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:
|
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:
Records include:
|
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:
Records include:
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:
|
Retain minimum of 7 years after action completed, then destroy |
| 28.5.4 | Records relating to project management for construction works. Records include:
|
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:
|
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:
|
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:
|
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:
|
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:
|
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:
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 |