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  1. Government Recordkeeping
  2. Rules
  3. Retention & Disposal Authorities
  4. General retention and disposal authorities
  5. Administrative records (GA28)
  6. Part 1 (GA28)
  7. FINANCIAL MANAGEMENT (GA28)
FINANCIAL MANAGEMENT (GA28)

TOC

The function of managing the organisation's financial resources. Includes establishing, operating and maintaining accounting system controls and procedures, financial planning, framing budgets and budget submissions, obtaining grants and managing funds in the form of allocations from the Consolidated Fund and revenue from charging, trading and investments. Also includes the monitoring and analysis of assets to assist the delivery of economic and social services to government, industry and the community.

See the organisation's functional retention and disposal authority for records relating to financial management if the organisation's main activities involve a financial management role, e.g. Treasury, superannuation fund management and administration.

ACCOUNTING

The process of collecting, recording, classifying, summarising and analysing information on financial transactions, and subsequently on the financial position and operating results of the organisation. Includes financial statements, and the implementation, maintenance, monitoring and auditing of the organisation’s accounting systems and internal controls.

See FINANCIAL MANAGEMENT - Asset register for registers of accountable books and forms.

See FINANCIAL MANAGEMENT - Financial statements for records relating to the preparation and review of financial statements and summaries.

See FINANCIAL MANAGEMENT - Policy for records relating to the organisation’s accounting policies.

See FINANCIAL MANAGEMENT - Reporting for records relating to reports regarding the management of the organisation’s finances.

See FLEET MANAGEMENT - Compliance for records relating to the calculation of fringe benefits tax (FBT) liabilities.

No Description of records Disposal action
7.1.1 Records documenting the organisation’s financial transactions. Includes revenue, expenditure, debt recovery and deposits.

Retain minimum of 7 years after end of financial year in which transaction was completed, then destroy
7.1.2 Records relating to the establishment and management of bank accounts. Includes the closure of accounts.

Retain minimum of 7 years after account closed, then destroy
7.1.3 Records relating to bonds or bank guarantees/securities.

Retain until matter completed, then return to applicant or bank
7.1.4 Records relating to the management of incidental benefits received by employees in the course of their official duties, e.g. frequent flyer points.

Retain minimum of 7 years after action completed, then destroy
7.1.5 Records relating to the assessment and payment of taxation. Includes income tax, fringe benefits tax (FBT), goods and services tax (GST), sales tax, payroll tax, fuel tax and pay as you go (PAYG) withholding. Records include:

  • tax assessments
  • business activity statements
  • tax invoices.

Note: If the records form the primary record of the organisation’s financial transactions they should be retained as per class 7.1.1 above.

Note: Organisations covered by the Corporations Act 2001 (Commonwealth) may be required to retain these records for a minimum of 7 years after end of financial year in which record was created.

Retain minimum of 5 years after end of financial year in which record was created, then destroy
7.1.6 Records relating to handling money and managing the organisation’s finances which are not the primary record of the organisation’s financial transactions.

Retain minimum of 2 years after end of financial year in which record was created, then destroy
7.1.7 Records relating to the organisation’s chart of accounts.

Retain until administrative or reference use ceases, then destroy
7.1.8

Records containing sensitive cardholder authentication data captured as part of an electronic financial transaction. Information may include, but is not limited to, card verification value (CAV2, CID, CVC2 or CVV2), full magnetic strip data, Personal Identification Number (PIN)/PIN Block.

Note: Management of these records should be in accordance with the Payment Card Industry - Data Security Standard (PCI-DSS).

 Retain until transaction completed, then destroy
7.1.9

Records containing cardholder data captured as part of an electronic financial transaction including information printed, processed, transmitted or stored in any form on a payment. Information may include, but is not limited to, Primary Account Number (PAN), cardholder name, expiry date, service code.

Note: Management of these records should be in accordance with the Payment Card Industry - Data Security Standard (PCI-DSS).

 Retain minimum of 3 months after last business, legal and/or regulatory action, then destroy

ACQUISITION

See the relevant function/ACQUISITION for records relating to gaining ownership or use of property and other items where there is no tendering or contracting-out process, e.g. use EQUIPMENT & STORES - ACQUISITION for records relating to gaining ownership or use of equipment and stores, e.g. use FLEET MANAGEMENT - ACQUISITION for records relating to the acquisition of vehicles, vehicle accessories, fuel and services.

See CONTRACTING-OUT for records relating to the acquisition of services through a contracting-out or outsourcing process.

