Australian Capital Territory
Territory Records (Records Disposal Schedule – External Education Relations (Non-Government) Records) Approval 2013 (No 1)
Notifiable instrument NI2013—374
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 – External Education Relations (Non-Government) Records) Approval 2013 (No 1)
2.	Approval
I approve the Records Disposal Schedule – External Education Relations (Non-Government) Records.
3.	Commencement
This instrument commences on the day after notification.

Danielle Wickman
Director of Territory Records
27 August 2013

Records Disposal Schedule
External Education Relations (Non‑Government) Records

Table of Contents
INTRODUCTION
PURPOSE
SCOPE
AUTHORITY
STRUCTURE AND RELATIONSHIP TO THE TERRITORY VERSION OF KEYWORD AAA
Whole of Government Thesaurus
GUIDELINES FOR USE
Coverage of authority
Layout of the schedule
FORMAT OF RECORD
Electronic records
DESTRUCTION OF RECORDS
UPDATING THE RECORDS DISPOSAL SCHEDULE
ASSISTANCE IN USING THE RECORDS DISPOSAL SCHEDULE
RELATED LEGISLATION
Evidence Act 2011
DEFINITIONS
Agency
Appraisal
Business Classification Scheme
Principal Officer
Records
Records of an Agency
Records Disposal Schedule
Records Management Program
Recordkeeping Systems
Scope Note
Sentencing
Territory Archives
BUSINESS CLASSIFICATION SCHEME
EXTERNAL EDUCATION RELATIONS (NON-GOVERNMENT)
RECORDS DISPOSAL SCHEDULE
EXTERNAL EDUCATION RELATIONS (NON-GOVERNMENT)
Addresses (presentations)
Advice
Agreements
Committees
Committees (Continued)
Compliance
Conferences
Customer Service
Customer Service (Continued)
Enquiries
Grievances
Industrial Action
Joint ventures
Liaison
Marketing
Media Relations
Meetings
Planning
Policy
Procedures
Public Reaction
Reporting
Research
Reviewing
Submissions
Submissions (continued)
Suggestions
Visits
RETAIN AS TERRITORY ARCHIVES
EXTERNAL EDUCATION RELATIONS (NON-GOVERNMENT)
Addresses (presentations)
Advice
Committees
Industrial Action
Joint ventures
Media Relations
Planning
Policy
Reporting
Research
Reviewing
Submissions

INTRODUCTION
The Records Disposal Schedule - External Education Relations (Non-Government) 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.
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 - External Education Relations (Non-Government) 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 Whole of Government records regardless of titling conventions used, so that records, which have not been titled using the terminology represented by this Records Disposal Schedule, may still be sentenced with relative ease.
Whole of Government Thesaurus
The Whole of Government Thesaurus is a controlled vocabulary of terms designed for use in the classifying, titling and indexing of records on creation.
The Whole of Government Thesaurus has been developed on the basis of the Territory Version of Keyword AAA (TVKAAA) (2010), a thesaurus incorporating 16 common Functions. All other Functions within the Whole of Government Thesaurus are considered Functions performed by the ACT Government and have been included following consultation with agencies and after consideration by the Territory Records Office (TRO) via a formal approval process.
The Whole of Government Thesaurus is mandated by the 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 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 - External Education Relations (Non-Government) 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:
Board of Senior Secondary Studies Act 1997
Canberra Institute of Technology Act 1987
Education Act 2004
Education Services for Overseas Students Act 2000 (Cwlth)
Evidence Act 2011
Food Act 2001
Freedom of Information Act 1989
Mental Health (Treatment and Care) (Interstate Application of Mental Health Laws) Agreement 2002
Public Health Risk (Centre for Opioid Detoxification using Opioid Antagonists) Declaration 2001
Schools Assistance (Learning Together - Achievement Through Choice and Opportunity) Act 2004 (Cwlth)
Territory Records Act 2002
Training and Tertiary Education Act 2003
University of Canberra Act 1989

