Australian Capital Territory
Territory Records (Records Disposal Schedule – Property Management Records) Approval 2013 (No 1)
Notifiable instrument NI2013—371
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 – Property Management Records) Approval 2013 (No 1)
2.	Approval
I approve the Records Disposal Schedule – Property Management Records.
3.	Commencement
This instrument commences on the day after notification.
4.	Revocation
I revoke Notifiable Instrument:
NI2009-625 notified 11 December 2009

Danielle Wickman
Director of Territory Records
27 August 2013

Records Disposal Schedule
Property Management Records

Table of Contents
INTRODUCTION	6
PURPOSE	6
SCOPE	6
AUTHORITY	6
STRUCTURE AND RELATIONSHIP TO THE TERRITORY VERSION OF KEYWORD AAA	6
Whole-of-Government Thesaurus	7
GUIDELINES FOR USE	7
Coverage of authority	7
Layout of the schedule	8
FORMAT OF RECORD	9
Electronic records	9
DESTRUCTION OF RECORDS	9
UPDATING THE RECORDS DISPOSAL SCHEDULE	9
ASSISTANCE IN USING THE RECORDS DISPOSAL SCHEDULE	9
RELATED LEGISLATION	10
Evidence Act 2011	10
DEFINITIONS	11
Agency	11
Appraisal	11
Business Classification Scheme	11
Principal Officer	11
Records	11
Records of an Agency	11
Records Disposal Schedule	11
Records Management Program	11
Recordkeeping Systems	12
Scope Note	12
Sentencing	12
Territory Archives	12
BUSINESS CLASSIFICATION SCHEME	13
PROPERTY MANAGEMENT	14
RECORDS DISPOSAL SCHEDULE	20
PROPERTY MANAGEMENT	21
Acquisition	22
Acquisition (Continued)	23
Advice	23
Agreements	24
Appeals (decisions)	24
Arrangements	25
Audit	25
Authorisation	26
Case Management	26
Claims	27
Committees	28
Compliance	29
Conferences	29
Conferences (Continued)	30
Conservation	30
Construction	31
Contracting out	31
Disposal	32
Enquiries	32
Evaluation	33
Fit outs	33
Implementation	34
Inspections	35
Installation	36
Insurance	36
Inventory	37
Joint ventures	37
Leasing	38
Leasing out	39
Liaison	39
Maintenance	40
Maintenance (Continued)	41
Meetings	42
Moving	42
Planning	43
Policy	44
Procedures	45
Reporting	45
Reporting (Continued)	46
Research	46
Reviewing	47
Risk Management	47
Security	48
Security (Continued)	49
Security (Continued)	50
Standards	51
Submissions	51
Tendering	52
RETAIN AS TERRITORY ARCHIVES	53
PROPERTY MANAGEMENT	54
Acquisition	55
Committees	56
Conservation	56
Construction	57
Disposal	57
Fit outs	58
Implementation	58
Inventory	58
Maintenance	59
Planning	59
Policy	60
Procedures	60
Reviewing	60
Security	61
Tendering	62
SCHEDULE OF AMENDMENTS – this information is provided for the assistance of users but does not form part of the Notifiable Instrument.	63

INTRODUCTION
The Records Disposal Schedule – Property Management Records is the official authority for the disposal of these ACT Government records.
It is one of a series of Whole of Government 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 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 – Property 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 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 Director of Territory Records 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 – Property Management Records:
•	covers all records related to the function;
•	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:
Building Act 2004
Common Boundaries Act 1981
Cultural Facilities Corporation Act 1997
Electricity Safety Act 1971
Enclosed Lands Protection Act 1943
Dangerous Substances Act 2004
Dangerous Substances (Storage and Handling Code of Practice) Approval 2006
Evidence Act 2011
Financial Management Act 1996
Freedom of Information Act 1989
Government Procurement Act 2001
Housing Assistance Act 2007
Occupational Health and Safety Act 1989
Planning and Development Act 2007
Public Sector Management Act 1994
Residential Tenancies Act 1997
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
PROPERTY MANAGEMENT
The function of managing the government's property assets such as buildings and land allotments owned, rented, or leased by the Territory for working, storage, or living space within premises, and of acquiring, constructing, fitting-out, managing, maintaining, protecting and disposing of property.  Includes public property assets such as community centres, community halls and housing stock owned, rented, or leased by the Territory. Also includes the removal of pollutants and waste on contaminated land.
Note: PROPERTIES OF TERRITORY SIGNIFICANCE.
This function also covers properties owned by the Territory or Territory institutions which are listed on the ACT Heritage Places Register or which have national or Territory significance including cultural, natural, historic or indigenous significance, those listed in the Register of the National Estate or by the World Heritage Commission, or classified by the National Trust listings.  Properties of Territory significance may also include places of importance to the Territory or be specialised premises, i.e. purpose-built specialised premises with unique design features considered important to the Territory for example, but are not heritage registered or listed.
 [For records relating to public parks, nature reserves and public spaces, use PARKS RESERVES & PUBLIC PLACES.
For records relating to regulating the building, electrical and plumbing industry in the ACT, use BUILDING SERVICES CONTROL.
For records relating to land and built assets between development and sale, use LAND ASSET MANAGEMENT.
For records relating to the development of land for sale, use LAND DEVELOPMENT.
For records relating to the management of land use change and the land development process in the Territory, use LAND MANAGEMENT & DEVELOPMENT CONTROLS.
For records relating to the sale of Territory land, use LAND SALES.
For records relating to the development of long-term planning frameworks and responsible land management strategies to provide a framework for the provision of services and facilities, land use and development decisions, and the overall management of natural and built environments, use TERRITORY PLAN & STRATEGIC PLANNING POLICY.]
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 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.
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.
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.
Conferences
The activities involved in arranging or attending conferences held either by the agency or by other agencies. Includes registrations, publicity, and reports of participants etc. 
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.
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.
Enquiries
The activities associated with handling requests for information about the agency and its services, programs and activities.
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.

Fit outs
The process of establishing or refurbishing workplaces and other Territory owned properties and venues. Includes painting, floor coverings, furnishings, furniture, partitions/walls fittings and equipment.
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.
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.
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.
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 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.
Leasing
The activities involved in leasing items, equipment, accommodation, premises or real estate. Includes the process of chartering.

