Records Authority 2012/00672202

Department of Defence
Logistics Emergency Records Authority for the Middle East Area of Operations (MEAO)

13 May 2013

This is an accurate reproduction of the authorised records authority content, created for accessibility purposes.

Introduction

The Department of Defence and the National Archives of Australia have developed this Records Authority to set out the requirements for destroying logistics facilitative and administrative forms (e.g. web forms or administrative forms) after they have been transcribed. The Authority is intended to only have application to records created in the Middle East Area of Operations (MEAO) between 1 January 2000 and the end of drawdown from the MEAO.

This Authority is based on the identification and analysis of the business of the Department of Defence. It takes into account the agency's legal and organisational records management requirements, and the interests of stakeholders, the agency and the National Archives of Australia.

This Authority specifies the minimum length of time that temporary records need to be kept. This Authority gives the Department of Defence permission under the Archives Act 1983, for the destruction of the temporary records described after the minimum retention period has expired. Retention periods for these temporary records are based on: an assessment of business needs; broader organisational accountability requirements; and community expectations, and are approved by the National Archives of Australia on the basis of information provided by the agency.

As changes in circumstances may affect future records management requirements, the review of this Authority is recommended if business and retention requirements change significantly. All amendments must be approved by the National Archives.

Application of this authority

  1. This records authority does not authorise the destruction of data in primary or parent logistics systems, including data that has been transcribed from logistics forms. Refer to other Defence records authorities for the appropriate retention period.
  2. This Authority is to be used to determine how long records must be kept:
    • Where the minimum retention period has expired and the records are not needed for agency business they should be destroyed as authorised in this Authority;
    • Records that have not reached the minimum retention period must be kept until they do; and
    • This Authority should be used in conjunction with Australian government agency specific records authorities covering the core businesses of the agency. Where there is uncertainty about which records authority to use, please contact the Archives.
  3. This Authority should be used in conjunction with general records authorities such as the Administrative Functions Disposal Authority (AFDA) and/or AFDA Express issued by the National Archives to cover business processes and records common to Australian Government agencies.
  4. The Normal Administrative Practice (NAP) provision of the Archives Act 1983 gives agencies permission to destroy certain records without formal authorisation. This usually occurs where records are duplicated, facilitative or for short-term use only. NAP does not replace arrangements agreed to in this Authority but can be used as a tool to assist in identifying records for destruction together with an agency's Records Authority or Authorities, and with AFDA and AFDA Express. The National Archives recommends that agencies develop and implement a Normal Administrative Practice policy. In accordance with this advice, Defence has implemented a NAP policy exclusively for operations. This is available to all Defence personnel through Chief of Joint Operations Directive 64/12 Information and Records Management for Operations.
  5. Records that are reasonably likely to be needed as evidence in a current or future judicial proceeding or are subject to a request for access under the Archives Act 1983, the Freedom of Information Act 1982 or any other relevant Act must not be destroyed until the action has been completed.
  6. Records subject to a disposal freeze must not be destroyed until the freeze has been lifted. Further information about disposal freezes and whether they affect the application of this Authority is available to all personnel on the Defence intranet site - Records Management Policy.
  7. Where the method of recording information changes (for example from a manual system to an electronic system, or when information is migrated from one system to a new system) this Authority can still be applied, providing the records document the same business. The information must be accessible for the period of time prescribed in this Authority. Agencies will need to maintain continuing access to the information, including digital information, for the periods prescribed in this records authority.
  8. In general, retention requirements indicate a minimum period for retention. The Department of Defence may extend minimum retention periods if there is an administrative need to do so, without further reference to the National Archives. Where the Department of Defence believes that its accountability will be substantially compromised because a retention period is not adequate, it should contact the National Archives for review of the retention period.
  9. Records in the care of agencies should be appropriately stored, managed and preserved. Agencies need to meet this obligation to ensure that the records remain authentic and accessible over time. Under Section 31 of the Archives Act 1983, access arrangements are required for records that become available for public access including those records that remain in agency custody.
  10. Advice on how to use this Authority is available from the Department of Defence Directorate of Records Management Policy. If there are problems with the application of the Authority that cannot be resolved, please contact the National Archives.

Contact information

For assistance with this authority or for advice on other recordkeeping matters, please contact National Archives' Agency Service Centre.

