Note: Properties of heritage significance can include buildings, objects, monuments, Aboriginal places, gardens, bridges, landscapes, archaeological sites, shipwrecks, relics, bridges, streets, industrial structures and conservation precincts.
Note: For the purposes of this authority, a property is heritage listed if it is featured on:
- the National Heritage List (searchable via the Australian Heritage Database)
- the State Heritage Register
- the organisation's heritage and conservation register
- a local environmental planning (LEP) instrument
- the Australian Institute of Architects' (AIA), NSW Chapter, Register of notable buildings
- the DOCOMOMO Register of Modern Movement Buildings, sites and landscapes in Australia (NSW).
Note: Local government agencies responsible for the management of Crown reserves, commons and land that is currently or may potentially be the subject of a claim under the Aboriginal Land Rights Act 1983 should ensure records providing evidence of ownership, control and usage of the relevant parcel are retained and not destroyed until a claim has been granted over that parcel of land.
These records could include planning documents or decisions concerning proposed or approved use of the land, surveys, agreements, memorandums, consents and tenure arrangements regarding the following land matters – acquisition, transfers, boundaries, usage, rights of way and easements, leases or licences for any uses/purposes, land/resource management and management of parks and reserves.
Please note that the making of a claim which is unsuccessful does not preclude the making of further claims over the same areas of land under the Act.
Councils should ensure that records relating to the management of Crown reserves, commons or other Trusts (e.g. Schools of Art) are created and maintained in accordance with the Trust Handbook: a handbook for trusts managing Crown land reserves and commons, and trustees of schools of arts issued by the Land and Property Management Authority. For further advice and guidance as to land that is claimable under the Aboriginal Land Rights Act and records requiring retention, agencies should contact the Crown Lands division of the Land and Property Management Authority.
See CORPORATE MANAGEMENT for records of audits, committees, policies, procedures, standards and reviews relating to the operation and administration of property, facilities and premises owned, occupied or managed by the organisation and for contracts or tenders for the provision of property management related services.
See ENVIRONMENTAL MANAGEMENT for records relating to the control and eradication of noxious plants/weeds on properties owned, managed or occupied by the organisation.
See LEGAL SERVICES - Litigation for records of property rights claims that proceed to litigation.
See PARKS AND RESERVES for records relating to the management of parks and reserves.
See RISK MANAGEMENT for records of property insurance and risk assessments associated with the management of property.
ACCESS
See PROPERTY MANAGEMENT (COUNCIL PROPERTY) - Compliance for records relating to compliance with requirements for disabled access to properties.
ACQUISITION AND DISPOSAL
The process of gaining ownership or use of property, and the process of disposing of property no longer required by sale, transfer, termination of lease, auction or destruction. Includes native title claims.
See LEGAL SERVICES - Litigation for records of legal action relating to the compulsory acquisition of land and property by the organisation.
See PARKS AND RESERVES - Acquisition and Disposal for records relating to the acquisition and disposal of parks and reserves.
See PLANT, EQUIPMENT & STORES for records relating to the acquisition and disposal of equipment and stores, such as furniture, etc.
See PROPERTY MANAGEMENT (COUNCIL PROPERTY) - Planning for conservation management plans.
See RISK MANAGEMENT - Claims management for records relating to claims for compensation arising from the compulsory acquisition of land by the organisation.
| No | Description of records | Disposal action |
|---|---|---|
| 5.2.1 | Records relating to the resumption, acquisition or disposal of property that is significant due to the fact that it is:
Records include:
|
Required as State archives |
| 5.2.2 | Records relating to the resumption, acquisition and disposal of property that is not:
Records include:
Note: Specialty contracts include contracts under seal and deeds to property. Limitation periods for contractual arrangements or agreements 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 or agreements: Retain minimum of 12 years after disposal of property, then destroy (B) For standard contracts or agreements: Retain minimum of 7 years after disposal of property, then destroy |
| 5.2.3 | Records relating to negotiations for property where the acquisition or disposal is not proceeded with. | Retain minimum of 10 years after action completed, then destroy |
| 5.2.4 | Deeds or certificates of title for property owned by the organisation. |
Retain until property is disposed of, then transfer title deeds or certificates to new owner |
| 5.2.5 | Records relating to native title or Aboriginal land rights claims to property owned, occupied or managed by the organisation, both successful and unsuccessful. Includes records relating to the notice of the claim and its outcome, liaison with other government departments or claimants in relation to the claim, advice, investigations or assessments relating to the claim, etc. | Required as State archives |
| 5.2.6 | Records relating to the development of land owned by the organisation. Includes project management records, reports concerning valuation and future planning and records relating to market analysis, pricing and sales. | Retain minimum of 12 years after action completed, then destroy |
COMPLIANCE
The activities associated with complying with mandatory or optional accountability, legal, regulatory or quality standards or requirements to which the organisation is subject. Includes compliance with legislation and with national and international standards.
