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  1. Government Recordkeeping
  2. Rules
  3. Retention & Disposal Authorities
  4. General retention and disposal authorities
  5. Administrative records (GA28)
  6. Part 1 (GA28)
  7. PROPERTY MANAGEMENT (GA28 16.0.0)
PROPERTY MANAGEMENT (GA28 16.0.0)

TOC

The function of managing land and working, storage or living space within premises, and of acquiring, constructing, fitting-out, managing, maintaining, protecting and disposing of property. Includes buildings and land allotments owned, rented or leased by the organisation, such as office blocks, repositories and workshops. Also includes energy and environmental management, the removal of pollutants and waste and the management of grounds including landscaping, roads and pathways.

Note: Properties of heritage significance can include buildings, objects, monuments, Aboriginal places, gardens, bridges, landscapes, archaeological sites, shipwrecks, relics, bridges, streets, industrial structures and conservation precincts.

Note: For the purposes of this authority, a property is 'heritage listed' if it is featured on:

  • the National Heritage List (searchable via the Australian Heritage Database)
  • the State Heritage Register
  • the organisation's heritage and conservation register
  • a local environmental planning (LEP) instrument
  • the Australian Institute of Architects' (AIA), register of notable buildings
  • the DOCOMOMO Register of Modern Movement Buildings, sites and landscapes in Australia (NSW)

Note: Current minimum retention periods for records relating to monitoring and reporting on greenhouse gas emissions, and energy production and consumption may not reflect the retention requirements specified in new or updated legislation. Before implementing the disposal decisions in this authority, organisations should ensure they are aware of any legislative requirements to retain records for longer than specified by the minimum retention periods.

Note: State and local government agencies responsible for the management of Crown reserves, commons and land that is currently or may potentially be the subject of a claim under the Aboriginal Land Rights Act 1983 should ensure records providing evidence of ownership, control and usage of the relevant parcel are retained and not destroyed until a claim has been granted over that parcel of land.

These records could include planning documents or decisions concerning proposed or approved use of the land, surveys, agreements, memorandums, consents and tenure arrangements regarding the following land matters – acquisition, transfers, boundaries, usage, rights of way and easements, leases or licences for any uses/purposes, land/resource management and management of parks and reserves.

Please note that the making of a claim which is unsuccessful does not preclude the making of further claims over the same areas of land under the Act.

For further advice and guidance as to land that is claimable under the Aboriginal Land Rights Act and records requiring retention, agencies should contact the Crown Lands Aboriginal Land Claim Unit within Department of Planning, Industry and Environment.

See COMMUNITY RELATIONS - Celebrations, ceremonies, functions for records relating to functions held to commemorate the opening and naming of buildings, premises, landmark structures, etc.

See FINANCIAL MANAGEMENT - Asset register for records relating to the monitoring and assessment of property as corporate assets.

See OCCUPATIONAL HEALTH & SAFETY for records relating to the management of occupational health and safety matters and for records relating to accidents involving employees or visitors to the property.

ACQUISITION (16.1.0)

The process of gaining ownership or use of property required for the conduct of business.

See CONTRACTING-OUT for records relating to the acquisition of services through a contracting-out or outsourcing process.

See EQUIPMENT & STORES - Acquisition for records relating to the acquisition of equipment and stores required for the management of property, e.g. furniture and furnishings.

See FINANCIAL MANAGEMENT - Accounting for records relating to financial transactions supporting acquisitions.

See PROPERTY MANAGEMENT - Leasing for records relating to leasing accommodation, premises or real estate from another organisation.

See PROPERTY MANAGEMENT - Reporting for records relating to reporting on procurement decisions for property, e.g. energy consumption reports.

See TENDERING for records relating to receiving and assessing tenders.

No Description of records Disposal action
16.1.1 Records relating to the acquisition of property that is significant due to the fact that it is:

  • a recipient of prestigious State, national or international architectural or design awards
  • an important local or regional landmark, or
  • heritage listed.

Records include:

  • records of investigations into and reports on the property
  • images, including digital recordings, photographs, maps etc
  • records demonstrating public reaction to the purchase
  • environmental impact assessments
  • budget estimates
  • cost-benefit analyses
  • correspondence with the vendor or owner
  • due diligence checks prior to purchase
  • draft versions of contracts of purchase containing significant changes/alterations
  • final, approved versions of contracts of purchase.

Required as State archives
16.1.2 Records relating to the acquisition of property that is not:

  • a recipient of prestigious State,
  • national or international architectural or design awards
  • an important local or regional landmark, or
  • heritage listed.

Records include:

  • records of investigations into and reports on the property
  • images, including digital recordings, photographs, maps etc
  • records demonstrating public reaction to the purchase
  • environmental impact assessments
  • budget estimates
  • cost-benefit analyses
  • correspondence with the vendor or owner
  • due diligence checks prior to purchase
  • draft versions of contracts of purchase containing significant changes/alterations
  • final, approved versions of contracts of purchase.

Note: Specialty contracts include contracts under seal and deeds to property.

Note: Limitation periods for contractual agreements or arrangements may be longer in other States. These may need to be taken into account when assessing retention requirements for intrastate agreements or arrangements.

(A) For specialty contracts:

Retain minimum of 12 years after disposal of property, then destroy

(B) For standard contracts or agreements:

Retain minimum of 7 years after disposal of property, then destroy
16.1.3 Summary records created to facilitate the management of property owned by the organisation, e.g. deed registers, property registers, land registers etc.

Required as State archives
16.1.4

Deeds or certificates of title for property owned by the organisation.

Note: the Registrar General of NSW declared that 11 October 2021 was the day on which all certificates of titles ceased to be issued. Under the Real Property Act a certificate of title previously issued has no force or effect for the purposes of a requirement, whether made under this Act or any other Act, for the lodgement or production of a certificate of title that is imposed in connection with the registration of a matter.
See entry 16.1.1 for historic (e.g. linen) certificates of title that relate to heritage or landmark properties.

