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This is an abridged version of Records Authority 2007/00367755. A complete version is available for download: RA 2007/00367755 (PDF 479.51 KB).
Functions
Employment-related services
The function of providing assistance and employment-related services to government agencies and employees. Includes developing and promoting Australian public service employment policies and practices, and offering employment services such as external reviews of employment-related decisions made by an external organisation. Also includes handling external inquiries, reporting on disclosures made to the Public Service, Merit Protection and/or Parliamentary Commissioners and undertaking consultancy services.
For designing government-wide leadership, skills and training programs, use LEARNING AND DEVELOPMENT SERVICES.
For advice on the development of workplace diversity programs, use ORGANISATIONAL PERFORMANCE SERVICES.
For reporting on the Australian Public Service Values and Code of Conduct, use ORGANISATIONAL PERFORMANCE SERVICES.
For maintaining and using data held in organisational databases, use AFDA TECHNOLOGY & TELECOMMUNICATIONS.
For the production of the Australian Public Service Gazette, use AFDA PUBLICATION.
Advice
The activities associated with offering opinions by or to the organisation as to an action or judgement. Includes the process of advising.
| Class | Description of records | Disposal action |
|---|---|---|
| 17310 |
Records documenting the receipt and provision of important advice by the agency that leads to the formulation of public service-wide policy, or advice on issues that are controversial, attract media or parliamentary scrutiny or ministerial involvement. Includes:
|
Retain as national archives |
| 17311 | Working papers documenting the development of important advice by the agency that leads to the formulation of public service-wide policy, or advice on issues that are controversial, attract media or parliamentary scrutiny or require ministerial involvement. | Destroy when reference ceases |
| 17312 |
Records documenting the receipt and provision of less important advice by the agency that does not lead to the formulation of public service-wide policy, or advice on issues that are not controversial, attract media or parliamentary scrutiny or require ministerial involvement. Includes:
|
Destroy 10 years after action completed |
| 17313 | Working papers documenting the development of less important advice by the agency concerning less important issues. | Destroy 10 years after action completed |
| 17314 |
General administrative records documenting the provision of advice. Includes:
|
Destroy 5 years after action completed |
Agreements
The processes associated with the establishment, maintenance, review and negotiation of agreements.
| Class | Description of records | Disposal action |
|---|---|---|
| 17313 | Working papers documenting the development of less important advice by the agency concerning less important issues. | Destroy 10 years after action completed |
| 17314 |
General administrative records documenting the provision of advice. Includes:
|
Destroy 5 years after action completed |
Authorisation
The process of delegating power to authorise an action and the seeking and granting permission to undertake a requested action.
| Class | Description of records | Disposal action |
|---|---|---|
| 17317 | Authorisations for administrative actions relating to employment-related services. | Destroy 7 years after action completed |
| 17318 | Delegations of power to agency staff to authorise administrative action in support of employment-related services (eg delegation by the Australian Public Service Commissioner to authorise an officer of the agency to inquire into reports submitted to the Commissioner). | Destroy 10 years after delegation is superseded |
| 17319 | Authorisations to Agency Heads to delegate his or her powers or functions to an outsider. Includes requests to and consents from the Australian Public Service Commissioner. | Destroy 10 years after action completed |
Commissioner inquiries
The activities associated with inquiring and reporting on disclosures, reports etc made to the Public Service, Merit Protection, and/or Parliamentary Commissioners (or to a person authorised by the Commissioner). Includes whistle blowing disclosures, and complaints alleging breaches of the Australian Public Service Code of Conduct.
For providing formal statements or findings of the results of an examination or investigation other than disclosures or alleged breaches of the Australian Public Service Code of Conduct, use EMPLOYMENT-RELATED SERVICES – Reporting.
For records documenting litigation matters where legal precedents are set, use AFDA LEGAL SERVICES – Litigation.
| Class | Description of records | Disposal action |
|---|---|---|
| 17320 |
Records and working papers documenting investigations conducted by the agency into alleged breaches of the Australian Public Service Code of Conduct reported by an employee (whistleblower) of the Australian Public Service that involves no further action. Includes:
|
Destroy 5 years after action completed |
| 17321 |
Records and working papers documenting investigations conducted by the agency into alleged breaches of the Australian Public Service Code of Conduct reported by a Australian Public Service employee (whistleblower) that results in further action such as legal action. Includes:
|
Destroy 10 years after action completed |
| 17322 |
Records and working papers documenting investigations conducted by the agency into alleged breaches of the Australian Public Service Code of Conduct referred to the agency by an Australian Government Agency Head that involves no further action. Includes:
|
Destroy 5 years after action completed |
| 17323 |
Records and working papers relating to investigations conducted by the agency into alleged breaches of the Australian Public Service Code of Conduct referred to the agency by an Australian Government Agency Head that result in further action such as legal action. Includes:
|
Destroy 10 years after action completed |
| 17324 |
Records and working papers documenting the investigations conducted by the agency into alleged breaches of the Australian Parliamentary Service Code of Conduct by a parliamentary service employee that involves no further action. Includes:
|
Destroy 5 years after action completed |
| 17325 |
Records and working papers documenting the investigations conducted by the agency into alleged breaches of the Australian Parliamentary Service Code of Conduct by a parliamentary service employee that result in further action such as legal action. Includes:
|
Destroy 10 years after action completed |
| 17326 |
Records and working papers documenting investigations conducted by the agency into alleged breaches of the Australian Public Service Code of Conduct by an Australian Government Agency Head that involves no further action. Includes:
|
Destroy 5 years after action completed |
| 17327 |
Records and working papers documenting investigations conducted by the agency into alleged breaches of the Australian Public Service Code of Conduct by an Australian Government Agency Head that result in further action such as legal action. Includes:
|
Destroy 10 years after action completed |
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 forums and the meetings of individuals and groups that are not considered a committee, use EMPLOYMENT-RELATED SERVICES – Meetings.
