40 11/0051 354 provision of energy transmission and distribution network services 2011-02-17 2011-02-21 Transgrid 2011-02-21 EnergyAustralia 2011-02-21 Country Energy 2011-02-21 Integral Energy 2011-02-21 Committees - see General retention and disposal authority: Administrative records COMMITTEES meetings - committees see General retention and disposal authority: administrative records COMMITTEES minutes - committees see General retention and disposal authority: administrative records COMMITTEES access - see network access row CORPORATE AND STRATEGIC MANAGEMENT Processes associated with the incorporation of an organisation and governance of the organisation's operations. Includes compliance with regulatory regimes and the incorporation and winding up of subsidiaries. 28 Administrative records GOVERNING BODIES for records relating to the management of the governing body of the organisation, such as Boards of Directors, including records of appointments to and meetings and decisions of the Board. 28 Administrative records GOVERNMENT RELATIONS Submissions for records of proposals or submissions to government, licensing or regulatory bodies regarding policy issues, pricing, reviews of or proposed changes to legislation, regulations, rules, etc. 28 Administrative records STRATEGIC MANAGEMENT for records relating to strategic or corporate planning and compliance processes etc. Directors - appointments see General Retention and Disposal Authority: Administrative records GOVERNING BODIES IPART - Submissions see General Retention and Disposal Authority: Administrative records GOVERNMENT RELATIONS for submissions to IPART re pricing, proposed changes to licensing conditions, etc. Strategic management - planning see General retention and disposal authority: administrative records STRATEGIC MANAGEMENT for corporate strategic planning Coporate management - planning see General retention and disposal authority: administrative records STRATEGIC MANAGEMENT legislative changes - submissions see General retention and disposal authority: administrative records STRATEGIC MANAGEMENT and GOVERNMENT RELATIONS meetings - Board see General retention and disposal authority: administrative records GOVERNANCE minutes - Board see General retention and disposal authority: administrative records GOVERNANCE Board - appointments see General retention and disposal authority: administrative records GOVERNANCE Board - minutes see General retention and disposal authority: administrative records GOVERNANCE Board - meetings see General retention and disposal authority: administrative records GOVERNANCE Board - papers see General retention and disposal authority: administrative records GOVERNANCE reporting - performance see General retention and disposal authority: administrative records STRATEGIC MANAGEMENT Governance - corporate corporate governance Records relating to the establishment and registration of the organisation as a corporate legal entity. Includes certificates of incorporation, memoranda and articles of association, corporate registers and seals. Required as State archives Authorised Required as State archives Records relating to arrangements for the winding up of corporate-owned registered companies or subsidiaries. Includes notification of intentions, arrangements to discharge liabilities and removal from registration. 7 action completed Destroy Authorised Retain minimum of 7 years after action completed, then destroy Corporate policies, procedures, directives and instructions relating to the management or conduct of energy transmission or distribution operations or processes. Includes final versions and records of supporting research, consultation, etc. Required as State archives Authorised Required as State archives Records relating to the registration, licensing or accreditation of the organisation as required by industry or market operators, regulatory bodies or schemes. Includes records relating to the issue, amendment, transfer, cancellation and revocation of licences, registration or accreditation. CUSTOMER MANAGEMENT for records relating to the accreditation of the organisation as a testing or certification authority ENVIRONMENTAL MANAGEMENT for licences, authorities, permits or approvals, etc., from regulatory authorities to carry out prescribed activities under environmental protection legislation e.g. licences or approvals issued by the Environmental Protection Authority. EDUCATION AND TRAINING for records relating to the registration or accreditation of the organisation as a training services provider 7 expiry, transfer, cancellation or surrender of licence, registration or accreditation Destroy Authorised Retain minimum of 7 years after expiry, transfer, cancellation or surrender of licence, registration or accreditation, then destroy Records relating to the monitoring and management of ongoing compliance with industry or market operation rules, regulations and licence requirements. Includes compliance reporting to and ongoing consultation and liaison with regulators such as the Australian Energy Regulator (AER) and the Independent Pricing and Regulatory Tribunal (IPART) regarding compliance requirements and records of evidence gathered and used to demonstrate compliance with market or network operation rules and requirements. Note: Retention period is provided as a guide only. Organisations should ensure that retention of records for longer than the minimum period specified is not required in compliance with any regulatory requirements, licence conditions, mandatory rules, standards or codes to which the organisation may be subject. ENVIRONMENTAL MANAGEMENT for records relating to monitoring or reporting on regulated or prescribed operations or activities in compliance with environmental protection legislation or regulatory schemes. INCIDENT MANAGEMENT for records relating to the reporting of incidents. 