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Public health services administrative records (GDA21)
Community relations
4.0.0 Community relations
The function of establishing rapport with the community and raising and maintaining the organisation’s broad public profile. Includes relationships with professional bodies, industry and community stakeholders and management of client services and reactions to those services.
See also General Retention and Disposal Authority – Administrative records Community relations.
4.1.0 Celebrations, ceremonies and functions
The activities associated with arranging and managing festivities, ceremonies or formal social occasions to honour observe or commemorate a particular event or occasion or to enhance the organisations internal or external relationships or to promote its services or image. This includes functions or events held for fundraising purposes.
No | Classes of records | Disposal Action |
|---|---|---|
4.1.1 | Programs, invitations, recordings and photographs of celebrations, ceremonies and functions of State significance or marking major or significant events in the history and development of the organisation for example the opening of a new hospital or major facility, centenaries, graduation ceremonies etc | Required as State archives |
4.1.2 | Records of other events and occasions | Retain until reference ceases, then destroy |
4.1.3 | Records relating to administrative arrangements for events (including acceptances, guest lists, catering, venue booking, entertainment etc) | Retain minimum of 2 years after last action, then destroy |
No 4.1.1 Classes of records Programs, invitations, recordings and photographs of celebrations, ceremonies and functions of State significance or marking major or significant events in the history and development of the organisation for example the opening of a new hospital or major facility, centenaries, graduation ceremonies etc Disposal Action Required as State archives |
No 4.1.2 Classes of records Records of other events and occasions Disposal Action Retain until reference ceases, then destroy |
No 4.1.3 Classes of records Records relating to administrative arrangements for events (including acceptances, guest lists, catering, venue booking, entertainment etc) Disposal Action Retain minimum of 2 years after last action, then destroy |
4.2.0 Communication strategies
Processes associated with identifying mechanisms and strategies for establishing and maintaining community rapport, liaison and communication networks.
See Service development – Consultation for records relating to formal consultations with stakeholder groups eg other service providers, community groups, non-government organisations etc.
No | Classes of records | Disposal Action |
|---|---|---|
4.2.1 | Records relating to the development and implementation of measures to improve communication with the community and increase consumer participation, including professional bodies, industry, community groups and other stakeholders | Retain minimum of 10 years after last action, then destroy |
No 4.2.1 Classes of records Records relating to the development and implementation of measures to improve communication with the community and increase consumer participation, including professional bodies, industry, community groups and other stakeholders Disposal Action Retain minimum of 10 years after last action, then destroy |
4.3.0 Complaints and public reaction
The process of handling public reaction to an organisation’s policies or services. This includes activities associated with the handling and resolution of grievances from patients, clients, members of the public etc.
See also General Retention and Disposal Authority – Public Health Services: Patient/Client records for records relating to complaints, incidents, investigations and/or litigation involving a health facility and a patient/client.
See Government relations for records relating to complaints and inquiries requiring notification to external organisations.
See General Retention and Disposal Authority – Administrative records Compensation and Legal services for complaints resulting in public liability claims.
No | Classes of records | Disposal Action |
|---|---|---|
4.3.1 | Summary records providing details of the nature and outcomes of complaints about the organisation or its facilities and services. Includes registers of complaints (where maintained) or formal reports to executive management summarising the nature and outcomes of complaints received. | Required as State archives |
4.3.2 | Records relating to complaints concerning non clinical matters that result in a routine response or are minor in nature or that are unsubstantiated (eg complaints about meals that do not raise issues of food safety, access to services, staff demeanour) | Retain minimum of 2 years after last action, then destroy |
4.3.3 | Letters of compliments or appreciation from patients, clients, members of the public etc | Retain until reference ceases, then destroy |
No 4.3.1 Classes of records Summary records providing details of the nature and outcomes of complaints about the organisation or its facilities and services. Includes registers of complaints (where maintained) or formal reports to executive management summarising the nature and outcomes of complaints received. Disposal Action Required as State archives |
No 4.3.2 Classes of records Records relating to complaints concerning non clinical matters that result in a routine response or are minor in nature or that are unsubstantiated (eg complaints about meals that do not raise issues of food safety, access to services, staff demeanour) Disposal Action Retain minimum of 2 years after last action, then destroy |
No 4.3.3 Classes of records Letters of compliments or appreciation from patients, clients, members of the public etc Disposal Action Retain until reference ceases, then destroy |
4.4.0 Donations and subscriptions
Activities associated with managing money, items or artefacts or property donated to the organisation and former hospital subscribers.
