See CORPORATE MANAGEMENT for conferences, contracting-out, meetings, tendering, policies, procedures and reports concerning the management of the organisation's public profile and relationships with the general community and/or external organisations.
See CUSTOMER SERVICE for records relating to the handling of reactions to services provided by the organisation, customer consultation and feedback.
See PERSONNEL – Discipline for the handling and investigations of complaints or allegations involving staff members.
ADDRESSES
The activity of giving addresses for training, professional, community relations or sales purposes. Includes speeches and multi-media presentations.
See CORPORATE MANAGEMENT - Conferences for records of addresses and presentations delivered by councillors or staff at conferences
| No | Description of records | Disposal action |
|---|---|---|
| 2.1.1 | Transcripts of final versions of addresses, speeches or papers delivered by members of council, chief or senior executives delivered at significant occasions or public events. | Required as State archives |
| 2.1.2 | Transcripts of addresses, speeches or papers delivered by non-executive staff members, or those by chief or senior executives and members of council at occasions or public events not considered to be significant. | Retain minimum of 2 years after action completed, then destroy |
| 2.1.3 | Records relating to the drafting and recording of addresses. Records include background research and drafts, and audio, video or other recordings. | Retain until administrative or reference use ceases, then destroy |
ARRANGEMENTS
See COMMUNITY RELATIONS - Celebrations, Ceremonies and Functions for records relating to arrangements for celebrations, ceremonies and functions.
AWARDS (HONOURS)
The activity of receiving or granting awards for recognition of service or achievement.
See PERSONNEL - Awards (Honours) for records of awards to employees.
| No | Description of records | Disposal action |
|---|---|---|
| 2.3.1 |
Records relating to the receipt or conferral of significant awards, such as Freedom of Entry or Keys to City, national awards for local government etc. Records include successful applications, nominations and certificates. Note: If the award is an object it is not a State record, and is not covered by this Authority. |
Required as State archives |
| 2.3.2 | Records relating to the receipt or conferral of routine awards such as garden prizes etc., and the administration of award programs. Includes applications, nominations, correspondence, certificates, summary records of award recipients etc. | Retain minimum of 5 years after action completed, then destroy |
CELEBRATIONS, CEREMONIES AND FUNCTIONS
The activities associated with arranging and managing festivities, including celebrations, formal ceremonies and social functions, to honour a particular event, occasion or individual, or to conduct fundraising.
See COMMUNITY RELATIONS - Addresses for records of addresses delivered at celebrations, ceremonies and functions.
See COMMUNITY RELATIONS - Visits and Tours for records relating to visits to other organisations.
See CORPORATE MANAGEMENT - Compliance for records relating to the obtaining of approvals or licences to carry out activities associated with the staging of events and functions, e.g. liquor licences, etc.
See CORPORATE MANAGEMENT - Conferences for records relating to conferences held or attended by representatives of the organisation.
See PROPERTY MANAGEMENT (COUNCIL PROPERTY) - Design and Construction for records relating to the installation and construction of temporary structures for events.
See RECREATION AND CULTURAL SERVICES - Event Management for records relating to the arrangement and staging of other community events.
| No | Description of records | Disposal action |
|---|---|---|
| 2.4.1 | Key records relating to celebrations, ceremonies and functions of major importance to the organisation, e.g. those marking major anniversaries of significant structures or events for the organisation (such as incorporation of Council, building of the town hall) or the local area (e.g. national events such as the Olympics where the organisation has significant input, Aboriginal reconciliation etc.). Records include programs, guest lists, selected official photographs and audio visual recordings of the event, reports. | Required as State archives |
| 2.4.2 | Records relating to administrative arrangements for all celebrations, ceremonies and functions, including arrangements for exhibition launches and the giving of addresses. Records include invitations and acceptances and bookings and arrangements for catering, transport, accommodation, venues, entertainment, etc. | Retain until administrative or reference use ceases, then destroy |
| 2.4.3 | Key records relating to celebrations, ceremonies and functions that are not of major importance to the organisation, e.g. receptions, openings, citizenship ceremonies and fundraising dinners. Records include programs, guest lists, audio visual recordings and official photographs of the event, reports etc. | Retain minimum of 5 years after action completed, then destroy |
COMMUNITY CONSULTATION
The activities associated with occasional, usually informal, consultations with residents and stakeholders.