28 Administrative records GOVERNMENT RELATIONS for annual performance reporting on operations or core functions to the Minister or other government agencies. 28 Administrative records STRATEGIC MANAGEMENT Reporting for reports relating to the performance of the organisation in meeting corporate goals, objectives and performance indicators. 7 action completed Destroy Authorised Retain minimum of 7 years after action completed, then destroy Records relating to breaches or failures to meet compliance with licence or regulatory requirements and rules which:result in the termination, loss, cancellation or suspension of an organisation's accreditation, registration or trading or operating licences or rightsare of a type requiring immediate notification to a licensing or regulatory bodyattract significant public or media interest, orresult in significant changes to the organisation's operating standards, polices or procedures. Includes records of correspondence and liaison with regulators, investigation reports, directions and orders, and records of remedial actions. Required as State archives Authorised Required as State archives Records relating to breaches or failures to meet compliance with licence or regulatory requirements and rules which are not:of a type requiring immediate notification to a licensing or regulatory body, or which do not:result in the termination, loss, cancellation or suspension of an organisation's accreditation, registration or trading or operating licences or rightsattract significant public or media interest, orresult in significant changes to the organisation's operating standards, polices or procedures. Includes records of correspondence and liaison with regulators, investigation reports, directions and orders, and records of remedial actions. 7 action completed Destroy Authorised Retain minimum of 7 years after action completed, then destroy CUSTOMER MANAGEMENT AND SERVICES The provision of network connection and related services to customers. ENVIRONMENTAL MANAGEMENT for records relating to complaints of pollution or damage to the environment 28 Administrative records COMMITTEES for records relating to the establishment, meetings, etc., of consumer consultative groups. 28 Administrative records COMMUNITY RELATIONS for records relating to the receipt and handling of customer complaints and enquiries. 28 Administrative records STRATEGIC MANAGEMENT Planning for records relating to strategic, corporate or business plans applying to the organisation as a whole. 28 Administrative records COMPENSATION Claims for records relating to the handling of claims for loss or damage suffered by customers. Energy Australia draft entry 2.1.3 - suggest use Community Relations - Enquiries for routine enquiries re authorisation processes Energy Australia draft entry 2.3.1 and 2.3.2 - see general authority for administrative records (COMMUNITY RELATIONS - Public reaction) for records of complaints, enquiries etc. This is consistent with approach in retailing general authority re complaints. Energy Australia draft entry 2.10.1 - for records relating to the evaluation of services suggest use general authority for administrative records (COMMUNITY RELATIONS Evaluation, 2.9.1). For records re resourcing of call centres see GA28, 2.6.3 or general authority for personnel GDA12, 2.3.3 for rosters Complaints - customers see General retention and disposal authority: administrative records COMMUNITY RELATIONS enquiries - customers see General retention and disposal authority: administrative records COMMUNITY RELATIONS claims - customers see General retention and disposal authority: administrative records COMPENSATION Records relating to the provision of plant or equipment testing and certification services for customers. Includes records of requests for services, customer details, plant/equipment details, test requirements, scope of works, plans, notes, check sheets, results, reports and certificates issued, etc. NETWORK MANAGEMENT for records relating to the testing carried out as part of the installation, maintenance or monitoring of individual assets or system components 10 action completed Destroy Authorised Retain minimum of 10 years after action completed, then destroy Records relating to the development of standard form contracts and records documenting negotiated or individual agreements and contracts for the provision of connection services. Includes records relating to the negotiation or variation of agreements, draft and final versions of contracts and agreements. If longer 7 expiry, termination or amendment of contract Destroy If longer 7 action completed Destroy Authorised Retain minimum of 7 years after expiry, termination or amendment of contract or minimum of 7 years after action completed, whichever is longer, then destroy Records relating to the provision of network connection services. Includes records of customer and premises profiles, records of connection applications, correspondence or meetings with or advice provided to a customer in relation to connection or disconnection, design certification and installation inspections, final reading forms for disconnections, records of requests, quotes and invoices for works or services, reports, notifications, bonds, warranties or certificates relating to the provision or delivery of any works, services or inspections. NETWORK MANAGEMENT for records relating to works to upgrade or augment the network to facilitate connections 7 action completed Destroy Authorised Retain minimum of 7 years after action completed, then destroy Records relating to the provision of consultancy or contestable services to customers or clients. Includes:records relating to the negotiation or variation of the agreement, draft and final versions of contracts and agreements, andrequests, bids and proposals, contracts and agreements and ongoing negotiations or liaison with clients, project management records