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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. ROADS (GA39)
ROADS (GA39)
  • ‹ RISK MANAGEMENT (GA39)
  • up
  • SEWERAGE AND DRAINAGE (GA39) ›

TOC

The provision of road construction and maintenance and associated street services to property owners within the local area.
Contents
  • ACQUISITION AND DISPOSAL
  • AGREEMENTS
  • APPLICATIONS
  • CERTIFICATION
  • DESIGN AND CONSTRUCTION
  • LIAISON
  • MAINTENANCE
  • MONITORING
  • NAMING
  • NOTIFICATIONS
  • PERMITS
  • PLANNING
  • PROGRAMS
  • REGISTRATION
  • ROAD CLOSURES
  • ROAD HIERARCHY
  • SERVICE PROVISION
  • STREET MANAGEMENT

Includes the design, construction and maintenance of roads and associated infrastructure, such as kerbing, guttering and footpaths. Also includes the acquisition and installation of street furniture, decorations and road signs.

See CORPORATE MANAGEMENT for records of audits, reports, contracts, tenders, policies, procedures and standards relating to the management of roads.

See ENVIRONMENTAL MANAGEMENT for records relating to the control and eradication of noxious plants/weeds on roadsides.

See LAWS AND ENFORCEMENT for records relating to the issue of notices, orders, infringements and penalty notices for breaches of road regulations.

See PLANT, EQUIPMENT & STORES - Acquisition for records relating to the acquisition of plant and equipment for roads, such as safety barriers, signs, etc.

See PROPERTY MANAGEMENT (COUNCIL PROPERTY) for records relating to the management and disposal of hazardous substances associated with the construction and maintenance of roads.

See RISK MANAGEMENT - Claims management for records relating to claims made that involve road and footpath maintenance.

See TRAFFIC AND TRANSPORT for records relating to the design, construction and management of traffic and transport infrastructure, roads and traffic signs, and liaison with external organisations concerning transport planning.

ACQUISITION AND DISPOSAL

See PROPERTY MANAGEMENT (COUNCIL PROPERTY) for records relating to the acquisition and disposal of roads, associated infrastructure and land for roads, etc.

AGREEMENTS

The processes associated with the establishment, maintenance, review and negotiation of agreements.

No Description of records Disposal action
28.2.1 Records relating to the establishment, negotiation, maintenance and review of agreements relating to roads, including relocations, construction and maintenance, with external organisations, such as the Roads and Traffic Authority (RTA). Records include:

  • correspondence and records of negotiations and reviews of agreements
  • final, approved versions and significant drafts of agreements.
Retain minimum of 10 years after expiry or termination of agreement, then destroy

APPLICATIONS

The activity of managing applications and approvals for road and street services, applications for new roads and the opening of closed roads. Includes requests to alter the direction of traffic in streets.

See ROADS - Certification for road classification certificates.

See ROADS - Road Closures for records relating to the closure of roads, including applications.

See ROADS - Road Hierarchy for guidelines on road classification.

No Description of records Disposal action
28.3.1 Records relating to successful applications for new roads and street realignments. Records include applications, determinations and submissions. Required as State archives
28.3.2 Records relating to unsuccessful applications for new roads and street realignments. Records include applications, determinations and submissions. Retain minimum of 10 years after action completed, then destroy
28.3.3 Records relating to applications for road classification, including objections to new classifications. Records include applications, determinations, submissions and objections. Retain minimum of 10 years after action completed, then destroy
28.3.4 Records relating to applications and requests for roads, road services and associated infrastructure. Retain minimum of 7 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
28.4.1 Road classification certificates. Retain minimum of 10 years after last action or certificate is superseded, whichever is longer, then destroy

DESIGN AND CONSTRUCTION

The activity of designing and constructing roads and associated infrastructure and facilities, such as bridges, kerbing, road signs, roundabouts etc.

See COMMERCIAL ACTIVITIES - Projects for records relating to the construction of private works by the organisation on a cost recovery basis.

See CORPORATE MANAGEMENT - Tendering for records of contracts and tenders for the design and construction of roads and associated infrastructure.

See GRANTS AND SUBSIDIES for records of grant and funding submissions for the design and construction of roads and associated infrastructure.

See PROPERTY MANAGEMENT (COUNCIL PROPERTY) - Design and Construction for records relating to the management of hazardous materials encountered during construction work.

No Description of records Disposal action
28.5.1 Key records relating to the design, construction, major renovation or restoration of roads and associated structures that are of significance due to the fact that they are:

  • an important local, regional, State or national landmark
  • heritage listed
  • ministerial approvals cases.

Records include:

  • records relating to the determination of specifications and conditions
  • 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
  • reports, including consulting engineers' reports, reports on flood prone land, etc.
  • proposals
  • records demonstrating public reaction to the construction
  • plans/designs as approved
  • plans/designs as executed and variations
  • specifications
  • photographs
  • drawings, including drawings of road sections and road levels
  • maps, including original road maps and index maps
  • engineers', works or site diaries and plans
  • ministerial approvals and directives.
Required as State archives
28.5.2 Key records relating to the design, construction, major renovation or restoration of roads and associated structures that are not of significance due to the fact that they are not:

  • an important local, regional, State or national landmark, or
  • heritage listed
  • ministerial approvals cases.

