See FA404, Provision and regulation of childcare services for records relating to the provision of childcare services.
See COMMUNITY RELATIONS for records relating to the handling of enquiries and marketing of services.
See CORPORATE MANAGEMENT for records of committees, conferences, contracting-out, meetings, tendering, standards and reviews relating to the provision of services to the community.
See GRANTS AND SUBSIDIES for records relating to the receipt and distribution of grants and subsidies to operate and support the provision of services to the community.
See PERSONNEL – Discipline for the handling and investigations of complaints or allegations involving staff members.
See PROPERTY MANAGEMENT (COUNCIL PROPERTY) for records relating to the acquisition, construction, disposal and maintenance of properties or facilities used for the provision of community services.
See PUBLIC HEALTH - Service Provision for records relating to the provision of public health care services, such as maternal and infant care and nursing homes.
See RECREATION AND CULTURAL SERVICES for records relating to social, sporting and recreational activities and facilities supported or provided by the organisation.
AGREEMENTS
The processes associated with the establishment, maintenance, review and negotiation of agreements.
See COMMUNITY SERVICES - Library and Public Information Access for agreements to operate and control libraries.
| No | Description of records | Disposal action |
|---|---|---|
| 3.1.1 | Records relating to the establishment, negotiation, maintenance and review of agreements to provide and operate community services such as child-care centres, etc. Records include:
|
Retain minimum of 7 years after expiry or termination of agreement or after action completed, whichever is later, then destroy |
LIBRARY AND PUBLIC INFORMATION ACCESS
The activities involved in providing library and public information access services.
See COMMUNITY RELATIONS - Enquiries for records relating to the handling of general enquiries concerning library services, such as opening times, memberships, fines, etc.
See COMMUNITY RELATIONS - Marketing for records relating to the promotion and advertising of library services and activities.
See COMMUNITY RELATIONS - Sponsorships and Donations for records relating to refused or returned donations.
See FINANCIAL MANAGEMENT - Accounting for records relating to the payment of fines and other charges associated with the use of library services.
See INFORMATION MANAGEMENT - Access for records relating to requests for access to records.
See INFORMATION TECHNOLOGY for records relating to the acquisition, maintenance and disposal of hardware, software, internet services and telecommunications equipment for libraries.
See PLANT, EQUIPMENT & STORES for records relating to the acquisition, maintenance and disposal of equipment, books and other items for libraries.
| No | Description of records | Disposal action |
|---|---|---|
| 3.8.1 | Records relating to the establishment, negotiation, maintenance and review of agreements for the operation of library and information services, including joint control agreements and agreements for access to online or other information resources and services. Records include:
|
Retain minimum of 7 years after expiry or termination of agreement or after action completed, whichever is later, then destroy |
| 3.8.2 | Records relating to the control of the library collection. Includes control and tracking records, catalogues, shelf listing, discard lists, accession lists etc and the tracking of library transactions, such as borrowing records, overdues etc. | Retain until administrative or reference use ceases, then destroy |
| 3.8.3 | Records relating to outreach activities, including book clubs and book readings, children's activities, holiday programs etc. Includes the provision of online services and social networking, e.g. blogs. | Retain minimum of 5 years after action completed, then destroy |
| 3.8.4 | Records of temporary loans. | Retain minimum of 2 years after action completed, then destroy |
| 3.8.5 | Records of photocopying and reproduction declarations. | Retain minimum of 4 years after action completed, then destroy |
| 3.8.6 | Records relating to applications for membership. Includes parental/guardian permissions and summary records of borrowers. | Retain until administrative or reference use ceases, then destroy |
| 3.8.7 | Records of research services and enquiries. | Retain minimum of 1 year after action completed, then destroy |
| 3.8.8 | Records relating to the development of library and information service policies and procedures. Includes policies and procedures for borrowing, the imposition of fines, the management and use of special collections, etc. Records include final versions and significant drafts of policies. | Retain minimum of 5 years after superseded, then destroy |
| 3.8.9 | Records relating to the development of management and operational plans for libraries and information access services. Records include background research, significant drafts and final versions of plans. | Retain minimum of 5 years after superseded, then destroy |
| 3.8.10 | Records relating to the acquisition of items or information resources through donation or permanent loan, including gifts, e.g. manuscripts, private records collections, publications, etc. Records include conditions for library donations. | Retain minimum of 7 years after donation is received and finalised, or until terms have been fulfilled, whichever is later, then destroy |
LICENSING
The activities associated with authorising and granting permission to conduct activities or operate businesses.
| No | Description of records | Disposal action |
|---|---|---|
| 3.2.1 | Removed. Records relating to the accreditation and licensing of childcare centres, vacation and out of school hours childcare services operated by the organisation or by other agencies on behalf of the organisation is covered by FA404, Provision and regulation of childcare services. |
PLANNING
The process of formulating ways in which objectives can be achieved. Includes the determination of services and needs, and the solution to those needs.
