Records Authority 2007/00367755

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This is an abridged version of Records Authority 2007/00367755. A complete version is available for download: RA 2007/00367755 (PDF 479.51 KB).

Functions

The function of providing assistance and employment-related services to government agencies and employees. Includes developing and promoting Australian public service employment policies and practices, and offering employment services such as external reviews of employment-related decisions made by an external organisation. Also includes handling external inquiries, reporting on disclosures made to the Public Service, Merit Protection and/or Parliamentary Commissioners and undertaking consultancy services.

For designing government-wide leadership, skills and training programs, use LEARNING AND DEVELOPMENT SERVICES.

For advice on the development of workplace diversity programs, use ORGANISATIONAL PERFORMANCE SERVICES.

For reporting on the Australian Public Service Values and Code of Conduct, use ORGANISATIONAL PERFORMANCE SERVICES.

For maintaining and using data held in organisational databases, use AFDA TECHNOLOGY & TELECOMMUNICATIONS.

For the production of the Australian Public Service Gazette, use AFDA PUBLICATION.

Advice

The activities associated with offering opinions by or to the organisation as to an action or judgement. Includes the process of advising.

Class Description of records Disposal action
17310

Records documenting the receipt and provision of important advice by the agency that leads to the formulation of public service-wide policy, or advice on issues that are controversial, attract media or parliamentary scrutiny or ministerial involvement. Includes:

  • briefing notes (includes background briefs and question time briefs)
  • minutes providing advice to the Minister
  • government responses to inquiry recommendations
  • policy papers (white papers for policy and green papers for discussion)
  • ministerial statements
  • advice to other agencies.
 Retain as national archives
17311 Working papers documenting the development of important advice by the agency that leads to the formulation of public service-wide policy, or advice on issues that are controversial, attract media or parliamentary scrutiny or require ministerial involvement. Destroy when reference ceases
17312

Records documenting the receipt and provision of less important advice by the agency that does not lead to the formulation of public service-wide policy, or advice on issues that are not controversial, attract media or parliamentary scrutiny or require ministerial involvement. Includes:

  • briefing notes (includes background briefs and question time briefs)
  • minutes providing advice to the Minister
  • advice to other agencies.
 Destroy 10 years after action completed
17313 Working papers documenting the development of less important advice by the agency concerning less important issues. Destroy 10 years after action completed
17314

General administrative records documenting the provision of advice. Includes:

  • list of briefing requirements
  • records documenting the tabling of reports and papers to Parliament.
 Destroy 5 years after action completed

Agreements

The processes associated with the establishment, maintenance, review and negotiation of agreements.

Class Description of records Disposal action
17313 Working papers documenting the development of less important advice by the agency concerning less important issues. Destroy 10 years after action completed
17314

General administrative records documenting the provision of advice. Includes:

  • list of briefing requirements
  • records documenting the tabling of reports and papers to Parliament.
 Destroy 5 years after action completed

Authorisation

The process of delegating power to authorise an action and the seeking and granting permission to undertake a requested action.

Class Description of records Disposal action
17317 Authorisations for administrative actions relating to employment-related services. Destroy 7 years after action completed
17318 Delegations of power to agency staff to authorise administrative action in support of employment-related services (eg delegation by the Australian Public Service Commissioner to authorise an officer of the agency to inquire into reports submitted to the Commissioner). Destroy 10 years after delegation is superseded
17319 Authorisations to Agency Heads to delegate his or her powers or functions to an outsider. Includes requests to and consents from the Australian Public Service Commissioner. Destroy 10 years after action completed

Commissioner inquiries

The activities associated with inquiring and reporting on disclosures, reports etc made to the Public Service, Merit Protection, and/or Parliamentary Commissioners (or to a person authorised by the Commissioner). Includes whistle blowing disclosures, and complaints alleging breaches of the Australian Public Service Code of Conduct.

For providing formal statements or findings of the results of an examination or investigation other than disclosures or alleged breaches of the Australian Public Service Code of Conduct, use EMPLOYMENT-RELATED SERVICES – Reporting.

For records documenting litigation matters where legal precedents are set, use AFDA LEGAL SERVICES – Litigation.

Class Description of records Disposal action
17320

Records and working papers documenting investigations conducted by the agency into alleged breaches of the Australian Public Service Code of Conduct reported by an employee (whistleblower) of the Australian Public Service that involves no further action. Includes:

  • witness statements
  • copies of policy documents from whistleblowers
  • copies of reports from whistleblowers
  • interview records
  • recommendation from Commissioner
  • final version of Commissioner’s report.
 Destroy 5 years after action completed
17321

Records and working papers documenting investigations conducted by the agency into alleged breaches of the Australian Public Service Code of Conduct reported by a Australian Public Service employee (whistleblower) that results in further action such as legal action. Includes:

  • witness statements
  • copies of policy documents from whistleblower
  • copies of reports from whistleblower
  • interview records
  • recommendation from Commissioner
  • final version of Commissioner’s report.
 Destroy 10 years after action completed
17322

Records and working papers documenting investigations conducted by the agency into alleged breaches of the Australian Public Service Code of Conduct referred to the agency by an Australian Government Agency Head that involves no further action. Includes:

  • witness statements
  • copies of policy documents from agency
  • copies of reports from agency
  • interview records
  • recommendation from Commissioner
  • final version of Commissioner’s report.
 Destroy 5 years after action completed
17323

Records and working papers relating to investigations conducted by the agency into alleged breaches of the Australian Public Service Code of Conduct referred to the agency by an Australian Government Agency Head that result in further action such as legal action. Includes:

  • witness statements
  • copies of policy documents from agency
  • copies of reports from agency
  • interview records
  • recommendation from Commissioner
  • final version of Commissioner’s report.
 Destroy 10 years after action completed
17324

Records and working papers documenting the investigations conducted by the agency into alleged breaches of the Australian Parliamentary Service Code of Conduct by a parliamentary service employee that involves no further action. Includes:

  • witness statements
  • copies of policy documents from agency
  • copies of reports from agency
  • interview records
  • recommendation from Commissioner
  • final version of Commissioner’s report.
 Destroy 5 years after action completed
17325

Records and working papers documenting the investigations conducted by the agency into alleged breaches of the Australian Parliamentary Service Code of Conduct by a parliamentary service employee that result in further action such as legal action. Includes:

  • witness statements
  • copies of policy documents from agency
  • copies of reports from agency
  • interview records
  • recommendation from Commissioner
  • final version of Commissioner’s report.
 Destroy 10 years after action completed
17326

Records and working papers documenting investigations conducted by the agency into alleged breaches of the Australian Public Service Code of Conduct by an Australian Government Agency Head that involves no further action. Includes:

  • witness statements
  • copies of policy documents from agency
  • copies of reports from agency
  • interview records
  • recommendation from Commissioner
  • final version of Commissioner’s report.
 Destroy 5 years after action completed
17327

Records and working papers documenting investigations conducted by the agency into alleged breaches of the Australian Public Service Code of Conduct by an Australian Government Agency Head that result in further action such as legal action. Includes:

  • witness statements
  • copies of policy documents from agency
  • copies of reports from agency
  • interview records
  • recommendation from Commissioner
  • final version of Commissioner’s report.
 Destroy 10 years after action completed

Committees

The activities associated with the management of committees and task forces. Includes the committee’s establishment, appointment of members, terms of reference, proceedings, minutes of meetings, reports, agendas etc.

For forums and the meetings of individuals and groups that are not considered a committee, use EMPLOYMENT-RELATED SERVICES – Meetings.

Class Description of records Disposal action
17328

Records of internal committees formed to consider specific matters in support of the employment-related services function. Includes:

  • records establishing the committee
  • final versions of minutes
  • reports
  • recommendations
  • supporting documentation such as briefing and discussion papers.
 Destroy 10 years after action completed
17329

Records of external or inter-agency committees formed to consider public service-wide employment-related matters where the agency is a member. Includes:

  • records establishing the committee
  • appointment of members
  • minutes
  • reports produced by the committee
  • supporting documentation such as briefing and discussion papers.
 Destroy 5 years after action completed
17330

Working papers documenting the administrative arrangements of all committees. Includes:

  • agenda
  • notices of minutes
  • draft minutes
  • facilities bookings.
 Destroy 2 years after action completed
19102

Records of recruitment selection committees on behalf of Australian Public Service agencies (such as Independent Selection Advisory Committees). Includes:

  • records establishing the committee
  • appointment of members
  • final version of minutes
  • reports
  • recommendations
  • supporting documentation such as candidate assessment notes.
 Destroy 2 years after action completed

Conferences

The activities involved in arranging or attending conferences held either by the organisation or by other organisations. Includes registrations, publicity and reports of participants etc.

 

Class Description of records Disposal action
17331

Records documenting arrangements for agency conferences. Includes:

  • program development
  • speakers arrangements
  • promotion material
  • registration management
  • venue bookings.
 Destroy 3 years after action completed
17332

Records documenting the assessment of conduct of conferences arranged by the agency. Includes:

  • completed evaluation forms
  • reports.
 Destroy 3 years after action completed
17333 Agency participants' reports on conferences arranged by other organisations. Destroy 3 years after action completed
17334

Records documenting the attendance of staff at conferences arranged by other organisations. Includes:

  • completed conference registration forms
  • conference programs
  • conference promotion material.
 Destroy when reference ceases
17335 Master copies of unpublished proceedings, reports, speeches and papers from conferences arranged by the agency. Includes presentations by agency staff. Destroy 5 years after last action
17336 Copies of unpublished conference proceedings and official reports received at conferences arranged by other organisations. Destroy when reference ceases
17337 Copies of published proceedings, reports, speeches and papers from conferences arranged by the agency. Destroy when reference ceases
17338 Copies of published proceedings, reports, speeches and papers from conferences arranged by other organisations. Destroy when reference ceases

Consultancy Services

The activities involved in responding to external requests for consultancy services for which remuneration is paid to the organisation. Includes providing policy and legislative expertise.

Class Description of records Disposal action
17339

Records documenting the provision of consultancy services by the agency to external organisations. Includes:

  • requests for services
  • notes taken at briefing interviews
  • minutes of meetings with clients
  • progress reports
  • development of strategies and related project materials
  • final product relating to consultancy service.
 Destroy 7 years after the completion or other termination of the contract
17340 Working papers developed to support the provision of consultancy services. Destroy 3 years after the completion or other termination of the contract

Enquiries

The activities associated with handling requests for information about the organisation and its services by the general public, agency employees or another organisation.

Class Description of records Disposal action
17341 Records documenting the handling of public enquiries about the agency and its programs, products and services in support of employment-related services function. Destroy 5 years after action completed

Evaluation

The process of determining the suitability of potential or existing programs, items of equipment, systems or services in relation to meeting the needs of the given situation. Includes systems analysis and ongoing monitoring.

For re-evaluating processes after implementation and ongoing monitoring, use EMPLOYMENT RELATED SERVICES – Reviewing.

Class Description of records Disposal action
17342 Records documenting the evaluation of potential or existing programs and services supporting the employment-related services function. Destroy 5 years after action completed
17343 Records and working papers documenting the evaluation and ongoing monitoring of employment-related programs and services. Includes monitoring people applying for Senior Executive Service employment and their suitability. Destroy 5 years after action completed

Meetings

The activities associated with ad-hoc gatherings held to formulate, discuss, update or resolve issues and matters pertaining to managing the section, department, or organisation as a whole. Includes arrangements, agenda, taking of minutes etc. Excludes committee meetings.

For meetings of committees and task forces, use EMPLOYMENT-RELATED SERVICES - Committees.

Class Description of records Disposal action
17344 Final version of minutes and supporting documents tabled at meetings held in support of the employment-related services function. Destroy 3 years after action completed
17345

Working papers documenting the conduct and administration of all meetings held to support the employment-related services function. Includes:

  • agenda
  • notices of meetings
  • draft minutes.
 Destroy when reference ceases

Policy

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.