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

EXTERNAL EDUCATION RELATIONS (NON-GOVERNMENT)
The function of managing relationships between the agency and the private sector for developing education in Preschool, Primary, Secondary and College environments. Includes professional bodies, industry and educational/training institutions such as universities.
Addresses (presentations)
The activity of giving addresses for training, professional, community relations or sales purposes. Includes speeches and multi-media presentations.
Advice
The activities associated with offering opinions as to an action or judgement. Includes the process of advising.
Agreements
The processes associated with the establishment, maintenance, review and negotiation of agreements. Includes records associated with preparing agreements/contracts and settling those agreements/contracts. Includes contracts, memoranda of understanding (MOU), deeds, leases, licences and mortgages.
Committees
The activities associated with the establishment, appointment of members, terms of reference, proceedings, minutes of meetings, reports, agendas, etc. of committees and task forces.
Compliance
The activities associated with complying with mandatory or optional accountability, fiscal, legal, regulatory or quality standards or requirements. Includes compliance with legislation and with national and international standards, such as the ISO 9000 series.
Conferences
The activities involved in arranging or attending conferences held either by the agency or by other agencies or organisations. Includes registrations, publicity, and reports of participants, etc.
Customer Service
The activities associated with the planning, monitoring and evaluation of services provided to customers by the agency.
Enquiries
The activities associated with handling requests for information about the agency and its services, programs and activities.

Grievances
The activities associated with the handling and resolution of grievances. Includes handling complaints over perceived discrimination, or those arising over work environment, work organisation or distribution, peers, supervisors or subordinates. Also includes complaints regarding the provision of access to opportunities such as training, equipment, promotion, or higher duties.
Industrial Action
The activities associated with dealing with a failure or refusal to attend or perform work in association with a dispute between management and workers. Includes lock-outs, strikes etc.
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.
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.
Marketing
The process of analysing, creating and selling products and services. Includes market research, sales forecasting, advertising, media releases, promotion, pricing and product evaluation.
Media Relations
The activities associated with establishing a relationship with the media. Includes cultivating media contacts, coordinating access to the media, authorising and issuing press releases and briefings, and organising media interviews.
Meetings
The activities associated with regular or ad hoc gatherings held to formulate, discuss, update or resolve issues and matters pertaining to the function. Includes staff meetings, arrangements, agenda, taking of minutes, etc. Excludes committee meetings.
Planning
The process of formulating ways in which objectives can be achieved. Includes determination of services, needs and solutions to those needs.

Policy
The activities associated with developing and establishing decisions, directions and precedents which act as a reference for future decision making.
Procedures
Standard methods of operating laid down by the agency according to formulated policy.
Public Reaction
The process of handling public reaction to an agency's policies or services. Includes anonymous letters, letters of complaint and letters of congratulations or appreciation received from the public.
Reporting
The processes associated with initiating or providing a formal response to a situation or request (either internal, external or as a requirement of corporate policies, regulation, or legislation, e.g. Annual Report). Includes statistics and returns.
Note: Reports resulting from a routine activity, e.g. inspection reports, form part of that activity, i.e. reports resulting from an inspection are part of the inspection and not the activity of Reporting. Reports of these types should be classified as part of the greater activity generating the report.
Research
The activities involved in investigating or enquiring into a subject or area of interest in order to discover facts, principles, etc. Used to support development of projects, standards, guidelines, etc. and business activities in general. Includes following up enquiries relating to programs, projects, working papers, literature searches, etc.
Reviewing
The activities involved in re-evaluating or re-examining products, processes, procedures, standards and systems. Includes recommendations and advice resulting from these activities.
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.
Suggestions
The process of using suggestions from personnel and the public to improve the services and processes of the agency.

Visits
The activities involved in arranging visits by other agencies, the public and students to the agency, with a view to inform, educate or promote the services, operation and role of the organisation. Includes arranging visits by staff to other agencies, organisations, etc.

RECORDS DISPOSAL SCHEDULE

EXTERNAL EDUCATION RELATIONS (NON-GOVERNMENT)
The function of managing relationships between the agency and the private sector for developing education in Preschool, Primary, Secondary and College environments. Includes professional bodies, industry and educational/training institutions such as universities.
[For relationships with the public sector, use GOVERNMENT RELATIONS.]
Addresses (presentations)
The activity of giving addresses for training, professional, community relations or sales purposes. Includes speeches and multi-media presentations.

