Schedule GDA6 covers only Common Corporate Service Public Records (e.g. human resources, finance, administration, etc.) Class Number Class Description Examples Minimum retention period by agencies Disposal Action Previous GDA Ref 1.0.0 POLICIES & PLANNING 1.1.0 Policy & Procedures 1.1.1 Strategic Corporate Policy and Procedures Records that document common policies and procedures. These provide the authority for and the development of administrative policies and procedures. High level Policy & procedure manuals Standard employment conditions Standards of practice Policy directives, instructions & memoranda Guidelines for employee relations Procedural guidelines Internal audit criteria 10 years from last information entry date Transfer to Archives New Zealand • GDA1 2.1 • GDA2 1.1 1.1.2 Reviews of Strategic Corporate Policies and Procedures Reviews, reports and evaluations that change common strategic corporate policies and procedures, and as a result change the way the work is carried out. Reports reviewing organisational structures Change management proposals Evaluation of key policy initiatives Risk management analysis/evaluation reports 10 years from last information entry date Transfer to Archives New Zealand • GDA1 2.3 • GDA2 1.3
1.1.3 Operational Corporate Policies and Procedures Operational policies and procedures that enable the implementation of strategic corporate policies, procedures and instructions. Time recording requirements Training procedures Instructions on applying for allowances Instructions for routine procedures (e.g. Office procedure manuals, distributing circulars & memos to staff) Documentation of routine administrative processes (e.g. updating staff records) Library policy & procedures Travel policy & procedure 7 from last information entry date Destroy • GDA1 2.2 • GDA2 1.2 • GDA4 1.1 1.1.4 Reviews of Operational Corporate Policies and Procedures Reports reviewing administrative procedures Change management proposals Risk management analysis/evaluation reports 7 years from last information entry date Destroy • GDA4 1.2 1.1.5 Input to the formation of agency decisions and policies Inputs from either staff or employee networks, and other similar empowering initiatives. This includes inputs: • into heath, safety and welfare • produced from knowledge and experience gathered from study awards, post-graduate training and visits programme Submissions and input into agency policy development Post-evaluation reports 10 years from last information entry date Transfer to Archives New Zealand • GDA1 12.2 • GDA1 12.4
1.2.0 Planning & Reporting 1.2.1 Corporate Planning and Reporting Corporate and strategic planning records and accountability reports. Annual and strategic plans Annual reports Consolidated management reports on overall Human Resources activities and directions Monitoring of performance against targets Reports of performance measurement against output targets Organisation-wide appointment statistics Organisation-wide summary of EEO (equal Employment Opportunities) statistics and profiles Purchase Agreements Output Plan Annual financial performance reports against purchase agreement with Minister Consolidated annual financial statements and reports Capital register (e.g. land, buildings, plant & equipment) Financial analysis & monitoring of major capital expenditure projects Consolidated overviews of organisational and staffing structures 10 years from last information entry date • Companies Act 1993, s.189 Company records, s.194 Accounting records to be kept • Tax Administration Act 1994, s.22 Keeping of business and other records Transfer to Archives New Zealand • GDA1 3.1 • GDA2 2.1 • GDA1 3.4
1.2.2 Business Unit Contribution to Corporate Plan An individual business unit's contribution to strategic or corporate planning. Drafts and reports Partial versions Interim plans Figures When administratively no longer required Destroy • GDA4 2.4 1.2.3 Administrative Planning and Reporting Administrative and operational planning and reporting records. Monthly staff returns Staffing charts and statistics for individual business units Information covered by summarised strategic corporate records Published accounts District/regional office plans e.g. for finance, administration and training Records relating to minor capital expenditure, projects & programmes Accommodation reports & returns Low-level civil defence planning (e.g. building emergency planning/procedures, civil defence staffing) Fire protection & inspection reports Business unit monthly/quarterly reports Internal variance reports Information services activity reports Other occasional & ad hoc reporting 7 years from last information entry date Destroy • GDA1 3.2 • GDA2 2.2, 2.8 & 3.2 • GDA4 2.1
