of the fleet management function.	Destroy 2 years after audit completed	
*006.013.005*			

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	
006.014.001	Delegations of powers to agency staff to authorise administrative action relating to the fleet management function.	Destroy 7 years after delegation expires	
*006.014.001*			
006.014.002	Requests and approvals for the use of vehicles involving financial arrangements. Includes permission for:
•	use of private vehicles for official business
•	maintenance and repairs
•	private use of fuel card and arrangements for reimbursement.
[For records supporting authorisation if the vehicle is involved in an accident, use FLEET MANAGEMENT - Accidents.]	Destroy 7 years after action completed	
*006.014.002*			
006.014.003	Records documenting authorisation by the organisation for the use of emergency vehicles for activities outside routine emergency operations, for example attending shows and school fetes.	Destroy 2 years after authorisation expires	
*006.014.001*			
006.014.004	Requests and approvals authorising the use of vehicles not involving financial arrangements. Includes giving permission:
•	to carry non-Territory passengers
•	for home garaging of vehicles
•	for Executive Officers to use vehicles while on leave
•	for learner drivers to drive a vehicle.
[For records supporting authorisation if the vehicle is involved in an accident, use FLEET MANAGEMENT - Accidents.]	Destroy 1 year after authority expires	
*006.014.004*			
006.014.005	Copies of endorsed vehicle-related invoices passed to the delegate for payment.
[For the payment of the invoices, use FINANCIAL MANAGEMENT - Accounting and/or FINANCIAL MANAGEMENT - Payment.]	Destroy 6 months after last action	
*006.014.005*			
Claims
The process of administering and managing payments demanded in accordance with an insurance policy as compensation for injury, death, or denial of rights of a person, or damage to or destruction of property. Includes disputes over rights and ownership, and recompense sought for stolen or lost property.

Entry No.	Description of Records	Disposal Action	
006.019.001	Records documenting insurance claims. Includes:
•	copies of claims
•	reports
•	correspondence.	Destroy 7 years after action completed	
*006.019.001*			
Committees
The activities associated with the establishment, appointment of members, terms of reference, proceedings, minutes of meetings, reports, agendas, etc. of committees and task forces.

Entry No.	Description of Records	Disposal Action	
006.020.001	Records documenting high-level corporate committees with overall responsibility for making major decisions relating to emergency vehicles.  Includes:
•	documents establishing the committee
•	final versions of minutes
•	reports
•	recommendations
•	supporting documents such as briefing papers and discussion papers.	Retain as Territory Archives	
*006.020.001*			
006.020.002	Records documenting external or inter-agency committees formed to consider issues relating to emergency vehicles.  Includes:
•	documents establishing the committee
•	appointment of members
•	minutes
•	supporting documents such as briefing and discussion papers.	Destroy 7 years after last action	
*006.020.002*			

Committees (Continued)
The activities associated with the establishment, appointment of members, terms of reference, proceedings, minutes of meetings, reports, agendas, etc. of committees and task forces.

Entry No.	Description of Records	Disposal Action	
006.020.003	Records of internal and external committees formed to consider matters relating to the Territory fleet,  excluding emergency vehicles.  Includes:
•	documents establishing the committee
•	final versions of minutes
•	reports
•	recommendations
•	supporting documents such as briefing papers and discussion papers.	Destroy 2 years after action completed	
*006.020.003*			
006.020.004	Working papers documenting the administration of committees which consider matters relating to the fleet management function. Includes:
•	agendas
•	notices of meetings
•	draft minutes.	Destroy 6 months after last action	
*006.020.004*			

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	
006.021.001	Records documenting agency compliance with mandatory or optional standards or with statutory requirements relating to the fleet management function.	Destroy 7 years after action completed	
*006.021.001*			
006.021.002	Records documenting the calculation of Fringe Benefit Tax (FBT) liabilities.
[For managing FBT arrangements attached to individual employee's salary packages, use PERSONNEL - Salaries.
For the processes involved in managing financial transactions associated with meeting agency FBT obligations, use FINANCIAL MANAGEMENT - Accounting.]	Destroy 5 years after action completed	
*006.021.002*			
006.021.003	Records relating to the registration of emergency vehicles. Records could include roadworthy inspections and registration renewal papers.	Destroy 2 years after registration expires	
*006.021.003*			
006.021.004	Records documenting the registration of agency vehicles, excluding emergency vehicles. Includes inspections and renewal papers.	Destroy 6 months after registration lapses or is superseded	
*006.021.004*			

