See COMMUNITY RELATIONS - Enquiries for records relating to the handling of enquiries concerning rates, e.g. amounts payable, methods of payment, etc.
See CORPORATE MANAGEMENT for records relating to the conduct of audits, tenders and contracts for the outsourcing or provision of services, committees, meetings, policies (other than those relating to the determination of rating status and the classification of land for rating purposes), procedures and standards concerning rates and valuations or the conduct of operational processes.
ABANDONMENTS
See GRANTS AND SUBSIDIES - Programs for records relating to Government subsidies for rates abandonments.
See LEGAL SERVICES - Litigation for records of legal actions taken to recover outstanding and unpaid rates, including those arising from the sale of land.
See RATES AND VALUATIONS - Notifications for records of certificates issued for the sale of land to recover rates.
See RATES AND VALUATIONS - Payments for records relating to sales of land to recover outstanding rates.
CERTIFICATION (25.3.0)
The activity of providing a statement which is by law evidence of the truth of the facts stated.
See RATES AND VALUATIONS - Notifications for records relating to the issue of certificates for the sale of land for overdue rates.
| No | Description of records | Disposal action |
|---|---|---|
| 25.3.1 | Records relating to certificates showing amounts for rates outstanding, e.g. S602 and s.603 certificates. | Retain minimum of 7 years after action completed, then destroy |
| 25.3.2 | Requests for certificates showing amounts for rates outstanding. | Retain minimum of 1 year after action completed, then destroy |
FEES AND CHARGES
See FINANCIAL MANAGEMENT - Fees and charges for records relating to the setting of rates and waiving or variations of rates.
See RATES AND VALUATIONS - Payments for records relating to arrangements to pay rates.
NOTIFICATIONS (25.5.0)
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 RATES AND VALUATIONS - Rate Classifications for records relating to determinations of and objections to land classifications.
| No | Description of records | Disposal action |
|---|---|---|
| 25.5.1 | Records relating to arrangements for the sale of land to recover outstanding and unpaid rates and to notices and certificates issued in relation to the sale of land for overdue rates. Note: Summary records relating to the sale of land to recover outstanding and unpaid rates are required as State archives (see RATES AND VALUATIONS - Registration). Appropriate records should be maintained to enable the repayment of the balance of any monies held in trust. |
Retain minimum of 7 years after action completed, then destroy |
| 25.5.2 | Records of rate notices issued, including notices for overdue rates, rate or reminder notices returned to the organisation when ratepayer no longer at address, and affidavits of service. | Retain minimum of 7 years after end of financial year in which record was created, then destroy |
| 25.5.3 | Records relating to requests to reissue rates notices. | Retain minimum of 6 months after action completed, then destroy |
| 25.5.4 | Records of notices issued to ratepayers in relation to valuations, rates and charges, rate remissions, classification of land, etc. | Retain minimum of 10 years after the year in which the valuation was made, then destroy |
| 25.5.5 | Records relating to rates notice appeals or objections. | Retain minimum of 7 years after finalisation of the matter, then destroy |
| 25.5.6 | Lists of notices issued and properties for which notice is current. | Retain until administrative or reference use ceases, then destroy |
| 25.5.7 | Records advising of the transfer, sale or change of status of property (i.e. advices of changes of ownership, notifications of licences, permits, etc. affecting permitted uses of land received for the purpose of adjustment of rates). | Retain minimum of 2 years after action completed, then destroy |
| 25.5.8 | Records relating to valuation notices. | Retain minimum of 2 years after action completed, then destroy |
| 25.5.9 | Records relating to change of address notifications to the Valuer-General. | Retain minimum of 1 year after action completed, then destroy |
| 25.5.10 | Records relating to advices of change of address for delivery of rate notices. Includes elections to receive rate notices electronically. | Retain until administrative or reference use ceases, then destroy |
PAYMENTS (25.6.0)
The activity of managing the payment of rates.
See FINANCIAL MANAGEMENT - Authorisation for records of direct debit and other authorisations for rates payments.
See LEGAL SERVICES - Litigation for records relating to prosecutions for non-payment of rates.
