The CMTD Records Management Program is based on the Territory Records Act 2002 and establishes a framework for ensuring responsible management of records and record keeping systems. The framework means that the Directorate can effectively:
- provide evidence of decisions, authorisations and activities; and
- support business activities through the making, proper storage and retrieval of useable and reliable records, thus contributing to the efficiency and effectiveness of the Directorate.
As part of the Records Management Program, the Directorate has a Records Management Policy and a Procedures Manual. The Directorate uses a Business Functional Thesaurus based on the Territory Version of the Keyword AAA and agency-specific records disposal schedules.
Approved Disposal Schedules
Records Disposal Schedule Name | Effective | Year and No. |
|---|---|---|
Territory Records (Records Disposal Schedule – Arts and Cultural Development Records) Approval 2004 (No.1) | 18 June 2004 | Notifiable Instrument No. NI2004-179 |
Territory Records (Records Disposal Schedule – Legislative Assembly Secretariat Records) Approval 2004 (No.1) | 18 June 2004 | Notifiable Instrument No. NI2004-177 |
Territory Records (Records Disposal Schedule – Traffic and Transport Records) Approval 2004 (No.1) | 18 June 2004 | Notifiable Instrument No. NI2004-180 |
Territory Records (Records Disposal Schedule – Disability, Housing and Community Services Records) Approval 2005 (No.1) | 25 February 2005 | Notifiable Instrument No. NI2005-94 |
Territory Records (Records Disposal Schedule – Inquiries & Commissions Records) Approval 2005 (No.1) | 6 May 2005 | Notifiable Instrument No. NI2005-155 |
Territory Records (Records Disposal Schedule – Disaster Recovery (Human Services) Records) Approval 2005 (No.1) | 6 May 2005 | Notifiable Instrument No. NI2005-157 |
Territory Records (Records Disposal Schedule – Workcover Records) Approval 2005 (No.1) | 28 October 2005 | Notifiable Instrument No. NI2005-399 |
Territory Records (Records Disposal Schedule – Venue & Event Management Records) Approval 2005 (No.1) | 28 October 2005 | Notifiable Instrument No. NI2005-402 |
Territory Records (Records Disposal Schedule – Public Sector Management Records) Approval 2006 (No.1) | 3 February 2006 | Notifiable Instrument No. NI2006-29 |
Territory Records (Records Disposal Schedule – Land Development Records) Approval 2006 (No.1) | 21 April 2006 | Notifiable Instrument No. NI2006-136 |
Territory Records (Records Disposal Schedule – Community Development Records) Approval 2006 (No.1) | 14 July 2006 | Notifiable Instrument No. NI2006-257 |
Territory Records (Records Disposal Schedule – Industry Long Service Leave Records) Approval 2006 (No.1) | 14 July 2006 | Notifiable Instrument No. NI2006-256 |
Territory Records (Records Disposal Schedule – Industry Development Records) Approval 2006 (No.1) | 26 September 2006 | Notifiable Instrument No. NI2006-347 |
Territory Records (Records Disposal Schedule – Information and Communications Technologies Records) Approval 2007 (No.1) | 19 June 2007 | Notifiable Instrument No. NI2007-176 |
Territory Records (Records Disposal Schedule – Government Coordination Records) Approval 2007 (No.1) | 14 September 2007 | Notifiable Instrument No. NI2007-280 |
Territory Records (Records Disposal Schedule – Milk Vending Records) Approval 2007 (No.1) | 9 October 2007 | Notifiable Instrument No. NI2007-311 |
Territory Records (Records Disposal Schedule – Procurement Records) Approval 2007 (No.1) | 9 October 2007 | Notifiable Instrument No. NI2007-312 |
Territory Records (Records Disposal Schedule – Territory Administrative Records Disposal Schedules – Establishment Records) Approval 2009 (No.1) | 11 September 2009 | Notifiable Instrument No. NI2009-437 |
Territory Records (Records Disposal Schedule – Territory Administrative Records Disposal Schedules – Legal Services Records) Approval 2009 (No.1) | 11 September 2009 | Notifiable Instrument No. NI2009-443 |
Territory Records (Records Disposal Schedule – Territory Administrative Records Disposal Schedules – Occupational Health and Safety (OH&S) Records) Approval 2009 (No.1) | 11 September 2009 | Notifiable Instrument No. NI2009-444 |
Territory Records (Records Disposal Schedule – Territory Administrative Records Disposal Schedules – Strategic Management Records) Approval 2009 (No.1) | 11 September 2009 | Notifiable Instrument No. NI2009-453 |
Territory Records (Records Disposal Schedule – Territory Administrative Records Disposal Schedules – Technology and Telecommunications Records) Approvals 2009 (No.1) | 11 September 2009 | Notifiable Instrument No. NI2009-454 |
