See CORPORATE MANAGEMENT for records relating to the conduct of audits, tenders and contracts for the outsourcing or provision of services, joint ventures, committees, meetings, reports, standards and operating licences concerning the management of water supply systems.
See ENVIRONMENTAL MANAGEMENT - Education for records relating to water saving and reduction campaigns.
See GRANTS AND SUBSIDIES - Applications for records relating to rebates for water tank installation.
AGREEMENTS
The processes associated with the establishment, maintenance, review and negotiation of agreements.
| No | Description of records | Disposal action |
|---|---|---|
| 32.1.1 | Records relating to the establishment, negotiation, maintenance and review of agreements with other organisations to supply and receive water. Includes the supply of potable and non-potable (reclaimed, grey, black) water. Records include correspondence, negotiations and final approved agreements. | Retain minimum of 10 years after expiry or termination of agreement or after action completed, whichever is longer, then destroy |
| 32.1.2 | Records relating to agreements to run water supply infrastructure, e.g. pipelines, over land not owned/controlled by the organisation. Records include correspondence, agreements, maps etc. | Retain minimum of 10 years after expiry or termination of agreement or after action completed, whichever is longer, then destroy |
| 32.1.3 | Records relating to water supply meter agreements. | Retain minimum of 7 years after expiry or termination of agreement or after action completed, whichever is longer, then destroy |
| 32.1.5 | Records relating to negotiations which do not result in an agreement. | Retain minimum of 2 years after action completed, then destroy |
DESIGN AND CONSTRUCTION
The activity of designing, constructing and commissioning specifically designed and/or purpose built buildings, structures, plant and equipment used for the storage, treatment and supply of water. May include bores, dams, filtration plants, pipelines, pumping stations, reservoirs, water towers etc.
See PROPERTY MANAGEMENT (COUNCIL PROPERTY) - Design and Construction for records relating to the design and construction of non-specialised buildings and identification and management of hazardous materials including asbestos used or encountered in construction work.
See SEWERAGE AND DRAINAGE - Design and Construction for records relating to the design and construction of waste water/sewerage purification facilities.
| No | Description of records | Disposal action |
|---|---|---|
| 32.2.1 | Key records relating to the design, construction, commissioning, major renovation or restoration of buildings, structures and plant used for the storage, treatment and supply of water that are significant due to the fact that they are:
Records include:
|
Required as State archives |
| 32.2.2 | Key records relating to the design, construction, commissioning, major renovation or restoration of buildings, structures and plant used for the storage, treatment and supply of water that are not:
Records include:
|
Retain minimum of 7 years after building or structure is disposed of, then destroy or transfer to new owner as required. |
| 32.2.3 | Records relating to project management for construction works. Records include:
|
Retain minimum of 12 years after action completed, then destroy |
| 32.2.4 | Records for projects or proposals proceeded with (other than key construction records, project management or records of hazardous materials) such as correspondence with builders and records relating to minor day-to-day repairs or maintenance of the site, rosters, equipment requests. | Retain minimum of 7 years after construction work completed, then destroy |
| 32.2.5 | Records relating to construction projects or proposals not proceeded with. | Retain minimum of 7 years after action completed, then destroy |
| 32.2.6 | Records relating to construction works undertaken by other organisations, adjacent to or that affect water supply infrastructure, e.g. access ramps from the street to a stormwater channel. Records include notices, correspondence, copies of plans and specifications concerning the proposed works. | Retain minimum of 7 years after structure removed, then destroy |
FEES AND CHARGES
The activities associated with the determination of fees and charges for items or services provided by the organisation and the management of customer accounts.