| No | Description of records | Disposal action |
|---|---|---|
| 5.14.1 | Records relating to audits and processes and systems to detect the presence of hazardous substances or conditions in buildings or land. | Retain minimum of 75 years after action completed, then destroy |
| 5.14.2 | Records relating to breaches of regulatory requirements by the organisation, e.g. breaches of waste or environmental requirements, breaches of orders or requirements for the maintenance of heritage properties etc. | Retain minimum of 15 years after action completed, then destroy |
| 5.14.3 | Records relating to compliance with mandatory or optional standards or with statutory requirements relating to the management of property, e.g. Australian and international standards for building management, disabled access, air conditioning, environmental regulations and building regulations, safety certification, maintenance for fire prevention and access to water supplies. Includes audits of property management processes or systems. | Retain minimum of 6 years after action completed, then destroy |
CONSERVATION
The activities associated with the preservation, protection, maintenance, restoration and enhancement of properties and land. Includes the management of heritage property, remediation of contaminated land and the conservation of Aboriginal sites.
See ENVIRONMENTAL MANAGEMENT - Programs for records relating to the remediation and management of contaminated land not owned or occupied by the organisation, i.e. where the organisation is involved in the remediation of contaminated land owned by other organisations and individuals, or where the contamination is in bushland, waterways, etc. that the organisation is responsible for managing.
See PROPERTY MANAGEMENT (COUNCIL PROPERTY) - Planning for conservation management plans.
See PROPERTY MANAGEMENT (COUNCIL PROPERTY) - Registration for summary records and registers of heritage assets, e.g. heritage and conservation registers.
See WASTE MANAGEMENT - Maintenance for records relating to the remediation of landfill sites.
| No | Description of records | Disposal action |
|---|---|---|
| 5.15.1 | Records relating to the identification and assessment of assets of heritage significance. Includes records relating to assets which are subsequently removed from the organisation's heritage and conservation register due to transfer or sale. Records include:
|
Required as State archives |
| 5.15.2 | Records relating to the identification and assessment of assets where the assessment has determined that the asset is not of heritage significance. Includes records relating to assets provisionally listed on the organisation's heritage and conservation register that, once assessed, are subsequently removed. Records include:
|
Retain minimum of 7 years after action completed, then destroy |
| 5.15.3 | Records relating to the remediation of contaminated sites that:
Records include:
|
Required as State archives |
| 5.15.4 | Records relating to the remediation of contaminated sites that do not:
Records include:
|
Retain minimum of 75 years after action completed, then destroy |
DESIGN AND CONSTRUCTION
The process of making, erecting, renovating or restoring a structure or environs. Includes major maintenance work involving structural change and the redevelopment of sites.
See relevant function/Design and Construction for records relating to the design and construction of specialised plant, equipment and infrastructure, e.g. see SEWERAGE AND DRAINAGE - Design and Construction for records relating to the design and construction of specialised sewerage and drainage plant and infrastructure, such as sewerage processing plants, etc.
See PROPERTY MANAGEMENT (COUNCIL PROPERTY) - Planning for conservation management plans.
