COMMUNITY RELATIONS The function of establishing rapport with the community and raising and maintaining the organisation's broad public profile. Includes marketing, advertising, media liaison, exhibitions, celebrations, ceremonies, speeches, official representation at functions and participation in community activities. Also includes relationships with professional bodies and industry, the management of customer services, handling reactions to those services, customer consultation and feedback. Note: Where an agency has specific relationships with professional associations and public clients supporting their core functions these should be covered in the agency's own Records Disposal Authority. Acquisition The process of gaining ownership or use of property and other items or the provision of services required in the conduct of business through purchase or requisitions. 1001 Records documenting the acquisition of goods and services (eg catering services) required to support the community relations function where there is no tender or contracting-out process (ie where the cost of the acquisition is below the threshold for tendering or where a purchase is made against a period contract) Destroy 7 years after action completed For the acquisition of community relations goods and services through a tender process, use COMMUNITY RELATIONS - Tendering.[\n]For the management of contracted out services, use COMMUNITY RELATIONS - Contracting-out.[\n]For managing financial transactions supporting acquisition activities, use FINANCIAL MANAGEMENT - Accounting and/or FINANCIAL MANAGEMENT - Payments. NORMAL Addresses (Presentations) The activity of giving addresses for training, professional, community relations or sales purposes. Includes speeches and multi-media presentations. For papers presented by staff at conferences supporting the community relations function, use COMMUNITY RELATIONS - Conferences. 1002 Final version of addresses made by the portfolio Minister or senior agency officers at major public occasions. Retain as national archives For addresses delivered by the portfolio Minister or senior agency officers at government occasions, use GOVERNMENT RELATIONS - Addresses. NORMAL 1003 Final versions of other addresses delivered in the routine promotion of the agency's service or products. Destroy 2 years after last presentation NORMAL 1004 Working papers documenting the development of addresses, including drafts. Destroy when reference ceases NORMAL Arrangements The activities involved in arranging for a journey or trip. Includes preparing travel itineraries, authorisations, entitlements etc. Also includes arrangements made for the delivery of equipment or goods and the usage made of facilities, vehicles, equipment and space. 1005 Records detailing arrangements carried out to support the community relations function. Includes arrangements for guest speakers. Destroy 1 year after event For arrangements made to support events hosted by the agency, use COMMUNITY RELATIONS - Functions; COMMUNITY RELATIONS - Celebrations and/or COMMUNITY RELATIONS - Ceremonies.[\n]For making travel arrangements for staff to attend promotional activities supporting the community relations function, use PERSONNEL - Arrangements. NORMAL Celebrations The activities associated with arranging and managing festivities to honour a particular event. For addresses made at celebrations, use COMMUNITY RELATIONS - Addresses.[\n]For managing financial transactions supporting celebrations activities, use FINANCIAL MANAGEMENT - Accounting and/or FINANCIAL MANAGEMENT - Payments. 1006 Programs, invitations, guest lists and photographs relating to celebratory festivities held to honour an event of major importance to an agency eg a significant anniversary. Retain as national archives NORMAL 1007 Records documenting routine arrangements supporting celebrations to honour an event of major importance to an agency. Includes catering, venue bookings and entertainment. Destroy 2 years after action completed NORMAL 1008 Records documenting all arrangements for other celebrations of lesser significance. Includes programs, invitations, guest lists, catering, venue bookings and entertainment. Destroy 2 years after action completed NORMAL Ceremonies The activities associated with arranging and managing a formal act performed for a special occasion. For addresses made at ceremonies, use COMMUNITY RELATIONS - Addresses.[\n]For managing financial transactions supporting ceremonies, use FINANCIAL MANAGEMENT - Accounting and/or FINANCIAL MANAGEMENT - Payments. 1009 Programs, invitations, guest lists and photographs relating to ceremonies held to mark a special occasion eg the opening of a building or major facility, or the conferring of special community awards promoted by the agency. Retain as national archives NORMAL 1010 Records documenting routine arrangements supporting ceremonies to mark special occasions. Includes catering, venue bookings and entertainment. Destroy 2 years after action completed NORMAL 1011 Records documenting all arrangements for other ceremonies of lesser significance. Includes programs, invitations, guest lists, catering, venue bookings and entertainment. Destroy 2 years after action completed NORMAL Committees The activities associated with the management of committees and task forces. Includes the committee's establishment, appointment of members, terms of reference, proceedings, minutes of meetings, reports, agendas etc. 1012 Records of internal and external committees formed to consider matters relating to the community relations function. Includes:[\n]• documents establishing the committee[\n]• final versions of minutes[\n]• reports[\n]• recommendations[\n]• supporting documents such as briefing papers and discussion papers. Destroy 3 years after action completed NORMAL 1013 Working papers documenting the conduct and administration of committees which consider matters relating to the community relations function. Includes:[\n]• agenda[\n]• notices of meetings[\n]• draft minutes. Destroy when reference ceases NORMAL Conferences The activities involved in arranging or attending conferences held either by the organisation or by other organisations. Includes registrations, publicity, and reports of participants etc. For managing financial transactions supporting conference activities, use FINANCIAL MANAGEMENT - Accounting and/or FINANCIAL MANAGEMENT - Payments. 1014 Records documenting arrangements for agency conferences including program development, arranging speakers, promotion, managing registrations and venue bookings. Destroy 3 years after action completed NORMAL 1015 Reports assessing the conduct of agency conferences. Destroy 3 years after action completed NORMAL 1016 Copies of unpublished proceedings, reports, speeches and papers from agency conferences. Includes presentations by agency staff. Destroy when reference ceases For the printing and publication of agency conference proceedings and reports, use PUBLICATION - Production. NORMAL 1017 Records documenting the attendance of staff at conferences arranged by other organisations. Includes the completed conference registration forms, programs and conference promotion material. Destroy when reference ceases NORMAL 1018 Copies of published conference proceedings and official reports received at conferences arranged by other organisations. Destroy when reference ceases NORMAL 1019 Participants' reports on conferences arranged by other organisations. Destroy 3 years after action completed NORMAL Contracting-out The activities involved in managing the performance of work or the provision of goods and services by an external contractor, vendor or consultant, or by using external bureau services. Includes outsourcing. For information on records issues relating to outsourcing and contracting-out see General Disposal Authority 25. 1020 Records documenting contract management relating to the community relations function. Includes:[\n]• minutes of meetings with main stakeholders[\n]• performance and evaluation reports. Destroy 7 years after completion or other termination of contract NORMAL Customer Service The activities associated with the planning, monitoring and evaluation of services provided to customers by the organisation. This function/activity set should not be used by agencies which have an extensive customer service role. In these instances coverage should be included in the agency's own functional Records Disposal Authority.