See FINANCIAL MANAGEMENT - Accounting for records relating to financial transactions supporting acquisition activities.

See TENDERING for records relating to receiving and assessing tenders.

ADVICE

The activities associated with offering opinions by or to the organisation as to an action or judgement. Includes the process of advising.

See GOVERNMENT RELATIONS - Advice for records relating to the provision of advice to the portfolio Minister or other government organisations concerning substantive aspects of the organisation's policies and procedures, functions, obligations, legislation or liabilities.

See LEGAL SERVICES - Advice for records relating to legal advice furnished to the organisation by internal or external legal service providers.

No Description of records Disposal action
7.2.1 Records relating to the provision or receipt of detailed and significant financial advice to executive or senior management, the Minister or other NSW bodies regarding external financial and annual reporting requirements. Includes detailed and high level advice on the application of specific accounting standards and policies, financial or annual reporting legislation and accounting treatments.

Required as State archives
7.2.2 Records relating to advice received from organisations regarding new developments and issues warranting supplementary or new appropriation funding, including records of funding/enhancement bids etc.

Required as State archives
7.2.3 Records relating to advice regarding general financial management and accounting practices including financial advice concerning routine operational matters, e.g. wage cases, property matters.

Retain minimum of 10 years after action completed, then destroy

AGREEMENTS

The processes associated with the establishment, negotiation, maintenance and review of agreements.

See CONTRACTING-OUT for records relating to the acquisition of services through a contracting-out or outsourcing process.

See TENDERING for records relating to receiving and assessing tenders.

No Description of records Disposal action
7.3.1 Records relating to the establishment, negotiation, maintenance and review of agreements regarding management of the organisation's financial resources, e.g. credit card contracts. Records include:

  • correspondence and negotiations including minutes or notes of meetings with main stakeholders
  • drafts containing significant changes/alterations or formally circulated for comment
  • final, approved versions of agreements
  • reviews of agreements.

Note: In some cases the agreement may specify retention periods for records relating to the agreement or the fulfilment of conditions of the agreement. In these cases the 'expiry of the agreement' should be interpreted to include the fulfilment of these retention periods or conditions.

Retain minimum of 7 years after expiry or termination of agreement or minimum of 7 years after action completed, whichever is longer, then destroy

ALLOCATION

The process of assigning money to employees or organisational units.

No Description of records Disposal action
7.4.1 Records relating to the allocation of funds from Treasury and allocations within the organisation. Includes restrictions and variations to funding allocations.

Retain minimum of 10 years after action completed, then destroy

ASSET REGISTER

The activities involved in recording all assets owned by the organisation. Includes the date of purchase, depreciation expense, written down value as well as stocktaking and auditing notations.

Note: Assets include physical facilities such as land, buildings, factories, roads, schools and their infrastructure, and products of value such as plant, equipment, machinery, motor vehicles, tools, furniture, furnishings, office equipment, scientific apparatus, books and appliances which have useful lives of more than one year.

See the relevant function/activity for records relating to the acquisition, operation, maintenance and disposal of assets, e.g. use EQUIPMENT & STORES - ACQUISITION for records relating to the acquisition of equipment and stores, e.g. use FLEET MANAGEMENT - DISPOSAL for records relating to the disposal of vehicles, e.g. use PROPERTY MANAGEMENT - DISPOSAL for records relating to the disposal of property, e.g. use TECHNOLOGY & TELECOMMUNICATIONS - MAINTENANCE for records relating to the maintenance of technology and telecommunications equipment.

See EQUIPMENT & STORES - Acquisition for summary records created to facilitate the management of items owned by the organisation which have useful lives of less than 12 months (i.e. are not classified as assets).

See PROPERTY MANAGEMENT - Acquisition for summary records created to facilitate the management of property owned by the organisation, e.g. deed registers, property registers, land registers.

No Description of records Disposal action
7.5.1

Registers documenting the assets and/or accountable items in the possession of the organisation.

Note: With paper-based registers, retain minimum of 7 years after last item entered has been disposed of, then destroy. With electronic registers, retain minimum of 7 years after last update or amendment to an entry, or after data has become obsolete, then destroy.

Retain minimum of 7 years after asset is disposed of, then destroy

AUDIT

The activities associated with officially checking fiscal, quality assurance and operational records, systems or processes to confirm legislation, directions and regulations have been adhered to or that operations are carried out efficiently, economically and in compliance with requirements.

