ADMINISTRATION AND CORPORATE SERVICES RECORDS

EXTERNAL COMMUNICATIONS / PUBLIC RELATIONS

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
5.0	EXTERNAL COMMUNICATIONS / PUBLIC RELATIONS
5.1	External Communications Produced by Agency Records of the information communicated externally to clients, stakeholders, interested parties &/or the general public (Note: Section 5 does not apply to: Multi-media records (e.g. films, videos, photographs, slides, oral recordings, art work, etc.) Website related documentation which is covered by Section 11.11)	Agency news releases Articles written by agency staff Major agency speeches & addresses Publications issued/sponsored by agency (e.g. newsletters, circulars, pamphlets, brochures) News briefings Scripts of films, videos or DVDs produced or commissioned by agency Publicity campaigns Education resource kits Posters Brochures New agency launches	10 years after date of last action	Retain one copy as public archive (Note: Destroy duplicate copies except where these have been extensively annotated by agency staff)
5.2	External Communications Received by Agency Public relations & information records received/sourced externally by agency	News clippings External publications External advertisements & brochures Reference & information-only material External invitations to functions	Until administratively no longer required	Destroy
5.3	Agency In-House Publications Publications produced or commissioned by the agency for internal use	CEO newsletter Internal presentation programme	10 years after date of publication	Retain one copy as public archive (Note: Destroy duplicate copies except where these have been extensively annotated by agency staff)
5.4	External and Internal Communication Produced by Agency Publications produced or commissioned by the agency where a copy has been lodged with the Legal Deposit Office, National Library of New Zealand		Until administratively no longer required	Destroy
5.5	Minor Sponsorship & Routine Sponsorship Administration Records covering minor sponsorship & routine sponsorship administration	Minor sponsorships (e.g. application proposals) Declined sponsorship (e.g. rejection letters) Routine administration (e.g. low level administrative correspondence)	7 years after date of last action	Destroy
5.6	Agency Public Surveys & Opinion Polls - Consolidated results Consolidated summary of the objectives & outcomes of client/public surveys &/or opinion polls carried out or commissioned by the agency	Summary of survey/poll results Consolidated analysis reports Public attitude research Focus group summary reports Customer surveys Market research	10 years after date of last action	Retain as public archive
5.7	Agency Public Surveys & Opinion Polls - Administration & data Records covering survey administration & raw research data (Note: This does not apply to any data used in production of Tier 1 Official Statistics.)	Questionnaires, Interview notes, Data sheets, Computer input & output, Sampling frames, Correspondence	Until administratively no longer required	Destroy
5.8	Minor Complaints Complaints against the agency that do not have any direct impact on government or agency policies or decisions, i.e. General complaints on policies & quality/standard of service Complaints on personal matters (e.g. traffic offences, tax matters, etc.)	Correspondence & any associated attachments	2 years after date of last action	Destroy
5.9	Corporate Identity/Brand Records that cover the development of the agency's corporate identity, brand & image (e.g. design of logos, letterheads, crests, etc.)	Development & approval Rationale for decisions made Agency logo designs	10 years after date of last action	Retain for appraisal
5.10	Corporate Uniform/Wardrobe Records covering the design/selection & allocation of clothing & associated items to agency staff (Note: This does not cover records relating to military, police & nursing uniforms & medals, which need to be retained for appraisal unless covered by an agency-specific schedule)	Design/selection of uniform process Distribution of uniforms to staff Staff input/comments on corporate wardrobe	2 years after date of last action	Destroy
5.11	Significant Agency Corporate Objects Key agency objects that relate to: Corporate identification & recognition Authorisation, approval & guarantee of authenticity Creation of significant documents (Note: Physical objects outside of this Section are not public records under the Public Records Act 2005 - Agencies should consider offering such objects with historical/social interest to museums or libraries)	Coat of arms cast Logo print blocks Office seal Engraved plates	10 years after date of last action	Retain for appraisal
5.12	Development & Management of Significant Ceremonies, Celebrations, Exhibitions, Displays, Projects, etc. Records that cover significant agency input, participation &/or contribution to the development & management of major ceremonial & celebratory events, exhibitions & displays (i.e. of national importance, significant for agency) (Note: This Section does not cover: Operational records where the organisation of exhibitions/displays/events, etc., is a core agency business function, e.g. Te Papa, National Library of New Zealand The physical exhibitions/displays, which may be destroyed when administratively no longer required)	Planning briefs Concept designs Decision-making records Project files Copy of programmes	10 years after date of last action	Retain as public archive
5.13	Administration of Significant Ceremonies, Celebrations, Exhibitions, Displays, Projects, etc. Records covering agency administrative input into ceremonial & celebratory events, exhibitions, displays, etc.	Routine administration (e.g. correspondence) Public relations & promotions Construction & assembly of exhibition Exhibition openings Visitor books Invitations	7 years after date of last action	Destroy
5.14	Major Records of VIP/Senior Officials' Visits Significant records covering: Overseas visits by New Zealand dignitaries (e.g. Prime Minister, Ministers of the Crown, etc.) Overseas VIP visitors to New Zealand (e.g. royalty, heads of state, ministers of state, senior officials, etc.)	Briefing notes Visitation programme Record of official discussions & meetings Visit reports	10 years after date of last action	Retain as public archive
5.15	Administration of VIP Visits Records relating to administration of VIP visits (See also GDA/1: Human Resources & Personnel Records – Section 9.5: Travel Administration)	Travel itineraries Accommodation bookings Transportation Foreign exchange Routine correspondence Security Letters of thanks	7 years after date of last action	Destroy
5.16	Records of Major Gifts Presented or Received by Agency Records relating to the receipt of major gifts by the agency, i.e. gifts with substantial value, national importance, long-term benefit, etc. (Note: This does not cover the actual gifts or objects)	Details of gift selection, purchase & presentation by agency Agency receipt of gifts received	10 years after date of last action	Retain as public archive
5.17	Records of Minor or Token Gifts Presented or Received by Agency Records relating to the receipt of minor gifts by the agency, i.e. token gifts that have no monetary or other value (Note: This does not cover the actual gifts or objects)	Details of gift selection, purchase & presentation by agency Details of agency receipt of gifts	2 years after date of last action	Destroy
5.18	Social Functions Agency records relating to the management & administration of official/formal & staff social functions	Venue selection and hire Guest lists Invitations Catering	2 years after date of last action	Destroy
5.19	Messages of Condolence, Appreciation, Greeting, Congratulation, etc. Either produced or received by the agency	Letters of condolence, thanks & appreciation Greeting cards (e.g. Christmas cards)	Until administratively no longer required	Destroy
5.20	Administration of External Communications/Public Relations Routine administration of External Communications/Public Relations	Minor correspondence Address & invitation lists Requests for publications Production, marketing & distribution of publications & advertisements Reference & information-only records Print processing Routine requests (e.g. asking for speaker, donations) Requests to use agency material held under copyright General enquiries from public Subscription lists	2 years after date of last action	Destroy