Functional Retention and Disposal Authority: DA124...Contact Information State Records Level 3, 66 Harrington Street Sydney NSW 2000 Telephone: (02) 8276 5627 Facsimile: (02) 8276

State Records Authority of New South Wales

Functional Retention and Disposal Authority: DA124

Approved: 21 August 2002

Sydney Olympic Park Authority This authority covers records documenting aspects of the functions of recreation and culture and land and resource management in particular the activity of managing the Olympic Park precinct.

STATE RECORDS AUTHORITY OF NEW SOUTH WALES

FUNCTIONAL RETENTION AND DISPOSAL AUTHORITY

DA no DA124 SR file no 01/0507

Public office Sydney Olympic Park Authority

Scope

This functional retention and disposal authority covers records documenting aspects of the functions of recreation and culture and land and resource management, in particular the activity of managing the Olympic Park precinct.

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

21/8/02 David Roberts Date

Director State Records Authority of New South Wales

STATE RECORDS AUTHORITY OF NEW SOUTH WALES 1 OF 132

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 Olympic Park Authority

DA No: DA124 Dates of coverage: 2001 + No Function/ Activity Description Disposal Action Custody*

* see How to use the disposal authority

State Records Authority of New South Wales 5 OF 132

1.0.0 ASSET MANAGEMENT

The function of installation, maintenance and upgrading of existing residential, commercial and sporting facilities on the Homebush site, including transport, infrastructure, roads, open spaces. Includes the care of the natural assets including the trees, grasses, soils, water etc, as well as the installation or maintenance of plant and equipment within open spaces.

Use CAPITAL WORKS for the construction or major works on new buildings and facilities.

Use OPEN SPACE MANAGEMENT for matters relating to the operation of public open spaces, parks and nature reserves,

Use PROPERTY MANAGEMENT for management of Sydney Olympic Park Authority (SOPA) office buildings and facilities.

1.1.0 AGREEMENTS Formal signed agreements to provide engineering, installation, operation and maintenance services for the management of the built and natural assets on the site.

1.1.1 All agreements including contracts under seal and supporting documentation.

Retain for a minimum of 12 years after all contract conditions have been satisfied, then

Sydney Olympic Park Authority DA No: DA124 Dates of coverage: 2001 +

No Function/ Activity Description Disposal Action Custody*



destroy.

1.2.0 CONTRACTING The activities associated with arranging, procuring and managing the provision of services by an external consultant once the tender has been decided to provide engineering, installation, operation and maintenance services for the management of Sydney Olympic Park Authority (SOPA)’s built and natural assets.

1.2.1 Records relating to the hiring and use of contractors, consultants and suppliers. Includes project management records, schedules, quotations, contract payment, accounting records and summaries of consultant evaluations.

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

1.3.0 INSTALLATION The activities associated with the installation of facilities, services, public art, urban design elements and equipment for existing buildings and natural assets on the Sydney Olympic Park Authority (SOPA) site, such as the installation of paving, signage, public communications, electrical and plumbing, landscaping, security and surveillance equipment etc

1.3.1 Records relating to the installation of equipment including documentation of requirements and sign off on completion in accordance with Sydney Olympic Park Authority (SOPA)’s internal guidelines for maintaining consistent look and feel throughout the site.

Retain for a minimum of 7 years after equipment, services are decommissioned, then destroy.





1.4.0 MAINTENANCE Activities relating to the maintenance and repair of existing buildings and facilities involving structural repairs, major refurbishment or renovations, as well as the natural assets including trees, grasses, soils and water. Includes reports on the state of facilities, maintenance schedules and work undertaken.

1.4.1 Records documenting the history of major maintenance work undertaken, including structural changes, major refurbishment and renovations.

Retain for a minimum of 7 years after building demolished, then destroy.

1.4.2 Records of minor maintenance works and routine maintenance works that do not involve structural changes, or changes that are consistent with the guidelines established in the Master Plan.

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

1.5.0 MEETINGS The activities associated with the management of meetings to determine the on-going management of Sydney Olympic Park Authority (SOPA)'s built and natural green assets. Includes minutes, agenda, meeting papers and administrative arrangements relating to the organisation of the meeting.

1.5.1 Records of meetings including committee meetings where Sydney Olympic Park Authority (SOPA) provides the secretariat, or internal committees related to issues of policy, planning, strategic and corporate management.

Required as State archives.

Retain for 12 years then transfer to State Records.





1.5.2 Records of operational meetings or meetings where Sydney Olympic Park Authority (SOPA) does not provide the secretariat or relating to routine operational matters such as project management or site co-ordination.


1.6.0 OPERATIONS The activities associated with ensuring that all ongoing development and maintenance of the site meets Sydney Olympic Park Authority (SOPA)’s internal environmental framework. Framework includes the Integrated Waste Management Solution, IWWS and commitment to ecological sustainable development of waste avoidance and minimisation, energy and water conservation as well as pollution control.

1.6.1 Records relating to cleaning and waste removal on site involving the treatment of scheduled chemical waste. Includes maintenance and monitoring plans.


