Index
This index lists the records, activities, classes and related key terms in the External Relations function of AFDA Express in single alphabetical sequence.
Indexed references should only be used as a guide to the Authority. The main access tool should be the function and class scope notes.
A
- accommodation, see travel and accommodation
- acquisition, goods and services (including moveable assets such as equipment, stores and vehicles), in support of external relations, see PROCUREMENT
- Acts, see legislation
- address lists, external relations, 62660 *
- addresses (presentations), external relations, see speeches and presentations
- administrative arrangements, external relations see arrangements
- advertising campaigns, external relations, see marketing and promotion
- advice (provided to or received from),
- Cabinet (excluding Cabinet submissions), 62657/62658/62661
- non-government entities (including community organisations and international bodies), 62657/62661
- the Prime Minister, Ministers and other government entities (excluding Cabinet submissions), and Members of Parliament, 62657/62661
- returned or incoming Minister or government (briefs known as red and blue books), 62657
- legal advice, see LEGAL SERVICES
- submissions (including Cabinet submissions), see submissions
- advisory bodies, members of,
- attendance at conferences and seminars, see conferences
- managing members (including agency representatives appointed to advisory bodies), see General Records Authority 26 – Advisory Bodies
- speeches, see speeches and presentations
- visits, see visits and visitors
- advocacy, external relations, see advice and submissions
- agency histories, created or commissioned by the agency, 62657
- agency liaison, see liaison
- agency responses to public reactions, external relations, 62661/62660 *
- agreements and contracts, external relations, 62657/62659 **
- anniversaries (commemoration events), see ceremonies and celebrations
- annual reports, see reporting and reports
- applications, grant funding, see grant funding
- appointments, external relations,
- of representatives (to the agency), see representatives
- of representatives (of the agency), see representatives
- provision of advice to Government on, 62657/62661
- appreciation, general letters of (received or sent by the agency), external relations, 62660 *
- arrangements, external relations,
- acquisition of goods and services, see PROCUREMENT
- awards (honours), see awards (honours)
- catering, see catering
- ceremonies and celebrations, see ceremonies and celebrations
- committees, see committees
- conferences and seminars, see conferences
- exhibitions and displays, 62661/62660 *
- guest speakers, see guest speakers
- media relations, see media relations
- security, see security
- social functions, see social functions
- travel and accommodation, see travel and accommodation
- visits, see visits and visitors
- audio-visual recordings, media items, see media monitoring
- audit (internal and external),
- external relations, final report, 62661
- external relations, planning and conduct, 62661
- financial, see FINANCIAL MANAGEMENT
- awards (honours),
- administrative arrangements and management, 62657/62661/62660 *
- assessment of recipients, 62657/62661
- ceremonies, see ceremonies and celebrations
- honours, awards and prizes, conferred by the agency, 62657/62661
- honours, awards and prizes, received by the agency, 62657/62661
- promotion of, see marketing and promotion
- register of award recipients, 62657/62661
B
- background briefs, see advice
- Bills, see legislation
- blue and red books, advice, 62657
- boards, advice on appointment, reappointment or termination of members, 62657/62661
- branding, see marketing and promotion
- briefs and briefing papers, see advice
- brochures, see marketing and promotion
C
- Cabinet,
- Cabinet committee meetings, notes made by agency representatives, 62658
- Cabinet discussion papers, 62657/62658
- Cabinet documents,
- development of, 62657
- numbered versions, 62658
- registers of, see TECHNOLOGY AND INFORMATION MANAGEMENT
- Cabinet memorandums, 62657/62658
- Cabinet minutes, copies received by the agency, 62658
- Cabinet submissions, 62657/62658
- campaigns, external relations, see marketing and promotion
- cards, greetings (received or sent by the agency), external relations, 62660 *
- catering, external relations, administrative arrangements supporting, 62660 *
- catering, external relations, procurement of, see PROCUREMENT
- celebrations, see ceremonies and celebrations
- ceremonies and celebrations, external relations
- arranging, managing and attending, 62657/62660 */62661
- honours, awards, and prizes (conferred or received), see awards (honours)
- photography and videos, 62657/62661
- procurement of goods and services in support of, see PROCUREMENT
- security arrangements, see security
- speeches, see speeches and presentations
- charities, donations to, see donations
- child sexual abuse, advice, external relations, 62657
- Christmas cards (received or sent by the agency), greetings, external relations, 62660 *
