Australian Capital Territory
Territory Records (Records Disposal Schedule – Teacher Quality Records) Approval 2013 (No 1)
Notifiable instrument NI2013—376
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 – Teacher Quality Records) Approval 2013 (No 1)
2.	Approval
I approve the Records Disposal Schedule – Teacher Quality Records.
3.	Commencement
This instrument commences on the day after notification.

Danielle Wickman
Director of Territory Records
27 August 2013

Records Disposal Schedule
Teacher Quality 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
ACT Teacher Quality Institute Act 2010
Board of Senior Secondary Studies Act 1997
Education Act 2004
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
TEACHER QUALITY
RECORDS DISPOSAL SCHEDULE
TEACHER QUALITY
Accreditation
Accreditation (Continued)
Accreditation (Continued)
Addresses (presentations)
Advice
Agreements
Authorisation
Committees
Committees (Continued)
Compliance
Conferences
Enquiries
Evaluation
Grievances
Implementation
Joint ventures
Liaison
Meetings
Planning
Policy
Procedures
Registration
Reporting
Research
Reviewing
Reviews (decisions)
Standards
Training
Training (Continued)
RETAIN AS TERRITORY ARCHIVES
TEACHER QUALITY
Accreditation
Advice
Committees
Evaluation
Planning
Policy
Registration
Reporting
Research
Reviewing
Reviews (decisions)
Standards

INTRODUCTION
The Records Disposal Schedule - Teacher Quality Records is the official authority for the disposal of disposal of these ACT Government records.
It is one of a series of Records Disposal Schedules authorised by the Director of Territory Records in accordance with the provisions of the Territory Records Act 2002. It is used in conjunction with other Territory Records Disposal Schedules.
PURPOSE
The purpose of this Records Disposal Schedule is to provide for the authorised disposal of Teacher Quality 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 - Teacher Quality 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 Teacher Quality records regardless of titling conventions used, so that records, which have not been titled using the terminology represented by this Records Disposal Schedule, may still be sentenced with relative ease.
Whole of Government Thesaurus
The Whole of Government Thesaurus is a controlled vocabulary of terms designed for use in the classifying, titling and indexing of records on creation.
The Whole of Government Thesaurus has been developed on the basis of the Territory Version of Keyword AAA (TVKAAA) (2010), a thesaurus incorporating 16 common Functions. All other Functions within the Whole of Government Thesaurus are considered Functions performed by the ACT Government and have been included following consultation with agencies and after consideration by the Territory Records Office (TRO) via a formal approval process.
The Whole of Government Thesaurus is mandated by the TRO for use by all ACT Government agencies as part of their classifying and titling of paper and electronic records. See also Records Advice No.28 Functional directories on shared drives.
The disposal actions listed in this Records Disposal Schedule were determined through the process of appraisal in accordance with Territory Records Office Standard for Records Management No.2 - Appraisal. Appraisal is based upon the same type of analysis of business activity employed in the classification scheme used in the 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 - Teacher Quality 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:
ACT Teacher Quality Institute Act 2010
Board of Senior Secondary Studies Act 1997
Education Act 2004
Evidence Act 2011
Freedom of Information Act 1989
Territory Records Act 2002
Training and Tertiary Education Act 2003

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

TEACHER QUALITY
The function of regulating the quality of teachers in the Territory, through the regulation of qualifications, promoting and encouraging continuous professional learning and the development of teachers and increasing levels of skill, knowledge, expertise and the professionalism of teacher; protecting students and the community by ensuring teachers are approved; enhancing the status of the teaching profession by recognising the professional learning and development of teachers and maintaining community confidence in the teaching profession.
Includes registration of teachers and authorising permits to teach. Also includes developing and implementing a regulatory framework for assessing teacher qualifications and suitability to teach in ACT schools, accrediting teacher education programs, setting standards of professional learning, managing certification of highly accomplished and lead teachers, developing and applying codes of professional practice and standards within a national framework, and liaison with teacher education institutions and other regulatory bodies.
[For training and professional development of ACT Government teachers, use PERSONNEL.]
Accreditation
The activities associated with the granting of authoritative permission, approval, consent or accreditation to undertake specific tasks, after the required standards have been met. Includes the accreditation of individuals, groups or corporations.
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.
Authorisation
The process of delegating power to authorise an action and the seeking and granting permission to undertake a requested action.