Class Description of records Disposal action
17346

Records documenting the development and establishment of agency policies in support of the employment-related services function. Includes:

  • policy proposals
  • research papers
  • results of consultations
  • supporting reports
  • significant drafts
  • final policy documents.

[For the development of public service-wide employment related policies, use EMPLOYMENT-RELATED SERVICES – Service-wide Policy.]

 Destroy 5 years after promulgation of the new policy
17347 Working papers and records documenting comments made on

 the development of policies.		 Destroy 3 years after promulgation of new policy
17348 Copies of policy documents and supporting papers. Destroy when reference ceases

Procedures

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

Class Description of records Disposal action
17349 Master set of agency manuals, handbooks, directives etc detailing procedures in support of the employment-related services function. Destroy when procedures are superseded
17350 Records documenting the development of procedures in support of the agency’s employment-related services function. Destroy 1 year after production of procedures
17351 Copies of procedural manuals, handbooks, directives etc. Destroy when reference ceases

Reporting

The processes associated with initiating or providing a formal response to a situation or request (either internal or external or as a requirement of corporate policies), and with providing formal statements or findings of the results of the examination or investigation. Includes agenda, briefing, business, discussion papers, proposals, reports, reviews and returns.

For providing a formal response to disclosures etc, and complaints alleging breaches of the Australian Public Service Code of Conduct, use EMPLOYMENT-RELATED SERVICES – Commissioner Inquiries.

Class Description of records Disposal action
17352 Final version of internal reports on Senior Executive Service

employees in relation to employment-related trends such as

promotion, engagement, workforce and succession planning

and movements.		 Retain as national archives
17353 Working papers documenting the development of internal reports on Senior Executive Service employees in relation to employment-related demographics. Destroy 3 years after action completed
17354

Final version of periodic internal reports on general administrative matters used to monitor and document recurring activities in support of the employment-related services function. Includes:

  • work progress reports against business and work plans
  • unit level performance reporting.
 Destroy 7 years after action completed
17355 Responses to requests for comments on reports of external agencies relating to the agency’s employment-related services function. Destroy 7 years after action completed
17356

Responses to surveys carried out to support the employment related services function. Includes the collection and reporting of statistical information.

[For the final version of the State of Service report, use ORGANISATIONAL PERFORMANCE SERVICES – Reporting.]

 Destroy 3 years after action completed
17357

Working papers documenting the development of periodic internal reports on general administrative matters used to monitor and document recurring activities in support of the employment-related services function. Includes:

  • work progress reports against business and work plans
  • unit level performance reporting.
 Destroy 2 years after action completed
17358 Copies of reports. Destroy when reference ceases

Research

The activities involved in investigating or enquiring into a subject or area of interest in order to discover facts, principles etc. Used to support development of projects, standards, guidelines etc and the business activities of the organisation in general. Includes following up enquiries relating to organisational programs, projects, working papers, literature searches etc.

Class Description of records Disposal action
17359 Records documenting research carried out in support of the employment-related services function. Destroy 3 years after research is completed

Reviewing

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

Class Disposal of records Disposal action
17360 Records documenting reviews of agency programs and services. Includes documents establishing the review, final report and action plan. Destroy 10 years after action completed
17361 Working papers developed in support of reviews of agency programs and services. Destroy 1 year after action completed

Reviews (Decsisions)

The activities involved in the processes of reviewing actions both by an agency, or an external body. Includes review of promotion decisions.

Class Description of records Disposal action
17362

Records and working papers documenting reviews of promotion decisions made by agencies that have been overturned. Includes:

  • application(s) for review
  • statements from agency and parties to the review
  • copies of position description and selection criteria
  • copies of interview notes and assessment results
  • decision of promotion review committee including statement of reasons.
 Destroy 6 years after action completed
17363

Records and working papers documenting the review of a promotion decision made by an agency that have not been overturned. Includes:

  • application(s) for review
  • statements from agency and parties to the revie
  • copies of position description and selection criteria
  • copies of interview notes and assessment results
  • decision of promotion review committee including statement of reasons.
 Destroy 3 years after action completed

Service-wide Policy

The activities associated with developing, consulting and establishing directions and precedents which act as a reference for future public service-wide decision making.

Class Description of records Disposal action
17364

Records documenting the development and establishment of employment-related public service-wide policies. Includes:

  • policy proposals
  • research papers
  • results of consultations
  • supporting reports
  • major drafts
  • national policy statements
  • guides to the interpretation of the implementation of legislation administered by the agency
  • final policy documents.
 Retain as national archives
17365 Records documenting comments made on the development of public service-wide employment-related policies. Destroy 3 years after promulgation of new policy
17366 Working papers documenting the development of public service-wide employment-related policies. Destroy 3 years after promulgation of new policy
17367

Copies of public service-wide employment-related policy documents and supporting papers.

[For the establishment of internal policies in support of the employment-related services function, use EMPLOYMENTRELATED SERVICES – Policy.]

 Destroy when reference ceases

Learning and development services

The function of providing learning and development services to government agencies and employees. Includes strengthening all aspects of leadership capability in the Australian Public Service by developing, evaluating and delivering leadership programs. Also includes providing consultancy services, customised training and skills development programs.

For the production of learning and development materials, use AFDA PUBLICATION.

For Senior Executive Service employment matters, use EMPLOYMENT-RELATED SERVICES.

Addresses (presentations)

The activity of giving addresses for training, professional, community relations or sales purposes. Includes speeches and multi-media presentations.

For the publication of addresses, use AFDA PUBLICATION.

Class Description of records Disposal action
17369

Final versions of addresses presented to government agencies and agency staff for training purposes.

[For the administration of training services to other agencies, use LEARNING AND DEVELOPMENT SERVICES – Training Services.]

