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State Records Authority of New South Wales Disposal Authority: DA33 Approved: 8 December 1999 Sydney Ports Corporation This authority covers records documenting the function of Port management.

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Page 1: Disposal Authority: DA33...rubbish removal 1.2.1 Records re clean-up of rubbish and general litter from foreshores and waterways, including complaints, requests and enquiries. Retain

State Records Authority of New South Wales

Disposal Authority: DA33

Approved: 8 December 1999

Sydney Ports Corporation This authority covers records documenting the function of Port management.

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STATE RECORDS AUTHORITY OF NEW SOUTH WALES

DISPOSAL AUTHORITY

DA no DA33 SR file no 99/0551

Public office Sydney Ports Corporation

Scope

This disposal authority covers records documenting the function of port management.

Authority This disposal authority is issued under Section 21(2)(c) of the State Records Act 1998. It has been approved by the Board of the State Records Authority in accordance with Section 21(3) of the State Records Act 1998.

Authorised

8/12/1999 David Roberts Date

Director State Records Authority of New South Wales

STATE RECORDS AUTHORITY OF NEW SOUTH WALES 1 OF 30

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How to use the Disposal Authority

The disposal process

The disposal of State records is a range of processes that includes assessing the value of records for future use, identifying those State records that have continuing value and identifying how soon the remainder can be destroyed or otherwise disposed of. The disposal process can also involve transfer of ownership or custody of records and the alteration of records.

This disposal authority is issued under Part 3 (Protection of State Records) section 21 (2)(c) of the State Records Act 1998 (NSW). The Act provides that records are not to be disposed of without the consent of State Records with certain defined exceptions. These exceptions include an action of disposal which is positively required by law, or which takes place in accordance with a normal administrative practice (NAP) of which State Records does not disapprove. Advice on the State Records Act can be obtained from State Records.

Purpose

This disposal authority authorises the destruction or other disposal of State records as required by the State Records Act. This authority has been prepared as part of the records disposal program of the agency. Two primary objectives of this program are to ensure that records are kept for as long as they are of value and to enable destruction or other disposal of records once they are no longer of value. State Records decisions take into account both the administrative requirements of the public office in discharging its functional responsibilities and the potential research use of the records by the NSW Government and the public. It is the duty of a public office, in submitting a draft disposal authority for approval, to disclose to State Records any information which affects the retention of the records covered by the authority.

Using the authority

This disposal authority covers records controlled by the public office and applies only to the records or classes of records described in the authority. The authority is to be used to sentence records. Sentencing is the examination of records in order to identify the disposal class or series to which they belong. This process enables the sentencing officer to determine the appropriate disposal action for the records. Advice on sentencing can be obtained from State Records.

Where the format of records has been changed this does not prevent the disposal classes or series from being used to sentence records which perform the same function. Where the method of recording the information changes (for example, from a paper-based system to an electronic one), this authority can still be used to sentence records as long as the records document the same function/s. The information must be accessible for the periods prescribed in the classes. Where a record is copied, either onto microform or digitally imaged, the original should not be disposed of without authorisation (see also the General Disposal Authority – Records of short term value that have been imaged). Public offices will need to ensure that any software, hardware or documentation required to gain continuing access to technologically dependent records is available for the periods prescribed.

STATE RECORDS AUTHORITY OF NEW SOUTH WALES 2 OF 30

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A minimum retention period in the disposal authority of more than 25 years does not imply that a still in use determination has been approved by State Records (see Part 4, Section 28 of the State Records Act, 1998).

Disposal Records that have been identified as being required as State archives should be stored in controlled environmental conditions. Control of these records should be transferred to State Records at the end of the nominated retention period.

Records that have been identified as being authorised for destruction may only be destroyed once a public office has ensured that all requirements for retaining the records are met. Retention periods set down in this authority are minimum periods only and a public office may keep records for a longer period if necessary. Reasons for longer retention can include legal requirements, administrative need, and government directives. A public office must not dispose of any records where the public office is aware of possible legal action where the records may be required as evidence. Once all requirements for retention have been met, destruction of records should be carried out in a secure and environmentally sound way. Relevant details of the destruction should be recorded.

In some cases State Records may withhold authorisation for the disposal of a particular disposal class or series or possibly a whole function or activity. This would be used where records have been identified as having some immediate short term requirements for retention such as pending legal action. These records will need to be re-appraised at the end of a designated period. This re-appraisal process is necessary as the circumstances which instigate the need for the records to be retained for a longer period may also affect the ‘value’ of the records.

Regardless of whether a record has been authorised for destruction or is required as a State archive, a public office or an officer of a public office must not permanently transfer possession or ownership of a State record to any person or organisation without the explicit authorisation of State Records.

Custody The custody column in the disposal authority is designed to assist public offices in identifying storage requirements for records prior to destruction or transfer. The directions in this column are recommendations only and are not mandatory. The type of information includes directions on how long records should be retained in the office and how long they should be kept in off-site/ secondary storage. Specific requirements for retention such as legislative requirements or legal directives may also be noted for reference.

Administrative change

This disposal authority has been designed to link records to the functions they document rather than to organisational structure. This provides for a stable disposal authority that is less affected by administrative change. The movement of specified functions between branches or units within the public office does not require the authority to be resubmitted to State Records for approval. However, when functions move from one public office to another State Records should be notified. The public office that inherits the new function will need the approval of State Records to use any existing disposal authority to sentence the records that document the function/s.