Committees
The activities associated with the 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.
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 analysis, forecasting, modelling and ongoing monitoring.
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.
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.
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.
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.
Registration
The activities to record, catalogue, inventory or list. The establishment and maintenance of registers containing information required by legislation.
Reporting
The processes associated with initiating or providing a formal response to a situation or request (either internal, external or as a requirement of corporate policies, regulation, or legislation, e.g. Annual Report). Includes statistics and returns.
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.
Reviews (decisions)
The activities involved in the process of reviewing actions both by an agency, or an external body. Includes reviews of promotion decisions.
Standards
The process of implementing industry or agency specific benchmarks for services and processes to enhance quality and efficiency of an organisation.
Training
The activities associated with all aspects of the provision of training and development (external/internal).

RECORDS DISPOSAL SCHEDULE

TEACHER QUALITY
The function of regulating the quality of teachers in the Territory, through the regulation of qualifications, promoting and encouraging continuous professional learning and the development of teachers and increasing levels of skill, knowledge, expertise and the professionalism of teacher; protecting students and the community by ensuring teachers are approved; enhancing the status of the teaching profession by recognising the professional learning and development of teachers and maintaining community confidence in the teaching profession.
Includes registration of teachers and authorising permits to teach.  Also includes developing and implementing a regulatory framework for assessing teacher qualifications and suitability to teach in ACT schools, accrediting teacher education programs, setting standards of professional learning, managing certification of highly accomplished and lead teachers, developing and applying codes of professional practice and standards within a national framework, and liaison with teacher education institutions and other regulatory bodies.
[For training and professional development of ACT Government teachers, use PERSONNEL.]
Accreditation
The activities associated with the granting of authoritative permission, approval, consent or accreditation to undertake specific tasks, after the required standards have been met.  Includes the accreditation of individuals, groups or corporations.
[For guidelines used to accredit programs, use TEACHER QUALITY - Procedures.
For the criteria used to accredit programs, use TEACHER QUALITY – Policy.
For training accreditation panels, use TEACHER QUALITY – Training.
For appeals or reviews of an accreditation decision, use TEACHER QUALITY - Reviews (decisions).
For teacher participation in accreditation programs for registration renewal purposes, use TEACHER QUALITY - Registration].

Entry No.	Description of Records	Disposal Action	
186.158.001	Records documenting the accreditation of teacher education programs. Includes renewal of programs.	Retain as Territory Archives	
*186.158.001*			
186.158.002	Records documenting the results, including evaluation reports, etc., of assessments of teachers against National Professional Standards to achieve certification of Highly Accomplished or Lead Teacher status, including renewals.  Includes:
•	visit reports;
•	final reports; and
•	recommendations.	Destroy 75 years after date of birth of teacher or 7 years after last action, whichever is later	
*186.158.002*			

Accreditation (Continued)
The activities associated with the granting of authoritative permission, approval, consent or accreditation to undertake specific tasks, after the required standards have been met.  Includes the accreditation of individuals, groups or corporations.
[For guidelines used to accredit programs, use TEACHER QUALITY - Procedures.
For the criteria used to accredit programs, use TEACHER QUALITY – Policy.
For training accreditation panels, use TEACHER QUALITY – Training.
For appeals or reviews of an accreditation decision, use TEACHER QUALITY - Reviews (decisions).
For teacher participation in accreditation programs for registration renewal purposes, use TEACHER QUALITY - Registration].

