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Public health services administrative records (GDA21)
Corporate management
5.0.0 Corporate management
The function of managing the organisation as a whole, including management of the governing body of the organisation. This includes activities associated with the development of the organisation’s mission, objectives and policy, establishment of organisational structures, strategic and business planning to determine methods of operation and priorities for service delivery, performance monitoring of the management and operations of the organisation and management of the Board(including former hospital and Area Health Service boards) or equivalent governing body of the organisation.
See also General Retention and Disposal Authority – Administrative records Strategic management.
5.1.0 Agreements
Processes associated with the establishment, maintenance, review and negotiation of agreements.
No | Classes of records | Disposal Action |
|---|---|---|
5.1.1 | Records relating to agreements, memorandum of understanding etc with the NSW Department of Health, Area Health Services or other organisations having implications for major liabilities, obligations or governance of the organisation as a whole | Required as State archives |
No 5.1.1 Classes of records Records relating to agreements, memorandum of understanding etc with the NSW Department of Health, Area Health Services or other organisations having implications for major liabilities, obligations or governance of the organisation as a whole Disposal Action Required as State archives |
5.2.0 Board management
Activities associated with the management of Boards or equivalent governing body of an organisation
See Committees for records relating to Committees or Sub Committees established by the Board
No | Classes of records | Disposal Action |
|---|---|---|
5.2.1 | Records relating to appointments. This includes records relating to terms and conditions of appointments and disclosures of pecuniary interests of Board members. | Required as State archives |
5.2.2 | Master set of minutes, agendas, resolutions, reports and associated background and working papers etc of the Board | Required as State archives |
5.2.3 | Duplicates or copies of minutes, agendas etc circulated or maintained for reference or information purposes | Retain until no longer required for administrative or reference purposes, then destroy |
5.2.4 | Records relating to nominations for appointments to the Board | Retain minimum of 6 months after appointments are finalised, then destroy |
5.2.5 | Records relating to arrangements for the payment of remuneration and allowances (including travel and subsistence allowances) to Board members | Retain minimum of 6 years after last action, then destroy |
No 5.2.1 Classes of records Records relating to appointments. This includes records relating to terms and conditions of appointments and disclosures of pecuniary interests of Board members. Disposal Action Required as State archives |
No 5.2.2 Classes of records Master set of minutes, agendas, resolutions, reports and associated background and working papers etc of the Board Disposal Action Required as State archives |
No 5.2.3 Classes of records Duplicates or copies of minutes, agendas etc circulated or maintained for reference or information purposes Disposal Action Retain until no longer required for administrative or reference purposes, then destroy |
No 5.2.4 Classes of records Records relating to nominations for appointments to the Board Disposal Action Retain minimum of 6 months after appointments are finalised, then destroy |
No 5.2.5 Classes of records Records relating to arrangements for the payment of remuneration and allowances (including travel and subsistence allowances) to Board members Disposal Action Retain minimum of 6 years after last action, then destroy |
5.3.0 Committees
The activities associated with the management of committees3, councils, task forces, working groups etc (internal, external, private, local, state, Commonwealth etc). Includes the committee’s establishment, terms of reference and appointment of members, proceedings, minutes, reports, agendas etc.
5.4.0 Counter disaster planning
Activities associated with planning for and management of emergency services co-ordination in the event of a disaster such as flood, fire, accident or environmental damage in accordance with NSW Health State disaster planning. This includes planning for matters such as:
- public health
- medical response
- mental health
- liaison with other agencies, including local government, Federal and interstate agencies protocols and standard operating procedures
No | Classes of records | Disposal Action |
|---|---|---|
5.4.1 | Plans, policies and protocols for counter disaster or emergency response operations | Retain minimum of 10 years after superseded, then destroy |
5.4.2 | Records relating to the development and administration of the State Disaster Plan. This includes records of exercises and testing, operational debriefs, assignment of responsible officers etc. | Retain minimum of 5 years after action, then destroy |
No 5.4.1 Classes of records Plans, policies and protocols for counter disaster or emergency response operations Disposal Action Retain minimum of 10 years after superseded, then destroy |
No 5.4.2 Classes of records Records relating to the development and administration of the State Disaster Plan. This includes records of exercises and testing, operational debriefs, assignment of responsible officers etc. Disposal Action Retain minimum of 5 years after action, then destroy |
5.5.0 Legislation
See also General Retention and Disposal Authority – Administrative records Strategic management.
