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  • Record Repository
SARA
  1. Government Recordkeeping
  2. Rules
  3. Retention & Disposal Authorities
  4. General retention and disposal authorities
  5. Local government records (GA39)
  6. Part 2: The General retention and disposal authority (GA39)
  7. RECREATION AND CULTURAL SERVICES (GA39)
RECREATION AND CULTURAL SERVICES (GA39)
  • ‹ RATES AND VALUATIONS (GA39 25.0.0)
  • up
  • RISK MANAGEMENT (GA39) ›

TOC

The function of arranging, promoting or encouraging programs and events in visual arts, craft, music, performing arts, sports and recreation, cultural activities and services.
Contents
  • ARRANGEMENTS
  • EVENT MANAGEMENT
  • LIAISON
  • MUSEUMS AND GALLERIES
  • PERMITS
  • PLANNING
  • PROGRAMS
  • SERVICE PROVISION

See CORPORATE MANAGEMENT for records of audits, reports, contracts, tenders, policies, procedures and reviews relating to the administration and provision of sporting, recreational and cultural services and programs.

See PERSONNEL – Discipline for the handling and investigations of complaints or allegations involving staff members.

See PROPERTY MANAGEMENT (COUNCIL PROPERTY) - Design and Construction for records relating to the design and installation of temporary equipment and structures for events held on property owned, managed or occupied by the organisation.

See PROPERTY MANAGEMENT (COUNCIL PROPERTY) - Leasing-Out for records relating to the bookings for the hiring and use of properties.

ARRANGEMENTS

See RECREATION AND CULTURAL SERVICES - Event Management for records relating to the arrangement and staging of events by the organisation or in conjunction with other organisations, community groups, etc.

EVENT MANAGEMENT

The activities associated with the arrangement and staging of sporting, recreational and cultural events for the local area and community.

See COMMUNITY RELATIONS - Celebrations, Ceremonies and Functions for records relating to the arrangement and staging of events to honour a particular event, occasion or individual, or to conduct fundraising.

See CORPORATE MANAGEMENT - Compliance for records relating to obtaining approvals or licences to carry out activities associated with the staging of events and functions, e.g. liquor licences, etc.

No Description of records Disposal action
26.2.1 Records relating to the staging of sporting, recreational or cultural events by or in conjunction with the organisation. Includes the hosting or staging of community festivals or events to mark national occasions or celebrations such as Australia Day, Seniors Week, NAIDOC week, Christmas as well as routinely conducted activities such as markets. Records include:

  • community liaison regarding the event
  • applications to hold events and supporting documentation, such as traffic control and management plans
  • records of promotion and notification of the event, e.g. advertisements
  • schedules
  • catering, accommodation, transport, venue and entertainment bookings and arrangements
  • related correspondence.
Retain minimum of 5 years after action completed, then destroy

LIAISON

The activities associated with maintaining regular general contact between the organisation, other private sector organisations, community groups and associations.

No Description of records Disposal action
26.3.1 Records relating to liaison with local and customer associations, the local community, etc. on routine matters concerning the promotion and provision of sporting, recreational and cultural events, activities and services. Retain minimum of 5 years after action completed, then destroy

MUSEUMS AND GALLERIES

The activities of operating museums and galleries, including the development and management of collections, exhibitions, and public programs, including retail outlets.

See COMMUNITY SERVICES - Library and Public Information Access for private records/manuscripts collections.

See CORPORATE MANAGEMENT - Agreements for records relating to formal agreements relating to the operation of museums and galleries, such as exhibitions.

See INFORMATION MANAGEMENT - Publications for records relating to the design and production of exhibition catalogues.

See PROPERTY MANAGEMENT (COUNCIL PROPERTY) for records relating to the acquisition, construction, maintenance, security and disposal of properties.

See RECREATION AND CULTURAL SERVICES - Planning for calendars of events for museums and galleries.

See RECREATION AND CULTURAL SERVICES - Service Provision for records relating to the operation of museums and galleries, including operational plans and daily operations.

No Description of records Disposal action
26.4.1 Records relating to the establishment and operation of Boards of Trustees to manage museums and galleries. Records include:

  • records relating to the establishment of the Board and appointment of members
  • agenda, minutes, resolutions and background papers
  • submissions, reports and correspondence arising from business discussed or resolutions passed.
Required as State archives
26.4.2 Records relating to collections management, including the acquisition, documentation, control and de-accessioning of items for the permanent collection. Includes items acquired and disposed of by means of purchase, sale, gift, donation, bequest or permanent loan. Records include:

  • registers and databases, including the register of corporate artworks
  • photographs of items
  • reports and evaluations
  • disposal and acquisition records, etc.
Required as State archives
26.4.3 Key records of exhibitions developed by the museum/gallery. Records include exhibition briefs, programs and final versions of published catalogues. Required as State archives
26.4.4

Records of the administration, staging and arrangements of exhibitions, including maintenance, repairs, cleaning, security arrangements for exhibition items etc. Records include background research, exhibitions plans and objectives, records documenting the layout, installation and preparation of items for the exhibition, etc

Note: See PROPERTY MANAGEMENT - Security for records relating to the general security of the building and collection outside of exhibitions and for records relating to security breaches/incidents.

