functional retention and disposal authority: da114 · 2016-01-27 · state records authority of new...

State Records Authority of New South Wales

Functional Retention and Disposal Authority: DA114

Approved: 17 April 2002

Sydney Opera House Trust This authority covers records documenting aspects of the functions of recreation and culture, in particular activities associated with the management of the Sydney Opera House.

STATE RECORDS AUTHORITY OF NEW SOUTH WALES

FUNCTIONAL RETENTION AND DISPOSAL AUTHORITY

DA no DA114 SR file no 01/0276

Public office Sydney Opera House Trust

Scope

This functional retention and disposal authority covers records documenting aspects of the function of recreation and culture, in particular activities associated with the management of the Sydney Opera House.

This disposal authority covers records dating from 1961+.

Authority This functional retention and 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

17/04/2002 David Roberts Date

Director State Records Authority of New South Wales

STATE RECORDS AUTHORITY OF NEW SOUTH WALES 1 OF 61

How to use the Functional Retention and 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 functional retention and 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 functional retention and 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 functional retention and 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 functional retention and 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.


A minimum retention period in the functional retention and 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 functional retention and 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 functional retention and disposal authority has been designed to link records to the functions they document rather than to organisational structure. This provides for a stable functional retention and 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 functional retention and disposal authority to sentence the records that document the function/s.



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) 8276 5627 Facsimile: (02) 8276 5626 E-mail: [email protected]

Functional Retention and Disposal Authority Sydney Opera House Trust

DA no: DA114 Dates of coverage: c. 1961+

No Function/Activity Description Disposal Action Custody*

1.0.0 APPEAL FUND The function of administering and providing support to the governing body of Sydney Opera House Appeal Fund - the Sydney Opera House Appeal Fund Committee. Includes appointment of Committee members, agendas, minutes, sub-committees and the preparation of papers.

See

GDA Financial and Accounting Records and the GDA Administrative Records for records relating to the financial records of Sydney Opera House Appeal Fund.

Note: The Sydney Opera House Appeal Fund, while technically a separate association, for reporting purposes it is considered a controlled entity of the Sydney Opera House Trust.

1.1.0 Advice See

9.1.0 TRUST – Advice

for records relating to briefing papers or advice provided to the Appeal Fund Committee.

1.2.0 Committees

1.2.1 Records relating to the terms of reference and changes to composition and establishment of sub-committees of the

Required as State archives.

Transfer to storage 3 years after file

* see How to use the disposal authority

STATE RECORDS AUTHORITY OF NEW SOUTH WALES 5 of 61

Sydney Opera House Trust DA no: DA114 Dates of coverage: c. 1961 +


Appeal Fund. closed. Maintain in storage for 7 years then transfer to State Records.

1.2.2 Master copies of papers, minutes and agendas of sub-committees of the Appeal Fund.


Transfer to storage 3 years after file closed. Maintain in storage for 7 years then transfer to State Records.

1.2.3 Duplicate copies of papers, minutes and agendas of sub-committees of the Appeal Fund.

Retain until ceases to be of administrative use, then destroy.

Destroy from office.

1.2.4 Records relating to attendance at sub-committee meetings Retain for a minimum of 2 years, then destroy.

Retain on-site for 2 years, destroy from office.

1.3.0 Constitution

1..3.1 Records relating to the formulation and changes to composition of the Constitution of the Sydney Opera House Appeal Fund.


Transfer to storage 3 years after file closed. Maintain in storage for 7 years then transfer to State





Records.

1.4.0 Liaison See

9.3.0 TRUST – Liaison

for records relating to liaison undertaken by the board of Sydney Opera House Appeal Fund.

1.5.0 Meetings See

9.5.0 TRUST – Meetings

for records relating to Sydney Opera House Appeal Fund meetings.

1.6.0 Members

1.6.1 Records relating to the appointment of members of the Sydney Opera House Appeal Fund Committee.



2.0.0 ARTS &ENTERTAINMENT

The function of maintaining or establishing formal and informal business links with organisations in the arts and entertainment industries. Includes bodies with whom common issues are





INDUSTRY discussed, industry conferences and committees or associations of which the Sydney Opera House or its representatives are members eg. the Association of Asia Pacific Performing Arts Centres (AAPPAC) and the International Society for Performing Arts (ISPA).

See

5.0.0 EVENTS

for interactions associated with the presentation of performances at the Sydney Opera House.

2.1.0 Committees See

GDA Administrative Records – COMMITTEES

for records relating to committees in the arts and entertainment industry that the Sydney Opera House has a representative on or to which it makes representations or submissions.

