The following significant records documenting:
- developing, implementing and reviewing high-level policies, plans, methodologies, strategies, initiatives, frameworks, and standards (eg pricing policies, customer management policies, Indigenous Reconciliation Action Plan). Includes final versions, major drafts, stakeholder consultations, and supporting reports and research;
- developing, implementing and reviewing major programs and projects to support the core business (eg Medibank Community Fund, Anywhere Healthcare). Includes final versions, major drafts, outcomes, project plans, stakeholder consultations, and supporting reports and research;
- privatisation of the organisation, including the process of transition from not-for-profit status, the original incorporation of the company and the sale to the public through the initial public offering process. Includes developing investor prospectus, application/approval to list with the stock exchange, outcomes of initial offering, supporting research, advice from consultants, related correspondence and reports;
- register of shareholders and register of debenture holders;
- designing and developing insurance and complementary services products (eg developing individual health insurance products). Includes proposals, briefs, concept designs, actuarial assessments, supporting research, assessment, prototype testing, and refinements;
- providing and receiving high-level advice involving major stakeholders. Includes final versions of advice, position papers, opinions and briefings;
- developing major marketing, branding and educational campaigns that promote policies, programs, projects and products, or that raise awareness of and boost long–term community health and wellbeing outcomes and initiatives (eg Generation Better). Includes final versions of marketing and educational material (eg print, radio and television advertisements) and supporting documentation;
- significant summary records supporting the core business, such as those consolidating information on Members’ Choice or networks of preferred service providers;
- developing national, sector-wide and high-level internal and external reports. Includes final versions, major drafts, stakeholder consultation and supporting research;
- developing premium approval submissions for Departmental approval. Includes final submission, financial analysis reports, supporting research, appeals of decisions, and outcome;
- high-level internal and external committees and other bodies where MPL provides the secretariat, is the Australian Government’s main representative, or plays a prominent or central role. Includes establishment documentation, agenda, final versions of minutes, reports and tabled papers;
- outcomes of major research and analysis undertaken or commissioned by MPL to support the core business (eg major market research). Includes final research reports, research findings, statistical analysis, data models and research datasets;
- litigation matters between MPL and the national consumer protection and competition regulator (currently Australian Competition and Consumer Commission) or State and Territory consumer protection agencies. Includes briefs, submissions, documents lodged as evidence, and court outcomes;
- receipt or provision of significant legal advice relating to the interpretation of legislation that significantly impacts, or is closely related to, MPL or its core business activities. Includes instructions to the providers, correspondence, drafts and final advice;
- national and high-level reviews, including strategic reviews and major internal reviews, including those resulting in substantial restructures (eg closer integration of Medibank Health Solutions in 2014). Includes final review reports, major drafts, recommendations, stakeholder consultations, submissions, and supporting research;
- final versions of significant agreements and contracts and supporting documents, that: relate to substantial funding agreements or the establishment of partnerships, major client relationships and cooperative arrangements with other governments, agencies and organisations; are controversial, of public interest or ground-breaking in nature; or have substantial implications for the conduct of the organisation’s business (eg hospital purchaser provider agreements, Australian Defence Force Health Service Contract). Includes significant joint venture agreements and Memoranda of Understanding;
- master versions of MPL publications produced to support the core business;
- final versions of speeches presented by the MPL head, members of the Board or senior MPL staff; and
- final versions of unpublished proceedings, reports, presentations and papers from conferences, seminars and workshops hosted by MPL.
The following records identified for retention as national archives in General Records Authorities:
- AFDA Express (2010), as per classes 20257, 20271, 20318, 20329, 20340, 20343, 20439, 20444, 20449 and 61224;
- General Records Authority No 27: Governing Bodies 2010/001828807, as per class 21579;
- General Records Authority No 28: Grant Management 2010/00389422, as per class 21867; and
- General Records Authority No 34: Establishing & winding up entities & companies 2014/00444390, as per class 61651.
NOTE: refer to facilitative copy of General Records Authority classes for a full description.
|Commonwealth to retain ownership. Retain as national archives.
Transfer custody to the National Archives of Australia. Also actionable by provision of good quality digital copies to the National Archives of Australia.
Access to be granted by agreement with the Commonwealth Department.
The following records regulated by Cabinet Handbook instructions:
- Cabinet documents; and
- notes made by agency officials attending Cabinet or Cabinet committee meetings other than official notetakers.
Employment records of all current and former MPL staff who were employed prior to 1 May 1998 (ie prior to MPL’s legal separation from the Health Insurance Commission). Includes employment records of ongoing/permanent and non-ongoing/temporary staff, SES employees and Heads of Agencies, kept in a consolidated format (as ‘Personal files’) or as separate records. Includes:
- letters of appointments/ promotions and conditions of engagement and acceptance letters;
- agreements with individual employees (eg Australian Workplace Agreements);
- details of assigned duties (initial/subsequent variations including higher duties);
- probation and increment reports;
- medical examinations and heath declarations;
- accident records;
- identity records (eg birth certificates, qualifications);
- declarations of any conflict of interest;
- official secrets declarations;
- investigations of misconduct where allegations are proved unfounded and the employee has requested the records be retained;
- details of long service leave, parental leave, military leave and leave without pay;
- details of redeployments, classification reductions;
- salary payments (pay history records) including superannuation deductions and agency contributions, recovery of overpayments, deductions to satisfy a judgment debt; and
- separation records.
The following Occupational Health and Safety (OH&S) and compensation records connected with current and former MPL staff who were employed prior to 1 May 1998 (ie prior to MPL’s legal separation from the Health Insurance Commission):
- Records of cases where a compensation claim has been submitted by an employee for personal injury, death, or loss or damage to personal property. Includes:
- accident reports (copies) and associated papers such as witness statements;
- correspondence and notes of meetings and conversations with the lead agency (currently Comcare) and claimant;
- appointment of a case manager or rehabilitation provider;
- return to work plans;
- progress reports;
- assessment reports;
- medical reports and certificates;
- claim reviews;
- appeal records (including reconsideration and appeals to Administrative Appeals Tribunal);
- agreements entered into by the parties; and
- legal records documenting any legal advice received and action taken in relation to the case.
- Records documenting potential employee exposure to hazardous substances, including asbestos, or records detailing that an employee was located at places identified as containing hazardous substances.
- Records documenting an OH&S inspection following a major accident. Includes accident records for death, serious personal injury, dangerous occurrences and incapacity to employees and members of the public, and related accident registers.
Commonwealth to retain ownership.
Transfer custody to Commonwealth Department.