Entry No.	Description of Records	Disposal Action	
169.004.001	Final version of addresses made by the chief Minister or portfolio Minister or senior agency officers at major public occasions.	Retain as Territory Archives	
*169.004.001*			
169.004.002	Final versions of other addresses delivered in the routine promotion of the agency's service or products.	Destroy 2 years after last presentation	
*169.004.002*			
169.004.003	Working papers documenting the development of addresses, including drafts.	Destroy 6 months after action completed	
*169.004.003*			
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	
169.005.001	Receipt and provision of advice that resulted in major changes. Includes advice provided by consultants.	Retain as Territory Archives	
*169.005.001*			
169.005.002	Receipt and provision of all other advice. Includes advice provided by consultants.	Destroy 5 years after action completed	
*169.005.002*			
169.005.003	Working papers documenting the development of advice.	Destroy 2 years after action completed	
*169.005.003*			

Agreements
The processes associated with the establishment, maintenance, review and negotiation of agreements. Includes records associated with preparing agreements/contracts and settling those agreements/contracts. Includes contracts, memoranda of understanding (MOU), deeds, leases, licences and mortgages.
[For agreements with other governments, including international governments, use GOVERNMENT RELATIONS - Agreements.]

Entry No.	Description of Records	Disposal Action	
169.006.001	Agreements and supporting documents. Includes contracts and project scope documents.	Destroy 7 years after completion or other termination of agreement or contract	
*169.006.001*			
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	
169.020.001	Records of high-level external and internal committees formed to manage or advise on major decisions. Includes final versions of documents:
•	establishing the committee;
•	terms of reference;
•	appointment of members;
•	minutes;
•	reports;
•	recommendations;
•	supporting documents such as briefing and discussion papers.	Retain as Territory Archives	
*169.020.001*			
169.020.002	Records documenting declarations of members' private interests.	Destroy 7 years after termination of appointment	
*169.020.002*			

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

Entry No.	Description of Records	Disposal Action	
169.020.003	Records relating to other external or internal committees formed to consider specific matters. Includes final versions of documents:
•	establishing the committee;
•	terms of reference;
•	appointment of members;
•	minutes;
•	reports;
•	recommendations;
•	supporting documents such as briefing and discussion papers.	Destroy 3 years after action completed	
*169.020.003*			
169.020.004	Records of working papers and administration of committees. Includes:
•	agendas;
•	notices of meetings;
•	draft minutes;
•	 room bookings.	Destroy 6 months after action completed	
*169.020.004*			
Compliance
The activities associated with complying with mandatory or optional accountability, fiscal, legal, regulatory or quality standards or requirements. Includes compliance with legislation and with national and international standards, such as the ISO 9000 series.

Entry No.	Description of Records	Disposal Action	
169.021.001	Compliance with mandatory or optional standards with statutory requirements.	Destroy 7 years after action completed	
*169.021.001*			

Conferences
The activities involved in arranging or attending conferences held either by the agency or by other agencies or organisations. Includes registrations, publicity, and reports of participants, etc.
[For speeches and addresses given at conferences use SECURITY COORDINATION - Addresses (presentations).]

Entry No.	Description of Records	Disposal Action	
169.022.001	Conferences arranged by the agency. Includes:
•	program development;
•	invitations to speakers;
•	promotion activities;
•	registrations;
•	venue bookings.	Destroy 3 years after action completed	
*169.022.001*			
169.022.002	Reports commenting on and assessing conferences.	Destroy 3 years after action completed	
*169.022.002*			
169.022.003	Master set of unpublished proceedings and reports, speeches and papers from conferences.	Destroy 3 years after action completed	
*169.022.003*			
169.022.004	Published proceedings from conferences.	Destroy 6 months after action completed	
*169.022.004*			
Customer Service
The activities associated with the planning, monitoring and evaluation of services provided to customers by the agency.

Entry No.	Description of Records	Disposal Action	
169.030.001	Records documenting the planning, monitoring and evaluation of specific services provided to customers. Includes customer surveys.	Destroy 3 years after action completed	
*169.030.001*			
169.030.002	Records documenting the development of service charters and directives. Includes final copies of charters.
[For the production of service charter, use PUBLICATION - Production.
For planning the service charter, use PUBLICATION - Planning.]	Destroy 3 years after superseded	
*169.030.002*			
Customer Service (Continued)
The activities associated with the planning, monitoring and evaluation of services provided to customers by the agency.