STATE RECORDS AUTHORITY OF NEW SOUTH WALES 3 OF 30

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STATE RECORDS AUTHORITY OF NEW SOUTH WALES 4 OF 30

Amendment and review of this authority

State Records must approve any amendment to this authority. Public offices that use the authority should advise State Records of any proposed changes or amendments to the authority.

State Records recommends a review of this authority after five years to establish whether its provisions are still appropriate. Either the public office or State Records may propose a review of the authority at any other time, particularly in the case of change of administrative arrangements or procedures which are likely to affect the value of the records covered by this authority.

In all cases the process of review will involve consultation between State Records and the public office. If the process of review reveals that this authority requires amendment, the necessary amendments will be made and authorised.

Contact Information

State Records Level 3, 66 Harrington Street Sydney NSW 2000 Telephone: (02) 9237 0120 Facsimile: (02) 9237 0142 E-mail: [email protected]

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Functional Disposal Authority Sydney Ports Corporation

DA No: DA33 Dates of coverage: 1912+

No Function/Activity Description Disposal Action Custody*

1.0.0 MARINE AND ENVIRONMENTAL PROTECTION

Relates to general protection of the marine and foreshore environment.

1.1.0 Action or operational plans Action, operational and similar strategic plans for combating oil or chemical spills and other major environmental disasters.

1.1.1 Records re formulation of action plans, such as Ports Operational Plans, regional Oil Spill Contingency Plans, etc. Includes each major revision of Plan.

Retain a minimum of 10 years after action completed. Required as State archives.

Retain in office 5 years, off-site 5 years.

1.1.2 Routine requests for information re Plan, routine correspondence with other marine regulatory agencies re similar Plans, drafts of plans containing only minor modifications, etc.

Retain a minimum of 2 years after action completed, then destroy.

Retain in office.

1.2.0 Clean-up campaigns and rubbish removal

1.2.1 Records re clean-up of rubbish and general litter from foreshores and waterways, including complaints, requests and enquiries.

Retain a minimum of 2 years after action completed, then destroy.

Retain in office.

1.3.0 Environmental assessment Relates to the environmental assessment of port operations.

* see How to use the disposal authority

STATE RECORDS AUTHORITY OF NEW SOUTH WALES 5 OF 30

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Sydney Ports Corporation DA No: DA33 Dates of coverage: 1912+

No Function/Activity Description Disposal Action Custody*

1.3.1 Records relating to the environmental impact of port operations, including Environmental Impact Statements. Includes records reflecting high-level policy determinations and records of major investigations.

Retain a minimum of 10 years after action completed. Required as State archives.

Retain in office 5 years, off-site 5 years.

1.3.2 Routine correspondence re environmental impact, including complaints, routine investigations, enquiries, etc.

Retain a minimum of 7 years after action completed, then destroy.

Retain in office 2 years, off-site 5 years.

1.4.0 Environmental hazard reduction

1.4.1 Records re policy and planning for discharge of water and contaminated wastes from port facilities; transport and transfer of hazardous chemicals, dust suppression programs for Coal Loaders and Grain Terminals; environmental studies and Environmental Impact Statements prepared by or on behalf of the Sydney Ports Corporation; final copies of reports; etc.

Retain a minimum of 10 years after action completed. Required as State archives.

Retain in office 5 years, off-site 5 years.

1.4.2 Records re movement and management of stockpiles; use and supply of dust suppressant and rodent control chemicals; discharge of wastes, including bilge water and sewage from boats; chemical usage or monitoring; liaison with other agencies, statistics, etc.

Retain a minimum of 7 years after action completed, then destroy.

Retain in office 2 years, off-site 5 years.

1.5.0 Litigation

* see How to use the disposal authority

STATE RECORDS AUTHORITY OF NEW SOUTH WALES 6 OF 30

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Sydney Ports Corporation DA No: DA33 Dates of coverage: 1912+

No Function/Activity Description Disposal Action Custody*

1.5.1 Records re legal cases in which part or whole liability for large-scale pollution or contamination was admitted by the Sydney Ports Corporation, or which involved major public interest or controversy, or which set precedents or produced significant changes to policy.

Retain a minimum of 15 years after action completed. Required as State archives.

Retain in office 5 years, off-site 10 years.

1.5.2 All other records re legal action or threatened legal action. Retain a minimum of 7 years after action completed, then destroy.

Retain in office 2 years, off-site 5 years.

1.6.0 Oil spills and chemical contamination

Use GDA 7 - Financial and Accounting Records for records relating to the payment of fines and the receipting, transfer and banking of monies.

1.6.1 Records relating to the management of major operations conducted to clean up significant spills or chemical contamination, or those which involve a full response from the agencies concerned, use of containment technology such as booms or skimmers, or where large areas of coastline were affected.

Retain a minimum of 20 years after action completed. Required as State archives.

Retain in office 5 years, off-site 15 years.

1.6.2 Records relating to cleaning up of minor spills where local personnel cleared the spill by non-technical means, or no action was taken.

Retain a minimum of 7 years after action completed, then destroy.

Retain in office 2 years, off-site 5 years.