 Destroy 3 years after action completed
17370 Final versions of addresses presented to government agencies and agency staff in support of the learning and development services function. Destroy 3 years after action completed
17371 Working papers documenting the development of all addresses, including drafts. Destroy after action completed

Advice

The activities associated with offering opinions by or to the organisation as to an action or judgement. Includes the process of advising.

Class Description of records Disposal action
17373

Records documenting the receipt and provision of advice regarding public service-wide leadership, learning and development services. Includes:

  • advice from other agencies
  • minutes providing advice to the Minister
  • briefing notes (includes background briefs and question time briefs)
  • tabling of reports and papers to Parliament.
 Destroy 5 years after action completed
17374 Working papers documenting the development of advice provided by the agency. Destroy 2 years after action completed

Agreements

The processes associated with the establishment, maintenance, review and negotiation of agreements.

Class Description of records Disposal action
17375 Final versions of agreements and contracts with external service providers. Destroy 7 years after agreement expires or is superseded
17376

Records documenting negotiations establishment, maintenance and review of agreements.

[For agreements relating to joint ventures, use LEARNING AND DEVELOPMENT SERVICES – Joint Ventures.]

 Destroy 7 years after agreement expires or is superseded

 

Committees

The activities associated with the management of committees and task forces. Includes the committee’s establishment, appointment of members, terms of reference, proceedings, minutes of meetings, reports, agendas etc.

For forums and the meetings of individuals and groups that are not considered a committee, use EMPLOYMENT-RELATED SERVICES – Meetings.

Class Description of records Disposal action
17377

Records of internal committees formed to consider specific matters in support of the learning and development services function. Includes:

documents establishing the committee

  • final versions of minutes
  • reports
  • recommendations
  • supporting documentation such as briefing and discussion papers.
 Destroy 10 years after action completed
17378

Records of external or inter-agency committees formed to consider public service-wide learning and development matters where the agency is a member. Includes:

  • documents establishing the committee
  • appointment of members
  • minutes
  • supporting documentation such as briefing and discussion papers.
 Destroy 5 years after action completed
17379

Working papers documenting the administrative arrangements of all committees. Includes:

  • agenda
  • notices of minutes
  • draft minutes
  • facilities bookings.
 Destroy 2 years after action completed

Conferences

The activities involved in arranging or attending conferences held either by the organisation or by other organisations. Includes registrations, publicity and reports of participants etc.

For addresses given at a conference, use LEARNING AND DEVELOPMENT SERVICES – Addresses (presentations).

Class Description of records Disposal action
17380

Records documenting arrangements for agency conferences, seminars etc. Includes:

  • conference programs
  • speaker arrangements
  • registrations
  • facility bookings
  • promotional material.

[For financial management of conference arrangements, use FINANCIAL MANAGEMENT – Accounting.]

 Destroy 3 years after action completed
17381

Reports assessing the conduct of conferences arranged by the agency. Includes:

  • completed evaluation forms
  • reports.
 Destroy 3 years after action completed
17382

Copies of unpublished proceedings, reports, speeches and papers from conferences arranged by the agency.

[For speeches and presentations by agency staff at conferences, use LEARNING AND DEVELOPMENT - Addresses (presentations).]

 Destroy 5 years after action completed
17383

Records documenting the attendance of agency staff at conferences arranged by other organisations. Includes:

  • completed conference registration forms
  • conference programs
  • promotional material.
 Destroy when reference ceases
17384 Copies of published conference proceedings and official reports received at conferences arranged by other organisations. Destroy when reference ceases
17385 Agency participants' reports on conferences arranged by other organisations. Destroy 3 years after action completed

Consultancy Services

The activities involved in responding to external requests for consultancy services for which remuneration is paid to the organisation. Includes providing policy and legislative expertise.

For providing (in-house) customised training services to agencies, use LEARNING AND DEVELOPMENT SERVICES – Training Services.

Class Description of records Disposal action
17498

Records documenting the provision of consultancy services by the agency to external organisations. Includes:

  • terms of reference
  • minutes of meetings with clients
  • progress reports
  • notes taken at project briefing interviews
  • development of strategies and related project material
  • copies of client proposals and contracts
  • final product relating to consultancy service.
 Destroy 7 years after the completion or other termination of contract
17499 Working papers and material developed to support the service provision. Destroy when reference ceases

Contracting Out

The activities involved in managing the performance of work or the provision of goods and services by an external contractor, vendor or consultant, or by using external bureau services. Includes outsourcing.

Class Description of records Disposal action
17500

Records documenting contract management relating to the learning and development services function.

Includes:

  • minutes of meetings with main stakeholders
  • performance and evaluation reports.
 Destroy 7 years after completion or other termination of contract

Enquiries

The activities associated with handling requests for information about the organisation and its services by the general public, agency employees or another organisation.

Class Description of records Disposal action
17501 Records documenting responses given to enquiries regarding the agency’s learning and development services, products and programs. Destroy 3 years after action completed

Evaluation

The process of determining the suitability of potential or existing programs, items of equipment, systems or services in relation to meeting the needs of the given situation. Includes systems analysis and ongoing monitoring.

For re-evaluating processes after implementation and monitoring, use LEARNING AND DEVELOPMENT SERVICES – Reviewing.

Class Description of records Disposal action
17502 Records documenting the evaluation of the agency’s leadership, learning and development programs, skills development, training course content and administration of learning and development services. Includes final version of report. Destroy 5 years after action completed
17503 Records documenting the ongoing monitoring of the agency’s learning and development services. Destroy 3 years after action completed
17504

Working papers developed in support of evaluating the agency’s leadership, learning and development programs, courses and training materials. Includes:

  • surveys
  • questionnaires
  • notes from meetings
  • draft report.
 Destroy when reference ceases

Joint Ventures

The activities involved in managing joint operations between departments, either within the organisation or with other organisations, or with the government, where there is a contract, joint contribution of funds and/or time. Also includes private sector ventures with public sector organisations, and co-research or collaboration between inter-departmental units, departments or organisations.

