See CORPORATE MANAGEMENT for records relating to the conduct of audits, tenders and contracts for the outsourcing or provision of services, committees, meetings, reports and standards concerning the management of sewerage and drainage systems or the conduct of operational processes.
See CORPORATE MANAGEMENT - Compliance for records relating to licenses issued to operate waste treatment plants.
See ENVIRONMENTAL MANAGEMENT for records relating to the protection and conservation of natural waterways, rivers and coasts, and foreshores.
See WASTE MANAGEMENT for records relating to the removal of solid waste.
AGREEMENTS
The processes associated with the establishment, maintenance, review and negotiation of agreements.
| No | Description of records | Disposal action |
|---|---|---|
| 29.1.1 | Records relating to the establishment, negotiation, maintenance and review of agreements or contracts with other organisations to supply or provide sewerage and drainage services. Includes agreements to run water supply infrastructure, e.g. pipelines, over land not owned/controlled by the organisation. Records include:
|
Retain minimum of 10 years after expiry or termination of agreement or after action completed, whichever is longer, then destroy |
| 29.1.2 | Records relating to agreements or contracts for discharge of trade waste into the organisation's drains. Records include agreements and associated correspondence etc. | Retain minimum of 7 years after expiry or termination of agreement or after action completed, whichever is longer, then destroy |
| 29.1.3 | Records relating to the negotiation of agreements that do not proceed. Records include notes of meetings, routine correspondence etc. | Retain minimum of 2 years after action completed, then destroy |
APPLICATIONS
The activity of managing applications and approvals for sewerage and drainage services.
See INFORMATION MANAGEMENT - Access for records relating to requests for sewerage diagrams.
See SEWERAGE AND DRAINAGE - Supply and Distribution for records relating to applications to connect to drainage and sewerage systems.
| No | Description of records | Disposal action |
|---|---|---|
| 29.2.1 | Records relating to approved applications to discharge waste into the organisation's sewers. Includes liquid trade waste and septic waste. | Retain minimum of 7 years after expiry of approval, then destroy |
| 29.2.2 | Records relating to applications to discharge waste into the organisation's sewers that are not approved. | Retain minimum of 2 years after action completed, then destroy |
| 29.2.3 | Records relating to the provision of on-site waste treatments by or on behalf of the organisation. Includes arrangements for emptying septic tanks etc. | Retain minimum of 1 year after action completed, then destroy |
| 29.2.4 | Records relating to applications and approvals to install and operate on-site sewage management systems and domestic waste water systems, e.g. greywater management systems. Includes septic systems, composting toilets and other activities such as the conversion of septic tanks to rainwater tanks. | Retain minimum of 2 years after approval expires or last action, whichever is longer, then destroy |
DESIGN AND CONSTRUCTION
The activity of designing, constructing and commissioning specifically designed and/or purpose built buildings, structures, plant and equipment used to manage the liquid waste system, including drainage, sewerage collection and treatment, stormwater and flood mitigation works.
See COMMERCIAL ACTIVITIES - Projects for records relating to private sewerage and drainage works undertaken by the organisation on a commercial basis.
See PROPERTY MANAGEMENT (COUNCIL PROPERTY) - Design and Construction for records relating to the management of hazardous materials encountered during construction work and for records relating to the design and construction of non-specialised buildings and facilities.
| No | Description of records | Disposal action |
|---|---|---|
| 29.3.1 | Key records relating to the design, construction, major renovation or restoration of sewerage and drainage works and structures, that are significant due to the fact that they are:
Records include:
|
Required as State archives |
| 29.3.2 | Key records relating to the design, construction, major renovation or restoration of sewerage and drainage works and structures, that are not:
Records include:
|
Retain minimum of 7 years after lifetime of structure or system replaced, then destroy or transfer to new owner as required |
| 29.3.3 | Records relating to project management for construction works. Records include:
|
Retain minimum of 12 years after action completed, then destroy |
| 29.3.4 | Records for projects or proposals proceeded with relating to the construction of sewerage and drainage works (other than key construction records, project management or records of hazardous materials) such as correspondence, works orders, and records relating to minor day-to-day repairs or maintenance of the site, rosters, equipment requests. | Retain minimum of 7 years after construction work completed, then destroy |
| 29.3.5 | Records relating to construction projects or proposals not proceeded with. | Retain minimum of 7 years after action completed, then destroy |
FEES AND CHARGES
The activities associated with the determination of fees and charges for items or services provided by the organisation and the management of customer accounts.