Leasing out
The activities involved in leasing-out items, equipment, accommodation, premises or real estate to another agency, organisation, group or person for a specified period and agreed price. Includes the formal documentation setting out conditions, rights, responsibilities, etc. of both parties. Also includes subleasing.
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.
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.
Moving
The process of relocation of an agency, business unit, workgroup or individual.
Planning
The process of formulating ways in which objectives can be achieved. Includes determination of services, needs and solutions to those needs.
Policy
The activities associated with developing and establishing decisions, directions and precedents which act as a reference for future decision making.
Procedures
Standard methods of operating laid down by the agency according to formulated policy.
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.\nNote: Reports resulting from a routine activity, e.g. inspection reports, form part of that activity, i.e. reports resulting from an inspection are part of the inspection and not the activity of Reporting. Reports of these types should be classified as part of the greater activity generating the report.
Research
The activities involved in investigating or enquiring into a subject or area of interest in order to discover facts, principles, etc. Used to support development of projects, standards, guidelines, etc. and business activities in general. Includes following up enquiries relating to programs, projects, working papers, literature searches, etc.
Reviewing
The activities involved in re-evaluating or re-examining products, processes, procedures, standards and systems. Includes recommendations and advice resulting from these activities.
Risk Management
The process involving identification of risks, likelihood and consequences of those risks and implementation of appropriate practice and procedures to treat the risks.
Security
The activities associated with measures taken to protect people, premises, equipment or information from accidental or intentional damage or from unauthorised access. Includes the security classification of personnel and criminal record checks.
Standards
The process of implementing industry or agency specific benchmarks for services and processes to enhance quality and efficiency of an organisation.
Submissions
The preparation and submission of a formal statement (e.g. a business case, statistics, etc.) supporting a case or opinion held by the agency which is submitted to another agency or organisation, or within the agency, for the purpose of either gain or support.
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
PROPERTY MANAGEMENT
The function of managing the government's property assets such as buildings and land allotments owned, rented, or leased by the Territory for working, storage, or living space within premises, and of acquiring, constructing, fitting-out, managing, maintaining, protecting and disposing of property.  Includes public property assets such as community centres, community halls and housing stock owned, rented, or leased by the Territory. Also includes the removal of pollutants and waste on contaminated land.
Note: PROPERTIES OF TERRITORY SIGNIFICANCE.
This function also covers properties owned by the Territory or Territory institutions which are listed on the ACT Heritage Places Register or which have national or Territory significance including cultural, natural, historic or indigenous significance, those listed in the Register of the National Estate or by the World Heritage Commission, or classified by the National Trust listings.  Properties of Territory significance may also include places of importance to the Territory or be specialised premises, i.e. purpose-built specialised premises with unique design features considered important to the Territory for example, but are not heritage registered or listed.
[For records relating to public parks, nature reserves and public spaces, use PARKS RESERVES & PUBLIC PLACES.
For records relating to regulating the building, electrical and plumbing industry in the ACT, use BUILDING SERVICES CONTROL.
For records relating to land and built assets between development and sale, use LAND ASSET MANAGEMENT.
For records relating to the development of land for sale, use LAND DEVELOPMENT.
For records relating to the management of land use change and the land development process in the Territory, use LAND MANAGEMENT & DEVELOPMENT CONTROLS.
For records relating to the sale of Territory land, use LAND SALES.
For records relating to the development of long-term planning frameworks and responsible land management strategies to provide a framework for the provision of services and facilities, land use and development decisions, and the overall management of natural and built environments, use TERRITORY PLAN & STRATEGIC PLANNING POLICY.]

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 the acquisition of equipment and stores through a tender process, use EQUIPMENT & STORES - Tendering.
For managing financial transactions supporting acquisition activities, use FINANCIAL MANAGEMENT- Accounting and/or FINANCIAL MANAGEMENT - Payments.
For entry of equipment and stores into the agency's Asset Register, use FINANCIAL MANAGEMENT - Asset Register.]

Entry No.	Description of Records	Disposal Action	
013.003.001	Records documenting the acquisition of properties of Territory significance (see PROPERTY MANAGEMENT scope note) including compulsory acquisitions. Includes:
•	investigations into and reports on the property;
•	environmental impact assessments;
•	budgetary estimates;
•	cost benefit analyses.	Retain as Territory Archives	
*013.003.001*			
013.003.002	Signed contracts under seal resulting from tenders and supporting records for the acquisition of property when there is no tendering process.	Destroy 12 years after disposal of property	
*013.003.002*			
013.003.003	Records documenting the acquisition of properties without Territory significance (see PROPERTY MANAGEMENT scope note) including compulsory acquisitions. Includes:
•	investigations into and reports on the property;
•	environmental impact assessments;
•	budgetary estimates;
•	cost benefit analyses.	Destroy 7 years after disposal of property	
*013.003.003*			
013.003.004	Records documenting the negotiations for other properties where the acquisition was not proceeded with.	Destroy 7 years after purchase is suspended	
*013.003.004*			

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 the acquisition of equipment and stores through a tender process, use EQUIPMENT & STORES - Tendering.
For managing financial transactions supporting acquisition activities, use FINANCIAL MANAGEMENT- Accounting and/or FINANCIAL MANAGEMENT - Payments.
For entry of equipment and stores into the agency's Asset Register, use FINANCIAL MANAGEMENT - Asset Register.]

Entry No.	Description of Records	Disposal Action	
013.003.005	Records documenting the acquisition of goods and services required for the support of the property 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).
[For the acquisition of property management goods and services through a tender process, use PROPERTY MANAGEMENT - Tendering.]	Destroy 7 years after last action	
*013.003.005*			
013.003.006	Deeds and certificates of title for property owned by the agency.	Destroy 6 months after property is disposed of or transfer to new owners	
*013.003.006*			
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.]

Entry No.	Description of Records	Disposal Action	
013.005.001	Records documenting the receipt and provision of advice on property management.
[For legal advice on property management matters, use LEGAL SERVICES - Advice.]	Destroy 7 years after last action	
*013.005.001*			
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	
013.006.001	Records documenting agreements supporting property management (e.g. Memoranda of Understanding and tenancy agreements).  Includes:
•	negotiations;
•	establishment;
•	maintenance of agreements;
•	review of agreements;
•	agreements relating to easement and right-of-way arrangements; and
•	final versions of agreements.	Destroy 7 years after expiry or other termination of agreement	
*013.006.001*			
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	
013.009.001	Records documenting appeals made against the level of compensation for compulsory acquisition of property.
[For the compulsory acquisition of property, use PROPERTY MANAGEMENT - Acquisition.
For claims made against the compulsory acquisition of property, use PROPERTY MANAGEMENT - Claims.
For legal advice and any litigation resulting from compulsory acquisition of property, use LEGAL SERVICES - Advice and LEGAL SERVICES - Litigation.]	Destroy 10 years after action completed	
*013.009.001*			

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.
[For arrangements for the removal and/or storage of personal effects, use PERSONNEL - Moving.]