Entry No.	Description of Records	Disposal Action	
186.158.003	Register of Education Programs	Destroy 10 years after accreditation or registration expires or is superseded	
*186.158.003*			
186.158.004	Records documenting the recognition of education providers. An education provider can be an ACT school, an ACT teacher employer (e.g. ETD or the Catholic Education Office), a Registered Training Organisation (RTO), a tertiary institution with a CRICOS number or have either provided a course/program approval for Professional Learning from a teacher registration in another Australian jurisdiction.	Destroy 10 years after registration expires	
*186.158.004*			
186.158.005	Records documenting the suspension or cancellation of an accredited course.	Destroy 5 years after last action	
*186.158.005*			
186.158.006	Records supplied as evidence submitted to support the application for the assessment of teachers against National Professional Standards to achieve certification of Highly Accomplished or Lead Teacher status, including renewals.
[For evidence provided for registration as a teacher able to teach in the ACT, use 186.158.007.]	Destroy 5 years after last action	
*186.158.006*			

Accreditation (Continued)
The activities associated with the granting of authoritative permission, approval, consent or accreditation to undertake specific tasks, after the required standards have been met.  Includes the accreditation of individuals, groups or corporations.
[For guidelines used to accredit programs, use TEACHER QUALITY - Procedures.
For the criteria used to accredit programs, use TEACHER QUALITY – Policy.
For training accreditation panels, use TEACHER QUALITY – Training.
For appeals or reviews of an accreditation decision, use TEACHER QUALITY - Reviews (decisions).
For teacher participation in accreditation programs for registration renewal purposes, use TEACHER QUALITY - Registration].

Entry No.	Description of Records	Disposal Action	
186.158.007	Records supplied as evidence to support the application for assessment of teachers against National Professional Standards to achieve registration.  Evidence supplied can include:
•	program outlines;
•	implementation plans;
•	lessons plans (with supporting teaching aids which can include audio visual material);
•	examples of marked work;
•	certificate of attainment;
•	student results;
•	press clippings;
•	examples of community engagement.
[For evidence provided for certification of Highly Accomplished or Lead Teacher status, use 186.158.006.]	Destroy 2 years after last action	
*186.158.007*			
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	
186.004.001	Records documenting presentations relating to teacher quality.	Destroy 5 years after last action	
*186.004.001*			

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	
186.005.001	Receipt and provision of advice that resulted in major changes. Includes advice provided by consultants.	Retain as Territory Archives	
*186.005.001*			
186.005.002	Receipt and provision of all other advice. Includes advice provided by consultants.	Destroy 5 years after last action	
*186.005.002*			
186.005.003	Working papers documenting the development of advice.	Destroy 2 years after last action	
*186.005.003*			
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	
186.006.001	Agreements and supporting documents. Includes contracts and project scope documents.	Destroy 7 years after last action	
*186.006.001*			

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	
186.014.001	Delegations of power to agency staff to authorise administrative action relating to the teacher quality function. Includes authorisations for administrative action supporting the teacher quality management function.	Destroy 5 years after last action	
*186.014.001*			
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	
186.020.001	Records of high-level external and internal committees formed to manage or advise on major decisions. Includes:
•	establishing the committee;
•	terms of reference;
•	appointment of members;
•	minutes;
•	reports;
•	recommendations;
•	supporting documents such as briefing and discussion papers.	Retain as Territory Archives	
*186.020.001*			
186.020.002	Records documenting declarations of members' private interests.	Destroy 7 years after termination of appointment	
*186.020.002*			

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	
186.020.003	Records relating to other external or internal committees formed to consider specific matters. Includes: 
•	establishing the committee;
•	terms of reference;
•	appointment of members;
•	minutes;
•	reports;
•	recommendations;
•	supporting documents such as briefing and discussion papers.	Destroy 5 years after last action	
*186.020.003*			
186.020.004	Records of working papers and administration of committees. Includes:
•	agendas;
•	notice of meetings;
•	draft minutes;
•	room bookings.	Destroy 6 months after last action	
*186.020.004*			
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	
186.021.001	Compliance with mandatory or optional standards with statutory requirements.	Destroy 7 years after last action	
*186.021.001*			

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 TEACHER QUALITY - Addresses (presentations).]