[\n]For services provided to government, use GOVERNMENT RELATIONS - Customer Services.[\n]For complaints from the public about customer services, use COMMUNITY RELATIONS - Public Reaction.[\n]For suggestions from the public about customer services, use COMMUNITY RELATIONS - Suggestions. 1021 Records documenting the planning, monitoring and evaluation of customer services provided to the agency's public clients. Destroy 3 years after action completed NORMAL 1022 Records documenting the development of service charters and directives relating to the provision of services to the agency's public clients. Includes copies of internal directives and charters. Destroy 3 years after superseded For the production of a service charter, use PUBLICATION - Planning and PUBLICATION - Production. NORMAL 1023 Records documenting the management of specific customer services provided to the public eg managing an enquiry desk, a telephone information service or interpreter service. Includes planning, monitoring and evaluation of services eg carrying out customer surveys. Destroy 3 years after action completed NORMAL Donations The activities associated with managing money, items, artefacts or property donated to the organisation, or by the organisation and or its staff to charities etc. Includes managing unsolicited donations. This function/activity set should not be used by agencies where public donations provide major support for core functions eg National Library of Australia and the National Museum of Australia. In these instances coverage should be included in the agency's own functional Records Disposal Authority.[\n]For managing financial transactions associated with donations received or made by the agency,use FINANCIAL MANAGEMENT - Accounting and/or FINANCIAL MANAGEMENT - Payments.[\n]For the general management of monetary donations received or given by the agency, use FINANCIAL MANAGEMENT - Donations. 1024 Records documenting donations of money and items, artefacts or property that are of long-term value or ongoing benefit to the nation. Retain as national archives NORMAL 1025 Records documenting all other donations of money that are of little public interest (ie small amounts). Destroy 7 years after donation received NORMAL 1026 Records documenting all other donations of items, artefacts or property that are of little public interest. Destroy 7 years after disposal of item NORMAL 1027 Records documenting donations of money and items made by the agency to public organisations and groups, including charities. Destroy 7 years after donation was made NORMAL Enquiries The activities associated with the handling of requests for information about the organisation and its services by the general public, agency employees or another organisation. 1028 Records documenting the handling of public enquiries about the agency and its programs, products and services. Destroy 2 years after action completed NORMAL Evaluation The process of determining the suitability of potential or existing programs, items of equipment, systems or services in relation to meeting the needs of the given situation. Includes systems analysis and ongoing monitoring. 1029 Records documenting the evaluation and ongoing monitoring of community relations programs and services. Destroy 5 years after action completed NORMAL Exhibitions The activities associated with using organisational material in mounted displays for the purpose of informing or educating the viewer, or promoting the activities, services, projects or programs of the organisation. This function/activity set should not be used by agencies which mount exhibitions as a core function eg the National Gallery of Australia and the Australian National Maritime Museum. In these instances coverage should be included in the agency's own functional Records Disposal Authority.[\n]For exhibition openings, use COMMUNITY RELATIONS - Functions (Social).[\n]For managing financial transactions supporting the organisation of an exhibition, use FINANCIAL MANAGEMENT - Accounting and/or FINANCIAL MANAGEMENT - Payments. 1030 Records documenting the mounting of displays. Includes exhibition brief and design, and arrangements for setting up a display. Destroy 3 years after action completed NORMAL Functions (social) The process of organising and managing an official or formal social occasion conducted by the organisation to enhance its internal and external relationships, or to promote its services and image. For addresses made at functions, use COMMUNITY RELATIONS - Addresses.[\n]For managing financial transactions supporting functions, use FINANCIAL MANAGEMENT - Accounting and/or FINANCIAL MANAGEMENT - Payments. 1031 Records documenting the organisation and management of an official or formal social occasion. Includes venue bookings, guest lists, invitations and catering. Destroy 2 years after action completed NORMAL Grant Funding The activities associated with the application for and receipt of grants. This function/activity set should not be used by an agency who as part of their core functions manage the distribution of grant funding to the community, or by an agency making an[\n]application for a grant from a community based organisation to support a core function. In such cases specific coverage should be included in the agency's own Records Disposal Authority.[\n]For managing corporate strategies for seeking grant funding, use STRATEGIC MANAGEMENT - Grant Funding. 1032 Records documenting successful applications made by the agency for grant funding from a non-government source. Destroy 7 years after action completed For the management of grant money received by the agency, use FINANCIAL MANAGEMENT - Grant Funding. NORMAL 1033 Records documenting unsuccessful applications made by the agency for grant funding from a non-government source. Destroy 2 years after last action NORMAL Greetings The activities associated with preparing, sending and receiving letters of appreciation or condolences. Includes mailing lists for Christmas cards. 1034 Records documenting the preparation, dispatch and receipt of letters of introduction, appreciation, condolence and greetings cards. Includes mailing lists. Destroy when reference ceases NORMAL 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 the installation of equipment. Also includes monitoring to ensure that the implementation goes according to schedule and that standards are met and first aid treatment. 1035 Records documenting the implementation of plans, policies and procedures developed to support the community relations function. Destroy 3 years after action completed NORMAL Joint Ventures The activities involved in managing joint operations between departments, either within the organisation or with other organisations, or with the government, where there is a contract, joint contribution of funds and/or time. Also includes private sector ventures with public sector organisations, and co-research or collaboration between inter-departmental units, departments or organisations. This function/activity set should not be used for joint venture arrangements which support core functions of the agency. In these instances coverage should be included in the agency's own functional Records Disposal Authority. 1036 Records documenting the management of joint ventures undertaken to support the community relations function. Includes records relating to the establishment, maintenance and review of joint venture agreements and contracts. Destroy 7 years after termination of arrangement NORMAL 1037 Signed joint venture contracts under seal and supporting records: Western Australia. Destroy 20 years after completion or other termination of contract NORMAL 1038 Signed joint venture contracts under seal resulting from tenders and supporting records: Victoria and South Australia. Destroy 15 years after completion or other termination of contract NORMAL 1039 Signed joint venture contacts under seal and supporting records: New South Wales, Queensland, Australian Capital Territory, Northern Territory and Tasmania. Destroy 7 years after completion or other termination of contract NORMAL 1040 Signed simple joint venture contracts and agreements and supporting records. Destroy 7 years after completion or other termination of contract NORMAL Liaison The activities associated with maintaining regular general contact between the organisation 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. 