| Class | Description of records | Disposal action |
|---|---|---|
| 17328 |
Records of internal committees formed to consider specific matters in support of the employment-related services function. Includes:
|
Destroy 10 years after action completed |
| 17329 |
Records of external or inter-agency committees formed to consider public service-wide employment-related matters where the agency is a member. Includes:
|
Destroy 5 years after action completed |
| 17330 |
Working papers documenting the administrative arrangements of all committees. Includes:
|
Destroy 2 years after action completed |
| 19102 |
Records of recruitment selection committees on behalf of Australian Public Service agencies (such as Independent Selection Advisory Committees). Includes:
|
Destroy 2 years after action completed |
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.
| Class | Description of records | Disposal action |
|---|---|---|
| 17331 |
Records documenting arrangements for agency conferences. Includes:
|
Destroy 3 years after action completed |
| 17332 |
Records documenting the assessment of conduct of conferences arranged by the agency. Includes:
|
Destroy 3 years after action completed |
| 17333 | Agency participants' reports on conferences arranged by other organisations. | Destroy 3 years after action completed |
| 17334 |
Records documenting the attendance of staff at conferences arranged by other organisations. Includes:
|
Destroy when reference ceases |
| 17335 | Master copies of unpublished proceedings, reports, speeches and papers from conferences arranged by the agency. Includes presentations by agency staff. | Destroy 5 years after last action |
| 17336 | Copies of unpublished conference proceedings and official reports received at conferences arranged by other organisations. | Destroy when reference ceases |
| 17337 | Copies of published proceedings, reports, speeches and papers from conferences arranged by the agency. | Destroy when reference ceases |
| 17338 | Copies of published proceedings, reports, speeches and papers from conferences arranged by other organisations. | Destroy when reference ceases |
Consultancy Services
The activities involved in responding to external requests for consultancy services for which remuneration is paid to the organisation. Includes providing policy and legislative expertise.
| Class | Description of records | Disposal action |
|---|---|---|
| 17339 |
Records documenting the provision of consultancy services by the agency to external organisations. Includes:
|
Destroy 7 years after the completion or other termination of the contract |
| 17340 | Working papers developed to support the provision of consultancy services. | Destroy 3 years after the completion or other termination of the contract |
Enquiries
The activities associated with handling requests for information about the organisation and its services by the general public, agency employees or another organisation.
| Class | Description of records | Disposal action |
|---|---|---|
| 17341 | Records documenting the handling of public enquiries about the agency and its programs, products and services in support of employment-related services function. | Destroy 5 years after action completed |
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.
For re-evaluating processes after implementation and ongoing monitoring, use EMPLOYMENT RELATED SERVICES – Reviewing.
| Class | Description of records | Disposal action |
|---|---|---|
| 17342 | Records documenting the evaluation of potential or existing programs and services supporting the employment-related services function. | Destroy 5 years after action completed |
| 17343 | Records and working papers documenting the evaluation and ongoing monitoring of employment-related programs and services. Includes monitoring people applying for Senior Executive Service employment and their suitability. | Destroy 5 years after action completed |
Meetings
The activities associated with ad-hoc 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.
For meetings of committees and task forces, use EMPLOYMENT-RELATED SERVICES - Committees.
| Class | Description of records | Disposal action |
|---|---|---|
| 17344 | Final version of minutes and supporting documents tabled at meetings held in support of the employment-related services function. | Destroy 3 years after action completed |
| 17345 |
Working papers documenting the conduct and administration of all meetings held to support the employment-related services function. Includes:
|
Destroy when reference ceases |
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.
| Class | Description of records | Disposal action |
|---|---|---|
| 17346 |
Records documenting the development and establishment of agency policies in support of the employment-related services function. Includes:
[For the development of public service-wide employment related policies, use EMPLOYMENT-RELATED SERVICES – Service-wide Policy.] |
Destroy 5 years after promulgation of the new policy |
| 17347 | Working papers and records documenting comments made on the development of policies. |
Destroy 3 years after promulgation of new policy |
| 17348 | Copies of policy documents and supporting papers. | Destroy when reference ceases |
Procedures
Standard methods of operating laid down by an organisation according to formulated policy.
| Class | Description of records | Disposal action |
|---|---|---|
| 17349 | Master set of agency manuals, handbooks, directives etc detailing procedures in support of the employment-related services function. | Destroy when procedures are superseded |
| 17350 | Records documenting the development of procedures in support of the agency’s employment-related services function. | Destroy 1 year after production of procedures |
| 17351 | Copies of procedural manuals, handbooks, directives etc. | Destroy when reference ceases |
Reporting
The processes associated with initiating or providing a formal response to a situation or request (either internal or external or as a requirement of corporate policies), and with providing formal statements or findings of the results of the examination or investigation. Includes agenda, briefing, business, discussion papers, proposals, reports, reviews and returns.