| No | Description of records | Disposal action |
|---|---|---|
| 25.6.1 | Summary records of rate payments received and records relating to the transfer of land in lieu of rates (where the transfer takes place) and to the grant of waiver of requirement to pay rates. | Retain minimum of 10 years after action completed, then destroy |
| 25.6.2 | Records relating to applications for waiver of requirement to pay that are not granted. | Retain minimum of 2 years after action completed, then destroy |
| 25.6.3 | Records relating to applications for and the approval of rebates, such as pensioner rebates, or reductions under incentive schemes, and to debt recovery transactions (including bankruptcy proceedings and transactions for the recovery of arrears). Records include:
Note: Action is not completed for records relating to the approval of rebates until the rebate no longer applies or until all other requirements for retention are met. |
Retain minimum of 7 years after action completed, then destroy |
| 25.6.4 | Debt recovery listings. | Retain until administrative or reference use ceases, then destroy |
| 25.6.5 | Records relating to requests for exemptions or postponements of rates, to pay by instalments (including instalment and interest calculations), ex-gratia payments in lieu of rates and offers for the transfer of land in lieu of payment that are not acted on. | Retain minimum of 7 years after action completed, then destroy |
| 25.6.6 | Reminders of payments due. | Retain minimum of 6 months after action completed, then destroy |
| 25.6.7 | Records relating to the sale of land for the purposes of rate recovery. Includes records relating to title searches, advertisements of sale, searches and advertisements for unknown owners. | Retain minimum of 7 years after action completed, then destroy |
| 25.6.8 | Records relating to the sale of land where the sale does not proceed. | Retain minimum of 2 years after action completed, then destroy |
| 25.6.9 | Unknown owners suspense account listings. | Retain minimum of 7 years after action completed, then destroy |
| 25.6.10 | Records relating to objections against the inclusion of land owned or managed by a public organisation in the rates rebate list. Records include objections and determinations. | Retain minimum of 7 years after action completed, then destroy |
PROPERTY HISTORY (25.7.0)
The activity of managing the numbering and history of a property. Also includes the amendment of street numbers to properties.
| No | Description of records | Disposal action |
|---|---|---|
| 25.7.1 | Summary records relating to the recognition of a unique property identification number, including street numbering and re-numbering. | Required as State archives |
| 25.7.2 | Records relating to the numbering and re-numbering of properties, including street, house, rural road and property numbering. Records include notifications of new addresses and numbers to owners and residents. | Retain minimum of 2 years after action completed, then destroy |
RATE CLASSIFICATIONS (25.8.0)
The activity of categorising land for rating purposes.
| No | Description of records | Disposal action |
|---|---|---|
| 25.8.1 | Records relating to the policies used to determine rating status and the classification of land, e.g. as farmland, rural, residential, commercial or industrial etc., for rating purposes. | Required as State archives |
| 25.8.2 | Records relating to challenges to or appeals against a property's classification status for rating purposes that are precedent setting. | Required as State archives |
| 25.8.3 | Records relating to challenges to or appeals against a property's classification status for rating purposes that are not precedent setting. | Retain minimum of 7 years after action completed, then destroy |
RATES
See FINANCIAL MANAGEMENT - Accounting for records relating to rates balances, listings and reconciliations.
See RATES AND VALUATIONS - Payments for records relating to the payments of rates and recovery of debts.
REGISTRATION (25.9.0)
Compiled registers and summary records.
| No | Description of records | Disposal action |
|---|---|---|
| 25.9.1 | Registers or equivalent summary records of rateable property including rate books, rate cards. | Required as State archives |
| 25.9.2 | Registers and summary records of notices of sale and transfer of property. | Retain minimum of 10 years after action completed, then destroy |
| 25.9.3 | Registers and summary records of sale of land for overdue rates. | Required as State archives |
REPORTING (25.10.0)
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 rating reports and returns submitted to external organisations.
| No | Description of records | Disposal action |
|---|---|---|
| 25.10.1 | Returns relating to the valuation or rating status or classification of properties. This includes valuation and rating returns, returns of rateable properties, change of property status listings (e.g. non-rateable properties becoming rateable), rebates listings (other than annual), register of valuation notices sent. | Retain minimum of 2 years after action completed, then destroy |
| 25.10.2 | Listings of properties of unknown owners and of rateable properties by status including property code/type listings. | Retain until administrative or reference use ceases, then destroy |
| 25.10.3 | Listings of non-rateable properties, rate paying lessees, rural ratings and strata assessments. | Retain until superseded, then destroy |
| 25.10.4 | Annual rebates listings, including pensioner rebate listings. | Retain minimum of 7 years after action completed, then destroy |
VALUATIONS (25.11.0)
The activities associated with the valuing of land for the purpose of determining a rate to be levied on the property owner.
See PROPERTY MANAGEMENT (COUNCIL PROPERTY) - Valuations for records relating to valuations of the organisation's property.
| No | Description of records | Disposal action |
|---|---|---|
| 25.11.1 | Records relating to authorisations to alter valuation lists. | Retain minimum of 20 years after action completed, then destroy |
| 25.11.2 | Certified land valuation statements. | Retain minimum of 7 years after action completed, then destroy |
| 25.11.3 | Reports on property valuations. | Retain minimum of 10 years after the year in which the valuation was made, then destroy |
| 25.11.4 | Records relating to objections to valuations. | Retain minimum of 10 years after action completed, then destroy |
| 25.11.5 | Records relating to requests for valuations. | Retain minimum of 2 years after action completed, then destroy |
| 25.11.6 | Supplementary valuation lists. | Retain until superseded, then destroy |
| 25.11.7 | Valuation books (master copies) compiled by council prior to the Valuation of Land Act applying in the area. Note: See the Miscellaneous Notes to the Valuation of Land Act for details of when the Act applied to each Council area. |
Required as State archives |
| 25.11.8 | Valuation books, lists and checklists provided by the Valuer-General. | Retain until reference use ceases, then destroy |