[Where the practice is different from the above statement, amend as appropriate. Add details of other procedures in place for vital records, e.g. a register of vital records, whose responsibility, review of the status of vital records at regular intervals e.g. annually]. Backup Procedures for Electronic Records Electronic records of the <LG> are backed up daily/weekly/monthly/six monthly. The back-ups are stored offsite [delete/alter as appropriate]. [Provide details of tape rotation, how long backups are retained (e.g. before being overwritten) and processes for testing (e.g. that backups were completed successfully and that information is retrievable over time).] Preservation of Electronic Records The <LG> has implemented the following processes to ensure that electronic records are accessible and readable for as long as required: as appropriate] Media used to store electronic information is periodically checked [include frequency] to ensure the information is accessible and readable; Digital storage media, including removable storage devices, is refreshed as necessary to prevent data loss [include a brief description of the process]; and Electronic records requiring long term retention are maintained in an appropriate format for long term preservation [include a brief description of the process]. Security The following security measures have been implemented by the <LG> to prevent unauthorized access to records: Hard copy records are stored in a locked/secure room accessible only to records staff. A bar code system is in place to enable the tracking of records. [Amend as appropriate]. Hard copy records stored offsite are located at [insert details, whether or not at a commercial facility, and describe conditions]. Electronic records have varying degrees of access depending on delegations assigned to staff within the organization. Electronic records are backed up on a regular basis as described previously. Access to server rooms is restricted to authorized staff using swipe card access. [Amend as appropriate] [Add other relevant security measures which are in place in the local government agency.] Storage Reviews The records storage facility(ies) utilised by the <LG> are reviewed regularly [state how often] to ensure that conditions are appropriate for the organization’s records. [Provide
Information Management The function of managing the LG’s information resources, including the storage, retrieval, archives, processing and communications of all information in any format. Information Technology The function of acquiring and managing communications and information technology and databases to support the business operations of the LG. Land Use & Planning The function of establishing a medium to long term policy framework for the management of the natural and built environments. Laws & Enforcement The function of regulating, notifying, prosecuting, and applying penalties in relation to the Council's regulatory role. Legal Services The function of providing legal services to the LG. Parks & Reserves The function of acquiring, managing, designing and constructing and reserves, either owned or controlled and managed by the LG. Personnel The function of managing the conditions of employment and administration of personnel at the LG, including consultants and volunteers. Plant, Equipment & Stores The function of managing the purchase, hire or leasing of all plant and vehicles, and other equipment. Includes the management of the LG’s stores. Does not include the acquisition of information technology and telecommunications. Public Health The function of managing, monitoring and regulating activities to protect and improve public health under the terms of the Public Health Act, health codes, standards and regulations. Rates & Valuations The function of managing, regulating, setting and collecting income through the valuation of rateable land and other charges. Recreation & Cultural Services The function of LG in arranging, promoting or encouraging programs and events in visual arts, craft, music, performing arts, sports and recreation, cultural activities and services. Risk Management The function of managing and reducing the risk of loss of LG properties and equipment and risks to personnel. Roads The provision of road construction and maintenance of rural roads and associated street services to property owners within the LG area. Sewerage & Drainage The function of designing and constructing, maintaining and managing the liquid system, including drainage, sewerage collection and treatment, stormwater and flood mitigation works. Traffic & Transport The function of planning for transport infrastructure and the efficient movement and parking of traffic. Encompasses all service/facilities above the road surface and includes all forms of public transport. Waste Management The function of providing services by the LG to ratepayers for the removal of solid waste, destruction and waste reduction. Water Supply The function of managing the design, construction, maintenance and management of supplies, either by the LG or by service providers.