Retain until administrative or reference use ceases, then destroy
16.1.5 Records relating to negotiations for property where the acquisition is not proceeded with.

Retain minimum of 10 years after action completed, then destroy
16.1.6 Records relating to the acquisition of services supporting property management, e.g. temporary use of plumbers, groundkeepers, electricians, where there is no tender or contracting-out process, i.e. where the cost of the acquisition is below the threshold for tendering or where no maintenance contract is in place.

Retain minimum of 7 years after action completed, then destroy

ADVICE

See PROPERTY MANAGEMENT /relevant activity for records relating to advice given or received by the organisation regarding property management, e.g. use PROPERTY MANAGEMENT – CONSERVATION for records relating to advice on conservation issues for heritage buildings, e.g. use PROPERTY MANAGEMENT – CONSTRUCTION for records relating to the provision of advice regarding construction, e.g. use PROPERTY MANAGEMENT – PLANNING for records relating to the provision of advice as part of the planning process.

AGREEMENTS

See CONTRACTING-OUT for records relating to the acquisition of services through a contracting-out or outsourcing process.

See PROPERTY MANAGEMENT - Acquisition for records relating to agreements regarding use of property that form part of acquisition processes, e.g. agreements relating to easements and right of way arrangements.

See PROPERTY MANAGEMENT - Arrangements for records relating to venue hire agreements.

See PROPERTY MANAGEMENT - Leasing for records relating to agreements for leasing accommodation, premises or real estate.

See PROPERTY MANAGEMENT - Leasing-out for records relating to agreements for leasing-out accommodation, premises or real estate from another organisation.

See TENDERING for records relating to receiving and assessing tenders.

APPEALS

See the organisation’s functional retention and disposal authority for records relating to native title claims and claims and appeals made against the compulsory acquisition of property or the level of compensation received.

ARRANGEMENTS (16.2.0)

The activities involved in arranging usage of facilities and space.

See FINANCIAL MANAGEMENT - Accounting for records relating to financial transactions for the use of premises.

See PROPERTY MANAGEMENT - Acquisition for records relating to agreements regarding use of property that form part of acquisition processes, e.g. agreements relating to easements and right of way arrangements.

No Description of records Disposal action
16.2.1 Records relating to routine arrangements for the use of property. Includes parking arrangements and facility bookings.

Retain until administrative or reference use ceases, then destroy

ASSET REGISTER

See FINANCIAL MANAGEMENT - Asset register for records relating to the monitoring and assessment of property as corporate assets.

AUDIT (16.3.0)

The activities associated with officially checking quality assurance and operational records, systems or processes to confirm legislation, directions and regulations have been adhered to or that operations are carried out efficiently, economically and in compliance with requirements.

See FINANCIAL MANAGEMENT - Audit for records relating to formal audits of accounts or the management of financial resources.

See PROPERTY MANAGEMENT - Compliance for records relating to the organisation's compliance with standards or requirements relating to the management of property.

See PROPERTY MANAGEMENT - Conservation for records relating to the remediation of contaminated sites.

No Description of records Disposal action
16.3.1 Records relating to audits of processes and systems to detect the presence of hazardous substances or conditions in buildings or land.

Retain minimum of 75 years after action completed, then destroy
16.3.2 Records relating to audits of the organisation's property or property management processes and systems not related to hazardous substances, e.g. water or waste recycling audits, energy usage audits, audits of construction processes etc. Records include:

  • records of audit planning or liaison with auditing body
  • minutes or notes of meetings
  • notes taken at interviews
  • correspondence
  • draft versions of reports containing significant changes/alterations or formally circulated for comment
  • final versions of authorised reports
  • records of remedial action.

Retain minimum of 6 years after action completed, then destroy

CLAIMS (16.4.0)

The process of administering and managing claims and appeals lodged after an incident as compensation for damage to or destruction of property.

See the organisation's functional retention and disposal authority for records relating to native title claims and claims and appeals made against the compulsory acquisition of property or the level of compensation received.

See COMPENSATION - Claims for records relating to the handling of claims for compensation and the rehabilitation of employees.

See PROPERTY MANAGEMENT - Acquisition for records relating to the compulsory acquisition of property.

See PROPERTY MANAGEMENT - Insurance for records relating to property insurance policies.

No Description of records Disposal action
16.4.1 Records relating to insurance claims and appeals by the organisation for damage to and/or loss of property.

Retain minimum of 7 years after finalisation or withdrawal of claim, then destroy

COMMITTEES

See COMMITTEES for records relating to the formation, meetings and decisions of committees, task forces, working groups or parties etc.

COMPLIANCE (16.5.0)

The activities associated with complying with mandatory or optional accountability, legal, regulatory or quality standards or requirements to which the organisation is subject. Includes compliance with legislation and with national and international standards.

See PROPERTY MANAGEMENT - Conservation for records relating to the remediation of contaminated sites.

See PROPERTY MANAGEMENT - Inspections for records relating to inspections to determine whether asbestos or other hazardous substances are present in buildings or land.

No Description of records Disposal action
16.5.1

Records relating to the organisation's compliance with mandatory or optional standards or with statutory requirements relating to the management of property, e.g. Australian and international standards for building management, disabled access, air conditioning, environmental regulations and building regulations, safety certification, maintenance for fire prevention and access to water supplies.

Note: Retention period is provided as a guide only. Any records providing evidence of organisational compliance with statutory or operating requirements must be kept as long as the organisation has to account for its actions.

Retain minimum of 6 years after action completed, then destroy
16.5.2 Records relating to breaches of regulatory requirements by the organisation, e.g. breaches of waste or environmental requirements, breaches of orders or requirements for the maintenance of heritage properties etc.
See LEGAL SERVICES - Litigation for records relating to prosecution of the organisation for breaches of compliance requirements. See PROPERTY MANAGEMENT - Security for records relating to breaches of property security.