Entry No.	Description of Records	Disposal Action	
013.011.001	Records documenting routine arrangements for the use of properties. Includes parking arrangements and facility bookings.
[For managing financial transactions associated with the use of properties, use FINANCIAL MANAGEMENT - Accounting and/or FINANCIAL MANAGEMENT - Payments.
For leasing-out arrangements, use PROPERTY MANAGEMENT- Leasing-out.]	Destroy 1 year after action completed	
*013.011.001*			
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.
[For property audits, use PROPERTY MANAGEMENT – Inspections.]

Entry No.	Description of Records	Disposal Action	
013.013.001	Records documenting the planning and conduct of internal and external audits relating to property management. Includes:
•	liaison with the auditing body;
•	minutes of meetings;
•	notes taken at opening and exit interviews;
•	draft report;
•	comments.
Also includes final internal and external audit reports and final reports from audits conducted by the ACT Auditor General's Office and environmental audits.	Destroy 5 years after action completed	
*013.013.001*			
Authorisation
The process of delegating power to authorise an action and the seeking and granting permission to undertake a requested action.

Entry No.	Description of Records	Disposal Action	
013.014.001	Delegations of power to agency staff to authorise administrative action relating to property management.	Destroy 7 years after delegation expires or is superseded	
*013.014.001*			
013.014.002	Authorisations for administrative actions relating to property management.	Destroy 7 years after authorisation expires or is superseded	
*013.014.002*			
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	
013.016.001	Records relating to the management of individual properties managed on a case basis. Includes public property assets such as community centres, community halls, etc.	Destroy 7 years after disposal of asset	
*013.016.001*			

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	
013.019.001	Records documenting claims made against compulsory acquisition of property.
[For the compulsory acquisition of property, use PROPERTY MANAGEMENT - Acquisition.
For appeals made against compensation received for compulsory acquisition of property, use PROPERTY MANAGEMENT – Appeals (decisions).
For legal advice and any litigation resulting from compulsory acquisition of property, use LEGAL SERVICES - Advice or LEGAL SERVICES - Litigation.]	Destroy 10 years after finalisation or withdrawal of claim	
*013.019.001*			
013.019.002	Records documenting insurance claims for damage to and/or loss of property.
[For insurance policies and annual renewals, use PROPERTY MANAGEMENT - Insurance.]	Destroy 7 years after finalisation or withdrawal of claim	
*013.019.002*			

Committees
The activities associated with the establishment, appointment of members, terms of reference, proceedings, minutes of meetings, reports, agendas, etc. of committees and task forces.
[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	
013.020.001	Records of committees formed to consider the management of properties of territory significance (see PROPERTY MANAGEMENT scope note). Includes:
•	documents establishing the committee;
•	final versions of minutes;
•	reports;
•	recommendations;
•	supporting documents such as briefing papers and discussion papers.
Includes both internal and external committees.	Retain as Territory Archives	
*013.020.001*			
013.020.002	Records of committees formed to consider the management of properties without territory significance (see PROPERTY MANAGEMENT scope note) and general matters relating to property management. Includes:
•	documents establishing the committee;
•	final versions of minutes;
•	reports;
•	recommendations;
•	supporting documents such as briefing papers and discussion papers.
Includes both internal and external committees.	Destroy 7 years after last action	
*013.020.002*			
013.020.003	Working papers documenting the conduct and administration of all committees formed to consider matters relating to property management. Includes:
•	agenda;
•	notices of minutes;
•	draft minutes.	Destroy 6 months after last action	
*013.020.003*			
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	
013.021.001	Records documenting compliance with mandatory or optional standards or with statutory requirements relating to property management.	Destroy 7 years after action completed	
*013.021.001*			
Conferences
The activities involved in arranging or attending conferences held either by the agency or by other agencies. Includes registrations, publicity, and reports of participants etc. 

Entry No.	Description of Records	Disposal Action	
013.022.001	Master copies of unpublished proceedings and reports, speeches and papers from conferences related to property management arranged by the agency.	Destroy 5 years after last action	
*013.022.001*			
013.022.002	Records documenting conferences related to property management arranged by agency.  Includes: 
•	program development;
•	invitations to speakers;
•	promotion activities;
•	registrations;
•	venue bookings;
•	copies of financial statements.	Destroy 3 years after action completed	
*013.022.002*			
013.022.003	Reports commenting on and assessing conferences related to property management.	Destroy 3 years after last action	
*013.022.003*			
013.022.004	Published proceedings from agency related to property management.
[For master copies of published agency-arranged conference proceedings, use PUBLICATIONS - Production.]	Destroy 6 months after last action	
*013.022.004*			

Conferences (Continued)
The activities involved in arranging or attending conferences held either by the agency or by other agencies. Includes registrations, publicity, and reports of participants etc. 

Entry No.	Description of Records	Disposal Action	
013.022.005	Records documenting the attendance of staff at conferences arranged by other organisations related to property management. Includes:
•	promotion material;
•	programs;
•	registration forms.
[For travel and accommodation arrangements made for staff to attend conferences, use PERSONNEL - Arrangements.]	Destroy 6 months after last action	
*013.022.005*			
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	
013.023.001	Records documenting the activities involved in the preservation, protection, maintenance, restoration and enhancement of properties of Territory significance (see PROPERTY MANAGEMENT scope note).	Retain as Territory Archives	
*013.023.001*			
013.023.002	Records documenting the restoration of pollutants and waste contaminated land.
[For inspections to identify the type of contamination, use PROPERTY MANAGEMENT - Inspections.
For other environmental related restoration or rehabilitation work to properties, including buildings and land, use ENVIRONMENTAL MANAGEMENT - Conservation.]	Retain as Territory Archives	
*013.023.002*			
013.023.003	Records documenting the activities involved in the restoration and enhancement of properties without territory significance (see PROPERTY MANAGEMENT scope note).	Destroy 6 months after action completed	
*013.023.003*			

Construction
The process of making or building something.