1.6.2 Records related to environmental monitoring including maintenance and monitoring plans to ensure sustainable management in the operations of the site. Includes monitoring areas of energy, water conservation, waste minimisation, pollution avoidance and the protection of the natural environment.

Required as State archives


1.6.3 Records relating to remediation in cleaning up contaminated areas to a level suitable for use including consolidating contaminated soil into a containment area.


Retain for 12 years then transfer to





Includes maintenance and monitoring plans. State Records.

1.7.0 PLANNING The activities associated with planning the on going management of Sydney Olympic Park Authority (SOPA)’s built and natural green assets. Includes the Asset Management Plan, Asset Management Strategic Plans and Occupational Health Safety and Rehabilitation Strategic plans.

1.7.1 Final master copies of asset management plans. Retain for a minimum of 10 years after date superseded, then destroy.

1.7.2 Records relating to the development of plans including scoping studies, implementation strategies, occupational health, safety and rehabilitation and resource planning records.


1.8.0 PLANS ANDDRAWINGS

The activities associated with the management of the agency's plans and drawing register.

1.8.1 One set of ‘as built’ master plans, (signed) relating to the conceptual layout of all Olympic venues and major infrastructure facilities, including the overall landscape design for public domain areas and parklands.


1.8.2 Master register of plans and drawings. Required as State archives.





1.8.3 One set of preliminary plans relating to the conceptual layout of all building and construction work undertaken including both major and minor work.


1.8.4 Duplicate plans and drawings, drafts, hard copies of plans and drawings retained electronically, plans and drawings submitted for information only. Includes duplicate data retained in electronic format.

Retain until reference has ceased, then destroy.

1.8.5 Records relating to the distribution, control and storage of plans and drawings from the master copy, including procedures for document numbering, registration, version controls, as well as methods for the storage and access to plans and drawings.

Retain for a minimum of 10 years action completed, then destroy.

1.9.0 POLICY The activities associated with the formulation and development of policy relating to the on going management of Sydney Olympic Park Authority (SOPA)’s built and natural green assets incorporating Sydney Olympic Park Authority (SOPA)’s internal environmental and statutory framework for ecological sustainable development.

1.9.1 Records including master copies, background material, significant drafts of policy and consultation with other stakeholders related to the development of asset management policy.







1.9.2 All other copies. Retain until superseded, then destroy.

1.10.0 PROCEDURES The activities associated with applying standard methods of operations according to Sydney Olympic Park Authority (SOPA)’s formulated asset management policy.

1.10.1 Records including master copies including background and working papers related to the development of asset management procedures.

Retain until all reference ceases, then destroy.


1.11.0 REPORTING The activities associated with initiating or providing a formal response to the management of Sydney Olympic Park Authority (SOPA)’s built and natural assets, incorporating reporting on Sydney Olympic Park Authority (SOPA)’s Integrated Waste Management Solution, (IWMS), Water Reclamation and Management Scheme (WRMS) and other environmental management initiatives to protect the natural environment.

Includes briefing, business, discussion papers, proposals, reports, reviews and returns.

1.11.1 Reports relating to asset management operations, including evaluation and benefits of services.

Retain for a minimum of 10 years after action





completed, then destroy.

1.11.2 Regular monthly reports to the Board Retain for a minimum of 7 years after action completed, then destroy.

1.11.3 Records of business unit activities that are summarised and published in the agency's annual report.


1.12.0 TENDERING The activities involved in receiving and assessing tenders. Includes offers made in writing by one party to another to carry out at an inclusive price or uniform rate an order for the supply or purchase of goods, or for the production of work.

1.12.1 Records relating to Request for Proposals (RFP), Request for Detailed Proposals, (RFDP) and Expressions of Interest (EOI) received in response to a call for tenders. Includes evaluation of proposal and meeting records.

Retain for a minimum of 7 years after completion of contract, then destroy.

1.12.2 Successful tenders - precedent cases relating to projects of major local impact, construction of landmark structures, or matters of major public interest or controversy in response to a call for tenders.



1.12.3 Successful tenders - all other cases. Documents provided in response to a call for tenders. Tender documents for all other services including construction, equipment, supply






and procurements.

1.12.4 Records of all unsuccessful tenders and routine enquires and arrangements for the advertising of tenders.


1.13.0 UTILITIES The activities associated with the purchasing and selling of infrastructure services, such as electricity, gas, telecommunications, as well as renewable energy options including water. Records include operational files, managing contracts, customer databases and consultant advice.

1.13.1 Records relating to utilities including gas, water and electricity including the promotion of renewable energy such as the PV Towers along the Boulevard.

Retain for 7 years after contact expires, or last action, then destroy.

1.13.2 Records relating to Sydney Olympic Park Authority (SOPA)’s Waste Reticulation and Management System (WRAMS) where sewage generated from venues and facilities is collected, treated and cleansed for non-potable reuse.



2.0.0 BOARD OF MANAGEMENT

The function of managing arrangements and documenting meetings and decisions and decision of the Sydney Olympic Park Authority (SOPA) Board of Management and sub-committees.

2.1.0 ARRANGEMENTS The activities associated with undertaking arrangements on





behalf of the board for travel, presentations or information sessions.

2.1.1 Records related to arrangements for travel or presentations. Retain for a minimum of 2 years after action completed, then destroy.