Records include:

  • records relating to the determination of specifications and conditions
  • 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
  • reports, including consulting engineers' reports, reports on flood prone land, etc.
  • proposals
  • records demonstrating public reaction to the construction
  • plans/designs as approved
  • plans/designs as executed and variations
  • specifications
  • photographs
  • drawings, including drawings of road sections and road levels
  • maps, including original road maps and index maps
  • engineers', works and/or site diaries.

Note: Plans of portions of structures such as footings, that are retained when the rest of the structure is demolished, should be retained for the lifetime of the new or replacement structure.

Retain minimum of 7 years after structure is demolished or removed, whichever is longer, then destroy
28.5.3 Records relating to the design and construction of minor structures/works associated with roads, such as paving, kerbing, driveways/vehicular crossings, line markings, pedestrian crossings, alternative crossings for bridge construction projects, public gates, road sealing and resealing, etc. Records include:

  • building and development applications and construction certificates
  • plans and specifications
  • engineers' drawings, etc.
Retain minimum of 7 years after action completed, then destroy
28.5.4 Records relating to project management for construction works. Records include:

  • records of budget 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
  • reports, including progress and inspection reports, completion updates and work outstanding reports
  • project risk management records and schedules
  • records of consultations
  • job sheets
  • work orders, work requests and authorities.
Retain minimum of 12 years after action completed, then destroy
28.5.5

Records of construction works undertaken by external organisations, such as the Roads and Traffic Authority (RTA), forwarded to the organisation for information purposes. Records include drafts and duplicates of plans and specifications.

Note: where work is carried out by another organisation and then handed over to the Council for ongoing maintenance and management see classes above.

Retain until administrative or reference use ceases, then destroy
28.5.6 Records for 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 correspondence with builders, temporary traffic control plans and records relating to minor day-to-day repairs or maintenance of site. Retain minimum of 7 years after construction work completed, then destroy
28.5.7 Records relating to construction projects or proposals not proceeded with. 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.

No Description of records Disposal action
28.6.1 Records relating to liaison with other organisations and community groups on matters of major public interest or controversy with regard to roads, including the development of local roads. Records include petitions, associated correspondence, etc. Required as State archives
28.6.2 Records relating to liaison with professional organisations, other organisations and community groups on routine matters concerning roads, including road maintenance. Retain minimum of 5 years after action completed, then destroy

MAINTENANCE

The activities associated with the upkeep, repair, servicing and preservation of conditions of roads and associated infrastructure and facilities, such as bridges, kerbing, road signs, etc.

See ROADS - Design and Construction for records relating to major maintenance work involving structural changes.

No Description of records Disposal action
28.7.1 Records relating to major maintenance work, not involving structural changes, carried out on roads, bridges, etc. Includes major repairs of damage caused by flooding, natural disasters and traffic. Records include:

  • plans, specifications and drawings of major maintenance work undertaken
  • records of inspections of structures carried out to ensure that they are safe to use and in good working order
  • daily diaries of road work teams
  • records of outcomes of consultations, etc.
Retain minimum of 7 years after structure is demolished or removed, then destroy
28.7.2 Records relating to minor and routine maintenance works on roads and associated structures, including notifications of required maintenance. Records include daily diaries of road work teams, reports, records of inspections of structures carried out to ensure that they are safe to use and in good working order etc. Retain minimum of 7 years after action completed, then destroy

MONITORING

Activities that check, observe or record the operation of equipment, infrastructure, services or systems.

See TRAFFIC AND TRANSPORT - Monitoring for records relating to the monitoring of traffic accidents and safety.

No Description of records Disposal action
28.8.1 Records relating to testing of road surfaces, including sealing and resealing test results. Retain minimum of 2 years after action completed, then destroy

NAMING

The activities associated with managing titles by which a road, bridge or other related facility or infrastructure is designated or known.

No Description of records Disposal action
28.9.1 Records relating to the naming and re-naming of streets, roads and associated structures, including correspondence with external organisations such as the Geographical Names Board. Records include Gazette notices, notifications, submissions and suggestions, etc. Required as State archives
28.9.2 Records relating to administrative records relating to the naming of roads. Includes letters of acknowledgement for suggestions, etc. Retain minimum of 2 years after action completed, then destroy

NOTIFICATIONS

The activity of issuing or receiving notices regarding a failure of or a requirement for compliance, inappropriate practices, or of an intention to take action. Includes information notices received or sent by the organisation.