Retain minimum of 5 years after action completed, then destroy
26.4.5 Records relating to the development of materials for public programs such as schools programs, friends programs etc. Records include final, approved versions and significant drafts of educational or information material, etc. Retain minimum of 1 year after program or materials superseded, then destroy
26.4.6 Records relating to temporary loans of items to or by the organisation. Records include loan requests, agreements, condition reports, records relating to the transport and receipt of the item, etc.

Retain until items have been returned and all conditions of loan agreements or arrangements have been fulfilled, then destroy

26.4.7 Records relating to proposed acquisitions and loans of items which do not proceed. Records include loan requests, donation offers, draft agreements and evaluations. Retain minimum of 2 years after action completed, then destroy
26.4.8 Records relating to maintenance and conservation work carried out on items in the collection, including cleaning and repairs. Retain until item disposed of, then destroy
26.4.9 Records relating to general conservation and preservation activities such as temperature and humidity control and pest treatment for the storage area. Retain until administrative or reference use ceases, then destroy

PERMITS

The activity of managing permission to undertake activities or processes.

See LAWS AND ENFORCEMENT for records of notifications, infringements, penalties and prosecutions for breaches of licensing conditions or the conduct of unauthorised activities.

See PROPERTY MANAGEMENT (COUNCIL PROPERTY) - Leasing-Out for records relating to the leasing out of property owned or managed by the organisation.

No Description of records Disposal action
26.5.1 Records relating to the issue of permits, licences, approvals, etc. for the usage of and conduct of activities on the organisation's premises, parks, reserves and beaches etc. for recreational, sporting and entertainment purposes. Records include:

  • forms and supporting documentation submitted by applicants, including indemnity forms, copies of insurance policies, etc.
  • copies of permits, licences, approvals, notifications and associated correspondence with applicant.
Retain minimum of 5 years after expiry or termination of approval, permit or licence, then destroy
26.5.2 Records relating to unsuccessful applications for permits, licences, approvals, etc. to conduct activities or for the usage of facilities or premises for recreational, sporting and entertainment purposes. Records include applications, notifications of outcome and associated correspondence. Retain minimum of 2 years after action completed, then destroy

PLANNING

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

No Description of records Disposal action
26.6.1 Final versions of high-level, strategic plans for the provision and promotion of sporting, recreational and cultural activities, programs and services. Includes final calendars of events for museums, galleries and other recreational and cultural centres and facilities. Required as State archives
26.6.2 Records relating to the development of plans for the provision and promotion of sporting, recreational and cultural activities, programs and services. Records include significant drafts, background research, submissions or proposals and reports on outcomes of consultation. Retain minimum of 10 years after action completed, then destroy

PROGRAMS

The activities associated with the development and provision of sporting, recreational and cultural programs and activities for the local community, including heritage, public art, learn to swim programs, etc.

See PERSONNEL for records relating to the recruitment and service of staff and volunteers administering sporting, recreational and cultural programs.

See RECREATION AND CULTURAL SERVICES - Service Provision for records relating to daily operations and coordination of programs, such as bookings, schedules, etc. and for records of individual clients/users.

See RISK MANAGEMENT - Claims management for records of compensation claims associated with the operation of sporting, recreational and cultural programs, e.g. claims for compensation arising from injuries or accidents.

No Description of records Disposal action
26.7.1 Records of program objectives, summaries of proposals, program evaluation and analysis of significant or unique sporting, recreational and cultural programs initiated by the organisation. Required as State archives
26.7.2 Records relating to the administration and implementation of sporting, recreational and cultural programs and activities for the local community. Includes records relating to the development of programs and activities, e.g. fitness programs, etc., notification and promotion of the program, implementation plans, progress reports, etc. Retain minimum of 5 years after action completed, then destroy

SERVICE PROVISION

The activities relating to the provision of services by the organisation or by other agencies on behalf of the organisation.

See FINANCIAL MANAGEMENT for financial and accounting records relating to the operation of recreational, sporting and cultural facilities, e.g. ticket sales, payments to attend courses or participate in activities, etc.

See LAWS AND ENFORCEMENT for records of notifications, infringements, penalties and prosecutions for breaches of water or beach safety regulations or the conduct of unauthorised activities at beaches, pools, etc.

See PERSONNEL for records relating to the recruitment, service and training of staff, e.g. lifeguards.

See PERSONNEL – Discipline for the handling and investigations of complaints or allegations involving staff members.

See PLANT, EQUIPMENT & STORES for records relating to the acquisition, maintenance and disposal of sporting and recreational equipment, e.g. lifesaving equipment.

See PROPERTY MANAGEMENT (COUNCIL PROPERTY) for records relating to the acquisition, construction, maintenance, security, usage and disposal of sporting and recreational facilities, such as swimming pools.