including approvals, specifications, plans, drawings, commissioning and handover records, reports or studies relating to the project. NETWORK MANAGEMENT for records relating to works to upgrade or augment the network to facilitate connections and for records used to update or maintain network connection information systems If longer 7 expiry or termination of contract Destroy If longer 7 last action Destroy Authorised Retain minimum of 7 years after expiry or termination of contract or minimum of 7 years after last action, whichever is longer, then destroy Records relating to the provision of metering services. Includes details of customer meters, meter data collected from and provided to customers or market operators, records used for the calculation of usage and/or consumption data supplied for billing purposes, records of service or testing requests and correspondence and liaison regarding service arrangements e.g. for access, installation, maintenance and testing, locks etc. 7 action completed Destroy Authorised Retain minimum of 7 years after action completed, then destroy Schedules of meter reading routes and dates. outdated or superseded Destroy Authorised Retain until outdated or superseded, then destroy Records relating to negotiations for the provision of customer services (consulting, testing, certification, contestable, connection etc.) which do not proceed. Includes proposals, quotes or bids to provide services, minutes or notes of meetings and records of liaison with potential customers, advice of bid or proposal outcomes. 2 action completed Destroy Authorised Retain minimum of 2 years after action completed, then destroy Business, branch or workplace plans, strategies, policies, procedures and standards for the delivery and provision of services to customers, such as for or relating to the provision of contestable works and services, connection, metering, consulting, testing and certification services and for energy products or efficiency and safety programs. Includes draft and final versions and records of associated background research, consultation etc. 7 superseded Destroy Authorised Retain minimum of 7 years after superseded, then destroy Statistical records and routine (periodic or ad hoc) internal reporting relating to the provision, operation or management of customer services. 5 action completed Destroy Authorised Retain minimum of 5 years after action completed, then destroy Records relating to the accreditation of the organisation as a testing or certification authority. Includes application records, records of audits by and of meetings, liaison and correspondence with accrediting or certifying bodies. 7 lapse, withdrawal or cancellation of accreditation Destroy Authorised Retain minimum of 7 years after lapse, withdrawal or cancellation of accreditation, then destroy EDUCATION AND TRAINING The provision of training and education. This includes the provision of training leading to a recognised qualification or competency, the delivery of training to external clients and public or community safety education and awareness. 28 Administrative records STAFF DEVELOPMENT Training for records relating to internal staff development training programs, apprenticeship training, etc. training - staff development see General retention and disposal authority: administrative records STAFF DEVELOPMENT training - apprecticeships see General retention and disposal authority: administrative records STAFF DEVELOPMENT public safety - education and training competency training Australian Quality Training Framework (AQTF) 2007 Users' Guide to the Essential Standards for Registration Records relating to the registration of the organisation as a recognised or accredited training provider and to the accreditation or recognition of courses or training programs developed by the organisation as leading to a recognised qualification. Includes records of registration or accreditation applications and renewals, notifications and advice from and ongoing liaison with accreditation bodies, audits and monitoring to assess compliance or renew status. 5 expiry or termination of accreditation or registration Destroy Authorised Retain minimum of 5 years after expiry or termination of accreditation or registration, then destroy Records relating to the development of course materials and resources for accredited courses or training programs or for training offered to external clients, including public safety awareness materials and resources. Includes course outlines, session plans, presentation materials, assessment checklists and guides, participant handouts, exercises, activities etc. 7 course or resource superseded or no longer in use Destroy Authorised Retain minimum of 7 years after course or resource superseded or no longer in use, then destroy Records relating to plans, evaluations and reviews of the organisation's accredited or external training services or programs. Includes records of background research, surveys and consultation, plans and reports or recommendations. 28 Administrative records STAFF DEVELOPMENT for records relating to plans, evaluations, reviews of internal staff development programs 5 action completed Destroy Authorised Retain minimum of 5 years after action completed, then destroy Records of students'/training participants' results, qualifications or competence attained, where the course leads to a recognised qualification or competency. Includes details of completed units and results, levels of attainment, competency or qualification reached. 