- codes of practice, external relations, 62661
- commemoration ceremonies, see ceremonies and celebrations
- committees (includes Cabinet committee meetings), external relations, 62657/62660 */62661
- community groups, see non-government organisations
- community relations, see external relations
- complaints (not resulting in litigation), external relations, 62661
- complaints (resulting in litigation), external relations, see LEGAL SERVICES
- compliance, external relations, 62661
- condolence, cards or letters of (received or sent by the agency), 62660 *
- conferences (hosted by the agency),
- administrative arrangements for agency conferences, including program development, arranging speakers, promotion and venue bookings, 62660 *
- attendance, managing registrations, 62660 *
- attendance by agency staff or agency head, for staff development purposes, see PERSONNEL MANAGEMENT
- attendance by members of advisory bodies, for staff development purposes, see General Records Authority 26 – Advisory Bodies
- attendance by members of governing bodies, for staff development purposes, see General Records Authority 27 – Governing Bodies
- conference proceedings, programs, reports and papers, development of and final versions (unpublished), 62657
- conference proceedings, programs, reports and papers, publication of, see PUBLICATION
- event photography, see photographs and videos
- financial transactions supporting conferences, see FINANCIAL MANAGEMENT
- speeches and presentations, 62657/62661
- conferences (hosted by other organisations),
- arrangements (including travel and accommodation arrangements), see PERSONNEL MANAGEMENT
- attendance by agency staff, agency head, or members of agency governing or advisory bodies, to represent or promote the agency, 62660 *
- attendance by agency staff or agency head, for staff development purposes, see PERSONNEL MANAGEMENT
- attendance by members of advisory bodies, for staff development purposes, see General Records Authority 26 – Advisory Bodies
- attendance by members of governing bodies, for staff development purposes, see General Records Authority 27 – Governing Bodies
- financial transactions supporting conference attendance, see FINANCIAL MANAGEMENT
- reports by participants, 62660 *
- speeches and presentations, 62657/62661
- proceedings, programs, reports and papers, 62660 *
- congratulations, general letters of (received or sent by the agency), external relations, 62660 *
- contracting-out, external relations, see PROCUREMENT
- contracts, 62657/62659 **
- contracts under seal, see CONTRACTS UNDER SEAL/DEEDS
- customer service, general services (including enquiry desk, telephone information service, or interpreter service) provided to public and government clients, external relations,
- complaints received, see complaints
- management of, 62661
- evaluating services, see evaluating
- monitoring of (including customer surveys), 62661
- planning, see planning and plans
- service charters, see service charters
D
- deeds, see CONTRACTS UNDER SEAL/DEEDS
- design specifications, exhibitions and displays, see exhibitions and displays
- dignitaries, see visits and visitors
- directives, external relations, see procedures
- displays, see exhibitions and displays
- donations and gifts (received or made by the agency), external relations, 62657/62661
- drafting instructions, legislation, see legislation
E
- educational campaigns, see marketing and promotion
- engagement programs, see programs and projects
- enquiries, external relations, management of enquiry desk, see customer service
- enquiries, external relations, received from external stakeholders (including the general public), 62661/62660 *
- enquiry desk, management of, see customer service
- entertainment bookings, see arrangements
- evaluating, agency programs and services, external relations, 62661
- evaluating, goods and services being considered for procurement, external relations, see PROCUREMENT
- events, external relations,
- celebrations and ceremonies, see ceremonies and celebrations
- conferences and seminars, see conferences
- social, see social functions
- exhibitions and displays, external relations,
- administrative arrangements supporting, 62660 *
- design, establishment and management of, 62657/62661
- of collections of material acquired by the agency, see General Records Authority 32 – Small Collection Management
- opening functions/events for, 62657/62661
- marketing and promotion of, see marketing and promotion
- Explanatory Memorandums, legislation, 62657
- external relations advice, see advice
- external relations agreements and contracts, 62657/62659 **
- external relations audits, see audit
- external relations committees, 62657/62660 */62661
- external relations complaints, see complaints
- external relations inquiries, see inquiries
- external relations joint ventures, see joint ventures
- external relations legislation, see legislation
- external relations plans, see planning and plans
- external relations policy, see policy