See

GDA Administrative Records – INQUIRIES

for records relating to Committees of Inquiry into the arts and entertainment industry.





See

2.4.4 ARTS & ENTERTAINMENT INDUSTRY – Joint Ventures

for records relating to the board of the Utzon Foundation.

2.2.0 Conferences See

GDA Administrative Records – CONFERENCES

for records relating to arts and entertainment industry conferences that the Sydney Opera House hosts or to which it sends a representative.

2.3.0 Inquiries See

GDA Administrative Records – INQUIRIES

for records relating to Royal Commissions and other formal Inquiries into the arts and entertainment industry eg the Nugent Inquiry.

2.4.0 Joint Ventures See

5.9.0 EVENTS – Programming





for records relating to co-presentations or artistic partnerships relating to a specific event.

See

GDA Administrative Records – STRATEGIC MANAGEMENT

for records relating to joint ventures with organisations not in the arts or entertainment industry.

2.4.1 Records, including the original agreement, relating to the establishment and maintenance of Sister or Friendship agreements with international performing arts centres.


Transfer to storage 3 years after expiry of agreement. Maintain in storage for 7 years then transfer to State Records.

2.4.2 Records, including the original agreement, relating to significant or precedent-setting artistic or business partnerships with performing arts centres and other arts organisations.


Transfer to storage 3 years after expiry of agreement. Maintain in storage for 7 years then transfer to State Records.

2.4.3 Records relating to the planning and establishment of the Utzon Foundation, including the establishment of the Secretariat.


Transfer to storage 3 years after action completed. Maintain in storage for 7 years





then transfer to State Records.

2.4.4 Records relating to Utzon Foundation Board meetings, policy and strategic planning of the Utzon Foundation and winners of prizes awarded by the Utzon Foundation.


Transfer to storage 3 years after action completed. Maintain in storage for 7 years then transfer to State Records.

2.4.5 Records relating to the everyday operation of the Utzon Foundation and routine liaison between the Sydney Opera House and the Foundation.

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

Transfer to storage 2 years after action completed. Maintain in storage for 5 years.

2.4.6 Records relating to other joint ventures with performing arts centres or arts organisations.

Retain for a minimum of 7 years after action completed or 7 years after the expiry of the agreement, whichever is longer, then destroy.






2.5.0 Liaison See

5.0.0 EVENTS

for liaison with the arts and entertainment industry associated with specific events at the Sydney Opera House.

See


for liaison associated with a strategic partnership or agreement.

2.5.1 Records relating to the management of routine relationships with regular or major presenters of events at the Sydney Opera House.

Retain for a minimum of 7 years, then destroy.


2.5.2 Records relating to routine liaison with other presenters and other arts organisations.







2.6.0 Training See

GDA Administrative Records – STAFF DEVELOPMENT

for records relating to specifically to the:

- training and development of Sydney Opera House staff, including exchange programs and other initiatives, and

- for records relating to the development of courses not related to the arts/entertainment industry.

See

3.11.0 COMMERCIAL ACTIVITIES – Training

for records related to the:

- delivery of training by Sydney Opera House staff to external clients; and

- management of student records for competency-based qualifications.

.

2.6.1 Records relating to the development of competency based training for the arts and entertainment industry, where the Sydney Opera House has played the major or a leading role in the development of the curriculum.


Transfer to storage 2 years after curriculum is superseded. Maintain in storage for 8 years then transfer to State





Records.

2.6.2 Other records relating to the development of training for the arts and entertainment industry.


Transfer to storage 2 years after curriculum is superseded. Maintain in storage for 8 years.

2.7.0 Visits and tours See

4.2.2 COMMUNITY RELATIONS – VIP visits and tours

for records relating to visits by arts industry staff with a high public profile.

See

GDA Administrative Records – COMMUNITY RELATIONS

For records relating to

- visits as part of a conference or meeting; and - visits by Sydney Opera House staff to other arts

organisations.

See






for visits by staff of performing arts centres with whom the Sydney Opera House has formal written agreement eg. a Sister or Friendship Agreement.

2.7.1 Records relating to routine visits to the Sydney Opera House by staff of other performing arts centres or arts organisations.

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


3.0.0 COMMERCIALACTIVITIES

The function of managing commercially-oriented operations of the Sydney Opera House Trust not usually associated with the production of events. Includes the licensing of commercial premises, intellectual property administration and protection, food and beverage management, merchandising, tourism services and sponsorship.