See relevant function/activity for records of submissions and reports on outcomes of community consultation relating to a specific topic.
See CORPORATE MANAGEMENT - Meetings for records of community meetings.
| No | Description of records | Disposal action |
|---|---|---|
| 2.5.1 |
Records relating to administrative arrangements for carrying out consultation processes, e.g. via public meetings or other forums (such as through the web site). Includes records relating to the advertisement or notification (including via the website) of arrangements for meetings or calls for submissions, comments or feedback on particular matters or issues. Note: Records of submissions and reports on outcomes of community consultation relating to a specific topic should be sentenced according to the relevant function/activity. |
Retain minimum of 5 years after action completed, then destroy |
CONTACTS
The activity of managing lists of names and contact details of associates and organisations for the purpose of maintaining relationships.
See RATES AND VALUATIONS - Property History for records relating to the maintenance of address records for rating purposes.
| No | Description of records | Disposal action |
|---|---|---|
| 2.6.1 | Contact details, e.g. email lists and address lists, and records relating to their updating and maintenance. Includes changes of contact details for purposes other than rating. | Retain until administrative or reference use ceases, then destroy |
CORPORATE IMAGE
The activities of identifying, designing and procuring logos, signs, letterhead, corporate uniforms and other symbols that incorporate the identity and image of the organisation.
| No | Description of records | Disposal action |
|---|---|---|
| 2.7.1 | Records relating to the design of the chains of office, crest/logo, coat of arms, Mayoral robes, official presentation items and the flag. | Required as State archives |
| 2.7.2 | Records relating to the development and production of the organisation's corporate style. Includes guidelines relating to corporate style, such as style manuals, and records relating to the development and approval of designs for letterheads, stationery, templates, business cards, publications, uniforms, signage etc. | Retain until superseded, then destroy |
| 2.7.3 | Records relating to rejected designs for letterheads, stationery, templates, business cards, publications, uniforms, signage etc incorporating the corporate style of the organisation. | Retain until administrative or reference use ceases, then destroy |
ENQUIRIES
The activities associated with the handling of requests for information about the organisation and its services by the general public or other organisations.
See COMMUNITY SERVICES - Library and Public Information Access for records of research enquiries, such as local and family history enquiries.
See CUSTOMER SERVICE - Public Reaction for records relating to the handling of complaints, letters of appreciation etc.
See GOVERNMENT RELATIONS - Inquiries for investigations of inquiry undertaken by the organisation, parliamentary committees or external organisations.
| No | Description of records | Disposal action |
|---|---|---|
| 2.8.1 | Records relating to requests for detailed or significant information about the organisation, its functions, responsibilities or processes requiring research or collection of information to satisfy request. Records include enquiries and responses. | Retain minimum of 7 years after action completed, then destroy |
| 2.8.2 | Records relating to requests for and the handling of enquiries regarding routine information about the organisation and its services, e.g. hours of opening, availability of or access to services, etc. | Retain until administrative or reference use ceases, then destroy |
GREETINGS
The activities associated with preparing and sending letters of appreciation or condolences. Includes mailing lists for Christmas cards.
| No | Description of records | Disposal action |
|---|---|---|
| 2.9.1 | Records relating to the preparation and dispatch or receipt of letters of appreciation, congratulation, condolence or introduction, including greeting cards. | Retain until administrative or reference use ceases, then destroy |
ISSUES MANAGEMENT
The activity of providing input into community issues that are not directly the responsibility of the organisation.