- external relations procedures, see procedures
- external relations programs, see programs
- external relations reporting, see reporting and reports
- external relations reviews, see reviewing
- external relations risk management, 62661
- external relations risk register, 62661
- external relations standards, 62661
- external relations statutory requirements, 62661
- external relations submissions, see submissions
F
- feedback, received from external stakeholders (including the general public), 62660 *
- feedback, received from agency personnel (including volunteers), see PERSONNEL MANAGEMENT
- fellowships, see scholarship and fellowship programs
- festivities, see ceremonies and celebrations
- flyers, see marketing and promotion
- foreign dignitaries (including royalty and Heads of State), visits, see visits and visitors
- forums, see conferences
- frameworks, external relations, 62657/62661
- functions (social), see social functions
G
- gifts and donations (received or made by the agency), external relations, 62657/62661
- governing bodies, members of,
- attendance at conferences and seminars, see conferences
- managing members (including agency representatives appointed to governing bodies), see General Records Authority 27 – Governing Bodies
- speeches, see speeches and presentations
- visits, see visits and visitors
- government organisations,
- advice (provided to or received from), see advice
- liaison with, 62661
- representatives, see representatives
- submissions, see submissions
- government relations, see external relations
- government-wide policy, supporting the development of, see advice
- grant funding (received by the agency), external relations, applications for, 62661
- grant funding (received by the agency), external relations, management of funds received, see FINANCIAL MANAGEMENT
- grant funding (provided by the agency), external relations, see General Records Authority 28 – Grant Management
- Green papers, advice provided in the form of, see advice
- greetings cards (received or sent by the agency), external relations, 62660 *
- greetings, external relations, 62660 *
- guest speakers,
- administrative arrangements supporting, 62660 *
- for ceremonies and celebrations, see ceremonies and celebrations
- for conferences, see conferences
- for events conferring honours, awards and prizes, see awards (honours)
- for agency social functions, see social functions
- speeches and presentations, 62657/62661
H
- handbooks, external relations, see procedures
- Heads of State, visits, 62657
- histories, agency, created or commissioned, 62657
- honours, see awards (honours)
I
- independents and minority parties, briefings and advice to, see advice
- industry bodies, see non-government organisations
- information awareness activities, see marketing and promotion
- inquiries, external relations,
- Instagram, see social media
- instructions, see procedures
- inter-agency committees, see committees
- inter-agency operations, see joint ventures
- inter-government committees, see committees
- inter-government operations, see joint ventures
- international engagement programs, external relations, 62657/62661
- international relations, see external relations
- international visits, see visits and visitors
- interpreter services, external relations, see customer service
- interviews, media relations, see media relations
- introductions, letters of (received or sent by the agency), external relations, 62660 *
- itineraries, visits, see visits and visitors
- investigations, see inquiries
- invitations, external relations,
- celebrations and celebrations, see ceremonies and celebrations
- conferences, see conferences
- guest speakers, see guest speakers
- social functions, see social functions
- visits, see visits and visitors
J
- joint ventures ***, external relations,
- journeys, see travel and accommodation
L
- language services (such as interpreters), external relations, see customer service
- legal advice, external relations, see LEGAL SERVICES
- legislation,
- advice provided in relation to, see advice
- initial proposals for creating new or amending existing legalisation, see STRATEGIC MANAGEMENT
- legal advice relating to the interpretation of, see LEGAL SERVICES
- preparation and passage of, 62657
- submissions relating to legislative proposals, see submissions
- letters to Ministers, see Ministerial correspondence
- letters of transmittal (annual reports), compliance, 62661
- liaison, external relations,
- with investigations or inquiries, see inquiries
- with other government and non-government entities (including community organisations and professional associations), 62661
- media liaison, see media relations
M
- manuals, external relations, see procedures
- mailing lists, greetings, 62660 *
- market research, external relations, 62657/62661
- marketing and promotion, external relations,
- administrative arrangements for, 62661/62660 *
- advertisements (print, radio, television, internet), 62657/62661
- campaigns (marketing/promotional/educational/social media/advertising), including development, 62657/62661