1.7.0 Pollution - complaints See 1.3.2 - Environmental assessment.

* see How to use the disposal authority

STATE RECORDS AUTHORITY OF NEW SOUTH WALES 7 OF 30

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Sydney Ports Corporation DA No: DA33 Dates of coverage: 1912+

No Function/Activity Description Disposal Action Custody*

1.8.0 Pollution control - liaison

1.8.1 Correspondence with other agencies whose resources are used, shared or called upon in the event of an emergency. Includes lists of resources, contact and supply lists, emergency contacts, etc.

Retain a minimum of 7 years after action completed, then destroy.

Retain in office 2 years, off-site 5 years.

1.8.2 Routine correspondence including requests for and exchange of information, ‘information only’ documents, etc.

Retain a minimum of 2 years after action completed, then destroy.

Retain in office.

1.9.0 Remediation of land The process of removing contaminants or pollution from land and restoring it to a more natural state.

1.9.1 Records re major remediation projects, or projects in which there is significant community interest.

Retain a minimum of 20 years after action completed. Required as State archives.

Retain in office 5 years, off-site 15 years.

1.9.2 Records re remediation works of a routine or minor nature. Retain a minimum of 10 years after action completed, then destroy.

Retain in office 5 years, off-site 5 years.

1.10.0 Working parties, committees, advisory bodies, etc.

* see How to use the disposal authority

STATE RECORDS AUTHORITY OF NEW SOUTH WALES 8 OF 30

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Sydney Ports Corporation DA No: DA33 Dates of coverage: 1912+

No Function/Activity Description Disposal Action Custody*

1.10.1 Minutes, agendas, business papers, reports of, etc., of working parties and committees relating to environmental issues, foreshore protection, pollution reduction, etc., where Sydney Ports Corporation has a secretarial responsibility, or plays a major role in policy formulation.

Retain a minimum of 10 years after action completed. Required as State archives.

Retain in office 5 years, off-site 5 years.

1.10.2 Minutes, agendas, business papers, reports of, etc., of working parties and committees sent for reference or information purposes only.

Retain until reference ceases, then destroy.

Retain in office.

2.0.0 PORT ADMINISTRATION

Relates to all aspects of port operation. See also 3.0.0.0 - Port Facilities for the design, construction, maintenance and disposal of port facilities.

2.1.0 Fees and charges Includes harbour rates, berthing fees, pilotage charges, storage charges, buoying fees, stevedoring fees, equipment lease and hire fees, etc., levied by Sydney Ports Corporation on its clients.

See also 2.9.0 - Services to ships and other vessels.

Use GDA 7 - Financial and Accounting Records for invoicing, payments, banking, transfer and all other accounts records.

2.1.1 Records outlining policy relating to the levying of fees and charges.

Retain a minimum of 10 years after action completed. Required as State archives.

Retain in office 5 years, off-site 5 years.

* see How to use the disposal authority

STATE RECORDS AUTHORITY OF NEW SOUTH WALES 9 OF 30

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Sydney Ports Corporation DA No: DA33 Dates of coverage: 1912+

No Function/Activity Description Disposal Action Custody*

2.1.2 Records relating the determination and setting of amounts of fees and charges.

Retain a minimum of 6 years after action completed, then destroy.

Retain in office 2 years, off-site 4 years.

2.1.3 Routine correspondence, inquiries, records distributing information re charges, covering letters of payments, etc.

Retain a minimum of 2 years after action completed, then destroy.

Retain in office.

2.2.0 Government liaison

2.2.1 Minutes, agendas, business papers, reports of, etc., of inter-agency committees relating to port administration and operation, where Sydney Ports Corporation has a secretarial responsibility, or plays a major role in policy formulation.

Retain a minimum of 10 years after action completed. Required as State archives.

Retain in office 5 years, off-site 5 years.

2.2.2 Correspondence with other government agencies, such as the Office of Marine Administration and Australian Customs Service, and ports corporations re all aspects of port operations.

Retain a minimum of 5 years after action completed, then destroy.

Retain in office 1 year, off-site 4 years.

2.2.3 Information, including minutes, agendas, business papers, reports, form letters, etc., sent for reference purposes.

Retain until reference ceases, then destroy.

Retain in office.

2.3.0 Litigation

* see How to use the disposal authority

STATE RECORDS AUTHORITY OF NEW SOUTH WALES 10 OF 30

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Sydney Ports Corporation DA No: DA33 Dates of coverage: 1912+

No Function/Activity Description Disposal Action Custody*

2.3.1 Records re legal cases which set precedents, cause major revisions of policy or relate to matters of major public concern or controversy.

Retain a minimum of 15 years after action completed. Required as State archives.

Retain in office 5 years, off-site 10 years.

2.3.2 Records re legal proceedings for routine matters such as loss of cargo, equipment failure, damage to craft, etc. Includes legal proceedings brought by Sydney Ports Corporation for recovery of costs for damage to port facilities.

Retain a minimum of 7 years after action completed, then destroy.

Retain in office 2 years, off-site 5 years.

2.4.0 Marketing Use GDA 2 - Administrative Records.

2.5.0 Measurement records See also Section 6.15.0 - Soundings and hydrographic surveys and 6.16.0 - Tidal information.

2.5.1 Records recording various measurements taken around ports and harbours for routine administrative purposes, including water quality measurements, water current information, routine wave and wind measurements, etc.