2.2.0 ATTENDANCE The activities associated with recording attendance at all board meetings.

2.2.1 Attendance records for all board meetings

NB Attendance at meetings is summarised in Board minutes.

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

2.3.0 MEETINGS The activities associated with the management of board meetings including committees on Planning and Development, Audit and Compliance, CEO committees and other ad hoc committees.

2.3.1 Records of board meetings, including background papers, reports to Sydney Olympic Park Authority (SOPA)by Sydney Olympic Park Authority (SOPA) officers, discussions, debates, resolutions, minutes and agenda papers.



2.4.0 MEMBERSHIP The activities associated with managing membership of the





Sydney Olympic Park Authority (SOPA) board.

2.4.1 Records relating to all board memberships including appointments, CV's, personal information and term of membership.



2.4.2 Records relating to pecuniary or conflicts of interest by board members.

NB Pecuniary interests are summarised in Board minutes.


2.5.0 REPORTING The activities associated with initiating or providing a formal response to the management of Sydney Olympic Park Authority (SOPA)’s built and natural assets incorporating reporting on Sydney Olympic Park Authority (SOPA)’s Integrated Waste Management Solution, (IWMS), Water Reclamation and Management Scheme (WRMS) and other environmental management initiatives to protect the natural environment.

Includes briefing, business, discussion papers, proposals, reports, reviews and returns.

2.5.1 Reports made by the Board on management of the Authority covering a range of issues, and reports received

Required as State Retain for 12 years then





by the Board from operational units.” archives transfer toState Records.

2.6.0 SUBMISSIONS The activities associated with submissions on matters having an impact on Sydney Olympic Park Authority (SOPA), or for which Sydney Olympic Park Authority (SOPA) has made a substantial input into either the preparation of reports, policy or procedure change for organisations or the development of new programs and activities.

2.6.1 Records relating to submissions whether successful or unsuccessful.



3.0.0 CAPITAL WORKS The function of planning and management of large scale, high cost construction of facilities and buildings such a sports venues, residential and commercial premises, site infrastructure on the Sydney Olympic Park site at Homebush.

Use DEVELOPMENT AND BUILDING APPLICATIONS for development approvals for the projects.





3.1.0 AGREEMENTS Activities relating to the establishment, maintenance, review and negotiation of agreements relating to the provision of services.

3.1.1 All contracts including contracts under seal and supporting documentation.

Retain for a minimum of 12 years after all contract conditions have been satisfied, then destroy.

3.1.2 Records relating to the refurbishment or redesign of the building. Includes records relating to consultations with the original designer of the building regarding refurbishments and/or moral rights.

Retain for 7 years after all contract conditions have been satisfied, then destroy.

3.1.3 Records relating to variations in the original agreement. Retain for 12 years after all contract conditions have been satisfied, then destroy.

3.1.4 Records relating to agreements on moral rights for consultation process with the original designer of the structure if any refurbishments are required

Retain for 7 years after the lifetime of the structure or plant, then destroy.

Retain for 7 years then transfer to State Records

3.2.0 COMMISSIONING The activities associated with the handover process from construction to occupation including testing and sign off on compliance certificates.





3.2.1 Records relating to the sign off on the construction of the building.

Retain for 8 years after all contract conditions have been satisfied, then destroy.

3.3.0 CONSTRUCTION Activities relating to the construction of structures, including specifications and operating conditions, that meets the development guidelines of the Post Olympic Master Plan. Includes records relating to the final as built documentation of construction specification, economic impact statements, designs, plans and drawings, contracts, technical and design decisions, client negotiations, project team meetings, approvals, inspections and certificates of completion.

3.3.1 Records relating to historical and significant structures, including those registered by the NSW Heritage Office of the National Trust of Australia which are of local, state or national significance, including major site facilities, sporting facilities and entertainment areas e.g. Showground, Stadium Australia.



3.3.2 Records relating to all other structures. Retain for 12 years after the lifetime of the structure or plant, then destroy.

3.3.3 Records relating to project management for major and minor works including budget and costs, client liaison on

Retain a minimum of 12 years after project





non technical matters, contractual matters such as variations and payment, logistics, site procedures, quality and performance measurements, periodic reporting, project risk management and schedules.


3.4.0 CONTRACTING The activities involved in arranging, procuring and managing the performance of work or the provision of services by an external contractor or consultant, or by using external bureau services. See TENDERING for the process of receiving and assessing tenders from potential external consultants for services, prior to the contract agreement.

3.4.1 Records relating to the hiring and use of contractors and consultants, and suppliers, quotations, contracts payment and accounting records, summaries of consultant evaluations.

Retain for 7 years after the expiry of the contract, then destroy.

3.5.0 DESIGN Activities relating to the implementation of the Masterplan design guidelines including the design guidelines for temporary and permanent public domain elements, urban core, parklands and public art programs.

3.5.1 Records that relate to the design of historical or significant structures, including those registered by the NSW Heritage Office or the National Trust of Australia, which are of local, state or national significance, including major site facilities, sporting facilities or entertainment areas, or are of major public interest or have received architectural or


Retain for 30 years after building completed then transfer to State





design awards. Records.