30 action completed Destroy Authorised Retain minimum of 30 years after action completed, then destroy Records relating to the registration of external participants to attend training. Includes records of applications or registration to attend, confirmations, attendance sheets, participant evaluation forms, issue of certificates, etc. 5 action completed Destroy Authorised Retain minimum of 5 years after action completed, then destroy Records relating to administrative arrangements for the delivery of externally offered training sessions or programs. Includes records relating to training timetables, arrangements or bookings for venue, catering or equipment hire, etc. administrative or reference use ceases Destroy Authorised Retain until administrative or reference use ceases, then destroy Completed student assessment items including examination papers, assignments and other materials or items submitted by a student for assessment purposes or for recognised prior learning (RPL) purposes. Retain minimum of 2 years after completion of course, the issuance of the qualification or the training participants exit from the course, whichever is the longer, then destroy The minimum retention period supports potential ongoing use of the records for administrative, accountability or reference purposes and is consistent with contract and program requirements applying to registered training organisation eligible for public funding to deliver training under the Approved Provider List (administered by State Training Services, Department of Education and Communities). Once approved this entry will be incorporated into the General retention and disposal authority: provision of energy distribution and network services (GA40). Under this authority records of student's results, qualifications or competencies gained will continue to be retained for a minimum of 30 years in accordance with national quality standards (GA40, entry 3.4) and records of assessment tools i.e. guidelines, procedures, checklists, etc. outlining the conditions, requirements and criteria for assessment will be retained for a minimum of 7 years after the course or resource is superseded or discontinued (GA40, entry 3.2). 2012-06-21 Energy Australia draft entry 4.2.6 training - venue bookings training - catering training - timetables ENVIRONMENTAL MANAGEMENT Management of the environmental impact of energy distribution and transmission operations. CORPORATE AND STRATEGIC MANAGEMENT for corporate policy, policies, procedures, directives and instructions relating to environmental management. NETWORK MANAGEMENT for operating procedures, standards and general instructions. INCIDENT MANAGEMENT for records relating to environmental incident management and response plans and to the handling or investigation of incidents or accidents impacting on the environment. NETWORK MANAGEMENT for records relating to demand management investigations, development consents, environmental assessments etc for network development and construction projects. 28 Administrative records PROPERTY MANAGEMENT Conservation for records relating to the rehabilitation of contaminated sites on property owned or operated by the organisation. 28 Administrative records PROPERTY MANAGEMENT Maintenance for records relating to the removal, storage and disposal of waste. 28 Administrative records STRATEGIC MANAGEMENT Audit for records relating to audits (internal or external) of the organisation's environmental programs, management systems, practices etc. Electricity Supply (General) Regulation 2001 Records relating to plans to contain, control, manage or ameliorate the environmental effects and impact of energy distribution or transmission operations and activities. Records include final versions of plans and substantive drafts, input and comments relating to their development. 10 superseded Destroy Authorised Retain minimum of 10 years after superseded, then destroy Records relating to licences, authorities, permits or approvals from regulatory authorities to carry out prescribed activities e.g. licences or approvals issued by the Environmental Protection Authority. Records include applications and renewals, issued documents, notices of variations etc. NETWORK MANAGEMENT for records relating to the approval of development consents. 10 expiry, termination, suspension or renewal of licence, authority, permit or approval Destroy Authorised Retain minimum of 10 years after expiry, termination, suspension or renewal of licence, authority, permit or approval, then destroy Records relating to the receipt and handling of complaints of pollution or damage to the environment arising from operations or activities and to the receipt and handling of notices, directions or orders issued by regulatory authorities requiring action or the cessation of operations or activities for the protection of the environment. 10 action completed Destroy Authorised Retain minimum of 10 years after action completed, then destroy Records relating to monitoring and reporting on regulated or prescribed operations or activities in compliance with regulatory schemes or environmental protection licences, permits etc. Includes records of audits, risk assessments, data collection and reporting etc. Note: Retention period is provided as a guide only. Organisations should ensure that retention of records for longer than the minimum period specified is not required in compliance with any regulatory requirements, licence conditions, mandatory rules, standards or codes to which the organisation may be subject. 10 action completed Destroy Authorised Retain minimum of 10 years after action completed, then destroy Reports on the findings or outcomes of research or studies conducted or commissioned by the organisation relating to the monitoring or management of the environmental impact of energy distribution or transmission operations or activities. Required as State archives Authorised Required as State archives Records relating to the management of research projects. Records include project proposals, plans and approvals, funding arrangements etc. 10 action completed Destroy Authorised Retain minimum of 10 years after action completed, then destroy Records relating to the provision or receipt of advice concerning the containment, control, management or amelioration of the environmental effects and impact of energy distribution and transmission operations and activities. Includes internally developed advice and advice provided as part of consultancy services to other organisations. 