See

GDA – Financial and Accounting Records

for records of revenue and expenditure for all Sydney Opera House commercial activities.





3.1.0 Food and beverage management See

3.3.0 COMMERCIAL ACTIVITIES – Licensing

for records relating to licensing restaurant premises to independent operators.

See


for records relating to:

- joint ventures in relation to food and beverage operations; and

- strategic planning of food and beverage operations.

See

GDA Administrative Records – CONTRACTING-OUT

for records relating to the tendering and contracting-out of food and beverage operations.

See

GDA Administrative Records – COMPLIANCE





for records relating to compliance with government regulations eg liquor licensing.

3.1.1 Routine records relating to the day-to-day management of food and beverage operations on the Sydney Opera House site.



3.1.2 Unsolicited or unsuccessful expressions of interest in food and beverage operations.

Retain for a minimum of 1 year after action completed, then destroy.


3.2.0 Intellectual propertyadministration and protection

See


for records relating to licensing the use of intellectual property owned by the Sydney Opera House Trust to other organisations.

See

GDA Administrative Records – LEGAL MATTERS





for records relating to legal advice, litigation, infringements of intellectual property, and other legal or legislative matters.

See



- strategic planning associated with intellectual property protection; and

- joint ventures and agreements.

See

GDA Administrative Records – INFORMATION SERVICES

for records relating to recording and administration of copyright.

3.3.0 Licensing See

GDA Administrative Records - PREMISES

for records relating to the licensing or leasing of commercial premises to retail operators or as food and beverage outlets.





See


for records relating to tenders and contracts associated with licensing companies to produce products under the Sydney Opera House trademark/logo.

See


for records relating to the

- licensing of copyright and other intellectual property rights; and

- routine enquiries regarding licensing.

3.3.1 Routine records relating to the day-to-day management of the Licensing Program.



3.3.2 Unsolicited or unsuccessful expressions of interest in becoming a licensee.

Retain for a minimum of 1 year after action completed, then






destroy.

3.4.0 Marketing See

GDA Administrative Records - MARKETING

for records relating to marketing of commercial products and services and of the Sydney Opera House in general.

See

5.6.0 EVENTS – Marketing and media relations

for records relating to marketing of events.

3.5.0 Merchandising See



- the tendering and contracting-out of merchandise production and development; and

- joint ventures in relation to merchandise.

See






for records relating to strategic planning of the Merchandising Program.

3.5.1 Records relating to the design of merchandise, including artwork and design boards.



3.5.2 Records relating to the development, manufacture, production and testing of merchandise.



3.5.3 Routine correspondence records relating to the day-to-day management of the Merchandising Program, including correspondence with companies and other agencies regarding the distribution and marketing of merchandise.



3.5.4 Unsolicited or unsuccessful expressions of interest.







3.6.0 Policy

3.6.1 Records relating to the formulation of policy on the commercial activities of the Sydney Opera House.


Transfer to storage 2 years after policy is superseded. Maintain in storage for 8 years then transfer to State Records.

3.7.0 Procedures

3.7.1 Records relating to formulation of operational procedures for the Sydney Opera House’s commercial activities.



3.8.0 Public reaction See


for records relating to customer feedback on all the commercial activities of the Sydney Opera House Trust.

3.9.0 Sponsorship





3.9.1 Proposals and written agreements relating to successful corporate sponsorships, or sponsorships for a major event, which are contentious, controversial or precedent-setting in that they result in a significant change of policy or procedures concerning dealings with sponsors.


Transfer to storage 2 years after sponsorship has ceased. Maintain in storage for 8 years then transfer to State Records.

3.9.2 Proposals and written agreements relating to all other successful sponsorships.

Retain for a minimum of 7 years after sponsorship has ceased, then destroy.

Transfer to storage 2 years after sponsorship concluded. Maintain in storage for 5 years.

3.9.3 Records relating to the implementation and management of successful sponsorship agreements

Retain for a minimum of 7 years after sponsorship has ceased, then destroy.

Transfer to storage 2 years after sponsorship concluded. Maintain in storage for 5 years.

3.9.4 Proposals and other records relating to sponsorships that were NOT proceeded with







3.9.5 Unsolicited or unsuccessful expressions of interest



3.10.0 Tourism See

5.4.0 EVENTS – Event Management

for records associated with the coordination of Meetings Incentives Conferences and Exhibitions (MICE Events).