3.5.2 All other structures and facilities.

Master copies of final design records or as built documentation including plans and drawings, specifications, calculations, design decisions, technical information and approvals by certified authorities. Includes any major modifications.

Retain for 7 years after lifetime of the equipment or structure, then destroy.


3.6.0 MEETINGS The activities associated with the management of meetings with stakeholders to determine the on-going management of Sydney Olympic Park Authority (SOPA)'s capital works programme.

3.6.1 Records of meetings including committee meetings where Sydney Olympic Park Authority (SOPA) provides the secretariat, or internal committees related to issues of policy, planning, strategic and corporate management. Records include minutes, agenda, background papers and membership records.



3.6.2 Records of operational meetings or meetings where Sydney Olympic Park Authority (SOPA) does not provide the secretariat or relating to routine operational matters such as project management or site coordination Includes minutes, agenda, and background papers of meetings.






3.7.0 PROGRAM The activities associated with the planning, co-ordination, supervision and control of resources needed to determine and complete projects designed for capital works.

3.7.1 Final reports and summary records of programs that address capital works, including program objectives, evaluations and reviews.



3.7.2 Records relating to the administration and operation of programs that address capital works, including records relating to supplies and equipment, funding applications, periodic reports on progress, project schedules and budgeting

Retain for 7 years after last action, or finalisation of contract, then destroy.

3.8.0 PROJECT [specify by project name]

Activities associated with coordinating and controlling major construction projects or the development of projects that substantially enhance the scale and service levels of the Sydney Olympic Park Authority (SOPA) site.

3.8.1 Records for projects that proceed, including the following:

Long term project planning, economic impact studies and feasibility assessments, concept designs.


3.8.2 Records for projects that proceed, including Project control records:

Budgeting






Cash flows and project budgets Defects and corrective actions Plans and drawing schedules Investment attraction

3.8.3 Projects that do not proceed – all records. Retain for a minimum of 7 years after action completed, then destroy.

3.9.0 REPORTING The processes associated with initiating or providing a formal response to Sydney Olympic Park Authority (SOPA)’s capital works programs. Includes briefing, business, discussion papers, proposals, reports, reviews and returns.

3.9.1 Reports relating to conduct of capital works projects, including the evaluation and benefits of services.


3.9.2 Regular monthly reports to the Board. Retain for a minimum of 7 years after action completed, then destroy.


Retain for 2 years after action completed, then destroy.





4.0.0 COMMERCIAL ACTIVITIES

The function of implementation of the commercial strategy, negotiating and managing agreements for commercial use and return on the site and site facilities, including Sydney Olympic Park Authority (SOPA)’s compliance with terms and conditions of contracts negotiated with venues and other parties and in accordance with the Master Plan.

Use COMMERCIAL DEVELOPMENT for matters relating to the development of the site for commercial uses in accordance with the Master Plan.

Use General Disposal Authority – Administrative Records - STRATEGIC MANAGEMENT – PLANNING – For planning the commercial strategy as it relates to the whole site Commercialisation Strategy.

4.1.0 ADVICE (LEGAL) The activities associated with advice sought by Sydney Olympic Park Authority (SOPA)relating to the development of commercial strategies and/or the optimisation of Sydney Olympic Park Authority (SOPA)’s commercial activities.

4.1.1 Records relating to advice on the interpretation of legislation and regulations, issues of major public interest


Retain for 12 years then





or controversy, precedent setting matters, or resulting in significant changes to Sydney Olympic Park Authority (SOPA)’s policy.

transfer to State Records.

4.1.2 Records relating to other legal advice on Sydney Olympic Park Authority (SOPA)'s commercial development strategy including the interpretation of agreements.

See Agreements if advice relates to specific agreement.

Retain a minimum of 12 years after expiry of agreement, then destroy.

4.2.0 AGREEMENTS The activities associated with the establishment, maintenance, review and negotiation of commercial agreements or contracts with organisations for communication and broadcasting rights, filming rights and concessions.



4.2.2 Records relating to all other agreements including tenancy, commercial concessions, communication and broadcasting rights, filming rights, licensing as well as negotiations and amendments.


4.3.0 COMPLIANCE The activities associated with complying with mandatory





or optional accountability, fiscal, legal, regulatory or quality standards or requirements to which Sydney Olympic Park Authority (SOPA)is subject. Includes compliance with legislation and with national and international standards, such as the ISO 9000 series.

4.3.1 Records relating to failures to comply with contract or agreement conditions, remediation actions taken and compensation arrangements.

Retain for a minimum of 12 years after case closed, then destroy.

4.3.2 Records showing evidence of compliance, such as routine, periodic audits and reviews.


4.4.0 COMMERCIALCONSULTANCY SERVICES

The activities of providing technical and professional services by Sydney Olympic Park Authority (SOPA)staff to commercial clients, usually to undertake evaluation of building compliance with local government standards, to provide ecological or horticultural advice etc

4.4.1 Records of final deliverables, reports, advice, technical services or information provided to clients under commercial contracts

Retain for a minimum of 12 years, then destroy.

