See CORPORATE MANAGEMENT for records relating to agreements, tenders and contracts for the outsourcing or provision of services, meetings, policies, reporting, audits and standards concerning the conduct of operational processes or the provision of services.
See CUSTOMER SERVICE - Public Reaction for records relating to the handling of complaints regarding waste management services, dumped rubbish, etc.
See ENVIRONMENTAL MANAGEMENT - Monitoring for records relating to the monitoring of environmental conditions and the impact of waste management facilities and operations on the environment.
See LAWS AND ENFORCEMENT for records relating to orders, infringements and penalties for breaches of waste management regulations.
See PLANT, EQUIPMENT & STORES for records relating to the acquisition and disposal of waste management plant and equipment.
See PROPERTY MANAGEMENT (COUNCIL PROPERTY) for records relating to the acquisition, conservation and disposal of waste management facilities, including the storage and disposal of hazardous waste/chemicals, for security of plant and infrastructure and for records relating to the remediation of contaminated land.
See SEWERAGE AND DRAINAGE for records relating to the removal of liquid waste.
CAMPAIGNS
Activities associated with raising awareness of a special program to achieve a purpose.
See INFORMATION MANAGEMENT - Publications for records relating to the design and production of publications for waste management campaigns.
| No | Description of records | Disposal action |
|---|---|---|
| 31.1.1 | Records relating to waste reduction campaigns e.g. to reduce littering and promote clean ups, recycling etc. Records include promotional material such as posters and brochures. | Retain minimum of 5 years after action completed, then destroy |
DESIGN AND CONSTRUCTION
The activity of designing and constructing specialised waste management facilities and equipment, including major maintenance work involving structural changes.
See PROPERTY MANAGEMENT (COUNCIL PROPERTY) - Design and Construction for records relating to the design and construction of non-specialised waste management buildings, properties and equipment and projects not proceeded with.
See PROPERTY MANAGEMENT (COUNCIL PROPERTY) - Leasing-Out for records relating to agreements to use the organisation's facilities, such as litter bins, for advertising.
See WASTE MANAGEMENT - Service Provision for records relating to the development of waste management schemes and services, including waste management schedules.
| No | Description of records | Disposal action |
|---|---|---|
| 31.2.1 | Key records relating to the design, construction, major renovation, restoration and conservation work on specialised waste management facilities, plant and infrastructure that is of significance due to the fact that it is:
Records include:
|
Required as State archives |
| 31.2.2 | Key records relating to the design, construction, major renovation or restoration of specialised waste management facilities, plant and infrastructure that is not:
Records include:
|
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 |
| 31.2.3 | Records relating to project management for construction works. Records include:
|
Retain minimum of 12 years after project completed, then destroy |
| 31.2.4 | Records relating to the physical location and construction of landfill sites, including those owned and operated by the organisation, and those managed on behalf of the organisation. Includes records of leachate collection systems, drainage and water management systems and landfill cell lining. Records include:
|
Required as State archives |
FEES AND CHARGES
See FINANCIAL MANAGEMENT - Accounting for records relating to the management of income received from the provision of waste management services.
See FINANCIAL MANAGEMENT - Fees and charges for records relating to the setting of fees and charges for waste management services.
GUIDELINES
See CORPORATE MANAGEMENT - Procedures for records relating to waste management procedures.
See PERSONNEL - Occupational Health & Safety for records relating to guidelines or procedures specifically addressing safe work practices
See WASTE MANAGEMENT - Service Provision for records relating to crew instructions for waste removal.
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 |
|---|---|---|
| 31.5.1 | Records relating to liaison with industry, professional and customer associations, the local community, etc. on routine matters concerning waste management, waste minimisation, location of waste management facilities such as tips, etc. | Retain minimum of 5 years after action completed, then destroy |
| 31.5.2 | Records relating to liaison with other organisations and community groups on matters of major public interest or controversy with regard to waste management. Records include petitions, associated correspondence, etc. | Required as State archives |
MAINTENANCE
The activities associated with the upkeep, repair, servicing and preservation of internal/external conditions of premises, equipment, infrastructure and facilities.
See PLANT, EQUIPMENT & STORES - Maintenance for records relating to maintenance of plant and equipment.