1.2.4 Delegations Written authority given to managers allowing them to make decisions and allocate resources. Written authority given to managers allowing financial expenditure and/or the incurring of debt Written authority given to managers allowing hiring & promotion of staff, creation of new positions, transfer of staff, etc. 7 years from last information entry date. Destroy • GDA1 3.5 • GDA2 2.6 • GDA4 2.2 1.2.5 Reporting to External Organisations Reporting returns to external organisations Monthly and other progress reporting to Treasury Labour & Statistics Departments returns (e.g. stoppage returns to Labour Department) 7 years from last information entry date Destroy • GDA2 2.9 • GDA1 9.1 Class Number Class Description Examples Minimum retention period by agencies Disposal Action Previous GDA Ref 2.0.0 MINISTERIAL, PARLIAMENTARY & LEGAL RECORDS 2.1.0 Ministerial & Parliamentary Records 2.1.1 Ministerial Approvals Ministerial financial approvals Ministerial approval of capital or operational expenditure by agency 10 years from last information entry date Transfer to Archives New Zealand • GDA2 2.4
2.1.5 Cabinet, Parliamentary & Select Committee Meetings Briefing papers and reports prepared by agency for Cabinet & Parliament that do not appear in Cabinet, Parliamentary or Select Committee records. (Note: Archives New Zealand retain copies of records presented to Cabinet, Parliamentary & Select Committees) Briefing for agency staff attending Cabinet and select committee meeting. 10 years from last information entry date Transfer to Archives New Zealand • GDA2 2.5 2.1.6 Research Papers used for Preparing Ministerial and Cabinet reports Material used in the preparation of ministerial and Cabinet reports Information from published sources Working drafts Raw data Reference material When administratively no longer required Destroy • GDA4 3.2, 3.4 2.2.0 Legislation & Legal 2.2.1 Submissions on Legislation Submissions on employment or financial legislation that would alter the legislation if implemented. Written submission by agency on legislation Briefing notes/papers for agency staff attending Cabinet and select committee meetings. 10 years from last information entry date Transfer to Archives New Zealand • GDA1 10.1 • GDA2 7.1 2.2.2 Legal Opinions that set Precedent Precedent-setting legal opinions relating to the agency's policies and practices. Interpretations of agency's own legislation and its statutory responsibilities Background to requests for opinions and advice Evidence of how legal opinions impacted on policies & practices 10 years from last information entry date Transfer to Archives New Zealand • GDA1 10.2 • GDA2 7.2 • GDA4 4.1
2.2.3 Legislative Submissions and Legal Opinions Legal opinions that do not set precedent and submissions on employment or financial legislation where changes are not suggested. Agency submissions on legislation that do not recommend legislative changes or amendments Legal opinions that do not set precedent 7 years from last information entry date Destroy • GDA1 10.3 • GDA2 7.3 • GDA4 4.2 2.2.4 Correspondence with Parliamentary Counsel Office Communication between agency and Parliamentary Counsel Office (Records of the (Parliamentary Counsel Office are covered by an disposal authority) Instructions for drafting legislation When administratively no longer required Destroy • GDA4 4.3 2.2.5 Comments on Another Agency's Statutory Regulations The agency’s input or comments on the regulations administered by other agencies where no changes are suggested. Acknowledgement or replies that contain no agency specific input or comments When administratively no longer required Destroy • GDA4 4.4 2.2.6 Ownership Documentation Deeds of title and ownership Certificates and other documents of title 10 years from last information entry date Transfer to Archives New Zealand • GDA2 10.1 2.2.7 Patents and Trade Marks Records of patents and trademarks owned by the agency. Certificates of ownership 10 years from last information entry date Transfer to Archives New Zealand • GDA2 10.2 Class Number Class Description Examples Minimum retention period by agencies Disposal Action Previous GDA Ref 3.0.0 HUMAN RESOURCES MANAGEMENT agency-