See FINANCIAL MANAGEMENT - Fees and charges for records relating to the setting of fees and charges for water supply.
| No | Description of records | Disposal action |
|---|---|---|
| 32.3.1 | Records relating to water rate accounts. Includes actions taken with respect to overdue payments. | Retain minimum of 7 years after end of financial year in which transaction was completed, then destroy |
| 32.3.2 | Records relating to requests for exemptions, postponements or waiving of charges for water supply and infrastructure services. Includes requests to pay by instalments etc. Records include applications and requests, supporting documentation and determinations. | Retain minimum of 7 years after end of financial year in which transaction was completed, then destroy |
| 32.3.3 | Water rate assessments listing. | Retain until reference use ceases, then destroy |
INSPECTIONS
The process of officially examining facilities, properties, equipment and items, to ensure compliance with standards.
See PROPERTY MANAGEMENT (COUNCIL PROPERTY) - Inspections for records of inspections carried out to determine the presence of hazardous substances, such as asbestos, in buildings and land.
| No | Description of records | Disposal action |
|---|---|---|
| 32.4.1 | Records relating to inspections of the organisation's water supply and treatment constructions and infrastructure carried out by the responsible body, including inspections of dams and surrounds etc. Records include reports and correspondence. | Retain minimum of 7 years after lifetime of the structure, then destroy |
| 32.4.2 | Records relating to inspections of water supply and treatment and related works carried out by or on behalf of the organisation. Records include inspection reports and related correspondence. Includes records relating to inspections of water meters, backflow prevention devices, water misuse and consumption of water. | Retain minimum of 2 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.
See WATER SUPPLY - Policy for records relating to liaison with stakeholders on policy matters.
See WATER SUPPLY - Service Providers for records relating to negotiations and liaison with water suppliers or distributers.
| No | Description of records | Disposal action |
|---|---|---|
| 32.5.1 | Records relating to liaison with other organisations and community groups on matters of major public interest or controversy with regard to water supply. Records include petitions, associated correspondence, etc. | Required as State archives |
| 32.5.2 | Records relating to liaison with industry, professional and customer associations, the local community, etc. on routine water supply matters. | Retain minimum of 5 years after action completed, then destroy |
MAINTENANCE
The activities associated with the upkeep, repair, servicing and preservation of the conditions of premises, equipment, infrastructure and facilities.
See PROPERTY MANAGEMENT (COUNCIL PROPERTY) - Maintenance for records relating to the storage, removal and disposal of hazardous substances and chemicals.
See SEWERAGE AND DRAINAGE - Maintenance for records relating to the maintenance of waste water/sewerage purification buildings, structures, plant and equipment.
See WATER SUPPLY - Design and Construction for records relating to major maintenance work involving structural changes.
| No | Description of records | Disposal action |
|---|---|---|
| 32.6.1 | Records relating to major maintenance work carried out during the lifetime of water supply and treatment infrastructure and plant, e.g. sometimes referred to as the maintenance history, other than that involving structural changes. Records include plans or details of major maintenance work undertaken. |
Retain minimum of 7 years after the lifetime of the structure or plant ceases operation, then destroy or transfer to new owner as required |
| 32.6.2 | Records relating to minor maintenance works such as routine overhauls, landscaping and works on minor components of systems. Records include maintenance requests, work orders etc. | Retain minimum of 7 years after action completed, then destroy |
| 32.6.3 | Records relating to maintenance and calibration of customer water meters. | Retain minimum of 3 years after action completed, then destroy |
MONITORING
Activities that check, observe or record the operation of equipment, infrastructure, services or systems.
| No | Description of records | Disposal action |
|---|---|---|
| 32.7.1 | Records relating to monitoring of performance of water supply and treatment infrastructure, leakages, seepage and activities that might have long term or significant impacts on water storage facilities. | Retain minimum of 7 years after the lifetime of the structure or plant ceases operation, then destroy |
| 32.7.2 | Records relating to monitoring of water supply and treatment services. Records include technical records, hydrographic charts, flow records and charts. | Retain minimum of 10 years after action completed, then destroy |
| 32.7.3 | Records relating to monitoring of water quality, including filtration, chlorination, fluoridation etc. | Retain minimum of 10 years after action completed, then destroy |
| 32.7.4 | Records of water sample analysis. | Retain until reference ceases, then destroy |
NOTIFICATIONS
The activity of issuing or receiving notices regarding a failure of or a requirement for compliance, inappropriate practices, or of an intention to take action.
