ADMINISTRATION AND CORPORATE SERVICES RECORDS

ADMINISTRATION

NO.	RECORD CLASS DESCRIPTION	EXAMPLES OF RECORDS [Note: The examples are only representative of records types, and are not an exhaustive list]	MINIMUM AGENCY RETENTION PERIOD	DISPOSAL ACTION
15.0	ADMINISTRATION
15.1	Day-to-day Administration Records covering routine administration transactions	General correspondence Copies of printouts Forms management (e.g. design, printing, authorisation, review, blank forms, templates) Photocopier meter readings	Until administratively no longer required	Destroy
15.2	Stationery Records dealing with acquisition & disposal of stationery, including forms (See also GDA/2: Financial & Accounting Records – Section 13.0: Stores, Supplies, Fixtures, Fittings, & Plant/Equipment)	Order/purchase documentation Stock & inventory records Service contract & requisition orders Paper recycling & document destruction	2 years after date of last action	Destroy
15.3	Secretarial & Processing Services Records relating to the administration of: Secretarial & stenographic services Word processing & typing services Transcribing & dictation services	Requests for secretarial/typing services Dictation audio tapes Shorthand notes Drafts for typing	Until administratively no longer required	Destroy
15.4	Published, Reference & Information-Only Records Copies of externally published, reference & information-only records	New Zealand Gazettes Interdepartmental reference & information-only records Reference-only material from external sources (e.g. brochures, circulars) Copies of Acts & Statutes	Until administratively no longer required	Destroy
15.5	Suggestion Schemes Mandate & Decisions Records that summarise purpose & scope of agency suggestion schemes, and decisions taken	Terms of reference Minutes of meetings Outcome of suggestions implementation	10 years after date of last action	Retain as public archive
15.6	Suggestion Schemes Administration Records that cover the administration of agency suggestion schemes	Suggestion submissions by staff Evaluation of suggestion Correspondence	2 years after date of last action	Destroy