Class Description of records Disposal action
17505

Records documenting joint ventures between the agency and government and/or non-government organisations. Includes:

  • final signed version of agreement
  • working papers developed in support of the establishment, negotiation and management of agency joint ventures.
 Destroy 7 years after action completed

Liaison

The activities associated with maintaining regular general contact between the organisation and professional organisations, professionals in related fields, other private sector organisations and community groups. Includes sharing of informal advice and discussions, memberships of professional associations and collaborating on projects that are not joint ventures.

Class Description of records Disposal action
17506

Records documenting liaison activities undertaken with professional associations, private sector organisations and community groups. Includes collaboration on projects, exchange of information and all the activities of a member of an organisation.

[For subscriptions to publications or professional bodies where the subscriber does not have to be a member of an organisation, use AFDA INFORMATION MANAGEMENT – Acquisition.]

 Destroy 3 years after action completed

Meetings

The activities associated with ad-hoc gatherings held to formulate, discuss, update or resolve issues and matters pertaining to managing the section, department, or organisation as a whole. Includes arrangements, agenda, taking of minutes etc. Excludes committee meetings.

For meetings of committees and task forces, use LEARNING AND DEVELOPMENT SERVICES – Committees.

Class Description of records Disposal action
17507

Final version of minutes and papers tabled at meetings held in support of the learning and development services function.

 Destroy 3 years after action completed
17508

Working papers documenting the conduct and administration of meetings in support of the learning and development services function. Includes:

  • meeting notifications
  • venue bookings
  • draft agenda and minutes.
 Destroy when reference ceases

Planning

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

Class Description of records Disposal action
17509

Final versions of leadership, learning and development services plans.

 Destroy 3 years after plan is superseded
17510

Working papers created in the development of all leadership, learning and development plans. Includes draft plans, working reports and internal agency comments.

 Destroy 1 year after adoption of final plan
17511 Copies of learning and development services plans. Destroy when reference ceases

Policy

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.

Class Description of records Disposal action
17512

Records documenting the development and establishment of agency policies in support of the learning and development services function that are not wide-ranging, or are not controversial or do not have far reaching consequences.

 Destroy 5 years after promulgation of the new policy
17513

Working papers and records documenting comments made on the development of policies in support of the learning and development services function.

 Destroy 2 years after promulgation of new policy
17514 Copies of policy documents and supporting papers. Destroy when reference ceases
18685 Records documenting the development and establishment of public service-wide policy for learning and development services that are wide-ranging, or controversial, or have far reaching consequences. Retain as national archives

Procedures

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

Class Description of records Disposal action
17515

Master set of agency manuals, handbooks and directives, detailing procedures supporting the learning and development services function.

 Destroy when procedures are superseded
17516

Records documenting the development of agency procedures in support of the learning and development services function.

 Destroy 1 year after production of procedures
17517 Copies of manuals, handbooks, directives etc. Destroy when reference ceases

Reporting

The processes associated with initiating or providing a formal response to a situation or request (either internal or external or as a requirement of corporate policies), and with providing formal statements or findings of the results of the examination or investigation. Includes agenda, briefing, business, discussion papers, proposals, reports, reviews and returns.

Class Description of records Disposal action
17518

Final version of formal reports developed and prepared in support of service-wide leadership, learning and development.

 Retain as national archives
17519

Working papers documenting the development of formal internal reports and reports made to external agencies in support of leadership, learning and development.

 Destroy when reference ceases
17520

Records of periodic internal reports on general administrative matters used to monitor and document recurring activities in support of learning and development services. Includes:

  • work progress reports
  • unit level performance reporting.
 Destroy 7 years after action completed
17521 Working papers documenting the development of periodic internal reports on general administrative matters used to monitor and document recurring activities in support of learning and development services. Includes work progress reports and unit level reporting. Destroy 2 years after action completed
17522 Responses to request for comments on reports of external agencies relating to leadership, learning and development. Destroy 2 years after action completed
17523 Copies of learning and development services reports. Destroy when reference ceases

Research

The activities involved in investigating or enquiring into a subject or area of interest in order to discover facts, principles etc. Used to support development of projects, standards, guidelines etc and the business activities of the organisation in general. Includes following up enquiries relating to organisational programs, projects, working papers, literature searches etc.

Class Description of records Disposal action
17524

Records documenting significant detailed research such as research carried out in support of key leadership, learning and development policy and program initiatives impacting on whole-of-government.

 Destroy 7 years after action completed
17525

Records documenting less significant or routine research such as research carried out in support of leadership, learning and development program initiatives with little or no impact on whole-of-government.

 Destroy 1 years after action completed

Reviewing

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

Class Description of records Disposal action
17526

Records documenting reviews of leadership, learning and development agency programs, products and services.

Includes:

  • documents establishing the review
  • recommendations
  • final report
  • action plan.
 Destroy 10 years after action completed
17527 Working papers documenting reviews of leadership, learning and development agency programs, products and services. Destroy 3 years after action completed

Standards

The process of implementing industry or organisational benchmarks for services and processes to enhance the quality and efficiency of the organisation.

Class Description of records Disposal action
17528

Records documenting the implementation of industry standards to support the learning and development services function.

 Destroy 7 years after action completed
17529 Working papers documenting the implementation of industry standards to support the learning and development services function. Destroy 3 years after action completed

Tendering

The activities involved in receiving and assessing tenders, of making offers and finalising contract arrangements for the supply, sale or purchase of goods and services.

