See relevant function/activity for records relating to the works generated by grant monies, e.g. see ROADS - Design and Construction and Maintenance for records relating to the construction and maintenance of roads using grant money.
See COMMUNITY RELATIONS - Sponsorships and Donations for records relating to sponsorships and donations made by and to the organisation where there was no formal applications process, e.g. donations to a bushfire appeal, etc.
See CORPORATE MANAGEMENT for records relating to committees, meetings, policies, procedures, reports and standards concerning the provision and receipt of grants and subsidies or the conduct of operational processes.
See FINANCIAL MANAGEMENT for financial and accounting records relating to the management, receipt and expenditure of grant and subsidy monies.
ADVERTISEMENTS
The activities relating to any device or public announcement, designed to solicit applications for grants.
| No | Description of records | Disposal action |
|---|---|---|
| 15.1.1 | Records relating to advertising grant or funding programs. Includes records relating to the development and placement of advertisements, website information and associated correspondence. | Retain minimum of 2 years after action completed, then destroy |
APPLICATIONS
The activity of managing applications made by or to the organisation for grant funding for one-off or specific projects.
See GRANTS AND SUBSIDIES - Programs for records relating to the management of recurrent grants or funding received by the organisation for the delivery of particular programs, services or activities.
| No | Description of records | Disposal action |
|---|---|---|
| 15.2.1 | Records relating to applications for grants or funding which lead to the establishment of new and significant programs, events or outcomes. Records include:
|
Required as State archives |
| 15.2.2 | Records relating to successful applications for grants or funding which do not lead to the establishment of new and significant programs, events or outcomes. Records include:
|
Retain minimum of 7 years after project completed, then destroy |
| 15.2.3 | Records relating to unsuccessful or withdrawn applications for grants or funds. Records include application forms and associated correspondence. | Retain minimum of 2 years after action completed, then destroy |
AUDIT
The activities associated with officially checking grant recipients' financial and project records to ensure that grant monies have been used appropriately and records have been kept and maintained in accordance with the terms and conditions of the grant or funding agreement.
See CORPORATE MANAGEMENT - Audit for records relating to audits of the organisation's grant and funding operations, processes and programs or for audits of funded services or programs delivered by the organisation.
See FINANCIAL MANAGEMENT - Audit for records relating to financial audits of the organisation's accounts.
| No | Description of records | Disposal action |
|---|---|---|
| 15.3.1 | Records relating to audits of grant recipients or funded projects to ensure compliance with the terms and conditions of funding agreements. Records include:
|
Retain minimum of 6 years after action completed, then destroy |
EVALUATION
The process of determining the suitability of potential or existing grants and funding programs, systems or services and the assessment of the value or amount of grants and subsidies.
| No | Description of records | Disposal action |
|---|---|---|
| 15.4.1 | Records relating to the evaluation and review of grant and funding programs. Records include:
|
Retain minimum of 5 years after action completed, then destroy |
LIAISON
The activities associated with liaising with grant recipients and funding bodies on general matters concerning grant and funding programs.
| No | Description of records | Disposal action |
|---|---|---|
| 15.9.1 | Records relating to liaison with funding bodies and grant recipients on general matters concerning grants, subsidies and funding programs. | Retain minimum of 5 years after action completed, then destroy |
MONITORING
See GRANTS AND SUBSIDIES - Applications for records relating to the monitoring of individual programs.
PROGRAMS
The activities associated with the application for and management of grants and subsidies received from external organisations and funding bodies, such as the Federal Government, the Roads and Traffic Authority and the Department of Local Government.
See GRANTS AND SUBSIDIES - Applications for records relating to the provision of grants and funding by the organisation and for grant funding received by the organisation for one-off specific projects.
See GRANTS AND SUBSIDIES - Reporting for records of final or annual reports to funding bodies.
| No | Description of records | Disposal action |
|---|---|---|
| 15.6.1 | Records relating to the application for and management of funding or subsidies for the delivery or provision of programs of works and services. Includes records relating to compliance with the terms and conditions of the grant or funding agreement, project management and correspondence with funding bodies. Records include:
|
Retain minimum of 10 years after action completed, then destroy |
| 15.6.2 | Records relating to unsuccessful or withdrawn applications for grants or funds by the organisation. Records include application forms and associated correspondence. | Retain minimum of 2 years after action completed, then destroy |
| 15.6.3 | Records relating to invitations to apply for grants from funding bodies for which the organisation does not apply. | Retain until administrative or reference use ceases, then destroy |
REGISTRATION
Compiled registers and summary records.
| No | Description of records | Disposal action |
|---|---|---|
| 15.7.1 | Summary records of grants and subsidies received or disbursed by the organisation. | Required as State archives |
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 CORPORATE MANAGEMENT - Reporting for internal reports on grants and subsidies and reports submitted to external organisations under statutory reporting requirements.
| No | Description of records | Disposal action |
|---|---|---|
| 15.8.1 | Records of final reports to funding bodies on projects or programs undertaken under grants and subsidies, where the project or program is of significance to the local community or State or where the project leads to a long term outcome or effect for the local community, e.g. the construction of a large park, reserve or recreational facility, etc. Records include final versions and significant drafts of reports. | Required as State archives |
| 15.8.2 | Records of final or annual reporting to funding bodies on projects or programs undertaken under grants and subsidies, where the project or program is not of significance to the local community or State or where the project does not lead to a long term outcome or effect for the local community, e.g. the construction of traffic lights and facilities, etc. Records include final versions and significant drafts of reports. | Retain minimum of 7 years after action completed, then destroy |