4.4.2 Records relating to data collection, analysis, client liaison, project management and working papers relating to the development of deliverables


4.5.0 MEETINGS The activities associated with the management of meetings





with stakeholders to determine the development of Sydney Olympic Park Authority (SOPA)’s commercial strategies and optimisation of the site. Records include minutes, agenda, background papers and membership records.




4.5.2 Records of operational meetings or meetings where Sydney Olympic Park Authority (SOPA) does not provide the secretariat or relating to routine operational matters such as project management or site coordination


4.6.0 PLANNING The activities associated with planning the commercial development and optimisation of the site.

4.6.1 Records relating to the planning and development of commercial strategies and services including the development of major corporate partnerships.



4.6.2 Records relating to routine correspondence on business partnerships which did not eventuate, expressions of interest, routine administration of contracts, partnerships.


4.6.3 Records relating to property use planning and tenancy mix. Retain for a minimum of 7 years after action






4.7.0 POLICY The activities associated with the development, formulation and establishment of policies relating to Sydney Olympic Park Authority (SOPA) commercial activities and optimisation of the site.

4.7.1 Records including master copies, background material, and significant drafts of policy and consultation with other stakeholders related to the development of commercial activities policy.




4.8.0 PROCEDURES The activities associated with applying standard methods of operations in accordance with Sydney Olympic Park Authority (SOPA)’s policies on the commercial development of the site.

4.8.1 Records including master copies, background and working papers related to the development of commercial activities procedures.



4.9.0 REPORTING The activities associated with initiating or providing a formal response on the ongoing commercial activities of





the site including the contracts, operational agreements, lease and property management and commercial advice. Includes briefing, business, discussion papers, proposals, reports, reviews and returns.

4.9.1 Reports relating to conduct of commercial services activities including evaluation and benefits of services.





4.10.0 TENDERING The activities involved in receiving and assessing tenders on the provision of services related to the commercial activities and optimisation of the site. Includes offers made in writing by one party to another to carry out at an inclusive price or uniform rate, an order for the supply or purchase of goods, or for the production of work.







4.10.2 Successful tenders - precedent cases relating to projects of major local impact, matters of major public interest or controversy in response to a call for tenders.



4.10.3 Successful tenders - all other cases. Tender documents for all other services including construction, equipment, supply and procurements.


4.10.4 Records of all unsuccessful tenders. Retain for a minimum of 12 years after action completed, then destroy.

4.10.5 Routine enquires and arrangements for the advertising of tenders.


5.0.0 COMMERCIAL DEVELOPMENT

The function of seeking commercial proposals for the orderly and economic development of the site in accordance with the Master Plan. The provision and management of infrastructure to promote and manage the cultural, sporting, educational, commercial, tourist, recreational and entertainment activities and facilities. This function differs from COMMERCIAL ACTIVITIES, which should be used to describe commercial strategies, negotiating agreements for the commercial use and return of the site and site facilities, including Sydney Olympic Park Authority (SOPA)'s compliance with terms and conditions of contracts negotiated with venues and other





parties and the provision and management of infrastructure to promote and manage the cultural, sporting, educational, commercial, tourist, recreational and entertainment activities and facilities.

5.1.0 AGREEMENTS Records relating to formal signed agreements with the private sector to build and operate within the Olympic Park precinct.



5.2.0 CONTRACTING The process of outsourcing operations or arranging, procuring and managing the provision of service by an external consultant once the tender has been decided. Includes activities associated with the engagement, hiring and use of contractors, consultants and suppliers.

5.2.1 Records relating to the hiring and use of contractors, consultants, and suppliers including, quotations, contract agreements, scope of work, contracts payments, accounting records, summaries of consultant evaluations and management of the agreements.


5.3.0 DESIGN Activities associated with the implementation of the Masterplan design guidelines, review of design guidelines,





and design guidelines for temporary and permanent public domain elements, urban core, parklands and public art programs. Includes input from the Design Review Panel chaired by the NSW Government Architect and design requirements to comply with Access Guidelines.

5.3.1 Records related to design review and stakeholders input into proposed designs for the on going development of the site in line with the design guidelines documented in the Post Olympic Master Plan.



5.4.0 ENVIRONMENTALGUIDELINES

The activities associated with ensuring compliance with environmental guidelines and the principles of ecological sustainable development for developers, designers, planners and managers in the development of venues and other facilities in relation to the ongoing commercial development of the site.

5.4.1 Records related to the evaluation of commercial development proposals complying with Sydney Olympic Park Authority (SOPA)’s environmental guidelines.

Retain for minimum of 10 years after project completion, then destroy.

5.5.0 FACILITIES The management of the ongoing commercial development process to enhance Sydney Olympic Park Authority (SOPA)'s sporting, environmental and commercial facilities, as identified in the Master plan.





5.5.1 Records relating to project pre-planning of construction, expansion and upgrading of existing facilities. Actual construction and development work is undertaken as capital works projects.

Retain for minimum of 10 years after project completion, then destroy.

5.6.0 FEASIBILITYSTUDIES

Feasibility studies relating to major commercial development proposals to design, construct, finance, as well as operate facilities and buildings within the context of the statutory planning framework outlined in the Master Plan.

