See CORPORATE MANAGEMENT for records of audits, committees, policies, procedures and reports relating to the regulation of building and development controls.
See LAND USE AND PLANNING for records relating to the development of planning schemes which determine the strategic framework for managing the natural and built environments.
See LAWS AND ENFORCEMENT for records relating to complaints about non-compliance with development consents, exempt developments etc.
APPEALS
The activities relating to the review of decisions concerning development and building applications that are heard by a higher authority, such as the Land and Environment Court.
| No | Description of records | Disposal action |
|---|---|---|
| 7.1.1 | Records relating to appeals against building and development approvals or decisions which set a precedent or result in significant changes to the organisation's policies and standards. Records include correspondence, legal briefs, decisions etc. | Required as State archives |
| 7.1.2 | Records relating to appeals against building and development approvals or decisions which do not set a precedent or result in significant changes to the organisation's policies and standards. Records include correspondence, legal briefs, decisions etc. | Retain minimum of 7 years after action completed, then destroy |
APPLICATIONS
The assessment of applications for consent for the development or use of land and premises and carrying out of associated building and construction works.
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' NSW Chapter, Register of notable buildings
- the DOCOMOMO Register of Modern Movement Buildings, sites and landscapes in Australia (NSW).
See DEVELOPMENT AND BUILDING CONTROLS - Registration for summary records of development and building applications.
See LAND USE AND PLANNING - Subdivisions for records relating to subdivisions that are not part of a development application.
See LAND USE AND PLANNING - Zoning for records relating to the issue of planning certificates, including zoning certificates.
See PROPERTY MANAGEMENT (COUNCIL PROPERTY) - Design and Construction for records relating to development applications submitted by the organisation.
| No | Description of records | Disposal action |
|---|---|---|
| 7.2.1 | Records relating to approved, refused and lapsed applications for development or works on land, buildings or sites that set a precedent or are significant due to the fact they are:
Records include:
Note: in certain circumstances, high quality architectural models submitted with applications could warrant retention as State archives. |
Required as State archives |
| 7.2.2 | Records relating to approved applications for major developments or works on land, buildings, or sites that are not heritage listed or significant. Includes applications for large structures, whole buildings or major additions to a site or structure etc. Records include:
|
Retain minimum of 10 years after action completed or until structure is removed or demolished, whichever is longer, then destroy |
| 7.2.3 | Records relating to approved applications for minor developments or works on land, buildings or sites that are not heritage listed or significant. | Retain minimum of 10 years after issue of final certification, then destroy |
| 7.2.4 | Records relating to approved applications for temporary structures, such as tents, marquees, stages, stalls and mobile television screens. | Retain minimum of 7 years after action completed or until structure is removed or demolished, whichever is longer, then destroy |
| 7.2.5 | Records relating to lapsed development consents for land, buildings, or sites that are not heritage listed or significant. | Retain minimum of 5 years after action completed or minimum of 5 years after approval lapses, whichever is longer, then destroy |
| 7.2.6 | Records relating to development applications for land, buildings, or sites that are not heritage listed or significant that are refused, withdrawn or cancelled. | Retain minimum of 7 years after action completed, then destroy |
| 7.2.7 | Records relating to the issue of certificates associated with the development or building process. Includes certificates that are issued or required as part of approval process (e.g. construction, occupation, subdivision, compliance, and site compatibility) and certificates that are issued separately to the development application process, e.g. certificates requested by prospective purchasers, such as building, compliance and building classification certificates. Includes copies of certificates issued, correspondence, appeals, maps, plans etc. | Retain minimum of 10 years after action completed, then destroy |
| 7.2.8 | Requests for certificates associated with the development or building process. | Retain minimum of 1 year after action completed, then destroy |
| 7.2.9 |
Sample boards and models submitted with applications showing proposed external finishes, paintwork etc. Note: Where photographic images of the sample boards and models are taken these should be retained with application records. |
Retain until no longer required for reference purposes, then return to applicant or destroy. |
EASEMENTS
The process of designating land for public facility purposes such as providing infrastructure for drainage, electricity and water supply services.
| No | Description of records | Disposal action |
|---|---|---|
| 7.3.1 | Records relating to the granting of easements. Includes negotiations, agreements and extinguishments. | Retain minimum of 7 years after extinguishment of easement, then destroy |
| 7.3.2 | Records relating to negotiations for easements that are not proceeded with. | Retain minimum of 7 years after action completed, then destroy |
ENQUIRIES
The activities associated with the handling of requests for information about development and building controls by individuals, companies, other organisations etc
See COMMUNITY RELATIONS - Enquiries for records relating to general enquiries.
See DEVELOPMENT AND BUILDING CONTROLS - Applications for advice provided in relation to specific applications.
See LAWS AND ENFORCEMENT - Infringements for records relating to action taken against unauthorised use of premises.
| No | Description of records | Disposal action |
|---|---|---|
| 7.8.1 |
Records relating to requests for information and the handling of enquiries about development and building controls. Includes information provided about exempt developments, proposed development applications, possible unauthorised use etc. Note: records relating to pre-DA advice provided in relation to a specific application should be retained as per the records of the application. |
Retain minimum of 7 years after action completed, then destroy |
LANDS
See DEVELOPMENT AND BUILDING CONTROLS - Applications for records relating to land development.
See DEVELOPMENT AND BUILDING CONTROLS - Registration for registers of small holdings.
POLICY
The activities associated with developing and establishing decisions, directions and precedents which act as a reference for future decision making and as the basis from which the organisation's procedures are determined.
| No | Description of records | Disposal action |
|---|---|---|
| 7.5.1 | Records relating to the development and review of the organisation's policy on building and development controls and approval processes. Records include:
|
Required as State archives |
REGISTRATION
Compiled registers and summary records.
| No | Description of records | Disposal action |
|---|---|---|
| 7.6.1 | Summary records or registers relating to development and building applications and consents. Includes registers of:
|
Required as State archives |
STANDARDS
The process of implementing industry or organisational benchmarks for services and processes to enhance the quality and efficiency of the organisation.
| No | Description of records | Disposal action |
|---|---|---|
| 7.7.1 | Records relating to the development of building codes or standards. Includes the development of codes or standards by the organisation or input into their development by other organisations. | Required as State archives |