1041 Records documenting liaison activities undertaken with professional associations, private sector organisations and community groups. Includes collaboration on projects, exchange of information and all the activities of a member of an organisation. Destroy 3 years after action completed For subscriptions to publications of professional bodies where the subscriber does not have to be a member of a organisation, use INFORMATION MANAGEMENT - Acquisitions. NORMAL Marketing The process of analysing, creating and selling products and services. Includes market research, sales forecasting, advertising, media releases, promotion, pricing and product evaluation. 1042 Records documenting the marketing of an agency's community relations activities. Includes records covering arrangements for advertising campaigns and promotional photographs. Destroy 3 years after action completed For the development of a marketing plan, use COMMUNITY RELATIONS - Planning.[\n]For media releases relating to marketing activities, use COMMUNITY RELATIONS - Media Relations. NORMAL Media Relations The activities associated with establishing a relationship between the media and the organisation. Includes cultivating media contacts, coordinating access to the media, authorising and issuing press releases and briefings, and organising media interviews. 1043 Master set of agency media releases. Retain as national archives NORMAL 1044 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 NORMAL 1045 Copies of media items specifically relating to the agency's operations. Includes newscuttings, transcripts and electronic items. Destroy when reference ceases For the acquisition of media items through a media monitoring service, use INFORMATION MANAGEMENT - Acquisitions. NORMAL Meetings The activities associated with adhoc gatherings held to formulate, discuss, update or resolve issues and matters pertaining to managing the section, department, or organisation as a whole. Includes arrangements, agenda, taking of minutes etc. Excludes committee meetings. 1046 Final version of minutes and supporting documents tabled at meetings held to support the community relations function. Includes meetings with external agencies. Destroy 3 years after action completed NORMAL 1047 Working papers documenting the conduct and administration of meetings held to support the community relations function. Includes agenda, notices of meetings and draft minutes. Destroy when reference ceases NORMAL Planning The process of formulating ways in which objectives can be achieved. Includes determination of services, needs and solutions to those needs. 1048 Final version of agency-wide community relations plans. Destroy 3 years after plan is superseded NORMAL 1049 Final version of community relations plans at business unit, state, regional or overseas office level. Destroy 2 years after plan is superseded NORMAL 1050 Working papers used to develop all community relations plans. Includes draft plans, reports analysing issues, and comments received from other areas of the agency. Destroy 1 year after adoption of the final plan NORMAL 1051 Copies of community relations plans. Destroy when reference ceases NORMAL Policy The activities associated with developing and establishing decisions, directions and precedents which act as a reference for future decision making, as the basis from which the organisation's operating procedures are determined. 1052 Records documenting the development and establishment of the agency's community relations policies. Includes:[\n]• policy proposals[\n]• research papers[\n]• results of consultations[\n]• supporting reports [\n]• major drafts [\n]• final policy documents. Destroy 5 years after policy is superseded NORMAL 1053 Records documenting comments made on the development of government-wide community relations policies. Destroy 1 year after promulgation of the new policy NORMAL 1054 Working papers documenting the development of all community relations policies. Destroy 1 year after promulgation of the new policy NORMAL 1055 Copies of policy documents and supporting papers. Destroy when reference ceases NORMAL Procedures Standard methods of operating laid down by an organisation according to formulated policy. 1056 Master set of agency manuals, handbooks, directives etc detailing procedures supporting the community relations function. Destroy when procedures are superseded NORMAL 1057 Records documenting the development of agency procedures supporting the community relations function. Destroy 1 year after production of procedures NORMAL 1058 Copies of manuals, handbooks, directives etc. Destroy when reference ceases NORMAL Public Reaction The process of handling public reaction to an organisation's policies or services. Includes anonymous letters, letters of complaint and letters of congratulations or appreciation received from the public. 1059 Records documenting public reaction and agency responses. Destroy 6 years after action completed For suggestions received from the public, use COMMUNITY RELATIONS - Suggestions. NORMAL Reporting The processes associated with initiating or providing a formal response to a situation or request (either internal, external or as a requirement of corporate policies), and to provide formal statements or findings of the results of the examination or investigation. Includes agenda, briefing, business, discussion papers, proposals, reports, reviews and returns. 1060 Final version of internal formal reports and reports made to external agencies relating to the community relations function. Destroy 5 years after action completed NORMAL 1061 Final versions of periodic internal reports on general administrative matters used to monitor and document recurring activities to support the community relations function. Includes the collection and reporting of statistical information relating to visits. Destroy 3 years after action completed NORMAL 1062 Working papers documenting the development of all reports. Includes drafts and comments received. Destroy when reference ceases NORMAL 1063 Copies of community relations reports. Destroy when reference ceases NORMAL 1064 Responses to surveys carried out to support the community relations function. Destroy 3 years after action completed NORMAL Representatives The activities associated with the nomination, appointment or resignation of individuals or groups of personnel appointed by the organisation or their co-workers as official representatives to organisations, offices, unions, workers participation committees, councils or groups. Includes organisational legal representatives. 1065 Records documenting the nomination, appointment and resignation from and/or termination of agency representatives in community organisations. Destroy 3 years after last action For the management of agency representatives on government bodies, use GOVERNMENT RELATIONS - Representatives. NORMAL 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 the development of projects, standards, guidelines etc and the business activities of the organisation in general. Includes following up enquiries relating to organisational programs, projects, working papers, literature searches etc. 1066 Records documenting detailed research carried out to support the community relations function. Destroy 5 years after action completed NORMAL 1067 Records documenting routine research carried out to support the community relations function. Destroy when reference ceases NORMAL Reviewing The activities involved in re-evaluating or re-examining products, processes, procedures, standards and systems. Includes recommendations and advice resulting from these activities. 