Retain a minimum of 10 years after action completed, then destroy.

Retain in office 5 years, off-site 5 years.

2.6.0 Pilot logs

2.6.1 Daily, weekly or monthly pilot log books or sheets or equivalent records which show pilots’ activities, weather conditions, duties, staff rosters etc. Also includes pilot vessel log books or running sheets.

Retain a minimum of 10 years after action completed, then destroy.

Retain in office 5 years, off-site 5 years.

2.7.0 Regulations Use GDA 7 - Financial and Accounting Records for the

* see How to use the disposal authority

STATE RECORDS AUTHORITY OF NEW SOUTH WALES 11 OF 30

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Sydney Ports Corporation DA No: DA33 Dates of coverage: 1912+

No Function/Activity Description Disposal Action Custody*

payment, receipting, transfer and banking of monies.

2.7.1 Records relating to infringements and breaches of Regulations, such as Dangerous Goods and Pilotage Regulations. Includes copies of notices issued, correspondence re fines, action taken, investigations, etc.

Retain a minimum of 7 years after action completed, then destroy.

Retain in office 2 years, off-site 5 years.

2.7.2 Inquiries, routine correspondence, requests for information, etc. relating to port regulations.

Retain a minimum of 2 years after action completed, then destroy.

Retain in office.

2.8.0 Safety and accident prevention

Use GDA 2 - Administrative Records for records relating to Occupational Health and Safety and workplace safety.

See 5.4.0 -Incidents for records relating to shipping accidents, complaints, etc.

2.8.1 Records re the formulation of high-level policy and plans relating to accident prevention or safety procedures for ships and other vessels using Corporation-owned port facilities.

Retain a minimum of 10 years after action completed. Required as State archives.

Retain in office 5 years, off-site 5 years.

2.8.2 Routine correspondence re safety procedures, enquiries, requests for information, etc.

Retain a minimum of 2 years after action completed, then destroy.

Retain in office.

2.9.0 Services to ships and other See also 2.1.0 - Fees and charges.

* see How to use the disposal authority

STATE RECORDS AUTHORITY OF NEW SOUTH WALES 12 OF 30

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Sydney Ports Corporation DA No: DA33 Dates of coverage: 1912+

No Function/Activity Description Disposal Action Custody*

vessels Use GDA 7 – Financial and Accounting Records for records re the invoicing, receipting, banking and transfer of monies.

2.9.1 Records relating to the provision of electricity, lighting, telephones, water, etc. to ships and other vessels using port facilities, wharves or jetties.

Retain a minimum of 2 years after action completed, then destroy.

Retain in office.

2.10.0 Shipping information and returns

See also 5.0.0 - Vessels and ships.

2.10.1 Official registers and returns of shipping in ports, including berthing registers, inwards and outwards shipping registers, tonnage registers, etc.

Retain a minimum of 10 years after action completed. Required as State archives.

Retain in office 5 years, off-site 5 years.

2.10.2 Inwards and outwards shipping manifests, including passenger manifests.

Retain a minimum of 7 years after action completed, then destroy.

Retain in office 2 years, off-site 5 years.

3.0.0 PORT FACILITIES Relates to the design, construction, maintenance and disposal of port facilities. See also 2.0.0.0 - Port Administration for all aspects of port operation.

3.1.0 Design and construction

3.1.1 One (1) copy of records relating to the design and construction of large-scale or special-purpose port facilities such as grain

Retain a minimum of 20 years after action

Retain in office 5 years, off-site 15

* see How to use the disposal authority

STATE RECORDS AUTHORITY OF NEW SOUTH WALES 13 OF 30

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Sydney Ports Corporation DA No: DA33 Dates of coverage: 1912+

No Function/Activity Description Disposal Action Custody*

terminals, passenger terminals, coal loaders, bulk storage facilities, major wharves and slipways, etc. Includes successful tender document, specifications, plans and contract documents, Environmental Impact Statements, etc.

completed. Required as State archives.

years.

3.1.2 Records relating to the construction of pilot stations, signal stations, offices, sheds, temporary structures, etc.

Retain a minimum of 7 years after disposal of facility, then destroy.

Retain in office 5 years, off-site until destruction.

3.1.3 Records relating to the design, construction or installation of large-scale infrastructure projects, such as power or water services, provision of transport or access, etc.

Retain a minimum of 15 years after action completed, then destroy.

Retain in office 5 years, off-site 10 years.

3.1.4 One (1) copy of unsuccessful tenders relating to the design and construction of large-scale or special-purpose port facilities such as grain terminals, passenger terminals, coal loaders, bulk storage facilities, major wharves and slipways, etc.

Retain a minimum of 7 years after action completed, then destroy.

Retain in office 2 years, off-site 5 years.

3.1.5 Copies of tenders, specifications, plans, contract documents, expressions of interest, etc.

Retain until reference ceases, then destroy.

Retain in office.

3.2.0 Disposal Disposal includes sale, transfer to another agency, donation, and demolition of port facilities. Also includes privatisation of port facilities.