Retain minimum of 15 years after action completed, then destroy

CONSERVATION (16.6.0)

The activities involved in the preservation, protection, maintenance, restoration and enhancement of property. Includes the management of heritage property, remediation of contaminated land and the conservation of Aboriginal sites.

See PROPERTY MANAGEMENT - Construction for records relating to the construction, major renovation or restoration of buildings, structures or environs.

See PROPERTY MANAGEMENT - Maintenance for records relating to the ongoing maintenance of property.

See PROPERTY MANAGEMENT - Planning for records relating to conservation management plans or plans to support the management of property, e.g. environment management plans.

See PROPERTY MANAGEMENT - Reporting for records relating to reporting to the heritage organisations on conservation issues, and conservation and condition treatment reports.

See STRATEGIC MANAGEMENT - Grant funding for records relating to applications for grants to conserve heritage property.

See STRATEGIC MANAGEMENT - Planning for records relating to heritage asset management strategic plans.

No Description of records Disposal action
16.6.1 Summary records created to record and facilitate the identification and ongoing management of heritage assets, e.g. heritage and conservation registers. Includes records of changes to the heritage status of properties on the register.

Required as State archives
16.6.2 Records relating to the identification and assessment of assets owned by the organisation where the assessment has confirmed that the asset is of heritage significance. Includes records relating to assets which are subsequently removed from the organisation's heritage and conservation register due to transfer or sale. Records include:

  • internal organisational assessments
  • records of consultation with communities and other stakeholders
  • consultants' reports
  • nominations and submissions on proposed listings
  • correspondence with heritage bodies
  • notifications of inclusion on heritage listings
  • notifications of permanent heritage orders.

Required as State archives
16.6.3 Records relating to the identification and assessment of assets owned by the organisation where the assessment has determined that the asset is not of heritage significance. Includes records relating to assets provisionally listed on the organisation's heritage and conservation register that, once assessed, are subsequently removed. Records include:

  • internal organisational assessments
  • records of consultation with communities and other stakeholders
  • consultants' reports
  • nominations and submissions on proposed listings
  • correspondence with heritage bodies
  • notifications of outcome
  • notifications of interim heritage orders.

Retain minimum of 7 years after action completed, then destroy
16.6.4 Records relating to the ongoing conservation maintenance of assets owned or occupied by the organisation that have been identified as having heritage significance. Includes records relating to assets which are subsequently removed from the organisation's heritage and conservation register due to transfer or sale. Records include:

  • applications seeking changes to heritage places
  • notifications or orders from the Heritage Council, e.g. notifications or orders restricting development or harm to buildings or regarding failures to maintain or repair
  • advice and submissions given to or received from heritage bodies regarding maintenance, repair or adaptation
  • heritage agreements
  • records of site inspections and monitoring
  • records of remedial action.

Required as State archives
16.6.5 Records relating to the remediation of contaminated sites that:

  • present a major long term public health risk, e.g. toxic waste
  • involve major public controversy, or
  • have a significant impact on policies/procedures.

Records include:

  • environmental and heritage impact assessments and plans
  • records of consultations
  • records of site inspections
  • records of remedial action
  • records of environmental monitoring.

Required as State archives
16.6.6 Records relating to the remediation of contaminated sites that do not:

  • present a major long term public health risk
  • involve major public controversy, or
  • have a significant impact on policies/procedures.

Records include:

  • environmental and heritage impact assessments and plans
  • records of consultations
  • records of site inspections
  • records of remedial action
  • records of environmental monitoring.

Retain minimum of 75 years after action completed, then destroy

CONSTRUCTION (16.7.0)

The process of making, erecting, renovating or restoring a structure or environs. Includes major maintenance work involving structural changes.

See CONTRACTING-OUT for records relating to the contracting-out or outsourcing of construction work including contracts.

See PROPERTY MANAGEMENT - Planning for records relating to planning construction programs.

See TENDERING for records relating to receiving and assessing tenders for construction work.

No Description of records Disposal action
16.7.1 Key records relating to the design, construction, major renovation or restoration of property (including buildings, structures and environs) that is of significance due to the fact that it is:

  • a recipient of a prestigious State, national or international architectural or design award
  • an important local or regional landmark, or
  • heritage listed.

Records include:

  • building and development applications, including supporting documentation recording reviews of environmental factors such as environmental impact statements, archaeological or heritage impact statements
  • records demonstrating public reaction to the construction
  • plans/designs as approved
  • plans/designs as executed and variations
  • specifications
  • photographs
  • drawings
  • site diaries and plans
  • archival recordings of demolition
  • records of structural changes made for installations, fit-outs and maintenance
  • records of decisions or approvals regarding naming of buildings, use of coats of arms/heraldry and the erection of plaques on buildings, structures and public spaces
  • display models of architectural quality.

Includes construction designs, artist’s impressions, design models and plans submitted for design competitions. Includes successful and unsuccessful submissions.

Includes the naming and renaming of buildings.

See 16.7.3 for project management records.

Required as State archives
16.7.2 Key records relating to the design, construction, major renovation or restoration of property (including buildings, structures and environs) that is not:

  • a recipient of prestigious State,
  • national or international architectural or design awards
  • an important local or regional landmark, or
  • heritage listed.

Records include:

  • building and development applications, including supporting documentation recording reviews of environmental factors such as environmental impact statements, archaeological or heritage impact statements
  • records demonstrating public reaction to the construction
  • plans/designs as approved
  • plans/designs as executed and variations
  • specifications
  • photographs
  • drawings
  • site diaries and plans
  • records of structural changes made for installations, fit-outs and maintenance
  • records of decisions or approvals regarding naming of buildings, use of coats of arms/heraldry and the erection of plaques on buildings, structures and public spaces
  • display models of architectural quality.