For providing a formal response to disclosures etc, and complaints alleging breaches of the Australian Public Service Code of Conduct, use EMPLOYMENT-RELATED SERVICES – Commissioner Inquiries.
| Class | Description of records | Disposal action |
|---|---|---|
| 17352 | Final version of internal reports on Senior Executive Service employees in relation to employment-related trends such as promotion, engagement, workforce and succession planning and movements. |
Retain as national archives |
| 17353 | Working papers documenting the development of internal reports on Senior Executive Service employees in relation to employment-related demographics. | Destroy 3 years after action completed |
| 17354 |
Final version of periodic internal reports on general administrative matters used to monitor and document recurring activities in support of the employment-related services function. Includes:
|
Destroy 7 years after action completed |
| 17355 | Responses to requests for comments on reports of external agencies relating to the agency’s employment-related services function. | Destroy 7 years after action completed |
| 17356 |
Responses to surveys carried out to support the employment related services function. Includes the collection and reporting of statistical information. [For the final version of the State of Service report, use ORGANISATIONAL PERFORMANCE SERVICES – Reporting.] |
Destroy 3 years after action completed |
| 17357 |
Working papers documenting the development of periodic internal reports on general administrative matters used to monitor and document recurring activities in support of the employment-related services function. Includes:
|
Destroy 2 years after action completed |
| 17358 | Copies of reports. | Destroy when reference ceases |
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 the business activities of the organisation in general. Includes following up enquiries relating to organisational programs, projects, working papers, literature searches etc.
| Class | Description of records | Disposal action |
|---|---|---|
| 17359 | Records documenting research carried out in support of the employment-related services function. | Destroy 3 years after research is completed |
Reviewing
The activities involved in re-evaluating or re-examining products, processes, procedures, standards and systems. Includes recommendations and advice resulting from these activities.
| Class | Disposal of records | Disposal action |
|---|---|---|
| 17360 | Records documenting reviews of agency programs and services. Includes documents establishing the review, final report and action plan. | Destroy 10 years after action completed |
| 17361 | Working papers developed in support of reviews of agency programs and services. | Destroy 1 year after action completed |
Reviews (Decsisions)
The activities involved in the processes of reviewing actions both by an agency, or an external body. Includes review of promotion decisions.
| Class | Description of records | Disposal action |
|---|---|---|
| 17362 |
Records and working papers documenting reviews of promotion decisions made by agencies that have been overturned. Includes:
|
Destroy 6 years after action completed |
| 17363 |
Records and working papers documenting the review of a promotion decision made by an agency that have not been overturned. Includes:
|
Destroy 3 years after action completed |
Service-wide Policy
The activities associated with developing, consulting and establishing directions and precedents which act as a reference for future public service-wide decision making.
| Class | Description of records | Disposal action |
|---|---|---|
| 17364 |
Records documenting the development and establishment of employment-related public service-wide policies. Includes:
|
Retain as national archives |
| 17365 | Records documenting comments made on the development of public service-wide employment-related policies. | Destroy 3 years after promulgation of new policy |
| 17366 | Working papers documenting the development of public service-wide employment-related policies. | Destroy 3 years after promulgation of new policy |
| 17367 |
Copies of public service-wide employment-related policy documents and supporting papers. [For the establishment of internal policies in support of the employment-related services function, use EMPLOYMENTRELATED SERVICES – Policy.] |
Destroy when reference ceases |
Learning and development services
The function of providing learning and development services to government agencies and employees. Includes strengthening all aspects of leadership capability in the Australian Public Service by developing, evaluating and delivering leadership programs. Also includes providing consultancy services, customised training and skills development programs.
For the production of learning and development materials, use AFDA PUBLICATION.
For Senior Executive Service employment matters, use EMPLOYMENT-RELATED SERVICES.
Addresses (presentations)
The activity of giving addresses for training, professional, community relations or sales purposes. Includes speeches and multi-media presentations.
For the publication of addresses, use AFDA PUBLICATION.
| Class | Description of records | Disposal action |
|---|---|---|
| 17369 |
Final versions of addresses presented to government agencies and agency staff for training purposes. [For the administration of training services to other agencies, use LEARNING AND DEVELOPMENT SERVICES – Training Services.] |
Destroy 3 years after action completed |
| 17370 | Final versions of addresses presented to government agencies and agency staff in support of the learning and development services function. | Destroy 3 years after action completed |
| 17371 | Working papers documenting the development of all addresses, including drafts. | Destroy after action completed |
Advice
The activities associated with offering opinions by or to the organisation as to an action or judgement. Includes the process of advising.
| Class | Description of records | Disposal action |
|---|---|---|
| 17373 |
Records documenting the receipt and provision of advice regarding public service-wide leadership, learning and development services. Includes:
|
Destroy 5 years after action completed |
| 17374 | Working papers documenting the development of advice provided by the agency. | Destroy 2 years after action completed |
Agreements
The processes associated with the establishment, maintenance, review and negotiation of agreements.