See LAWS AND ENFORCEMENT - Notifications for records relating to notifications issued to repair, alter or remove defective or improper work.
| No | Description of records | Disposal action |
|---|---|---|
| 32.8.1 | Records relating to notification of water licences, such as bore and irrigation. | Retain minimum of 2 years after expiry or termination of licence, then destroy |
PERMITS
The activity of managing permission to undertake activities or processes.
| No | Description of records | Disposal action |
|---|---|---|
| 32.9.1 | Records relating to permits for the organisation to enter land to undertake works including pipeline construction etc. | Retain minimum of 2 years after action completed, then destroy |
| 32.9.2 | Records relating to permits to work on water pipes. | Retain minimum of 2 years after action completed, then destroy |
| 32.9.3 | Records relating to applications to ship in and use water from external suppliers. | Retain minimum of 2 years after action completed, then destroy |
PLANNING
The process of formulating ways in which objectives can be achieved. Includes the determination of services and needs, and the solution to those needs.
See CORPORATE MANAGEMENT for records relating to overall planning to achieve corporate objectives.
| No | Description of records | Disposal action |
|---|---|---|
| 32.10.1 | Summary data collected to assist in planning for the management of water supplies. | Retain minimum of 20 years after action completed, then destroy |
| 32.10.2 | Records relating to the collection of data relating to water usage, levels, supplies etc. | Retain minimum of 5 years after action completed, then destroy |
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 the organisation's procedures are determined.
| No | Description of records | Disposal action |
|---|---|---|
| 32.11.1 | Records relating to the development of policy on the management and provision of water supplies. Records include final approved policies, policy proposals, submissions from the public, background research, correspondence, notes of meetings or reports analysing issues and outcomes of consultation with industry, professional and customer associations. | Required as State archives |
| 32.11.2 | Records relating to the development of operational policy on the management and provision of water supplies. | Retain minimum of 10 years after superseded, then destroy |
PROCEDURES
The process of applying standard methods of operation to activities undertaken by the organisation according to formulated policy.
See CORPORATE MANAGEMENT - Procedures for records relating to procedures for the management of water supply services.
| No | Description of records | Disposal action |
|---|---|---|
| 32.12.1 | Records relating to works instructions for construction, maintenance and installation service and testing. | Retain minimum of 2 years after superseded, then destroy |
REGISTRATION
Compiled registers and summary records.
See WATER SUPPLY - Planning for water gauge reading registers.
| No | Description of records | Disposal action |
|---|---|---|
| 32.13.1 | Water supply meter readers' registers. | Retain minimum of 7 years after action completed, then destroy |
SERVICE PROVIDERS
The activity of liaising with agencies or organisations involved in the provision of services to the organisation or to the local community.
| No | Description of records | Disposal action |
|---|---|---|
| 32.14.1 | Records relating to negotiation with water supply and distribution providers to ensure acceptable levels of service. Includes records of correspondence with service providers and reports concerning levels of service. | Retain minimum of 7 years after action completed, then destroy |
| 32.14.2 | Records relating to requests to read meters on behalf of other organisations. | Retain minimum of 2 years after action completed, then destroy |
SUPPLY AND DISTRIBUTION
The activities relating to the supply and distribution of water to consumers.
| No | Description of records | Disposal action |
|---|---|---|
| 32.15.1 | Records relating to applications and approvals for plumbing systems. | Retain until until system is replaced or removed, then destroy |
| 32.15.2 | Records relating to applications to connect to water supply, including approved and refused applications. | Retain minimum of 2 years after action completed, then destroy |
| 32.15.3 | Water supply meter identification forms. | Retain minimum of 1 year after replacement, then destroy |
| 32.15.4 | Records relating to the implementation and operation of water restrictions, including exemptions. | Retain minimum of 5 years after action completed, then destroy |