See WASTE MANAGEMENT - Design and Construction for records relating to major maintenance and conservation work on waste management facilities.
| No | Description of records | Disposal action |
|---|---|---|
| 31.6.1 | Records relating to the rehabilitation of landfill sites, including those owned and operated by the organisation, and those managed on behalf of the organisation. Includes records of capping of used landfill sites. Records include reports, photographs, surveys and correspondence. | Required as State archives |
| 31.6.2 | Records relating to major maintenance works carried out on waste management buildings and structures. Records include:
|
Retain until property is disposed of, then destroy or transfer to new owner as required. |
| 31.6.3 | Records of routine scheduled maintenance carried out on waste management buildings and facilities, including cleaning. Records include work requests and schedules, etc. | Retain minimum of 2 years after action completed, then destroy |
| 31.6.4 | Records relating to the replacement, cleaning and repair of public litter and recycling bins. | 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.
See LEGAL SERVICES - Litigation for records relating to legal proceedings instigated by the organisation for non-compliance with notices, orders and infringement notices.
| No | Description of records | Disposal action |
|---|---|---|
| 31.7.1 | Records relating to the issue of notices for dumping of rubbish or littering. Records include notifications, submissions, supporting documentation, etc. | Retain minimum of 7 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.
| No | Description of records | Disposal action |
|---|---|---|
| 31.8.1 | Records relating to the development of medium to long term plans and strategies to support the delivery of existing waste management services and for the day-to-day management of waste management facilities, e.g. demand management plans, plans for management of waste disposal at large events, etc. Records include:
|
Retain minimum of 10 years after superseded, then destroy |
REGISTRATION
Compiled registers and summary records.
| No | Description of records | Disposal action |
|---|---|---|
| 31.9.1 | Summary records of cases of rubbish dumping, graffiti removal and littering. | Retain minimum of 7 years after action completed, then destroy |
REPORTING
The processes associated with initiating or providing a formal response to a situation or request (either internal, external or as a requirement of corporate policies), and providing formal statements or findings of the results of the examination or investigation.
| No | Description of records | Disposal action |
|---|---|---|
| 31.10.1 | Records of returns of street cleaning water, trade waste receipts, refuse disposal receipts and refuse collection vehicle reports. | Retain minimum of 1 year after action completed, then destroy |
SERVICE PROVISION
The activities relating to the provision of services by the organisation or by other agencies on behalf of the organisation.
See COMMERCIAL ACTIVITIES for records relating to the provision of waste management services on a commercial basis, such as agreements, etc.
See CORPORATE MANAGEMENT for records relating to the issue of licences to operate waste management facilities, procedures and reporting relating to waste management.
See WASTE MANAGEMENT - Maintenance for records relating to the rehabilitation of landfill sites.
| No | Description of records | Disposal action |
|---|---|---|
| 31.11.1 | Records relating to the operation and management of waste management facilities by the organisation or by other agencies and contractors on behalf of the organisation. Includes tips and depots, landfill, recycling operations and chemical waste disposal sites. Includes records of:
Note: Where there is potential for long-term health and environmental impacts due to contaminated land, records should be retained in accordance with ENVIRONMENTAL MANAGEMENT - Monitoring (entry 11.5.1) and PROPERTY MANAGEMENT - Conservation (entries 5.15.3 and 5.15.4). |
Retain minimum of 20 years after facility ceases to operate, then destroy |
| 31.11.2 | Records of routine operations, daily volumes and transactions of waste management facilities and waste collection. Includes records of:
|
Retain minimum of 7 years after action completed, then destroy |
| 31.11.3 | Records relating to agreements to provide non-residential and trade waste removal, treatment and disposal services. | Retain minimum of 7 years after expiry or termination of agreement, then destroy |
| 31.11.4 | Records relating to routine operations of domestic, commercial and trade waste collection including clean-ups, collection of garden waste, household items, green and recyclable waste, street cleaning and sweeping, special collections including chemicals, etc. Records include:
|
Retain minimum of 1 year after action completed, then destroy |
| 31.11.5 | Records relating to the provision of waste and recycling containers, programs and graffiti removal services. | Retain minimum of 2 years after action completed, then destroy |