This Records Disposal Schedule is applicable to any record that performs the function prescribed, irrespective of format. Records may include:
COM (computer output microfiche);
electronic records, including various electronic media, and
any other formats.
Refers to records created, communicated and maintained by means of electronic equipment. Information could be maintained/stored in a number of ways - on the database (the main database, or a special archives database); on magnetic media; on optical disks; or on separate hardcopy (paper, COM).
Electronic records must be readily accessible for the length of the specified retention period. Routine treatment (such as wiping, updating, alterations or re-recording) does not constitute disposal.
DESTRUCTION OF RECORDS
When the approved disposal date for the destruction of records has been reached, appropriate arrangements for their destruction should be made. It is the responsibility of each agency to ensure that its records are destroyed in a secure and appropriate manner as indicated in the agency Records Management Program.
UPDATING THE RECORDS DISPOSAL SCHEDULE
Records Disposal Schedules are reviewed and updated from time to time. For suggested amendments or alterations to this schedule please contact the Director of Territory Records.
ASSISTANCE IN USING THE RECORDS DISPOSAL SCHEDULE
Agencies requiring any assistance in the interpretation or implementation of any Records Disposal Schedule are encouraged to contact the Director of Territory Records.
The following legislation is related to the records classes covered by this Records Disposal Schedule:
Administrative Appeals Tribunal Act 1995 Administrative Decisions (Judicial Review) Act 1989 Associations Incorporation Act 1991 Business Names Act 1963 Canberra Institute of Technology Act 1987 Commonwealth Higher Education Funding Act 1988 Discrimination Act 1991 Drugs of Dependence Act 1989 Education Act 1937 Education Services for Overseas Students (Registration and Regulation of Providers) Act 1994 Evidence Act 1971 Evidence (Miscellaneous Provisions) Act 1991 Freedom of Information Act 1989 Health and Community Care Services Act 1996 Health Records (Privacy and Access) Act 1997 Hotel School Act 1996 Landlord and Tenant Act 1899 Medical Practitioners Act 1930 Medical Services (Fees) Act 1984 Medical Treatment Act 1994 Nurses Act 1988 Occupational Health and Safety Act 1989 Ombudsman Act 1989 Poisons and Drugs Act 1978 Privacy Act 1988 (Commonwealth) Psychologists Act 1994 Residential Tenancies Act 1997 Royal Commissions Act 1991 Territory Records Act 2002 University of Canberra Act 1989 Vocational Education and Training Act 1995
The Executive, an ACT Court, the Legislative Assembly Secretariat, an administrative unit, a Board of Inquiry, a Judicial or Royal Commission, any other prescribed authority, or an entity declared under the regulations of the Territory Records Act 2002 to be an agency.
The process of evaluating business activities to:
determine which records need to be captured;
determine how long the records need to be kept to meet business needs; and
meet the requirements of organisational accountability and community expectations.
Business Classification Scheme
A hierarchical scheme for identifying and defining the functions, activities and transactions an agency performs in the conduct of its business, and the relationships between them.
The Chief Executive of an administrative unit, or its equivalent in other types of agencies.
Information created, received, and maintained as evidence and information by an organisation or person, in pursuance of legal obligations or in the transition of business. This recorded information must be maintained or managed by the agency to provide evidence of their business activities. Records can be in written, electronic or any other form.
Records of an Agency
Records, in writing, electronic or any other form, under the control of an agency or to which it is entitled to control, kept as a record of its activities, whether it was created or received by the agency.
Records Disposal Schedule
A document approved by the Director of Territory Records, which sets out the types of records an agency must make and how long they must be kept.
Records Management Program
A document that complies with Section 16 of the Territory Records Act 2002 by setting out the means by which an agency will manage its records, and is approved by the agency's Principal Officer.
Information systems that capture, maintain and provide access to records over time. While the term is often associated with computer software, Recordkeeping Systems also encompass policies, procedures, practices and resources that are applied within an agency to ensure that full and accurate records of business activity are made and kept.