Entry No.	Description of Records	Disposal Action	
186.022.001	Records documenting conferences arranged by the agency. Includes:
•	program development;
•	invitations to speakers;
•	promotion activities;
•	registrations;
•	venue bookings;
•	reports commenting on and assessing conferences
•	master versions of unpublished proceedings and reports, speeches and papers from conferences.	Destroy 5 years after last action	
*186.022.001*			
186.022.002	Published proceedings from conferences.
[For master copies of published agency-arranged conference proceedings, use PUBLICATIONS - Production.]	Destroy 6 months after last action	
*186.022.002*			
186.022.003	Records documenting attendance of staff at conferences. Includes conference promotion material, programs and registration forms. 
[For travel and accommodation arrangements made for staff to attend conferences, use PERSONNEL - Arrangements.]	Destroy 6 months after last action	
*186.022.003*			
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	
186.040.001	Records handling enquiries.	Destroy 2 years after last action	
*186.040.001*			

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 analysis, forecasting, modelling and ongoing monitoring.

Entry No.	Description of Records	Disposal Action	
186.042.001	External and internal reports evaluating potential or existing services and systems.	Retain as Territory Archives	
*186.042.001*			
186.042.002	Records documenting the evaluation and ongoing monitoring of the teacher quality function.	Destroy 3 years after last action	
*186.042.002*			
186.042.003	Working papers supporting external or internal reports evaluating the teacher quality function.	Destroy 6 months after last action	
*186.042.003*			
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	
186.051.001	Records documenting grievances and complaints.	Destroy 5 years after last action	
*186.051.001*			
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	
186.053.001	Records documenting the implementation of plans, policies and procedures developed to support the function.	Destroy 3 years after last action	
*186.053.001*			

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	
186.062.001	Records relating to the management/maintenance of joint ventures. Includes final signed versions of agreements, contracts or formal undertakings.	Destroy 7 years after last action	
*186.062.001*			
Liaison
The activities associated with maintaining regular general contact between the agency and professional associations, professionals in related fields, other private sector organisations and community groups. Includes sharing informal advice and discussions, membership of professional associations and collaborating on projects that are not joint ventures.

Entry No.	Description of Records	Disposal Action	
186.067.001	Liaison activities undertaken with professional associations, private sector organisations and community groups. Includes collaboration on projects and exchanges of information.	Destroy 3 years after last action	
*186.067.001*			
Meetings
The activities associated with regular or ad hoc gatherings held to formulate, discuss, update or resolve issues and matters pertaining to the function. Includes staff meetings, arrangements, agenda, taking of minutes, etc. Excludes committee meetings.

Entry No.	Description of Records	Disposal Action	
186.072.001	Final version of minutes and supporting documents tabled at meetings. Includes meetings with external agencies.	Destroy 3 years after last action	
*186.072.001*			
186.072.002	Working papers documenting the conduct and administration of meetings. Includes agenda, notices of meetings and draft minutes.	Destroy 6 months after last action	
*186.072.002*			

Planning
The process of formulating ways in which objectives can be achieved. Includes determination of services, needs and solutions to those needs.
[For broad systematic planning for the agency, use STRATEGIC MANAGEMENT - Planning.]

Entry No.	Description of Records	Disposal Action	
186.079.001	Final version of plans for major projects.	Retain as Territory Archives	
*186.079.001*			
186.079.002	Final version of plans for other projects.	Destroy 5 years after plan is superseded	
*186.079.002*			
186.079.003	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	
*186.079.003*			
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	
186.080.001	Final version of policies.	Retain as Territory Archives	
*186.080.001*			
186.080.002	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	
*186.080.002*			
186.080.003	Comments made on the development of policies.	Destroy 3 years after promulgation of new policy	
*186.080.003*			
186.080.004	Policy documents and supporting papers.	Destroy 6 months after last action	
*186.080.004*			
Procedures
Standard methods of operating laid down by the agency according to formulated policy.

Entry No.	Description of Records	Disposal Action	
186.082.001	Master set of agency manuals, handbooks, and directives etc. detailing procedures.	Destroy 7 years after procedures are superseded	
*186.082.001*			
186.082.002	Records documenting the development of agency procedures.	Destroy 2 years after procedures are superseded	
*186.082.002*			
Registration
The activities to record, catalogue, inventory or list. The establishment and maintenance of registers containing information required by legislation.
[For appeals against a registration decisions, use TEACHER QUALITY - Reviews (decisions).
For certification of teachers as Lead or Highly Accomplished, use TEACHER QUALITY - Accreditation.]