| Class | Description of records | Disposal action |
|---|---|---|
| 17375 | Final versions of agreements and contracts with external service providers. | Destroy 7 years after agreement expires or is superseded |
| 17376 |
Records documenting negotiations establishment, maintenance and review of agreements. [For agreements relating to joint ventures, use LEARNING AND DEVELOPMENT SERVICES – Joint Ventures.] |
Destroy 7 years after agreement expires or is superseded |
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 forums and the meetings of individuals and groups that are not considered a committee, use EMPLOYMENT-RELATED SERVICES – Meetings.
| Class | Description of records | Disposal action |
|---|---|---|
| 17377 |
Records of internal committees formed to consider specific matters in support of the learning and development services function. Includes: documents establishing the committee
|
Destroy 10 years after action completed |
| 17378 |
Records of external or inter-agency committees formed to consider public service-wide learning and development matters where the agency is a member. Includes:
|
Destroy 5 years after action completed |
| 17379 |
Working papers documenting the administrative arrangements of all committees. Includes:
|
Destroy 2 years after action completed |
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 addresses given at a conference, use LEARNING AND DEVELOPMENT SERVICES – Addresses (presentations).
| Class | Description of records | Disposal action |
|---|---|---|
| 17380 |
Records documenting arrangements for agency conferences, seminars etc. Includes:
[For financial management of conference arrangements, use FINANCIAL MANAGEMENT – Accounting.] |
Destroy 3 years after action completed |
| 17381 |
Reports assessing the conduct of conferences arranged by the agency. Includes:
|
Destroy 3 years after action completed |
| 17382 |
Copies of unpublished proceedings, reports, speeches and papers from conferences arranged by the agency. [For speeches and presentations by agency staff at conferences, use LEARNING AND DEVELOPMENT - Addresses (presentations).] |
Destroy 5 years after action completed |
| 17383 |
Records documenting the attendance of agency staff at conferences arranged by other organisations. Includes:
|
Destroy when reference ceases |
| 17384 | Copies of published conference proceedings and official reports received at conferences arranged by other organisations. | Destroy when reference ceases |
| 17385 | Agency participants' reports on conferences arranged by other organisations. | Destroy 3 years after action completed |
Consultancy Services
The activities involved in responding to external requests for consultancy services for which remuneration is paid to the organisation. Includes providing policy and legislative expertise.
For providing (in-house) customised training services to agencies, use LEARNING AND DEVELOPMENT SERVICES – Training Services.
| Class | Description of records | Disposal action |
|---|---|---|
| 17498 |
Records documenting the provision of consultancy services by the agency to external organisations. Includes:
|
Destroy 7 years after the completion or other termination of contract |
| 17499 | Working papers and material developed to support the service provision. | Destroy when reference ceases |
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.
| Class | Description of records | Disposal action |
|---|---|---|
| 17500 |
Records documenting contract management relating to the learning and development services function. Includes:
|
Destroy 7 years after completion or other termination of contract |
Enquiries
The activities associated with handling requests for information about the organisation and its services by the general public, agency employees or another organisation.
| Class | Description of records | Disposal action |
|---|---|---|
| 17501 | Records documenting responses given to enquiries regarding the agency’s learning and development services, products and programs. | Destroy 3 years after action completed |
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.
For re-evaluating processes after implementation and monitoring, use LEARNING AND DEVELOPMENT SERVICES – Reviewing.
| Class | Description of records | Disposal action |
|---|---|---|
| 17502 | Records documenting the evaluation of the agency’s leadership, learning and development programs, skills development, training course content and administration of learning and development services. Includes final version of report. | Destroy 5 years after action completed |
| 17503 | Records documenting the ongoing monitoring of the agency’s learning and development services. | Destroy 3 years after action completed |
| 17504 |
Working papers developed in support of evaluating the agency’s leadership, learning and development programs, courses and training materials. Includes:
|
Destroy when reference ceases |
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.
| Class | Description of records | Disposal action |
|---|---|---|
| 17505 |
Records documenting joint ventures between the agency and government and/or non-government organisations. Includes:
|
Destroy 7 years after action completed |
Liaison
The activities associated with maintaining regular general contact between the organisation and professional organisations, professionals in related fields, other private sector organisations and community groups. Includes sharing of informal advice and discussions, memberships of professional associations and collaborating on projects that are not joint ventures.
| Class | Description of records | Disposal action |
|---|---|---|
| 17506 |
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. [For subscriptions to publications or professional bodies where the subscriber does not have to be a member of an organisation, use AFDA INFORMATION MANAGEMENT – Acquisition.] |
Destroy 3 years after action completed |
Meetings
The activities associated with ad-hoc 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.
