See COMMUNITY RELATIONS - Enquiries for records relating to the handling of enquiries concerning emergency management and services.
See CORPORATE MANAGEMENT for records of agreements, committees (including State, District and Local Emergency Management Committees), conferences, contracts, meetings, policy, procedures, standards, tenders and reviews relating to emergency prevention and response.
See CUSTOMER SERVICE - Public Reaction for records relating to the handling of complaints concerning existing and potential hazards.
See PLANT, EQUIPMENT & STORES for records relating to the acquisition, disposal and maintenance of emergency and fire fighting equipment.
See PROPERTY MANAGEMENT (COUNCIL PROPERTY) for records relating to the design, construction, maintenance and security of emergency management centres and bushfire control centres.
APPOINTMENTS
The activity of managing appointments of emergency services personnel.
See PROPERTY MANAGEMENT (COUNCIL PROPERTY) for records relating to the provision of accommodation and facilities for emergency services.
| No | Description of records | Disposal action |
|---|---|---|
| 9.1.1 | Records relating to the appointment of emergency service personnel such as local fire control officers. | Retain minimum of 10 years after appointment ceases, then destroy |
AUDIT
The activities associated with officially checking operational records, systems or processes to ensure that they are in accordance with legislated requirements or agreed standards.
See EMERGENCY SERVICES - Service Provision for records relating to the maintenance of emergency equipment, including equipment maintained on behalf of other organisations.
| No | Description of records | Disposal action |
|---|---|---|
| 9.2.1 | Records of inspections and audits of disaster preparedness, including inspections of emergency procedures, systems, equipment, facilities, etc. to ensure they are in good working order and that they are appropriately prepared for disaster response. | Retain minimum of 10 years after action completed, then destroy |
AUTHORISATION
The process of seeking and granting permission to undertake a requested action. Includes authorising delegations for emergency situations.
| No | Description of records | Disposal action |
|---|---|---|
| 9.3.1 | Records relating to authorisations for the organisation's staff to act as emergency response officers. | Retain minimum of 3 years after expiry, then destroy |
COMMUNICATIONS
The activity of operating emergency communication and control centres. Also includes the establishment of emergency control centres.
See EMERGENCY SERVICES - Planning for records relating to emergency management plans.
See EMERGENCY SERVICES - Service Provision for records relating to emergency response actions taken by the organisation, including radio and communication logs recorded during emergency situations.
| No | Description of records | Disposal action |
|---|---|---|
| 9.4.1 | Records relating to the establishment of emergency control centres. | Retain minimum of 10 years after action completed, then destroy |
| 9.4.2 |
Records of routine day-to-day operation of emergency control centres and emergency communication equipment, including radio and communications logs and schedules. Note: Records relating to the operation of emergency control centres during an emergency should be retained for longer. Please see entries in the Service Provision activity. |
Retain minimum of 2 years after action completed, then destroy |
COMPENSATION
See RISK MANAGEMENT - Claims management for records relating to personal injury and property claims.
NOTIFICATIONS
The activity of issuing or receiving notices regarding a failure of or a requirement for compliance, inappropriate practices, or of an intention to take action. Includes information notices received or sent by the organisation.
See LEGAL SERVICES - Litigation for records relating to matters resulting in litigation.
| No | Description of records | Disposal action |
|---|---|---|
| 9.6.1 | Records relating to the issue or receipt of notices concerning emergency situations and emergency prevention activities such as danger periods, fire bans, fire hazard reduction activities etc. Records include:
|
Retain minimum of 5 years after action completed, then destroy |
PERMITS
The activity of managing permission to undertake activities or processes. Includes permissions to undertake bushfire control and emergency prevention activities.
| No | Description of records | Disposal action |
|---|---|---|
| 9.7.1 | Records relating to the issue of permits relating to emergency services, such as bushfire control permits. | Retain minimum of 7 years after expiry or termination of permit, then destroy |
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 CORPORATE MANAGEMENT - Planning for records of the organisation's own business continuity, risk management and disaster recovery planning
| No | Description of records | Disposal action |
|---|---|---|
| 9.8.1 | Records relating to the development of plans and procedures for the management, reduction or prevention of hazards, threats and disasters. This includes plans for responding to or recovering from the effects of disasters and emergency situations, such as fires, floods, earthquakes, terrorism, etc. Records include:
|
Retain minimum of 10 years after superseded, then destroy |
PROGRAMS
The activities related to the management of projects and operations undertaken by the organisation to prevent disasters and reduce hazards and threats.
