See CORPORATE MANAGEMENT for records relating to audits, contracting, meetings, reporting, standards and tendering.
See INFORMATION TECHNOLOGY - Acquisition for records relating to the management of telecommunications and technological equipment such as telephones, facsimiles and computer hardware and software.
See RISK MANAGEMENT - Claims management for records relating to insurance policies.
ACQUISITION
The process of gaining ownership or use of equipment, stores, vehicles and related goods required for the conduct of business through purchase or requisition.
See FINANCIAL MANAGEMENT - Accounting for records relating to financial transactions supporting acquisition activities.
See PROPERTY MANAGEMENT (COUNCIL PROPERTY) - Acquisition and Disposal for records relating to items of plant and equipment that have heritage significance.
| No | Description of records | Disposal action |
|---|---|---|
| 23.1.1 | Records relating to the acquisition of vehicles and vehicle accessories, including vehicles purchased through motor vehicle supply contracts. Records include:
|
Retain minimum of 7 years after disposal of vehicle, then destroy |
| 23.1.2 | Records relating to the acquisition of plant, equipment and stores 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 end of financial year in which transaction was completed, then destroy |
| 23.1.3 | Records relating to the acquisition of fuel and fleet management services, including e-tags, tollway schemes etc where there is no tender or contracting-out process, i.e. where the cost of the acquisition is below the threshold for tendering. Records include records of fuel cards issued and cancelled. | Retain minimum of 7 years after action completed, then destroy |
| 23.1.4 | Records relating to arrangements for the delivery of equipment and stores to the organisation. Records include delivery dockets. | Retain until administrative or reference use ceases, then destroy |
| 23.1.5 | Records relating to arrangements for the allocation of equipment and stores to organisational units. Includes technology and telecommunications equipment, services, facilities, hardware or software. | Retain minimum of 2 years after action completed, then destroy |
| 23.1.6 | Records relating to the allocation of equipment and stores to individuals for their ongoing use. Includes technology and telecommunications equipment, services, facilities, hardware or software. | Retain minimum of 2 years after return, disposal or reallocation of equipment, then destroy |
| 23.1.7 | Records relating to investigations into the acquisition of equipment and stores not proceeded with. | Retain until administrative or reference use ceases, then destroy |
| 23.1.8 | Records relating to the administration and management of leased or hired vehicles or equipment, and arrangements for leasing-out part of the fleet or equipment and stores to other organisations. Records include agreements, reports received from leasing companies and vehicle exemption reports. | Retain minimum of 7 years after lease or hire arrangement expires or is terminated, then destroy |
| 23.1.9 | Records relating to proposed leasing or leasing-out arrangements which do not proceed. | Retain minimum of 2 years after action completed, then destroy |
ASSET REGISTER
See FINANCIAL MANAGEMENT - Registration for registers of furniture and equipment.
See PLANT, EQUIPMENT & STORES - Monitoring for records relating to registers of general stores.
DISPOSAL
The process of disposing of equipment, stores and vehicles by sale, transfer, termination of lease, auction, or destruction. Includes the disposal of impounded property and library books or information resource collections.
See PROPERTY MANAGEMENT (COUNCIL PROPERTY) - Acquisition and Disposal for records relating to the disposal of items of plant and equipment that have heritage value.
| No | Description of records | Disposal action |
|---|---|---|
| 23.3.1 | Records relating to the disposal of equipment, vehicles and stores, including leased equipment and stores, through any means including sale, transfer, auction, exchange, return or destruction. Records include:
|
Retain minimum of 7 years after disposal of asset, then destroy |
| 23.3.2 | Records relating to arrangements for the disposal of plant, vehicles equipment and stores which do not proceed. | Retain minimum of 2 years after action completed, then destroy |
EVALUATION
The process of determining the suitability of potential or existing items of equipment or stores in relation to meeting the needs of the given situation.
See PLANT, EQUIPMENT & STORES - Acquisition for records relating to the evaluation of vehicles.
| No | Description of records | Disposal action |
|---|---|---|
| 23.4.1 | Records relating to investigations undertaken to determine the organisation's requirements for equipment or stores. Records include:
|
Retain minimum of 2 years after action completed, then destroy |
FLEET MANAGEMENT
The activity of managing, maintaining and repairing vehicles.
See FINANCIAL MANAGEMENT - Registration for records relating to plant, equipment and vehicle asset registers.
See PLANT, EQUIPMENT & STORES - Usage for records relating to vehicle allocations.
See RISK MANAGEMENT - Claims management for records relating to the handling of claims for compensation and rehabilitation of employees as a result of a vehicle accident.
| No | Description of records | Disposal action |
|---|---|---|
| 23.5.1 | Records relating to driving or traffic infringements involving vehicles maintained or used by the organisation. Records include copies of infringement notices, correspondence with relevant authorities, supporting documentation etc. | Retain minimum of 2 years after action completed, then destroy |
| 23.5.2 | Records relating to the registration of the organisation's vehicles. Records include records of inspections and renewals. | Retain until registration has expired, been renewed or vehicle sold, then destroy |
| 23.5.3 | Records relating to the calculation of Fringe Benefits Tax (FBT) liabilities. | Retain minimum of 5 years after end of the FBT year, then destroy |
| 23.5.4 | Records relating to incidents involving vehicles maintained or used by the organisation. Records include:
|
Retain minimum of 7 years after action completed, then destroy |
MAINTENANCE
The activities associated with the upkeep, repair, servicing and preservation of equipment and stores.