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	
006.023.001	Records relating to the examination, assessment and restoration or preservation of emergency vehicles considered to be unique, rare or of other historical significance. Includes the conservation of vehicles featured in exhibitions and museum collections.	Retain as Territory Archives	
*006.023.001*			
006.023.002	Records relating to the examination, assessment and restoration or preservation of other emergency vehicles.	Destroy 2 years after disposal of vehicle	
*006.023.002*			
Construction
The process of making or building something.

Entry No.	Description of Records	Disposal Action	
006.288.001	Master copies of specifications produced for the design and construction of emergency vehicles used by the organisation, including vehicles regarded as technologically significant or innovative.	Retain as Territory Archives	
*006.288.001*			
006.288.002	Working papers relating to the management of projects for the design of emergency vehicles. Records could include contractor's briefing, engineering change proposals and notes, contract variations.	Destroy 7 years after completion of project	
*006.288.002*			
006.288.003	Master copies of specifications produced for the design and construction of emergency vehicles that did not proceed.	Destroy 2 years after last action	
*006.288.003*			

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	
006.025.001	Records documenting contract management relating to the fleet management function. Includes:
•	minutes of meetings with main stakeholders
•	performance and evaluation reports.	Destroy 7 years after completion or other termination of contract	
*006.025.001*			
Corporate Style
The activity of compiling and administering guidelines on the consistency in written style, graphic design, corporate wardrobe etc., within the agency. Includes designing logos, letterhead, stationery, publications etc., that incorporate the corporate image of the agency.

Entry No.	Description of Records	Disposal Action	
006.027.001	Master copies of designs of identification methods for use on vehicles e.g. colour schemes, markings.	Retain as Territory Archives	
*006.027.001*			
006.027.002	Records relating to the appraisal of identification methods for use on vehicles e.g. colour schemes, markings.	Destroy 7 years after last action	
*006.027.002*			
006.027.003	Working papers relating to the design of identification methods for use on vehicles e.g. colour schemes, markings. Records could include drafts, drawings, comments and surveys.	Destroy 2 years after last action	
*006.027.003*			

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.
[For the disposal of real property through a tendering process, use PROPERTY MANAGEMENT - Tendering.
For the disposal of real property through an agreement, use PROPERTY MANAGEMENT - Agreements.]

Entry No.	Description of Records	Disposal Action	
006.034.001	Records documenting the disposal of Territory owned vehicles. Includes:
•	independent valuations
•	certifications of work undertaken on a vehicle prior to disposal
•	written quotes
•	auction records
•	routine forms and correspondence documenting the disposal of vehicles.	Destroy 7 years after disposal of vehicle	
*006.034.001*			
006.034.002	Records documenting the return of leased vehicles. Includes:
•	written notices and correspondence with leasing companies
•	handover reports
•	notifications that the agency or its nominee wishes to purchase a vehicle
•	arrangements for the restoration of the vehicle to the original condition.	Destroy 3 years after disposal of vehicle	
*006.034.002*			

Evaluation
The process of determining the suitability of potential or existing programs, items of equipment, systems or services in relation to meeting the needs of the given situation. Includes systems analysis and ongoing monitoring.