1068 Records documenting a review of agency programs and operations supporting the community relations function. Includes documents establishing the review, final report and action plan. Destroy 3 years after action completed NORMAL 1069 Working papers documenting a review of agency programs and operations supporting the community relations function. Destroy 1 year after action completed NORMAL Security The activities associated with measures taken to protect people, premises, equipment or information from accidental or intentional damage or from unauthorised access. Includes the security classification of personnel and criminal record checks. 1070 Records documenting security arrangements made for visits to the agency by dignitaries and the general public. Destroy 5 years after last action For general arrangements for visits, use COMMUNITY RELATIONS - Visits.[\n]For building security arrangements made for a visit, use PROPERTY MANAGEMENT - Security. NORMAL Submissions The preparation and submission of a formal statement (eg report, statistics, etc) supporting a case or opinion held by the organisation which is submitted to another organisation, or within the organisation, for the purpose of either gain or support. For submissions made within government, use GOVERNMENT RELATIONS - Submissions. 1071 Final version of successful agency submissions made to community organisations. Destroy 7 years after action completed NORMAL 1072 Final version of unsuccessful agency submissions made to community organisations. Destroy 3 years after action completed NORMAL 1073 Working papers documenting the development of agency submissions. Includes draft submissions. Destroy when reference ceases NORMAL Suggestions The process of using suggestions from personnel and the public to improve the services and processes of the organisation. 1074 Suggestions received from the public relating to agency services or products. Destroy 2 years after action completed For feedback received from the public, use COMMUNITY RELATIONS - Public Reaction. NORMAL Tendering The activities involved in receiving and assessing tenders, of making offers and finalising by contract arrangements for the supply, sale or purchase of goods and services. 1075 Records documenting the development and issue of tender documentation. Includes Statement of Requirements, Request for Proposals, Expression of Interest, Request for Tender (RFT) and draft contract. Destroy 7 years after tender process completed NORMAL 1076 Evaluation of tenders received against selection criteria. Includes records documenting arrangements for carrying out the evaluation process, evaluation report, recommendations, final report and public notices. Destroy 7 years after tender process completed NORMAL 1077 Records documenting post-offer negotiations and due diligence checks. Destroy 7 years after tender process completed NORMAL 1078 Records of unsuccessful tenders or a tender process where there is no suitable bidder, or where the tender process has been discontinued. Includes submissions, notification of outcome and reports on debriefing sessions. Destroy 2 years after tender process completed or decision made not to continue with the tender NORMAL 1079 Tender register. Destroy 7 years after last entry NORMAL 1080 Signed contracts under seal resulting from tenders and supporting records: Western Australia. Destroy 20 years after completion or other termination of contract NORMAL 1081 Signed contracts under seal resulting from tenders and supporting records: Victoria and South Australia. Destroy 15 years after completion or other termination of contract NORMAL 1082 Signed contracts under seal resulting from tenders and supporting records: New South Wales, Queensland, Tasmania, Australian Capital Territory, Northern Territory. Destroy 12 years after completion or other termination of contract NORMAL 1083 Signed simple contracts and agreements resulting from tenders and supporting records. Destroy 7 years after completion or other termination of contract NORMAL 1084 Contract register. Destroy 7 years after last entry NORMAL Visits The activities involved in arranging visits by other organisations, the public and students to the organisation, with a view to inform, educate or promote the services, operation and role of the organisation. Includes arranging visits by staff to other organisations. For visits made by representatives of other agencies and interstate and overseas governments, use GOVERNMENT RELATIONS - Visits.[\n]For security arrangements made for the visits to the agency, use COMMUNITY RELATIONS - Security.[\n]For keeping statistical information relating to visits, use COMMUNITY RELATIONS - Reporting. 1085 Records documenting arrangements for visits or tours to the agency by the general public. Destroy 2 years after last action NORMAL 1086 Records documenting arrangements for visits made to the agency by important community representatives. Destroy 5 years after action completed NORMAL 1087 Records documenting visits by staff to community organisations to promote the image or services of the agency. Includes visit reports. Destroy 2 years after last action NORMAL 1088 Public visitor books. Destroy 5 years after last entry For visitor books signed by Royalty or Heads of State, use GOVERNMENT RELATIONS - Visits. NORMAL COMPENSATION The function of providing compensation to personnel and visitors injured while proceeding to or from work, during working hours or on the organisation's premises. Includes the rehabilitation of injured workers and compensation for damage to property where such damage is claimed as the organisation's responsibility. This function excludes Defence military personnel. Acquisition The process of gaining ownership or use of property and other items or the provision of services required in the conduct of business through purchase or requisitions. 1089 Records documenting the acquisition of services to support the compensation function (eg employment of rehabilitation providers and case managers). Destroy 7 years after action completed For the acquisition of services through a tender process, use COMPENSATION - Tendering.[\n]For the management of contracted out services, use COMPENSATION - Contracting-out.[\n]For managing financial transactions supporting acquisition activities, use FINANCIAL MANAGEMENT - Accounting and/or FINANCIAL MANAGEMENT - Payments. NORMAL Advice The activities associated with offering opinions by or to the organisation as to an action or judgement. Includes the process of advising. 1090 Records documenting the receipt and provision of general advice to agency managers and employees on the compensation function. Includes the distribution of advice received from the lead agency responsible for the compensation function in the Commonwealth (currently Comcare). Destroy 2 years after action completed For the provision of advice to an employee relating to a specific compensation case, use COMPENSATION - Cases.[\n]For legal advice obtained on the management of specific cases, use LEGAL SERVICES - Advice. NORMAL Authorisation The process of delegating power to authorise an action and the seeking and granting permission to undertake a requested action. 1091 Records documenting the delegation of power to the agency to make determinations on compensation claims. Destroy 2 years after delegation expires NORMAL 1092 Delegations of power to agency staff to authorise administrative action relating to the compensation function. Destroy 7 years after delegation expires NORMAL 1093 Authorisations for administrative action supporting the compensation function. Destroy 7 years after action completed NORMAL 1094 Records documenting the granting of licences to agencies to self-insure and/or manage their workers' compensation liabilities. Destroy 1 year after licence expires NORMAL Cases This activity descriptor should be used where there is a need to keep a number of activities together on one file, for legislative or operational reasons. Case files relate to particular incidents, persons, organisations or clients. 