See CORPORATE MANAGEMENT for records relating to tenders and contracts for the outsourcing or provision of services, policies, procedures, reporting and standards concerning the conduct of operational processes or the provision of services.
See PLANT, EQUIPMENT & STORES for records relating to the acquisition and disposal of energy supply and telecommunications plant and equipment.
See PROPERTY MANAGEMENT (COUNCIL PROPERTY) for records relating to the acquisition, conservation, disposal and security of land and properties used for the provision of infrastructure and services, including easements.
AGREEMENTS
The processes associated with the establishment, maintenance, review and negotiation of agreements.
See ENERGY SUPPLY AND TELECOMMUNICATIONS - Notifications for records of notifications of works by utility providers, such as land access and activity notices.
| No | Description of records | Disposal action |
|---|---|---|
| 10.1.1 | Records relating to the establishment, negotiation, maintenance and review of agreements or contracts with other organisations to supply or provide energy and telecommunications services. Records include correspondence and records of negotiations, final versions and significant drafts or revisions of agreements. | Retain minimum of 10 years after expiry or termination of agreement, then destroy |
| 10.1.2 | Records relating to the establishment, negotiation, maintenance and review of agreements or contracts for the occupation of or access to energy supply and telecommunications infrastructure or land on which the infrastructure is located, e.g. agreements with utility providers concerning works within road reservations, etc. Records include correspondence and records of negotiations, final versions and significant drafts or revisions of agreements, etc. | Retain minimum of 10 years after expiry or termination of agreement, then destroy |
| 10.1.3 | Records relating to energy supply and telecommunications agreements which do not proceed. Records include draft versions of agreements, negotiations and associated correspondence. | Retain minimum of 2 years after action completed, then destroy |
CAMPAIGNS
Activities associated with raising awareness of issues or programs.
| No | Description of records | Disposal action |
|---|---|---|
| 10.2.1 | Records relating to public awareness campaigns concerning energy supply and telecommunications, such as promotion of energy conservation, alternative energy, etc. Records include information brochures, booklets, circulars, posters and displays. | Retain minimum of 5 years after action completed, then destroy |
CERTIFICATION
The activity of providing a statement which is by law evidence of the truth of the facts stated.
| No | Description of records | Disposal action |
|---|---|---|
| 10.3.1 | Records relating to certification of energy supply equipment, such as installation test certificates for gas works and gas mains. | Retain minimum of 2 years after service disconnected, then destroy |
CONNECTION
The activities associated with connection to energy and telecommunications systems.
| No | Description of records | Disposal action |
|---|---|---|
| 10.4.1 | Records relating to the provision of customer connection services. Records include:
|
Retain minimum of 7 years after action completed, then destroy |
DESIGN AND CONSTRUCTION
The activity of designing and constructing energy and telecommunications infrastructure. Includes major maintenance work involving structural changes.
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 20th Century Buildings of Significance and/or
- the DOCOMOMO Register of Modern Movement Buildings, sites and landscapes in Australia (NSW).
See PROPERTY MANAGEMENT (COUNCIL PROPERTY) - Design and Construction for records relating to the design and construction of non-specialised buildings and facilities and projects that do not proceed.
| No | Description of records | Disposal action |
|---|---|---|
| 10.5.1 | Key records relating to the design, construction, major renovation or restoration of specialised energy supply and telecommunications facilities, plant and infrastructure that is of significance due to the fact that it is:
Records include:
|
Required as State archives |
| 10.5.2 | Key records relating to the design, construction, major renovation or restoration of specialised energy supply and telecommunications facilities, plant and infrastructure that is not:
Records include:
|
Retain minimum of 7 years after structure or plant is disposed of, replaced, or ceases operation, then destroy or transfer to new owner as required |
| 10.5.3 | Records relating to project management for construction works. Records include:
|
Retain minimum of 12 years after action completed, then destroy |
| 10.5.4 | Records relating to the location of gas pipes, electrical and telecommunication installations. Records include site plans. | Retain minimum of 2 years after date on which the layout changes, then destroy |
| 10.5.5 | Records relating to daily work, including the installation of equipment such as gas and electricity meters. Records include:
|
Retain minimum of 2 years after action completed, then destroy |
FEES AND CHARGES
See FINANCIAL MANAGEMENT - Accounting for records relating to rates accounts.