See 4.6.0 – Disposal for disposal of buildings and other

* see How to use the disposal authority

STATE RECORDS AUTHORITY OF NEW SOUTH WALES 14 OF 30

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Sydney Ports Corporation DA No: DA33 Dates of coverage: 1912+

No Function/Activity Description Disposal Action Custody*

property not used as port facilities.

3.2.1 Records re disposal, transfer or privatisation of major port facilities built by or on behalf of the Corporation. Includes coal loaders, grain terminals, special-purpose wharves, large-scale berths, bulk storage facilities, etc.

Retain a minimum of 20 years after action completed. Required as State archives.

Retain in office 5 years, off-site 15 years.

3.2.2 Records re disposal or transfer of other port facilities such as pilot stations, signal stations, office buildings, etc., or facilities built by private companies and sold or transferred to the Corporation.

Retain a minimum of 20 years after action completed, then destroy.

Retain in office 5 years, off-site 15 years.

3.2.3 Records relating to the transfer or disposal of temporary structures, demountables, sheds, plant and equipment, etc.

Retain a minimum of 7 years after action completed, then destroy.

Retain in office 2 years, off-site 5 years.

3.2.4 Routine correspondence regarding the sale and disposal of facilities including valuations, enquiries, etc.

Retain a minimum of 2 years after action completed, then destroy.

Retain in office.

3.3.0 Equipment and plant

3.3.1 Records relating to the design, manufacture, and purchase of major equipment or plant which is unique to or purposely designed for the port facility, including one (1) copy of specifications and technical drawings.

Retain a minimum of 10 years after action completed. Required as State archives.

Retain in office 5 years, off-site 5 years.

* see How to use the disposal authority

STATE RECORDS AUTHORITY OF NEW SOUTH WALES 15 OF 30

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Sydney Ports Corporation DA No: DA33 Dates of coverage: 1912+

No Function/Activity Description Disposal Action Custody*

3.3.2 Use GDA 2 – Administrative Records for all other records relating to the purchase, disposal, installation, maintenance of plant and equipment.

3.4.0 Leasing Relates to leases of Corporation-owned port facilities to private companies.

See also 4.8.0 – Residential property – rental of.

Use GDA 2 – Administrative Records for records relating to the lease of premises by the Corporation. Use GDA 7 – Financial and Accounting Records for records re payment, transfer, receipting and banking of monies.

3.4.1 Records re long-term lease of major port facilities such as coal loaders, grain terminals, specialised berths and bulk storage to other organisations, including lease documents, agreements, etc.

Retain a minimum of 20 years after expiry of lease, then destroy.

Retain in office 5 years, off-site 15 years.

3.4.2 Records re short-term leases of Corporation-owned port facilities, buildings, offices, warehouses, etc.

Retain a minimum of 7 years after expiry of lease, then destroy.

Retain in office 5 years, off-site until destruction.

3.5.0 Repair, renovation and maintenance

Use GDA 7 – Financial and Accounting Records for records re recovery of costs.

3.5.1 Records re major renovation, refurbishment or restoration of port facilities which are subject of heritage orders, or are of

Retain a minimum of 20 years after action

Retain in office 5 years, off-site 15

* see How to use the disposal authority

STATE RECORDS AUTHORITY OF NEW SOUTH WALES 16 OF 30

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Sydney Ports Corporation DA No: DA33 Dates of coverage: 1912+

No Function/Activity Description Disposal Action Custody*

major historical significance. completed. Required as State archives.

years.

3.5.2 Records relating to major repair, renovation and refurbishment projects, including replacement of pylons, structural maintenance of wharves and other facilities.

Retain a minimum of 20 years after action completed, then destroy.

Retain in office 5 years, off-site 15 years.

3.5.3 One (1) copy of successful tenders and contract documents relating to the provision of maintenance and repair services, including specifications and tender invitation.

Retain a minimum of 7 years after action completed, then destroy.

Retain in office 2 years, off-site 5 years.

3.5.4 Records relating to minor refurbishment and repairs, office fit-outs, renovations not involving structural work, amenities surveys, cathodic protection, electrical re-wiring, etc.

Retain a minimum of 7 years after action completed, then destroy.

Retain in office 2 years, off-site 5 years.

3.5.5 Records relating to the routine maintenance of port facilities, buildings, wharves, offices, etc., including painting, cleaning, provision of signage, etc.

Retain a minimum of 2 years after action completed, then destroy.

Retain in office.

4.0.0 PROPERTY Relates to buildings and other assets owned by the Sydney Ports Corporation which are not foreshore structures or part of port facilities.

Use GDA 2 – Administrative Records for records relating to administrative and office premises, plant and equipment.

* see How to use the disposal authority

STATE RECORDS AUTHORITY OF NEW SOUTH WALES 17 OF 30

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Sydney Ports Corporation DA No: DA33 Dates of coverage: 1912+

No Function/Activity Description Disposal Action Custody*

4.1.0 Acquisition

4.1.1 Records re acquisition of buildings which are historically significant or listed on agency’s Heritage & Conservation register; or have received architectural or design awards.

Retain a minimum of 20 years after action completed. Required as State archives.

Retain in office 5 years, off-site 15 years.

4.1.2 Records re acquisition of all other buildings. Retain a minimum of 7 years after disposal of property, then destroy.

Retain in office 5 years, off-site until destruction

4.2.0 Commercial property –leases

Includes Corporation-owned warehouses, bond stores, offices, shops, etc.

