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  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. COMMERCIAL ACTIVITIES (GA39)
COMMERCIAL ACTIVITIES (GA39)

TOC

The function of competing commercially or providing services to other organisations on a fee for service basis, e.g. landscaping or maintenance services, private works, etc. Includes undertaking activities on a consultancy or contract basis.

See relevant function/activity for records relating to the provision of services to the organisation's own local community, e.g. see COMMUNITY SERVICES - Service Provision for records of community services, such as child-care, provided by or on behalf of the organisation.

See CORPORATE MANAGEMENT for records relating to planning, policies, procedures and standards concerning the provision of services on a commercial or fee for service basis.

See FINANCIAL MANAGEMENT - Accounting for records relating to the receipt of payments for services.

 FEES AND CHARGES

See FINANCIAL MANAGEMENT - Fees and charges for records relating to the setting of fees and charges for commercial services.

JOINT VENTURES

The activities involved in managing joint operations with other organisations, where there is a contract, joint contribution of funds and/or time. This can include private sector ventures, partnerships and collaboration with other organisations.

See COMMERCIAL ACTIVITIES - Projects for records relating to the conduct of individual projects including contracts.

No Description of records Disposal action
1.2.1 Records relating to the establishment and monitoring of joint ventures with other organisations (government or non-government) or individuals that are of significance to the organisation or the community. Includes those with implications for the performance of statutory functions or major liabilities or obligations for the organisation. Records include:

  • correspondence and records of negotiations regarding the establishment or review of joint venture agreements or partnerships
  • final versions and significant drafts of agreements
  • correspondence and liaison concerning arrangements, including minutes or notes of meetings with joint venture participants
  • records of monitoring and reporting on arrangements.
 Required as State archives
1.2.2 Records relating to the establishment and monitoring of joint ventures with other organisations (government or non-government) or individuals that are not of significance to the organisation or the community. Includes negotiations for joint ventures that do not proceed. Records include:

  • correspondence and records of negotiations regarding the establishment or review of joint venture agreements or partnerships
  • final versions and significant drafts of agreements
  • correspondence and liaison concerning arrangements, including minutes or notes of meetings with or joint venture participants
  • records of monitoring or reporting on arrangements.

Note: Specialty contracts include contracts under seal and deeds to property.

Note: In some cases the agreement may specify retention periods for records relating to the agreement or the fulfilment of conditions of the agreement. In these cases the expiry of the agreement should be interpreted to include the fulfilment of these retention periods or conditions.

Note: Limitation periods for contractual agreements or arrangements may be longer in other States. These may need to be taken into account when assessing retention requirements for intrastate agreements or arrangements.

 (A) For specialty contracts:
Retain minimum of 12 years after expiry or termination of agreement or after action completed, whichever is later, then destroy
(B) For standard contracts or agreements:
Retain minimum of 7 years after expiry or termination of agreement or after action completed, whichever is later, then destroy
(C) Where there is no contract or agreement:
Retain minimum of 5 years after action completed, then destroy

MARKETING

The process of analysing, creating and selling products and services.

See INFORMATION MANAGEMENT - Publications for records relating to the production of marketing publications, e.g. design and layout, arrangements for printing, etc.

No Description of records Disposal action
1.3.1 Records relating to activities undertaken to attract projects and promote and advertise the organisation's commercial services. Records include the conduct of market research and marketing campaigns, records relating to the drafting and placement of advertisements and promotional materials, etc. Retain minimum of 5 years after action completed, then destroy

PROJECTS

The activities associated with the provision of services and carrying out of works on a fee for service basis. Includes successful quotations, contracts and tenders to provide services.

See COMMERCIAL ACTIVITIES - Joint Ventures for records relating to joint ventures and partnerships to provide services.

See COMMERCIAL ACTIVITIES - Proposals for records relating to proposals, quotes and tender submissions that do not proceed.

No Description of records Disposal action
1.4.1 Final reports and evaluations of innovative projects or projects of significance to the organisation or the community, such as projects with long term public liability or other risks or projects involving innovative or notable designs or technology solutions. Required as State archives
1.4.2 Records relating to the management of individual projects and product delivery to clients. Records include:

  • tender submissions and quotations
  • private work orders
  • feasibility studies and project proposals
  • negotiations, contracts and agreements
  • plans and specifications
  • correspondence with clients
  • progress reports
  • project management files
  • summary records identifying clients and projects
  • final reports and evaluations for projects that are not innovative or of other significance.

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

PROPOSALS

The activities relating to the development of quotes for proposed work or services on a commercial basis.

See COMMERCIAL ACTIVITIES - Projects for records relating to proposals for projects that proceed.

No Description of records Disposal action
1.5.1 Records relating to proposals, quotes and tender submissions to undertake work or provide services on a commercial basis that do not proceed, e.g. those not accepted by clients or withdrawn/cancelled by the organisation. Records include project proposals, quotations or tender submissions, negotiations, etc. Retain minimum of 2 years after action completed, then destroy

REPORTING

The processes associated with initiating or providing a formal response to a situation or request (either internal, external or as a requirement of corporate policies), and with providing formal statements or findings of the results of the examination or investigation.

See CORPORATE MANAGEMENT - Reporting for reports relating to the evaluation or assessment of services in meeting corporate goals and for reporting to external organisations under statutory reporting requirements.

No Description of records Disposal action
1.6.1 Records relating to reporting on the conduct of commercial activities or provision of commercial services. Records include final versions and significant drafts of reports, background research, etc. Retain minimum of 7 years after action completed, then destroy