Entry No.	Description of Records	Disposal Action	
013.024.001	Records documenting construction activities carried out on properties of territory significance (see PROPERTY MANAGEMENT scope note). Includes:
•	records of consultations (e.g. with owners and local authorities);
•	specifications;
•	building plans;
•	project management records;
•	building and development applications.	Retain as Territory Archives	
*013.024.001*			
013.024.002	Records documenting the construction activities for properties without territory significance (see PROPERTY MANAGEMENT scope note). Includes:
•	records of consultations (e.g. with owners and local authorities);
•	specifications;
•	building plans;
•	project management records;
•	building and development applications.	Destroy after property is disposed of or transfer to new owners	
*013.024.002*			
013.024.003	Records documenting construction activities not proceeded with.	Destroy 7 years after decision to suspend construction activities	
*013.024.003*			
013.024.004	Working papers documenting the construction activities on properties without territory significance (see PROPERTY MANAGEMENT scope note.)	Destroy 6 months after last action	
*013.024.004*			
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	
013.025.001	Records documenting contract management relating to property management. Includes:
•	minutes of meetings with main stakeholders;
•	performance and evaluation reports.	Destroy 7 years after completion or other termination of the contract	
*013.025.001*			
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.
[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	
013.034.001	Records documenting the disposal of properties of territory significance (see PROPERTY MANAGEMENT scope note). Includes:
•	assessments and investigations;
•	valuation certificates;
•	details of preparation undertaken before disposal ('making good').	Retain as Territory Archives	
*013.034.001*			
013.034.002	Signed contracts under seal resulting from tenders and related records for the disposal of Territory property where there is no tender process.	Destroy 12 years after completion or other termination of agreement or contract	
*013.034.002*			
013.034.003	Records documenting the disposal of properties without territory significance (see PROPERTY MANAGEMENT scope note) by sale, transfer, termination of lease, auction or destruction. Includes:
•	assessments and investigations;
•	valuation certificates;
•	details of preparation undertaken before disposal ('making good').	Destroy 7 years after action completed	
*013.034.003*			
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	
013.040.001	Records documenting the handling of public enquiries about the agency and its programs, products and services in relation to property management.	Destroy 2 years after last action	
*013.040.001*			
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	
013.042.001	Records documenting the evaluation of potential or existing programs and services relating to property management.	Destroy 5 years after action completed	
*013.042.001*			
Fit outs
The process of establishing or refurbishing workplaces and other Territory owned properties and venues. Includes painting, floor coverings, furnishings, furniture, partitions/walls fittings and equipment.

Entry No.	Description of Records	Disposal Action	
013.046.001	Records documenting the fit-outs of properties of territory significance (see PROPERTY MANAGEMENT scope note). Includes justification, notification of intent and assessment of obligations regarding heritage properties.	Retain as Territory Archives	
*013.046.001*			
013.046.002	Records documenting fit-outs of properties without territory significance (see PROPERTY MANAGEMENT scope note). Includes economic justification and any required notification of intent.
[For construction activities, use PROPERTY MANAGEMENT - Construction.]	Destroy 7 years after last action	
*013.046.002*			

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	
013.053.001	Records documenting the implementation of counter-disaster plans after disasters such as fire and floods to property of territory significance (see PROPERTY MANAGEMENT scope note). Includes a copy of the plan implemented in the disaster recovery process.	Retain as Territory Archives	
*013.053.001*			
013.053.002	Records documenting the implementation of counter-disaster plans after disasters such as fires and floods for properties without territory significance (see PROPERTY MANAGEMENT scope note) both leased and owned. Includes a copy of the plan implemented in the disaster recovery process.	Destroy 7 years after disposal of building	
*013.053.002*			
013.053.003	Records documenting the implementation of plans (other than counter disaster plans), policies and procedures relating to property management.	Destroy 5 years after action completed	
*013.053.003*			
013.053.004	Records documenting arrangements relating to the flying of flags.	Destroy 6 months after last action	
*013.053.004*			

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	
013.057.001	Records documenting inspections undertaken to determine whether asbestos and other hazardous substances are present in a building or land.
[For the removal of hazardous substances, use PROPERTY MANAGEMENT - Maintenance.
For occupational health and safety related routine inspections and regular inspections of asbestos material, use OCCUPATIONAL HEALTH & SAFETY (OH&S) - Inspections.
For audit related inspections, use PROPERTY MANAGEMENT - Audit.
For decontamination of land, use PROPERTY MANAGEMENT- Conservation.]	Destroy 75 years after action completed or transfer copies to new owners if sold before this date	
*013.057.001*			
013.057.002	Records documenting the planning and conduct of inspections for officially checking and examining the condition of government owned community facilities such as community centres, community houses, community halls, neighbourhood centres and public housing.  Includes preparing property condition reports.
[For occupational health and safety related routine inspections, use OCCUPATIONAL HEALTH & SAFETY (OHS) – Inspections.]	Destroy 7 years after action completed	
*013.057.002*			
013.057.003	Records documenting routine inspections of land, offices or premises.  Includes:
•	requests for inspections;
•	administrative arrangements and inspection reports.
[For inspections carried out for the construction of a building, use PROPERTY MANAGEMENT- Construction.]	Destroy 5 years after action completed	
*013.057.003*			
Installation
Activities involved in placing equipment in position and connecting and adjusting it for use.
[For the installation of furniture and fittings, use PROPERTY MANAGEMENT - Fit outs].

Entry No.	Description of Records	Disposal Action	
013.058.001	Records documenting installation of equipment (e.g. heating, plumbing, air-conditioning, security equipment and cabling) in properties.  Includes arranging installations and location details e.g. fire panel, alarm panels.
[For the installation of cabling from the point of entry of service to outlets for technology and telecommunications equipment and facilities, use TECHNOLOGY & TELECOMMUNICATIONS - Installation.]	Destroy after replacement of equipment or transfer to new owner or lessee of property.	
*013.058.001*			
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 records relating to insurance claims, use PROPERTY 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	
013.059.001	Property insurance policies.	Destroy 7 years after policy expires	
*013.059.001*			
013.059.002	Records documenting the annual renewal of property insurance policies.	Destroy 1 year after action completed	
*013.059.002*			

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	
013.061.001	Records documenting the aggregate of public housing and accommodation kept on hand by the government.  Includes stock inventories.
[For valuations of public housing and accommodation, use FINANCIAL MANAGEMENT- Asset Register.]	Retain as Territory Archives	
*013.061.001*			
013.061.002	Records documenting inventories of government owned or leased property.  Excludes public housing and accommodation.	Destroy 6 months after last action	
*013.061.002*			
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	
013.062.001	Records documenting important joint venture agreements between the agency and government or non-government organisations.  Includes final signed version of agreement and working papers in support of the establishment, negotiation and management of joint ventures.	Destroy 10 years after action completed	
*013.062.001*			
013.062.002	Records documenting other less important joint venture agreements between the agency and government or non- government organisations.  Includes final signed version of agreement and working papers supporting the establishment, negotiation and management of joint ventures.	Destroy 7 years after action completed	
*013.062.002*			

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	
013.063.001	Records documenting the on-going lease management and leasing of property (i.e. where the agency is the lessee).  Includes:
•	space and accommodation assessments;
•	negotiations;
•	cost-benefit analysis;
•	assessments;
•	signed leases.
[For legal advice received on the leasing of property, use LEGAL SERVICES - Advice.
For repairs and maintenance to leased properties, use PROPERTY MANAGEMENT - Maintenance.
For managing financial transactions associated with leasing activities, use FINANCIAL MANAGEMENT- Accounting and/or FINANCIAL MANAGEMENT - Payments.]	Destroy 7 years after lease expires or is terminated	
*013.063.001*			

Leasing out
The activities involved in leasing-out items, equipment, accommodation, premises or real estate to another agency, organisation, group or person for a specified period and agreed price. Includes the formal documentation setting out conditions, rights, responsibilities, etc. of both parties. Also includes subleasing.