Use GDA 1 –Accounting Records for records re invoicing, receipting, transfer and banking of monies.

4.2.1 Records re commercial leasing of Corporation-owned property, including casual leases.

Retain a minimum of 7 years after expiry of lease, then destroy.

Retain in office 5 years, off-site until destruction.

4.2.2 Routine correspondence, inquiries, requests for maintenance, etc.

Retain a minimum of 2 years after action completed, then destroy.

Retain in office.

4.3.0 Construction

* see How to use the disposal authority

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Sydney Ports Corporation DA No: DA33 Dates of coverage: 1912+

No Function/Activity Description Disposal Action Custody*

4.3.1 Records re construction of houses, cottages, tenements, bonds and other buildings which are historically significant; built in the C19th; listed on agency’s Heritage & Conservation register; or have received architectural or design awards. Includes one (1) copy of plans, design brief, specification, successful tender, contract, etc.

Retain a minimum of 5 years after disposal of property. Required as State archives.

Retain in office 5 years, off-site until transfer as State archives.

4.3.2 Records re construction of all other buildings. Retain a minimum of 7 years after disposal of property, then destroy.

Retain in office 5 years, off-site until destruction.

4.4.0 Depots, workshops and stores

Use GDA 2 - Administrative records.

4.5.0 Development Relates to the development or redevelopment of waterfront areas for residential or commercial purposes.

4.5.1 One (1) copy of development proposals, feasibility studies, plans, reports, development applications, Environmental Impact Statements, etc., prepared by or on behalf of the Sydney Ports Corporation.

Retain a minimum of 10 years after action completed. Required as State archives.

Retain in office 5 years, off-site 5 years.

4.5.2 Development proposals, reports, correspondence and associated documentation prepared by other agencies and forwarded for information or reference purposes to the Sydney Ports Corporation.

Retain until reference ceases, then destroy.

Retain in office.

* see How to use the disposal authority

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Sydney Ports Corporation DA No: DA33 Dates of coverage: 1912+

No Function/Activity Description Disposal Action Custody*

4.6.0 Disposal

4.6.1 Records re the disposal of commercial and residential property, including transfer to another agency, sale, donation or demolition.

Retain a minimum of 7 years after action completed, then destroy.

Retain in office 2 years, off-site 5 years.

4.7.0 Maintenance and repair

4.7.1 Records re major restoration, renovation or refurbishment of buildings of major historical significance, or those which are subject to heritage orders.

Retain a minimum of 10 years after action completed. Required as State archives.

Retain in office 5 years, off-site 5 years.

4.7.2 Records re repair and renovations involving structural work. Includes one (1) copy of successful tenders and contract documents relating to the provision of maintenance and repair services.

Retain a minimum of 7 years after action completed, then destroy.

Retain in office 2 years, off-site 5 years.

4.7.3 Records relating to minor repairs and maintenance matters such as painting and cleaning, routine correspondence, requests for maintenance, inquiries, etc.

Retain a minimum of 2 years after action completed, then destroy.

Retain in office.

4.8.0 Residential property - rental

Relates to rental of Corporation-owned houses and cottages, including pilot stations with residences attached.

4.8.1 Lease documents and records relating to negotiations for and Retain a minimum of 7 years after expiry

Retain in office 5 years, off-site until

* see How to use the disposal authority

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No Function/Activity Description Disposal Action Custody*

terms of leases. of lease, then destroy.

destruction.

4.8.2 Routine correspondence, inquiries, unsuccessful requests for rental property, etc.

Retain a minimum of 2 years after action completed, then destroy.

Retain in office.

5.0.0 VESSELS AND SHIPS Ships are large ocean-going vessels of 240 gross tonnage or greater. Vessels are any marine craft smaller than ships.

5.1.0 Construction Relates to vessels constructed for Sydney Ports Corporation.

5.1.1 Records, including one (1) copy of technical drawings and contract documents, relating to the construction of unique or highly specialised vessels, designed especially for the Sydney Ports Corporation.

Retain a minimum of 20 years after action completed. Required as State archives.

Retain in office 5 years, off-site 15 years.

5.1.2 Records relating to the construction of all other vessels. Retain a minimum of 7 years after disposal of vessel, then destroy.

Retain in office 2 years, off-site until destruction.

5.2.0 Disposal Use GDA 2 - Administrative Records.

5.3.0 Equipment Use GDA 2 -Administrative Records.

5.4.0 Incidents

* see How to use the disposal authority

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Sydney Ports Corporation DA No: DA33 Dates of coverage: 1912+

No Function/Activity Description Disposal Action Custody*

5.4.1 Reports and associated correspondence relating to investigations into serious shipping accidents: including groundings, collisions or capsizing of commercial vessels; serious damage to wharves or port facilities by commercial vessels; any marine accident resulting in loss of life or serious injury; any marine accident or incident resulting in a substantial claim for compensation. Includes reports, documentation and submissions prepared for the Court of Marine Inquiry.

Retain a minimum of 10 years after action completed. Required as State archives.

Retain in office 5 years, off-site 5 years.

5.4.2 Records re the investigation of complaints or incidents of a serious nature involving major damage to property, personal injury, and those involving formal investigations.