No | Classes of records | Disposal Action |
|---|---|---|
5.5.1 | Master set of by-laws made by the organisation | Required as State archives |
5.5.2 | Records relating to the development of by-laws | Retain minimum of 10 years after action completed, then destroy |
No 5.5.1 Classes of records Master set of by-laws made by the organisation Disposal Action Required as State archives |
No 5.5.2 Classes of records Records relating to the development of by-laws Disposal Action Retain minimum of 10 years after action completed, then destroy |
5.6.0 Performance management
Activities associated with the evaluation of corporate performance to ensure the organisation’s goals and objectives are achieved
See General Retention and Disposal Authority – Personnel records Personnel for records relating to individual performance management agreements and assessments etc
No | Classes of records | Disposal Action |
|---|---|---|
5.6.1 | Records relating to evaluations, reviews or appraisals of management performance | Retain minimum of 10 years after last action, then destroy |
5.6.2 | Records relating to the evaluation of performance and delivery of health outcomes for individual units or comparison of services | Retain minimum of 10 years after last action, then destroy |
No 5.6.1 Classes of records Records relating to evaluations, reviews or appraisals of management performance Disposal Action Retain minimum of 10 years after last action, then destroy |
No 5.6.2 Classes of records Records relating to the evaluation of performance and delivery of health outcomes for individual units or comparison of services Disposal Action Retain minimum of 10 years after last action, then destroy |
5.7.0 Planning
The process of formulating ways in which objectives can be achieved. Includes determination of services, needs and solutions to meet those needs.
No | Classes of records | Disposal Action |
|---|---|---|
5.7.1 | Records relating to the development of corporate, business and strategic or targeted health service plans for the whole organisation, area or state wide services. This includes records relating to the development of the corporate mission and vision of the organisation and master copies of final approved plans. | Required as State archives |
5.7.2 | Records relating to the development and implementation of operational, business or action plans of individual departments, programs, units, facilities or services. This includes records of planning meetings etc. | Retain minimum of 5 years after plan is superseded, then destroy |
No 5.7.1 Classes of records Records relating to the development of corporate, business and strategic or targeted health service plans for the whole organisation, area or state wide services. This includes records relating to the development of the corporate mission and vision of the organisation and master copies of final approved plans. Disposal Action Required as State archives |
No 5.7.2 Classes of records Records relating to the development and implementation of operational, business or action plans of individual departments, programs, units, facilities or services. This includes records of planning meetings etc. Disposal Action Retain minimum of 5 years after plan is superseded, then destroy |
5.8.0 Policy
The activities associated with developing and establishing decisions, directions and precedents which act as a reference for future decision making and/or as the basis from which the organisation’s operating procedures are determined
See Clinical services – Policy and procedures for locally developed policies, procedures, protocols etc relating to clinical practices.
See also General Retention and Disposal Authority – Administrative records Strategic management.
No | Classes of records | Disposal Action |
|---|---|---|
5.8.1 | Records relating to the implementation of NSW Department of Health policy initiatives, directives or guidelines concerning health care services or patient/client health care matters. This includes policies developed locally in accordance with NSW Department of Health directives, master copies of directives relating to the communication and promulgation of the policy throughout an organisation. | Retain minimum of 10 years after superseded, then destroy |
5.8.2 | Records relating to the formulation and implementation of the organisation’s own operational policies. Includes records of policy proposals, background research, consultation drafts, final versions of policy documents and masters of directives and memorandum. This includes policies dealing with operational or administrative matters eg privacy, travel, use of equipment, vehicles etc. | Retain minimum of 10 years after superseded, then destroy |
5.8.3 | Records relating to the development of standards or codes of conduct relating to ethical behaviour, professional practices etc4 | Retain minimum of 5 years after revised or superseded, then destroy |
No 5.8.1 Classes of records Records relating to the implementation of NSW Department of Health policy initiatives, directives or guidelines concerning health care services or patient/client health care matters. This includes policies developed locally in accordance with NSW Department of Health directives, master copies of directives relating to the communication and promulgation of the policy throughout an organisation. Disposal Action Retain minimum of 10 years after superseded, then destroy |
No 5.8.2 Classes of records Records relating to the formulation and implementation of the organisation’s own operational policies. Includes records of policy proposals, background research, consultation drafts, final versions of policy documents and masters of directives and memorandum. This includes policies dealing with operational or administrative matters eg privacy, travel, use of equipment, vehicles etc. Disposal Action Retain minimum of 10 years after superseded, then destroy |
No 5.8.3 Classes of records Records relating to the development of standards or codes of conduct relating to ethical behaviour, professional practices etc4 Disposal Action Retain minimum of 5 years after revised or superseded, then destroy |
5.9.0 Procedures
Standard methods of operating laid down by an organisation according to formulated policy,
See Clinical services – Policy and procedures for locally developed policies, procedures, protocols etc relating to clinical practices.
