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  • Record Repository
SARA
  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. ENERGY SUPPLY AND TELECOMMUNICATIONS (GA39)
ENERGY SUPPLY AND TELECOMMUNICATIONS (GA39)
  • ‹ EMERGENCY SERVICES (GA39)
  • up
  • ENVIRONMENTAL MANAGEMENT (GA39) ›

TOC

The function of providing energy supply and telecommunication infrastructure and services.
Contents
  • AGREEMENTS
  • CAMPAIGNS
  • CERTIFICATION
  • CONNECTION
  • DESIGN AND CONSTRUCTION
  • FEES AND CHARGES
  • INSPECTIONS
  • LIAISON
  • MAINTENANCE
  • MONITORING
  • NOTIFICATIONS
  • PERMITS
  • PLANNING
  • SERVICE PROVIDERS

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:

  • applications for services
  • records of individual meter readings, including data from hand held electronic readers
  • notifications of faults
  • complaints regarding services provided
  • account disputes
  • updates of customer details, etc.
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:

  • a recipient of a prestigious State, national or international architectural or design award
  • a unique or innovative design/technology
  • an important local or regional landmark, or
  • heritage listed.

Records include:

  • building and development applications and construction certificates, including supporting documentation recording reviews of environmental factors such as environmental impact statements, archaeological or heritage impact statements
  • records demonstrating public reaction to the construction
  • plans/designs as approved, including connection and system plans
  • plans/designs as executed and variations, including connection and system plans
  • specifications
  • photographs
  • drawings
  • site plans
  • archival recordings of demolition
  • records of structural changes made for installations, fit-outs and maintenance.
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:

  • a recipient of a prestigious State, national or international architectural or design award
  • a unique or innovative design/technology
  • an important local or regional landmark, or
  • heritage listed.

Records include:

  • building and development applications and construction certificates, including supporting documentation recording reviews of environmental factors such as environmental impact statements, archaeological or heritage impact statements
  • records demonstrating public reaction to the construction
  • plans/designs as approved, including connection and system plans
  • plans/designs as executed and variations, including connection and system plans
  • specifications
  • photographs
  • drawings
  • site plans
  • records of structural changes made for installations, fit-outs and maintenance.

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:

  • records of budget, estimates and costs
  • records of client liaison on non technical matters
  • records of contractual matters such as variations, payment and sign off on construction
  • records of logistics
  • site procedures
  • records of quality and performance measurements
  • periodic inspection and progress reports
  • installation records
  • project risk management records and schedules
  • records of consultations.
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:

  • correspondence
  • works orders and requests, e.g. equipment, connection and disconnection, etc.
  • diaries and schedules, etc.
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
  • Local government records (GA39)
    • Part 1: Understanding and using the authority (GA39)
    • Part 2: The General retention and disposal authority: local government records (GA39)
      • COMMERCIAL ACTIVITIES (GA39)
      • COMMUNITY RELATIONS (GA39)
      • COMMUNITY SERVICES (GA39)
      • CORPORATE MANAGEMENT (GA39)
      • CUSTOMER SERVICE (GA39)
      • DEVELOPMENT AND BUILDING CONTROLS (GA39)
      • ECONOMIC DEVELOPMENT (GA39)
      • EMERGENCY SERVICES (GA39)
      • ENERGY SUPPLY AND TELECOMMUNICATIONS (GA39)
      • ENVIRONMENTAL MANAGEMENT (GA39)
      • FINANCIAL MANAGEMENT (GA39)
      • GOVERNANCE (GA39 13.0.0)
      • GOVERNMENT RELATIONS (GA39)
      • GRANTS AND SUBSIDIES (GA39)
      • INFORMATION MANAGEMENT (GA39)
      • INFORMATION TECHNOLOGY (GA39)
      • LAND USE AND PLANNING (GA39)
      • LAWS AND ENFORCEMENT (GA39)
      • LEGAL SERVICES (GA39)
      • PARKS AND RESERVES (GA39)
      • PERSONNEL (GA39 22.0.0)
      • PLANT, EQUIPMENT AND STORES (GA39)
      • PROPERTY MANAGEMENT (COUNCIL PROPERTY) (GA39)
      • PUBLIC HEALTH (GA39)
      • RATES AND VALUATIONS (GA39 25.0.0)
      • RECREATION AND CULTURAL SERVICES (GA39)
      • RISK MANAGEMENT (GA39)
      • ROADS (GA39)
      • SEWERAGE AND DRAINAGE (GA39)
      • TRAFFIC AND TRANSPORT (GA39)
      • WASTE MANAGEMENT (GA39)
      • WATER SUPPLY (GA39)
      • PRE-1920 RECORDS (GA39)
    • Part 3 Amendments to the General retention and disposal authority: local government records
    • A-Z Index (GA39)
      • Index A (GA39)
      • Index B (GA39)
      • Index C (GA39)
      • Index D (GA39)
      • Index E (GA39)
      • Index F (GA39)
      • Index G (GA39)
      • Index H (GA39)
      • Index I (GA39)
      • Index J (GA39)
      • Index K (GA39)
      • Index L (GA39)
      • Index M (GA39)
      • Index N (GA39)
      • Index O (GA39)
      • Index P (GA39)
      • Index Q (GA39)
      • Index R (GA39)
      • Index S (GA39)
      • Index T (GA39)
      • Index U (GA39)
      • Index V (GA39)
      • Index W (GA39)
      • Index X-Y (GA39)
      • Index Z (GA39)
    • FAQs (GA39)
    • Linking tables
  • ‹ EMERGENCY SERVICES (GA39)
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  • ENVIRONMENTAL MANAGEMENT (GA39) ›
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Acknowledgement of Country
We acknowledge the traditional custodians of the Country on which we live and work, and pay respect to Elders past, present and emerging. We acknowledge the impact colonialism has had on Aboriginal Country and Aboriginal peoples and that this impact continues to be felt today.
Was, is, and always will be Aboriginal land.

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