3.2.0 Recruitment & Selection 3.2.1 Recruitment Programmes Policies and statistical summaries of targeted recruitment programmes Graduate recruitment Cadetships Apprenticeships Scholarships/bursaries Police/military/teacher recruitment Maori and Pacific Island recruitment Monitoring of programme effectiveness Targeted recruitment by gender 10 years from last information entry date Transfer to Archives New Zealand • GDA1 5.1 • GDA1 5.2 3.2.2 Recruitment & Selection Processing Administration of recruitment & selection processing Advertisements of positions Contracts with consultants Applicant curriculum vitae Selection interviews & notes Testing of applicants Reference checks Administration of recruitment programmes Staff appointments Vacancies/appointments bulletins Vacancy files Work experience Appeals When all conditions have been met & administratively no longer required Destroy • GDA1 5.3
3.3.2 Nominations for External Awards & Honours Records covering agency’s nomination of staff for major honours, awards, etc. (e.g. New Zealand’s honours awards) Letters of recommendation Signed nomination forms Letters of recognition for awards 10 years from last information entry date Transfer to Archives New Zealand • GDA1 9.3 3.3.3 Award and Suggestion Schemes' Mandates & Decisions Documentation on the purpose and the scope of schemes, as well as decisions made. Terms of reference Minutes of meetings 10 years from last information entry date Transfer to Archives New Zealand • GDA4 15.5 3.3.4 Award and Suggestion Schemes' Administration Records that cover the administration of the schemes Submissions Award evaluation Suggestions When administratively no longer required Destroy • GDA4 15.6 3.4.0 Salaries & Staff 3.4.1 Leave and Attendance Records Documentation relating to the administration of staff leave and attendance. Leave cards Leave balances Leave applications Leave approvals/confirmations Timesheets Attendance registers Time-use recording Training/conference attendance returns 7 years from last information entry date • Holidays Act 2003, s.81 Employers to keep holiday and leave record • Minimum Wage Act 1983, s.8A Wages & time records • Employment Relations Act 2000, s.130 Wages & time records Destroy • GDA1 4.1 & 4.2
3.4.2 Salary Rates & Ranges Salary/wage rates and ranges for occupational groups and positions. Rate charts that show salary ranges for positions or occupational groups 7 years from last information entry date Destroy • GDA1 7.1 3.4.3 Payroll Administration Records covering the administration of payments to staff. Payroll input data Payroll deduction authorities Payroll distribution Payroll printouts Salary/wage cards Salary ledger cards Salary/wage calculations Employee pay records ACC employer & staff levies Redundancy payments 7 years from last information entry date • Minimum Wage Act 1983, s.8A Wages & time records • Goods & Services Tax Act 1985, s.75 Keeping of records • Tax Administration Act 1994, s.24 Records to be kept by employers • Employment Relations Act 2000, s.130 Destroy • GDA1 7.3 3.4.4 Employee Taxation Personnel records relating to Tax & IRD. Employee taxation records PAYE (Pay As You Earn) returns to IRD Yearly reports showing totals for student loans repayments Child support payments 7 years from last information entry date • Tax Administration Act 1994, s.24 Records to be kept by employers Destroy • GDA1 7.4
3.5.0 Employee Health, Safety & Welfare 3.5.1 Occupational Health & Safety Records relating to Occupational Health & Safety planning, hazard identification and the operation of an Occupational Health & Safety Committees. Meeting minutes Agenda Working papers Plans Hazard identification 7 years after date of last addition Destroy • GDA1 8.1 • GDA1 8.2 3.5.2 Accident & First Aid Records Accident & first aid records, except those involving fatalities or prosecution. Accident reports First aid records (e.g. sick room register) 7 years from last information entry date Health & Safety in Employment Act 1992, s.25 Recording & notification of accidents & serious harm Destroy • GDA1 8.4 3.5.3 Accident Fatalities & Prosecution Accident records covering fatalities or prosecution. Records of accident fatalities Documentation of prosecution 10 years from last information entry date Transfer to Archives New Zealand • GDA1 8.5 3.5.4 Superannuation and Medical Schemes Managed by Agency Documents relating to agency managed employee superannuation and medical schemes. All trust deeds & rules Trustee minute books Fund’s annual accounts Investment policy Investment records Actuarial valuation reports 10 years from last information entry date • Tax Administration Act 1994, s.22 Keeping of business and other records Transfer to Archives New Zealand • GDA1 8.6