See CORPORATE MANAGEMENT - Reporting for reports to external organisations on hazard reduction and other works carried out by the organisation, such as reports to the Commissioner of the NSW Rural Fire Service.
See EMERGENCY SERVICES - Notifications for records of notifications of hazard reduction activities undertaken by the organisation.
See EMERGENCY SERVICES - Service Provision for records relating to operations undertaken to respond to emergency situations.
| No | Description of records | Disposal action |
|---|---|---|
| 9.9.1 | Records relating to operations undertaken by the organisation to reduce and prevent hazards and disasters, including the reduction of bush fire fuel, creation of fire breaks, etc. Records include maps detailing locations of operations, field books, reports and summary records of works carried out, etc. | Retain minimum of 10 years after action completed, then destroy |
REGISTRATION
Compiled registers and summary records.
| No | Description of records | Disposal action |
|---|---|---|
| 9.10.1 | Registers of hazards and hazardous areas, such as fire zones. | Retain until 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 to provide formal statements or findings of the results of the examination or investigation.
See EMERGENCY SERVICES - Service Provision for records relating to operations undertaken to manage and respond to emergency situations after they occur.
| No | Description of records | Disposal action |
|---|---|---|
| 9.11.1 | Records relating to the development of reports by the organisation and delegated authorities concerning significant emergencies, bushfires and major incidents, where the organisation applies to the State Government for special assistance or where there was loss of life or significant damage to property or the environment. Records include background research, final and significant draft versions of reports. | Required as State archives |
| 9.11.2 | Records relating to the development of reports by the organisation and delegated authorities concerning minor emergencies, bushfires and incidents, where there was no loss of life or significant damage to property or the environment and where the organisation did not apply to the State Government for special assistance. Records include background research, final and significant draft versions of reports. | Retain minimum of 7 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.
See EMERGENCY SERVICES - Communications for records relating to the establishment and routine operation of emergency control centres and equipment.
See EMERGENCY SERVICES - Reporting for records of reports concerning disasters and emergencies.
See FINANCIAL MANAGEMENT for financial and accounting records of reimbursements or the payment of levies for emergency services.
| No | Description of records | Disposal action |
|---|---|---|
| 9.12.1 | Records of liaison with emergency services providers on coverage, planning and welfare relief, including liaison concerning services provided by the organisation and reimbursement for services provided. | Retain minimum of 10 years after action completed, then destroy |
| 9.12.2 | Records relating to emergency responses by the organisation where the emergency is of a significant nature, causing loss of life, injury or significant damage to property or the environment. Records include:
|
Retain minimum of 25 years after action completed, then destroy |
| 9.12.3 | Records relating to emergency responses by the organisation where the emergency is not of a significant nature, causing minor injuries and minor damage to property and the environment. Records include:
|
Retain minimum of 7 years after action completed, then destroy |
| 9.12.4 | Records relating to the maintenance of emergency equipment by the organisation, including the maintenance of fire service equipment on behalf of the NSW Rural Fire Service. | Retain minimum of 7 years after equipment disposed of or minimum of 7 years after action completed, whichever is longer, then destroy |
| 9.12.5 | Records relating to the establishment and disbandment of rural fire brigades by the organisation. Records include notices of establishment and disbandment, appeals and Ministerial determinations. | Required as State archives |
TRAINING
See PERSONNEL - Training and development for records relating to the training of emergency workers and volunteers
VOLUNTEERS
See PERSONNEL for records relating to the recruitment, coordination and welfare of volunteers.
See RISK MANAGEMENT - Claims management for records of compensation claims lodged by volunteers.