| No | Description of records | Disposal action |
|---|---|---|
| 5.3.1 | Key records relating to the design, construction, major renovation or restoration of property (including buildings, structures and environs) that is of significance due to the fact that it is:
Records include:
Includes construction designs, artist’s impressions, design models and plans submitted for design competitions. Includes successful and unsuccessful submissions. Includes the naming and renaming of buildings. |
Required as State archives |
| 5.3.2 | Key records relating to the design, construction, major renovation or restoration of property (including buildings, structures and environs) that is not:
Records include:
|
Retain minimum of 7 years after property or structure is disposed of or demolished, then destroy or transfer to new owner as required |
| 5.3.3 | Records relating to project management for construction works. Records include:
|
Retain minimum of 12 years after project completed, then destroy |
| 5.3.4 | Records relating to projects or proposals proceeded with relating to the construction of property (other than key construction records, project management or records of hazardous materials) such as non-architectural quality models, correspondence with builders and records relating to minor day-to-day works, repairs or maintenance of site. | Retain minimum of 7 years after construction work completed, then destroy |
| 5.3.5 | Records relating to the identification and management of hazardous materials including asbestos used or encountered in construction work. |
Retain minimum of 75 years after removal or disposal of hazardous materials, then destroy or transfer to new owner on disposal of property |
| 5.3.6 | Records relating to construction projects or proposals not proceeded with. | Retain minimum of 7 years after action completed, then destroy |
| 5.3.7 | Records relating to the design and installation of minor equipment, and temporary equipment and structures for events. Includes lighting, temporary stages, kiosks and other amenities, playing surfaces, seating, signage and banners, air conditioning, sound systems. Records include:
|
Retain minimum of 7 years after equipment is replaced or installation is removed, then destroy |
INSPECTIONS
The process of officially examining facilities, properties, equipment and items to ensure compliance with standards.
| No | Description of records | Disposal action |
|---|---|---|
| 5.16.1 | Records relating to inspections to determine whether asbestos and other hazardous substances are present in buildings or land. |
Retain minimum of 75 years after action completed, then destroy or transfer to new owner if property is sold before this date |
| 5.16.2 | Records relating to audits of processes and systems to detect the presence of hazardous substances or conditions in buildings or land. | Retain minimum of 75 years after action completed, then destroy |
INSTALLATION
The activities involved in placing equipment in position and connecting and adjusting it for use.
See INFORMATION TECHNOLOGY - Implementation for records relating to the routine installation of technology and telecommunications equipment.
See PROPERTY MANAGEMENT (COUNCIL PROPERTY) - Design and Construction for records relating to installations undertaken as part of construction or renovation projects that involve structural changes.
| No | Description of records | Disposal action |
|---|---|---|
| 5.17.1 | Plans relating to the installation of service systems within the organisation's property, e.g. installation of heating, plumbing, air conditioning, security equipment, cabling, alarms etc. that do not involve structural changes. |
Retain until installation is removed, then destroy or retain until building or structure is disposed of, then destroy or transfer to new owner as required |
| 5.17.2 | Records relating to the installation of service systems within the organisation's property, other than plans, that do not involve structural changes. | Retain minimum of 2 years after action completed, then destroy |
LEASING
The activities involved in leasing accommodation, premises or real estate from another organisation.
| No | Description of records | Disposal action |
|---|---|---|
| 5.18.1 | Records relating to the leasing of property for use by the organisation. Records include correspondence and records of negotiations, signed leases, records of ongoing management of the lease etc. | Retain minimum of 7 years after lease expires or is terminated, then destroy |
| 5.18.2 | Records relating to leasing which is not proceeded with. | Retain minimum of 2 years after action completed, then destroy |
LEASING-OUT
The activities involved in leasing out of property owned or managed by the organisation to another organisation or person. Also includes subleasing and the short term hire of facilities for sporting, recreational and community purposes.
See CORPORATE MANAGEMENT - Tendering for records of tendering for long term community land leases (i.e. leases over 5 years).
See FINANCIAL MANAGEMENT - Fees and charges for records relating to the setting of fees and charges relating to the use of property and facilities.
See RECREATION AND CULTURAL SERVICES - Permits for records relating to issue of permits, licences, approvals, etc. for the conduct of activities on the organisation's premises, parks and reserves, etc.
See ROADS - Street Management for records of short term leases and usage of public spaces, e.g. for kiosks and placement of street furniture on footpaths, etc.
| No | Description of records | Disposal action |
|---|---|---|
| 5.4.1 | Records relating to the long-term leasing of land and property owned or managed by the organisation to another organisation, such as perpetual and 99 year leases. Records include correspondence and records of negotiations, signed leases, records of ongoing management of lease etc. | Required as State archives |
| 5.4.2 | Records of agreements or arrangements for leasing-out, licensing or use of property, land or open spaces owned or managed by the organisation. Includes advertising and permissive occupancy agreements and lease agreements for commercial enterprises or residential use, such as houses, halls and meeting rooms, council facilities, swimming pools, sporting and cultural centres, playing fields. Records include:
|
Retain minimum of 7 years after expiry or termination of lease or agreement, then destroy |
| 5.4.3 | Records relating to the hire of the organisation's facilities and buildings for sporting and other community purposes and events. Records include:
|
Retain minimum of 2 years after action completed, then destroy |
| 5.4.4 | Records relating to leasing out which is not proceeded with. | Retain minimum of 2 years after action completed, then destroy |
MAINTENANCE
The activities associated with the upkeep, repair, servicing and preservation of internal and external conditions of property, premises and facilities.