5.6.1 Records relating to projects that become operational Required as State archives.


5.6.2 Records relating to projects that do not proceed Retain for a minimum of 10 years after last action, then destroy.

5.7.0 MEDIA RELATIONS The activities associated with periodic monitoring of the press.

5.7.1 Master copies of major press releases prepared for or by Sydney Olympic Park Authority (SOPA)







5.7.2 Records of Sydney Olympic Park Authority (SOPA)'s provision of routine information to local media as editorial, 'what's on'; announcements


5.8.0 MEETINGS The activities associated with the management of meetings with stakeholders to determine the on-going commercial development of the site. Includes minutes, agenda, meeting papers and administrative arrangements relating to the organisation of the meeting.

5.8.1 Records of meetings including committee meetings where Sydney Olympic Park Authority (SOPA)provides the secretariat, or internal committees related to issues of policy, planning, strategic and corporate management.



5.8.2 Records of operational meetings or meetings where Sydney Olympic Park Authority (SOPA) does not provide the secretariat. or relating to routine operational matters such as project management or site coordination


5.9.0 PLANNINGAPPROVALS

The activities associated with planning approvals that relate to the development of Sydney Olympic Park Authority (SOPA)'s lands in response to the major development needs and opportunities identified by the Post Olympics Masterplan.





5.9.1 Successful planning and development approvals including construction certificates sought from the consenting authority.

Retain for a minimum of 7 years after the building has been removed or demolished, then destroy.


5.9.2 Planning approvals that meet the Master Plan requirements and have been forwarded to the consent authority for approval.

Retain for a minimum of 7 years after building removed or demolished, then destroy.

5.9.3 Unsuccessful planning approvals. Retain for a minimum of 7 years after action completed, then destroy.

5.10.0 POLICY The activities associated with the formulation and development of policy relating to the commercial development of the Sydney Olympic Park Authority (SOPA) site under the Master Plan. Includes the development of the statutory planning framework incorporating transportation, precincts, design guidelines, landuse, parking, urban design and regional context.

5.10.1 Records including master copies, background material, significant drafts of policy and consultation with other stakeholders related to the development of commercial development policy.








5.11.0 PROBITY The activities undertaken to ensure the integrity and honesty of decisions in relation to development contracts, including measures taken to ensure probity, fraud and corruption controls and the periodic review of procedures. Cases involving probity are investigated, and may lead to prosecution.

5.11.1 Records of probity measures and procedures. Retain for a minimum of 20 years after action completed, then destroy.

5.12.0 PROCEDURES The activities associated with applying standard methods of operations according to formulated commercial development policy.

5.12.1 Master copies including background and working papers related to the development of commercial development procedures.



5.13.0 PROGRAM The activities associated with new and emerging programs including the planning, co-ordination, supervision and managing resources that promote the ongoing commercial





development of the site.

5.13.1 Final reports and summary records of programs that address the ongoing commercial development of the site or capital works programs. Includes program objectives, evaluations and reviews.



5.13.2 Records relating to the administration and operation of programs including records relating to supplies and equipment, funding applications, periodic reports on progress, project schedules and budgeting.


5.14.0 PROJECTMANAGEMENT

Activities associated with coordinating and controlling major construction or development projects that substantially enhance the scale and service levels of the Sydney Olympic Park Authority (SOPA) site. Includes project management records relating to the scope, contracts, technical and design decisions, including client negotiations and project team meetings, integration, approvals, inspections and certificates of completion, document registers.

5.14.1 Records relating to historical and significant structures, including those registered by the NSW Heritage Office of the National Trust of Australia, which have local, state or national significance, including major natural environment spaces or landmarks, major site facilities, sporting facilities







and entertainment areas e.g. Showground, Stadium Australia.

Includes records relating to the final as built documentation of construction specification, economic impact statements, designs, plans and drawings, contracts, technical and design decisions, client negotiations, project team meetings, approvals, inspections and certificates of completion.

5.14.2 All other projects - Records relating to the construction of all other buildings, facilities and infrastructure.

Retain for a minimum of 5 years after building replaced or demolished, then destroy.

5.14.3 Records related to the routine administration of all projects, including: Budget and costs, Client Liaison on non technical matters, Contractual matters such as variations and payment, Logistics, Site procedures, Quality and performance measurements, Periodic reporting, Project risk management and schedule.

Retain a minimum of 12 years after project completed, then destroy.

5.15.0 REPORTING The processes associated with initiating or providing a formal response both internal and external to Sydney Olympic Park Authority (SOPA) on the commercial development of the Sydney Olympic Park Authority (SOPA) site. Includes briefing, business, discussion





papers, proposals, reports, reviews and returns.

5.15.1 Reports relating to the conduct of commercial development including evaluation and benefits of services.





5.15.4 Records relating to Cabinet submissions addressing either commercial development proposals, or agreements with developers on the design, construction, finance, operation and maintenance of projects for the long term sustainability of the site.



5.16.0 SITE CO-ORDINATION

Activities associated with coordinating the logistics of site access, developments and schedules for development activities and the coordination of development proposals.