See COMMUNITY SERVICES - Service Provision for operational, service and management plans of individual community services and facilities.
| No | Description of records | Disposal action |
|---|---|---|
| 3.3.1 | Records relating to the development of plans and strategies for the provision of community services, facilities and programs in the local area. Records include final versions and significant drafts of plans, submissions and records of consultation and negotiation about service needs and methods for service delivery. | Required as State archives |
| 3.3.2 | Reports of needs analysis, surveys or assessments, etc. carried out to support planning for service delivery. | Required as State archives |
| 3.3.3 | Compiled data and statistical analysis assisting the identification of population trends and demands for services. Includes compiled surveys and questionnaire responses. | Retain minimum of 10 years after action completed, then destroy |
| 3.3.4 | Records of data collection. Records include raw data, completed questionnaires and survey forms, etc. | Retain minimum of 5 years after action completed, then destroy |
REGISTRATION
Compiled registers and summary records.
See COMMUNITY SERVICES - Service Provision for registers of clients other than childcare clients.
| No | Description of records | Disposal action |
|---|---|---|
| 3.4.1 | Registers and summary records of community services provided by the organisation. | Retain minimum of 5 years after service ceases, then destroy |
| 3.4.2 | Removed. See FA404, Provision and regulation of childcare services. |
|
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 COMMUNITY SERVICES - Service Provision for reports relating to the operation of community services by or on behalf of the organisation.
See CORPORATE MANAGEMENT - Reporting for periodic reporting to external organisations regarding programs and services.
| No | Description of records | Disposal action |
|---|---|---|
| 3.5.1 | Reports received from providers and coordinators of community services. | Retain minimum of 5 years after action completed, then destroy |
SERVICE PROVIDERS
The activity of liaising with agencies or organisations involved in the provision of services to the organisation or to the local community.
| No | Description of records | Disposal action |
|---|---|---|
| 3.6.1 | Records relating to negotiations and liaison with external community services providers concerning matters of major public interest or controversy or concerning policy issues. Includes liaison with charities, religious organisations and welfare agencies. Records include correspondence, minutes or notes of meetings, reporting on outcomes, etc. | Required as State archives |
| 3.6.2 | Records relating to liaison with external community services providers concerning matters that are not of major public interest or controversy. Records include correspondence, notes of meetings, etc. | Retain minimum of 10 years after action completed, then destroy |
SERVICE PROVISION
The activities relating to the provision of services by the organisation or by other agencies on behalf of the organisation. Includes aged care, disability services etc.
See COMMUNITY SERVICES - Library and Public Information Access for records relating to the provision of library and information services.
See COMMUNITY SERVICES - Planning for plans for the development and provision of community services for the whole of the local area.
See COMMUNITY SERVICES - Registration for summary records and registers of community services provided by or on behalf of the organisation.
See FINANCIAL MANAGEMENT for the setting and payment of fees and charges.
See PERSONNEL for records relating to the recruitment, appointment and service of community services staff and volunteers.
See General Retention and Disposal Authority Video/visual surveillance records CRIME PREVENTION - Surveillance for crime prevention surveillance records.
| No | Description of records | Disposal action |
|---|---|---|
| 3.7.1 | Records relating to the management of community services provided by or on behalf of the organisation. Includes liaison with other agencies regarding service provision and lobbying for increased service provision. Records include:
|
Retain minimum of 10 years after action completed, then destroy |
| 3.7.2 | Records relating to service co-ordination, including information about recipients, volunteer involvement, and daily operations, of community services and facilities, provided by or on behalf of the organisation. Records include:
|
Retain minimum of 5 years after client ceases to receive services or minimum of 5 years after action completed, whichever is longer, then destroy |
| 3.7.3 |
Records of clients of community services. Records include:
Note: Any records relating to the handling of allegations of sexual abuse of children by clients, visitors, service providers and members of the public received by the organisation should be retained for at least 45 years from date of the incident. |
Retain until client reaches or would have reached 25 years of age or minimum of 7 years after action completed, whichever is longer, then destroy |
| 3.7.4 | Removed. See FA404, Provision and regulation of childcare services. Currently the minimum retention periods for certain childcare records are set out in the Education and Care Services National Regulations in particular Section 183 (2) |