Entry No.	Description of Records	Disposal Action	
006.042.001	Records relating to the evaluation of unique, rare or historically significant vehicles. Includes testing reports, trial evaluations, job sheets, etc.	Retain as Territory Archives	
*006.288.007*			
006.042.002	Records of investigations/surveys undertaken to determine the organisation's requirements for emergency vehicles. Including evaluation of other emergency vehicles acquired by the organisation, to establish their suitability.	Destroy 2 years after last action	
*006.042.002*			
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	
006.055.001	Records relating to breaches of rules for emergency vehicles when attending an incident. Records include traffic infringements, parking fines, correspondence with relevant authorities.	Destroy 7 years after last action	
*0066042.001*			
006.055.002	Records documenting breaches of the agency's rules and/or driving, traffic, aeronautical or marine laws including emergency vehicles not attending an incident. Records include:
•	copies of infringement notices
•	correspondence with relevant authorities
•	other supporting documentation.
[For cases where legal support is sought, use LEGAL SERVICES - Infringements.
For cases that proceed to litigation, use LEGAL SERVICES - Litigation.
For disciplinary action arising from infringements by employees, use PERSONNEL - Discipline.]	Destroy 1 year after action completed	
*006.055.002*			
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	
006.057.001	Records relating to inspections of emergency vehicles to ensure they are in working order. Also includes identifying and reporting any defects or faults in vehicles.	Destroy6 months after vehicle is disposed of or no longer used or transfer to new owner	
*006.055.001*			
Insurance
The process of taking out premiums to cover loss or damage to property or premises, and to cover customers and staff against injury or death resulting from incidents on the agency's premises or whilst engaged during employment.
[For insurance claims lodged, use FLEET MANAGEMENT - Claims.
For managing financial transactions supporting insurance activities, use FINANCIAL MANAGEMENT - Accounting and/or FINANCIAL MANAGEMENT - Payments.]

Entry No.	Description of Records	Disposal Action	
006.059.001	Vehicle insurance policies.	Destroy 7 years after policy expires	
*006.059.001*			
006.059.002	Records documenting the annual renewal of insurance policies.	Destroy 1 year after action completed	
*006.059.002*			

Leasing
The activities involved in leasing items, equipment, accommodation, premises or real estate. Includes the process of chartering.
[For recording the formal leasing agreement, use FLEET MANAGEMENT - Agreements.
For the activities associated with acquiring leased vehicles, use FLEET MANAGEMENT - Acquisition.
For the disposal of leased vehicles, use FLEET MANAGEMENT - Disposal.
For Fringe Benefit Tax reports received from a leasing company, use FLEET MANAGEMENT - Compliance.
For managing financial transactions associated with the short term rental of vehicles, use FINANCIAL MANAGEMENT - Accounting and/or FINANCIAL MANAGEMENT - Payments.]

Entry No.	Description of Records	Disposal Action	
006.063.001	Records documenting the administration and management of leased vehicles, including emergency vehicles. Includes reports received from leasing companies such as fuel billing reports and vehicle exception reports.	Destroy 7 years after lease expires or is terminated	
*006.063.001*			
006.063.002	Records documenting the administration of short term rental vehicles for official business.	Destroy 7 years after action completed	
*006.063.002*			

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	
006.069.001	Records relating to the maintenance, service and repair of unique, vintage or historically significant emergency vehicles. Includes upgrades, modifications, enhancements, alterations, refurbishments and action taken to repair defects.	Retain as Territory Archives	
*006.063.001*			
006.069.002	Records relating to the maintenance, service and repair of emergency vehicles not considered unique, vintage or historically significant. Includes upgrades, modifications, enhancements, alterations, refurbishments and action taken to repair defects.	Destroy 2 years after disposal	
*006.069.002*			
006.069.003	Records documenting the maintenance, repair and modification of Territory owned vehicles, excluding emergency vehicles. Includes maintenance record books/logs.	Destroy 6 months after write-off action completed	
*006.069.003*			
006.069.004	Records documenting the maintenance and servicing of leased vehicles, excluding emergency vehicles. Includes maintenance record books/logs.	Transfer 6 months after lease expires or is terminated to new owner	
*006.069.004*			

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	
006.072.001	Final version of minutes and supporting documents tabled at meetings held to support the fleet management function. Includes meetings with external agencies.	Destroy 2 years after action completed	
*006.072.001*			
006.072.002	Working papers documenting the conduct and administration of meetings held to support the fleet management function. Includes: 
•	agendas 
•	notices of meetings
•	draft minutes.	Destroy 6 months after last action	
*006.072.002*			
Policy
The activities associated with developing and establishing decisions, directions and precedents which act as a reference for future decision making.
[For policy relating to traffic and transport in the Territory, use TRAFFIC & TRANSPORT – Policy.]