For meetings of committees and task forces, use LEARNING AND DEVELOPMENT SERVICES – Committees.
| Class | Description of records | Disposal action |
|---|---|---|
| 17507 |
Final version of minutes and papers tabled at meetings held in support of the learning and development services function. |
Destroy 3 years after action completed |
| 17508 |
Working papers documenting the conduct and administration of meetings in support of the learning and development services function. Includes:
|
Destroy when reference ceases |
Planning
The process of formulating ways in which objectives can be achieved. Includes the determination of services, needs and solutions to those needs.
| Class | Description of records | Disposal action |
|---|---|---|
| 17509 |
Final versions of leadership, learning and development services plans. |
Destroy 3 years after plan is superseded |
| 17510 |
Working papers created in the development of all leadership, learning and development plans. Includes draft plans, working reports and internal agency comments. |
Destroy 1 year after adoption of final plan |
| 17511 | Copies of learning and development services plans. | Destroy when reference ceases |
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.
| Class | Description of records | Disposal action |
|---|---|---|
| 17512 |
Records documenting the development and establishment of agency policies in support of the learning and development services function that are not wide-ranging, or are not controversial or do not have far reaching consequences. |
Destroy 5 years after promulgation of the new policy |
| 17513 |
Working papers and records documenting comments made on the development of policies in support of the learning and development services function. |
Destroy 2 years after promulgation of new policy |
| 17514 | Copies of policy documents and supporting papers. | Destroy when reference ceases |
| 18685 | Records documenting the development and establishment of public service-wide policy for learning and development services that are wide-ranging, or controversial, or have far reaching consequences. | Retain as national archives |
Procedures
Standard methods of operating laid down by an organisation according to formulated policy.
| Class | Description of records | Disposal action |
|---|---|---|
| 17515 |
Master set of agency manuals, handbooks and directives, detailing procedures supporting the learning and development services function. |
Destroy when procedures are superseded |
| 17516 |
Records documenting the development of agency procedures in support of the learning and development services function. |
Destroy 1 year after production of procedures |
| 17517 | Copies of manuals, handbooks, directives etc. | Destroy when reference ceases |
Reporting
The processes associated with initiating or providing a formal response to a situation or request (either internal or external or as a requirement of corporate policies), and with providing formal statements or findings of the results of the examination or investigation. Includes agenda, briefing, business, discussion papers, proposals, reports, reviews and returns.
| Class | Description of records | Disposal action |
|---|---|---|
| 17518 |
Final version of formal reports developed and prepared in support of service-wide leadership, learning and development. |
Retain as national archives |
| 17519 |
Working papers documenting the development of formal internal reports and reports made to external agencies in support of leadership, learning and development. |
Destroy when reference ceases |
| 17520 |
Records of periodic internal reports on general administrative matters used to monitor and document recurring activities in support of learning and development services. Includes:
|
Destroy 7 years after action completed |
| 17521 | Working papers documenting the development of periodic internal reports on general administrative matters used to monitor and document recurring activities in support of learning and development services. Includes work progress reports and unit level reporting. | Destroy 2 years after action completed |
| 17522 | Responses to request for comments on reports of external agencies relating to leadership, learning and development. | Destroy 2 years after action completed |
| 17523 | Copies of learning and development services reports. | Destroy when reference ceases |
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 the business activities of the organisation in general. Includes following up enquiries relating to organisational programs, projects, working papers, literature searches etc.
| Class | Description of records | Disposal action |
|---|---|---|
| 17524 |
Records documenting significant detailed research such as research carried out in support of key leadership, learning and development policy and program initiatives impacting on whole-of-government. |
Destroy 7 years after action completed |
| 17525 |
Records documenting less significant or routine research such as research carried out in support of leadership, learning and development program initiatives with little or no impact on whole-of-government. |
Destroy 1 years after action completed |
Reviewing
The activities involved in re-evaluating or re-examining products, processes, procedures, standards and systems. Includes recommendations and advice resulting from these activities.
| Class | Description of records | Disposal action |
|---|---|---|
| 17526 |
Records documenting reviews of leadership, learning and development agency programs, products and services.
|
Destroy 10 years after action completed |
| 17527 | Working papers documenting reviews of leadership, learning and development agency programs, products and services. | Destroy 3 years after action completed |
Standards
The process of implementing industry or organisational benchmarks for services and processes to enhance the quality and efficiency of the organisation.
| Class | Description of records | Disposal action |
|---|---|---|
| 17528 |
Records documenting the implementation of industry standards to support the learning and development services function. |
Destroy 7 years after action completed |
| 17529 | Working papers documenting the implementation of industry standards to support the learning and development services function. | Destroy 3 years after action completed |
Tendering
The activities involved in receiving and assessing tenders, of making offers and finalising contract arrangements for the supply, sale or purchase of goods and services.
| Class | Description of records | Disposal action |
|---|---|---|
| 17530 |
Records documenting the development and issue of tender documentation. Includes:
|
Destroy 7 years after tender process completed |
| 17531 |
Assessment of tenders against selection criteria. Includes:
|
Destroy 7 years after tender process completed |
| 17532 |
Records of unsuccessful tenders or a tender process where there has been no suitable bidder, or where the tender process has been discontinued. Includes:
|
Destroy 3 years after tender process completed or decision made not to continue with the tender process |
| 17533 | Signed contracts under seal prior to 15 November 2005 resulting from tenders and supporting records: Western Australia. Includes successful tender documentation. | Destroy 21 years after completion or other termination of contract |
| 17534 | Signed contracts under seal resulting from tenders and supporting records: Victoria and South Australia. | Destroy 15 years after completion or other termination of contract |
| 17535 | Signed contracts under seal resulting from tenders and supporting records: New South Wales, Western Australia (from 15 November 2005), Queensland, Tasmania, Australian Capital Territory, and Northern Territory. Includes successful tender documentation. | Destroy 12 years after completion or other termination of contract |
| 17536 | Signed simple contracts and agreements resulting from tenders and supporting records. | Destroy 7 years after completion or other termination of contract |
| 17537 | Records documenting post-offer negotiations and due diligence checks. | Destroy 7 years after tender process completed |
| 17538 | Contract register. | Destroy 7 years after last entry |
| 17539 | Tender register. | Destroy 7 years after last entry |
Training Services
The activities associated with all aspects of providing training to external organisations. Includes designing, developing and implementing customised training programs.