See PERSONNEL - Misconduct for records relating to action taken against individual employees if misuse or fraud is detected.

See STRATEGIC MANAGEMENT - Audit for records relating to audits which cross functions, examine core functions or measure organisational performance or compliance at a strategic level.

No Description of records Disposal action
7.6.1 Records relating to audits of the organisation's accounts or financial management records, systems and processes which:

  • identify serious misuse or wastage of public money
  • set a precedent, and/or
  • lead to a major change in policies.

Records include:

  • records of audit planning or liaison with auditing body
  • minutes or notes of meetings
  • notes taken at interviews
  • correspondence
  • draft versions of audit reports containing significant changes/alterations or formally circulated for comment
  • final, approved versions of audit reports
  • records of remedial action.

Required as State archives
7.6.2 Records relating to audits of the organisation's accounts or financial management records, systems and processes which do not:

  • identify serious misuse or wastage of public money
  • set a precedent, and/or
  • lead to a major change in policies.

Records include:

  • records of audit planning or liaison with auditing body
  • minutes or notes of meetings
  • notes taken at interviews
  • correspondence
  • draft versions of audit reports containing significant changes/alterations or formally circulated for comment
  • final, approved versions of audit reports
  • records of remedial action.

Retain minimum of 6 years after action completed, then destroy

AUTHORISATION

The process of seeking and granting permission to undertake a requested action.

See PERSONNEL - Authorisation for records relating to authorisations for employees to travel.

See STRATEGIC MANAGEMENT - Authorisation for records relating to delegations of authority.

No Description of records Disposal action
7.7.1 Records relating to approvals and authorisations for travel or reimbursement of expenses etc for personnel or others.

Retain minimum of 7 years after end of financial year in which record was created, then destroy
7.7.2 Records of approvals for use and applications for issue of corporate credit or purchase cards. Retain minimum of 7 years after authorisation is withdrawn or superseded, then destroy

BUDGETING

The process of planning the use of expected income and expenditure over a specified period.

See FINANCIAL MANAGEMENT - Allocation for records relating to Treasury allocations in response to the organisation’s budget request.

See GOVERNMENT RELATIONS - Reporting for periodic reports required to be submitted to external government organisations regarding budget estimates.

No Description of records Disposal action
7.8.1 Budget estimates, including estimates for expenditure on new policy proposals or programs, and supporting documents prepared for external approval, e.g. by the organisation’s parent department or Minister. Includes variations on estimates.

Required as State archives
7.8.2 Records relating to the development and review of budget estimates. Records include:

  • budget estimates and supporting documents prepared for internal use
  • calculations and costings for annual, forward, draft, revised and additional estimates
  • submissions from business units or offices within the organisation.

Retain minimum of 6 years after preparation, then destroy
7.8.3 Records relating to the organisation’s spending progress or revenue collection against allocations within the budget estimates.

Retain minimum of 2 years after end of financial year in which record was created, then destroy

COMMITTEES

See COMMITTEES for records relating to the formation, meetings and decisions of committees, task forces, working groups or parties etc.

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.

See the organisation's functional retention and disposal authority for records relating to compliance if one of the functions of the organisation is to measure the compliance of other organisations with policies, standards and requirements on financial management.

See FINANCIAL MANAGEMENT - Audit for records relating to formal audits against compliance requirements.

See FINANCIAL MANAGEMENT - Policy for records relating to the drafting and review of financial policies.

See LEGAL SERVICES - Litigation for records relating to the prosecution of the organisation for breaches of compliance requirements.

No Description of records Disposal action
7.9.1

Records relating to the organisation's compliance with mandatory or optional standards or with statutory requirements regarding financial management, e.g. registration of Australian Business Number (ABN), Australian Company Number (ACN), Data Universal Numbering System Number (DUNS), accounting standards.

Note: Retention period is provided as a guideline only. Any records providing evidence of organisational compliance with statutory or operating requirements must be kept as long as the organisation has to account for its actions.

Retain minimum of 7 years after registration lapses or is superseded, or action completed, then destroy

CONTRACTING-OUT

See CONTRACTING-OUT for records relating to the acquisition of services through a contracting-out or outsourcing process.

See TENDERING for records relating to receiving and assessing tenders.

CORRUPTION

The processes which allow the disclosure of corruption, and strategies for the prevention of corruption (including fraud).

See GOVERNING BODIES - Corruption for records relating to allegations of fraud or corruption made about a member of the organisation’s governing body.