Entry No.	Description of Records	Disposal Action	
186.155.001	Registers of teachers.	Retain as Territory Archives	
*186.155.001*			
186.155.002	Records documenting the registration of teachers working or intending to work in the ACT.	Destroy 75 years after date of birth of teacher or 7 years after last action, whichever is later	
*186.155.002*			
186.155.003	Records documenting the suspension or cancellation of a teacher's registration.	Destroy 75 years after date of birth of teacher or 7 years after last action, whichever is later	
*186.155.003*			
186.155.004	Records documenting 'persons of interest'.	Destroy 75 years after date of birth of teacher or 7 years after last action, whichever is later	
*186.155.004*			

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	
186.088.001	Final versions of internal formal reports and reports made to external agencies.	Retain as Territory Archives	
*186.088.001*			
186.088.002	Final versions of periodic internal reports used to monitor and document recurring activities. Includes the collection and reporting of statistical information.	Destroy 3 years after last action	
*186.088.002*			
186.088.003	Responses to surveys.	Destroy 3 years after last action	
*186.088.003*			
186.088.004	Working papers documenting the development of all reports. Includes drafts and comments received.	Destroy 6 months after last action	
*186.088.004*			
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	
186.091.001	Records documenting detailed research carried out to support the teacher quality function.	Retain as Territory Archives	
*186.091.001*			
186.091.002	Records documenting routine research carried out to support the teacher quality function.	Destroy 7 years after last action	
*186.091.002*			

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	
186.093.001	Final reports and action plans.	Retain as Territory Archives	
*186.093.001*			
186.093.002	Records documenting a review of agency programs and operations. Includes documents establishing the review.	Destroy 5 years after last action	
*186.093.002*			
186.093.003	Working papers documenting a review of agency programs and operations.	Destroy 2 years after last action	
*186.093.003*			
Reviews (decisions)
The activities involved in the process of reviewing actions both by an agency, or an external body. Includes reviews of promotion decisions.

Entry No.	Description of Records	Disposal Action	
186.094.001	Records documenting reviews of decisions relating to the registration and certification of teachers which resulted in a change in policies, procedures or had significant political or public interest.	Retain as Territory Archives	
*186.094.001*			
186.094.002	Records documenting reviews of decisions relating to the accreditation of teachers or education and professional development courses which did not resulted in a change in policies, procedures or had significant political or public interest.	Destroy 7 years after last action	
*186.094.002*			

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	
186.100.001	Records documenting the determination of standards and codes of practice for the teaching profession within the national framework. Including assessment and certification standards.	Retain as Territory Archives	
*186.100.001*			
186.100.002	Records documenting the implementation of industry and agency standards to support the teacher quality function.	Destroy 7 years after last action	
*186.100.002*			
Training
The activities associated with all aspects of the provision of training and development (external/internal).
[For internal and external training courses attended by staff, use PERSONNEL - Training.
For conferences attended by staff, use PERSONNEL - Conferences.]

Entry No.	Description of Records	Disposal Action	
186.105.001	Records detailing administrative arrangements supporting the conduct of training courses run by the agency. Includes:
•	processing applications;
•	venue bookings;
•	hire of equipment;
•	catering.
[For the payment of accounts supporting the running of courses, use FINANCIAL MANAGEMENT - Accounting and FINANCIAL MANAGEMENT - Payments.]	Destroy 2 years after last action	
*186.105.001*			
186.105.002	Working papers documenting the development of training material for courses.	Destroy 1 year after last action	
*186.105.002*			

Training (Continued)
The activities associated with all aspects of the provision of training and development (external/internal).
[For internal and external training courses attended by staff, use PERSONNEL - Training.
For conferences attended by staff, use PERSONNEL - Conferences.]