Entry No.	Description of Records	Disposal Action	
013.064.001	Records documenting the on-going management of leasing-out arrangements (i.e. where the government or the agency is the lessor), including leasing residential accommodation to individual employees.  Also includes negotiations, signed leases and working papers.
[For legal advice received on the leasing-out of property, use LEGAL SERVICES - Advice.
For repairs and maintenance to leased properties, use PROPERTY MANAGEMENT - Maintenance.]	Destroy 7 years after lease expires or is terminated	
*013.064.001*			
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	
013.067.001	Records documenting liaison with professional associations, private sector organisations and community groups. Includes collaboration on projects and exchange of information.	Destroy 3 years after action completed	
*013.067.001*			

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	
013.069.001	Records documenting major maintenance and repair work carried out during the lifetime of a building (e.g. sometimes referred to as the maintenance history of a building) or property of Territory significance (see PROPERTY MANAGEMENT scope note).
[For the implementation of a counter-disaster plan, use PROPERTY MANAGEMENT - Implementation.
For construction work carried out after a disaster, use PROPERTY MANAGEMENT - Construction.
For fit-outs carried out after a disaster, use PROPERTY MANAGEMENT - Fit-outs.]	Retain as Territory Archives	
*013.069.001*			
013.069.002	Records documenting the removal, and disposal of hazardous materials (including asbestos).
[For inspections carried out to identify the presence of hazardous materials in a building, use PROPERTY MANAGEMENT - Inspections. 
For the ongoing inspections of the state of asbestos in buildings, use OH&S - Inspections.
For plant testing and maintenance to meet occupational health & safety compliance requirements, use OH&S - Compliance.]	Destroy 75 years after removal of hazardous materials	
*013.069.002*			
013.069.003	Records documenting removal, storage and disposal of hazardous waste (e.g. chemicals from laboratories and pesticides).
[For the storage of hazardous materials, use EQUIPMENT & STORES - Arrangements.]	Destroy 30 years after action completed	
*013.069.003*			

Maintenance (Continued)
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	
013.069.004	Records documenting the maintenance of cooling water systems. Includes operating and maintenance manuals, test results and service log sheets for cooling towers.
[For the inspection of water cooling systems, use PROPERTY MANAGEMENT - Inspections.]	Destroy 7 years after action completed	
*013.069.004*			
013.069.005	Records documenting the monitoring of building management systems or energy management systems.	Destroy 3 years after action completed	
*013.069.005*			
013.069.006	Records documenting the removal of non-toxic waste, including classified waste.	Destroy 2 years after action completed	
*013.069.006*			
013.069.007	Records documenting routine upkeep, repair and maintenance activities for buildings or properties, including properties of Territory significance (e.g. cleaning, painting, pest control, grounds maintenance and electrical maintenance).
[For material safety data sheets, use OH&S - Health Promotion.]	Destroy 2 years after action completed	
*013.069.007*			
013.069.008	Records documenting major maintenance and repair work carried out during the lifetime of a building (e.g. sometimes referred to as the maintenance history of a building) or property without Territory significance (see PROPERTY MANAGEMENT scope note).
[For the implementation of a counter disaster plan, use PROPERTY MANAGEMENT - Implementation.
For construction work carried out after a disaster, use PROPERTY MANAGEMENT - Construction.
For fit-outs carried out after a disaster, use PROPERTY MANAGEMENT - Fit-outs.]	Destroy 6 months after property is disposed of	
*013.069.008*			

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	
013.072.001	Final version of minutes and supporting documents tabled at meetings held to support property management.  Includes meetings with external agencies.	Destroy 7 years after action completed	
*013.072.001*			
013.072.002	Working papers documenting the conduct and administration of meetings held to support property management.  Includes agenda, notices of meetings and draft minutes.	Destroy 6 months after last action	
*013.072.002*			
Moving
The process of relocation of an agency, business unit, workgroup or individual.

Entry No.	Description of Records	Disposal Action	
013.075.001	Records documenting the relocation of an agency's business operations. Includes inventories, costings and records detailing arrangements with removalists.
[For tendering to select a removalist, use PROPERTY MANAGEMENT - Tendering.
For the management of contracting-out arrangements, use PROPERTY MANAGEMENT - Contracting out.
For the relocation of individual employees, use PERSONNEL - Moving.]	Destroy 2 years after action completed	
*013.075.001*			

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	
013.079.001	Final version of plans to support the management of properties of territory significance (see PROPERTY MANAGEMENT scope note).	Retain as Territory Archives	
*013.079.001*			
013.079.002	Final version of agency-wide property management plans.  Includes:
•	counter disaster plan;
•	annual maintenance plans;
•	acquisition and disposal plans;
•	space usage plans.
[For implementation of counter disaster plans, use PROPERTY MANAGEMENT - Implementation.]	Destroy 6 years after plan is superseded	
*013.079.002*			
013.079.003	Final version of a section or business unit's property management plans, including state, regional or overseas offices.	Destroy 3 years after plan is superseded	
*013.079.003*			
013.079.004	Working papers used in developing all property management plans.  Includes draft plans, reports analysing issues, and comments received from other areas of the agency.	Destroy 1 year after adoption of final plan	
*013.079.004*			
013.079.005	Copies of all property management plans.	Destroy 6 months after last action	
*013.079.005*			

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	
013.080.001	Records documenting the development and establishment of the government-wide property management policies or for properties of territory significance (see PROPERTY MANAGEMENT scope note).  Includes:
•	policy proposals;
•	research papers;
•	results of consultations;
•	supporting reports;
•	major drafts;
•	final policy documents.	Retain as Territory Archives	
*013.080.001*			
013.080.002	Records documenting the development and establishment of the agency's property management policies (e.g. energy policy) excluding properties of territory significance.  Includes:
•	policy proposals;
•	research papers;
•	results of consultations;
•	supporting reports;
•	major drafts;
•	final policy documents.	Destroy 7 years after policy is superseded	
*013.080.002*			
013.080.003	Records documenting comments made on the development of government-wide property management policies.	Destroy 2 years after promulgation of new policy	
*013.080.003*			
013.080.004	Working papers documenting the development of all property management policies.	Destroy 2 years after promulgation of new policy	
*013.080.004*			
013.080.005	Copies of policy documents and supporting papers.	Destroy 6 months after last action	
*013.080.005*			