For the provision of consultancy services for which remuneration is paid to the organisation, use LEARNING AND DEVELOPMENT SERVICES – Consultancy Services.
| Class | Description of records | Disposal action |
|---|---|---|
| 17540 |
Master set of training documentation including courses conducted by service providers on behalf of the agency.
|
Destroy 4 years after action completed |
| 17541 |
Working papers documenting the development and implementation of customised training programs and products.
|
Destroy when reference ceases |
Organisational performance services
The function of providing organisational performance services to Australian Public Service agencies, evaluating the extent to which agencies incorporate and uphold the Australian Public Service Values, and the adequacy of systems and procedures in agencies for ensuring compliance with the Code of Conduct. Includes facilitating continuous improvement in people management throughout the Australian Public Service and reporting on the performance and management of the Australian Public Service Values and Code of Conduct. Also includes providing advice and assistance on public service matters to agencies on request, as well as advice on policy and legislative issues affecting agencies, such as workplace diversity, workforce planning, human resources capability and governance.
For promoting the Australian Public Service Values and the Australian Public Service Code of Conduct through awareness raising training, use LEARNING AND DEVELOPMENT SERVICES.
For Senior Executive Service employment matters, use EMPLOYMENT-RELATED SERVICES.
For reporting on inquiries regarding the Australian Public Service Code of Conduct breaches and whistle blowing disclosures, use EMPLOYMENT-RELATED SERVICES.
For reviewing Service-wide promotion decisions, use EMPLOYMENT-RELATED SERVICES.
For formulating, reviewing and amending legislation which provides the legislative basis for the organisation, use AFDA STRATEGIC MANAGEMENT.
Advice
The activities associated with offering opinions by or to the organisation as to an action or judgement. Includes the process of advising.
| Class | Description of records | Disposal action |
|---|---|---|
| 17542 |
Records documenting the receipt and provision of important advice by the agency that leads to the formulation of public service-wide policy, or advice on issues that are controversial, attract media or parliamentary scrutiny or ministerial involvement.
|
Retain as national archives |
| 17543 |
Working papers documenting the development of important advice by the agency that leads to the formulation of public service-wide policy, or advice on issues that are controversial, attract media or parliamentary scrutiny or require ministerial involvement. |
Destroy when reference ceases |
| 17544 |
Records documenting the receipt and provision of less important advice by the agency that does not lead to the formulation of public service-wide policy, or advice on issues that are not controversial, attract media or parliamentary scrutiny or require ministerial involvement.
|
Destroy 5 years after action completed |
| 17545 | Working papers documenting the development of less important advice by the agency concerning less important issues. | Destroy 5 years after action completed |
| 17546 |
General administrative records documenting the provision of advice.
|
Destroy 2 years after action completed |
Agreements
The processes associated with the establishment, maintenance, review and negotiation of agreements.
| Class | Description of records | Disposal action |
|---|---|---|
| 17547 |
Final version of agreements with external service providers. |
Destroy 7 years after agreement expires or is superseded |
| 17548 |
Records documenting negotiations, establishment, maintenance and review of agreements. |
Destroy 7 years after agreement expires or is superseded |
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 forums and the meetings of individuals and groups that are not considered a committee, use ORGANISATIONAL PERFORMANCE SERVICES – Meetings.
| Class | Description of records | Disposal action |
|---|---|---|
| 17549 |
Records of internal agency committees formed to consider specific matters in the performance and management of the public service. Includes:
|
Destroy 10 years after action completed |
| 17550 |
Records of external or inter-agency committees formed to consider public service-wide performance and management matters where the agency is a member.
|
Destroy 5 years after action completed |
| 17551 |
Working papers documenting the administrative arrangements made for the conduct of all committees.
|
Destroy 2 years after action completed |
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 addresses given at a conference use, AFDA COMMUNITY RELATIONS – Addresses (presentations).
| Class | Description of records | Disposal action |
|---|---|---|
| 17552 |
Records documenting arrangements for agency conferences, seminars etc.
[For financial management of conference arrangements, use AFDA FINANCIAL MANAGEMENT – Accounting.] |
Destroy 3 years after action completed |
| 17553 |
Reports assessing the conduct of conferences arranged by the agency.
|
Destroy 3 years after action completed |
| 17554 |
Copies of unpublished proceedings, reports, speeches and papers from conferences arranged by the agency. |
Destroy 5 years after action completed |
| 17555 |
Records documenting the attendance of agency staff at conferences arranged by other organisations.
|
Destroy when reference ceases |
| 17556 | Copies of published proceedings and official reports received at conferences arranged by other organisations. | Destroy when reference ceases |
| 17557 | Agency participant’s reports on conferences arranged by other organisations. | Destroy 3 years after action completed |
Consultancy Services
The activities involved in responding to external requests for consultancy services for which remuneration is paid to the organisation. Includes providing policy and legislative expertise.