See GOVERNMENT RELATIONS - Inquiries for records relating to formal inquiries involving the organisation.

See PERSONNEL - Misconduct for records relating to investigations into corruption allegations made against an employee, including protected disclosures.

See STAFF DEVELOPMENT - Training for records relating to training of employees in appropriate standards of conduct and reporting allegedly corrupt behaviour.

See STRATEGIC MANAGEMENT - Corruption for records relating to the management of gifts given to the organisation, e.g. gifts registers kept as an anti-corruption measure.

See STRATEGIC MANAGEMENT - Planning for records relating to the development and review of plans relating to corruption prevention or control.

See STRATEGIC MANAGEMENT - Policy for records relating to the development and review of policies relating to corruption prevention or control.

See STRATEGIC MANAGEMENT - Procedures for records relating to the development and review of procedures relating to corruption prevention or control.

No Description of records Disposal action
7.10.1 Records relating to specific instances of theft, fraud, misappropriation or negligence. Includes:

  • actual, attempted or suspected fraud, theft, misappropriation or negligence
  • doubtful debts
  • irrecoverable revenue, debts and overpayments
  • recovery of debt
  • waivering of debt
  • write offs
  • deficiencies/losses.

Records include:

  • reports of investigations
  • records documenting liaison with external authorities.

Retain minimum of 10 years after action completed, then destroy
7.10.2 Records relating to financial management arrangements supporting the organisation’s fraud control plan.

Retain minimum of 7 years after plan is superseded, then destroy

DONATIONS

See the organisation's functional retention and disposal authority for money provided to other organisations in the form of grants.

See COMMUNITY RELATIONS - Donations for records relating to donations or bequests of money, items, artefacts or property, other than financial records of money received or given.

See FINANCIAL MANAGEMENT - Accounting for records relating to the receipt and distribution of donations.

See INFORMATION MANAGEMENT - Donations for records relating to the donation of information resources, e.g. books to the organisation.

See STRATEGIC MANAGEMENT - Corruption for records relating to the receipt of gifts where records are maintained as an anti-corruption measure, e.g. gift registers.

EVALUATION

The process of determining the suitability of potential or existing programs, systems or services in relation to meeting the needs of the given situation. Includes ongoing monitoring.

No Description of records Disposal action
7.11.1 Records relating to the evaluation of potential and existing financial management programs, systems and services.

Retain minimum of 5 years after action completed, then destroy

FINANCIAL STATEMENTS

The process of compiling annual statements presented in prescribed form showing receipts and payments, both actual and budgeted for the current financial year and the actual amounts received or paid for the previous financial year.

See FINANCIAL MANAGEMENT - Reporting for records relating to reporting on the management of the organisation’s finances.

See GOVERNMENT RELATIONS - Reporting for records relating to the organisation’s annual report.

No Description of records Disposal action
7.12.1 Records relating to the preparation and review of financial statements and summaries. Includes annual statements of assets and liabilities, balance sheets, profit and loss statements, operating statements of financial position and cash flow statements. Records include:

  • final, signed off statements
  • working papers and supporting documents needed to explain the methods by which financial statements are made up and adjustments to be made in preparing financial statements.

Note: When financial statements and summaries are presented to financial and other committees and placed on file, they should be disposed of in accordance with the relevant entries under COMMITTEES (GA28, 1.0.0).

Retain minimum of 7 years after end of financial year in which record was created, then destroy
7.12.2 Periodic interim financial statements and summaries prepared for management on a regular basis, e.g. weekly or monthly.

Retain minimum of 1 year after end of financial year in which record was created, then destroy

GRANT FUNDING

See the organisation's functional retention and disposal authority for records relating to the provision of grants to other organisations.

See FINANCIAL MANAGEMENT - Accounting for records relating to the receipt and distribution of grants.

See STRATEGIC MANAGEMENT - Grant funding for records relating to applying for and receiving grants, other than financial records.

INVENTORY

See EQUIPMENT & STORES - Stocktake for records relating to inventories and stocktakes of equipment and stores.

See FINANCIAL MANAGEMENT - Asset register for records relating to the management of assets.

See PROPERTY MANAGEMENT - Acquisition for land registers.

MEETINGS

See the relevant function/activity for records relating to meetings held as part of the management or conduct of those activities or processes, e.g. use FINANCIAL MANAGEMENT - ADVICE for records relating to meetings held in order to receive financial advice, e.g. use FINANCIAL MANAGEMENT - AUDIT for records relating to meetings held in order to discuss audits of financial management, e.g. use FINANCIAL MANAGEMENT - PLANNING for records relating to meetings held in order to discuss planning for financial management.