- ceremonies and celebrations, see ceremonies and celebrations
- conferences, see conferences
- final versions of products such as marketing and educational materials and tools, 62657/62661
- publishing and distributing marketing and educational materials and tools, see PUBLICATION
- media liaison and media releases, see media relations
- promotional photography and videos, 62657/62661
- plans, see planning and plans
- research, 62657/62661
- social media, see social media
- media liaison, see media relations
- media monitoring,
- media items (including newscuttings and audio-visual recordings), relating to agency operations, 62657/62661
- media monitoring services, procurement of, see PROCUREMENT
- media monitoring services, reporting by (including daily media reports), 62661
- media relations, external relations,
- administrative arrangements supporting, 62660 *
- interviews (including transcripts of interviews), 62657
- managing of, 62661/62660 *
- marketing and promotional campaigns, see marketing and promotion
- media releases (including on behalf of the portfolio Minister), 62657/62661
- monitoring of, see media monitoring services
- social media, see social media
- media reports, media monitoring services, 62661
- media releases (including on behalf of the portfolio Minister), external relations, 62657/62661
- meetings, external relations, 62657/62658/62659/62660 */62661
- Members of Parliament, visits, see visits and visitors
- memoranda of understanding, external relations, 62657/62659 **
- Ministerial briefs, see advice
- Ministerial correspondence ('Ministerials'), see representations
- Ministerial directives, representations, see representations
- Ministerial statements, advice, see advice
- Ministers of State,
- administrative arrangements, media relations, 62660 *
- advice and briefings, see advice
- Cabinet documents, copies, substantially annotated, see General Records Authority 38 – Ministers of State
- delegations of authority to the agency, 62657/62661
- media relations (including media releases and interviews), see media relations
- managing operations and activities of, see General Records Authority 38 – Ministers of State
- Ministerial correspondence (‘Ministerials’), see representations
- procedures for preparing Ministerial briefs, see procedures
- registers of Ministerial correspondence, see TECHNOLOGY AND INFORMATION MANAGEMENT
- responses to approaches received by the Minister ('Ministerials'), see representations
- responses to approaches referred to the Minister for action by other Members of Parliament, see representations
- returned or incoming Minister or government briefs (known as red and blue books), 62657
- speeches and papers presented by, see speeches and presentations
- submissions, see submissions
- visits, see visits and visitors
- minority parties and independents, briefings and advice to, see advice
- minutes, Cabinet, copies received by the agency, 62658
- money, donations and gifts of (received or made by the agency), external relations, 62657/62661
- monitoring, external relations programs and services (including customer services), 62661
- monitoring, media, see media monitoring
N
- negotiations, agreements and contracts, 62657/62659 **
- newscuttings, see media monitoring
- nominations, external relation, awards, see awards (honours)
- nominations, external relation, representatives, see representatives
- non-government organisations, (including community groups),
- advice (provided to or received from), see advice
- liaison with, 62661
- membership of, 62661
- responses to approaches made to the Minister, see representations
- representatives, see representatives
- submissions, see submissions
O
- Ombudsman inquiries, agency involvement with, see inquiries
- opening ceremonies, see ceremonies and celebrations
- operations, inter-agency, see joint ventures
- operations, inter-government, see joint ventures
- oral histories, agency, created or commissioned, 62657
P
- papers, presented at conferences, seminars, forums etc, external relations, see speeches and presentations
- parliamentarians, visits, see visits and visitors
- Parliament, Minister’s responses to questions raised in, see representations
- Parliamentary Committee inquiries, agency involvement with, see inquiries
- partnerships, external relations, see joint ventures
- personnel exchange programs, see staff exchange programs
- photographs and videos, external relations,
- event photography, celebrations, see ceremonies and celebrations
- event photography, ceremonies, see ceremonies and celebrations
- event photography, conferences, see conferences
- event photography, official visits, see visits and visitors
- event photography, social functions, see social functions
- promotional, 62657/62661
- planning and plans, external relations, agency-wide (including marketing and engagement plans), 62657/62661
- planning and plans, external relations, section or business unit, 62660 *
- policy, external relations, final versions, 62657/62661
- policy, external relations, development and establishment, 62657/62661
