Australia Post - Records Management.

http://www.naa.gov.au/records-management/agency/keep-destroy-transfer/agency-ra/index.aspx

Australia Post

Collection Management; Commercial Operations; Corporate Governance; Customer Relations; External Relations; Mail Operations; Post Equipment and Stores; Post Fleet Management; Stamp Management; Strategic Planning and Management

12 Jun 2009

2007/00213478

http://www.naa.gov.au/records-management/agency/keep-destroy-transfer/agency-ra/authority.aspx?a=2007/00213478&


There are 151 pages to this, so only the intro.

CONTENTS
INTRODUCTION 5
APPLICATION OF THIS AUTHORITY 6
CONTACT INFORMATION 7
AUTHORISATION 8
CLASSES
10
COLLECTION MANAGEMENT 10
COMMERCIAL OPERATIONS 31
CORPORATE GOVERNANCE 68
CUSTOMER RELATIONS 79
EXTERNAL RELATIONS 89
MAIL OPERATIONS 98
POST EQUIPMENT AND STORES 129
POST FLEET MANAGEMENT 131
STAMP MANAGEMENT 132
STRATEGIC PLANNING AND MANAGEMENT 150



INTRODUCTION
Australia Post and the National Archives of Australia have developed this Records Authority to set
out the requirements for keeping or destroying records for the core business areas of Collection
Management, Commercial Operations, Corporate Governance, Customer Relations, External
Relations, Mail Operations, Post Equipment and Stores, Post Fleet Management, Stamp Management
and Strategic Planning and Management. It represents a significant commitment on behalf of
Australia Post to understand, create and manage the records of its activities.
This Authority is based on the identification and analysis of the business of Australia Post. It takes
into account the agency’s legal and organisational records management requirements, and the
interests of stakeholders, the agency and the National Archives of Australia.
This Authority gives Australia Post permission, under the Archives Act 1983, for the destruction,
retention or transfer to the National Archives of Australia of the records described. The Authority sets
out those records that need to be retained as national archives and the minimum length of time that
temporary records need to be kept. Retention periods for these temporary records are based on: an
assessment of business needs; broader organisational accountability requirements; and community
expectations; and are approved by the National Archives of Australia on the basis of the information
provided by the agency.
Australia Post may use the following tools to dispose of their records:
• this Records Authority covering its agency specific records;
• general disposal authorities, such as the Administrative Functions Disposal Authority
(AFDA), covering business processes and records common to Australian Government
agencies; and
• normal administrative practice (NAP) which allows for the destruction of records where the
records are duplicated, unimportant or for short-term use only.
As changes in circumstances may affect future records management requirements, the periodic review
of this Authority is recommended. All amendments must be approved by the National Archives.
Advice on using this Records Authority and other recordkeeping matters is available from the
National Archives' website at www.naa.gov.au or by contacting the Agency Service Centre at
recordkeeping@naa.gov.au or (02) 6212 3610.


APPLICATION OF THIS AUTHORITY
1. The classes in this Authority supersede all classes authorised to Australia Post in previous Records
Disposal Authorities and Schedules.
Records already sentenced under previous authorities do not need to be resentenced where:
• They are retained for the minimum periods set out in relevant superseding classes, or
• They are sentenced as retain permanently using previous disposal authorities or schedules and fall
within the scope of this Authority.
Records not already sentenced under previous authorities should be sentenced using this authority
where possible. Where existing records are not covered by this authority, previous authorities can be
used to sentence for temporary retention. The National Archives should be informed of any gaps in
the coverage of this Authority.
2. This Authority applies to all records controlled by Australia Post. Records created by subsidiary
companies of Australia Post cannot be sentenced under this Authority.
3. The activity, ‘Historic Records Accumulation’, has been created to cover early postal historic
records of continuing research value that are not covered under existing ‘retain as national archives'
classes within this Authority or the Administrative Functions Disposal Authority. It is located within
the COLLECTION MANAGEMENT function. Records sentenced under this class must significantly
contribute to meeting one of the five objectives in ‘Why Records Are Kept: Directions in Appraisal’,
which provide the criteria for the selection of national archives.
This class is primarily intended to cover records already in the care of the National Archives of
Australia. However, it may be used to transfer historic postal records from the agency where no other
appropriate ‘retain as national archives' class exists. The agency should consult with the National
Archives prior to sentencing records under this class to ensure they meet the National Archives
selection criteria.
4. This Authority should be used in conjunction with the Administrative Functions Disposal
Authority (AFDA) and general records authorities issued by the National Archives to keep or destroy
administrative and other records common to most Commonwealth agencies.
5. This Authority should be used in conjunction with general disposal authorities issued by the
National Archives that cover other types of records that may be created by Australia Post such as
encrypted records and source records that have been copied.
6. This Authority is to be used to sentence records. Sentencing involves the examination of records in
order to identify the individual disposal class to which they belong. This process enables sentencers
to determine how long records need to be kept. Advice on sentencing is available from the National
Archives.
7. Where the method of recording information changes (for example from a manual system to an
electronic system, or when information is migrated from one system to a new system) this Authority
can still be used to sentence the records created, providing the records document the same core
business. The information must be accessible for the period of time prescribed in this Authority.
Australia Post will need to ensure that any software, hardware or documentation required to enable
continuing access to the information is available for the periods prescribed.
8. In general, retention requirements indicate a minimum period for retention. Australia Post may
extend minimum retention periods if it considers that there is an administrative need to do so,
without further reference to the National Archives. Where Australia Post believes that its
accountability will be substantially compromised because a retention period or periods are not
6National Archives of Australia - Records Authority – Australia Post
12 June 2009
adequate, it should contact the National Archives for review of the retention period.
9. Australia Post may destroy certain records without formal authorisation as a normal
administrative practice. This usually occurs where the records are duplicated, facilitative or for short-
term use only. NAP does not replace the arrangements agreed to in authorities. Advice and guidance
on destroying records as a normal administrative practice is available from the National Archives'
website at www.naa.gov.au.
10. From time to time the National Archives will place a freeze on some groups of records to prevent
their destruction. Further information about disposal freezes and whether they affect the application
of this Authority is available from the National Archives website at www.naa.gov.au.
11. Records in the care of the Australia Post should be appropriately stored and preserved. Australia
Post needs to meet this obligation to ensure that the records remain authentic and accessible over
time. Under section 31 of the Archives Act 1983, access arrangements are required for records that
become available to the public after thirty years.
12. Appropriate arrangements should be made with the National Archives when records are to be
transferred into custody. The National Archives accepts for transfer only those records designated as
national archives.
13. Advice on how to use this Authority is available from Australia Post’s records manager. If there
are problems with the application of the authority that cannot be resolved, please contact the National
Archives.
CONTACT INFORMATION
For assistance with this authority or for advice on other records management matters, please contact
National Archives’ Agency Service Centre.
Queen Victoria Terrace
Parkes ACT 2600
PO Box 7425
Canberra Mail Centre ACT 2610
Tel: (02) 6212 3610
Fax: (02) 6212 3989
Email: recordkeeping@naa.gov.au
Website: www.naa.gov.au