Retain a minimum of 10 years after action completed, then destroy.

Retain in office 5 years, off-site 5 years.

5.4.3 Records relating to incidents involving minor or no damage; capsizing, collisions or grounding of pleasure craft occasioning no loss of life or serious injury, etc.

Retain a minimum of 7 years after action completed, then destroy.

Retain in office 2 years, off-site 5 years.

5.4.4 Records and routine correspondence re minor complaints or those referred to other agencies for resolution.

Retain a minimum of 2 years after action completed, then destroy.

Retain in office.

5.5.0 Ferry services

5.5.1 Records re strategic planning, policy determinations and development of services.

Retain a minimum of 10 years after action completed. Required

Retain in office 5 years, off-site 5

* see How to use the disposal authority

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No Function/Activity Description Disposal Action Custody*

as State archives. years.

5.5.2 Records dealing with the provision of ferry services, including liaison with other agencies and companies.

Retain a minimum of 2 years after action completed, then destroy.

Retain in office.

5.6.0 Maintenance and repair

5.6.1 Records re maintenance and repair of all vessels owned by the Sydney Ports Corporation.

Retain a minimum of 2 years after disposal of vessel, then destroy.

Retain in office.

5.7.0 Purchase Use GDA 2 - Administrative Records.

5.8.0 Sewage and waste discharge See 1.4.2 - Environmental hazard reduction.

5.9.0 Wrecks

5.9.1 Records relating to wrecks of historic significance, including surveys, protection, recovery and determinations of ownership.

Retain a minimum of 10 years after action completed. Required as State archives.

Retain in office 5 years, off-site 5 years.

5.9.2 Surveys of wreck, records re salvage operations, records re litigation involving, etc.

Retain a minimum of 7 years after action completed, then destroy.

Retain in office 2 years, off-site 5 years.

* see How to use the disposal authority

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No Function/Activity Description Disposal Action Custody*

5.9.3 Routine correspondence and inquiries, including requests to dive or film, or dissemination of general information, etc.

Retain a minimum of 2 years after action completed, then destroy.

Retain in office.

6.0.0 FORESHORE & COASTAL MANAGEMENT

Relates to management of coastal and foreshore land under the control of the Sydney Ports Corporation.

6.1.0 Acquisition of land Includes resumption, exchange or purchase of land.

6.1.1 Records re purchase of land by Sydney Ports Corporation, including resumptions, exchanges of land to the Sydney Ports Corporation.

Retain a minimum of 10 years after disposal of land, then destroy.

Retain in office 5 years, off-site 5 years.

6.1.2 Routine correspondence and inquiries, records re cases where acquisition did not take place, liaison with real estate agents, etc.

Retain a minimum of 2 years after action completed, then destroy.

Retain in office.

6.2.0 Breakwaters

6.2.1 Records re construction of breakwaters, including one (1) copy of specifications, successful tender, plans and drawings, contract, etc.

Retain a minimum of 10 years after action completed. Required as State archives.

Retain in office 5 years, off-site 5 years.

* see How to use the disposal authority

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Sydney Ports Corporation DA No: DA33 Dates of coverage: 1912+

No Function/Activity Description Disposal Action Custody*

6.2.2 Records re maintenance of breakwaters. Retain a minimum of 7 years after action completed, then destroy.

Retain in office 2 years, off-site 5 years.

6.3.0 Crossings Includes bridges, cables, pipelines, or any other type of crossing of a navigable waterway.

6.3.1 Records re leases, agreements, easements, licences, etc., for crossings of navigable waterways.

Retain a minimum of 7 years after expiry, then destroy.

Retain in office 5 years, off-site until destruction.

6.3.2 Routine correspondence, courtesy information and inquiries re crossings of navigable waterways.

Retain a minimum of 2 years after action completed, then destroy.

Retain in office.

6.4.0 Foreshore stabilisation Stabilisation of dunes and riverbanks including retaining walls, levees, embankments, sea walls, dune and river bank maintenance, erosion reduction, etc. See also 6.2.0 of this Schedule for records re breakwaters.

6.4.1 Records re construction of major retaining walls, levees, embankments, sea walls, etc., including plans, drawings, specifications.

Retain a minimum of 10 years after action completed. Required as State archives.

Retain in office 5 years, off-site 5 years.

6.4.2 Records relating to dune and riverbanks maintenance work. Retain a minimum of 7 years after action

Retain in office 2 years, off-site 5

* see How to use the disposal authority

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No Function/Activity Description Disposal Action Custody*

completed, then destroy.

years.

6.5.0 Jetties and wharves - construction and maintenance

Includes pontoons and boat ramps. See also Section 3.1.0 - Design and construction for records relating to port facilities.

6.5.1 Records re construction of permanent jetties and wharves including one (1) copy of specifications, plans and drawings, successful tender, contract documents, etc. Also includes records re renovation or modification requiring major structural work.

Retain a minimum of 10 years after action completed. Required as State archives.

Retain in office 5 years, off-site 5 years.

6.5.2 Records re construction of temporary wharves and berths, boat ramps, pontoons, etc. Includes records of significant repairs such as pile replacement, correction of subsidence, etc.

Retain a minimum of 7 years after action completed, then destroy.

Retain in office 2 years, off-site 5 years.