Entry No.	Description of Records	Disposal Action	
186.105.003	Master set of training material for courses run by the agency (e.g. induction courses). Includes:
•	programs;
•	lecture notes;
•	hand-outs;
•	films and videos.
[For publishing training material, use PUBLICATION - Production.]	Destroy 6 months after last action	
*186.105.003*			

RETAIN AS TERRITORY ARCHIVES
TEACHER QUALITY
The function of regulating the quality of teachers in the Territory, through the regulation of qualifications, promoting and encouraging continuous professional learning and the development of teachers and increasing levels of skill, knowledge, expertise and the professionalism of teacher; protecting students and the community by ensuring teachers are approved; enhancing the status of the teaching profession by recognising the professional learning and development of teachers and maintaining community confidence in the teaching profession.
Includes registration of teachers and authorising permits to teach. Also includes developing and implementing a regulatory framework for assessing teacher qualifications and suitability to teach in ACT schools, accrediting teacher education programs, setting standards of professional learning, managing certification of highly accomplished and lead teachers, developing and applying codes of professional practice and standards within a national framework, and liaison with teacher education institutions and other regulatory bodies.
[For training and professional development of ACT Government teachers, use PERSONNEL.]
Accreditation
The activities associated with the granting of authoritative permission, approval, consent or accreditation to undertake specific tasks, after the required standards have been met. Includes the accreditation of individuals, groups or corporations.
[For guidelines used to accredit programs, use TEACHER QUALITY - Procedures.
For the criteria used to accredit programs, use TEACHER QUALITY – Policy.
For training accreditation panels, use TEACHER QUALITY – Training.
For appeals or reviews of an accreditation decision, use TEACHER QUALITY - Reviews (decisions).
For teacher participation in accreditation programs for registration renewal purposes, use TEACHER QUALITY - Registration].

Entry No.	Description of Records	Disposal Action	
186.158.001	Records documenting the accreditation of teacher education programs. Includes renewal of programs.	Retain as Territory Archives	
*186.158.001*			

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	
186.005.001	Receipt and provision of advice that resulted in major changes. Includes advice provided by consultants.	Retain as Territory Archives	
*186.005.001*			
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	
186.020.001	Records of high-level external and internal committees formed to manage or advise on major decisions. Includes:
•	establishing the committee;
•	terms of reference;
•	appointment of members;
•	minutes;
•	reports;
•	recommendations;
•	supporting documents such as briefing and discussion papers.	Retain as Territory Archives	
*186.020.001*			

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 analysis, forecasting, modelling and ongoing monitoring.

Entry No.	Description of Records	Disposal Action	
186.042.001	External and internal reports evaluating potential or existing services and systems.	Retain as Territory Archives	
*186.042.001*			
Planning
The process of formulating ways in which objectives can be achieved. Includes determination of services, needs and solutions to those needs.
[For broad systematic planning for the agency, use STRATEGIC MANAGEMENT - Planning.]

Entry No.	Description of Records	Disposal Action	
186.079.001	Final version of plans for major projects.	Retain as Territory Archives	
*186.079.001*			
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	
186.080.001	Final version of policies.	Retain as Territory Archives	
*186.080.001*			
Registration
The activities to record, catalogue, inventory or list. The establishment and maintenance of registers containing information required by legislation.
[For appeals against a registration decisions, use TEACHER QUALITY - Reviews (decisions).
For certification of teachers as Lead or Highly Accomplished, use TEACHER QUALITY - Accreditation.]

Entry No.	Description of Records	Disposal Action	
186.155.001	Registers of teachers.	Retain as Territory Archives	
*186.155.001*			
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	
186.088.001	Final versions of internal formal reports and reports made to external agencies.	Retain as Territory Archives	
*186.088.001*			
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	
186.091.001	Records documenting detailed research carried out to support the teacher quality function.	Retain as Territory Archives	
*186.091.001*			
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	
186.093.001	Final reports and action plans.	Retain as Territory Archives	
*186.093.001*			

Reviews (decisions)
The activities involved in the process of reviewing actions both by an agency, or an external body. Includes reviews of promotion decisions.

Entry No.	Description of Records	Disposal Action	
186.094.001	Records documenting reviews of decisions relating to the registration and certification of teachers which resulted in a change in policies, procedures or had significant political or public interest.	Retain as Territory Archives	
*186.094.001*			
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	
186.100.001	Records documenting the determination of standards and codes of practice for the teaching profession within the national framework. Including assessment and certification standards.	Retain as Territory Archives	
*186.100.001*