1095 Cases where a compensation claim has been submitted for personal injury, death, or loss or damage to personal property of the employee. Covers claims made under the Safety, Rehabilitation and Compensation Act 1988 and previous legislation. Includes:[\n]• Accident reports and associated papers such as witness statements[\n]• Claims [\n]• Determinations[\n]• Correspondence and notes of meeting and conversations with the lead agency (currently Comcare)[\n]• Correspondence and notes on meetings or conversations with claimant[\n]• Appointment of a case manager or rehabilitation provider[\n]• Return to work plan[\n]• Progress reports [\n]• Assessment reports [\n]• Medical reports and certificates[\n]• Claim reviews[\n]• Appeal records (including reconsideration and appeals to Administrative Appeals Tribunal)[\n]• Agreements entered into by the parties[\n]• Legal records documenting any legal advice received and action taken in relation to the case. Destroy 75 years after date of birth of employee or 7 years after last action, whichever is longest If date of birth is unknown assume the person was 15 at the time of the accident For records relating to claims made by public visitors, use COMPENSATION - Claims. NORMAL Claims The process of administering and managing payments demanded in accordance with an insurance policy as compensation for injury, death, or denial of rights of a person, or damage to or destruction of property. Includes disputes over rights and ownership, and recompense sought for stolen or lost property. 1096 Records documenting claims for compensation submitted by members of the public managed by an external insurance provider. Destroy 7 years after finalisation of the claim For accident reports detailing accident/incidents by members of the public, use OH&S - Accidents.[\n]For a claim submitted for compensation by an employee, use COMPENSATION - Cases. NORMAL 1097 Copies of claim reports submitted to the agency's central office for action or where claims are determined by the lead agency and are held separately to the agency case file. Destroy when reference ceases NORMAL Committees The activities associated with the management of committees and task forces. Includes the committee's establishment, appointment of members, terms of reference, proceedings, minutes of meetings, reports, agendas etc. 1098 Records of internal and external committees formed to consider matters relating to the compensation function. Includes:[\n]• documents establishing the committee[\n]• final versions of minutes[\n]• reports[\n]• recommendations[\n]• supporting documents such as briefing papers and discussion papers. Destroy 3 years after action completed NORMAL 1099 Working papers documenting the conduct and administration of committees which consider matters relating to the compensation function. Includes:[\n]• agenda[\n]• notices of meetings[\n]• draft minutes. Destroy when reference ceases NORMAL Compliance The activities associated with complying with mandatory or optional accountability, fiscal, legal, regulatory or quality standards or requirements to which the organisation is subject. Includes compliance with legislation and with national and international standards, such as the ISO 9000 series. Other activities within this function may also be relevant to the Compliance activity. 1100 Records documenting agency compliance with mandatory or optional standards or with statutory requirements relating to the compensation function. Destroy 7 years after action completed NORMAL Contracting-out The activities involved in managing the performance of work or the provision of goods and services by an external contractor, vendor or consultant, or by using external bureau services. Includes outsourcing. For information on records issues relating to outsourcing and contracting-out see General Disposal Authority 25. 1101 Records documenting contract management relating to the compensation function eg for case managers and rehabilitation providers. Includes:[\n]• minutes of meetings with main stakeholders[\n]• performance and evaluation reports. Destroy 7 years after completion or other termination of contract NORMAL Insurance The process of taking out premiums to cover loss or damage to property or premises, and to cover customers and staff against injury or death resulting from incidents on the organisation's premises or whilst engaged during employment. For compensation claims made by employees, use COMPENSATION - Cases.[\n]For compensation claims made by members of the public, use COMPENSATION - Claims.[\n]For managing financial transactions supporting insurance activities, use FINANCIAL MANAGEMENT - Accounting and/or FINANCIAL MANAGEMENT - Payments. 1102 Compensation insurance policies. Destroy 1 year after action completed NORMAL 1103 Records documenting annual renewals and the management of premium payments. Includes salary statements, advice on premiums payable and any review of premiums levied by an insurance provider (eg Comcare and/or Comcover). Destroy 10 years after action completed NORMAL Payments The activities involved in the preparation and payment of money. 1104 Records documenting the managing of payments for any compensation activity. Destroy 7 years after action completed For managing financial transactions supporting payment activities, use FINANCIAL MANAGEMENT - Accounting and/or FINANCIAL MANAGEMENT - Payments. NORMAL Policy The activities associated with developing and establishing decisions, directions and precedents which act as a reference for future decision making, as the basis from which the organisation's operating procedures are determined. 1105 Records documenting the development, establishment and review of the agency's compensation policies, including an agency's return to work policy. Includes:[\n]• policy proposals[\n]• research papers[\n]• results of consultations[\n]• supporting reports [\n]• major drafts [\n]• final policy documents. Destroy 5 years after policy is superseded NORMAL 1106 Records documenting comments made on the development of government-wide compensation policies. Destroy 3 years after promulgation of the new policy NORMAL 1107 Working papers documenting the development of all compensation policies. Destroy 3 years after promulgation of the new policy NORMAL 1108 Copies of policy documents and supporting papers. Destroy when reference ceases NORMAL Procedures Standard methods of operating laid down by an organisation according to formulated policy. 1109 Master set of agency manuals, handbooks, directives etc detailing procedures supporting the compensation function. Includes procedures supporting the return to work process. Destroy 5 years after procedures are superseded NORMAL 1110 Records documenting the development of agency procedures supporting the compensation function. Destroy 1 year after production of procedures NORMAL 1111 Copies of manuals, handbooks, directives etc. Destroy when reference ceases NORMAL Reviewing The activities involved in re-evaluating or re-examining products, processes, procedures, standards and systems. Includes recommendations and advice resulting from these activities. 1112 Records documenting a review of agency programs and operations supporting the compensation function. Includes documents establishing the review, final report and action plan. Destroy 5 years after action completed NORMAL 1113 Working papers documenting a review of agency programs and operations supporting the compensation function. Destroy 2 years after action completed NORMAL Tendering The activities involved in receiving and assessing tenders, of making offers and finalising by contract arrangements for the supply, sale or purchase of goods and services. 