See 16.7.3 for project management records.

Retain minimum of 7 years after building or structure is disposed of, then destroy OR transfer to new owner as required
16.7.3 Records relating to project management for construction works. Records include:

  • records of budget and costs
  • records of client liaison on non technical matters
  • records of contractual matters such as variations, payment and sign off on construction
  • records of logistics
  • site procedures
  • records of quality and performance measurements
  • periodic reports
  • project risk management records and schedules
  • records of consultations.

See 16.7.1-2 for site diaries.

Retain minimum of 12 years after project completed, then destroy
16.7.4

Records for projects or proposals proceeded with relating to the construction of property (other than key construction records, project management or records of hazardous materials) such as non-architectural quality models, correspondence with builders and records relating to minor day-to-day repairs or maintenance of site.

See 16.7.3 for project management records.

See PROPERTY MANAGEMENT - Installation for records relating to the installation of service systems, e.g. installation of heating, plumbing, air conditioning, security equipment, cabling, alarms etc, that do not involve structural changes. See PROPERTY MANAGEMENT - Maintenance for records relating to minor maintenance works.

Retain minimum of 7 years after construction work completed, then destroy
16.7.5 Records relating to the identification and management of hazardous materials including asbestos used or encountered in construction work.

Retain minimum of 75 years after removal or disposal of hazardous materials, then destroy OR transfer to new owners on disposal of property
16.7.6 Records relating to construction projects or proposals not proceeded with.

Retain minimum of 7 years after action completed, then destroy
16.7.7 Records relating to the design and installation of temporary equipment, spaces and structures for events, exhibitions, etc. Includes lighting, temporary stages, display panels, seating, signage and banners. Retain minimum of 7 years after equipment is replaced or installation is removed, then destroy

CONTRACTING-OUT

See CONTRACTING-OUT for records relating to the acquisition of services through a contracting-out or outsourcing process.

See TENDERING for records relating to receiving and assessing tenders.

DISPOSAL (16.8.0)

The process of disposing of property no longer required by the organisation by sale, transfer, termination of lease, auction, or destruction.

See FINANCIAL MANAGEMENT - Asset register for records relating to the removal of items from the organisation's asset register.

See PROPERTY MANAGEMENT - Leasing for records relating to the termination of leases.

See PROPERTY MANAGEMENT - Moving for records relating to the relocation of business units to another premises.

No Description of records Disposal action
16.8.1 Records relating to the disposal of property that is significant due to the fact that it is:

  • a recipient of a prestigious State, national or international architectural or design award
  • an important local or regional landmark, or
  • heritage listed.

Records include:

  • assessments and investigations
  • valuation certificates
  • records of preparation undertaken before disposal
  • archival recordings of demolition
  • draft versions of contracts of sale containing significant changes/alterations
  • final, approved versions of contracts of sale.

Required as State archives
16.8.2 Records relating to the disposal of property that is not:

  • a recipient of prestigious State, national or international architectural or design awards
  • an important local or regional landmark, or
  • heritage listed.

Records include:

  • assessments and investigations
  • valuation certificates
  • records of preparation undertaken before disposal
  • draft versions of contracts of sale containing significant changes/alterations
  • final, approved versions of contracts of sale.

(A) For specialty contracts:

Retain minimum of 12 years after disposal of property, then destroy

(B) For standard contracts or agreements:

Retain minimum of 7 years after disposal of property, then destroy

EVALUATION (16.9.0)

The process of determining the suitability of potential or existing property in relation to meeting the needs of the given situation. Includes ongoing monitoring.

No Description of records Disposal action
16.9.1 Records relating to the evaluation of the suitability of potential property or the monitoring of existing property in relation to meeting the needs of the organisation's accommodation and business requirements, e.g. sourcing, appraising and evaluating potential accommodation, business cases, feasibility studies etc.

Retain minimum of 5 years after action completed, then destroy

FIT-OUTS

See PROPERTY MANAGEMENT - Construction for records relating to fit-outs.

See PROPERTY MANAGEMENT - Installation for records relating to the installation of service systems within the organisation’s property, e.g. installation of heating, plumbing, air conditioning, security equipment, cabling, alarms etc, that do not involve structural changes.

See PROPERTY MANAGEMENT - Maintenance for records relating to minor fit-outs, e.g. repairs, painting etc that do not involve structural changes.

FLORA, FAUNA & ANIMAL MANAGEMENT (16.10.0)

The management of native, protected or endangered flora and fauna and farm and other animals in property or areas under the control of the organisation

See the organisation's functional retention and disposal authority for records relating to the recording and management of threatened or endangered flora and fauna if the organisation has primary responsibility for its oversight, e.g. Department of Environment and Climate Change.

No Description of records Disposal action
16.10.1 Records relating to the management of native flora or wildlife and flora reserves, and the relocation or disposal of protected flora and fauna from the organisation's property. Records include:

  • summary records created to facilitate the management of animal species, e.g. animal species registers
  • animal surveys
  • plant species registers
  • plant surveys.

Note: With paper-based registers, retain minimum of 2 years after last entry in the register. With electronic registers, retain minimum of 2 years after last update or amendment to an entry, or after data has become obsolete, then destroy.

Retain minimum of 2 years after action completed, then destroy
16.10.2 Records relating to the management of endangered species.

Retain minimum of 10 years after action completed, then destroy
16.10.3 Records relating to the management and care of farm or other animals. Retain until administrative or reference use ceases, then destroy

IMPLEMENTATION

See PROPERTY MANAGEMENT - Audit for records relating to audits of property management processes and systems.

See PROPERTY MANAGEMENT - Planning for records relating to the development and review of plans, policies or procedures relating to the management of property.

See PROPERTY MANAGEMENT - Policy for records relating to the development and review of policies relating to the management of property.