Entry No.	Description of Records	Disposal Action	
169.030.003	Records documenting the management and use of translation services.	Destroy 1 year after action completed	
*169.030.003*			
169.030.004	Records documenting the management of an enquiry desk or library.	Destroy 6 months after action completed	
*169.030.004*			
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	
169.040.001	Records handling public enquiries.	Destroy 2 years after action completed	
*169.040.001*			
Grievances
The activities associated with the handling and resolution of grievances. Includes handling complaints over perceived discrimination, or those arising over work environment, work organisation or distribution, peers, supervisors or subordinates. Also includes complaints regarding the provision of access to opportunities such as training, equipment, promotion, or higher duties.

Entry No.	Description of Records	Disposal Action	
169.051.001	Records documenting formal grievances lodged by an individual employee and considered either internally within the organisation and/or by an external body. Includes:
•	notes of meetings;
•	reports;
•	recommendations.
[For records covering disciplinary action resulting from a grievance, use PERSONNEL - Discipline.
For records covering grievances lodged by a number of employees, use INDUSTRIAL RELATIONS - Grievances.
For appeals against decisions, use PERSONNEL - Reviews (decisions).]	Destroy 5 years after action completed	
*169.051.001*			
Industrial Action
The activities associated with dealing with a failure or refusal to attend or perform work in association with a dispute between management and workers. Includes lock-outs, strikes etc.

Entry No.	Description of Records	Disposal Action	
169.054.001	Records documenting the management of industrial actions of a significant nature affecting relationships between the agency and the private sector, e.g. where the action has a major affect on the provision of services to the community or if it has service-wide implications.	Retain as Territory Archives	
*169.054.001*			
169.054.002	Records documenting the management of industrial action of a minor nature affecting relationships between the agency and the private sector, e.g. with no major effect on the provision of services to the community or confined to a localised area.	Destroy 6 years after action completed	
*169.054.002*			
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	
169.062.001	Working papers relating to the establishment and negotiation and management of joint venture agreements of major significance.	Retain as Territory Archives	
*169.062.001*			
169.062.002	Signed joint venture contracts under seal and supporting records.	Destroy 12 years after completion or other termination of agreement or contract	
*169.062.002*			
169.062.003	Records documenting the management of publishing joint ventures. Includes records relating to the establishment, maintenance and review of joint venture agreements and contracts.	Destroy 7 years after action completed	
*169.062.003*			
169.062.004	Signed simple joint venture contracts and agreements and supporting records.	Destroy 7 years after completion or other termination of agreement or contract	
*169.062.004*			
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	
169.067.001	Liaison activities undertaken with professional associations, private sector organisations and community groups. Includes collaboration on projects and exchanges of information.	Destroy 3 years after action completed	
*169.067.001*			
Marketing
The process of analysing, creating and selling products and services. Includes market research, sales forecasting, advertising, media releases, promotion, pricing and product evaluation.

Entry No.	Description of Records	Disposal Action	
169.070.001	Records documenting the marketing of the function. Includes research and assessment of products against market trends, sale forecasting, pricing and liaison with retailers.
[For the development of a marketing plan, use EXTERNAL EDUCATION RELATIONS (NON-GOVERNMENT) - Planning.]	Destroy 5 years after action completed	
*169.070.001*			

Media Relations
The activities associated with establishing a relationship with the media. Includes cultivating media contacts, coordinating access to the media, authorising and issuing press releases and briefings, and organising media interviews.
[For administrative arrangements with the media, use COMMUNITY RELATIONS - Media Relations.
For administrative arrangements of issuing media releases in the portfolio Minister or Chief Minister's name, use GOVERNMENT RELATIONS - Media Releases.
For public presentations or addresses, use COMMUNITY RELATIONS - Addresses (presentation).]

Entry No.	Description of Records	Disposal Action	
169.071.001	Master set of agency media releases.	Retain as Territory Archives	
*169.071.001*			
169.071.002	Records documenting administrative arrangements with the media. Includes the issuing of media releases, organising interviews and providing information and assistance to support media coverage of an event or promotion of the agency's services or products.	Destroy 2 years after action completed	
*169.071.002*			
169.071.003	Copies of media items specifically relating to the agency's operations. Includes:
•	newscuttings;
•	transcripts;
•	electronic items.
[For the acquisition of media items through a media monitoring service, use INFORMATION MANAGEMENT - Acquisitions.]	Destroy 6 months after action completed	
*169.071.003*			

Meetings
The activities associated with regular or ad hoc gatherings held to formulate, discuss, update or resolve issues and matters pertaining to the function. Includes staff meetings, arrangements, agenda, taking of minutes, etc. Excludes committee meetings.