10 action completed Destroy Authorised Retain minimum of 10 years after action completed, then destroy INCIDENT MANAGEMENT Processes associated with preparing for and responding to incidents. Includes incidents relating to or affecting supply, safety or the environment. 28 Administrative records COMPENSATION Claims for records relating to claims arising from incidents. CORPORATE AND STRATEGIC MANAGEMENT for records relating to notices, directions or orders issued by regulatory authorities in relation to incidents or accidents affecting supply or public safety. ENVIRONMENTAL MANAGEMENT for records relating to notices, directions or orders issued by regulatory authorities in relation to any incidents or accidents impacting on the environment. Energy Australia draft entry 6.5.6 - records relating to claims for damage to property, equipment etc covered by the general authority for administrative records PROPERTY MANAGEMENT - Claims (GA28, 16.4.1) or EQUIPMENT & STORES (GA28, 5.6.1) Registers, statistical records and reports documenting the occurrence of accidents and incidents over time. This includes environmental incidents or incidents relating to network operations. Required as State archives Authorised Required as State archives Records relating to incidents or accidents:where significant environmental impact, such as major contamination, pollution or presentation of major public health risk, occursthat result in death or serious injury to a member of the public or a customerthat cause major or prolonged disruptions to operations or services and/or generate significant media interest or public reaction, orthat result in changes to network management plans and standards for managing safety or operating risks. Records include incident assessment, damage, debriefing and review reports, advice or notifications to relevant authorities, investigation findings and reports. 28 Administrative records OCCUPATIONAL HEALTH & SAFETY Accidents for records relating to accidents or incidents involving employees. Required as State archives Authorised Required as State archives Records relating to incidents or accidents:where no environmental harm occurs or the impact is minimal (i.e. impact is readily contained and/or rectified or presents no ongoing risks to public health or of contamination), or that do not:result in death or serious injury to a member of the public or a customer, cause major or prolonged disruptions to operations or services and/or generate significant media interest or public reaction, orresult in changes to network management plans and standards for managing safety or operating risks. Records include incident assessment, damage, debriefing and review reports, advice or notifications to relevant authorities, investigation findings and reports. Note: Consideration may need to be given to retaining these records longer in some circumstances, e.g. for records relating to criminal matters or matters relating to minors where appeals or challenges may be lodged many years after the matter is concluded. Organisations should also ensure that all appeals have been exhausted before disposing of records relating to the handling of the matter or court proceedings. 28 Administrative records OCCUPATIONAL HEALTH & SAFETY Accidents for records relating to accidents or incidents involving employees. If longer 10 action completed Destroy If longer 25 date of birth of any minors involved Destroy Retain minimum of 10 years after action completed, or where the incident involves a minor, retain until minor turns 25 or 10 years after action completed, whichever is the longer, then destroy Authorised Retain minimum of 10 years after action completed or minimum of 25 years after date of birth of any minors involved, whichever is longer, then destroy Records relating to the conduct of drills and exercises to prepare for incident and accident response. Includes records of arrangements, briefing notes, reports and debriefings, etc. 7 action completed Destroy Authorised Retain minimum of 7 years after action completed, then destroy Records relating to incident management and emergency response plans. Records include final versions of plans and substantive drafts, input and comments relating to their development. NETWORK MANAGEMENT for network safety and operating plans required to be developed in accordance with electricity and gas supply regulations. 7 superseded Destroy Authorised Retain minimum of 7 years after superseded, then destroy NETWORK MANAGEMENT The development, control, operation and maintenance of energy distribution and transmission networks CORPORATE AND STRATEGIC MANAGEMENT for records relating to corporate or company policy, procedures, directives etc and compliance reporting to regulators. INCIDENT MANAGEMENT for records relating to incident or emergency response planning and handling. PROPERTY MANAGEMENT for records relating to the valuation of infrastructure assets. 