No | Classes of records | Disposal Action |
|---|---|---|
5.9.1 | Master copies and associated records relating to the development and implementation of procedures, guidelines, manuals etc concerning the management or provision of health care services. This includes procedures etc developed locally or implemented in accordance with Department of Health directives5. | Retain minimum of 10 years after superseded, then destroy |
5.9.2 | Procedures, guidelines or manuals etc and related records concerning general operational or routine administrative matters eg travel, use of vehicles, equipment, facilities etc | Retain until superseded and no longer required for ongoing reference purposes, then destroy |
No 5.9.1 Classes of records Master copies and associated records relating to the development and implementation of procedures, guidelines, manuals etc concerning the management or provision of health care services. This includes procedures etc developed locally or implemented in accordance with Department of Health directives5. Disposal Action Retain minimum of 10 years after superseded, then destroy |
No 5.9.2 Classes of records Procedures, guidelines or manuals etc and related records concerning general operational or routine administrative matters eg travel, use of vehicles, equipment, facilities etc Disposal Action Retain until superseded and no longer required for ongoing reference purposes, then destroy |
5.10.0 Reporting
The provision of a formal response to a situation or request or as a requirement concerning aspects of the organisation’s responsibilities, performance or activities.
See Government relations for records relating to the reporting of incidents or sentinel events.
No | Classes of records | Disposal Action |
|---|---|---|
5.10.1 | Master copies of published reports | Required as State archives |
5.10.2 | Internal reports to executive management or to external organisations such as the Minister, NSW Department of Health etc regarding the operations of the organisation and/or health status of the population served by the organisation. This includes reports concerning proposed initiatives or reforms of services, organisational structures or planning processes. | Required as State archives |
5.10.3 | Records relating to the preparation and submission of internal business and action reports eg monthly or quarterly reports on activities and progress | Retain minimum of 5 years after last action, then destroy |
5.10.4 | Records of standard returns and statistical information supplied either internally or to external bodies | Retain minimum of 2 years after action completed, then destroy |
No 5.10.1 Classes of records Master copies of published reports Disposal Action Required as State archives |
No 5.10.2 Classes of records Internal reports to executive management or to external organisations such as the Minister, NSW Department of Health etc regarding the operations of the organisation and/or health status of the population served by the organisation. This includes reports concerning proposed initiatives or reforms of services, organisational structures or planning processes. Disposal Action Required as State archives |
No 5.10.3 Classes of records Records relating to the preparation and submission of internal business and action reports eg monthly or quarterly reports on activities and progress Disposal Action Retain minimum of 5 years after last action, then destroy |
No 5.10.4 Classes of records Records of standard returns and statistical information supplied either internally or to external bodies Disposal Action Retain minimum of 2 years after action completed, then destroy |
5.11.0 Risk management
The processes involved in the identification of risks, the likelihood and consequences of those risks and the implementation of appropriate practices and procedures to reduce the impact of loss arising from the risk
See Counter Disaster Planning for records relating to State emergency service planning
See Clinical services for records relating to the monitoring of incidents involving patients
See Government relations for records relating to the reporting of incidents or matters to external agencies
See Education, training and staff Development for the training of staff in measures to prevent the spread of disease or infections.
See General Retention and Disposal Authority – Personnel records and General Retention and Disposal Authority – Administrative records Occupational health & safety for records relating to the vaccination and health screening of staff
No | Classes of records | Disposal Action |
|---|---|---|
5.11.1 | Records relating to the development of risk, hazard or disaster management plans for the organisation, individual facilities or units or for specific events. This includes risk management or disaster recovery plans relating to such matters as security, fire safety, infection control, radiation safety, waste management etc. | Retain minimum of 7 years after plan superseded, then destroy |
5.11.2 | Records relating to the implementation of risk, hazard or disaster management plans, programs or processes. This includes records relating to the testing of plans and the monitoring and surveillance of risk occurrences (such as outbreaks of nosocomial infections within a facility) and associated reports. | Retain minimum of 7 years after last action, then destroy |
No 5.11.1 Classes of records Records relating to the development of risk, hazard or disaster management plans for the organisation, individual facilities or units or for specific events. This includes risk management or disaster recovery plans relating to such matters as security, fire safety, infection control, radiation safety, waste management etc. Disposal Action Retain minimum of 7 years after plan superseded, then destroy |
No 5.11.2 Classes of records Records relating to the implementation of risk, hazard or disaster management plans, programs or processes. This includes records relating to the testing of plans and the monitoring and surveillance of risk occurrences (such as outbreaks of nosocomial infections within a facility) and associated reports. Disposal Action Retain minimum of 7 years after last action, then destroy |