- policy, whole-of-government, supporting development of, see advice
- policy papers (eg White and Green papers), advice provided in the form of, see advice
- posters, see marketing and promotion
- personnel exchange programs, see staff exchange programs
- presentations, external relations, see speeches and presentations
- press relations, see media relations
- Prime Minister, submissions to, see submissions
- Prime Minister, visits by, see visits and visitors
- print, see marketing and promotion
- private sector organisations, see non-government organisations
- prizes, see awards (honours)
- procedures, external relations, final versions, 62661
- procedures, external relations, development and establishment, 62660 *
- professional associations,
- advice (provided to or received from), see advice
- liaison with, 62661
- membership of, 62661
- representatives, see representatives
- submissions, see submissions
- subscriptions to publications of, see PROCUREMENT
- projects, external relations, see programs and projects
- programs and projects, external relations,
- establishment and implementation of, 62657/62661
- joint ventures, see joint ventures
- marketing and promotion of, see marketing and promotion
- scholarship and fellowship programs, see scholarship and fellowship programs
- promotion, see marketing and promotion
- promotional campaigns, see marketing and promotion
- promotional visits, see visits and visitors
- property, donations and gifts of (received or made by the agency), external relations, 62657/62661
- public office (appointments to), provision of advice to Government on, 62657/62661
- public reactions to agency activities, external relations, 62661/62660 *
- public visitor books (including ceremonial), visits, 62657/62661
- public visitors, see visits and visitors
- publications, supporting external relations, see PUBLICATION
Q
- Question Time Briefs, see advice
R
- radio, see marketing and promotion
- reappointments, see appointments
- recommendations, external relations,
- red and blue books, advice, 62657
- registers, Cabinet documents, see TECHNOLOGY AND INFORMATION MANAGEMENT
- registers, Ministerial correspondence, see TECHNOLOGY AND INFORMATION MANAGEMENT
- registrations, conferences, see conferences
- reporting and reports, external relations,
- representations,
- preparation of Ministerial responses to questions raised in Parliament, 62661
- reference set of all responses to representations (Ministerials) kept by the agency, 62661
- registers of Ministerial correspondence, see TECHNOLOGY AND INFORMATION MANAGEMENT
- responses to approaches received by the Minister (Ministerials) and referred to the agency, 62657/62661/62660 *
- management of communications sent the Minister, 62661
- representatives (of the agency), external relations,
- to agency advisory bodies, see advisory bodies
- to agency governing bodies, see governing bodies
- to committees, see committees
- to community organisations, government organisations and other entities (other than advisory and governing bodies), 62661
- participating at conference and seminars, see conferences
- visits made by, see visits and visitors
- representatives (to the agency), external relations,
- from agency advisory bodies, see advisory bodies
- from agency governing bodies, see governing bodies
- from committees, external, see committees
- from community organisations, government organisations and other entities (other than agency advisory and governing bodies), 62661
- participating at conferences and seminars, see conferences
- visits made by, see visits and visitors
- research and analysis, supporting external relations, 62657/62659/62661
- resignation, of representatives, see termination
- reviewing and reviews, external relations, 62657/62659/62661
- risk management, external relations, 62661
- Royal Commissions, agency involvement with, see inquiries
- royalty, visits, see visits and visitors
S
- schemes, external relations, see programs and projects
- scholarship and fellowship programs (agency funded), external relations,
- administration and management of, see General Records Authority 28 – Grant Management
- awarding of, see awards (honours)
- promotion of, see marketing and promotion
- school visits, see visits and visitors
- Second Reading Speech, legislation, 62657
- security, external relations,
- arrangements for agency personnel undertaking visits, 62661
- arrangements for visitors, see visits and visitors
- building security arrangements, see PROPERTY MANAGEMENT
- reporting, see reporting and reports
- security passes (issue of), staff, see PERSONNEL MANAGEMENT
- security passes (issue of), visitors, see PROPERTY MANAGEMENT
- seminars, see conferences
- separation, of representatives, see termination
- service charters, customer service, external relations, development of and final version, 62661
- service charters, customer service, external relations, publication of, see PUBLICATION
- Snapchat, see social media
- speeches and presentations, external relations, final versions, 62657/62661