28 Administrative records GOVERNMENT RELATIONS Submissions for records of submissions to market operators regarding pricing determinations or proposals, proposed changes to operating rules, etc. 28 Administrative records STRATEGIC MANAGEMENT Planning for records relating to the development of strategic, corporate or business plans applying to the organisation as a whole. Energy Australia draft entry 6.10.1 - suggest these records covered by the general authority for administrative records GOVERNMENT RELATIONS - Submissions (GA28, 10.13.1) Security - see General retention and disposal authority: administrative records PROPERTY MANAGEMENT assets - see network assets network assets network development network control network management - maintenance network management - infrastructure Planning, performance reports and reviews Final versions of strategies, plans and reports relating to the management of energy transmission, distribution and supply networks or systems and associated assets and infrastructure. This includes published plans and reports documenting energy demand projections, emerging network constraints and forecast network expansion requirements and information on completed, committed or planned network augmentation or development. Includes transmission or distribution network management plans, strategic maintenance plans, regional area plans, sub transmission, low voltage and demand management plans, annual planning and network performance or project reports, transmission and distribution reports and system development review reports. Required as State archives Authorised Required as State archives Records relating to the development of energy network or supply system management strategies, plans and reports. Includes records of consultation, drafts, comments, background and reference materials relating to the development of the report. 7 action completed Destroy Authorised Retain minimum of 7 years after action completed, then destroy Design, construction, augmentation and disposal or decommissioning Key records of projects relating to the design, construction, modification, augmentation, decommissioning or disposal of energy distribution or transmission infrastructure, including projects set up to improve, enhance or automate distribution or transmission processes or operations, which:have received architectural, design, innovation or other awardsrelate to property, structures or assets which are heritage listed, local landmarks or of significance or meaning to a particular site or locality, orare a 'first of kind project' or involve new innovative techniques for improving or enhancing current industry processes or operations. Records include:project proposals, development briefs, scoping documents, feasibility studies, plans, approvals and authorisationsrecords of community consultations and liaison with planning, infrastructure and regulatory bodiesrecords of project fundingdevelopment consents and environmental assessments and approvalsdesign records, including engineering options, concept designs, calculations, specifications, plans, models, drawings, design decisions and certificationphotographsprogress reportsminutes and reports of meetingscertificates of completionas built drawings and planscommissioning and handover records, andassessments, investigations, authorisations, reports etc., relating to decommissioning processes. 28 Administrative records PROPERTY MANAGEMENT Construction for project management records relating to construction works. Required as State archives Authorised Required as State archives Key records of projects relating to the design, construction, modification, augmentation, decommissioning or disposal of energy distribution or transmission infrastructure, including projects set up to improve, enhance or automate distribution or transmission processes or operations, which:have not received architectural, design, innovation or other awardsdo not relate to property, structures or assets which are heritage listed, local landmarks or of significance or meaning to a particular site or locality, andare not a 'first of kind project' or involve new innovative techniques for improving or enhancing current industry processes or operations. Records include:project development briefs, scoping documents, feasibility studies, plans and approvalsrecords of community consultations and liaison with planning, infrastructure and regulatory bodiesrecords of project fundingdevelopment consents and environmental approvals and assessmentsdesign records, including engineering options, concept designs, calculations, specifications, plans, models, drawings, design decisions and certificationphotographsprogress reportsminutes and reports of meetingscertificates of completionas built drawings and plans, anddecommissioning, commissioning and handover records. 28 Administrative records PROPERTY MANAGEMENT Construction for project management records relating to construction works. Retain minimum of 7 years after disposal or decommissioning of the asset, or where the project is not linked to a specific asset or infrastructure component, 7 years after action completed, then destroy Authorised Retain minimum of 7 years after disposal or decommissioning of the asset, or where the project is not linked to a specific asset or infrastructure component, 7 years after action completed, then destroy Records relating to the reinstatement of roads, footpaths, and other areas following maintenance or construction works. Includes reinstatement orders, liaison with local government or road authorities, summary reports of works carried out, etc. 7 action completed Destroy Authorised Retain minimum of 7 years after action completed, then destroy Operations Control and monitoring records relating to the daily operation of energy transmission, distribution and supply networks or systems. Includes control room records such as logs, daily load data, connection and system alteration orders, system diagrams, switching instructions etc., and records held in control or distribution management systems. 