Entry No.	Description of Records	Disposal Action	
169.072.001	Final version of minutes and supporting documents tabled at meetings. Includes meetings with external agencies.	Destroy 3 years after action completed	
*169.072.001*			
169.072.002	Working papers documenting the conduct and administration of meetings. Includes: 
•	agendas;
•	notices of meetings;
•	draft minutes.	Destroy 6 months after action completed	
*169.072.002*			
Planning
The process of formulating ways in which objectives can be achieved. Includes determination of services, needs and solutions to those needs.

Entry No.	Description of Records	Disposal Action	
169.079.001	Final version of plans for major projects.	Retain as Territory Archives	
*169.079.001*			
169.079.002	Final version of plans for other projects.	Destroy 5 years after plan is superseded	
*169.079.002*			
169.079.003	Working papers used to develop plans for projects. Includes: 
•	draft plans;
•	reports analysing issues;
•	comments on draft plans.	Destroy 1 year after adoption of the final plan	
*169.079.003*			

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

Entry No.	Description of Records	Disposal Action	
169.080.001	Final version of policies.	Retain as Territory Archives	
*169.080.001*			
169.080.002	Development and establishment of agency's policies. Includes: 
•	policy proposals
•	research papers
•	results of consultations
•	supporting reports
•	major drafts.	Destroy 5 years after policy expires or is superseded	
*169.080.002*			
169.080.003	Comments made on the development of policies	Destroy 3 years after promulgation of new policy	
*169.080.003*			
169.080.004	Policy documents and supporting papers.	Destroy 6 months after action completed	
*169.080.004*			
Procedures
Standard methods of operating laid down by the agency according to formulated policy.

Entry No.	Description of Records	Disposal Action	
169.082.001	Master set of agency manuals, handbooks, and directives etc. detailing procedures.	Destroy 7 years after procedures are superseded	
*169.082.001*			
169.082.002	Records documenting the development of agency procedures.	Destroy 2 years after procedures are superseded	
*169.082.002*			

Public Reaction
The process of handling public reaction to an agency's policies or services. Includes anonymous letters, letters of complaint and letters of congratulations or appreciation received from the public.

Entry No.	Description of Records	Disposal Action	
169.084.001	Records documenting public reaction and agency responses.
[For suggestions received from the public, use EXTERNAL EDUCATION RELATIONS (NON-GOVERNMENT) - Suggestions.]	Destroy 6 years after action completed	
*169.084.001*			
Reporting
The processes associated with initiating or providing a formal response to a situation or request (either internal, external or as a requirement of corporate policies, regulation, or legislation, e.g. Annual Report). Includes statistics and returns.
Note: Reports resulting from a routine activity, e.g. inspection reports, form part of that activity, i.e. reports resulting from an inspection are part of the inspection and not the activity of Reporting. Reports of these types should be classified as part of the greater activity generating the report.
[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	
169.088.001	Final version of formal reports and reports made to external agencies.	Retain as Territory Archives	
*169.088.001*			
169.088.002	Final versions of periodic reports used to monitor and document recurring activities. Includes the collection and reporting of statistical information.	Destroy 3 years after action completed	
*169.088.002*			
169.088.003	Responses to surveys.	Destroy 3 years after action completed	
*169.088.003*			
169.088.004	Working papers documenting the development of all reports. Includes drafts and comments received.	Destroy 6 months after action completed	
*169.088.004*			

Research
The activities involved in investigating or enquiring into a subject or area of interest in order to discover facts, principles, etc. Used to support development of projects, standards, guidelines, etc. and business activities in general. Includes following up enquiries relating to programs, projects, working papers, literature searches, etc.

Entry No.	Description of Records	Disposal Action	
169.091.001	Records documenting detailed research carried out to support the external education relations (non-government) function.	Retain as Territory Archives	
*169.091.001*			
169.091.002	Records documenting routine research carried out to support the external relations (non-government) function.	Destroy 7 years after action completed	
*169.091.002*			
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	
169.093.001	Final reports and action plans.	Retain as Territory Archives	
*169.093.001*			
169.093.002	Records documenting a review of agency programs and operations. Includes documents establishing the review.	Destroy 5 years after action completed	
*169.093.002*			
169.093.003	Working papers documenting a review of agency programs and operations.	Destroy 2 years after action completed	
*169.093.003*			