See

GDA Administrative Records – CONTRACTING OUT

for records relating to contracts with tourism operators and service providers;

See


for records relating to the delivery of information services to the general public.





See


for records relating to joint ventures with tourism operators or strategic planning in relation to tourism services or products.

See


for records of revenue collected for Sydney Opera House Guided Tours.

3.10.1 Records relating to the development of Sydney Opera House tourism products, including performance packages and guided tours.

Retain for a minimum of 7 years after action completed or the product is revised/superseded, whichever is the longer, then destroy.


3.10.2 Records relating to the booking and coordination of Sydney Opera House tourism product, including performance packages and guided tours for members of the general public.

Retain for a minimum of 7 years after action completed, then

Transfer to storage 2 years after action completed. Maintain in storage for 5





destroy. years.

3.10.3 Other routine records relating to the day-to-day management of tourism products or services.



3.11.0 Training See

GDA Administrative Records – STAFF DEVELOPMENT

for other records relating to specifically to the training and development of Sydney Opera House staff not resulting in recognised qualifications.

See

2.6.0 ARTS & ENTERTAINMENT INDUSTRY - Training

for records related to the development of training courses related to the arts/entertainment industry.

3.11.1 Records of all staff and external students’ achievement in competency-based training resulting in the award, or partial award, of recognised qualifications eg Certificate, Diploma etc.







destroy. years.

3.11.2 Records of the delivery of training to external students and records of external student achievement not resulting in the award, or partial award, of recognised qualifications.



4.0.0 COMMUNITYRELATIONS

The function of establishing rapport with the community and raising and maintaining the Sydney Opera House Trust's broad public profile. Includes marketing, advertising, media liaison, speeches, official visits, representation at functions and participation in community activities. Also the management of customer services, handling reactions to those services, customer consultation and feedback.

See also


4.1.0 Ceremonies, celebrationsand functions See

5.4.0 EVENTS – Event Management

for all records relating to the management and coordination





of events hosted by, or held at, the Sydney Opera House.

4.2.0 COMMUNITY RELATIONS – VIP visits and tours

for records relating to managing the attendance of VIPs at events hosted by, or held at, the Sydney Opera House.

4.2.0 VIP visits and tours See

GDA Administrative Records – GOVERNMENT RELATIONS

for records of tours of the building and site by Commonwealth and State Government Ministers and government officials.

See

2.7.0 ARTS & ENTERTAINMENT INDUSTRY – Visits and tours

for visits to the Sydney Opera House by staff of other performing arts centres and arts organisations.

4.2.1 Records of visits to the Sydney Opera House by the Head-of-State or other members of the Royal Family.


Transfer to storage 3 years after action completed. Maintain in storage for 7 years then transfer to State





Records.

4.2.2 Records of VIP visits to the Sydney Opera House where large numbers of members of the general public are in attendance, or, where there is a very high media or public profile to the event.



4.2.3 Registers and/or summaries of all VIP visits to the Sydney Opera House.



4.2.4 Records of routine VIP and Vice-Regal visits.



5.0.0 EVENTS The function of coordinating, producing and presenting events at the Sydney Opera House whether they be presentations of the Sydney Opera House Trust or other organisations. Includes event management services, programming, technical services, front-of-house and box office operations. Also includes those events that are associated with or presented by the Sydney Opera House Trust held at other locations.





5.1.0 Bookings

See

5.4.0 EVENTS – Event management

for records relating to bookings that translate into events.

5.1.1 Records relating to unconfirmed or cancelled venue bookings. Retain for a minimum of 2 years, then destroy.


5.2.0 Committees See

5.9.0 EVENTS – Programming

for committees relating to events where the Sydney Opera House is the presenter/co-presenter, or, where the Sydney Opera House has had a significant artistic input or involvement in producing the events.

See


for committees relating to events where the Sydney Opera House’s role has been either advisory or that of purely venue/service provider.





5.3.0 Enquiries See


for routine enquiries about venue hire, fees, technical and other services related to the presentation of events at the Sydney Opera House.

5.4.0 Event management See


for records relating to the costs and charges for venues and services.

See

5.11.0 EVENTS - Reporting

For stage management reports.

5.4.1 Records, including contracts, relating to the coordination of events of State significance or events of a controversial or precedent-setting nature.


Transfer to storage 3 years after events concluded. Maintain in storage for 7 years






5.4.2 Records relating to the coordination and management of Sydney Opera House Trust presentations.

See

5.9.0 EVENTS - Programming

for records relating to the programming of Sydney Opera House Trust presentations.