7 action completed Destroy Authorised Retain minimum of 7 years after action completed, then destroy Facilitating and regulating access to the network Records relating to the establishment, negotiation or submission of access undertakings or agreements for the usage or maintenance of the energy transmission, distribution and supply networks or infrastructure. PROPERTY MANAGEMENT for records relating to the negotiation of agreements with other landowners for rights of way over land or property. A) If specialty contract 12 expiry or termination of agreement Destroy B) If standard contract 7 expiry or termination of agreement Destroy Authorised A) If specialty contract: Retain minimum of 12 years after expiry or termination of agreement, then destroy B) If standard contract: Retain minimum of 7 years after expiry or termination of agreement, then destroy Records relating to the establishment, negotiation or submission of access undertakings or agreements for the usage or maintenance of the energy transmission, distribution and supply networks or infrastructure that are rejected or do not proceed. 2 action completed Destroy Authorised Retain minimum of 2 years after action completed, then destroy Records relating to the authorisation of service providers to carry out contestable works. Includes records of authorisation applications, agreements and renewals, checklists and audits, work inspection or performance reports and ongoing correspondence, liaison or action in relation to the providers' authorisation status, work practices etc. 7 expiry, suspension or cancellation of agreement, or 7 years after action completed, whichever is longer Destroy Authorised Retain minimum of 7 years after expiry, suspension or cancellation of agreement, or 7 years after action completed, whichever is longer, then destroy Records relating to requests for and access to energy distribution or transmission networks or systems to carry out maintenance works. 7 expiry, suspension or cancellation of permit Destroy Authorised Retain minimum of 7 years after expiry, suspension or cancellation of permit, then destroy Bookings for access to networks, systems or infrastructure for maintenance purposes. 2 action completed Destroy Authorised Retain minimum of 2 years after action completed, then destroy Records of advice, consultation and liaison with other organisations concerning proposals or matters of potential impact on network or system access e.g. dealings with councils concerning proposed road closures and the potential impact on network access for maintenance purposes. 7 action completed Destroy Authorised Retain minimum of 7 years after action completed, then destroy Asset monitoring and maintenance Primary or key records documenting the performance and maintenance history of network equipment, components or infrastructure. May include relevant testing records or data relating to the installation, performance, maintenance or reliability of individual assets or system components, load and performance data and statistics, records or reports of inspection or investigations, technical maintenance plans for individual or particular categories of assets, rectification plans and records of maintenance projects or programs of works. entries relating to the design, construction, modification or augmentation of the system for maintenance projects that entail the upgrade or modification of the network 7 asset/equipment disposal or decommissioning Destroy Authorised Retain minimum of 7 years after asset/equipment disposal or decommissioning, then destroy Records relating to the conduct of network or asset performance monitoring and maintenance processes that do not comprise the primary performance or maintenance history of the asset or system component or are not required for the purposes of managing the ongoing maintenance of the asset or system component. This may include checklists, forms, sheets, etc., used by field staff to record works and activities and update systems, notifications to authorities or other affected parties of proposed works or activities, consolidated performance and reliability data or reports, reports and statistics on monitoring, maintenance, test or inspection activities or works carried out, completed or outstanding. Note: Retention period is provided as a guide only. Records must be retained for longer if required for compliance with regulatory requirements, licence conditions, mandatory rules, standards or codes, etc. 7 action completed Destroy Authorised Retain minimum of 7 years after action completed, then destroy Records relating to the coordination of network asset/equipment monitoring and maintenance activities. Includes records relating to the coordination of tree trimming, field services and maintenance and repair activities. 2 action completed Destroy Authorised Retain minimum of 2 years after action completed, then destroy Information/data held in the Geographic Information System (GIS) documenting the transmission, distribution and supply networks or systems. Retain and update in accordance with operational requirements, then destroy Authorised Retain and update in accordance with operational requirements, then destroy Records used to maintain or update information systems documenting the current design and layout of the network. Records include field and survey books and drawings. 7 action completed Destroy Authorised Retain minimum of 7 years after action completed, then destroy Ad hoc or routinely produced reports generated from GIS systems for internal purposes. CORPORATE AND STRATEGIC MANAGEMENT for compliance reporting to regulatory bodies 7 action completed Destroy Authorised Retain minimum of 7 years after action completed, then destroy Operating procedures, standards, instructions etc. Operating standards and manuals, including manufacturer's manuals, for specific network components or equipment. 7 asset/equipment disposal or decommissioning Destroy Authorised Retain minimum of 7 years after asset/equipment disposal or decommissioning, then destroy Records relating to policies, procedures, standards, manuals and guidelines relating to the conduct of energy transmission or distribution operations or processes. Includes finals versions and records of supporting research, consultation etc. CORPORATE AND STRATEGIC MANAGEMENT for corporate policies, procedures, directives and instructions relating to the management or conduct of energy transmission or distribution operations or processes. 