See RECREATION AND CULTURAL SERVICES - Programs for records relating to the development and implementation of sporting, recreational and cultural programs and activities for the local community, such as learn to swim programs.

No Description of records Disposal action
26.8.1 Records relating to the administration and operation of cultural, sporting and recreational services and facilities provided by or on behalf of the organisation, including museums, galleries, museum and gallery retail outlets, theatres, sporting venues, beach and water safety patrols, lifeguards, swimming pools, etc. Records include:

  • operational and management plans
  • reports
  • agreements with operators or other organisations concerning the provision of services or use of facilities
  • operating policies and procedures
  • records relating to the inspection, audit or monitoring of services, programs and facilities.

Note: Action completed should encompass the fulfilment of all terms and conditions of contracts and agreements.

Retain minimum of 10 years after action completed, then destroy
26.8.2 Records relating to service coordination and daily operations of galleries, museums, theatres and other sporting, recreational and cultural facilities and programs. Includes the scheduling and running of daily activities or classes. Records include daily operations checklists, bookings and transport arrangements, schedules and operating hours, etc. Retain minimum of 1 year after action completed, then destroy
26.8.3 Records relating to the management of clients and users of sporting, recreational and cultural facilities, services and programs such as swimming pools and gyms. Records include:

  • indemnity waivers and disclaimers signed by clients/users of services, programs and facilities
  • personal plans
  • health assessments
  • attendance records
  • disclaimers signed by participants in tours and other sporting and recreational programs.
Retain minimum of 7 years after action completed, or, where client is a child, until child reaches or would have reached 25 years of age, then destroy
  • Local government records (GA39)
    • Part 1: Understanding and using the authority (GA39)
    • Part 2: The General retention and disposal authority: local government records (GA39)
      • COMMERCIAL ACTIVITIES (GA39)
      • COMMUNITY RELATIONS (GA39)
      • COMMUNITY SERVICES (GA39)
      • CORPORATE MANAGEMENT (GA39)
      • CUSTOMER SERVICE (GA39)
      • DEVELOPMENT AND BUILDING CONTROLS (GA39)
      • ECONOMIC DEVELOPMENT (GA39)
      • EMERGENCY SERVICES (GA39)
      • ENERGY SUPPLY AND TELECOMMUNICATIONS (GA39)
      • ENVIRONMENTAL MANAGEMENT (GA39)
      • FINANCIAL MANAGEMENT (GA39)
      • GOVERNANCE (GA39 13.0.0)
      • GOVERNMENT RELATIONS (GA39)
      • GRANTS AND SUBSIDIES (GA39)
      • INFORMATION MANAGEMENT (GA39)
      • INFORMATION TECHNOLOGY (GA39)
      • LAND USE AND PLANNING (GA39)
      • LAWS AND ENFORCEMENT (GA39)
      • LEGAL SERVICES (GA39)
      • PARKS AND RESERVES (GA39)
      • PERSONNEL (GA39 22.0.0)
      • PLANT, EQUIPMENT AND STORES (GA39)
      • PROPERTY MANAGEMENT (COUNCIL PROPERTY) (GA39)
      • PUBLIC HEALTH (GA39)
      • RATES AND VALUATIONS (GA39 25.0.0)
      • RECREATION AND CULTURAL SERVICES (GA39)
      • RISK MANAGEMENT (GA39)
      • ROADS (GA39)
      • SEWERAGE AND DRAINAGE (GA39)
      • TRAFFIC AND TRANSPORT (GA39)
      • WASTE MANAGEMENT (GA39)
      • WATER SUPPLY (GA39)
      • PRE-1920 RECORDS (GA39)
    • Part 3 Amendments to the General retention and disposal authority: local government records
    • A-Z Index (GA39)
      • Index A (GA39)
      • Index B (GA39)
      • Index C (GA39)
      • Index D (GA39)
      • Index E (GA39)
      • Index F (GA39)
      • Index G (GA39)
      • Index H (GA39)
      • Index I (GA39)
      • Index J (GA39)
      • Index K (GA39)
      • Index L (GA39)
      • Index M (GA39)
      • Index N (GA39)
      • Index O (GA39)
      • Index P (GA39)
      • Index Q (GA39)
      • Index R (GA39)
      • Index S (GA39)
      • Index T (GA39)
      • Index U (GA39)
      • Index V (GA39)
      • Index W (GA39)
      • Index X-Y (GA39)
      • Index Z (GA39)
    • FAQs (GA39)
    • Linking tables
  • ‹ RATES AND VALUATIONS (GA39 25.0.0)
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  • RISK MANAGEMENT (GA39) ›
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Acknowledgement of Country
We acknowledge the traditional custodians of the Country on which we live and work, and pay respect to Elders past, present and emerging. We acknowledge the impact colonialism has had on Aboriginal Country and Aboriginal peoples and that this impact continues to be felt today.
Was, is, and always will be Aboriginal land.

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