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:
|
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:
|
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:
|
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:
|
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:
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:
|
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 |