See PROPERTY MANAGEMENT - Procedures for records relating to the development and review of procedures relating to the management of property.

See PROPERTY MANAGEMENT - Reporting for records relating to reporting on property management practices.

See STRATEGIC MANAGEMENT - Implementation for records relating to the implementation of business continuity or counter disaster plans.

See STRATEGIC MANAGEMENT - Planning for records relating to the development and review of business continuity or counter disaster plans by the organisation.

See STRATEGIC MANAGEMENT - Reporting for records relating to reporting on the effects of disasters.

INSPECTIONS (16.11.0)

The process of official examinations of facilities to ensure compliance with agreed standards and objectives.

See the organisation's functional retention and disposal authority for records relating to inspections if a function of the organisation is to conduct property management inspections of other organisations.

See OCCUPATIONAL HEALTH & SAFETY - Inspections for records relating to routine workplace inspections and inspections of hazardous substances in the workplace.

See PROPERTY MANAGEMENT - Audit for records relating to audits of property.

See PROPERTY MANAGEMENT - Compliance for records relating to the organisation's compliance with standards and requirements relating to the management of property.

See PROPERTY MANAGEMENT - Conservation for records relating to the remediation of contaminated sites.

See PROPERTY MANAGEMENT - Construction for records relating to inspections of construction undertaken.

See PROPERTY MANAGEMENT - Leasing-out for records relating to inspections undertaken as part of the leasing-out of accommodation, premises or real estate to another organisation or person.

See PROPERTY MANAGEMENT - Maintenance for records relating to maintenance inspections or the storage, removal and off-site disposal of toxic or hazardous substances.

No Description of records Disposal action
16.11.1 Records relating to inspections to determine whether asbestos or other hazardous substances are present in buildings or land.

Retain minimum of 75 years after action completed, then destroy OR if property is sold before this date, transfer to new owner as required

INSTALLATION (16.12.0)

The activities involved in placing equipment in position and connecting and adjusting it for use.

See PROPERTY MANAGEMENT - Construction for records relation to installations undertaken as part of construction or renovation projects that involve structural changes.

See TECHNOLOGY & TELECOMMUNICATIONS - Installation for records relating to the routine installation of technology and telecommunications equipment.

No Description of records Disposal action
16.12.1 Plans relating to the installation of service systems within the organisation's property, e.g. installation of heating, plumbing, air conditioning, security equipment, cabling, alarms etc, that do not involve structural changes.

Retain until installation is removed, then destroy OR retain until building or structure disposed of, then destroy or transfer to new owner as required
16.12.2 Records relating to the installation of service systems within the organisation's property, other than plans, that do not involve structural changes.

Retain minimum of 2 years after action completed, then destroy

INSURANCE (16.13.0)

The process of taking out premiums to cover loss or damage to property or premises.

See FINANCIAL MANAGEMENT - Reporting for records relating to reporting to Treasury on yearly premium renewals for insurance policies.

No Description of records Disposal action
16.13.1

Records relating to property insurance policies including information provided for renewals and summary records created to facilitate the management of policies, e.g. insurance registers.

Note: With paper-based registers, retain minimum of 7 years after expiry of the last policy listed in the register. With electronic registers, retain minimum of 7 years after expiry of the policy relating to an entry or after data has become obsolete, then destroy.

Retain minimum of 7 years after expiry of policy, then destroy
16.13.2 General insurance records. Records include:

  • routine correspondence such as notices of renewals, details of amounts of cover, advice on premiums payable
  • statistics.

Retain minimum of 1 year after action completed, then destroy

INVENTORY

See FINANCIAL MANAGEMENT - Asset register for records relating to the monitoring and assessment of property as a corporate asset.

See PROPERTY MANAGEMENT - Acquisition for summary records created to facilitate the management of property owned by the organisation, e.g. property registers.

See PROPERTY MANAGEMENT - Insurance for summary records created to facilitate the management of insurance policies.

See PROPERTY MANAGEMENT - Leasing for summary records created to facilitate the management of property leased by the organisation, e.g. lease registers.

LEASING (16.14.0)

The activities involved in leasing accommodation, premises or real estate from another organisation.

See FINANCIAL MANAGEMENT - Accounting for records relating to financial transactions in the leasing process.

See LEGAL SERVICES - Advice for records relating to legal advice received regarding property leasing.

See PROPERTY MANAGEMENT - Leasing-out for records relating to leasing-out of accommodation, premises or real estate to another organisation or person.

See PROPERTY MANAGEMENT - Maintenance for records relating to repairs and maintenance of leased property.

No Description of records Disposal action
16.14.1 Records relating to the leasing of property (where the organisation is the lessee). Records include:

  • correspondence and records of negotiations
  • signed leases
  • records of ongoing management of lease.

Retain minimum of 7 years after lease expires or is terminated, then destroy
16.14.2

Summary records created to facilitate the management of leased property, e.g. lease registers.

Note: With paper-based registers, retain minimum of 7 years after last entry in the register. With electronic registers, retain minimum of 7 years after last update or amendment to an entry, or after data has become obsolete, then destroy.

Retain minimum of 7 years after action completed, then destroy
16.14.3 Records relating to ongoing administrative matters associated with leasing arrangements e.g. routine liaison, correspondence, reports, notifications and advice to/from lessors, and leasing arrangements not proceeded with.

Retain minimum of 2 years after action completed, then destroy

LEASING-OUT (16.15.0)

The activities involved in leasing-out accommodation, premises or real estate to another organisation or person for a specified period and agreed price. Includes the formal documentation setting out conditions, rights, responsibilities etc. of both parties. Also includes subleasing.

See PROPERTY MANAGEMENT - Leasing for records relating to leasing accommodating, premises or real estate from another organisation.