See FINANCIAL MANAGEMENT - Fees and charges for records relating to the setting and waiving of fees and charges for sewerage and drainage services.
| No | Description of records | Disposal action |
|---|---|---|
| 29.4.1 | Records relating to accounts and charges for the provision of sewerage and drainage services, including exemptions, terms and conditions. | Retain minimum of 7 years after end of financial year in which transaction was completed, then destroy |
| 29.4.2 | Records relating to agreements to levy rates relating to sewerage and drainage. | Retain minimum of 7 years after expiry or termination of agreement or after action completed, whichever is longer, then destroy |
INSPECTIONS
The process of officially examining facilities, properties and equipment to ensure compliance with standards.
See SEWERAGE AND DRAINAGE - Notifications for records relating to inspections which result in a notice being issued.
| No | Description of records | Disposal action |
|---|---|---|
| 29.5.1 | Records relating to inspections of sewerage and drainage constructions and infrastructure carried out by the responsible body, including inspections of septic tanks etc. Records include inspection reports and related correspondence. | 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 SEWERAGE AND DRAINAGE - Planning for records relating to consultation for planning purposes.
See SEWERAGE AND DRAINAGE - Policy for records relating to consultations relating to the development of policy.
See SEWERAGE AND DRAINAGE - Service Providers for records relating to liaison with service providers.
| No | Description of records | Disposal action |
|---|---|---|
| 29.6.1 | Records relating to liaison with other organisations and community groups on matters of major public interest or controversy with regard to sewerage and drainage. Records include petitions, associated correspondence, etc. | Required as State archives |
| 29.6.2 | Records relating to liaison with industry, professional and customer associations, the local community, etc. on routine matters regarding sewerage and drainage services. | 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 PROPERTY MANAGEMENT (COUNCIL PROPERTY) - Maintenance for records relating to the storage, removal and disposal of hazardous substances and chemicals.
See SEWERAGE AND DRAINAGE - Design and Construction for records relating to major maintenance work involving structural changes.
| No | Description of records | Disposal action |
|---|---|---|
| 29.7.1 | Records relating to major maintenance work carried out during the lifetime of sewerage and drainage infrastructure and plant, e.g. sometimes referred to as the maintenance history, that does not involve structural changes. Records include plans or details of major maintenance work undertaken. | Retain minimum of 7 years after system is replaced or plant ceases operation, then destroy |
| 29.7.2 | Records relating to minor maintenance works such as routine overhauls, landscaping and works on minor components of systems. Records include maintenance requests and work orders. | 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 CORPORATE MANAGEMENT - Reporting for records relating to reports required to be submitted to external government organisations.
| No | Description of records | Disposal action |
|---|---|---|
| 29.8.1 | Records relating to monitoring of flooding and water flow and its effects on the performance of sewerage and drainage infrastructure. Includes monitoring of flooding including flood gauges and flood locations, water flows, rainfall, stormwater flows and peak weather data. | Retain minimum of 20 years after action completed, then destroy |
| 29.8.2 | Records relating to monitoring of sewerage and drainage services, including sewerage treatment plants. Includes monitoring of the causes and levels of pollution in stormwater, and sewage treatment data analysis. | Retain minimum of 10 years after action completed, then destroy |
| 29.8.3 | Records relating to effluent discharge. | 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 or of an intention to take action. Includes information notices received or sent by the organisation.
| No | Description of records | Disposal action |
|---|---|---|
| 29.9.1 | Records relating to notifications issued by the organisation requiring action or the undertaking of works in relation to sewerage and drainage systems or services. | Retain minimum of 7 years after action completed, then destroy |
| 29.9.2 | Records relating to the receipt of notices by the organisation in relation to sewerage and drainage. Includes notices to connect to sewerage services, to drain private laneways, and to remove or replace pipe fittings. | Retain minimum of 2 years after action completed, then destroy |
PERMITS
The activity of managing permission to undertake activities or processes.