1114 Records documenting the development and issue of tender documentation. Includes Statement of Requirements, Request for Proposals, Expression of Interest, Request for Tender (RFT) and draft contract. Destroy 7 years after tender process completed NORMAL 1115 Evaluation of tenders received against selection criteria. Includes records documenting arrangements for carrying out the evaluation process, evaluation report, recommendations, final report and public notices. Destroy 7 years after tender process completed NORMAL 1116 Records documenting post-offer negotiations and due diligence checks. Destroy 7 years after tender process completed NORMAL 1117 Records of unsuccessful tenders or a tender process where there is no suitable bidder, or where the tender process has been discontinued. Includes submissions, notification of outcome and reports on debriefing sessions. Destroy 2 years after tender process completed or decision made not to continue with the tender NORMAL 1118 Tender register. Destroy 7 years after last entry NORMAL 1119 Signed contracts under seal resulting from tenders and supporting records: Western Australia Destroy 20 years after completion or other termination of contract NORMAL 1120 Signed contracts under seal resulting from tenders and supporting records: Victoria and South Australia Destroy 15 years after completion or other termination of contract NORMAL 1121 Signed contracts under seal resulting from tenders and supporting records: New South Wales, Queensland, Tasmania, Australian Capital Territory, Northern Territory Destroy 12 years after completion or other termination of contract NORMAL 1122 Signed simple contracts and agreements resulting from tenders and supporting records. Destroy 7 years after completion or other termination of contract NORMAL 1123 Contract register. Destroy 7 years after last entry NORMAL EQUIPMENT & STORES The function of acquiring, supplying, maintaining, repairing and disposing of equipment and stores stocked and used by the organisation. Items of equipment include instruments, implements, tools, machines, plant, furniture and furnishings. Stores include chemicals, hardware, homeware items, kitchen/cleaning items, medical supplies and stationery. Excludes equipment and stores acquired to support the Defence combat function. Acquisition The process of gaining ownership or use of property and other items or the provision of services required in the conduct of business through purchase or requisitions. For the acquisition of equipment and stores through a tender process, use EQUIPMENT & STORES - Tendering.[\n]For managing financial transactions supporting acquisition activities, use FINANCIAL MANAGEMENT- Accounting and/or FINANCIAL MANAGEMENT - Payments.[\n]For entry of equipment and stores into the agency's Asset Register, use FINANCIAL MANAGEMENT - Asset Register. 1124 Records documenting the acquisition of equipment and stores where there is no tender or contracting-out process (ie where the cost of the acquisition is below the threshold for tendering or where a purchase is made against a period contract). Includes:[\n]• formal requests for quotes[\n]• orders[\n]• handover reports[\n]• correspondence relating to the acquisition. Destroy 7 years after action completed For the assessment of suitability of equipment and stores and the preparation of specifications, use EQUIPMENT & STORES - Evaluation. NORMAL 1125 Investigations into acquisition of equipment and stores not proceeded with. Destroy 1 year after action completed NORMAL 1126 Information provided by vendors relating to equipment and stores. Destroy when reference ceases NORMAL Agreements The processes associated with the establishment, maintenance, review and negotiation of agreements. For leasing of equipment and stores, use EQUIPMENT & STORES - Leasing and/or EQUIPMENT & STORES - Leasing-out. 1127 Final version of agreements with vendors or other agencies to provide equipment and stores (eg Memoranda of Understanding). Destroy 7 years after expiry or other termination of agreement NORMAL 1128 Records documenting negotiations, establishment, maintenance and review of agreements. Destroy 7 years after expiry or other termination of agreement NORMAL Allocation The process of assigning of money, items, or equipment to employees or organisational units. 1129 Records held by the area responsible for the management of the function relating to the allocation of equipment or stores to individuals or organisational units. Includes requests for issue of equipment or stores. Destroy 2 years after action completed For the distribution of equipment and stores, use EQUIPMENT & STORES - Distribution. NORMAL 1130 Records held by the requesting area relating to the allocation of equipment or stores to individuals or organisational units. Destroy when reference ceases NORMAL Arrangements The activities involved in arranging for a journey or trip. Includes preparing travel itineraries, authorisations, entitlements etc. Also includes arrangements made for the delivery of equipment or goods and the usage made of facilities, vehicles, equipment and space. For arrangements for the removal and/or storage of personal effects, use PERSONNEL - Moving. 1131 Records documenting arrangements for the delivery of equipment and stores to an agency. Destroy when reference ceases For the dispatch of equipment or stores within an agency or from an agency, use EQUIPMENT & STORES - Distribution. NORMAL 1132 Records documenting the storage of equipment and stores (excluding hazardous materials) within an agency. Includes location management and stock control. Destroy when reference ceases NORMAL 1133 Records documenting the storage of hazardous equipment and stores (ie unused material) within an agency. Includes location management. Destroy 5 years after action completed For storage of hazardous waste prior to disposal, use PROPERTY MANAGEMENT - Maintenance.[\n]For Hazardous Substance Register, use OCCUPATIONAL HEALTH & SAFETY - Compliance. NORMAL Audit The activities associated with officially checking financial, quality assurance and operational records to ensure they have been kept and maintained in accordance with agreed or legislated standards and correctly record the events, processes and business of the organisation in a specified period. Includes compliance audits, financial audits, operational audits, recordkeeping audits, skills audits, system audits and quality assurance audits. 1134 Final internal and external audit reports relating to the equipment and stores function. Destroy 5 years after action completed NORMAL 1135 Records documenting the planning and conduct of internal and external audits relating to the equipment and stores function. Includes:[\n]• liaison with the auditing body[\n]• minutes of meetings[\n]• notes taken at opening and exit interviews[\n]• draft report[\n]• comments. Destroy 2 years after action completed NORMAL Authorisation The process of delegating power to authorise an action and the seeking and granting permission to undertake a requested action. 1136 Delegations of power to agency staff to authorise administrative action relating to the equipment and stores function. Destroy 7 years after delegation expires NORMAL 1137 Authorisations for administrative action supporting the equipment and stores function. Destroy 7 years after action completed NORMAL Claims The process of administering and managing payments demanded in accordance with an insurance policy as compensation for injury, death, or denial of rights of a person, or damage to or destruction of property. Includes disputes over rights and ownership, and recompense sought for stolen or lost property. 1138 Records documenting insurance claims for damage and loss incurred to equipment and stores. Destroy 7 years after finalisation or withdrawal of claim For the management of insurance policies, use EQUIPMENT & STORES - Insurance. NORMAL Compliance The activities associated with complying with mandatory or optional accountability, fiscal, legal, regulatory or quality standards or requirements to which the organisation is subject. Includes compliance with legislation and with national and international standards, such as the ISO 9000 series. Other activities within this function may also be relevant to the Compliance activity. 1139 Records documenting agency compliance with mandatory or with optional standards or with statutory requirements relating to the equipment and stores function. Destroy 7 years after action completed For the licensing processes for the operation of plant items, use OCCUPATIONAL HEALTH AND SAFETY (OH&S) - Compliance. NORMAL Construction The process of making or building something. 1140 Records documenting the in-house construction of equipment and plant. Destroy 7 years after disposal of asset For the design of equipment and plant, use EQUIPMENT & STORES - Evaluation.[\n]For establishing and managing the intellectual property of agency-designed equipment and plant, use LEGAL SERVICES - Intellectual Property. NORMAL Contracting-out The activities involved in managing the performance of work or the provision of goods and services by an external contractor, vendor or consultant, or by using external bureau services. Includes outsourcing. For information on records issues relating to outsourcing and contracting-out see General Disposal Authority 25. 