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Public health services administrative records (GDA21)
Commercial activities
3.0.0 Commercial activities
Activities undertaken by the organisation where they compete commercially or provide services to other organisations on a fee for service basis. This includes the provision of Food, Linen, Rehabilitation and other services (for example gymnasium, health and fitness centre services) to external clients on a commercial basis or activities, such as the provision of health related expertise and professional services, undertaken on a contract or consultancy basis for other organisations.
See Corporate management – Planning for corporate or strategic plans relating to the development and expansion of such services and for business plans etc of individual units
See Research management for records relating to research projects or joint ventures
See General Retention and Disposal Authority – Administrative records for records relating to the general administration of these services or units.
See General Retention and Disposal Authority – Public Health Services: Patient/Client records for diagnostic results and reports of pathology/diagnostic services provided on a commercial basis to external organisations
3.1.0 Agreements
Processes associated with the establishment, maintenance, review and negotiation of agreements.
No | Classes of records | Disposal Action |
|---|---|---|
3.1.1 | Records relating to tenders for and the establishment, maintenance, review and negotiation of contracts and agreements relating to the provision of services to other organisations or individuals on a commercial basis | Retain minimum of 7 years after expiry of the agreement or after last action, whichever is the longer, then destroy |
No 3.1.1 Classes of records Records relating to tenders for and the establishment, maintenance, review and negotiation of contracts and agreements relating to the provision of services to other organisations or individuals on a commercial basis Disposal Action Retain minimum of 7 years after expiry of the agreement or after last action, whichever is the longer, then destroy |
3.2.0 Client management
Activities associated with the management of client relations and contact
See General Retention and Disposal Authority – Administrative records Financial management for records relating to payments, debt recovery etc.
No | Classes of records | Disposal Action |
|---|---|---|
3.2.1 | Client registration or contact details | Retain until no longer required for administrative purposes, then destroy |
3.2.2 | Records relating to routine correspondence and communications with clients concerning service arrangements | Retain minimum of 2 years after last action, then destroy |
No 3.2.1 Classes of records Client registration or contact details Disposal Action Retain until no longer required for administrative purposes, then destroy |
No 3.2.2 Classes of records Records relating to routine correspondence and communications with clients concerning service arrangements Disposal Action Retain minimum of 2 years after last action, then destroy |
3.3.0 Fees and charges
Activities associated with the management of payments for services.
See General Retention and Disposal Authority – Administrative records Financial management for invoice and accounting records relating to the receipt of payments, debt recovery etc.
| No | Classes of records | Disposal Action |
|---|---|---|
3.3.1 | Records relating to the determination of fees and charges for commercial services and to the distribution of income | Retain minimum of 5 years after last action, then destroy |
No 3.3.1 Classes of records Records relating to the determination of fees and charges for commercial services and to the distribution of income Disposal Action Retain minimum of 5 years after last action, then destroy |
3.4.0 Marketing
Activities associated with the promotion of products and services.
| No | Classes of records | Disposal Action |
|---|---|---|
3.4.1 | Records relating to the advertising or promotion of services. This includes arrangements for activities to attract or promote services and the production and distribution of advertising/promotional material. | Retain minimum of 2 years after last action, then destroy |
3.4.2 | Promotional brochures, flyers, leaflets etc | Retain until superseded, then destroy |
No 3.4.1 Classes of records Records relating to the advertising or promotion of services. This includes arrangements for activities to attract or promote services and the production and distribution of advertising/promotional material. Disposal Action Retain minimum of 2 years after last action, then destroy |
No 3.4.2 Classes of records Promotional brochures, flyers, leaflets etc Disposal Action Retain until superseded, then destroy |
3.5.0 Projects
Activities associated with the management of specific projects, consultancies or business initiatives.
| No | Classes of records | Disposal Action |
|---|---|---|
3.5.1 | Records relating to projects or services provided on a consultancy or fee for service basis. This includes progress reports, working papers etc. | Retain minimum of 7 years after all terms and conditions of the agreement have been completed or expired, then destroy |
3.5.2 | Records relating to proposals for and appraisals of projects concerning commercial or business opportunities | Retain minimum of 5 years after last action, then destroy |
No 3.5.1 Classes of records Records relating to projects or services provided on a consultancy or fee for service basis. This includes progress reports, working papers etc. Disposal Action Retain minimum of 7 years after all terms and conditions of the agreement have been completed or expired, then destroy |
No 3.5.2 Classes of records Records relating to proposals for and appraisals of projects concerning commercial or business opportunities Disposal Action Retain minimum of 5 years after last action, then destroy |
3.6.0 Reporting
The provision of a formal response to a situation or request for information or as a requirement concerning aspects of the organisation’s responsibilities, performance or activities.
See also Corporate management – Reporting.
No | Classes of records | Disposal Action |
|---|---|---|
3.6.1 | Records relating to the evaluation and review of commercial activities and associated reports or recommendations | Retain minimum of 5 years after last action, then destroy |
No 3.6.1 Classes of records Records relating to the evaluation and review of commercial activities and associated reports or recommendations Disposal Action Retain minimum of 5 years after last action, then destroy |