For training not relating directly to organisational performance matters, use LEARNING AND DEVELOPMENT – Training Services.
For policy and legislative expertise relating to employment matters use, EMPLOYMENT-RELATED SERVICES – Consultancy Services.
| Class | Description of records | Disposal action |
|---|---|---|
| 17558 |
Records documenting the provision of consultancy services by the agency to external organisations, in relation to the organisational performance services function.
|
Destroy 7 years after the completion or other termination of contract |
Enquiries
The activities associated with handling requests for information about the organisation and its services by the general public, agency employees or another organisation.
| Class | Description of records | Disposal action |
|---|---|---|
| 17559 |
Records documenting the handling of public enquiries about the agency and its programs, products and services in support of public service performance and management aspects. |
Destroy 2 years after action completed |
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.
For evaluation carried out specifically for the State of the Service Report, use ORGANISATIONAL PERFORMANCE SERVICES – Reporting.
| Class | Description of records | Disposal action |
|---|---|---|
| 17560 |
Records documenting evaluation of public service-wide policies, programs and practices for ensuring compliance with codes of conduct and values statements (such as the Australian Public Service Code of Conduct and the Australian Public Service Values). |
Retain as national archives |
| 17561 | Working papers developed in support of evaluating public service-wide policies, programs and practices for ensuring compliance with codes of conduct and values statements (such as the Australian Public Service Code of Conduct and the Australian Public Service Values). | Destroy when reference ceases |
| 17562 | Records documenting ongoing monitoring of agency systems and procedures for ensuring compliance with codes of conduct and values statements (such as the Australian Public Service Code of Conduct and the Australian Public Service Values). | Destroy 10 years after action completed |
| 17563 | Records documenting evaluation of agency programs, systems and services that establish performance and management frameworks and directions for the public service. Includes working papers. | Destroy 10 years after action completed |
Liaison
The activities associated with maintaining regular general contact between the organisation and professional organisations, professionals in related fields, other private sector organisations and community groups. Includes sharing of informal advice and discussions, memberships of professional associations and collaborating on projects that are not joint ventures.
| Class | Description of records | Disposal action |
|---|---|---|
| 17564 |
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. [For subscriptions to publications or professional bodies where the subscriber does not have to be a member of an organisation, use AFDA INFORMATION-MANAGEMENT Acquisition.] |
Destroy 3 years after action completed |
Meetings
The activities associated with ad-hoc 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.
For meetings of committees and task forces, use ORGANISATIONAL PERFORMANCE SERVICES – Committees.
| Class | Description of records | Disposal action |
|---|---|---|
| 17565 |
Final versions of minutes of meetings and supporting documents tabled at meetings held in support of the organisational performance services function. |
Destroy 3 years after action completed |
| 17566 |
Working papers documenting the conduct and administration of all meetings held to support the organisational performance services function.
|
Destroy when reference ceases |
Planning
The process of formulating ways in which objectives can be achieved. Includes the determination of services, needs and solutions to those needs.
| Class | Description of records | Disposal action |
|---|---|---|
| 17567 |
Final versions of significant plans that support key government initiatives such as plans that impact on the public service-wide or cross portfolio administration. |
Destroy 20 years after plan is superseded |
| 17568 |
Final version of other, less significant plans that support key government initiatives such as plans that have little or no impact on the public service-wide or cross portfolio administration. |
Destroy 6 years after plan is superseded |
| 17569 |
Working papers created in the development of all plans supporting the organisational performance services function.
|
Destroy 6 years after action completed |
| 17570 | Copies of organisational performance services plans. | Destroy when reference ceases |
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.
| Class | Description of records | Disposal action |
|---|---|---|
| 17571 |
Records documenting the development and establishment of agency policies in support of the organisational performance services function. [For establishing public service-wide organisational performance service policy directions, use ORGANISATIONAL PERFORMANCE SERVICES – Servicewide Policy.] |
Destroy 5 years after promulgation of the new policy |
| 17572 |
Working papers and records documenting comments made on the development of organisational performance policies. [For establishing public service-wide organisational performance service policy directions, use ORGANISATIONAL PERFORMANCE SERVICES – Servicewide Policy.] |
Destroy 2 years after promulgation of new policy |
| 17573 |
Copies of agency organisational performance services policy documents and supporting papers. [For establishing public service-wide organisational performance service policy directions, use ORGANISATIONAL PERFORMANCE SERVICES – Servicewide Policy.] |
Destroy when reference ceases |
Procedures
Standard methods of operating laid down by an organisation according to formulated policy.
| Class | Description of records | Disposal action |
|---|---|---|
| 17574 |
Master set of agency manuals, handbooks, directives etc detailing procedures in support of the organisational performance services function. |
Destroy when procedures are superseded |
| 17575 |
Records documenting the development of procedures in support of the organisational performance services function. |
Destroy 1 year after production of procedures |
| 17576 |
Copies of procedural manuals, handbooks, directives etc. |
Destroy when reference ceases |
Reporting
The processes associated with initiating or providing a formal response to a situation or request (either internal or external or as a requirement of corporate policies), and with providing formal statements or findings of the results of the examination or investigation. Includes agenda, briefing, business, discussion papers, proposals, reports, reviews and returns.