Retain for a minimum of 10 years after the event, then destroy.

Transfer to storage 3 years after events concluded. Maintain in storage for 7 years.

5.4.3 Records, including contracts, relating to the management of presentations by regular or major presenters eg Opera Australia, Australian Ballet, Sydney Symphony Orchestra, Sydney Theatre Company.

Retain for a minimum of 7 years after the event or after last action, whichever is the longer, then destroy.


5.4.4 Records, including contracts, relating to the management of events by other presenters, including community hirings, functions, and MICE (Meetings Incentives Conferences Exhibitions) events.

Retain for a minimum of 7 years after the event or after last action whichever is the longer, then destroy.






5.5.0 Liaison See


for records relating to the liaison with presenters or clients for a specific event.

See

2.5.0 ARTS & ENTERTAINMENT INDUSTRY – Liaison

for records relating to the management and maintenance of long-term relationships with presenters and other arts organisations

5.6.0 Marketing and mediarelations See

3.5.0 COMMERCIAL ACTIVITIES – Merchandising

for records relating to the production of merchandise for specific events.

See

6.0.0 INFORMATION MANAGEMENT

for the management of programs, photographs, posters, films,





videos and sound recordings of events at the Sydney Opera House.

See

GDA Administrative Records – MARKETING


for other records relating to the publicising of events at the Sydney Opera House eg advertising, flyers, media releases.

5.7.0 Policy

5.7.1 Records relating to the formulation of policy regarding the presentation and management of events at the Sydney Opera House.



5.8.0 Procedures

5.8.1 Records relating to formulation of operational procedures for the presentation and management of events at the Sydney Opera House.







destroy. years.

5.9.0 Programming See


for records relating to long-term artistic partnerships.

See


for the licensing of copyright owned by the Sydney Opera House Trust in relation to artistic works.

See


for the management of programs, photographs, posters, films, videos and sound recordings of Sydney Opera House Trust presentations.

See






for records relating to the seeking of copyright clearance from collecting agencies or copyright holders.

See


for records of payments made to copyright collecting agencies and performers.

5.9.1 Records, including artists contracts, relating to Sydney Opera House Trust presentations and co-presentations that are of State Significance, or those that are organised to mark major anniversaries of the House and other significant events or structures.


Transfer to storage 3 years after events concluded. Maintain in storage for 12 years then transfer to State Records.

5.9.2 Records, including contracts, relating to the commissioning of original works by the Sydney Opera House Trust.







5.9.3 Records of Sydney Opera House Trust presentations or co-presentations that are precedent-setting in nature or that are innovative in some way.



5.9.4 Records, including contracts, relating to the programming and presenting of other events by the Sydney Opera House Trust, including co-presentations.

Retain for a minimum of 7 years after action completed or 7 years after expiry of contract, which ever is the longer, then destroy.


5.9.5 Records, including contracts made under the Common Seal of the Sydney Opera House Trust, relating to the programming and presenting of other events by the Sydney Opera House Trust, including co-presentations.

Retain for a minimum of 7 years after action completed or 12 years after expiry of contract, which ever is the longer, then destroy.

5.9.6 Records, including contracts, relating to the programming and presenting of events by the Sydney Opera House Trust, including co-presentations, involving performers who are

Retain for a minimum of 7 years after action





minors. completed or 7 years after all performers reach their majority, which ever is the longer, then destroy.

5.9.7 Unsolicited or unsuccessful expressions of interest, including requests for employment by performers.



5.10.0 Public reaction See


for records relating to customer feedback on all events presented at the Sydney Opera House.

5.11.0 Reporting

See

9.0.0 TRUST

for reports on events presented to meetings or committees of the Trust.

See





5.9.0 EVENTS - Programming

for evaluative reports of Sydney Opera House Trust presentations.

See


for evaluative reports on other events.

See

GDA – Financial and Accounting records

for financial reports relating to events.

5.11.1 Reports, including those generated by management systems such as EBMS and BOCS, of confirmed scheduled events and attendances in summary form, for example corrected booking schedule reports



5.11.2 Statistical and other reports, including those generated by management systems such as EBMS and BOCS, of records of attendances, types of events held etc.

Retain for a minimum of 7 years after the event, then

Transfer to storage 3 years after events concluded. Maintain in storage for 4





destroy. years.

5.11.3 Master copies of Stage Managers’ reports.

Retain for a minimum of 7 years after the event, then destroy.