No Description of records Disposal action
16.15.3 Records relating to the long term leasing-out of land and property owned or managed by the organisation to another organisation or person, such as perpetual and 99 year leases. Records include correspondence and records of negotiations, signed leases, contracts or agreements, records of ongoing management of lease, etc.

Required as State archives
16.15.1 Records relating to the general leasing-out of property, facilities, land or open spaces owned or managed by the organisation. Includes leasing or licensing arrangements for the commercial or residential use of property, etc. Records include correspondence and records of negotiations, signed leases, contracts or agreements, records of ongoing management of the lease, etc.

Retain minimum of 7 years after expiry or termination of lease or agreement, then destroy
16.15.2 Records relating to administrative matters associated with leasing-out arrangements e.g. routine liaison, correspondence, reports, notifications and advice to/from lessees, and leasing out arrangements not proceeded with.

Retain minimum of 2 years after action completed, then destroy
16.15.4 Records relating to the hire or use of the organisation's facilities or property for events such as conferences, lectures, filming, private functions, etc. Records include booking details, arrangements and associated documentation relating to the usage and hire of properties, grounds and facilities by others.

Retain minimum of 2 years after action completed, then destroy

MAINTENANCE (16.16.0)

The activities associated with the upkeep, repair and preservation of internal/external conditions of premises. Includes managing waste and the offsite disposal of waste products.

See CONTRACTING-OUT for records relating to the contracting-out or outsourcing of maintenance and maintenance service contracts.

See EQUIPMENT & STORES - Maintenance for records relating to the maintenance of plant and equipment.

See OCCUPATIONAL HEALTH & SAFETY - Compliance for records relating to the licensing or registration process for maintenance and storage of substances.

See OCCUPATIONAL HEALTH & SAFETY - Inspections for records relating to routine inspections of hazardous materials in buildings.

See OCCUPATIONAL HEALTH & SAFETY - Risk management for records relating to the monitoring of atmospheric contaminants.

See PROPERTY MANAGEMENT - Conservation for records relating to ongoing conservation maintenance undertaken on properties of heritage significance.

See PROPERTY MANAGEMENT - Inspections for records relating to inspections to determine whether asbestos or other hazardous substances are present in buildings or land.

No Description of records Disposal action
16.16.1 Records relating to major maintenance work carried out during the lifetime of a building, e.g. sometimes referred to as the maintenance history of a building. Records include:

  • plans of major maintenance work undertaken
  • records of outcomes of consultations
  • requests for quotes (when not part of contracting-out or tendering arrangements)
  • final, approved agreements
  • warranties.

Retain until property is disposed of, then destroy or transfer to new owner as required
16.16.2 Records relating to accidents or damage occurring to premises. Records include:

  • reports of accidents or damage
  • maintenance work undertaken.

Retain minimum of 7 years after action completed, then destroy
16.16.3 Records relating to routine maintenance of property, not involving structural changes. Includes cleaning, painting, grounds maintenance, electrical and air-conditioning maintenance, minor modifications for disabled access, pest control etc. Excludes maintenance/service contracts.

Retain minimum of 2 years after action completed, then destroy
16.16.4 Records relating to the maintenance of cooling water systems. Records include:

  • operating and maintenance manuals for cooling towers
  • test results
  • service log sheets.

Retain minimum of 7 years after action completed, then destroy
16.16.5 Records relating to the monitoring of building management systems or energy management systems to ensure they are operating effectively.

Retain minimum of 3 years after action completed, then destroy
16.16.6

Records relating to the removal, storage and disposal of toxic or hazardous substances where risk assessments indicate that the severity of the risk to humans is high, e.g. asbestos, radioactive waste, some pesticides etc.

Note: In some circumstances it may be appropriate for organisations to keep these records for longer periods.

Retain minimum of 75 years after action completed, then destroy
16.16.7 Records relating to the removal, storage and disposal of toxic or hazardous substances where risk assessments indicate that the severity of the risk to humans is low, e.g. petrol, gas, some chemicals etc.

Retain minimum of 30 years after action completed, then destroy
16.16.8 Records relating to the removal, storage and disposal of non-toxic, non-hazardous substances.

Retain minimum of 1 year after action completed, then destroy

MEETINGS

See the relevant function/activity for records relating to meetings held as part of the management or conduct of those activities or processes, e.g. use PROPERTY MANAGEMENT – CONSTRUCTION for records relating to meetings regarding construction of property, e.g. use PROPERTY MANAGEMENT – PLANNING for records relating to meetings regarding planning for property management.

See COMMITTEES for records relating to the formation, meetings and decisions of committees, taskforces, working groups or parties etc.

See GOVERNMENT RELATIONS - Meetings for records relating to meetings between Chief Executives and Ministers, Ministerial employees or senior executives of other government organisations when those meetings are not related to specific functions and activities.

See STRATEGIC MANAGEMENT - Meetings for records relating to general, section or unit meetings of employees.

MOVING (16.17.0)

The process of relocating a business unit to another premises.

See CONTRACTING-OUT for records relating to the acquisition of services through a contracting-out or outsourcing process.

See FINANCIAL MANAGEMENT - Accounting for records relating to the payment of money, e.g. payments to removalists etc.

See PROPERTY MANAGEMENT - Planning for records relating to facility planning.

See TENDERING for records relating to receiving and assessing tenders.

No Description of records Disposal action
16.17.1 Records relating to the moving of business operations. Records include:

  • inventories
  • records of costings
  • records of arrangements with removalists.

Retain minimum of 2 years after action completed, then destroy

PLANNING (16.18.0)

The process of formulating ways in which objectives can be achieved. Includes determination of services, needs and solutions to those needs.

See STRATEGIC MANAGEMENT - Planning for records relating to strategic, corporate and business planning and other high level plans and strategies including those that cross a number of functions, e.g. total asset management plans or heritage asset management plans.

No Description of records Disposal action
16.18.1 Final, approved versions of conservation management plans and related records documenting major conservation or restoration work carried out on heritage properties or items, and associated correspondence indicating who the plans apply to and responsibilities for their implementation.

