You may have heard that the next local government election will be held in March 2016 and the months running up to the election can be hectic for records teams. This blog is a follow up to the recent Local Government Association of Queensland (LGAQ) circular reminder about the recordkeeping requirements for Council records.
The Local Government Sector Retention and Disposal Schedule (QDAN480 v.4) is the present authorised authority for the disposal of local government public records. It can be used in conjunction with the General Retention and Disposal Schedule for Administrative Records (GRDS) (QDAN249 v.7), GRDS Lite and Transitory Records and Short Term Retention and Disposal Schedule (QDAN720 v.1). If you need any help with choosing which record class to use, please contact us.
Mayors and Councillors would regularly create and receive records as part of their official duties, including diaries that are public records under the Public Records Act 2002 and therefore must be kept. Records that are related to personal emails and/or political parties are not public records and can be managed by the elected official.
The ‘Governance’ function in the Local Government Sector Retention and Disposal Schedule is where you will find the record classes for the management of Council.
Here is a reminder of record classes for Mayors and Councillors from QDAN480 v.4:
For the work diaries of the Chief Executive Officer (CEO), they are sentenced under the GRDS v7.
Remember, permanent Council records can be transferred to QSA if they are no longer being accessed for business use. You can contact the Transfers Officer when you are ready to make a transfer.
Under the Local Government Electoral Act 2011, the Electoral Commission Queensland is responsible for conducting local government elections. Function 7 of the Electoral Commission of Queensland Retention and Disposal Schedule (QDAN497 v2) provides the retention periods for local government election records.
Elizabeth Harvey, Appraisal Archivist
Trish O’Connor, Administration Officer
Featured image: Barcaldine Shire Councillors and staff with Premier Nicklin, 3 May 1967. Digital image ID: 4386