3.5.5 Superannuation & Medical Schemes Managed Externally Superannuation & medical schemes not managed by the agency but by an external body (e.g. insurance company, Government Superannuation Fund, KiwiSaver) Duplicates of documents held by external body Information-only records 7 years from last information entry date Destroy • GDA1 8.7 3.5.6 Employee Surveys Summary reports of surveys of employees’ attitudes & concerns. Summary reports of survey results 10 from last information entry date Transfer to Archives New Zealand • GDA1 8.8 3.5.7 Health, Safety & Welfare Administration Administration of OHS (Occupational, Health & Safety), staff welfare & support services Safety administration Accident Compensation Corporation claims/returns Vaccination and Health Checks Workplace support services (staff counselling) Assistance programmes Survey questionnaires/forms Employment of Medical Practitioner 7 years from last information entry date Destroy • GDA1 8.9 3.5.8 Social/Sports Clubs Records relating to staff social activities and social/sports club records, including sponsorship records . Minutes of social and sports clubs Account records Records relating to agency funding, sponsorship or other assistance 7 years from last information entry date Destroy • GDA1 8.10 • GDA1 8.11
3.6.0 Employment Relations 3.6.1 Collective Agreements Collective agreements negotiated with unions or employee groups. Collective agreements, awards & contracts When all conditions have been met & administratively no longer required Destroy • GDA1 11.1 3.6.2 Negotiations with Unions Records covering negotiations with unions, where the outcome changes working conditions for employees or the reason for the discussion impacts on the agency's business e.g. pay & condition negotiations, strike action, stop works, lockouts, etc . Minutes of meetings Correspondence 10 years from last information entry date Transfer to Archives New Zealand • GDA1 11.2 3.6.3 State Services Commission & Employer Groups Discussions with State Services Commission or employer groups (e.g. Employers Federation) where the result of the meeting impacts on staff. Minutes of meetings Correspondence 10 years from last information entry date Transfer to Archives New Zealand • GDA1 11.3 3.6.4 Individual Staff Grievances, Disputes & Dismissals grievances, disputes, discrimination complaints, disciplinary matters & dismissals. (Note: Major precedent cases will be on public record in the proceedings of bodies like the Employment Tribunal, Employment Relations Authority, Employment Courts etc) Records documenting individual cases 7 years from last information entry date Destroy • GDA1 11.4
4.2.1 Cost Recovery Agreements Financial and funding arrangements & agreements with other public offices & external organisations under which the agency recovers cost for services it has provided, and the recovered funds form a large proportion of the agencies budget Agreements for the contracting out of services Agreements for cost recovery for services provided by agency When all conditions have been met & administratively no longer required Transfer to Archives New Zealand • GDA2 6.3 4.2.2 Contracts and Agreements that change the way the business operates Contracts and agreements for purchases of assets or the provision of services, where the item or service alters operations in the organisation. Original purchase contract for major capital assets Agreements that commit the expenditure of a significant proportion of the agency’s funding When all conditions have been met & administratively no longer required Transfer to Archives New Zealand • GDA2 10.3 4.2.3 On-going Contracts and Agreements Contracts and legal agreements for the on-going supply of services or the purchase of consumable items. Purchase of stationery and supplies Maintenance agreements Telephone and equipment rentals Cleaning contracts Leases (e.g. accommodation, plant and equipment) When all conditions have been met & administratively no longer required Destroy • GDA2 10.4 • GDA4 4.6 4.2.4 Tender Documentation Records of tenders submitted by the agency, or by suppliers to the agency Tender records of successful and unsuccessful bidders Tender request documents 7 from last information entry date Destroy • GDA2 10.5 4.2.5 Lease Agreements Leasing agreements and contracts on capital e.g. buildings, land, major plant, etc. Lease agreements 7 years after termination of lease agreements Destroy • GDA2 10.6
