Includes the relationship with Ministers, Members of Parliament, Government Departments and the political processes of Government. Also includes formal inquiries and investigations such as Royal Commissions, inquiries by Parliamentary Committees, the Ombudsman and the Independent Commission Against Corruption (ICAC).
See CORPORATE MANAGEMENT for records relating to audits, committees, conferences, contracting, meetings, policy, procedures, reporting and standards relating to government relations.
ADVICE
The activities associated with offering opinions by or to the organisation as to an action or judgement. Includes the process of advising.
| No | Description of records | Disposal action |
|---|---|---|
| 14.1.1 | Records relating to advice received from the Minister or other government organisations concerning substantive aspects of the organisation's policies and procedures, functions, obligations, legislation or liabilities. | Required as State archives |
| 14.1.2 | Records relating to advice received from the Minister or other government organisations which does not concern substantive aspects of the organisation's policies and procedures, functions, obligations, legislation or liabilities. | Retain minimum of 5 years after action completed, then destroy |
FEDERAL LIAISON
See CORPORATE MANAGEMENT - Reporting for records relating to the collection of information and reporting to the Federal government.
See GOVERNMENT RELATIONS - Advice for records relating to advice received from the Federal government.
INQUIRIES
The activities associated with liaising with bodies carrying out inquiries, and participating in them. Inquiries are investigations carried out by persons who have been empowered to inquire and report on a subject, such as the ICAC or Ombudsman's inquiries. Includes the organisation's participation in the inquiry by providing evidence in the form of records, submissions or employees.
| No | Description of records | Disposal action |
|---|---|---|
| 14.3.1 |
Records relating to formal inquiries involving the organisation or where the organisation submits a detailed response. Records include statements and submissions, legal advice from internal and external legal service providers, responses to inquiry reports and records of implementation of recommendations. Note: Copies of transcripts of evidence or inquiry proceedings can be destroyed in accordance with the Normal Administrative Practice (NAP) provisions of the State Records Act 1998 when no longer required for reference purposes. The original transcripts would be held by the inquiring body. |
Required as State archives |
| 14.3.2 | Records relating to formal inquiries not involving the organisation or where the organisation submits a nil response. | Retain minimum of 5 years after action completed, then destroy |
| 14.3.3 | Records relating to matters referred from watchdog bodies, such as the Independent Commission Against Corruption (ICAC), NSW Ombudsman etc, to the organisation for initial investigation and response. | Retain minimum of 10 years after action completed, then destroy |
INQUIRIES - OTHER
See GOVERNMENT RELATIONS - Inquiries for records relating to all inquiries.
INTERNATIONAL
See ECONOMIC DEVELOPMENT - International and National Relations for records relating to Sister City relationships.
LOCAL AND REGIONAL LIAISON
See CORPORATE MANAGEMENT - Conferences for records relating to conferences with local or regional bodies.
See CORPORATE MANAGEMENT - Meetings for records relating to meetings with local and regional bodies.
POLITICAL PARTIES
See State Records Guidelines on Normal Administrative Practice for advice on dealing with duplicates of external documents and publications received from political parties.
REPRESENTATIVES
See CORPORATE MANAGEMENT - Meetings for records relating to nominations and appointments to external committees.
STATE LIAISON
See CORPORATE MANAGEMENT - Reporting for records relating to the collection of information and reporting to the State government.
See GOVERNMENT RELATIONS - Advice for records relating to advice received from the State government.
SUBMISSIONS
The preparation and submission of a formal statement (e.g. report, statistics, etc.) supporting a case or opinion held by the organisation which is submitted to another organisation, or within the organisation, for the purpose of either gain or support.
| No | Description of records | Disposal action |
|---|---|---|
| 14.10.1 | Records relating to submissions to other government organisations relating to core functions, planning or regulatory proposals or issues impacting on the local government area. Records include:
|
Required as State archives |
| 14.10.2 | Records relating to submissions to other government organisations relating to matters that do not relate to core functions or regulatory proposals or issues impacting on the local government area. | Retain minimum of 5 years after action completed, then destroy |
VISITS
The activities involved in arranging visits by other organisations with a view to inform, educate or promote the services, operation and role of the organisation. Includes arranging visits by employees to other organisations and invitations to councillors to attend official engagements as a representative of the organisation, and all visits to other countries including conferences, seminars, and presentations.
See COMMUNITY RELATIONS - Visits and Tours for records relating to visits by clients, the public, students, and community representatives or officials.
| No | Description of records | Disposal action |
|---|---|---|
| 14.11.1 | Records relating to visits made to the organisation by representatives or officials of other governments, including interstate or overseas delegations, and to official visits made by councillors to other government organisations. Records include:
|
Retain minimum of 6 years after action completed, then destroy |
| 14.11.2 | Records relating to visits made by the organisation's employees to other government organisations in Australia or overseas. | Retain minimum of 2 years after action completed, then destroy |
| 14.11.3 | Records relating to declined invitations to visit the organisation, and declined invitations to Councillors and employees. | Retain minimum of 2 years after action completed, then destroy |