Entry No.	Description of Records	Disposal Action	
006.080.001	Final versions of government-wide fleet management policies.	Retain as Territory Archives	
*006.080.001*			
006.080.002	Records documenting the establishment of the agency's fleet management policies. Includes:
•	policy proposals
•	research papers
•	results of consultations
•	supporting reports 
•	major drafts
•	final policy documents.	Destroy 7 years after policy is superseded	
*006.080.002*			
006.080.003	Records documenting comments made on the development of government-wide fleet management policies.	Destroy 2 years after promulgation of new policy	
*006.080.003*			

Policy (Continued)
The activities associated with developing and establishing decisions, directions and precedents which act as a reference for future decision making.

Entry No.	Description of Records	Disposal Action	
006.080.004	Working papers documenting the development of all fleet management policies.	Destroy 2 years after promulgation of new policy	
*006.080.004*			

 006.080.005	Copies of policy documents and supporting papers.	Destroy 6 months after last action	
*006.080.005*			
Procedures
Standard methods of operating laid down by the agency according to formulated policy.

Entry No.	Description of Records	Disposal Action	
006.082.001	Master set of agency manuals, handbooks, directives etc detailing procedures supporting the fleet management function, including master copies of procedures, codes of practice or instructions in regards to the operation of emergency vehicles.	Destroy 7 years after procedures are superseded	
*006.082.001*			
006.082.002	Records documenting the development of agency procedures supporting the fleet management function.	Destroy 2 years after production of procedures	
*006.082.002*			
006.082.003	Copies of manuals, handbooks, directives etc.	Destroy 6 months after last action	
*006.082.003*			
Registration
The activities to record, catalogue, inventory or list. The establishment and maintenance of registers containing information required by legislation.
[For records documenting the granting and renewal of vehicle registrations, use FLEET MANAGEMENT – Compliance]

Entry No.	Description of Records	Disposal Action	
006.155.001	Heritage and Conservation Register.	Retain as Territory Archives	
*006.082.002*			
006.155.002	Notifications to Heritage Council regarding register items, including annual returns.	Retain as Territory Archives	
*006.155.002*			

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.

Entry No.	Description of Records	Disposal Action	
006.088.001	Specially commissioned or initiated reports that contain detailed findings and recommendations on the status or feasibility of emergency vehicles.	Retain as Territory Archives	
*006.088.001*			
006.088.002	Specially commissioned or initiated reports that contain limited or short term findings and recommendations.	Destroy 7 years after completion of report	
*006.088.002*			
006.088.003	Final versions of reports, including reports submitted to external agencies, in relation to emergency vehicles.	Destroy 7 years after completion of report	
*006.088.003*			
006.088.004	Final versions of formal reports and reports made to external agencies relating to the fleet management function.	Destroy 5 years after action completed	
*006.088.004*			
006.088.005	Final versions of periodic internal reports on general administrative matters used to monitor and document recurring activities to support the fleet management function. Includes reporting on accidents/incidents and theft involving Territory vehicles.	Destroy 3 years after action completed	
*006.088.005*			
006.088.006	Working papers documenting the development of all reports. Includes drafts and comments received.	Destroy 6 months after last action	
*006.088.006*			

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	
006.093.001	Records related to monitoring and reviewing the utilisation, performance and maintenance requirements of emergency vehicles.	Destroy 7 years after last action	
*006.093.001*			
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	
006.100.001	Records relating to the development, by the organisation, of standards for emergency vehicles.	Retain as Territory Archives	
*006.100.001*			
006.100.002	Records relating to the development, by other organisations, of standards for emergency vehicles.	Destroy 6 months after last action	
*006.100.002*			
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	
006.101.001	Records relating to stocktaking including examination, counting and valuation of emergency vehicles.
[For lists of equipment and stores, use EQUIPMENT & STORES - Inventory.]	Destroy 2 years after stocktake	
*006.101.001*			

