AGREEMENTS

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

No	Description of records	Disposal action
24.1.1	Records relating to the establishment, negotiation, maintenance and review of agreements with health authorities or other government organisations to provide services such as baby and maternal health, or carry out regulatory activities such as food inspections, etc. Records include correspondence and records of negotiations and reviews of agreements and final, approved versions and significant drafts of agreements.	Retain minimum of 7 years after expiry or termination of agreement, then destroy

APPOINTMENTS

The activity of managing appointments of persons to conduct or provide services.

See CORPORATE MANAGEMENT - Contracting-Out for records relating to arranging and managing the performance of work or the provision of public health services by an external contractor.

No	Description of records	Disposal action
24.2.1	Records relating to the appointment of visiting physicians and pharmacists for nursing homes.	Retain minimum of 10 years after appointment lapses, then destroy

APPROVALS

The activities associated with obtaining approvals for the operation of services or facilities provided by the organisation.

No	Description of records	Disposal action
24.3.1	Records relating to the accreditation or licensing of health care services provided by or on behalf of the organisation. Records include applications, approvals, accreditation certificates/licences, inspection reports and associated correspondence. Note: Accreditation of nursing homes and hostels is conducted by Federal agencies every 1–3 years.	Retain minimum of 7 years after expiry or termination of accreditation, then destroy

CAMPAIGNS

See COMMUNITY RELATIONS - Marketing for records relating to displays and promotional material.

See INFORMATION MANAGEMENT - Publications for records relating to the design and production of campaign publications.

See PUBLIC HEALTH - Planning for records of planning for campaigns.

See PUBLIC HEALTH - Programs for records relating to the administration and implementation of public health programs.

CEMETERIES (BURIALS AND CREMATIONS)

Entries under this activity superseded by FA428, Cemeteries and crematoria operators.

See PARKS AND RESERVES for records relating to the design, construction, disposal and maintenance of cemeteries, and plot allocations and burial rights.

 

No	Description of records	Disposal action
24.5.1	Superseded July 2022. Use the Normal Administrative Practice provisions of the State Records Regulation to dispose of copies of policies and regulations on the burial, cremation and exhumation of bodies, developed and provided by external organisations, such as the Department of Health.
24.5.2	Superseded by FA428, entry 1.5.

INSPECTIONS

The process of officially examining facilities, properties, equipment and items to ensure compliance with standards, regulatory requirements or codes.

See LAWS AND ENFORCEMENT - Notifications for records of notifications of inspections and certifications submitted by owners or business or service operators as evidence of compliance with health, building and other laws, standards and regulations, including the certification of regulated systems, quarterly cooling tower reports and fire safety statements, etc.

No	Description of records	Disposal action
24.6.1	Records relating to inspections of businesses, facilities, buildings, etc. where there are major public health issues, including significant cases of environmental pollution or disease, or matters involving major controversy or major breaches of regulations. Records include reports.	Required as State archives
24.6.2	Records relating to inspections of businesses, facilities, buildings, etc. where there are no major public health issues, matters involving major controversy or major breaches of regulations. Records include notices of entry, reports, diaries etc.	Retain minimum of 7 years after action completed, then destroy

LIAISON

The activities associated with maintaining regular general contact between the organisation, other private sector organisations, community groups and associations.

No	Description of records	Disposal action
24.16.1	Records relating to liaison with professional organisations, other organisations and community groups on routine matters relating to the provision, monitoring or coordination of public health services.	Retain minimum of 5 years after action completed, then destroy

MONITORING

Activities that check, observe or record the operation of equipment, infrastructure, services or systems. Includes the monitoring of health and food quality.

No	Description of records	Disposal action
24.7.1	Records relating to the administration of food sampling and analysis to ensure that it meets health standards. Includes appeals against the findings of food analysis. Records include: requests for food sampling food analysis certificates certification of clean conditions of food premises appeals and objections results of tests determinations associated correspondence.	Retain minimum of 7 years after action completed, then destroy
24.7.2	Statistics on food surveillance collected by or for the organisation in the local area.	Retain minimum of 10 years after action completed, then destroy
24.7.3	Records relating to external monitoring of public health care services operated by or on behalf of the organisation, including nursing homes. Includes monitoring of service delivery, accessibility, usage of services, etc.	Retain minimum of 5 years after action completed, then destroy

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.

No	Description of records	Disposal action
24.8.1	Records relating to the issue of notices advising of public health issues and/or rectification action.	Retain minimum of 7 years after action completed, then destroy
24.8.2	Records relating to official notifications of infectious diseases.	Retain minimum of 10 years after action completed, then destroy
24.8.3	Records relating to the monitoring and updating of the status of notices issued, e.g. tracking or update of notices outstanding.	Retain until administrative or reference use ceases, then destroy

PERMITS

The activity of managing permission to undertake activities or processes. Includes permissions to undertake restricted activities that might be dangerous or injurious to health, e.g. using hazardous chemicals.

See ENVIRONMENTAL MANAGEMENT - Permits for records of permits to use agricultural chemicals, herbicides or pesticides.

See LAWS AND ENFORCEMENT - Licensing for records of licences for prescribed premises and activities, such as food premises, noxious trades, etc.

No	Description of records	Disposal action
24.9.1	Records relating to the licensing or issuing of permits for the use of chemicals that may have long term impact on human health, other than agricultural chemicals, pesticides or herbicides. Records include applications and determinations, copies of permits or licences and associated correspondence.	Retain minimum of 30 years after action completed, then destroy
24.9.2	July 2022. Entry removed see FA428 entries 1.6 and 1.7.

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.