Required as State archives
16.18.2 Final, approved versions of plans to support the management of property, e.g. facility and usage plans, plans for disabled access, energy management plans, environment management plans and waste reduction and purchasing plans, and associated correspondence indicating who the plans apply to and responsibilities for their implementation. Excludes conservation management plans.

Retain minimum of 5 years after plan is superseded, then destroy
16.18.3 Records relating to the development and review of conservation management plans and plans to support the management of property, e.g. facility and usage plans, plans for disabled access, energy management plans, environment management plans and waste reduction and purchasing plans. Records include:

  • background research
  • draft versions of plans containing significant changes/alterations or formally circulated for comment
  • notes of meetings and reports analysing issues and the outcomes of consultation with employees, unions, other stakeholders etc.

Retain minimum of 3 years after action completed, then destroy

POLICY (16.19.0)

The activities associated with developing and establishing decisions, directions and precedents which act as a reference for future decision making, as the basis from which the organisation's operating procedures are determined.

See GOVERNMENT RELATIONS - Policy for records relating to advice or notifications regarding policies that apply to the whole-of-government, e.g. Premier's Memoranda and Circulars, Treasurer's Directions.

See GOVERNMENT RELATIONS - Submissions for records relating to submissions by the organisation on the development or review of government-wide policies developed by central coordinating agencies.

See PROPERTY MANAGEMENT - Compliance for records relating to organisational compliance with standards and requirements regarding the management of property.

See STRATEGIC MANAGEMENT - Implementation for records relating to the implementation of government-wide policies by the organisation.

See STRATEGIC MANAGEMENT - Policy for records relating to the organisation's policies on cross-functional or organisation-wide matters.

No Description of records Disposal action
16.19.1

Final, approved versions of the organisation's policies relating to the management of facilities or property, e.g. security policies, energy management policies, environment management policies, waste management and recycling policies, leasing and hiring policies etc, and associated correspondence indicating who the policies apply to and responsibilities for their implementation.

Note: There may be some policies relating to the acquisition or disposal of property that need to be kept for longer retention periods than that specified because they may impact on the organisation's accountability with respect to the management of assets.

Retain minimum of 5 years after policy is superseded, then destroy
16.19.2 Records relating to the development and review of the organisation's policies relating to the management of facilities or property, e.g. security policies, energy management policies, environment management policies, waste management and recycling policies, leasing and hiring policies etc. Records include:

  • policy proposals
  • background research
  • records of consultations or meetings
  • draft versions of policies containing significant changes/alterations or formally circulated for comment
  • reports analysing issues and the outcomes of consultation with employees, unions, stakeholders etc.

Retain minimum of 3 years after action completed, then destroy

PROCEDURES (16.20.0)

Standard methods of operating laid down by an organisation according to formulated policies.

See STAFF DEVELOPMENT - Training for records relating to training in procedures.

See STRATEGIC MANAGEMENT - Procedures for records relating to quality assurance procedures.

No Description of records Disposal action
16.20.1

Final, approved versions of manuals, handbooks, directives etc detailing procedures relating to the management of facilities or property, e.g. security procedures, energy management procedures, environment management procedures, waste management and recycling procedures etc, and associated correspondence indicating who the procedures apply to and responsibilities for their implementation.

Note: There may be some procedures relating to the acquisition or disposal of property that need to be kept for longer retention periods than that specified because they may impact on the organisation's accountability with respect to the management of assets.

Retain minimum of 5 years after procedures are superseded, then destroy
16.20.2 Records relating to the development and review of procedures relating to the management of facilities or property, e.g. security procedures, energy management procedures, environment management procedures, waste management and recycling procedures etc. Records include:

  • background research
  • draft versions of procedures containing significant changes/alterations or formally circulated for comment
  • reports analysing issues and the outcomes of consultation with employees, unions, other stakeholders etc.

Retain minimum of 3 years after action completed, then destroy

REPORTING (16.21.0)

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 providing formal statements or findings of the results of the examination or investigation.

No Description of records Disposal action
16.21.1 Final, approved versions of reports regarding heritage property that contain detailed recommendations and initiatives concerning heritage issues, e.g. condition treatment reports, conservation reports.

Required as State archives
16.21.2 Final, approved versions of significant reports regarding the management of property owned or occupied by the organisation unrelated to heritage issues, e.g. reports on security, environment management, reporting against waste reduction and purchasing plans etc.

Retain minimum of 7 years after action completed, then destroy
16.21.3 Final, approved versions of periodic internal reports on general administrative matters used to monitor and document recurring activities relating to the management of the organisation's properties, e.g. condition reports, monthly reports, returns etc.

Retain minimum of 3 years after action completed, then destroy
16.21.4 Records relating to the development and review of all reports on the organisation's property. Records include:

  • background research
  • draft versions of reports containing significant changes/alterations or formally circulated for comment.

Retain minimum of 3 years after action completed, then destroy

REVIEWING (16.22.0)

The activities involved in re-evaluating or re-examining products, processes, procedures, standards and systems. Includes recommendations and advice resulting from these activities.

See PROPERTY MANAGEMENT - Planning for records relating to the review of plans, policies or procedures.

See PROPERTY MANAGEMENT - Policy for records relating to the review of policies.

See PROPERTY MANAGEMENT - Procedures for records relating to the review of procedures.

No Description of records Disposal action
16.22.1 Records relating to internal or external reviews of property management processes, programs and services, e.g. accommodation reviews, space and accommodation assessments. Records include:

  • documents establishing the review
  • background research
  • draft versions of review reports containing significant changes/alterations or formally circulated for comment
  • final, approved versions of reports
  • project or action plans.