4.2.6 Disposal of Capital Assets Records detailing sale, transfer, disposal and write-offs of high value capital assets Sale agreements and contracts Asset transfer agreements 10 years from last information entry date Transfer to Archives New Zealand • GDA2 10.7 4.2.7 Insurance Insurance policies & claim documentation Copies of policies Documentation of claims made When all conditions have been met & administratively no longer required for reference purposes Destroy • GDA2 12.0 4.2.8 Accident Agreements & Contracts Agreements/contracts with Accident Compensation Corporation (ACC) &/or other accident insurers Agreements/contracts with Accident Compensation Corporation &/or other accident insurers When all conditions have been met & administratively no longer required Destroy • GDA1 8.3 4.3.0 Financial Transactions 4.3.1 General Ledger and Subsidiary Ledgers General ledgers & subsidiary ledgers recording financial transactions (including journals & cash book) General Ledger Cash book & equivalents Creditors ledger Debtors ledger Contract ledger Purchase ledger Sales ledger Asset Register (excluding consolidated major capital asset register – see Corporate Planning & Reporting) Stock records 7 years from last information entry date • Companies Act 1993, s.194 Accounting records to be kept • Tax Administration Act 1994, s.22 Keeping of business records Destroy • GDA2 8.1
4.3.2 Receipts and Expenditure Receipts and expenditure records (including staff travel) for financial transactions. Invoices & vouchers Payment vouchers Remittance advice Time & cost recording Receipt books Expenditure authorisations Petty cash Imprest accounts Expense forms Credit notes Processing of payments Foreign currency and exchange investment Routine write-offs Statement of Accounts Input forms registers Routine computer printouts Travel applications Travel insurance Travel plans Travel club memberships (e.g. Koru Club) Communication with travel agents Accommodation bookings Taxi chits Car rentals Foreign exchange bank drafts Travel advances 7 years from last information entry date • Tax Administration Act 1994, s.22 Keeping of business and other records • Goods and Services Tax Act 1985, s.75 Keeping of records • Companies Act 1993, s.194 Accounting records to be kept Destroy • GDA2 8.2 • GDA1 9.5
4.3.3 Banking Records Cheques, bills of exchange and other negotiable instruments Bank statements and reconciliations Instructions to banks Automatic payments/direct debit authorities Cheques and associated documents Cheque orders Deposit and supporting documents 7 years from last information entry • Tax Administration Act 1994, s.22 Keeping of business and other records Destroy • GDA2 8.3 4.3.4 Taxation Records Routine taxation records GST returns Routine correspondence on taxation Fringe benefit tax returns 7 years after date of last addition • Goods and Services Tax Act 1985, s.75 Keeping of records Destroy • GDA2 8.4 4.3.5 Loans Records relating applications for large loans and the use of loan funds where the requested sum is considerable in proportion to the agency's annual budget Loan agreements/contracts Risk analysis Record of loan negotiation decisions Corporate summary records of loan use When all conditions have been met & administratively no longer required for reference purposes Transfer to Archives New Zealand • GDA2 4.0 4.3.6 Trusts and Donations Records of trust funds, bequests and donations that are managed by the agency. Trust deeds Conditions of bequests Decisions on money utilisation and allocation 10 years after date of last addition Transfer to Archives New Zealand • GDA2 5.0
5.1.3 Routine & Standard Construction, Works & Engineering Records relating to minor construction, works & engineering projects, e.g. • Standard everyday construction work or alterations (e.g. fit-outs, landscaping, gardening, fencing, maintenance) • Routine maintenance & upkeep (e.g. office refurbishment, redecorating) • Construction of a standard- type design, but not a first time construction Drawings/plans Records of methods & designs used Project progress & inspection summary reports Approval certificates 7 years from last information entry date Destroy • GDA4 13.5 5.1.4 Site Plans & Building Details of Agency-Owned Property Original or master copies of site plans & building details of agency-owned property Final building specifications Final plans (e.g. floor plans) Final drawings (e.g. site elevations) Plan/map registers and indexes 10 years after date of last addition Transfer to Archives New Zealand • GDA4 13.6 5.1.5 Site Plans & Building Details of Property not owned by the Agency Site plans & building details of property not owned by the agency (e.g. rented or leased) Building specifications Plans (e.g. floor plans) Drawings (e.g. site elevations) 7 years after termination of lease and rental agreements Destroy • GDA4 13.8 5.1.6 Fixed-Term Property Access & Concession Rights Agreements granted by or to the agency that give property access & concession rights (e.g. right of way, easements, concessions, land encroachments, irrigation agreements, etc.) Legal agreements, & associated documents (e.g. plans, diagrams) When all conditions have been met & administratively no longer required Destroy • GDA4 13.9