Queen Victoria Terrace
Parkes ACT 2600

PO Box 7425
Canberra Mail Centre ACT 2610

Email: recordkeeping@naa.gov.au
Website: www.naa.gov.au

Authorisation

Person to whom notice of authorisation is given:

Mr Dennis Richardson, AO
Secretary
Department of Defence
R1-5-B Secretary Suite
Russell Offices
Canberra ACT 2600

General David Hurley, AC, DSC
Chief of the Defence Force
Department of Defence
R1-5-B CDF Suite
Canberra ACT 2600

Purpose:

Authorises arrangements for the disposal of records in accordance with Section 24(2)(b) of the Archives Act 1983

Application:

Transcribed logistics facilitative and administrative forms created in the Middle East Area of Operations (MEAO)

This authority gives permission for the destruction, retention or transfer to the National Archives of Australia of the records described. This authority will apply only with the consent of the agency currently responsible for the business documented in the records described.

David Fricker
Director-General
National Archives of Australia

13 May 2013

Classes

Logistics Facilitative and Administrative Forms

Class no Description of records Disposal action
61292

Logistics facilitative and administrative forms (e.g. web forms or administrative forms) created in the Middle East Area of Operations (MEAO) which document the routine activities of freight centres (including depots and ports), Q-Stores (including equivalent Naval and Military stores), warehouses, armouries, and workshops for which relevant data has been transcribed or entered into a primary or parent logistics system.

Includes facilitative and administrative forms from the following Defence logistics classes:

  • Class One: Supply of Subsistence Items
  • Class Two: Supply of General Stores
  • Class Three: Supply of Petrol, Oil and Lubricants (POL)
  • Class Four: Supply of Construction Stores
  • Class Five: Supply of Ammunition including precision-guided munitions, pyrotechnics, propellants and fuses
  • Class Six: Supply of Personal demand items including Canteen Supplies
  • Class Seven: Supply of Principle Items
  • Class Eight: Supply of Medical and Dental Stores
  • Class Nine: Supply of Repair Parts and Components
  • Class Ten: Supply of Miscellaneous also known as Material Support to Non-Military Programs.

Examples include records of:

  1. Allocation, distribution and movement of stores and equipment;
  2. Allocation and approval of job cards, tasks, movements, transfers, dispatches, consignments;
  3. Arranging use and storage of stores and equipment;
  4. Routine auditing, inventories, logs, manifests, control records, spot checks and stocktaking of stores and equipment (excluding discrepancy, lost and incident forms which may be required in an investigation);
  5. Non-technical inspection reports;
  6. Disposals of minor items (excluding Explosive Ordnance (EO) and toxic materials);
  7. Returns of items to overseas Q-Stores, warehouses, freight centres and workshops (excludes returns to Australia);
  8. Delivery or received notes, forms and slips;
  9. Requests for minor leasing, hiring, borrowing stores and equipment (excludes contracts and formal agreements and applicable negotiations);
  10. Summaries of use of stores and equipment;
  11. Securing and protecting equipment and stores;
  12. Handling of ordnance including minor stocktakes, issue, returns, movement, transporting, repositioning, storage, stowage, assembly or disassembly, and loading; and
  13. Individual Supply Customer Account (SCA) records for the equipping/allocation of inventory items to an individual.
  14. Date range: records created from 1 January 2000 to end of drawdown from the MEAO.

The following records are excluded and must not be destroyed under this authority. Refer to other Defence records authorities for the appropriate retention period:

  • Forms described above, which have not been transcribed or entered into a primary or parent logistic system;
  • Data in primary or parent logistics systems, including data that has been transcribed from the forms described above;
  • Forms/records relating to the Disposal of Explosive Ordnance (EO) or toxic materials;
  • Forms/records relating to Finance including Operationally Urgent Requests for Capability, purchase or acquisition of stores, supply and equipment from Contractors or Allies. This includes invoices and acquittals;
  • Forms/records relating to the Sale or Gifting of major or minor capital equipment;
  • Forms/records relating to the Destruction of major capital equipment;
  • Forms/records relating to Personnel including personnel readiness, pay and service conditions and entitlements, personnel security vetting and tracking, management of embedded civilian personnel or contractors, welfare coordination services, casualty notifications or mortuary affairs, prisoners of war and detainee management, honours and awards, operational health checks and reporting, operations environmental health (NBCD), environmental health threat and risk assessments (TRA);
  • Forms/records relating to Communication and Information Systems;
  • Forms/records relating to Intelligence and Security; and
  • Forms/ records relating Defence Legal.
Destroy 6 months after verification of the transcribed data has been completed.
Copyright National Archives of Australia 2017