See FINANCIAL MANAGEMENT - Fees and charges for records relating to the setting of fees and charges and waiving of rates.
INSPECTIONS
The process of officially examining facilities, properties, equipment and items, to ensure compliance with standards.
See PROPERTY MANAGEMENT (COUNCIL PROPERTY) - Inspections for records of inspections carried out to determine the presence of hazardous substances, such as asbestos, in buildings and land.
| No | Description of records | Disposal action |
|---|---|---|
| 10.7.1 | Records relating to inspections of the organisation's energy supply and telecommunications constructions carried out by the responsible body, including inspections of gas works and mains, energy and telecommunications infrastructure, etc. | Retain minimum of 7 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.
See ENERGY SUPPLY AND TELECOMMUNICATIONS - Service Providers for records relating to liaison with service and utility providers.
| No | Description of records | Disposal action |
|---|---|---|
| 10.8.1 | Records relating to liaison with industry, professional and customer associations, the local community, etc. on routine matters concerning the provision of infrastructure and energy. | Retain minimum of 5 years after action completed, then destroy |
MAINTENANCE
The activities associated with the upkeep, repair, servicing and preservation of the conditions of premises, equipment, infrastructure, and facilities.
See ENERGY SUPPLY AND TELECOMMUNICATIONS - Design and Construction for records relating to major maintenance work involving structural changes.
See PROPERTY MANAGEMENT (COUNCIL PROPERTY) - Maintenance for records relating to the maintenance of buildings and the storage, removal and disposal of hazardous substances and chemicals.
| No | Description of records | Disposal action |
|---|---|---|
| 10.9.1 | Records relating to major maintenance work carried out during the lifetime of energy supply and telecommunications infrastructure and plant, e.g. sometimes referred to as the maintenance history. Records include plans or details of major maintenance work undertaken. |
Retain until property is disposed of, then destroy or transfer to new owner as required |
| 10.9.2 | Records relating to the maintenance of equipment installed by the organisation, such as gas and electricity meters. Records include maintenance requests and work orders. | Retain minimum of 10 years after action completed, then destroy |
MONITORING
Activities that check, observe, or record the operation of equipment, infrastructure, services or systems.
| No | Description of records | Disposal action |
|---|---|---|
| 10.10.1 | Records relating to the monitoring of energy supply and telecommunications services and equipment. Includes technical records, test sheets, calibration records, etc. | Retain minimum of 10 years after action completed, then destroy |
NOTIFICATIONS
The activity of issuing or receiving notices regarding a failure of or a requirement for compliance or of an intention to take action. Includes information notices received or sent by the organisation.
| No | Description of records | Disposal action |
|---|---|---|
| 10.11.1 | Notices to relocate electricity structures. | Retain minimum of 10 years after action completed, then destroy |
| 10.11.2 | Records of notices of intended works. Records include notices from utility providers, land access and activity notices, associated plans and correspondence. | Retain minimum of 5 years after action completed, then destroy |
PERMITS
The activity of managing permission to undertake activities or processes.
| No | Description of records | Disposal action |
|---|---|---|
| 10.12.1 | Records relating to permits to occupy land or to enter land to undertake work, including cable installations. | Retain minimum of 10 years after expiry or termination of permit, 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 |
|---|---|---|
| 10.13.1 | Records relating to the development of plans and strategies for the provision of energy supply and telecommunications infrastructure and services, including plans for meeting future demand for services. Records include final versions and significant drafts, background research, etc. | Retain minimum of 20 years after action completed, then destroy |
SERVICE PROVIDERS
The activity of liaising with agencies or organisations involved in the provision of services to the organisation or to the local community.
| No | Description of records | Disposal action |
|---|---|---|
| 10.14.1 | Records relating to negotiations and liaison with electricity, gas and telecommunications service providers to ensure acceptable levels of service in the local area. Records include correspondence, minutes or notes of meetings, etc. | Retain minimum of 7 years after action completed, then destroy |