See General Retention and Disposal Authority – Administrative records Community relations – Marketing for records relating to sponsorships.
No | Classes of records | Disposal Action |
|---|---|---|
4.4.1 | Records documenting donations or bequests of money, items, artefacts or property that are of long term or on going value to the organisation or facility | Required as State archives |
4.4.2 | Records relating to former hospital subscribers and life members. This includes Subscriber registers, minutes of meetings etc2. | Required as State archives |
4.4.3 | Records documenting all other donations | Retain minimum of 7 years after receipt of money or disposal of item etc, then destroy |
4.4.4 | Records relating to the solicitation of donations | Retain minimum of 2 years after last action, then destroy |
4.4.5 | Donor contact details | Retain until no longer required for administrative purposes then destroy |
No 4.4.1 Classes of records Records documenting donations or bequests of money, items, artefacts or property that are of long term or on going value to the organisation or facility Disposal Action Required as State archives |
No 4.4.2 Classes of records Records relating to former hospital subscribers and life members. This includes Subscriber registers, minutes of meetings etc2. Disposal Action Required as State archives |
No 4.4.3 Classes of records Records documenting all other donations Disposal Action Retain minimum of 7 years after receipt of money or disposal of item etc, then destroy |
No 4.4.4 Classes of records Records relating to the solicitation of donations Disposal Action Retain minimum of 2 years after last action, then destroy |
No 4.4.5 Classes of records Donor contact details Disposal Action Retain until no longer required for administrative purposes then destroy |
4.5.0 Liaison
Activities associated with maintaining regular contact between the organisation and professional organisations and associations, private sector organisations and community groups.
See Clinical services records of liaison with other service providers concerning the provision of clinical services.
See Corporate management- Committees for records relating to Health Councils, Community Advisory Committees etc.
See Service development – Consultation for records relating to formal consultations with stakeholder groups eg other service providers, community groups, non-government organisations etc.
No | Classes of records | Disposal Action |
|---|---|---|
4.5.1 | Records relating to liaison with other organisations or service providers in relation to routine matters or concerning the provision or exchange of information or general advice about services | Retain minimum of 5 years after last action, then destroy |
4.5.2 | Records relating to organisational membership of professional associations | Retain until membership expires or is renewed, then destroy |
No 4.5.1 Classes of records Records relating to liaison with other organisations or service providers in relation to routine matters or concerning the provision or exchange of information or general advice about services Disposal Action Retain minimum of 5 years after last action, then destroy |
No 4.5.2 Classes of records Records relating to organisational membership of professional associations Disposal Action Retain until membership expires or is renewed, then destroy |
4.6.0 Media relations
Activities associated with establishing a relationship between the media and the organisation.
No | Classes of records | Disposal Action |
|---|---|---|
4.6.1 | Master copies of media releases or media statements prepared by or for the organisation | Required as State archives |
4.6.2 | Records relating to the management and handling of media coverage of issues involving the organisation. This includes records relating to dealings with media organisations, arrangements for interviews etc | Retain minimum of 2 years after last action, then destroy |
No 4.6.1 Classes of records Master copies of media releases or media statements prepared by or for the organisation Disposal Action Required as State archives |
No 4.6.2 Classes of records Records relating to the management and handling of media coverage of issues involving the organisation. This includes records relating to dealings with media organisations, arrangements for interviews etc Disposal Action Retain minimum of 2 years after last action, then destroy |