See PLANT, EQUIPMENT & STORES - Usage for records relating to the maintenance of vehicles.
| No | Description of records | Disposal action |
|---|---|---|
| 23.6.1 | Records relating to tests, repairs, maintenance, inspections, commissioning or alteration of plant and equipment that are relevant to controlling risks associated with the use or operation of that particular item of plant or equipment. | Retain until plant or equipment is disposed of, then destroy |
| 23.6.2 | Records relating to tests, repairs, maintenance inspections, commissioning or alteration of plant and equipment not relating to controlling risks associated with a particular item of plant or equipment. | Retain minimum of 2 years after action completed, then destroy |
| 23.6.3 | Records relating to warranties and guarantees for equipment and stores. | Retain until warranty or guarantee expires or until item is disposed of, whichever is shorter, then destroy |
MONITORING
Activities that check, observe, or record equipment and stores supplies.
See FINANCIAL MANAGEMENT - Corruption for records relating to misappropriation of funds.
| No | Description of records | Disposal action |
|---|---|---|
| 23.7.1 | Records relating to the inventory and stocktake of plant, equipment and stores to assess replacement needs, identify missing items and determine condition of existing items. Includes examining, counting and valuing. Records include stock/stores control records and reconciliations, stocktake reports and stockaking sheets/records. | Retain minimum of 2 years after action completed, then destroy |
| 23.7.2 | Records relating to the loss of or damage to equipment and stores. Records include investigations into theft or intentional damage and referral of alleged incidents to law enforcement authorities. | Retain minimum of 7 years after action completed, then destroy |
PLANT
See PLANT, EQUIPMENT & STORES - Monitoring for records relating to reporting on plant.
POLICY
The activities associated with developing and establishing decisions, directions and precedents which act as a reference for future decision making and as the basis from which procedures are determined.
| No | Description of records | Disposal action |
|---|---|---|
| 23.9.1 | Records relating to the development and review of policies relating to the acquisition, disposal, use and maintenance of equipment and stores, including fleet management policies, e.g. policies on personal use of organisational vehicles, use of parking spaces etc. Records include:
|
Retain minimum of 5 years after policy is superseded, then destroy |
PROCEDURES
Standard methods of operating laid down by an organisation according to formulated policy.
| No | Description of records | Disposal action |
|---|---|---|
| 23.10.1 |
Records relating to the development and review of procedures for the acquisition, disposal, use and maintenance of vehicles, plant, equipment and stores. Note: There may be procedures relating to the management, use or maintenance of vehicles, plant, equipment and stores that need to be kept for longer retention periods than specified because they may impact of the organisation's accountability with respect to the management of assets or the management of occupational health and safety risks. |
Retain minimum of 5 years after superseded, then destroy |
REGISTRATION
See FINANCIAL MANAGEMENT - Registration for asset registers of furniture and equipment.
REPORTING
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 to provide formal statements or findings of the results of the examination or investigation.
See PLANT, EQUIPMENT & STORES - Monitoring for records relating to reports on the condition of assets.
| No | Description of records | Disposal action |
|---|---|---|
| 23.12.1 | Records relating to formal external reports regarding equipment and stores. Records include background research, final and significant draft versions of reports. | Retain minimum of 7 years after action completed, then destroy |
| 23.12.2 | Records relating to the development and review of reports relating to fleet management, e.g. financials, utilisation, fuel expenditure, running costs, value of reportable fringe benefits provided to employees, reporting on accidents/incidents and theft involving organisational vehicles. Records include final and significant draft versions of reports. | Retain minimum of 5 years after action completed, then destroy |
| 23.12.3 | Records relating to periodic internal reports on general administrative matters used to monitor and document recurring activities e.g. statistics monitoring usage of equipment and stores. Records include background research, e.g. collection of statistics, final and significant draft versions of reports. | Retain minimum of 3 years after action completed, then destroy |
STORES
See PLANT, EQUIPMENT & STORES - Acquisition for records relating to the acquisition of stores.
See PLANT, EQUIPMENT & STORES - Monitoring for records relating to stocktakes of stores.
USAGE
The activities associated with managing the use of equipment, vehicles and stores.
| No | Description of records | Disposal action |
|---|---|---|
| 23.14.1 | Records relating to the usage of plant and equipment, e.g. bookings. | Retain until administrative or reference use ceases, then destroy |
| 23.14.2 | Records relating to requests and approvals authorising the use of vehicles involving financial arrangements. Records include:
|
Retain minimum of 7 years after action completed, then destroy |
| 23.14.3 | Records relating to arrangements for using vehicles, including requests and approvals authorising the use of vehicles not involving financial arrangements. Records include:
|
Retain minimum of 2 years after action completed, then destroy |
| 23.14.4 | Vehicle running sheets/log books. | Retain minimum of 5 years after end of the FBT year, then destroy |
| 23.14.5 | Records relating to repairs, modifications and maintenance of owned vehicles (excluding maintenance contracts). Records include maintenance record books. |
Transfer to new owner after sale or retain minimum of 6 months after write off of vehicle, then destroy |
| 23.14.6 | Records relating to repairs and maintenance of leased vehicles (excluding maintenance contracts). Records include maintenance record books. |
Transfer to leasing company after lease expires or is terminated, or retain until expiry or termination or lease, then destroy |
| 23.14.7 | Records relating to registering, licensing or obtaining permits for the use or operation of equipment and plant. Records include:
|
Retain minimum of 7 years after licence, permit or certificate of registration expires or is terminated, then destroy |