- speeches and presentations, external relations, development of, 62661
- sponsorships (received or made by the agency), external relations, 62657/62661
- staff exchange programs,
- development and implementation of, see programs and projects
- promotion of, see marketing and promotion
- management of personnel involved, see PERSONNEL MANAGEMENT
- staff functions, see social functions
- staff representatives, see representatives
- standards (mandatory or optional), external relations, 62661
- statements, submitted to inquiries, see inquiries
- statements of expectations, agency performance, see STRATEGIC MANAGEMENT
- statements of expectations, governing body performance, see General Records Authority 27 – Governing Bodies
- statutory appointments, advice on appointments, reappointments and terminations, 62657/62661
- statutory requirements, external relations, 62661
- strategies, external relations, 62657/62661
- student placements, work experience, see PERSONNEL MANAGEMENT
- student visits, see visits and visitors
- submissions, external relations,
- annual report submitted by agency to portfolio Minister, 62661
- to non-government entities (including community organisations), 62661
- to the Cabinet, see Cabinet submissions
- to the Prime Minister, Ministers and other government entities (excluding Cabinet submissions), 62657/62659
- to inquiries, see inquiries
- subscriptions and memberships (corporate), with other government and non-government entities (including community organisations and professional associations),
- complimentary or honorary, see liaison
- purchased by the agency or an individual, see PROCUREMENT
- suggestions, received from external stakeholders (including the general public), 62660 *
- suggestions, received from agency personnel (including volunteers), see PERSONNEL MANAGEMENT
- surveys, external relations,
T
- telephone information services, external relations, see customer service
- television advertisements, see marketing and promotion
- tendering, external relations, see PROCUREMENT
- termination, external relations,
- of representatives (to the agency), see representatives
- of representatives (of the agency), see representatives
- provision of advice to Government on, 62657/62661
- tours, see visits and visitors
- transcripts, external relations,
- media interviews, see media relations
- oral evidence provided by agency personnel, inquiries, 62657/62661
- travel and accommodation, external relations
- acquisition of goods and services, see PROCUREMENT
- for agency personnel, see PERSONNEL MANAGEMENT
- for visitors to the agency, see arrangements
- for the Minister, 62657/62659
- Twitter, see social media
V
- venue bookings, administrative arrangements for, 62660 *
- videos, see photographs and videos
- visits and visitors (made by agency personnel and representatives), external relations,
- administrative arrangements, 62660 *
- to domestic entities (such as community organisations; other government organisations), 62661/62660 *
- to international entities (such as foreign governments and their agencies; international organisations), 62657/62661/62660 *
- security arrangements for agency personnel, 62661
- speeches presented, see speeches and presentations
- travel arrangements for individual agency personnel, see PERSONNEL MANAGEMENT
- visits and visitors (made by the portfolio Minister), external relations, 62657/62659
- visits and visitors (made by members of governing bodies), external relations, see General Records Authority 26 - Governing Bodies
- visits and visitors (made by members of advisory bodies), external relations, see General Records Authority 27 - ADVISORY BODIES
- visits and visitors (to the agency), external relations
- administrative arrangements, 62660 *
- by royalty, Heads of State, and similarly significant personages, 62657
- by the Prime Minister, Ministers, Members of Parliament, 62661
- by government agency officials, interstate and overseas delegations, and community representatives, 62661
- by members of the general public (including tours of the agency), 62660 *
- security arrangements for visitors, 62661
- security arrangements for land and property, see PROPERTY MANAGEMENT
- security passes, see PROPERTY MANAGEMENT
- speeches presented, see speeches and presentations
- statistics relating to visits, see reporting and reports
- visitor books, see visitor books
- visitor books, public (including ceremonial), 62657/62661
- visitor books, security access registers, see PROPERTY MANAGEMENT
W
- White papers, advice provided in the form of, see advice
- whole-of-government policy, supporting the development of, see advice
- working groups, external relations, 62657/62660 */62661
- workshops, see conferences
Y
- YouTube, see social media
Notes
* Default class 62661 can also be used to sentence where class 62660 is indicated.
** For contracts under seal or deeds, use CONTRACTS UNDER SEAL/DEEDS.
*** Agencies must use their own Records Authority for joint venture agreements and operations which relate to their core functions.