Class Description of records Disposal action
17530

Records documenting the development and issue of tender documentation. Includes:

  • statement of requirements
  • request for proposals
  • expression of interest
  • request for tender
  • draft contract.
 Destroy 7 years after tender process completed
17531

Assessment of tenders against selection criteria. Includes:

  • arrangements for carrying out the assessment process
  • recommendations
  • final report
  • public notices.
 Destroy 7 years after tender process completed
17532

Records of unsuccessful tenders or a tender process where there has been no suitable bidder, or where the tender process has been discontinued. Includes:

  • tender submissions, responses, proposals
  • notification of outcome
  • reports on debriefing sessions.
 Destroy 3 years after tender process completed or decision made not to continue with the tender process
17533 Signed contracts under seal prior to 15 November 2005 resulting from tenders and supporting records: Western Australia. Includes successful tender documentation. Destroy 21 years after completion or other termination of contract
17534 Signed contracts under seal resulting from tenders and supporting records: Victoria and South Australia. Destroy 15 years after completion or other termination of contract
17535 Signed contracts under seal resulting from tenders and supporting records: New South Wales, Western Australia (from 15 November 2005), Queensland, Tasmania, Australian Capital Territory, and Northern Territory. Includes successful tender documentation. Destroy 12 years after completion or other termination of contract
17536 Signed simple contracts and agreements resulting from tenders and supporting records. Destroy 7 years after completion or other termination of contract
17537 Records documenting post-offer negotiations and due diligence checks. Destroy 7 years after tender process completed
17538 Contract register. Destroy 7 years after last entry
17539 Tender register. Destroy 7 years after last entry

Training Services

The activities associated with all aspects of providing training to external organisations. Includes designing, developing and implementing customised training programs.

For the provision of consultancy services for which remuneration is paid to the organisation, use LEARNING AND DEVELOPMENT SERVICES – Consultancy Services.

Class Description of records Disposal action
17540

Master set of training documentation including courses conducted by service providers on behalf of the agency.

Includes:

  • needs analysis outcomes
  • training program brochure
  • course content and notes
  • handouts
  • presentation aids
  • assessment reports of courses.
 Destroy 4 years after action completed
17541

Working papers documenting the development and implementation of customised training programs and products.

Includes:

  • copies of program details
  • copies of course notes
  • registration details
  • venue bookings
  • attendance reports
  • copies of course reports.
 Destroy when reference ceases

Organisational performance services

The function of providing organisational performance services to Australian Public Service agencies, evaluating the extent to which agencies incorporate and uphold the Australian Public Service Values, and the adequacy of systems and procedures in agencies for ensuring compliance with the Code of Conduct. Includes facilitating continuous improvement in people management throughout the Australian Public Service and reporting on the performance and management of the Australian Public Service Values and Code of Conduct. Also includes providing advice and assistance on public service matters to agencies on request, as well as advice on policy and legislative issues affecting agencies, such as workplace diversity, workforce planning, human resources capability and governance.

For promoting the Australian Public Service Values and the Australian Public Service Code of Conduct through awareness raising training, use LEARNING AND DEVELOPMENT SERVICES.

For Senior Executive Service employment matters, use EMPLOYMENT-RELATED SERVICES.

For reporting on inquiries regarding the Australian Public Service Code of Conduct breaches and whistle blowing disclosures, use EMPLOYMENT-RELATED SERVICES.

For reviewing Service-wide promotion decisions, use EMPLOYMENT-RELATED SERVICES.

For formulating, reviewing and amending legislation which provides the legislative basis for the organisation, use AFDA STRATEGIC MANAGEMENT.

Advice

The activities associated with offering opinions by or to the organisation as to an action or judgement. Includes the process of advising.

Class Description of records Disposal action
17542

Records documenting the receipt and provision of important advice by the agency that leads to the formulation of public service-wide policy, or advice on issues that are controversial, attract media or parliamentary scrutiny or ministerial involvement.

Includes:

  • briefing notes (includes background briefs and question time briefs)
  • minutes providing advice to the Minister
  • government responses to inquiry recommendations
  • policy papers (white papers for policy and green papers for discussion)
  • ministerial statements
  • advice to other agencies.
 Retain as national archives
17543

Working papers documenting the development of important advice by the agency that leads to the formulation of public service-wide policy, or advice on issues that are controversial, attract media or parliamentary scrutiny or require ministerial involvement.

 Destroy when reference ceases
17544

Records documenting the receipt and provision of less important advice by the agency that does not lead to the formulation of public service-wide policy, or advice on issues that are not controversial, attract media or parliamentary scrutiny or require ministerial involvement.

Includes:

  • briefing notes (includes background briefs and question time briefs)
  • minutes providing advice to the Minister
  • advice to other agencies.
 Destroy 5 years after action completed
17545 Working papers documenting the development of less important advice by the agency concerning less important issues. Destroy 5 years after action completed
17546

General administrative records documenting the provision of advice.

Includes:

  • list of briefing requirements
  • records documenting the tabling of reports and papers to Parliament.
 Destroy 2 years after action completed

Agreements

The processes associated with the establishment, maintenance, review and negotiation of agreements.

Class Description of records Disposal action
17547

Final version of agreements with external service providers.

 Destroy 7 years after agreement expires or is superseded
17548

Records documenting negotiations, establishment, maintenance and review of agreements.

 Destroy 7 years after agreement expires or is superseded

Committees

The activities associated with the management of committees and task forces. Includes the committee’s establishment, appointment of members, terms of reference, proceedings, minutes of meetings, reports, agendas etc.

For forums and the meetings of individuals and groups that are not considered a committee, use ORGANISATIONAL PERFORMANCE SERVICES – Meetings.

Class Description of records Disposal action
17549

Records of internal agency committees formed to consider specific matters in the performance and management of the public service. Includes:

  • documents establishing the committee
  • final versions of minutes
  • reports
  • recommendations
  • supporting documentation such as briefing and discussion papers.
 Destroy 10 years after action completed
17550

Records of external or inter-agency committees formed to consider public service-wide performance and management matters where the agency is a member.

Includes:

  • documents establishing the committee
  • appointment of members
  • minutes
  • copies of reports
  • supporting documentation such as briefing and discussion papers.
 Destroy 5 years after action completed
17551

Working papers documenting the administrative arrangements made for the conduct of all committees.

Includes:

  • agenda
  • notices of minutes
  • draft minutes
  • facilities bookings.
 Destroy 2 years after action completed

Conferences

The activities involved in arranging or attending conferences held either by the organisation or by other organisations. Includes registrations, publicity and reports of participants etc.

For addresses given at a conference use, AFDA COMMUNITY RELATIONS – Addresses (presentations).

