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  1. Government Recordkeeping
  2. Rules
  3. Retention & Disposal Authorities
  4. General retention and disposal authorities
  5. Local government records (GA39)
  6. Amendments to the General retention and disposal authority: local government records
Part 3 Amendments to the General retention and disposal authority: local government records

TOC

2022 Amendments

In July 2022 coverage for the provision of cemeteries and crematoria operations was removed as it is covered by FA428, Cemeteries and crematoria operations. Details below:

  • GA39, 21.1.2 - see FA428, 1.3.
  • GA39, 21.10.2 - see FA428, 1.8
  • GA39, 21.12.2 - see FA428, 1.4
  • GA39, 21.12.3 - see FA428, 1.3
  • GA39, 24.5.1 - see NAP
  • GA39, 24.5.2 - see FA428, 1.5
  • GA39, 24.9.2 - see FA428, 1.6 or 1.7
  • GA39, 24.12.1 - see FA428, 1.1

2021 Amendments

In July 2021 references to GDA8 covering video and video-surveillance records was removed and replaced with a see reference to GA28 General retention and disposal authority: administrative records PROPERTY MANAGEMENT – Security.

On 16 December 2021 the disposal action for entry 5.2.4 covering certificates of title was changed from retain until property is sold and then transfer to new owner to retain until administrative or reference use ceases.

2019 Amendments

The following amendments to disposal class descriptions and disposal actions were made in May 2019 following the approval of FA404, Provision and regulation of childcare services for records:

  • GA39, entry 3.0.0: Scope of function amended to remove reference to childcare.
  • GA39, entry 3.2.1: Removal of class covering accreditation and licensing of child care centres.
  • GA39, entry 3.4.1: removal of dot points.
  • GA39, entry 3.4.2: removal of entry.
  • GA39, entry 3.7.0: Scope of class amended to remove reference to childcare. Inclusion of see reference to FA404, Provision and regulation of childcare services for records.
  • GA39, entry 3.7.2: Removal of note referring to early childhood education and care providers, and removal of reference to appointment diaries and worksheets, records of visitors, and administration of childcare benefit scheme. Amendment of disposal action to remove the word ‘child’.
  • GA39, entry 3.7.3: Amendment of disposal action to remove the word ‘child’. Removal of reference to enrolment and attendance records, details of emergency contacts, authorisations to attend excursions.
  • GA39, entry 3.7.4: Removal of entry.

The folllowing amendments were issued on 21 January 2019 for compliance with the Royal Commission into Institutional Responses to Child Sexual Abuse:

  • GA39, 3.7.3: Addition of 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.
  • GA39, 4.20.2: Addition of Note: Retention period is provided as a guide only. Any records providing evidence of organisational compliance with standards or requirements must be kept as long as the organisation has to account for its actions. 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.
  • GA39, 13.4.5: Scope of class covering fraud and corruption by members of governing bodies expanded to include misconduct to provide coverage for allegations of child abuse.
  • GA39, 22.32.2: Additional disposal action to require records relating to allegations of child abuse or neglect to be retained for a minimum of 100 years after action completed. This is consistent with the disposal action for records relating to allegations of child abuse or neglect by employees, and takes into account the recommendations of the Royal Commission into Institutional Responses to Child Sexual Abuse.
  • Additional see references at COMMUNITY RELATIONS (2.0.0), COMMUNITY SERVICES (3.0.0), PARKS AND RESERVES (21.0.0), PUBLIC HEALTH (24.0.0), RECREATION AND CULTURAL SERVICES (26.0.0) to PERSONNEL – Discipline for the handling and investigations of complaints or allegations involving staff members.

2018 Amendments

March 2018:  note added to GA39, entry 13.6.6 to indicate that this class covers audio-visual recordings are created for the purposes of facilitating public access to the meetings.

July 2018: note at entry GA39, 13.6.6 amended to: this class covers audio-visual recordings of Council meetings for the purpose of facilitating public access to Council meetings (e.g. webcasts).​ For recordings created to support the preparation of meeting minutes see entry 13.6.2 above.

2017 Amendments

The Board of the State Archives and Records Authority approved the following amendments to the General retention and disposal authority: local Government records on 21 August 2017.

COMMUNITY RELATIONS

Enquiries

  • 2.8.2 expansion of scope of class to include additional examples.

Marketing

  • 2.11.1 expansion of scope to include fundraising campaigns

Sponsorships and donations

  • 2.15.4 increase in minimum retention period from 5 to 7 years after completion of sponsorship or patronage arrangements.

OCCUPATIONAL HEALTH AND SAFETY

Risk management

  • 27.4.4 increase in retention period for records relating to monitoring or employees for work health and safety hazards from 30 to 40 years after action completed.

PROPERTY MANAGEMENT

Design and construction

  • 5.3.1 expansion of scope to include records relating to the naming of buildings and design competition records.

2015 Amendments

The Board of the State Records Authority approved the following additional disposal classes to the General retention and disposal authority: local government records on 27 February 2015:

Financial Management

Accounting

  • 12.1.8 New entry to cover records containing sensitive cardholder authentication data captured as part of an electronic financial transaction.
  • 12.1.9 New entry to cover records containing cardholder data captured as part of an electronic financial transaction including information printed, processed, transmitted or stored in any form on a payment. 

2014 Amendments

The Board of the State Archives and Records Authority approved the following amendments to the General retention and disposal authority: local Government records on 21 September 2014:

COMMUNITY RELATIONS

Marketing

  • 2.11.2 Wording amended to clarify the scope of application to promotional or general information published or disseminated via websites, blogs or social media.

INFORMATION MANAGEMENT

Publications

  • 16.7.5 and 16.7.6 Formerly records that demonstrated the structure and organisation of intranets and records of substantial changes made were required as State archives under 16.7.5. This class was supereseded by 16.7.6 and the disposal action changed to retain until superseded.
  • 16.7.8 Disposal action for final, approved versions of forms or templates changed from retain for as long as the records transacted using the forms are kept to until superseded. 

In addition to these changes approved by the Board, the following note was added in June 2014:

RATES AND VALUATIONS

Payments

  • 25.6.3 addition of a note to advice Councils that action completed for records relating to the approval of rebates is until the rebate no longer applies or until all other requirements are met. This note was added as some Councils had interpreted action completed as when the approval for a rebate was first received.