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

Entry No.	Description of Records	Disposal Action	
013.082.001	Master set of agency manuals, handbooks, directives, etc., detailing procedures supporting property management.  Includes emergency procedures.	Retain as Territory Archives	
*013.082.001*			
013.082.002	Records documenting the development of agency procedures supporting property management.	Destroy 2 years after procedures are superseded	
*013.082.002*			
013.082.003	Copies of manuals, handbooks, directives etc.	Destroy 6 months after last action	
*013.082.003*			
Reporting
The processes associated with initiating or providing a formal response to a situation or request (either internal, external or as a requirement of corporate policies, regulation, or legislation, e.g. Annual Report). Includes statistics and returns.
Note: Reports resulting from a routine activity, e.g. inspection reports, form part of that activity, i.e. reports resulting from an inspection are part of the inspection and not the activity of Reporting. Reports of these types should be classified as part of the greater activity generating the report.
[For the 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	
013.088.001	Final versions of formal internal reports and reports made to external agencies on properties of territory significance (see PROPERTY MANAGEMENT scope note).	Retain as Territory Archives	
*013.088.001*			
013.088.002	Final versions of formal internal reports and reports made to external agencies relating to properties without territory significance (see PROPERTY MANAGEMENT scope note).	Destroy 10 years after action completed	
*013.088.002*			
013.088.003	Final versions of periodic internal reports on general administrative matters used to monitor and document recurring activities to support property management.	Destroy 3 years after action completed	
*013.088.003*			

Reporting (Continued)
The processes associated with initiating or providing a formal response to a situation or request (either internal, external or as a requirement of corporate policies, regulation, or legislation, e.g. Annual Report). Includes statistics and returns.
Note: Reports resulting from a routine activity, e.g. inspection reports, form part of that activity, i.e. reports resulting from an inspection are part of the inspection and not the activity of Reporting. Reports of these types should be classified as part of the greater activity generating the report.
[For the 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	
013.088.004	Records documenting property surveys e.g. fire and security surveys, including responses.	Destroy 2 years after action completed	
*013.088.004*			
013.088.005	Working papers documenting the development of reports.  Includes drafts and comments received.	Destroy 2 years after action completed	
*013.088.005*			
013.088.006	Copies of property management reports.	Destroy 6 months after last action	
*013.088.006*			
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.
[For reporting on research, including statistical information, use GOVERNMENT INSURANCE SERVICES - Reporting.]

Entry No.	Description of Records	Disposal Action	
013.091.001	Records documenting detailed research carried out to support property management.	Destroy 5 years after action completed	
*013.091.001*			
013.091.002	Records documenting routine research carried out to support property management.	Destroy 6 months after last action	
*013.091.002*			

Reviewing
The activities involved in re-evaluating or re-examining products, processes, procedures, standards and systems. Includes recommendations and advice resulting from these activities.

Entry No.	Description of Records	Disposal Action	
013.093.001	Records documenting the review of programs and operations impacting on the management of properties of territory significance (see PROPERTY MANAGEMENT scope note).  Includes documents establishing the review, final report and action plan.	Retain as Territory Archives	
*013.093.001*			
013.093.002	Records documenting a review of programs and operations impacting on the management of properties without territory significance (see PROPERTY MANAGEMENT scope note). Includes documents establishing the review, final report and action plan.  Includes reviews based on the Territory Property Principles.	Destroy 5 years after action completed	
*013.093.002*			
013.093.003	Working papers documenting a review of agency programs and operations supporting property management.	Destroy 2 years after action completed	
*013.093.003*			
Risk Management
The process involving identification of risks, likelihood and consequences of those risks and implementation of appropriate practice and procedures to treat the risks.

Entry No.	Description of Records	Disposal Action	
013.095.001	Records documenting risk management relating to property management including each stage of the process, risk assessments, treatment schedules, action plans and risk registers.  Also includes risk assessment reports for water cooling systems.	Destroy 7 years after next risk assessment	
*013.095.001*			

Security
The activities associated with measures taken to protect people, premises, equipment or information from accidental or intentional damage or from unauthorised access. Includes the security classification of personnel and criminal record checks.

Entry No.	Description of Records	Disposal Action	
013.097.001	Records documenting major security breaches or incidents (e.g. which result in the laying of charges, or where sabotage is strongly suspected).  Includes:
•	break-ins;
•	unauthorised access or entry/trespass;
•	intrusions into restricted areas;
•	terrorism;
•	intentional damage;
•	bomb threats;
•	fires;
•	records of investigations;
•	liaison with law-enforcement agencies.
[For disciplinary action resulting from a breach involving ACTPS employees, use PERSONNEL - Discipline.
For breaches involving information, use INFORMATION MANAGEMENT - Security.
For breaches involving equipment, use EQUIPMENT & STORES - Security.
For breaches involving technology, use TECHNOLOGY & TELECOMMUNICATIONS - Security.]	Retain as Territory Archives	
*013.097.001*			

Security (Continued)
The activities associated with measures taken to protect people, premises, equipment or information from accidental or intentional damage or from unauthorised access. Includes the security classification of personnel and criminal record checks.

Entry No.	Description of Records	Disposal Action	
013.097.002	Records documenting minor security breaches or incidents (e.g. which do not result in the laying of charges, or where sabotage is not suspected).
[For disciplinary action resulting from a breach involving ACTPS employees, use PERSONNEL - Discipline.
For breaches involving information, use INFORMATION MANAGEMENT - Security.
For breaches involving equipment, use EQUIPMENT & STORES - Security.
For breaches involving technology, use TECHNOLOGY & TELECOMMUNICATIONS - Security.]	Destroy 5 years after incident	
*013.097.002*			
013.097.003	Records documenting property access controls to secure areas.  Includes:
•	access registers (e.g. visitor books);
•	keys register;
•	security data logs;
•	issue of security passes to visitors;
•	reports on responses to alarm warnings.
[For the monitoring of building management systems (including security systems), use PROPERTY MANAGEMENT - Maintenance.
For the issue of passes and identity cards to staff, use PERSONNEL - Security.]	Destroy 3 years after action completed	
*013.097.003*			

Security (Continued)
The activities associated with measures taken to protect people, premises, equipment or information from accidental or intentional damage or from unauthorised access. Includes the security classification of personnel and criminal record checks.

Entry No.	Description of Records	Disposal Action	
013.097.004	Records documenting property guarding, surveillance and patrol operations. Includes rosters and security reports.
[For tendering for the provision of security services, use PROPERTY MANAGEMENT - Tendering.
For managing the performance of contracted-out security activities, use PROPERTY MANAGEMENT - Contracting out.]	Destroy 2 years after action completed	
*013.097.004*			
013.097.005	Records of combinations for building locks.	Destroy 6 months after combination changes	
*013.097.005*			
013.097.006	Closed Circuit Television (CCTV) security surveillance recordings and/or audio recordings of government properties that have been requested by investigative and law enforcement bodies in relating to incidents that caused significant political or public reaction or recordings relating to high profile incidents, e.g. murder, serious accidents, extremely violent assaults.	Retain as Territory Archives	
*013.097.006*			
013.097.007	Closed Circuit Television (CCTV) security surveillance recordings and/or audio recordings of government properties that have been requested by investigative and law enforcement bodies in relation to incidents not investigated or caused no significant political or public reaction.	Destroy 7 years after action completed	
*013.097.007*			
013.097.008	Closed Circuit Television (CCTV) security surveillance recordings and/or audio recordings of government properties that have not been requested for law enforcement or do not involve an incident.	Destroy 30 days after date created	
*013.097.008*			

Standards
The process of implementing industry or agency specific benchmarks for services and processes to enhance quality and efficiency of an organisation.