Territory Records (Records Disposal Schedule – Territory Administrative Records Disposal Schedules – Community Relations Records) Approval 2011 (No.1) | 8 March 2011 | Notifiable Instrument No. NI2011-84 |
Territory Records (Records Disposal Schedule – Environmental Management Records) Approval 2011 (No.1) | 25 March 2011 | Notifiable Instrument No. NI2011-86 |
Territory Records (Records Disposal Schedule – Territory Administrative Records Disposal Schedules – Government Relations Records) Approval 2011 (No.1) | 8 March 2011 | Notifiable Instrument No. NI2011-88 |
Territory Records (Records Disposal Schedule – Territory Administrative Records Disposal Schedules – Industrial Relations Records) Approval 2011 (No.1) | 8 March 2011 | Notifiable Instrument No. NI2011-90 |
Territory Records (Records Disposal Schedule – Territory Administrative Records Disposal Schedules – Information Management Records) Approval 2011 (No.1) | 8 March 2011 | Notifiable Instrument No. NI2011-92 |
Territory Records (Records Disposal Schedule – Parks, Reserves and Public Places Records) Approval 2011 (No.1) | 8 March 2011 | Notifiable Instrument No. NI2011-94 |
Territory Records (Records Disposal Schedule – Workplace and Safety Policy Records) Approval 2011 (No.1) | 8 March 2011 | Notifiable Instrument No. NI2011-96 |
Territory Records (Records Disposal Schedule – Territory Administrative Records Disposal Schedules – Personnel Records) Approval 2011 (No.1) | 8 March 2011 | Notifiable Instrument No. NI2011-97 |
Territory Records (Records Disposal Schedule – Financial Management Records) Approval 2011 (No.1) | 2 September 2011 | Notifiable Instrument No. NI2011-482 |
Territory Records (Records Disposal Schedule – Compensation Records) Approval 2012 (No.1) | 11 April 2012 | Notifiable Instrument No. NI2012-183 |
Territory Records (Records Disposal Schedule – Equipment and Stores Records) Approval 2012 (No.1) | 13 April 2012 | Notifiable Instrument No. NI2012-186 |
Territory Records (Records Disposal Schedule – Fleet Management Records) Approval 2012 (No.1) | 13 April 2012 | Notifiable Instrument No. NI2012-187 |
Territory Records (Records Disposal Schedule – Publication Records) Approval 2013 (No.1) | 30 August 2013 | Notifiable Instrument No. NI2013-370 |
Territory Records (Records Disposal Schedule – Property Management Records) Approval 2013 (No.1) | 30 August 2013 | Notifiable Instrument No. NI2013-371 |
The Records Management Policy, Procedures Manual, Functional Thesaurus and Records Disposal Schedules were available to staff on the Directorate's intranet site along with ancillary documents that highlight particular procedures or aspects of policy. A Corporate factsheet is included in the Key Directorate Information Pack supplied to new staff on commencement. The Policy and Manual are available for public viewing by contacting the Directorate's Records Manager.
In accordance with section 16(2)(i) of the Territory Records Act 2002, the Directorate has put in place a process to preserve records that may allow people to establish links with their Aboriginal or Torres Strait Islander heritage. This process, outlined in the Directorate's record keeping procedures, requires business units to determine if records contain information that may allow people to establish links with their Aboriginal or Torres Strait Islander heritage before seeking the Directorate's Records Manager's agreement to destroy records and where the record does contain such information, it is retained and preserved as an archive.
Part 3 Agency Records - Access of the Territory Records Act 2002, provides public access to records older than twenty years. Records are presumed to be available for access unless they clearly belong to an exempt category and have been exempted by the Director of Territory Records.
The Directorate continued to work with the ACT Government Archivist and Record Services to respond to inquiries received from members of the public for access to these older records. During the reporting period, the Directorate responded to four public access requests.
Part 3 of the Records Act also deals with access to, and release of, records of the Executive. Under the Act, an Executive record is a record that is formally submitted by a Minister to a meeting of the Executive (or Cabinet) and/or the official record of a meeting of the Executive. Under the Act, at Canberra Day each year, Executive records created more than ten years before that day become accessible.
The list of accessible records is published on the Directorate's website and is updated each March.