Retain minimum of 5 years after action completed, then destroy

RISK MANAGEMENT (16.23.0)

The process involving the identification of risks, and the implementation of appropriate practices and procedures which will reduce wastage and the impact of economic loss arising from an incident.

See OCCUPATIONAL HEALTH & SAFETY - Risk management for records relating to the assessment of occupational health and safety risks.

See STRATEGIC MANAGEMENT - Planning for records relating to strategic business continuity/counter disaster planning for the organisation.

See STRATEGIC MANAGEMENT - Risk management for records relating to the identification and assessment of risks to property as part of broader strategic risk management processes.

No Description of records Disposal action
16.23.1 Records relating to the identification and assessment of risks associated with the management of facilities or property and associated facilities or services, e.g. risk assessment reports for water cooling systems. Records include:

  • risk assessments
  • treatment schedules
  • action plans
  • risk registers.

Note: 'Action completed' may be after the next risk assessment.

Retain minimum of 7 years after action completed, then destroy

SECURITY (16.24.0)

The activities associated with measures taken to protect premises from accidental or intentional damage or from unauthorised access. Includes managing breaches of security.

See CONTRACTING-OUT for records relating to the contracting-out or outsourcing of security activities.

See EQUIPMENT & STORES - Security for records relating the security of equipment and stores.

See PERSONNEL - Misconduct for records relating to disciplinary action taken against employees for security breaches.

See PROPERTY MANAGEMENT - Planning for records relating to security plans, policies or procedures.

See PROPERTY MANAGEMENT - Policy for records relating to security policies.

See PROPERTY MANAGEMENT - Procedures for records relating to security procedures.

See TECHNOLOGY & TELECOMMUNICATIONS - Security for records relating to the security of technology and telecommunications equipment.

See TENDERING for records relating to tendering for the provision of security services.

No Description of records Disposal action
16.24.1 Records relating to security breaches or incidents where it is strongly suspected or proven that sabotage was intended. May include cases of:

  • unauthorised access or entry/trespass to buildings or restricted areas
  • acts of terrorism
  • intentional, major damage resulting in death or serious injury
  • bomb threats where it is established that the threat was real
  • fires
  • armed hold ups.

Records include:

  • reports of breaches or incidents
  • records of investigations
  • records of liaison with law enforcement agencies.

Required as State archives
16.24.2 Records relating to security breaches or incidents where charges are laid or damage or injury has occurred, but where sabotage is not strongly suspected or proven. May include cases of:

  • unauthorised access or entry/trespass to building or restricted areas
  • intentional, major damage
  • bomb threats where it is established that the threat was real
  • fires
  • armed hold ups.

Records include:

  • reports of breaches or incidents
  • records of investigations
  • records of liaison with law enforcement agencies.

Retain minimum of 15 years after action completed, then destroy
16.24.3 Records relating to minor security breaches or incidents, e.g. where charges are not laid or significant damage has not occurred, and where sabotage is not strongly suspected or proven. May include cases of:

  • unauthorised access or entry/trespass to buildings, e.g. unintentional
  • minor damage.

Records include:

  • reports of breaches or incidents
  • records of investigations.

Retain minimum of 7 years after action completed, then destroy
16.24.4 Records relating to property guarding, surveillance and patrol operations. Records include:

  • rosters
  • security reports.

Note: Some of these records may be relevant to an investigation into a security breach, in which case they should be retained for the same period as breach records.

Retain minimum of 2 years after action completed, then destroy
16.24.5 Records relating to property access controls to secure areas. Records include:

  • access registers (e.g. visitors books, sign in sheets)
  • keys registers
  • security data logs
  • records of issue of security passes to visitors
  • reports on responses to alarm warnings.

Note: With paper-based registers, retain minimum of 7 years after last entry in the register. With electronic registers, retain minimum of 7 years after last update or amendment to an entry, or after data has become obsolete, then destroy.

Retain minimum of 7 years after action completed, then destroy
16.24.6 Records relating to combinations for building locks.

Retain until combination changes, then destroy
16.24.7

Routine visual surveillance and monitoring records (e.g. closed circuit television (CCTV) footage) which are not required for evidentiary, regulatory or other operational purposes.

Note: This class excludes:

          • surveillance footage required as part of a criminal or specific investigation or court proceeding

          • surveillance footage created or maintained by a public office where the provision of security or crime prevention and investigation is linked to core functions eg police, youth detention and offender management

Retain until administrative or reference use ceases, then destroy.

Note: Where the recordings become part of another record, such as an investigation, dispose of in accordance with requirements for that class of records.

STANDARDS

See STRATEGIC MANAGEMENT - Implementation for records relating to the implementation of government-wide policies, key direction statements and initiatives.

See STRATEGIC MANAGEMENT - Standards for records relating to the development and implementation of standards or benchmarks that provide a framework for the conduct of the organisation’s operations or assessment of its performance.

SUBMISSIONS

See PROPERTY MANAGEMENT - Conservation for records relating to submissions to the Heritage Council seeking approvals for changes to heritage places or for excavating land where Aboriginal relics might be disturbed.

See PROPERTY MANAGEMENT - Construction for records relating to submissions for construction.

TENDERING

See CONTRACTING-OUT for records relating to the acquisition of services through a contracting-out or outsourcing process.

See TENDERING for records relating to receiving and assessing tenders.

TRAFFIC MANAGEMENT (16.25.0)

The management of parking and traffic.

No Description of records Disposal action
16.25.1 Records relating to the management and planning of parking and traffic control.

Retain minimum of 5 years after action completed, then destroy
16.25.2 Records of parking permits, including special parking arrangements and special or temporary parking zones. Records include applications and determinations, copies of permits, renewals, permit numbers and associated correspondence. Includes unsuccessful applications.

Retain until expiry or termination of permit or 1 year after action completed, then destroy
16.25.3 Records relating to fines and penalties for parking and other traffic offences.

Retain minimum of 2 years after action completed, then destroy