Appendix 2: Example supporting documentation’

Contents

Appendix 2: Example supporting documentation

Appendix 2: Example supporting documentation

The following information provides an example of supporting documentation that meets NSW State Archives and Records' requirements.

Note: This example supporting documentation is for a small agency with a limited number of functions. Larger, more complex organisations may need to produce a more extensive document.

Example: Supporting documentation for the Building and Construction Industry Long Service Payments Corporation
About the organisation The Building and Construction Industry Long Service Payments Corporation is a statutory body initially established under the Building and Construction Industry Long Service Payments (Amendment) Act 1982. The Corporation is currently responsible for the administration of the Building and Construction Industry Long Service Payments Act 1986, which requires it to deliver a long service payments scheme to the building and construction industry of NSW. This Act also defines how the scheme is to be administered and how it is to be managed. Administration of the scheme entails: registration of building and construction industry workers collection and maintenance of building and construction industry workers service details, and provision of long service payments to eligible members. The Corporation also collects levies on building and construction work to fund the scheme. From July 1986, the Building and Construction Industry Long Service Payments Act provided that the funding would come from a levy on building and construction work, with most local councils acting as agents to collect the levy for the Corporation. Prior to 1986 the scheme was funded by a charge on employers. Between 1975 and 1982, the long service payments scheme was administered by the former Builders Licensing Board. Relationships with other organisations and stakeholders The Corporation’s operations depend on the services of local councils for the collection of levies. The Corporation has no subsidiaries, and has not entered into joint ventures or partnerships with other organisations. The Corporation currently provides a service to over 251,000 registered active building and construction workers, and liaises with more than 32,500 registered employers. Committees The Building and Construction Industry Long Service Payments Act 1986 provides for a Building and Construction Industry Long Service Payments Committee (the ‘Industry Committee’), which acts as an advisory and appellate body. The Industry Committee consists of ten part-time members appointed by the Minister. The Industry Committee is empowered under s.9 of the Act to advise the Corporation on administration of the Act, including matters concerning publicity, the investment of funds and the rate of the long service levy. The Industry Committee decides worker’s appeals lodged against decisions of the Corporation, and decides appeals lodged by levy payers. It also acts as a ‘Customer Council’ in relation to customer service standards and helps to ensure that the quality and effectiveness of services meet customers’ needs. The Corporation is able to provide the building and construction industry with regular updates on its services and consult with industry representatives on any issues affecting its operations via the Industry Committee. About the records held by the organisation The Corporation maintains an electronic Worker Registry System and manages records relating to the registration of and administration of payments to employers and workers as case files. The Corporation currently has approximately 380 000 worker files and 83 000 employer files. These comprise the majority records holdings of the corporation and date back to the beginning of the scheme when it was initially established in 1975 and administered by the Builders Licensing Board. The Corporation has implemented an electronic document and records management system for the management of its case files and started a major redevelopment of its computerised Worker Registry System. This will allow for more streamlined lodgement of information by employers and will include internet transacting. Previous disposal authorisation A number of disposal recommendations have been issued to the Corporation in the past: DR2886, DR3001, DR3060, DR3092, DR3267, DR3345, DR3458, DR3556, DR3794, DR4309, DR4380, DR4499, DR4542, DR5104, DR5406 and DR5500. These covered the disposal of records relating to both the Corporation’s core and administrative functions. About the retention periods and disposal actions Justifications for each retention period and disposal action are included in the draft retention and disposal authority. External stakeholder consultation The draft authority will be referred to the Industry Committee (an advisory committee comprising external stakeholder representation) for review and comment prior to its formal submission to State Records for approval.

Example: Supporting documentation for the Building and Construction Industry Long Service Payments Corporation

About the organisation

The Building and Construction Industry Long Service Payments Corporation is a statutory body initially established under the Building and Construction Industry Long Service Payments (Amendment) Act 1982.

The Corporation is currently responsible for the administration of the Building and Construction Industry Long Service Payments Act 1986, which requires it to deliver a long service payments scheme to the building and construction industry of NSW. This Act also defines how the scheme is to be administered and how it is to be managed.

Administration of the scheme entails:

registration of building and construction industry workers
collection and maintenance of building and construction industry workers service details, and
provision of long service payments to eligible members.

The Corporation also collects levies on building and construction work to fund the scheme. From July 1986, the Building and Construction Industry Long Service Payments Act provided that the funding would come from a levy on building and construction work, with most local councils acting as agents to collect the levy for the Corporation.

Prior to 1986 the scheme was funded by a charge on employers.

Between 1975 and 1982, the long service payments scheme was administered by the former Builders Licensing Board.

Relationships with other organisations and stakeholders

The Corporation’s operations depend on the services of local councils for the collection of levies. The Corporation has no subsidiaries, and has not entered into joint ventures or partnerships with other organisations.

The Corporation currently provides a service to over 251,000 registered active building and construction workers, and liaises with more than 32,500 registered employers.

Committees

The Building and Construction Industry Long Service Payments Act 1986 provides for a Building and Construction Industry Long Service Payments Committee (the ‘Industry Committee’), which acts as an advisory and appellate body. The Industry Committee consists of ten part-time members appointed by the Minister.

The Industry Committee is empowered under s.9 of the Act to advise the Corporation on administration of the Act, including matters concerning publicity, the investment of funds and the rate of the long service levy. The Industry Committee decides worker’s appeals lodged against decisions of the Corporation, and decides appeals lodged by levy payers. It also acts as a ‘Customer Council’ in relation to customer service standards and helps to ensure that the quality and effectiveness of services meet customers’ needs.

The Corporation is able to provide the building and construction industry with regular updates on its services and consult with industry representatives on any issues affecting its operations via the Industry Committee.

About the records held by the organisation

The Corporation maintains an electronic Worker Registry System and manages records relating to the registration of and administration of payments to employers and workers as case files. The Corporation currently has approximately 380 000 worker files and 83 000 employer files. These comprise the majority records holdings of the corporation and date back to the beginning of the scheme when it was initially established in 1975 and administered by the Builders Licensing Board.

The Corporation has implemented an electronic document and records management system for the management of its case files and started a major redevelopment of its computerised Worker Registry System. This will allow for more streamlined lodgement of information by employers and will include internet transacting.

Previous disposal authorisation

A number of disposal recommendations have been issued to the Corporation in the past: DR2886, DR3001, DR3060, DR3092, DR3267, DR3345, DR3458, DR3556, DR3794, DR4309, DR4380, DR4499, DR4542, DR5104, DR5406 and DR5500. These covered the disposal of records relating to both the Corporation’s core and administrative functions.

About the retention periods and disposal actions

Justifications for each retention period and disposal action are included in the draft retention and disposal authority.

External stakeholder consultation

The draft authority will be referred to the Industry Committee (an advisory committee comprising external stakeholder representation) for review and comment prior to its formal submission to State Records for approval.

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Appendix 2: Example supporting documentation