Entry No.	Description of Records	Disposal Action	
013.100.001	Records documenting the implementation of industry and agency standards to support the property services function.	Destroy 7 years after standard is implemented	
*013.100.001*			
Submissions
The preparation and submission of a formal statement (e.g. a business case, statistics, etc.) supporting a case or opinion held by the agency which is submitted to another agency or organisation, or within the agency, for the purpose of either gain or support.
[For Cabinet submissions, use GOVERNMENT RELATIONS - Submissions.
For the development of submissions on the proposals of new legislation or the amendment of existing legislation, use STRATEGIC MANAGEMENT - Legislation.]

Entry No.	Description of Records	Disposal Action	
013.102.001	Final version of agency submissions relating to property management.	Destroy 7 years after action completed	
*013.102.001*			
013.102.002	Working papers documenting the development of agency submissions relating to property management.  Includes draft submissions.	Destroy 6 months after last action	
*013.102.002*			

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

Entry No.	Description of Records	Disposal Action	
013.104.001	Final versions of signed contracts under seal with government bodies or private organisations that 
•	have major significance to the agency;
•	have implications for major liabilities or obligations for the agency;
•	establish a precedent;
•	involved heritage properties;
•	involved significant political or public interest.	Retain as Territory Archives	
*013.104.001*			
013.104.002	Final versions of signed contracts under seal resulting from tenders that do not:
•	have major significance to the agency;
•	have implications for major liabilities or obligations for the agency;
•	establish a precedent;
•	involve heritage properties;
•	involve significant political or public interest.	Destroy 12 years after last action	
*013.104.002*			
013.104.003	Records documenting the development, issue and evaluation of tenders, including simple contracts and agreements, unsuccessful tenders or a tender process where there is no suitable bidder, or where the tender process has been discontinued.  Records may include:
•	draft contract;
•	due diligence checks;
•	evaluation and final reports;
•	Expression of Interest;
•	post-offer negotiations;
•	public notices;
•	recommendations;
•	Request for Proposals;
•	Request for Tender (RFT);
•	Statement of Requirements.	Destroy 7 years after last action	
*013.104.003*			
013.104.004	Contract and Tender registers	Destroy 7 years after last action	
*013.104.004*			

RETAIN AS TERRITORY ARCHIVES
PROPERTY MANAGEMENT
The function of managing the government's property assets such as buildings and land allotments owned, rented, or leased by the Territory for working, storage, or living space within premises, and of acquiring, constructing, fitting-out, managing, maintaining, protecting and disposing of property.  Includes public property assets such as community centres, community halls and housing stock owned, rented, or leased by the Territory. Also includes the removal of pollutants and waste on contaminated land.
Note: PROPERTIES OF TERRITORY SIGNIFICANCE.
This function also covers properties owned by the Territory or Territory institutions which are listed on the ACT Heritage Places Register or which have national or Territory significance including cultural, natural, historic or indigenous significance, those listed in the Register of the National Estate or by the World Heritage Commission, or classified by the National Trust listings.  Properties of Territory significance may also include places of importance to the Territory or be specialised premises, i.e. purpose-built specialised premises with unique design features considered important to the Territory for example, but are not heritage registered or listed.
 [For records relating to public parks, nature reserves and public spaces, use PARKS RESERVES & PUBLIC PLACES.
For records relating to regulating the building, electrical and plumbing industry in the ACT, use BUILDING SERVICES CONTROL.
For records relating to land and built assets between development and sale, use LAND ASSET MANAGEMENT.
For records relating to the development of land for sale, use LAND DEVELOPMENT.
For records relating to the management of land use change and the land development process in the Territory, use LAND MANAGEMENT & DEVELOPMENT CONTROLS.
For records relating to the sale of Territory land, use LAND SALES.
For records relating to the development of long-term planning frameworks and responsible land management strategies to provide a framework for the provision of services and facilities, land use and development decisions, and the overall management of natural and built environments, use TERRITORY PLAN & STRATEGIC PLANNING POLICY.]

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 the acquisition of equipment and stores through a tender process, use EQUIPMENT & STORES - Tendering.
For managing financial transactions supporting acquisition activities, use FINANCIAL MANAGEMENT- Accounting and/or FINANCIAL MANAGEMENT - Payments.
For entry of equipment and stores into the agency's Asset Register, use FINANCIAL MANAGEMENT - Asset Register.]

Entry No.	Description of Records	Disposal Action	
013.003.001	Records documenting the acquisition of properties of Territory significance (see PROPERTY MANAGEMENT scope note) including compulsory acquisitions. Includes:
•	investigations into and reports on the property;
•	environmental impact assessments;
•	budgetary estimates;
•	cost benefit analyses.	Retain as Territory Archives	
*013.003.001*			

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.
[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	
013.020.001	Records of committees formed to consider the management of properties of territory significance (see PROPERTY MANAGEMENT scope note). Includes:
•	documents establishing the committee;
•	final versions of minutes;
•	reports;
•	recommendations;;
•	supporting documents such as briefing papers and discussion papers.
Includes both internal and external committees.	Retain as Territory Archives	
*013.020.001*			
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	
013.023.001	Records documenting the activities involved in the preservation, protection, maintenance, restoration and enhancement of properties of Territory significance (see PROPERTY MANAGEMENT scope note).	Retain as Territory Archives	
*013.023.001*			
013.023.002	Records documenting the restoration of pollutants and waste contaminated land.
[For inspections to identify the type of contamination, use PROPERTY MANAGEMENT - Inspections.
For other environmental related restoration or rehabilitation work to properties, including buildings and land, use ENVIRONMENTAL MANAGEMENT - Conservation.]	Retain as Territory Archives	
*013.023.002*			
Construction
The process of making or building something.

Entry No.	Description of Records	Disposal Action	
013.024.001	Records documenting construction activities carried out on properties of territory significance (see PROPERTY MANAGEMENT scope note).  Includes:
•	records of consultations (e.g. with owners and local authorities);
•	specifications;
•	building plans;
•	project management records;
•	building and development applications.	Retain as Territory Archives	
*013.024.001*			
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.
[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	
013.034.001	Records documenting the disposal of properties of territory significance (see PROPERTY MANAGEMENT scope note).  Includes:
•	assessments and investigations;
•	valuation certificates;
•	details of preparation undertaken before disposal ('making good').	Retain as Territory Archives	
*013.034.001*			

Fit outs
The process of establishing or refurbishing workplaces and other Territory owned properties and venues.  Includes painting, floor coverings, furnishings, furniture, partitions/walls fittings and equipment.