Class Description of records Disposal action
17552

Records documenting arrangements for agency conferences, seminars etc.

Includes:

  • conference programs
  • speakers arrangements
  • registrations
  • facility bookings
  • promotional material.

[For financial management of conference arrangements, use AFDA FINANCIAL MANAGEMENT – Accounting.]

 Destroy 3 years after action completed
17553

Reports assessing the conduct of conferences arranged by the agency.

Includes:

  • completed evaluation forms
  • reports.
 Destroy 3 years after action completed
17554

Copies of unpublished proceedings, reports, speeches and papers from conferences arranged by the agency.

 Destroy 5 years after action completed
17555

Records documenting the attendance of agency staff at conferences arranged by other organisations.

Includes:

  • completed conference registration forms
  • conference programs
  • promotional material.
 Destroy when reference ceases
17556 Copies of published proceedings and official reports received at conferences arranged by other organisations. Destroy when reference ceases
17557 Agency participant’s reports on conferences arranged by other organisations. Destroy 3 years after action completed

Consultancy Services

The activities involved in responding to external requests for consultancy services for which remuneration is paid to the organisation. Includes providing policy and legislative expertise.

For training not relating directly to organisational performance matters, use LEARNING AND DEVELOPMENT – Training Services.

For policy and legislative expertise relating to employment matters use, EMPLOYMENT-RELATED SERVICES – Consultancy Services.

Class Description of records Disposal action
17558

Records documenting the provision of consultancy services by the agency to external organisations, in relation to the organisational performance services function.

Includes:

  • requests for services
  • notes taken at briefing interviews
  • minutes of meetings with clients
  • progress reports
  • development of strategies and related project materials
  • working papers developed to support the provision of consultancy services
  • final product relating to consultancy service.
 Destroy 7 years after the completion or other termination of contract

Enquiries

The activities associated with handling requests for information about the organisation and its services by the general public, agency employees or another organisation.

Class Description of records Disposal action
17559

Records documenting the handling of public enquiries about the agency and its programs, products and services in support of public service performance and management aspects.

 Destroy 2 years after action completed

Evaluation

The process of determining the suitability of potential or existing programs, items of equipment, systems or services in relation to meeting the needs of the given situation. Includes systems analysis and ongoing monitoring.

For evaluation carried out specifically for the State of the Service Report, use ORGANISATIONAL PERFORMANCE SERVICES – Reporting.

Class Description of records Disposal action
17560

Records documenting evaluation of public service-wide policies, programs and practices for ensuring compliance with codes of conduct and values statements (such as the Australian Public Service Code of Conduct and the Australian Public Service Values).

 Retain as national archives
17561 Working papers developed in support of evaluating public service-wide policies, programs and practices for ensuring compliance with codes of conduct and values statements (such as the Australian Public Service Code of Conduct and the Australian Public Service Values). Destroy when reference ceases
17562 Records documenting ongoing monitoring of agency systems and procedures for ensuring compliance with codes of conduct and values statements (such as the Australian Public Service Code of Conduct and the Australian Public Service Values). Destroy 10 years after action completed
17563 Records documenting evaluation of agency programs, systems and services that establish performance and management frameworks and directions for the public service. Includes working papers. Destroy 10 years after action completed

Liaison

The activities associated with maintaining regular general contact between the organisation and professional organisations, professionals in related fields, other private sector organisations and community groups. Includes sharing of informal advice and discussions, memberships of professional associations and collaborating on projects that are not joint ventures.

Class Description of records Disposal action
17564

Records documenting liaison activities undertaken with professional associations, private sector, organisations and community groups. Includes collaboration on projects, exchange of information and all the activities of a member of an organisation.

[For subscriptions to publications or professional bodies where the subscriber does not have to be a member of an organisation, use AFDA INFORMATION-MANAGEMENT Acquisition.]

 Destroy 3 years after action completed

Meetings

The activities associated with ad-hoc gatherings held to formulate, discuss, update or resolve issues and matters pertaining to managing the section, department, or organisation as a whole. Includes arrangements, agenda, taking of minutes etc. Excludes committee meetings.

For meetings of committees and task forces, use ORGANISATIONAL PERFORMANCE SERVICES – Committees.

Class Description of records Disposal action
17565

Final versions of minutes of meetings and supporting documents tabled at meetings held in support of the organisational performance services function.

 Destroy 3 years after action completed
17566

Working papers documenting the conduct and administration of all meetings held to support the organisational performance services function.

Includes:

  • agenda
  • notices of meetings
  • draft minutes.
 Destroy when reference ceases

Planning

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

Class Description of records Disposal action
17567

Final versions of significant plans that support key government initiatives such as plans that impact on the public service-wide or cross portfolio administration.

 Destroy 20 years after plan is superseded
17568

Final version of other, less significant plans that support key government initiatives such as plans that have little or no impact on the public service-wide or cross portfolio administration.

 Destroy 6 years after plan is superseded
17569

Working papers created in the development of all plans supporting the organisational performance services function.

Includes:

  • draft plans
  • reports analysing issues
  • internal agency comments.
 Destroy 6 years after action completed
17570 Copies of organisational performance services plans. Destroy when reference ceases

Policy

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.

Class Description of records Disposal action
17571

Records documenting the development and establishment of agency policies in support of the organisational performance services function.

[For establishing public service-wide organisational performance service policy directions, use ORGANISATIONAL PERFORMANCE SERVICES – Servicewide Policy.]

 Destroy 5 years after promulgation of the new policy
17572

Working papers and records documenting comments made on the development of organisational performance policies.

[For establishing public service-wide organisational performance service policy directions, use ORGANISATIONAL PERFORMANCE SERVICES – Servicewide Policy.]

 Destroy 2 years after promulgation of new policy
17573

Copies of agency organisational performance services policy documents and supporting papers.

[For establishing public service-wide organisational performance service policy directions, use ORGANISATIONAL PERFORMANCE SERVICES – Servicewide Policy.]