See COMMITTEES for records relating to the formation, meetings and decisions of committees, task forces, working groups or parties etc.

See GOVERNMENT RELATIONS - Meetings for records relating to meetings between Chief Executives and Ministers, Ministerial employees or senior executives of other government organisations when those meetings are not related to specific functions and activities.

See STRATEGIC MANAGEMENT - Meetings for records relating to general, section or unit meetings of employees.

PAYMENTS

See FINANCIAL MANAGEMENT - Accounting for records relating to payments.

See FINANCIAL MANAGEMENT - Salaries for records relating to payments.

PLANNING

The process of formulating ways in which objectives can be achieved. Includes determination of services, needs and solutions to those needs.

See STRATEGIC MANAGEMENT - Planning for records relating to strategic, corporate and business planning.

No Description of records Disposal action
7.13.1 Final, approved versions of plans for the management of the organisation's financial services, including economic appraisals etc, and associated correspondence indicating who the plans apply to and responsibilities for their implementation.

Retain minimum of 5 years after plan is superseded, then destroy
7.13.2 Records relating to the development and review of plans for the management of the organisation's financial services, including economic appraisals etc. Records include:

  • background research
  • draft versions of plans containing significant changes/alterations or formally circulated for comment
  • notes of meetings or reports analysing issues and the outcomes of consultation with employees, unions, stakeholders etc.

Retain minimum of 3 years after action completed, then destroy

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.

See GOVERNMENT RELATIONS - Policy for records relating to advice or notifications regarding policies that apply to the whole-of-government, e.g. Premier's Memoranda and Circulars, Treasurer's Directions.

See GOVERNMENT RELATIONS - Submissions for records relating to submissions by the organisation on the development or review of government-wide policies developed by central coordinating agencies.

See STRATEGIC MANAGEMENT - Implementation for records relating to the implementation of government-wide policies by the organisation.

See STRATEGIC MANAGEMENT - Policy for records relating to the organisation's policies on cross-functional or organisation-wide matters.

No Description of records Disposal action
7.14.1 Records relating to the organisation's policies for the management of financial resources, including policies on treasury management and accounting. Records include:

  • policy proposals
  • background research
  • records of consultations or meetings
  • draft versions of policies containing significant changes/alterations or formally circulated for comment
  • reports analysing issues and the outcomes of consultation with employees, unions, stakeholders etc
  • final, approved versions of policies
  • associated correspondence indicating who the policies apply to and responsibilities for their implementation.

Retain minimum of 7 years after policy is superseded, then destroy

PROCEDURES

Standard methods of operating laid down by an organisation according to formulated policies.

See STAFF DEVELOPMENT - Training for records relating to training in procedures.

See STRATEGIC MANAGEMENT - Procedures for records relating to cross-functional or organisation-wide procedures.

See TECHNOLOGY & TELECOMMUNICATIONS - Procedures for records relating to procedures for technology and telecommunications systems.

No Description of records Disposal action
7.15.1 Records relating to manuals, handbooks, directives etc detailing the organisation's procedures for the management of financial resources, including procedures for treasury management and accounting. Records include:

  • background research
  • draft versions of procedures containing significant changes/alterations or formally circulated for comment
  • reports analysing issues and the outcomes of consultation with employees, unions, other stakeholders etc.
  • final, approved versions of procedures
  • associated correspondence indicating who the procedures apply to and responsibilities for their implementation.

Retain minimum of 7 years after procedures are superseded, then destroy

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 providing formal statements or findings of the results of the examination or investigation.

See FINANCIAL MANAGEMENT - Financial statements for records relating to the submission of financial statements.

See GOVERNMENT RELATIONS - Reporting for records relating to the drafting, submission and final, approved versions of formal reports to government relating to the organisation’s core functions and performance, e.g. annual reports or substantial ad hoc reports.

See TECHNOLOGY & TELECOMMUNICATIONS - Reporting for records relating to the development and review of reports regarding technology and telecommunications.

No Description of records Disposal action
7.16.1 Records relating to reports regarding the management of the organisation’s finances, e.g. reports to Treasury on yearly premium renewals for insurance policies. Records include:

  • background research
  • records relating to the outcomes of consultation with employees, unions, other stakeholders etc
  • draft versions of reports containing significant changes/alterations or formally circulated for comment
  • final, approved versions of reports.