No Description of records Disposal action
28.10.1 Declarations of main roads. Required as State archives
28.10.2 Notices of alteration of road levels by roads authorities, including the organisation. Records include:

  • proposals to fix or vary the levels of a public road
  • submissions regarding proposed road levels (received or submitted by the organisation)
  • notifications.
Retain minimum of 10 years after action completed, then destroy
28.10.3 Notices of entry to private or enclosed lands, for the purpose of conducting surveys, obtaining materials, etc. Retain minimum of 2 years after action completed, then destroy
28.10.4 Records relating to administrative arrangements for road closures, openings, reinstatements, alterations of private roads. Records include notices and associated correspondence. Retain minimum of 2 years after action completed, then destroy

PERMITS

The activity of managing permission to undertake activities or processes.

See ROADS - Maintenance for records relating to the reinstatement of road openings.

See ROADS - Notifications for notices of road openings.

See ROADS - Road Closures for records of permanent road closures.

No Description of records Disposal action
28.11.1 Records of permits for road openings, hoardings, erection of gates across public roads and the construction of a by-pass around a road gate. Records include applications and determinations, copies of permits and associated correspondence. Retain minimum of 10 years after expiry or termination of permit, then destroy
28.11.2 Records of permits for bill posting, posters, level crossing permits, crane permits, erection of public stands, stock movements and grazing over roads, temporary road closures for street marches etc. Records include:

  • applications and determinations
  • copies of permits
  • associated correspondence.
Retain minimum of 2 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
28.12.1 Records of long term plans for road construction and development, including identification of easements, land acquisitions, etc. Records include background research, significant drafts and final versions of plans. Retain minimum of 5 years after superseded, then destroy

PROGRAMS

The activities related to the management of projects and programs undertaken to promote and encourage road safety.

See TRAFFIC AND TRANSPORT - Programs for records of traffic safety programs, e.g. pedestrian and school safety, etc.

No Description of records Disposal action
28.13.1 Summary records of road safety programs such as reducing black spots, speed control, traffic calming measures on local roads, etc. Records include program objectives, reports and evaluations. Required as State archives
28.13.2 Records relating to the administration and implementation of road safety programs. Records include implementation plans, progress reports, notification and promotion of the program, etc. Retain minimum of 5 years after action completed, then destroy

REGISTRATION

Compiled registers and summary records.

No Description of records Disposal action
28.14.1 Plan/map registers and indexes of roads and associated structures, including private works, survey peg/marks, bridges, public gates and roads. Required as State archives
28.14.2 Summary records, including registers, of road works, maintenance, sealing, resealing etc. Retain minimum of 10 years after action completed, then destroy
28.14.3 Summary records, including registers, of:

  • construction cards/works location index, including line marking
  • road openings (list of applications)
  • erection of public stands register/list of approvals.
Retain minimum of 2 years after action completed, then destroy
28.14.4 Street index/list of streets. Retain until administrative or reference use ceases, then destroy

ROAD CLOSURES

The activity of managing the closures of roads.

See ROADS - Notifications for notifications of road closures.

See ROADS - Permits for records relating to permits for temporary road closures.

No Description of records Disposal action
28.15.1 Records of successful applications for permanent road closures. Records include applications, determinations, supporting documentation and associated correspondence with external parties, including the responsible State government department. Required as State archives
28.15.2 Records of unsuccessful applications for permanent road closures. Records include applications, determinations, supporting documentation and associated correspondence with external parties, including the responsible State government department. Retain minimum of 7 years after action completed, then destroy

ROAD HIERARCHY

The activities associated with the classification of roads and the allocation of responsibility for the management and maintenance of roads.

See ROADS - Applications for records relating to road classification applications.

No Description of records Disposal action
28.16.1 Guidelines for road classification and the system of roads within the area. Retain until superseded, then destroy

SERVICE PROVISION

The activities relating to the provision of services by the organisation or by other agencies on behalf of the organisation.

No Description of records Disposal action
28.17.1 Records relating to the management and operation of quarries for the supply of construction materials. Records include:

  • management, service and operational plans, including emergency and safety plans
  • reports of monitoring, audits and inspections
  • directives or notifications concerning operations.
Retain minimum of 10 years after action completed, then destroy
28.17.2 Records relating to service coordination. Includes details of customers, schedules, bookings, pricing information etc. Retain minimum of 5 years after action completed, then destroy

STREET MANAGEMENT

The activity of managing permission and control of the use of roadside facilities.

See PROPERTY MANAGEMENT (COUNCIL PROPERTY) - Leasing-Out for records relating to the leasing out of unused public roads and of air space above and land below public roads owned by the organisation.

No Description of records Disposal action
28.18.1 Records relating to the leasing, installation of and advertising rights on kiosks, street furniture, stalls, clothing collection bins, driveways, footpaths, right of ways, roundabouts, traffic humps, etc. Records include:

  • applications and determinations
  • leases, licences and permits, including footpath occupation permits
  • supporting documentation
  • associated correspondence.

Note: Action completed should encompass the fulfilment of all terms and conditions of leases, contracts and agreements.

Retain minimum of 7 years after action completed, then destroy
28.18.2 Records relating to the provision of street decorations. Retain minimum of 2 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
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      • Index B (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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