5.11.4 Duplicate copes of Stage Managers’ reports. Retain until ceases to be of administrative use, then destroy.


5.11.5 Master copies of the Venue Managers’ reports. Retain for a minimum of 7 years after the event, then destroy.


5.11.6 Duplicate copies of the Venue Managers’ reports.



5.12.0 Security See


for records relating to security arrangements of specific events.





5.13.0 Sponsorship See

3.9.0 COMMERCIAL ACTIVITIES – Sponsorship

for records relating to sponsorship of presentations.

5.14.0 Ticketing See


for summary reports produced on number of events held and event attendances.

See


for records relating to the financial transactions and reports associated with the purchase, allocation and reconciliation of tickets.

See


for records relating to the management of mailing lists generated by the Box Office computer system.





See


for records relating to agreements for the provision of Box Office services.

5.15.0 Technical services See

7.0.0 PROPERTY MANAGEMENT

for records relating to the maintenance and upgrading of venues or technical equipment in venues.

See


for records relating to the invoicing, costing and charging of technical requirements for events.

5.15.1 Routine records relating to the provision of technical services for the presentations of major or regular presenters and the Sydney Opera House Trust.

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






5.15.2 Routine records relating to the provision of technical services for all other events at the Sydney Opera House.

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


5.16.0 Venue management See


for Venue Managers’ reports.

See

7.0.0 PROPERTY MANAGEMENT

for records relating to the maintenance of venues.

See


for records relating to the invoicing and costing of front-of-house services for events.

6.0.0 INFORMATION The function of managing the Sydney Opera House Trust's information resources. Includes creating, capturing, registering,





MANAGEMENT classifying, indexing, storing, retrieving and disposing of records and developing strategies to manage records. Also includes the acquisition, control and disposal of library and other information products, items kept for reference purposes, and the provision of services to internal and external customers, based on information resources. Data administration, archival records and the handling of Freedom of Information (FOI) requests are also included.

See also



GDA Administrative Records – PREMISES

6.1.0 Disposal

See

GDA Administrative Records – ASSET MANAGEMENT

for records relating to managing the disposal of items on the Asset Register eg artworks.

See






for disposal of specific Sydney Opera House Collections.

6.2.0 Film and video collection

6.2.1 Master copy and one (1) backup copy of commercial films/videos of events or that are documentaries on the Sydney Opera House, and for which the Sydney Opera House Trust owns copyright.


Transfer to storage 1 year after action completed. Maintain in storage for 2 years then transfer to State Records.

6.2.2 Master copy and one (1) backup copy of non-commercial films/videos of events, for which the Sydney Opera House Trust owns copyright.



6.2.3 All other copies of films/videos created or received by the Sydney Opera House Trust.



6.3.0 Heritage Collection The Sydney Opera House Trust is a State Collecting Institution under the State Records Act 1998. Therefore, private records are exempt from the provisions of the State Records Act.





Private records are “records that would not be State records had they not been taken into the collection of a State Collecting Institution” (s.5 –State Records Act 1998) eg. personal papers or photographs specifically donated or acquired for inclusion in the collection.

Items in the Sydney Opera House Heritage Collection that are private records should be managed in accordance with the Sydney Opera House Heritage Collection Policy.

6.4.0 Oral History Collection

6.4.1 Original recordings of Oral History interviews and any preservation copies of oral history recordings


Transfer to State Records upon completion.

6.4.2 Master copies of transcripts of Oral History recordings Required as Statearchives.

Transfer to State Records upon completion.

6.4.3 Records relating the planning, organising and conducting of interviews, the biographical details of interviewees and any access conditions or other permissions associated with the completed interview.


Retain until ceases to be of administrative use then transfer to State Records.

6.4.4 Duplicate copies of Oral History recordings, transcripts and biographical details of interviewees







6.5.0 Photographic Collection

6.5.1 High quality or representative photographs of the Sydney Opera House, its site and interiors (eg those selected for marketing or promotional purposes), where the copyright is the property of the Sydney Opera House Trust.



6.5.2 Other photographs of the Sydney Opera House, its site and interiors.



6.5.3 Photographs of all events at the Sydney Opera House, including VIP visits and the Opening Ceremony, before 1978.



6.5.4 Photographs of all events at the Sydney Opera House, including VIP visits, that were taken by the staff photographer between 1978 and 1994.


Retain for 5 years after the event is completed then transfer to State Records.

6.5.5 Selected high quality photographs of all other events at the Sydney Opera House, including VIP visits, where copyright is the property of the Sydney Opera House Trust.


Transfer to storage 3 years after event completed. Maintain in storage for 7 years then transfer to State Records.