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	
006.104.001	Signed contracts under seal resulting from tenders and supporting records.	Destroy 12 years after completion or other termination of agreement or contract	
*006.104.001*			
006.104.002	Records documenting the development and issue of tender documentation. Includes: 
•	statements of requirements
•	requests for proposals
•	expressions of interest
•	requests for tender (RFT) 
•	draft contracts.	Destroy 7 years after tender process completed	
*006.104.002*			
006.104.003	Evaluation of tenders received against selection criteria. Includes: 
•	records documenting arrangements for carrying out the evaluation process
•	evaluation reports 
•	recommendations
•	final reports
•	public notices.	Destroy 7 years after tender process completed	
*006.104.003*			
006.104.005	Tender register.	Destroy 7 years after last entry	
*006.104.005*			
006.104.006	Signed simple contracts and agreements resulting from tenders and supporting records.	Destroy 7 years after completion or other termination of agreement or contract	
*006.104.006*			
006.104.007	Contract register.	Destroy 7 years after last entry	
*006.104.007*			
006.104.008	Records of unsuccessful tenders or a tender process where there is no suitable bidder.	Destroy 2 years after tender process completed or decision made not to continue with the tender	
*006.104.008*			

RETAIN AS TERRITORY ARCHIVES
FLEET MANAGEMENT
The function of acquiring (either by purchase, leasing or chartering), managing, maintaining, repairing and disposing of vehicles. Vehicles are any means of conveyance owned, leased or used by the Territory to transport people, equipment or other items and includes special purpose vehicles acquired or modified by the agency for activities unique to the agency (e.g. emergency services vehicles, registrable ride on mowers, bicycles, etc.).
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.
[For a leasing agreement, use FLEET MANAGEMENT - Agreements.
For tendering carried out to support a contracting process for leasing vehicles, use FLEET MANAGEMENT - Tendering.
For the short term hire of vehicles, use FLEET MANAGEMENT - Leasing.
For managing financial transactions supporting acquisition activities, use FINANCIAL MANAGEMENT - Accounting and/or FINANCIAL MANAGEMENT - Payments.]

Entry No.	Description of Records	Disposal Action	
006.003.001	Records relating to the acquisition of emergency vehicles considered to be unique, rare or have technological, scientific or historical significance. Includes the acquisition of vehicles featured in exhibitions and museum collections, and specially developed vehicles.	Retain as Territory Archives	
*006.003.001*			
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	
006.013.001	Final audit reports relating to operational audits of emergency vehicles that result in substantial changes to policy or have a significant impact on operations.  Includes the final reports from audits conducted by the ACT Auditor General's Office.	Retain as Territory Archives	
*006.013.001*			

Committees
The activities associated with the establishment, appointment of members, terms of reference, proceedings, minutes of meetings, reports, agendas, etc. of committees and task forces.

Entry No.	Description of Records	Disposal Action	
006.020.001	Records documenting high-level corporate committees with overall responsibility for making major decisions relating to emergency vehicles.  Includes:
•	documents establishing the committee
•	final versions of minutes
•	reports
•	recommendations
•	supporting documents such as briefing papers and discussion papers.	Retain as Territory Archives	
*006.020.001*			
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	
006.023.001	Records relating to the examination, assessment and restoration or preservation of emergency vehicles considered to be unique, rare or of other historical significance. Includes the conservation of vehicles featured in exhibitions and museum collections.	Retain as Territory Archives	
*006.023.001*			

Construction
The process of making or building something.

Entry No.	Description of Records	Disposal Action	
006.288.001	Master copies of specifications produced for the design and construction of emergency vehicles used by the organisation, including vehicles regarded as technologically significant or innovative.	Retain as Territory Archives	
*006.288.001*			
Corporate Style
The activity of compiling and administering guidelines on the consistency in written style, graphic design, corporate wardrobe etc., within the agency. Includes designing logos, letterhead, stationery, publications etc., that incorporate the corporate image of the agency.

Entry No.	Description of Records	Disposal Action	
003.027.001	Master copies of designs of identification methods for use on vehicles e.g. colour schemes, markings.	Retain as Territory Archives	
*003.027.001*			
Evaluation
The process of determining the suitability of potential or existing programs, items of equipment, systems or services in relation to meeting the needs of the given situation. Includes systems analysis and ongoing monitoring.

Entry No.	Description of Records	Disposal Action	
006.042.001	Records relating to the evaluation of unique, rare or historically significant vehicles. Includes testing reports, trial evaluations, job sheets, etc.	Retain as Territory Archives	
*006.288.007*			

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	
006.069.001	Records relating to the maintenance, service and repair of unique, vintage or historically significant emergency vehicles. Includes upgrades, modifications, enhancements, alterations, refurbishments and action taken to repair defects.	Retain as Territory Archives	
*006.063.001*			
Policy
The activities associated with developing and establishing decisions, directions and precedents which act as a reference for future decision making.
[For policy relating to traffic and transport in the Territory, use TRAFFIC & TRANSPORT – Policy.]