 Destroy when reference ceases

Procedures

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

Class Description of records Disposal action
17574

Master set of agency manuals, handbooks, directives etc detailing procedures in support of the organisational performance services function.

 Destroy when procedures are superseded
17575

Records documenting the development of procedures in support of the organisational performance services function.

 Destroy 1 year after production of procedures
17576

Copies of procedural manuals, handbooks, directives etc.

 Destroy when reference ceases

Reporting

The processes associated with initiating or providing a formal response to a situation or request (either internal or external or as a requirement of corporate policies), and with providing formal statements or findings of the results of the examination or investigation. Includes agenda, briefing, business, discussion papers, proposals, reports, reviews and returns.

Class Description of records Disposal action
17577

Final version of unpublished annual reports of the state of the Australian Public Service. Includes companion volumes and statistics collated from annual surveys of government agencies.

 Retain as national archives
17578

Final version of formal internal reports and reports made to external agencies relating to the performance and management of the public service. Includes reports on Senior Executive Service issues and public service demographic trends.

 Retain as national archives
17579

Working papers documenting the development of formal internal reports and reports made to external agencies relating to the performance and management of the public service.

 Destroy when reference ceases
17580

Final version of internal reports on general administrative matters used to monitor and document recurring activities in support of the organisational performance services function.

Includes:

  • work progress reports against business and work plans
  • unit level performance reporting.
 Destroy 7 years after action completed
17581

Working papers documenting the development of periodic internal reports on general administrative matters used to monitor and document recurring activities in support of the organisation performance services function. Includes:

  • work progress reports against business and work plans
  • unit level performance reporting.
 Destroy 2 years after action completed
17582 Responses to requests for comments on reports of external agencies relating to the agency’s organisational performance services function. Destroy 2 years after action completed
17583 Copies of organisational performance services reports. Destroy when reference ceases

Representatives

The activities associated with the nomination, appointment or resignation of individuals or groups of personnel appointed by the organisation or their co-workers as official representatives to organisations, offices, unions, workers participation committees, councils or groups. Includes organisational legal representatives.

For representatives for inter-governmental forums and working parties not confined to organisational performance matters, use AFDA GOVERNMENT RELATIONS – Representatives.

Class Description of records Disposal action
17584

Records documenting the nomination, appointment, resignation and/or termination of staff members on intergovernment and non-government forums, working parties etc.

 Destroy 3 years after end of appointment

Research

The activities involved in investigating or enquiring into a subject or area of interest in order to discover facts, principles etc. Used to support development of projects, standards, guidelines etc and the business activities of the organisation in general. Includes following up enquiries relating to organisational programs, projects, working papers, literature searches etc.

Class Description of records Disposal action
17585

Records documenting significant detailed research such as research carried out in support of key initiatives for public service-wide policy and programs.

 Destroy 7 years after action completed
17586 Records documenting less significant or routine research such as research carried out in support of organisational performance services initiatives with little or no impact on public service-wide policy and programs. Destroy 1 year after action completed

Reviewing

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

Class Description of records Disposal action
17587

Records documenting reviews of codes of conduct and statements of values, including the Australian Public Service Code of Conduct and the Australian Public Service Values.

Includes:

  • request for review
  • terms of reference
  • consultations with stakeholders
  • recommendations
  • action plan
  • final report.
 Retain as national archives
17609 Records developed in support of reviews of codes of conduct and statements of values, including the Australian Public Service Code of Conduct and the Australian Public Service Values. Destroy when reference ceases
17610

Records documenting the conduct of reviews of agency strategies, programs, products, systems etc that support the performance and management of the public service.

Includes:

  • request for review
  • terms of reference
  • consultations with stakeholders
  • recommendations
  • action plan
  • final report.
 Destroy 10 years after action completed
17611 Working papers documenting the development of reviews and

agency programs and operations supporting the

organisational performance services function.		 Destroy when reference

ceases
18686 Records documenting the conduct of joint, inter-departmental or public service-wide reviews with far reaching effects or of a controversial nature. Also includes previous core responsibility (prior to Public Service Reform Act 1984) of reviews of the organisational structure of Australian public service agencies that had far reaching effects or provoked controversy. Retain as national archives
18687 Records documenting the conduct of joint or interdepartmental reviews without far reaching effects and without controversy. Also includes the previous core responsibility (prior to Public Service Reform Act 1984) of reviews of the organisational structure of Australian Public Service agencies without far reaching effects or without controversy. Destroy 10 years after action completed
18688 Records documenting previous core responsibility (prior to Public Service Reform Act 1984) of the examination and response to establishment, organisation and staffing levels proposals (including variations) submitted by external government agencies for assessment. Destroy 10 years after action completed

Service-wide Policy

The activities associated with developing, consulting and establishing directions and precedents which act as a reference for future public service-wide decision making.

Class Description of records Disposal action
17612

Records documenting the development and establishment of public service-wide organisational performance service policies.

Includes:

  • national policy statements
  • guides to the interpretation of the implementation of legislation administered by the agency
  • policy proposals
  • research papers
  • results of consultations
  • supporting reports
  • major drafts
  • final policy documents.

[For establishing agency policy in support of the organisational performance service function, use ORGANISATIONAL PERFORMANCE SERVICES – Policy.]

 Retain as national archives
17613

Records documenting comments made on the development of public service-wide organisational performance service policies.

[For establishing agency policy in support of the organisational performance service function, use ORGANISATIONAL PERFORMANCE SERVICES – Policy.]

 Destroy 3 years after promulgation of new policy
17614

Working papers and records documenting development of public service-wide organisational performance service policies.

[For establishing agency policy in support of the organisational performance service function, use ORGANISATIONAL PERFORMANCE SERVICES – Policy.]

 Destroy 3 years after promulgation of new policy
17615

Copies of public service-wide organisational performance service policy documents and supporting papers.

[For establishing agency policy in support of the organisational performance service function, use ORGANISATIONAL PERFORMANCE SERVICES – Policy.]

 Destroy when reference ceases