5.16.1 Records relating to coordinating the commercial development of the Sydney Olympic Park Authority (SOPA) precinct.






5.17.0 TENDERING The activities involved in receiving and assessing tenders in response to Sydney Olympic Park Authority (SOPA)’s Request for Proposals for Commercial Development of the Sydney Olympic Park Authority (SOPA) site. Includes offers made in writing by one party to another to carry out at an inclusive price or uniform rate an order for the supply or purchase of goods, or for the production of work.






5.17.3 Successful tenders - all other cases. Tender documents for all other services including construction, equipment, supply and procurements.


5.17.4 Records of all unsuccessful tenders. Retain for a minimum of 12 years after action completed, then destroy.

5.17.5 Routine enquiries and arrangements for the advertising of tenders.







6.0.0 DEVELOPMENT AND CONSTRUCTION APPLICATIONS

The function of negotiating building and development approvals to meet environmental, economic return, building code and safety standards and the codes set under the site masterplan. The Minister of Urban Affairs and Planning approves development consents. Use this term only for permanent structures and fixtures. Use EVENT MANAGEMENT – Approvals for complying temporary developments and construction on the site under authority delegated to Sydney Olympic Park Authority (SOPA) for temporary structures and fixtures relating to specific events, eg IGNITE.

6.1.0 ADVICE (Legal) The activities associated with advice either sought or provided by Sydney Olympic Park Authority (SOPA) on planning matters for planners, designers, developers, venue operators, government agencies and the private sector relating to Plans of Management and Development Consents.

6.1.1 Records relating to advice on the interpretation of legislation and regulations, issues of major public interest or controversy, precedent setting matters, or resulting in significant changes to Sydney Olympic Park Authority (SOPA)’s policy.



6.1.2 Records relating to advice on Sydney Olympic Park Authority (SOPA)'s development and construction


Retain for 12 years then





activities. Includes liaison with related government agencies and stakeholders on plans of management and priorities.

transfer to State Records

6.2.0 COMMUNITYCONSULTATION

The activities associated with undertaking community consultation with stakeholder groups including the EPA (Environmental Protection Authority), DUAP (Department of Urban Affairs and Planning), NPWS (National Parks and Wildlife Service), Local Councils and community groups relating to the on-going development of the site. Includes consultation in relation to the Sydney Olympic Park Master Plan and Plans of Management.

6.2.1 Records of community consultation committee meetings and where Sydney Olympic Park Authority (SOPA) seeks input and negotiates with experts and/or community representatives. Includes plans for conducting the consultation process.



6.2.2 Records relating to administrative arrangements, notifications and informal records of public meetings and other forms of community consultation.

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

6.3.0 COMPLIANCE The activities associated with ensuring that all Plans of Management, Development Consents and Construction Certificates comply with statutory planning requirements and the Post Olympic Master Plan.

6.3.1 Records relating to serious breaches or failures to meet Required as State Retain for 12





compliance requirements. archives years then transfer to State Records.

6.3.2 Records relating to minor breaches or failures to meet compliance requirements.


6.3.3 Records showing evidence and exemption of compliance on certain matters under the Local Government, or EPA legislation


6.3.4 Records relating to undertaking inspections to ensure that all construction activities are compliant with the approved Plans of Management, Development Approvals and Construction Certificates.

Retain a minimum of 7 years after audit, then destroy.

6.4.0 CONSTRUCTIONCERTIFICATES

The activities associated with the issuing of construction certificates for all Development Approvals on the site. Includes detailed plans, specifications and compliance with the relevant provisions of the Building Code of Australia. Construction certificates can be approved by Sydney Olympic Park Authority (SOPA) or by an accredited certifier.

6.4.1 Successful applications/ approvals for significant and heritage structures for major facilities and venues on the site. Includes specifications, detailed plans, certificates, notices and compliance orders, special conditions,







exemptions, access requirements or existing use conditions.

6.4.2 Successful applications and approvals - all other cases. Retain for a minimum of 7 years after the building has been removed, then destroy.

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

6.4.4 Compliance Certificates issued by Sydney Olympic Park Authority (SOPA) or private certifier relating to smaller scale developments on the site.

Retain for 7 years after building removed or demolished, then destroy.

6.4.5 Occupation Certificates certifying the approval that the building or relevant construction is safe to occupy and meets all legislative requirements.

Retain for 7 years after building removed or demolished, then destroy.

6.4.6 Inspections certifying that the building or other construction activity complies with the relevant conditions in the construction certificate and development consent.

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

6.4.7 Register of construction certificates complying with development applications.







6.4.8 Temporary structures (for during construction of permanent buildings) - Records relating to permission to the installation of temporary structures during the construction of permanent buildings

Retain for a minimum of 7 years after expiry date, then destroy.

6.4.9 Records relating to the accreditation of building assessors. Retain for a minimum of 2 years after expiry, then destroy.

6.5.0 DEVELOPMENTAPPROVALS

The activities associated with applications for development approvals including supporting documentation for demolitions, commercial and industrial uses, licensed premises, town planning, alterations, additions, residential, entertainment and any other structure or activity that requires approval including special conditions, exemptions, access requirements or existing use conditions. Includes specifications, certificates, notices and compliance orders.