See CORPORATE MANAGEMENT - Tendering for records relating to tenders and contracts for the maintenance of properties.
See PROPERTY MANAGEMENT (COUNCIL PROPERTY) - Design and Construction for records relating to maintenance work involving structural changes.
See PROPERTY MANAGEMENT (COUNCIL PROPERTY) - Installation for records relating to the installation of service systems that do not involve structural changes.
| No | Description of records | Disposal action |
|---|---|---|
| 5.5.1 | Records relating to the ongoing conservation maintenance of assets owned, managed or occupied by the organisation that have been identified as having heritage significance. Includes records relating to assets which are subsequently removed from the organisation's heritage and conservation register due to transfer or sale. Records include:
|
Required as State archives |
| 5.5.2 | Records relating to major maintenance work carried out during the lifetime of a building, e.g. sometimes referred to as the maintenance history of a building. Includes non-conservation maintenance carried out on heritage assets. Records include:
|
Retain until property, structure, etc. is disposed of or demolished, then destroy or transfer to new owner as required |
| 5.5.3 | Records relating to routine maintenance of property, not involving structural changes. Includes cleaning, painting, grounds maintenance, electrical and air-conditioning maintenance, minor modifications for disabled access, pest control etc. Excludes maintenance/service contracts. Records include requests and arrangements for services and records relating to works carried out. | Retain minimum of 2 years after action completed, then destroy |
| 5.5.4 | Records relating to the maintenance of cooling water systems. Records include operating and maintenance manuals for cooling towers, test results and service log sheets. | Retain minimum of 7 years after action completed, then destroy |
| 5.5.5 | Records relating to accidents or damage occurring to premises. Records include reports of fires, accidents or damage and associated maintenance work undertaken. | Retain minimum of 7 years after action completed, then destroy |
| 5.5.6 | Records relating to the monitoring of building management systems or energy management systems to ensure they are operating effectively. | Retain minimum of 3 years after action completed, then destroy |
| 5.5.7 |
Records relating to the storage, removal and disposal of toxic or hazardous substances where risk assessments indicate that the severity of the risk to humans is high, e.g. asbestos, radioactive waste, some pesticides etc. Note: In some circumstances it may be appropriate for organisations to keep these records for longer periods. |
Retain minimum of 75 years after action completed, then destroy |
| 5.5.8 | Records relating to the storage, removal and disposal of toxic or hazardous substances where risk assessments indicate that the severity of the risk to humans is low, e.g. petrol, gas, some chemicals etc. | Retain minimum of 30 years after action completed, then destroy |
| 5.5.9 | Records relating to the storage, removal and disposal of non-toxic, non-hazardous substances. | Retain minimum of 1 year after action completed, then destroy |
MOVING
The process of relocating to other premises.
| No | Description of records | Disposal action |
|---|---|---|
| 5.19.1 | Records relating to the moving of business or other operations. Records include inventories, records of costings, records of arrangements with removalists etc. | 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 |
|---|---|---|
| 5.6.1 | Records relating to the development and implementation of plans and strategies to support the management of property, e.g. accommodation plans, facility and usage plans, plans for disabled access, security plans, energy management plans, environment management plans, waste reduction plans, purchasing plans, etc. Records include background research, significant drafts and final versions of plans. | Retain minimum of 5 years after superseded, then destroy |
| 5.6.2 | Records relating to the development of conservation management plans for all properties. Records include background research, significant drafts and final versions of plans. | Required as State archives |
PROGRAMS
See CORPORATE MANAGEMENT - Procedures for records relating to property management procedures.
See PROPERTY MANAGEMENT (COUNCIL PROPERTY) - Planning for records relating to the implementation of property management programs.
REGISTRATION
Compiled registers and summary records.