Retain minimum of 7 years after action completed, then destroy
7.16.2 Records relating to periodic internal reports on general administrative matters used to monitor and document recurring activities regarding financial management programs and services. Records include:

  • background research, e.g. collection of statistics
  • draft versions of reports containing significant changes/alterations or formally circulated for comment
  • final, approved versions of reports.

Retain minimum of 3 years after action completed, then destroy

REVIEWING

The activities involved in re-evaluating or re-examining products, processes, procedures, standards and systems. Includes recommendations and advice resulting from these activities.

See FINANCIAL MANAGEMENT - Audit for records relating to formal audits of the organisation's accounts or financial management records, systems and processes.

See FINANCIAL MANAGEMENT - Planning for records relating to the development and review of plans for the management of financial resources.

See FINANCIAL MANAGEMENT - Policy for records relating to the development and review of policies for the management of financial resources.

See FINANCIAL MANAGEMENT - Procedures for records relating to the development and review of procedures for the management of financial resources.

No Description of records Disposal action
7.17.1 Records relating to the review of financial programs and services. Records include:

  • documents establishing the review
  • background research
  • draft versions of review reports containing significant changes/alterations or formally circulated for comment
  • final, approved versions of reports
  • project or action plans.

Retain minimum of 5 years after action completed, then destroy

RISK MANAGEMENT

See STRATEGIC MANAGEMENT - Risk management for records relating to the identification and assessment of financial risks as part of broader strategic risk management processes.

SALARIES

The process of managing the payment of salaries to personnel.

See FINANCIAL MANAGEMENT - Accounting for records relating to the assessment of fringe benefits tax and PAYG withholding.

See PERSONNEL - Advice for records relating to terms and conditions regarding allowances.

See PERSONNEL - Leave, attendance and absences for records relating to attendance, applications for leave and the administration of leave.

No Description of records Disposal action
7.18.1

Records documenting the payment of wages to employees.

Note: WorkCover NSW advises that wages consist of total gross earnings (before tax deductions) and some other payments, including:-salary or wages-overtime, shift and other allowances-over-award payments-bonuses and commissions-payments for sick leave, public holidays and the associated leave loadings-the value of any substitutes for cash-employer superannuation contributions-the grossed-up value of fringe benefits-long service leave payments-termination payments-trust distributions to workers where the distribution is in lieu of wages for work done for the trust.

Retain minimum of 7 years after end of financial year in which record was created, then destroy
7.18.2 Records supporting the payment of wages to employees. Records include forms and documents used to process and update information in payroll systems.

Retain minimum of 2 years after end of financial year in which record was created, then destroy
7.18.3 Records relating to salary rates registers.

Retain until administrative or reference use ceases, then destroy

STANDARDS

See STRATEGIC MANAGEMENT - Implementation for records relating to the implementation of government-wide policies, key direction statements and initiatives.

See STRATEGIC MANAGEMENT - Standards for records relating to the development and implementation of standards or benchmarks that provide a framework for the conduct of the organisation's operations or assessment of its performance.

TENDERING

See CONTRACTING-OUT for records relating to the acquisition of services through a contracting-out or outsourcing process.

See TENDERING for records relating to receiving and assessing tenders.

TREASURY MANAGEMENT

The process of managing the funds of the organisation in an efficient and economical manner by ensuring an effective system of internal control is in operation. Includes investments and loans.

See the organisation’s functional retention and disposal authority for records relating to the administration of schemes to loan money to individuals or other organisations.

See FINANCIAL MANAGEMENT - Policy for records relating to the organisation’s policies on treasury management.

No Description of records Disposal action
7.19.1 Records relating to the organisation's Treasury Management strategy.

Required as State archives
7.19.2

Records relating to operations, and individual appropriations, borrowings, investments and loans to other organisations or individuals.

Note: ‘Transaction completed’ for records relating to investments and borrowings should be interpreted as when investments are liquidated or matured, or when borrowings are repaid or rolled over.

Retain minimum of 7 years after end of financial year in which transaction was completed, then destroy
7.19.3

Records relating to unclaimed money. Records include copies of returns and registers used to record unclaimed money.

Note: With paper-based registers, retain minimum of 7 years after last entry in the register, then destroy. With electronic registers, retain minimum of 7 years after last update or amendment to an entry, or after data has become obsolete, then destroy.

Retain minimum of 7 years after date return lodged, then destroy