6.5.6 All other photographs of events at the Sydney Opera House.



6.5.7 Photographs of staff and publicity photographs of performers not returned to publicists or agents.



6.6.0 Poster Collection

6.6.1 One (1) mint copy of standard sized promotional posters produced by the Sydney Opera House Trust.


Retain for 1 year after the event then transfer to State Records.

6.6.2 One (1) mint copy of standard sized promotional posters produced by other presenters prior to 1997.


Transfer to State Records.

6.6.3 All other posters produced or received by the Sydney Opera House Trust, including large concourse posters.



6.7.0 Program Collection

6.7.1 One (1) mint copy of all programs that are produced or received by the Sydney Opera House Trust for events at the Sydney Opera House, or, presentations of the Sydney Opera House Trust at an off-site location.


Retain for 1 year after the event then transfer to State Records.





6.7.2 Two (2) mint copies of all programs produced by the Sydney Opera House Trust for its own presentations.

Retain for 15 years or until ceases to be of administrative use, whichever is longer, then destroy.


6.7.3

Copies of all other programs created or received by the Sydney Opera House Trust.



6.8.0 Policy

6.8.1 Policies, and records relating to policy decisions, for the management of archival collections, including the management of private records (as defined in the State Records Act 1998).


Transfer to storage 2 years after policy superseded. Maintain in storage for 3 years then transfer to State Records.

6.9.0 Sound recordings collection

6.9.1 Master copy and one (1) backup copy of commercial recordings of events presented by Sydney Opera House Trust and for which the Sydney Opera House Trust owns copyright.


Transfer to storage 1 year after action completed. Maintain in storage for 2 years then transfer to State





Records.

6.9.2 Master copy and one (1) backup copy of non-commercial recordings of events presented by Sydney Opera House Trust and for which the Sydney Opera House Trust owns copyright.



6.9.3 All other sound recordings created or received by the Sydney Opera House Trust.



7.0.0 PROPERTYMANAGEMENT

The function of managing the constructing, fitting-out, enhancing, maintaining, protecting and conserving the Sydney Opera House, its site and the working, storage, living and performing spaces within it. Includes other buildings and land allotments either owned, rented or leased by the organisation, such as storage repositories, and workshops. Also includes the removal of pollutants and waste.

See

9.2.0 TRUST – Committees

for records relating to the Sydney Opera House Conservation Council and the Trust Infrastructure Committee.





See also

GDA Administrative Records – ASSET MANAGEMENT


7.1.0 Conservation See

7.4.0 PROPERTY MANAGEMENT – Planning

for strategic planning of conservation and enhancement programs.

See

9.2.0 TRUST – Committees

for records relating to the Sydney Opera House Conservation Council and the Trust Infrastructure Committee.

7.1.1 Records relating to proposals for World Heritage Listing and other types of heritage listing of the Sydney Opera House eg the State Heritage Register


Retain onsite for 15 years, or longer if still of administrative use, transfer to State Records.





7.1.2 Projects prior to 1988 that significantly altered the fabric/look of the building or its site, eg Opera Theatre Orchestra Pit extension, redevelopment of the Forecourt.


Transfer to storage 3 years after action completed. Maintain in storage for 12 years, or longer if still of administrative use, then transfer to State Records.

7.1.3 Records, including contracts and agreements, relating to the implementation of projects under the Major Upgrade Program, the Total Asset Management Program (Major) and the Strategic Building Plan or Masterplan.


Transfer to storage 3 years after action completed. Maintain in storage for 12 years, or longer if still of administrative use, then transfer to State Records.

7.2.0 Construction

7.2.1 Sydney Opera House Trust / Executive Committee records relating to the construction of the Sydney Opera House.


Retain for 25 years after action completed, or longer if still of administrative use, then transfer to State Records.





7.2.2 Copies of Public Works records relating to the construction of the Sydney Opera House.



7.3.0 Maintenance See


for records relating to developing, monitoring and implementing routine maintenance and service contracts.

7.3.1 Records relating to routine maintenance, installation and repairs, excluding maintenance and service contracts.

Includes records relating to the implementation of the Total Asset Management Program (Regular).

Retain a minimum of 7 years, then destroy


7.4.0 Planning (Strategic)

7.4.1 Records relating to the development of strategic and corporate plans for the maintenance and conservation of the Sydney Opera House and its site.



7.4.2 Master copies of strategic and corporate plans for the maintenance and conservation of the Sydney Opera House and


Transfer to storage 3 years after plan





its site

superseded. Maintain in storage for 7 years then transfer to State Records.