| No | Description of records | Disposal action |
|---|---|---|
| 29.10.1 | Records relating to issuing permits by the organisation for sewerage and drainage work. Includes plumbing and draining work, private water meters, and applications for permits submitted after completion of emergency works. | Retain minimum of 2 years after expiry, then destroy |
| 29.10.2 | Records relating to permits issued to the organisation relating to sewerage and drainage. Includes permits to discharge trade waste and to enter land to undertake work by the organisation, including pipeline construction etc. | Retain minimum of 2 years after action completed, 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.
See CORPORATE MANAGEMENT for overall planning to achieve corporate objectives and reporting to other government agencies.
| No | Description of records | Disposal action |
|---|---|---|
| 29.11.1 | Summary data relating to floodplain and stormwater management, rainfall gauge readings etc. | Retain minimum of 50 years after reference use ceases, then destroy |
| 29.11.2 | Information and raw data used in the compilation and analysis of floodplain, stormwater and rainfall statistics. Records include level books and gauge reading field books. | Retain minimum of 20 years after action completed, then destroy |
| 29.11.3 | Records relating to strategic planning for the management of sewerage and drainage services, including risk management planning such as flood and landslide mitigation etc. Records include plans, outcomes of research and analysis of sewerage and drainage requirements, comments or submissions relating to proposed plans. | Required as State archives |
POLICY
The activities associated with developing and establishing decisions, directions and precedents which act as a reference for future decision making and as the basis from which the organisation's procedures are determined.
| No | Description of records | Disposal action |
|---|---|---|
| 29.12.1 | Records relating to the development of policy on the management and provision of sewerage and drainage systems. Records include final approved policies, policy proposals, submissions from the public, background research, correspondence, notes of meetings or reports analysing issues and outcomes of consultation with industry, professional and customer associations. | Required as State archives |
| 29.12.2 | Records relating to the development of operational policy on the management and provision of sewerage and drainage services. | Retain minimum of 10 years after superseded, then destroy |
PROCEDURES
The process of applying standard methods of operation to activities undertaken by the organisation according to formulated policy.
See CORPORATE MANAGEMENT - Procedures for manuals, handbooks and guidelines relating to sewerage and drainage procedures.
See PERSONNEL - Occupational Health & Safety for records relating to safe work methods.
| No | Description of records | Disposal action |
|---|---|---|
| 29.13.1 | Records relating to works instructions for construction, maintenance, installation, service and testing. | Retain minimum of 2 years after superseded, then destroy |
REGISTRATION
Compiled registers and summary records.
| No | Description of records | Disposal action |
|---|---|---|
| 29.14.1 | Summary records or registers of drainage inspections. | Retain minimum of 20 years after action completed, then destroy |
| 29.14.2 | Summary records or registers of sewage management systems. | Retain minimum of 2 years after system converted or approval lapses, then destroy |
| 29.14.3 | Lists or registers of sewered premises. | Retain until superseded, 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.
See SEWERAGE AND DRAINAGE - Agreements for records relating to agreements with service providers.
| No | Description of records | Disposal action |
|---|---|---|
| 29.15.1 | Records relating to negotiations with service providers to ensure acceptable levels of service in the local area for drainage, effluent and sewerage services. Records include correspondence, reports, negotiations etc. | Retain minimum of 7 years after action completed, then destroy |
SUPPLY AND DISTRIBUTION
The activities relating to the supply and use of plumbing systems, including applications for connections.
See SEWERAGE AND DRAINAGE - Applications for records relating to other applications relating to sewerage and drainage services.
| No | Description of records | Disposal action |
|---|---|---|
| 29.16.1 | Records relating to applications and approvals for plumbing systems. | Retain until until system is replaced or removed, then destroy |
| 29.16.2 | Records relating to applications to connect or disconnect to the organisation's sewerage system. Includes approved and refused applications. | Retain minimum of 2 years after action completed, then destroy |