| No | Description of records | Disposal action |
|---|---|---|
| 2.10.1 | Records of input into community issues that are not directly the responsibility of the organisation such as immigration, sustainability, State planning proposals etc where the organisation submits a significant response. Records include requests for comment, responses and submissions. | Required as State archives |
| 2.10.2 | Records of input into community issues that are not directly the responsibility of the organisation where the organisation submits a minor response or does not take action. Records include requests for comment and responses. | Retain minimum of 2 years after action completed, then destroy |
| 2.10.3 | Records relating to liaison with other organisations on behalf of residents or community organisations in relation to matters or issues not directly the responsibility of the organisation, e.g. advocacy on behalf of disabled people to provide access to facilities, provision of letters of support to community organisations applying for grants to other organisations, etc. | Retain minimum of 5 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 |
|---|---|---|
| 2.17.1 | Records relating to liaison activities undertaken with professional associations, professionals in related fields, private sector organisations, community groups and members of the community that are not joint ventures. Includes collaboration on projects, exchange of information and membership issues. | Retain minimum of 3 years after action completed, then destroy |
MARKETING
The process of analysing, creating and promoting products and services. Includes market research, sales forecasting, advertising, exhibitions, promotion, pricing and product evaluation.
See COMMUNITY RELATIONS - Celebrations, Ceremonies and Functions for records relating to functions organised to launch a service, product or program etc.
See INFORMATION MANAGEMENT - Publications for substantial histories of the organisation.
See RECREATION AND CULTURAL SERVICES - Museums and Galleries for records relating to museum or gallery exhibitions.
| No | Description of records | Disposal action |
|---|---|---|
| 2.11.1 | Records relating to campaigns or advertising to raise or maintain the organisation's public profile, to fundraise, or to advertise a particular service, product, program or event. Records include:
Note: Promotional objects such as t-shirts, badges, banners etc. are not generally considered to be records and their disposal is not covered by this authority. Records of final designs, however, may be sentenced according to this entry. Note: Duplicate and excess copies of promotional and advertising materials may be disposed of in accordance with the normal administrative practice (NAP) provisions of the State Records Act 1998. |
Retain minimum of 5 years after action completed, then destroy |
| 2.11.2 | Records relating to general promotional or explanatory information about the organisation, its services and activities and to the development of promotional objects, e.g. souvenirs. This includes background research, draft and final versions of information published on websites, blogs or via social media and publications designed to promote or publicise aspects of the organisation's activities, e.g. posters, brochures, leaflets and published histories. | Retain until withdrawn, superseded or reference use ceases, then destroy |
| 2.11.3 |
Master copies of audio visual programs and recordings produced by and/or on behalf of the organisation for marketing or community awareness purposes. Note: This does not include audio visual recordings that are produced as a matter of course to support business or operational activities (for example recordings of meetings for minute taking purposes, surveillance recordings for the purposes of staff, property or public security etc). |
Required as State archives |
MEDIA LIAISON
The activities associated with establishing a relationship between the media and the organisation. Includes cultivating media contacts, coordinating access to the media, authorising and issuing press releases and briefings, and organising media interviews.
| No | Description of records | Disposal action |
|---|---|---|
| 2.12.1 | Copies of media items relating to the organisation's operations or events, functions etc hosted by or involving the organisation. Records include newscuttings, transcripts and electronic media items such as web postings. | Retain until administrative or reference use ceases, then destroy |
| 2.12.2 | Final approved versions of media releases issued by the organisation. | Required as State archives |
| 2.12.3 | Records relating to administrative arrangements concerning the organisation's dealings with the media including the provision of routine information and distribution of media releases, organisation of interviews, general media access. | Retain minimum of 2 years after action completed, then destroy |
| 2.12.4 | Records relating to the acquisition of services to support the conduct of community, public relations, marketing or public profile raising activities, e.g. newscuttings services, where there is no tendering or contracting-out process, i.e. where the cost of the acquisition is below the threshold for tendering. Records include:
|
Retain minimum of 7 years after action completed, then destroy |
MEMORIALS
The activities associated with the design of monuments and memorials.
| No | Description of records | Disposal action |
|---|---|---|
| 2.13.1 | Key records relating to the concept, design and construction, collection of information, suggestions, historical research and concepts for memorials such as commemorative plaques, statues, clocks, time capsules etc. Records include:
|
Required as State archives |
SIGNS
See LAWS AND ENFORCEMENT - Licensing for records relating to permits to display notices, distribute handbills etc.