7.4.3 Duplicate copies of strategic and corporate plans for the maintenance and conservation of the Sydney Opera House and its site.



7.4.4 Routine administrative records relating to the planning process.



7.4.5 Business plans for departments of the Sydney Opera House Trust involved in maintenance and conservation.



8.0.0 PUBLICATION The function of having works, irrespective of format, issued for sale or general distribution internally or to the public. Includes drafting, production (design, layout, typesetting, printing etc.) and supply of publications by the Sydney Opera House Trust. Includes publications and leaflets which aim to promote the services and public image of the Sydney Opera House Trust and internal publications that are not produced for public





relations reasons. Also includes multi-media publications, CD ROM and online information services

See

3.0.0 COMMERCIAL ACTIVITIES

For record relating to publications produced as part of the Merchandising and Licensing Programs.

See also

GDA Administrative Records - PUBLICATION

for other corporate publications and brochures produced by the Sydney Opera House Trust.

8.1.0 Event publications See


for the management of programs, posters, visual and sound recordings.

See






for other ephemeral marketing materials eg. flyers.

8.1.1 One (1) mint copy of the Sydney Opera House diary/calendar of events.


Transfer to State Records upon publication.

8.1.2 Duplicate copies of the diary/calendar of events.



9.0.0 TRUST The function of administering and providing support to the Board of Trustees, i.e. the Trust. Includes appointment of Trustees, agendas, minutes, sub-committees, advisory committees and the preparation of board papers. Also includes liaison between Executive Management and Trustees.

9.1.0 Advice

9.1.1 Master copies of advice and other briefing papers presented to members of the Trust.



9.1.2 Duplicate copies of advice presented to members of the Trust. Retain until ceases to Destroy from office.





be of administrative use, then destroy.

9.1.3 Records relating to advice received regarding the operations of the Trust.



9.2.0 Committees

9.2.1 Records relating to the terms of reference and changes to composition and establishment of committees of the Trust.



9.2.2 Master copies of papers, minutes and agendas of committees of the Trust.



9.2.3 Duplicate copies of papers, minutes and agendas of committees of the Trust.

Retain until ceases to be of administrative






use, then destroy.

9.2.4 Records relating to attendance at committee meetings. Retain a minimum of 10 years after file closed, then destroy.

Retain on-site for 5 years. Maintain in storage for 5 years.

9.2.5 Routine administrative records such as committee meeting arrangements, notification of committee meetings, travel to and from etc.

Retain a minimum of 2 years after file closed, then destroy.


9.3.0 Liaison

9.3.1 Records relating to significant external liaison conducted by members of the Trust.



9.3.2 Records relating to routine external liaison conducted by members of the Trust.


Transfer to storage 5 years after file closed. Maintain in storage for 5 years.

9.3.3 Records relating to liaison between Executive Management and members of the Trust.


Transfer to storage 3 years after file closed. Maintain in storage for 7 years then transfer to State





Records.

9.4.0 Legislation See


for records relating to the amendments/interpretation of the Sydney Opera House Trust Act and the Sydney Opera House Trust By-Law.

9.5.0 Meetings

9.5.1 Master copies of papers, minutes and agendas of Trust meetings.



9.5.2 Duplicate copies of papers, minutes and agendas of Trust meetings.



9.5.3 Routine administrative records such as meeting arrangements, notification of meetings, travel to and from etc.


Retain on-site for 2 years, destroy from office.

9.5.4 Records of attendance at Trust meetings. Retain a minimum of Destroy from office.





(Note: This information is reported on in the Annual Report) 2 years after last action, then destroy.

9.6.0 Policy

9.6.1 Records relating to the formulation of policy regarding the functioning or the direction of the Sydney Opera House Trust



9.7.0 Procedures

9.7.1 Records relating to the formulation of operational procedures associated with supporting the Trust and procedure manuals prepared for Trustees.



9.8.0 Trustees

9.8.1 Records relating to the appointment of Trustees and their term of membership.


Transfer to storage 5 years after file closed. Maintain in storage for 5 years






9.8.2 Records relating the payment of Trustees’ fees and allowances or payments relating to other entitlements eg Trustees’ Seats.

Retain a minimum of 6 years after audit, then destroy.

Transfer to storage 2 years after file closed. Maintain in storage for 5 years.

9.8.3 Records relating to Trustees’ declaration of interest, other board appointments and biographical information about Trustees.





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