1141 Records documenting contract management relating to the equipment and stores function. Includes:[\n]• minutes of meetings with main stakeholders[\n]• performance and evaluation reports. Destroy 7 years after completion or other termination of contract NORMAL Disposal The process of disposing of property no longer required by the organisation, by sale, transfer, termination of lease, auction, donation or destruction. Includes destruction or transfer to archives, and the program of activities to facilitate the orderly transfer of semi-active and inactive records from current office space into storage. 1142 Records documenting the disposal of leased equipment and stores. Includes written notices and correspondence to and from leasing companies in relation to return of equipment and stores, handover reports and notifications that an agency or their nominee wish to purchase equipment and stores. Destroy 3 years after disposal NORMAL 1143 Records documenting the disposal of Commonwealth-owned equipment and stores. Includes independent valuation certificates verifying that work undertaken on assets was done prior to valuation, written quotes, auction records and routine forms and correspondence relating to the disposal of equipment and stores. Destroy 7 years after disposal For the disposal of equipment and stores by tender, use EQUIPMENT & STORES - Tendering.[\n]For the removal of items from the agency's asset register, use FINANCIAL MANAGEMENT - Asset Register. NORMAL Distribution The activities associated with disseminating items, correspondence, or publications through sales, deliveries, or other customer services. 1144 Records documenting the distribution of equipment and stores within an office of an agency. Destroy when reference ceases For requests for issue of equipment and stores, use EQUIPMENT & STORES - Allocation. NORMAL 1145 Records documenting the distribution of equipment and stores to other locations (including other offices of the agency). Includes consignment notes. Destroy 7 years after action completed For arrangements relating to the receipt of equipment and stores, use EQUIPMENT & STORES - Arrangements.[\n]For arrangements relating to the distribution of equipment and stores via mail services, use INFORMATION MANAGEMENT - Distribution.[\n]For managing financial transactions supporting the distribution activities, use FINANCIAL MANAGEMENT - Accounting and/or FINANCIAL MANAGEMENT - Payments. NORMAL Evaluation The process of determining the suitability of potential or existing programs, items of equipment, systems or services in relation to meeting the needs of the given situation. Includes systems analysis and ongoing monitoring. 1146 Initial evaluation of equipment and stores requirements. Includes assessment of whole-of-government solutions (ie period contracts, buyers guides, endorsed suppliers). Includes justification of decision not to proceed with such solutions. Destroy 7 years after action completed For the acquisition of equipment and stores, use EQUIPMENT & STORES - Acquisition.[\n]For the re-evaluation of existing equipment and stores, use EQUIPMENT & STORES - Reviewing. NORMAL 1147 Records documenting the development and issue of specifications for equipment and stores (including purpose-built equipment and stores). Destroy 7 years after action completed NORMAL Inspections The process of official examinations of facilities, equipment and items, to ensure compliance with agreed standards and objectives. 1148 Records documenting inspections of equipment and stores. Destroy 3 years after action completed For formal audits, use EQUIPMENT & STORES - Audit.[\n]For stocktakes, use EQUIPMENT & STORES - Stocktakes.[\n]For inspections relating to occupational health and safety, use OCCUPATIONAL HEALTH AND SAFETY (OH&S) - Inspections. NORMAL Installation Activities involved in placing equipment in position and connecting and adjusting it for use. 1149 Records documenting the installation and initial configuration of equipment and plant. Destroy 2 years after action completed For the installation of equipment and plant within a building, use PROPERTY MANAGEMENT - Installation. NORMAL 1150 Records documenting the reconfiguration and adjustment of equipment and plant after initial installation. Destroy 1 year after either the next reconfiguration or when the equipment is disposed of, whichever is the earlier NORMAL Insurance The process of taking out premiums to cover loss or damage to property or premises, and to cover customers and staff against injury or death resulting from incidents on the organisation's premises or whilst engaged during employment. For insurance claims lodged, use EQUIPMENT & STORES - Claims.[\n]For managing financial transactions supporting insurance activities, use FINANCIAL MANAGEMENT - Accounting and/or FINANCIAL MANAGEMENT - Payments. 1151 Insurance policies covering equipment and stores. Destroy 7 years after policy expires NORMAL 1152 Records documenting the annual renewal of insurance policies. Destroy 1 year after action completed NORMAL Inventory The activities associated with listing and preparing lists of items and assets in the possession of the organisation. 1153 Records documenting the listing of equipment and stores items. Destroy when reference ceases For formal stocktakes of equipment and stores, use EQUIPMENT & STORES - Stocktake.[\n]For making subsequent changes to the agency's asset register, use FINANCIAL MANAGEMENT - Asset Register. NORMAL Leasing The activities involved in leasing items, equipment, accommodation, premises or real estate from another organisation. Includes the process of chartering. 1154 Records documenting the administration and management of leased equipment. Includes reports received from leasing companies and signed leases. Destroy 7 years after lease expires or is terminated For the activities associated with acquiring leased equipment, use EQUIPMENT & STORES - Acquisition.[\n]For the disposal of leased equipment, use EQUIPMENT & STORES - Disposal.[\n]For the maintenance of leased equipment, use EQUIPMENT & STORES - Maintenance.[\n]For Fringe Benefit Tax reports received from a leasing company, use PERSONNEL - Salaries.[\n]For managing financial transactions supporting leasing activities, use FINANCIAL MANAGEMENT - Accounting and/or FINANCIAL MANAGEMENT - Payments. NORMAL Leasing-out The activities involved in leasing-out items, equipment, accommodation, premises or real estate to another organisation or person for a specified period and agreed price. Includes the formal documentation setting out conditions, rights, responsibilities etc. of both parties. Also includes subleasing. 1155 Arrangements for the leasing-out of agency equipment to other bodies. Includes signed leases. Destroy 7 years after lease expires or is terminated For managing financial transactions supporting leasing-out activities, use FINANCIAL MANAGEMENT - Accounting and/or FINANCIAL MANAGEMENT - Payments. NORMAL Maintenance The activities associated with the upkeep, repair, servicing, modification and preservation of internal/external conditions of premises, equipment, vehicles etc. 1156 Records documenting the maintenance of equipment and stores. Destroy 3 years after action completed For the management of contracts relating to maintenance, use EQUIPMENT & STORES - Contracting-Out. NORMAL Policy The activities associated with developing and establishing decisions, directions and precedents which act as a reference for future decision making, as the basis from which the organisation's operating procedures are determined. 1157 Records documenting the development and establishment of the agency's equipment and stores policies. Includes:[\n]• policy proposals[\n]• research papers[\n]• working papers[\n]• results of consultations[\n]• supporting reports[\n]• major drafts[\n]• final policy documents. Destroy 3 years after policy is superseded NORMAL 1158 Copies of policy documents and supporting papers. Destroy when reference ceases NORMAL Procedures Standard methods of operating laid down by an organisation according to formulated policy. 