Entry No.	Description of Records	Disposal Action	
006.080.001	Final versions of government-wide fleet management policies.	Retain as Territory Archives	
*006.080.001*			
Registration
The activities to record, catalogue, inventory or list. The establishment and maintenance of registers containing information required by legislation.
[For records documenting the granting and renewal of vehicle registrations, use FLEET MANAGEMENT – Compliance]

Entry No.	Description of Records	Disposal Action	
006.155.001	Heritage and Conservation Register.	Retain as Territory Archives	
*006.082.002*			

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.

Entry No.	Description of Records	Disposal Action	
006.088.001	Specially commissioned or initiated reports that contain detailed findings and recommendations on the status or feasibility of emergency vehicles.	Retain as Territory Archives	
*006.088.001*			
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	
006.100.001	Records relating to the development, by the organisation, of standards for emergency vehicles.	Retain as Territory Archives	
*006.100.001*			

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

Amendments to the Fleet Management Records Disposal Schedule	Dated	May 2011	

Function (Amendments)	
The Fleet Management function incorporates classes that were previously found in:
•	NI2011-91 Emergency Services Records – Materiel Support Function	
The Fleet Management scope note was amended.	

New Features (Insertions)	
Activity	Entry no.	Description	
Acquisition	003.003.001	New Class	
Allocation	003.007.001	New Class	
Allocation	003.007.002	New Class	
Audit	003.013.001	New Class	
Authorisation	006.014.003
006.014.005	New Class	
Committees	003.020.001
003.020.002
003.020.003	New Classes	
Compliance	003.021.001
003.021.003	New Classes	
Conservation	006.023.001
006.023.002	New Classes	
Construction	003.024.001
003.024.002
003.024.003	New Classes	
Corporate Style	003.027.001
003.027.002
003.027.003	New Classes	
Disposal	003.034.001	New Class	
Distribution	003.036.001	New Class	
Evaluation	003.042.001
003.042.003	New Classes	
Infringements	006.055.001	New Class	
Inspections	003.057.001	New Class	
Installation	003.058.001	New Class	
Maintenance	006.069.001
006.069.002	New Classes	
Policy	006.080.001
006.080.003	New Classes	
Registration	006.155.001
006.155.002	New Classes	
Reporting	006.088.001
006.088.002
006.088.003	New Classes	
Reviewing	006.093.001	New Class	
Standards	006.100.001
006.100.002	New Classes	
Stocktake	006.101.001	New Class	
Submissions	003.102.001
003.102.002
003.102.003	New Classes	

Enhancements (Changes)	
Activity	Entry no.	Description	
Acquisition	003.003.002
003.003.003
003.003.004	Renumbered and Class description changed.	
Agreements	003.006.001	Class description changed.	
Allocation	003.007.003
003.007.004	Renumbered and Class description changed.	
Arrangements	003.011.001
003.011.001
003.011.001	Class description changed.	
Audit	003.013.002
003.013.003	Renumbered and Class description changed.	
Authorisation	006.014.004	Renumbered.	
Claims	003.019.001	Class description changed.	
Compliance	003.021.002	Renumbered and Class description changed.	
Construction	N/A	Scope note changed	
Construction	003.024.002
003.024.003	Renumbered and Class description changed.	
Disposal	003.034.002
003.034.003	Renumbered and Class description changed.	
Distribution	003.036.002
003.036.003	Renumbered and Class description changed.	
Evaluation	003.042.002	Renumbered and Class description changed.	
Infringements	006.055.001	Renumbered and Class description changed.	
Installation	003.058.002
003.058.003	Renumbered and Class description changed.	
Insurance	003.059.001
003.059.002	Class description changed.	
Inventory	003.061.001	Class description and disposal trigger changed	
Leasing	003.063.001	Class description changed.	
Leasing out	003.064.001	Class description changed.	
Maintenance	006.069.003
006.069.003	Renumbered and Class description changed.	
Policy	006.080.002
006.080.004
006.080.005	Renumbered	
Procedures	006.082.001	Class description changed.