5.1.13 Stores, Supplies, Fixtures, Fittings & Plant/Equipment Records Records documenting the procurement, installation, maintenance, storage, issue & disposal of stores, supplies and equipment. Also, records relating to procurement, issue, maintenance & repairs of fixtures. Freight consignments & delivery dockets Equipment maintenance Equipment/plant history records records & inventories Tender documentations Sales brochures & information Order/purchase documentation Fixture & fittings registers/lists Service contracts & requisition orders Financial authority forms Stationery acquisition and distribution 7 years a from last date of entry • and Services Tax Act 1985, s.75 Keeping of records Destroy • GDA2 13.0 • GDA4 15.2 5.1.14 Vehicle Records Records/information relating to the purchase, hire, maintenance, service, operation & disposal of agency vehicles [Excludes operational military vehicles] Acquisition documentation Damage reports Fleet/vehicle maintenance Fleet card records Vehicle running sheets 7 from last information entry date Destroy • GDA2 14.0 Class Number Class Description Examples Minimum retention period by agencies Disposal Action Previous GDA Ref 6.0.0 COMMUNICATIONS & EVENTS MANAGEMENT 6.1.0 Communications/Public Relations
6.1.1 External Communications Produced by Agency Records of the information communicated externally to clients, stakeholders, interested parties &/or the general public (Note: This does not apply to: • Website related documentation which is covered by 8.1.7 • Publications lodged under Legal Deposit (includes external website) Agency news releases Articles written by agency staff Major agency speeches & addresses Publications issued/sponsored by agency (e.g. newsletters, circulars, pamphlets, brochures) News briefings Scripts of films, videos or DVDs produced or commissioned by agency Publicity campaigns Education resource kits Posters Brochures New agency launches 10 years from last information entry date Transfer to Archives New Zealand (Note: Destroy duplicate copies except where these have been extensively annotated by agency staff) • GDA4 5.1 6.1.2 External Communications Received by Agency Public relations & information records received/sourced externally by agency Copies of Cabinet & Parliamentary Papers Copies of Court documents News clippings External publications External advertisements & brochures Reference & information-only material External invitations to functions When administratively no longer required Destroy • GDA4 3.4, 4.7 & 5.2 • GDA1 9.2 & 9.6 6.1.3 Internal Communications Publications produced or commissioned by the agency for internal use (Note: this class excludes any publication lodged under Legal Deposit, agencies' Intranet and social media) CEO newsletter Internal presentation programme 10 years from last information entry date Transfer one copy to Archives New Zealand (Note: Destroy duplicate • GDA4 5.3
copies except these have been extensively annotated by agency staff) 6.1.4 Sponsorship Administration Records covering routine sponsorship administration Application proposals and requests Rejection letters Routine administration (e.g. low level administrative correspondence) 7 years from last information entry date Destroy • GDA4 5.5 6.1.5 Public Surveys & Opinion Polls -Consolidated results Consolidated summary of the objectives & outcomes of client/public surveys &/or opinion polls carried out or commissioned by the agency Summary of survey/poll results Consolidated analysis reports Public attitude research Focus group summary reports Customer surveys Market research 10 years from last information entry date Transfer to Archives New Zealand • GDA4 5.6 6.1.6 Public Surveys & Opinion Polls – administration & data Records covering survey administration & raw research data (Note: This does not apply to any data used in production of Tier 1 Official Statistics) Questionnaires, Interview notes, Data sheets, Computer input & output, Sampling frames, Correspondence When administratively no longer requires Destroy • GDA4 5.7