See PROPERTY MANAGEMENT (COUNCIL PROPERTY) for records relating to the design, construction and maintenance of community signs, notice boards, banners etc.
SPONSORSHIPS AND DONATIONS
Activities to develop partnerships between the organisation and other organisations where one assists the other in return for a promotional benefit and the management of donations of money, items, artefacts or property to or by the organisation. Includes unsolicited donations.
See COMMUNITY SERVICES - Library and Public Information Access for records of bequests, gifts and donations of books and items to libraries.
See FINANCIAL MANAGEMENT - Policy for policies relating to the administration of donations.
See GRANTS AND SUBSIDIES for records relating to applying for and receiving grants, subsidies and rebates.
See RECREATION AND CULTURAL SERVICES - Museums and Galleries for records of bequests, gifts and donations made to museums and galleries managed by the organisation.
| No | Description of records | Disposal action |
|---|---|---|
| 2.15.1 | Records relating to significant donations or bequests of money, items, artefacts or property to or from the organisation that are of ongoing benefit or subject to public interest or debate. | Required as State archives |
| 2.15.2 | Records relating to donations or bequests of money, items, artefacts or property that are not of significance, ongoing benefit or subject to public interest or debate. Includes records relating to donations of money or goods made by the organisation to other organisations, including charities. | Retain minimum of 7 years after donation is received and finalised or until terms have been fulfilled, whichever is longer, then destroy |
| 2.15.3 | Records relating to refused or returned donations and sponsorship and patronage programs and proposals not proceeded with. | Retain minimum of 2 years after action completed, then destroy |
| 2.15.4 | Records relating to sponsorship and patronage programs by the organisation that are proceeded with. | Retain minimum of 7 years after completion of sponsorship or patronage arrangements, then destroy |
| 2.15.5 | Records relating to the administration of community-based gratuitous competitions/lotteries. Records include:
Note: A gratuitous competition/lottery is one where the lottery is not conducted to promote a trade or business, no participation fee is charged in connection with the lottery, there is no authorising permit, the total prize money is capped at a certain value and money prizes are not given. |
Retain minimum of 3 months after action completed, then destroy |
VISITS AND TOURS
The activities involved in arranging visits to the organisation with a view to inform, educate and promote its services, operation and role. Includes arranging visits by employees to other organisations.
See ECONOMIC DEVELOPMENT - International and National Relations for records of Sister City visits.
See GOVERNANCE - Councillors for records relating to travel and conference attendance by councillors.
See GOVERNMENT RELATIONS - Visits for records relating to visits government officials to the organisation, and visits by Councillors and employees to other government organisations.
| No | Description of records | Disposal action |
|---|---|---|
| 2.16.1 | Summary records of visitor attendance, e.g. visitors' books. | Retain until administrative or reference use ceases, then destroy |
| 2.16.2 | Records relating to visits or tours of the organisation by members of the general public, student groups, clients of the organisation, representatives of professional associations, community groups or other organisations. Includes requests that are denied. Records include arrangements and bookings, reports of visits and letters of appreciation. | Retain minimum of 3 years after action completed, then destroy |
| 2.16.3 | Records relating to visits made by the organisation's employees to other organisations (e.g. community, business) or professional associations with the view of promoting the image or services of the organisation. Records include invitations. | Retain minimum of 2 years after action completed, then destroy |