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	
169.102.001	Submissions (other than Cabinet submissions) made to the Chief Minister, Minister, and government bodies on issues directly relating to the agency's functions, concerning controversial issues with far reaching social, economic and international implications relating to the functional responsibilities of the agency.
[For Cabinet submissions regarding controversial issues, use GOVERNMENT RELATIONS - Submissions.]	Retain as Territory Archives	
*169.102.001*			
169.102.002	Working papers documenting the development of submissions (other than Cabinet submissions) relating to significant issues.
[For working papers developing Cabinet submissions relating to significant issues, use GOVERNMENT RELATIONS - Submissions.]	Retain as Territory Archives	
*169.102.002*			
169.102.003	Development of submissions (other than Cabinet submissions) made to other non-government organisations, bodies, groups, etc. relating to issues of significance to the Territory.	Retain as Territory Archives	
*169.102.003*			
169.102.004	Final successful agency submissions made to community organisations.	Destroy 7 years after action completed	
*169.102.004*			
169.102.005	Final unsuccessful agency submissions made to community organisation.	Destroy 7 years after action completed	
*169.102.005*			

Submissions (continued)
The preparation and submission of a formal statement (e.g. a business case, statistics, etc.) supporting a case or opinion held by the agency which is submitted to another agency or organisation, or within the agency, for the purpose of either gain or support.
[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	
169.102.006	Submissions (other than Cabinet submissions) made to the Chief Minister, Minister, and government bodies on issues directly relating to the agency's functions, concerning other matters of lesser importance with no far reaching impact on the social, economic and international standing of the Territory or country. Includes submissions concerning administrative matters.
[For Cabinet submissions concerning matters of lesser importance, use GOVERNMENT RELATIONS - Submissions.]	Destroy 2 years after action completed	
*169.102.006*			
169.102.007	Working papers documenting the development of submissions (other than Cabinet submissions) relating to other matters of lesser importance.
[For working papers developing submissions relating to matters of lesser importance, use GOVERNMENT RELATIONS - Submissions.]	Destroy 6 months after action completed	
*169.102.007*			
Suggestions
The process of using suggestions from personnel and the public to improve the services and processes of the agency.

Entry No.	Description of Records	Disposal Action	
169.103.001	Suggestions received from the public relating to the function.
[For feedback received from the public, use EXTERNAL EDUCATION RELATIONS (NON-GOVERNMENT) - Public Reaction.]	Destroy 3 years after action completed	
*169.103.001*			
Visits
The activities involved in arranging visits by other agencies, the public and students to the agency, with a view to inform, educate or promote the services, operation and role of the organisation. Includes arranging visits by staff to other agencies, organisations, etc.

Entry No.	Description of Records	Disposal Action	
169.109.001	Records documenting arrangements for visits made to the agency by important community representatives	Destroy 5 years after action completed	
*169.109.001*			
169.109.002	Public visitor books.	Destroy 5 years after last entry	
*169.109.002*			
169.109.003	Records documenting arrangements for visits or tours to the agency by the general public.	Destroy 2 years after action completed	
*169.109.003*			
169.109.004	Records documenting visits by staff to community organisations to promote the image or services of the function. Includes visit reports.	Destroy 2 years after action completed	
*169.109.004*			

RETAIN AS TERRITORY ARCHIVES

EXTERNAL EDUCATION RELATIONS (NON-GOVERNMENT)
The function of managing relationships between the agency and the private sector for developing education in Preschool, Primary, Secondary and College environments. Includes professional bodies, industry and educational/training institutions such as universities.
[For relationships with the public sector, use GOVERNMENT RELATIONS.]
Addresses (presentations)
The activity of giving addresses for training, professional, community relations or sales purposes. Includes speeches and multi-media presentations.

Entry No.	Description of Records	Disposal Action	
169.004.001	Final version of addresses made by the chief Minister or portfolio Minister or senior agency officers at major public occasions.	Retain as Territory Archives	
*169.004.001*			
Advice
The activities associated with offering opinions as to an action or judgement. Includes the process of advising.
[For the provision of advice to the Minister or Chief Minister, use GOVERNMENT RELATIONS - Advice.
For legal advice, use LEGAL SERVICES - Advice.]