| Class | Description of records | Disposal action |
|---|---|---|
| 17577 |
Final version of unpublished annual reports of the state of the Australian Public Service. Includes companion volumes and statistics collated from annual surveys of government agencies. |
Retain as national archives |
| 17578 |
Final version of formal internal reports and reports made to external agencies relating to the performance and management of the public service. Includes reports on Senior Executive Service issues and public service demographic trends. |
Retain as national archives |
| 17579 |
Working papers documenting the development of formal internal reports and reports made to external agencies relating to the performance and management of the public service. |
Destroy when reference ceases |
| 17580 |
Final version of internal reports on general administrative matters used to monitor and document recurring activities in support of the organisational performance services function.
|
Destroy 7 years after action completed |
| 17581 |
Working papers documenting the development of periodic internal reports on general administrative matters used to monitor and document recurring activities in support of the organisation performance services function. Includes:
|
Destroy 2 years after action completed |
| 17582 | Responses to requests for comments on reports of external agencies relating to the agency’s organisational performance services function. | Destroy 2 years after action completed |
| 17583 | Copies of organisational performance services reports. | Destroy when reference ceases |
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.
For representatives for inter-governmental forums and working parties not confined to organisational performance matters, use AFDA GOVERNMENT RELATIONS – Representatives.
| Class | Description of records | Disposal action |
|---|---|---|
| 17584 |
Records documenting the nomination, appointment, resignation and/or termination of staff members on intergovernment and non-government forums, working parties etc. |
Destroy 3 years after end of appointment |
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 the business activities of the organisation in general. Includes following up enquiries relating to organisational programs, projects, working papers, literature searches etc.
| Class | Description of records | Disposal action |
|---|---|---|
| 17585 |
Records documenting significant detailed research such as research carried out in support of key initiatives for public service-wide policy and programs. |
Destroy 7 years after action completed |
| 17586 | Records documenting less significant or routine research such as research carried out in support of organisational performance services initiatives with little or no impact on public service-wide policy and programs. | Destroy 1 year after action completed |
Reviewing
The activities involved in re-evaluating or re-examining products, processes, procedures, standards and systems. Includes recommendations and advice resulting from these activities.
| Class | Description of records | Disposal action |
|---|---|---|
| 17587 |
Records documenting reviews of codes of conduct and statements of values, including the Australian Public Service Code of Conduct and the Australian Public Service Values.
|
Retain as national archives |
| 17609 | Records developed in support of reviews of codes of conduct and statements of values, including the Australian Public Service Code of Conduct and the Australian Public Service Values. | Destroy when reference ceases |
| 17610 |
Records documenting the conduct of reviews of agency strategies, programs, products, systems etc that support the performance and management of the public service.
|
Destroy 10 years after action completed |
| 17611 | Working papers documenting the development of reviews and agency programs and operations supporting the organisational performance services function. |
Destroy when reference ceases |
| 18686 | Records documenting the conduct of joint, inter-departmental or public service-wide reviews with far reaching effects or of a controversial nature. Also includes previous core responsibility (prior to Public Service Reform Act 1984) of reviews of the organisational structure of Australian public service agencies that had far reaching effects or provoked controversy. | Retain as national archives |
| 18687 | Records documenting the conduct of joint or interdepartmental reviews without far reaching effects and without controversy. Also includes the previous core responsibility (prior to Public Service Reform Act 1984) of reviews of the organisational structure of Australian Public Service agencies without far reaching effects or without controversy. | Destroy 10 years after action completed |
| 18688 | Records documenting previous core responsibility (prior to Public Service Reform Act 1984) of the examination and response to establishment, organisation and staffing levels proposals (including variations) submitted by external government agencies for assessment. | Destroy 10 years after action completed |
Service-wide Policy
The activities associated with developing, consulting and establishing directions and precedents which act as a reference for future public service-wide decision making.
| Class | Description of records | Disposal action |
|---|---|---|
| 17612 |
Records documenting the development and establishment of public service-wide organisational performance service policies.
[For establishing agency policy in support of the organisational performance service function, use ORGANISATIONAL PERFORMANCE SERVICES – Policy.] |
Retain as national archives |
| 17613 |
Records documenting comments made on the development of public service-wide organisational performance service policies. [For establishing agency policy in support of the organisational performance service function, use ORGANISATIONAL PERFORMANCE SERVICES – Policy.] |
Destroy 3 years after promulgation of new policy |
| 17614 |
Working papers and records documenting development of public service-wide organisational performance service policies. [For establishing agency policy in support of the organisational performance service function, use ORGANISATIONAL PERFORMANCE SERVICES – Policy.] |
Destroy 3 years after promulgation of new policy |
| 17615 |
Copies of public service-wide organisational performance service policy documents and supporting papers. [For establishing agency policy in support of the organisational performance service function, use ORGANISATIONAL PERFORMANCE SERVICES – Policy.] |
Destroy when reference ceases |