6.1.7 Minor Complaints Complaints against the agency that do not have any direct impact on government or agency policies or decisions Correspondence & any associated attachments General complaints on policies & quality/standard of service Complaints on personal matters (e.g. traffic offences, tax matters, etc.) When administratively no longer required Destroy • GDA4 5.8 6.1.8 Approved Corporate Identity/Brand Final approved records relating to agencies corporate identity, brand & image (e.g. design of logos, letterheads, crests, etc.) Signed approvals by Executive Approve designs of logos, etc Master copies of advertising design works 10 years from last information entry date Transfer to Archives New Zealand • GDA4 5.9 6.1.9 Corporate Identity/Brand Working and Support Papers All other papers that do not contain the master copies of the approval and final designs Draft designs Supporting briefs, reports, etc 7 years after date of last addition Destroy • GDA4 5.9 6.1.10 Corporate Uniform/Wardrobe Records covering the design/selection & allocation of clothing & associated items to agency staff (Note: This does not records relating to military, police & nursing uniforms & medals, which need to be retained for appraisal unless covered by an specific schedule) Design/selection of uniform process Distribution of uniforms to staff Staff input/comments on corporate wardrobe When administratively no longer required Destroy • GDA4 5.10
7.4.2 Privacy Act Requests & Complaints that do not set Precedent Records relating to requests and complaints regarding the agency under the Privacy Act 1993 that set no precedent Information requests Agency reply to requests Communication with Privacy Commissioner Agency investigations into complaints 7 years from last information entry date Destroy • GDA4 10.2 Number Class Description Examples Minimum retention period by agencies Disposal Action Previous GDA Ref 8.0.0 BUSINESS INFORMATION SYSTEMS 8.1.1 Purchase, Development & Operational Management of Systems used to Manage &/or hold Records Records dealing with the purchase, installation, testing, maintenance & functioning of information systems used to manage, e.g.: • records and documents • personnel and human resources information (e.g. HRMIS) • finance and accounting records • payroll systems • library information systems (Note: this does not apply to records held within the records systems. When a system becomes defunct, all records should be migrated, remain accessible or be destroyed under authorisation. Please contact Archives New Zealand for advice.) System specifications, development & acquisition Purchase & maintenance agreements Installation (e.g. modems, cabling, etc.) Upgrade & modification documentation Access & security documentation Database management Allocation of equipment & services (e.g. shelving, computers, etc.) Network operations & monitoring Software licences Successful/unsuccessful IT proposals Correspondence with vendors Agency investigations into complaints Retain for active life of the system (Note: Some records may be transferred to a successor agency. These records should accompany them) Destroy • GDA4 11.1 • GDA1 9.8 • GDA2 11.3 • GDA1 7.2
8.1.7 Agency Internet/Intranet Development, Management & Administration Records relating to the development, management & administration of internet & intranet sites (Note: This does not cover actual online websites & web pages.) Development & design of Meeting minutes Updates of sites When administratively no longer required Destroy • GDA4 11.11 8.1.8 Records of Agency History/Social Development Records containing information that has been collated &/or consolidated, about the history and social development of the agency (e.g. records brought together for writing an agency history, notes &/or drafts of agency history, including histories of district offices) Consolidated records outlining growth & activities of agency Original agency documents that have been collected together for historical & social interest Original research material & notes Historical research papers Jubilee & centennial histories not available in libraries Summary histories created by agency, both published & unpublished Information on notable/significant agency events, staff & buildings Collated external communications received by agency (e.g. collections of newspaper clippings) 10 years from last information entry date Retain for appraisal (Note: Retain only one copy of published/ printed material, e.g. jubilee & centennial historical publications - Destroy any duplicates. District offices should retain published/ printed material relating to their region) • GDA4 12.1