Entry No.	Description of Records	Disposal Action	
169.005.001	Receipt and provision of advice that resulted in major changes. Includes advice provided by consultants.	Retain as Territory Archives	
*169.005.001*			

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	
169.020.001	Records of high-level external and internal committees formed to manage or advise on major decisions. Includes final versions of documents:
•	establishing the committee;
•	terms of reference;
•	appointment of members;
•	minutes;
•	reports;
•	recommendations;
•	supporting documents such as briefing and discussion papers.	Retain as Territory Archives	
*169.020.001*			
Industrial Action
The activities associated with dealing with a failure or refusal to attend or perform work in association with a dispute between management and workers. Includes lock-outs, strikes etc.

Entry No.	Description of Records	Disposal Action	
169.054.001	Records documenting the management of industrial actions of a significant nature affecting relationships between the agency and the private sector, e.g. where the action has a major affect on the provision of services to the community or if it has service-wide implications.	Retain as Territory Archives	
*169.054.001*			

Joint ventures
The activities involved in managing joint operations between the agency and other agencies, or with the government, where there is a contract, joint contribution of funds and/or time. Includes private sector ventures with public sector organisations, and co-research or collaboration between inter-departmental units, departments or agencies.

Entry No.	Description of Records	Disposal Action	
169.062.001	Working papers relating to the establishment and negotiation and management of joint venture agreements of major significance.	Retain as Territory Archives	
*169.062.001*			
Media Relations
The activities associated with establishing a relationship with the media. Includes cultivating media contacts, coordinating access to the media, authorising and issuing press releases and briefings, and organising media interviews.
[For administrative arrangements with the media, use COMMUNITY RELATIONS - Media Relations.
For administrative arrangements of issuing media releases in the portfolio Minister or Chief Minister's name, use GOVERNMENT RELATIONS - Media Releases.
For public presentations or addresses, use COMMUNITY RELATIONS - Addresses (presentation).]

Entry No.	Description of Records	Disposal Action	
169.071.001	Master set of agency media releases.	Retain as Territory Archives	
*169.071.001*			
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	
169.079.001	Final version of plans for major projects.	Retain as Territory Archives	
*169.079.001*			

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	
169.080.001	Final version of policies.	Retain as Territory Archives	
*169.080.001*			
Reporting
The processes associated with initiating or providing a formal response to a situation or request (either internal, external or as a requirement of corporate policies, regulation, or legislation, e.g. Annual Report). Includes statistics and returns.
Note: Reports resulting from a routine activity, e.g. inspection reports, form part of that activity, i.e. reports resulting from an inspection are part of the inspection and not the activity of Reporting. Reports of these types should be classified as part of the greater activity generating the report.
[For the Annual Report drafting process, use PUBLICATIONS - Drafting.
For submissions of annual reports to the Portfolio Minister, use GOVERNMENT RELATIONS - Compliance.]

Entry No.	Description of Records	Disposal Action	
169.088.001	Final version of formal reports and reports made to external agencies.	Retain as Territory Archives	
*169.088.001*			
Research
The activities involved in investigating or enquiring into a subject or area of interest in order to discover facts, principles, etc. Used to support development of projects, standards, guidelines, etc. and business activities in general. Includes following up enquiries relating to programs, projects, working papers, literature searches, etc.

Entry No.	Description of Records	Disposal Action	
169.091.001	Records documenting detailed research carried out to support the external education relations (non-government) function.	Retain as Territory Archives	
*169.091.001*			

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

Entry No.	Description of Records	Disposal Action	
169.093.001	Final reports and action plans.	Retain as Territory Archives	
*169.093.001*			
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	
169.102.001	Submissions (other than Cabinet submissions) made to the Chief Minister, Minister, and government bodies on issues directly relating to the agency's functions, concerning controversial issues with far reaching social, economic and international implications relating to the functional responsibilities of the agency.
[For Cabinet submissions regarding controversial issues, use GOVERNMENT RELATIONS - Submissions.]	Retain as Territory Archives	
*169.102.001*			
169.102.002	Working papers documenting the development of submissions (other than Cabinet submissions) relating to significant issues.
[For working papers developing Cabinet submissions relating to significant issues, use GOVERNMENT RELATIONS - Submissions.]	Retain as Territory Archives	
*169.102.002*			
169.102.003	Development of submissions (other than Cabinet submissions) made to other non-government organisations, bodies, groups, etc. relating to issues of significance to the Territory.	Retain as Territory Archives	
*169.102.003*