See FINANCIAL MANAGEMENT - Registration for registers of properties and assets.
| No | Description of records | Disposal action |
|---|---|---|
| 5.8.1 | Summary records created to facilitate the management of property owned or managed by the organisation, including:
|
Required as State archives |
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 to provide formal statements or findings of the results of the examination or investigation.
See CORPORATE MANAGEMENT - Reporting for reports to external organisations, including statutory reports, concerning the management of properties.
| No | Description of records | Disposal action |
|---|---|---|
| 5.9.1 | Final, approved versions of significant reports regarding the management of property owned or occupied by the organisation unrelated to heritage issues, e.g. reports on security, environment management, reporting against waste reduction and purchasing plans etc. | Retain minimum of 7 years after action completed, then destroy |
| 5.9.2 | Final, approved versions of reports regarding heritage property that contain detailed recommendations and initiatives concerning heritage issues, e.g. condition treatment reports, conservation reports. | Required as State archives |
| 5.9.3 | Final, approved versions of periodic internal reports on general administrative matters used to monitor and document recurring activities relating to the management of the organisation's properties, e.g. condition reports, monthly reports, returns etc. | Retain minimum of 3 years after action completed, then destroy |
| 5.9.4 | Records relating to the development and review of all reports on the organisation's property. Records include background research and significant draft versions. | Retain minimum of 3 years after action completed, then destroy |
SECURITY
The activities associated with measures taken to protect people or property from damage, harm, unauthorised access etc. Includes the management of security for all properties owned or managed by the organisation, including parks and reserves, waste, water supply and sewerage facilities, aerodromes, parking stations, etc.
See INFORMATION TECHNOLOGY - Security for records relating to the security of systems and technology and telecommunications equipment.
See PROPERTY MANAGEMENT (COUNCIL PROPERTY) - Installation for records relating to the installation of security equipment such as alarms, etc.
See PROPERTY MANAGEMENT (COUNCIL PROPERTY) - Maintenance for records relating to repairs of damage to properties, etc. resulting from security incidents.
See General Retention and Disposal Authority Video/visual surveillance records CRIME PREVENTION - Surveillance for crime prevention surveillance records.
| No | Description of records | Disposal action |
|---|---|---|
| 5.10.1 | Records relating to property access controls to secure areas. Records include:
|
Retain minimum of 7 years after action completed, then destroy |
| 5.10.2 |
Records relating to property guarding, surveillance and patrol operations. Records include rosters, daily and weekly security reports. Note: Some of these records may be relevant to an investigation into a security breach, in which case they should be retained for the same period as breach records. |
Retain minimum of 2 years after action completed, then destroy |
| 5.10.3 | Records relating to security breaches or incidents where significant damage or injury has occurred and where sabotage was intended. May include cases of:
Records include reports of breaches or incidents, records of investigations and liaison with law enforcement agencies. |
Required as State archives |
| 5.10.4 | Records relating to security breaches or incidents where sabotage was not intended. May include cases of unintentional unauthorised access or entry/trespass to buildings or minor damage. Records include reports of breaches or incidents and records of investigations. | Retain minimum of 7 years after action completed, then destroy |
| 5.10.5 | Records relating to combinations for building locks. | Retain until combination changes, then destroy |
URBAN DESIGN
The activities associated with the development of precincts and public spaces to create aesthetically pleasing environments. Includes major public art initiatives, such as sculptures, paving, fountains, etc.
See LAND USE AND PLANNING - Planning for records relating to urban masterplans.
See PROPERTY MANAGEMENT (COUNCIL PROPERTY) - Design and Construction for records relating to the design and construction of urban design projects.
| No | Description of records | Disposal action |
|---|---|---|
| 5.11.1 | Records relating to planning for public art and urban design initiatives, such as sculptures, paving and fountains. Records include proposals, reports and associated correspondence. | Required as State archives |
| 5.11.2 | Records relating to minor urban planning initiatives. Records include proposals, reports and associated correspondence. | Retain minimum of 10 years after project completed, then destroy |
USAGE
See PROPERTY MANAGEMENT (COUNCIL PROPERTY) - Leasing-Out for records relating to leasing-out and hiring out of property, sporting facilities etc.
VALUATIONS
The activities associated with the valuing of land. Includes the valuation of properties owned by the organisation.
| No | Description of records | Disposal action |
|---|---|---|
| 5.13.1 | Records of valuations of the organisation's properties. |
Retain until valuation superseded, or until property disposed of, then destroy |