10 superseded Destroy Authorised Retain minimum of 10 years after superseded, then destroy Pricing Records relating to the development of price lists, pricing models, annual pricing reports, pricing strategy statements etc. Includes projects supporting the management or improvement of pricing determination submissions. 28 Administrative records GOVERNMENT RELATIONS Submissions for submissions to regulatory bodies for pricing determinations. 7 action completed Destroy Authorised Retain minimum of 7 years after action completed, then destroy Forecasting Records relating to the forecasting of energy demands, use and loads on transmission, distribution or supply networks or systems. Includes forecasting reports and models and associated information, records or data used to assist in the forecasting of energy consumption. 20 action completed Destroy Authorised Retain minimum of 20 years after action completed, then destroy PROPERTY MANAGEMENT Management of property assets associated with energy distribution and transmission. 28 Administrative records PROPERTY MANAGEMENT for records relating to the acquisition or disposal of property assets such as sites, buildings or substations, for records relating to the project management of construction projects, and for projects which do not proceed. Energy Australia draft entry 6.15.1 - suggest planning records covered by the general authority for administrative records PROPERTY MANAGEMENT - Planning (GA28, 16.18.2) Energy Australia draft entry 6.15.1 - suggest reports covered by the general authority for administrative records PROPERTY MANAGEMENT - Reporting (GA28, 16.21.2 or 16.21.3) Energy Australia draft entry 6.15.2 - suggest planning development records covered by the general authority for administrative records PROPERTY MANAGEMENT - Planning (GA28, 16.18.3) Energy Australia draft entry 6.15.2 - suggest report development records covered by the general authority for administrative records PROPERTY MANAGEMENT - Reporting (GA28, 16.21.4) Energy Australia draft entry 6.5.6 - records relating to claims for damage to property, equipment etc covered by the general authority for administrative records PROPERTY MANAGEMENT - Claims (GA28, 16.4.1) or EQUIPMENT & STORES (GA28, 5.6.1) Energy Australia draft entry 6.15.3 - suggest security system installation records covered by the general authority for administrative records PROPERTY MANAGEMENT - Installation (GA28, entries under 16.12.0) Energy Australia draft entry 6.15.4 - records of security operations are covered by the general authority for administrative records PROPERTY MANAGEMENT - Security (GA28, entries under 16.24.4 - 16.24.6) Energy Australia draft entry 7.1.1 - would reference to the general authority for adminstrative records LEGAL SERVICES - Litigation sufficiently cover the handling of Native Ttitle claims over the organisations property? Energy Australia draft entry 6.11.3 - suggest see general authority for administrative records PROPERTY MANAGEMENT - Construction for records of projects that do not proceed (GA28, entry 16.7.6) Agreements with other landowners for rights of way over land or property. Includes records relating to the negotiation and review of the agreement and records of ongoing liaison and consultation in relation to the agreement. 28 Administrative records PROPERTY MANAGEMENT Acquisition for records relating to the creation and registration of easements 7 expiry or termination of agreement Destroy Authorised Retain minimum of 7 years after expiry or termination of agreement, then destroy Records relating to the valuation of infrastructure assets. Includes records of requests for valuations and liaison with valuers, valuation schedules, valuation calculation, assessments, certificates, etc. 7 asset disposal or decommissioning Destroy Authorised Retain minimum of 7 years after asset disposal or decommissioning, then destroy Records relating to the receipt and handling of enquiries relating to property matters. This may include 'dial before you dig' requests or requests for information on land titles or licences over land. Includes records of enquiries received and associated responses. 2 action completed Destroy Authorised Retain minimum of 2 years after action completed, then destroy BUSINESS AND MARKET DEVELOPMENT Developing, marketing and promoting the business and services of the organisation. NETWORK MANAGEMENT for records relating to the pricing of energy transmission, distribution and supply services Energy Australia draft entry 5.3.1 - similar records are already covered by the general authority for energy retailing (GA37, 3.2.2 and 3.2.3) Is the delivery of similar programs also an aspect of distribution operations? How is the consumer client base different to what the retail authority would cover? Records relating to the development of strategies and concepts for the positioning of the organisation in the marketplace and for entry into or operations within various market segments. Includes records of research into and the identification and approval of new business opportunities, products and services, assessment and analysis of business requirements, scoping studies, briefs and project plans for the development of new products and services. 10 action completed Destroy Authorised Retain minimum of 10 years after action completed, then destroy Records relating to the pricing of contestable and commercial energy services and products. Includes pricing formulas, forecasts, schedules and records associated the development and determination of pricing and charges, including records of pricing analysis and reviews, records of meetings, correspondence and calculations supporting the development of pricing determinations, etc. 5 action completed Destroy Authorised Retain minimum of 5 years after action completed, then destroy