No	Description of records	Disposal action
24.10.1	Records relating to the development of plans and strategies for the protection and improvement of public health. Includes the Public Health Plan, high level strategic plans for the provision of health care services and planning for the delivery of significant or unique public health programs and campaigns that have been initiated by the organisation in response to identified community needs, etc. Records include: final versions and significant drafts of plans background research submissions and records of consultation associated correspondence indicating who the plans apply to and responsibilities for their implementation.	Required as State archives
24.10.2	Records relating to the development of operational plans and strategies for the day-to-day management of public health care services or programs administered by the organisation and the improvement of public health in the local area. Includes plans and strategies for monitoring food services, routine planning for the implementation of public health programs, etc. Records include background research, significant drafts and final versions of plans.	Retain minimum of 10 years after superseded, then destroy

PROGRAMS

The activities related to the management of projects undertaken by the organisation to promote awareness of public health issues and to improve the safety and well-being of the community.

See ENVIRONMENTAL MANAGEMENT - Programs for records relating to the usage of pesticides and agricultural herbicides and chemicals.

See PUBLIC HEALTH - Planning for records of planning for public health programs.

No	Description of records	Disposal action
24.11.1	Records relating to the administration and management of public health programs. Records include: project management records project schedules assessments of resources required and acquisition of resources liaison/communication with local community groups and other organisations concerning the administration and implementation of programs surveys progress reports final reports and program evaluations.	Retain minimum of 10 years after action completed, then destroy
24.11.2	Records of program objectives, summaries of proposals, program evaluation and analysis of significant or unique local public health programs or projects initiated by the organisation.	Required as State archives
24.11.3	Records of chemical usage for mosquito control programs involving spraying and drainage programs. Records include: spraying logs and diaries maps and plans showing locations of chemical usage, etc.	Retain minimum of 20 years after action completed, then destroy

REGISTRATION

Compiled registers and summary records.

No	Description of records	Disposal action
24.12.1	Summary records or registers of notifiable and infectious diseases. July 2022 coverage for burials removed. See FA428, entry 1.1	Required as State archives
24.12.2	Summary records or registers relating to the administration of: vaccines immunisations legal action and summonses on public health matters the issue of health notices and notices to comply water cooling systems and warm water systems installed in regulated premises within the local area.	Retain minimum of 7 years after action completed, then destroy
24.12.3	Registers of nursing home in-patient admission and separation.	Retain minimum of 10 years after last attendance or official contact or access by or on behalf of the patient, then destroy

REGULATIONS

See CORPORATE MANAGEMENT - Legislation for records relating to the formulation of local laws and regulations or input into other laws and regulations.

REPORTING

The processes associated with initiating or providing a formal response to a situation or request or providing formal statements or findings of the results of an examination or investigation.

See CORPORATE MANAGEMENT - Reporting for internal and external reports relating to the provision of health care services, including reports submitted to other organisations under statutory reporting requirements.

See PUBLIC HEALTH - Programs for final and progress reports of individual public health projects and programs.

No	Description of records	Disposal action
24.14.1	Records relating to reports concerning public health issues specific to the local area, including medical officers' reports and correspondence. Includes reports concerning conditions of areas where the report is adverse or details outbreaks of epidemics.	Required as State archives
24.14.2	Returns of immunisation and doses statistics.	Retain minimum of 2 years after action completed, then destroy
24.14.3	Routine reports on public health issues.	Retain minimum of 2 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 requests and applications for services, assessment of eligibility and entitlements, liaison with other agencies regarding the provision of services.

See FINANCIAL MANAGEMENT for financial and accounting records relating to payments or charging for services, including authorisations to withdraw money from clients' accounts and to pay fees and charges by direct debit.

See PERSONNEL for records relating to the recruitment, employment and rostering of staff or volunteers.

See PLANT, EQUIPMENT & STORES for records relating to the acquisition, maintenance and disposal of equipment.

See PUBLIC HEALTH - Agreements for agreements with other agencies to provide services.

See PUBLIC HEALTH - Approvals for records of accreditations and licences to operate services.

See PUBLIC HEALTH - Monitoring for records of external monitoring of health care services provided by the organisation.

See PUBLIC HEALTH - Planning for records of strategic and operational plans for the provision and management of health care services.

No	Description of records	Disposal action
24.15.1	Records relating to the day-to-day management and routine operation of health care services by or on behalf of the organisation. Records include schedules and operating hours, referrals, appointment diaries, inspection reports etc.	Retain minimum of 10 years after action completed, then destroy
24.15.2	Records relating to arrangements and bookings for services, including mobile blood banks, legionnaire's disease monitoring, screening services and immunisation.	Retain minimum of 5 years after action completed, then destroy
24.15.3	Records relating to the provision of non-inpatient treatment and care to community based clients, e.g. screening services, immunisation, etc. Records include: patient files infant history cards/registers enrolment records child transfer records screening/test results immunisation consent records immunisation cards for individual clients copies of medical certificates issued to patients and clients.	Retain minimum of 7 years after last attendance or official contact or access by or on behalf of the patient or until patient reaches or would have reached 25 years of age, whichever is the longer, then destroy
24.15.4	Records relating to requests for admission to health, nursing or aged care services, including waiting lists.	Retain minimum of 2 years after action completed, then destroy
24.15.5	Records of clients of nursing homes and aged care hostel services, including client files.	Retain minimum of 10 years after client leaves the service, then destroy
24.15.6	Records of treatment and care provided to patients at hospitals operated by or on behalf of the organisation.	Dispose of in accordance with the General Retention and Disposal Authority - Public Health Services: Patient/Client Records (GDA17)