1159 Master set of agency manuals, handbooks, directives etc detailing procedures supporting the equipment and stores function. Destroy when procedures are superseded NORMAL 1160 Records documenting the development of agency procedures supporting the equipment and stores function. Destroy 1 year after production of procedures NORMAL 1161 Copies of manuals, handbooks, directives etc. Destroy when reference ceases NORMAL 1162 Operating manuals and instructions for equipment, plant and stores. Destroy when reference ceases or transfer to new owner on disposal of equipment, Plant or stores NORMAL Reporting The processes associated with initiating or providing a formal response to a situation or request (either internal, external or as a requirement of corporate policies), and to provide formal statements or findings of the results of the examination or investigation. Includes agenda, briefing, business, discussion papers, proposals, reports, reviews and returns. 1163 Records relating to reporting on activities involved in the equipment and stores function. Includes:[\n]• working papers[\n]• comments received[\n]• draft reports[\n]• final documents. Destroy 2 years after action completed NORMAL Reviewing The activities involved in re-evaluating or re-examining products, processes, procedures, standards and systems. Includes recommendations and advice resulting from these activities. 1164 Records documenting a review of agency programs and operations supporting the equipment and stores function. Includes documents establishing the review, final report, action plan and identification of further problems needing rectification. Destroy 3 years after action completed NORMAL 1165 Working papers documenting a review of agency programs and operations supporting the equipment and stores function. Destroy 1 year after action completed NORMAL Risk Management The process involving the identification of risks, the likelihood and consequences of those risks, and the implementation of appropriate practice and procedures to treat the risks. See also the Occupational Health and Safety (OH&S) function. 1166 Records documenting risk management relating to the equipment and stores function. Includes records covering each stage of the process, treatment schedules and action plans. Destroy 7 years after next risk assessment NORMAL 1167 Equipment and stores risk register. Destroy 7 years after next risk assessment NORMAL Security The activities associated with measures taken to protect people, premises, equipment or information from accidental or intentional damage or from unauthorised access. Includes the security classification of personnel and criminal record checks. For theft or damage involving agency staff use, PERSONNEL - Discipline. 1168 Records documenting the management of activities undertaken to protect equipment and stores. Includes investigations into theft or intentional damage and referral of an alleged incident to law enforcement authorities. Destroy 5 years after action completed For disciplinary action resulting from a breach of the law involving APS employees, use PERSONNEL - Discipline.[\n]For breaches involving information, use INFORMATION MANAGEMENT - Security.[\n]For breaches involving technology, use TECHNOLOGY & TELECOMMUNICATIONS - Security. NORMAL 1169 Records documenting combinations and/or keys for equipment or plant, such as safes, filing cabinets. Includes key register. Destroy when reference ceases For combinations or keys to security containers which are built into the building, use PROPERTY MANAGEMENT - Security. NORMAL Stocktake The activities associated with the examination, counting and valuing of goods in the organisation with the view to reassessing the need for replacing those goods, and to identify missing items and determine the condition of the existing items. 1170 Records documenting the stocktake of equipment and stores. Destroy 3 years after action completed For lists of equipment and stores, use EQUIPMENT & STORES - Inventory. NORMAL Tendering The activities involved in receiving and assessing tenders, of making offers and finalising by contract arrangements for the supply, sale or purchase of goods and services. 1171 Records documenting the development and issue of tender documentation. Includes Statement of Requirements, Request for Proposals, Expression of Interest, Request for Tender (RFT) and draft contract. Destroy 7 years after tender process completed NORMAL 1172 Evaluation of tenders received against selection criteria. Includes records documenting arrangements for carrying out the evaluation process, evaluation report, recommendations, final report and public notices. Destroy 7 years after tender process completed NORMAL 1173 Records documenting post-offer negotiations and due diligence checks. Destroy 7 years after tender process completed NORMAL 1174 Records of unsuccessful tenders or a tender process where there is no suitable bidder, or where the tender process has been discontinued. Includes submissions, notification of outcome and reports on debriefing sessions. Destroy 2 years after tender process completed or decision made not to continue with the tender NORMAL 1175 Tender register. Destroy 7 years after last entry NORMAL 1176 Signed contracts under seal resulting from tenders and supporting records: Western Australia. Destroy 20 years after completion or other termination of contract NORMAL 1177 Signed contracts under seal resulting from tenders and supporting records: Victoria and South Australia. Destroy 15 years after completion or other termination of contract NORMAL 1178 Signed contracts under seal resulting from tenders and supporting records: New South Wales, Queensland, Tasmania, Australian Capital Territory, Northern Territory. Destroy 12 years after completion or other termination of contract NORMAL 1179 Signed simple contracts and agreements resulting from tenders and supporting records. Destroy 7 years after completion or other termination of contract NORMAL 1180 Contract register. Destroy 7 years after last entry NORMAL ESTABLISHMENT The function of establishing and changing the organisational structure. Including moving employees from one agency to another and reducing and increasing an agency's staffing levels. Also includes internal reorganisations to meet agency goals. Note: Before using this Authority, agencies that employ staff under legislation other than the Public Service Act 1999 should check their own enabling legislation and other regulatory directives for major variations from the Public Service Act. In cases where the variations differ greatly the Administrative Functions Disposal Authority is not applicable and should not be used. Coverage in such circumstances must be included under the agency's own Records Disposal Authority. Advice The activities associated with offering opinions by or to the organisation as to an action or judgement. Includes the process of advising. 1181 Records documenting the receipt and provision of advice on the establishment function. Destroy 2 years after action completed NORMAL Authorisation The process of delegating power to authorise an action and the seeking and granting permission to undertake a requested action. 1182 Delegations of power to agency staff to authorise administrative action relating to the establishment function. Destroy 7 years after delegation expires NORMAL 1183 Authorisations for administrative actions relating to the establishment function. Destroy 7 years after action completed NORMAL Committees The activities associated with the management of committees and task forces. Includes the committee's establishment, appointment of members, terms of reference, proceedings, minutes of meetings, reports, agendas etc. For records of high-level corporate committees responsible for the overall strategic directions of an agency, including establishment structures, use STRATEGIC MANAGEMENT - Committees. 1184 Records of internal and external committees formed to consider matters relating to the establishment function. Includes:[\n]• documents establishing the committee[\n]• final versions of minutes[\n]• reports[\n]• recommendations[\n]• supporting documents such as briefing papers and discussion papers. Destroy 5 years after action completed NORMAL 1185 Working papers documenting the conduct a