6.5.3 Records re routine maintenance of jetties, boat ramps and wharves including cleaning, minor repairs, cathodic protection, fender replacement, painting, provision of signage, etc.

Retain a minimum of 2 years after action completed, then destroy.

Retain in office.

6.6.0 Jetties and wharves – damage

See 6.4.0 – Jetties and wharves – construction and maintenance for repair of jetties and wharves, etc.

Use GDA 7 – Financial and Accounting Records for records re the payment, receipting, transfer, banking, etc., of monies.

* see How to use the disposal authority

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No Function/Activity Description Disposal Action Custody*

6.6.1 Records re cost recovery for damage to jetties, wharves, berths, pontoons, etc., including records relating to litigation.

Retain a minimum of 7 years after action completed, then destroy.

Retain in office 2 years, off-site 5 years.

6.7.0 Jetties and wharves – use See 2.1.0 – Fees and charges and 2.9.0 – Services to ships and other vessels.

6.8.0 Leases

6.8.1 Records, including lease documents, relating to all foreshore land, jetties, wharves, ramps, moorings, etc. leased from Sydney Ports Corporation. Includes leases relating to vessels under construction.

Retain a minimum of 7 years after expiry of lease, then destroy.

Retain in office 5 years, off-site until destruction.

6.8.2 Records re leases and permissive occupancies, including oyster leases, issued by other agencies, such as NSW Fisheries, Department of Land and Water Conservation and affecting foreshore or coastal land.

Retain a minimum of 7 years after action completed, then destroy.

Retain in office 2 years, off-site 5 years.

6.8.3 Routine correspondence, inquiries, information which has been provided for information purposes only, etc.

Retain a minimum of 2 years after action completed, then destroy.

Retain in office.

6.9.0 Navigation aids Beacons, buoys, channel markers, leads which are placed as aids to safe navigation in waterways.

* see How to use the disposal authority

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No Function/Activity Description Disposal Action Custody*

6.9.1 Records re the purchase, installation, repair, movement, supply of power to and maintenance of navigation aids.

Retain a minimum of 7 years after action completed, then destroy.

Retain in office 2 years, off-site 5 years.

6.10.0 Navigation hazards

6.10.1 Records re identification of serious hazards, involving litigation, removal of serious hazards, marking serious hazards, etc.

Retain a minimum of 7 years after action completed, then destroy.

Retain in office 2 years, off-site 5 years.

6.10.2 Routine correspondence, inquiries re, notifications of minor hazards, minor complaints re, etc.

Retain a minimum of 2 years after action completed, then destroy.

Retain in office.

6.11.0 Reclamation of land

6.11.1 Records re major reclamation projects carried out by or on behalf of the Sydney Ports Corporation, etc.

Retain a minimum of 20 years after action completed. Required as State archives.

Retain in office 5 years, off-site 15 years.

6.11.2 Routine correspondence, inquiries re, copies of information disseminated for reference purposes, etc.

Retain a minimum of 2 years after action completed, then destroy.

Retain in office.

* see How to use the disposal authority

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No Function/Activity Description Disposal Action Custody*

6.12.0 Sale or transfer of land

6.12.1 Records re the sale or transfer of land to government agencies and other organisations.

Retain a minimum of 10 years after action completed, then destroy.

Retain in office 5 years, off-site 5 years.

6.12.2 Routine correspondence, inquiries, unsuccessful requests for the transfer of land, etc.

Retain a minimum of 2 years after action completed, then destroy.

Retain in office.

6.13.0 Sand and gravel - sale Use GDA 7 - Financial and Accounting Records for invoicing and payments records.

6.13.1 Records relating to the sale of sand, gravel and other material from rivers and foreshores.

Retain a minimum of 7 years after action completed, then destroy.

Retain in office 2 years, off-site 5 years.

6.14.0 Siltation See also 6.16.0 of this Schedule for soundings.

6.14.1 Records outlining policy, strategic management issues, decisions re channel placement, etc.

Retain a minimum of 10 years after action completed. Required as State archives.

Retain in office 5 years, off-site 5 years.

6.14.2 Records re major dredging projects. Retain a minimum of 10 years after action

Retain in office 5 years, off-site 5

* see How to use the disposal authority

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No Function/Activity Description Disposal Action Custody*

completed, then destroy.

years.

6.14.3 Routine correspondence, notifications, inquiries, records re routine maintenance and dredging works, etc.

Retain a minimum of 2 years after action completed, then destroy.

Retain in office.

6.15.0 Soundings and hydrographic surveys

See 2.5.0 – Measurements for measurements taken for routine administrative purposes.

6.15.1 Includes official soundings (hydrographic surveys) of bars, harbours, ports, rivers, etc.

Retain a minimum of 10 years after action completed. Required as State archives.

Retain in office 5 years, off-site 5 years.

6.16.0 Tidal information

6.16.1 Records, including tide registers and tide charts showing the official registration of tidal information, such as tidal times, official heights, determination of mean high water mark, etc.

Retain a minimum of 10 years after action completed. Required as State archives.

Retain in office 5 years, off-site 5 years.

6.16.2 Routine correspondence, inquiries and records re dissemination of information re tide times and heights.

Retain a minimum of 2 years after action completed, then destroy.

Retain in office.

* see How to use the disposal authority

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