Entry No.	Description of Records	Disposal Action	
013.046.001	Records documenting the fit-outs of properties of territory significance (see PROPERTY MANAGEMENT scope note). Includes justification, notification of intent and assessment of obligations regarding heritage properties.	Retain as Territory Archives	
*013.046.001*			
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	
013.053.001	Records documenting the implementation of counter-disaster plans after disasters such as fire and floods to property of territory significance (see PROPERTY MANAGEMENT scope note).  Includes a copy of the plan implemented in the disaster recovery process.	Retain as Territory Archives	
*013.053.001*			
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	
013.061.001	Records documenting the aggregate of public housing and accommodation kept on hand by the government.  Includes stock inventories.
[For valuations of public housing and accommodation, use FINANCIAL MANAGEMENT- Asset Register.]	Retain as Territory Archives	
*013.061.001*			

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	
013.069.001	Records documenting major maintenance and repair work carried out during the lifetime of a building (e.g. sometimes referred to as the maintenance history of a building) or property of Territory significance (see PROPERTY MANAGEMENT scope note).
[For the implementation of a counter-disaster plan, use PROPERTY MANAGEMENT - Implementation.
For construction work carried out after a disaster, use PROPERTY MANAGEMENT - Construction.
For fit-outs carried out after a disaster, use PROPERTY MANAGEMENT - Fit-outs.]	Retain as Territory Archives	
*013.069.001*			
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	
013.079.001	Final version of plans to support the management of properties of territory significance (see PROPERTY MANAGEMENT scope note).	Retain as Territory Archives	
*013.079.001*			

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	
013.080.001	Records documenting the development and establishment of the government-wide property management policies or for properties of territory significance (see PROPERTY MANAGEMENT scope note).  Includes:
•	policy proposals;
•	research papers;
•	results of consultations;
•	supporting reports;
•	major drafts;
•	final policy documents.	Retain as Territory Archives	
*013.080.001*			
Procedures
Standard methods of operating laid down by the agency according to formulated policy.

Entry No.	Description of Records	Disposal Action	
013.082.001	Master set of agency manuals, handbooks, directives, etc., detailing procedures supporting property management. Includes emergency procedures.	Retain as Territory Archives	
*013.082.001*			
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	
013.093.001	Records documenting the review of programs and operations impacting on the management of properties of territory significance (see PROPERTY MANAGEMENT scope note).  Includes documents establishing the review, final report and action plan.	Retain as Territory Archives	
*013.093.001*			

Security
The activities associated with measures taken to protect people, premises, equipment or information from accidental or intentional damage or from unauthorised access. Includes the security classification of personnel and criminal record checks.

Entry No.	Description of Records	Disposal Action	
013.097.001	Records documenting major security breaches or incidents (e.g. which result in the laying of charges, or where sabotage is strongly suspected).  Includes:
•	break-ins;
•	unauthorised access or entry/trespass;
•	intrusions into restricted areas;
•	terrorism;
•	intentional damage;
•	bomb threats;
•	fires;
•	records of investigations;
•	liaison with law-enforcement agencies.
[For disciplinary action resulting from a breach involving ACTPS employees, use PERSONNEL - Discipline.
For breaches involving information, use INFORMATION MANAGEMENT - Security.
For breaches involving equipment, use EQUIPMENT & STORES - Security.
For breaches involving technology, use TECHNOLOGY & TELECOMMUNICATIONS - Security.]	Retain as Territory Archives	
*013.097.001*			
013.097.006	Closed Circuit Television (CCTV) security surveillance recordings and/or audio recordings of government properties that have been requested by investigative and law enforcement bodies in relating to incidents that caused significant political or public reaction or recordings relating to high profile incidents, e.g. murder, serious accidents, extremely violent assaults.	Retain as Territory Archives	
*013.097.006*			

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	
013.104.001	Final versions of signed contracts under seal with government bodies or private organisations that:
•	have major significance to the agency;
•	have implications for major liabilities or obligations for the agency;
•	establish a precedent;
•	involved heritage properties;
•	involved significant political or public interest.	Retain as Territory Archives	
*013.104.001*			

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

Amendments to the Property Management Records Disposal Schedule	Dated	## August 2013	

Function (Amendments)	
The PROPERTY MANAGEMENT function incorporates records covered by classes that were previously found in:
•	NI2006-442 Property Services Records
Scope note amended.	

New Features (Insertions)	
Activity	Entry no.	Description	
Enquiries	013.040.001	New class.	
Inspections	013.057.002	New class.
Classification and disposal guidance added.	
Inventory	003.061.001	New class.	
Joint ventures	013.062.001
013.062.002	New class.	
Liaison	013.067.001	New class.	
Research	013.091.001
013.091.002	New class.	
Security	013.097.006
013.097.007
013.097.008	Classes added to bring property management CCTV footage in-line with footage from the SECURITY MANAGEMENT function.	
Standards	013.100.001	New class.	
Submissions	013.102.001
013.102.002	New class.	
Tendering	013.104.001	New class.	

Enhancements (Changes)	
Activity	Entry no.	Description	
Acquisition	Activity	Classification and disposal guidance added.	
Advice	Activity	Classification and disposal guidance added.	
Agreements	Activity	Classification and disposal guidance added.	
Arrangements	Activity	Classification and disposal guidance added.	
Audit	Activity	Classification and disposal guidance added.	
Claims	003.019.001	Classification and disposal guidance removed.	
Committees	Activity	Classification and disposal guidance added.	
Disposal	Activity	Classification and disposal guidance amended.	
Fit outs	013.046.002	Disposal action changed from Destroy 1 year after next fit-out to Destroy 7 years after last action. 	
Inventory	003.061.002	Class description amended.	
Leasing	013.063.002	Class removed and combined with 013.063.001.	
Leasing out	013.064.002	Class removed and combined with 013.064.001.	
Risk Management	013.095.002	Class removed and combined with 013.095.001.	
Security	013.097.006	Removed and merged with 013.097.008. See New Features (Insertions) above.	
Tendering	013.104.001	Original class reworded and incorporated with revised class 013.104.002.	
Tendering	013.104.002	Original class reworded and incorporated with revised class 013.104.003.	
Tendering	013.104.004
013.104.006
013.104.008	Original classes removed and incorporated with revised class 013.104.003.	
Tendering	013.104.005
013.104.007	Original classes removed and incorporated with revised class 013.104.004.