6.5.1 Successful applications and approvals includes major and heritage structures including Olympic venues, as well as all other development approvals that comply with the ongoing development of the Sydney Olympic Park Authority (SOPA) site documented in the Post Olympic Master Plan.



6.5.2 Development consents for other structures, including long term temporary structures. Includes specifications, certificates, notices and compliance orders, interim development orders, objections, for additions to existing structures, modification applications, exemptions and

Retain for a minimum of 10 years after issue of final certification, then destroy.





complying developments.

6.5.3 Unsuccessful applications - All other cases. Records relating to unsuccessful applications for development consents.


6.5.4 Inspections undertaken to ensure that all construction activities are compliant with the approved Development Applications.


6.5.5 Register of development applications and consents including complying development applications, building certificates, holdings, lands and private certificates and exemptions.



6.5.6 Approval to install temporary structures for the construction of permanent buildings.


6.6.0 ENFORCEMENT The activities relating to the enforcement of development approvals, construction certificates and other public entertainment licences including inquests, inquiries and breaches.

6.6.1 Notices issued relating to breaches under local and other laws, including instructions for rectification or remediation and result in legal action.


6.6.2 Notices issued relating to breaches under local and other Retain for a minimum of





laws, including instructions for rectification or remediation which are complied with and do not result in legal action.

7 years after action completed, then destroy.

6.6.3 Subpoenas and discovery orders Retain for a minimum of 7 years after action completed, then destroy.

6.6.4 Register of notices or orders issued, including summary details of the order, recipient, reason for order, date of resolution, outcome



6.7.0 FOOD ANDHEALTH REGULATION

The activities associated with the official examination of facilities, equipment and items, to ensure compliance with agreed standards and objectives of the food and health regulations.

6.7.1 Records of inspections and reports relating to major health issues in relation to matters involving major controversy, major infringements, deaths or precedent setting cases.



6.7.2 Records of inspections relating to examination of equipment and facilities to ensure compliance with food and health regulations.


6.7.3 Health surveyors’ licence inspection reports. Retain for a minimum of 12 years after last action, then destroy.





6.8.0 LICENSING The activities associated with the administration of licensing of prescribed premises such as the operation of amusement devices and food outlets for specified periods, as well as gaming & racing licences. Use DEVELOPMENT AND CONSTRUCTION – PROPOSED ACTIVITY for applications to conduct public events, activities and sporting events.

6.8.1 Copies of approved Food and Health licences, applications, renewals and related documentation relating to food and health.


6.8.2 Copies of approved Place of Public Entertainment licences, applications, renewals and related documentation for public entertainment.


6.8.3 Records of licence applications or renewals that were refused or declined.


6.9.0 MEETINGS The activities associated with the management of meetings with stakeholders to determine the on-going management of Sydney Olympic Park Authority (SOPA)'s building and development approval requirements. Includes minutes, agenda, meeting papers and administrative arrangements relating to the organisation of the meeting.

6.9.1 Records of meetings including committee meetings where Sydney Olympic Park Authority (SOPA) provides the

Required as State Retain for 12 years then





secretariat, or internal committees related to issues of policy, planning, strategic and corporate management.

archives transfer toState Records.

6.9.2 Records of operational meetings or meetings where Sydney Olympic Park Authority (SOPA) does not provide the secretariat. or relating to routine operational matters such as program coordination


6.10.0 PROPOSEDACTIVITIES

The activities associated with approving applications and all supporting documentation relating to permits to conduct public activities, such as entertainment, sporting and community events in public spaces. Use DEVELOPMENT AND CONSTRUCTION APPLICATIONS - LICENSING for approvals to operate amusement devices or food, racing and gaming services.

6.10.1 Records of successful applications to conduct public activities.


6.10.2 Records of unsuccessful applications. Retain for a minimum of 2 years after last action, then destroy.

6.11.0 REGULATIONS The activities associated with Sydney Olympic Park Authority (SOPA)’s input and comments on legislation and amendments.

6.11.1 Records relating to regulations that impact on Sydney Required as State Retain for 12





Olympic Park Authority (SOPA)’s operations and functions.

archives years then transfer to State Records.

6.11.2 Records of routine or of a minor response from Sydney Olympic Park Authority (SOPA) on legislation and regulations that do not directly impact on Sydney Olympic Park Authority (SOPA).

Retain until of no further administrative need, then destroy.

6.12.0 REPORTING The processes associated with initiating or providing a formal response both internal and external to Sydney Olympic Park Authority (SOPA) on the determination of development applications, approval processes and construction certificates for environmental planning and assessment on the site. Includes briefing, business, discussion papers, proposals, reports, reviews and returns.

6.12.1 Final versions of statutory reports as required under Environment Protection, Urban Affairs and Planning, National Parks & Wildlife and Local Government legislative requirements.










6.13.0 SUBDIVISIONS The activities associated with setting aside land as public reserves, or for commercial development provided for in subdivisions and the granting of approval for development of subdivisions.

6.13.1 Records of major subdivision developments, which are approved.



6.13.2 Records relating to the establishment of easements, rights or other entitlements over lands

Retain for a minimum of 2 years after easement relinquished, then destroy.

6.13.3 Records relating to routine applications for subdivisions which are approved.


6.13.4 Records relating to applications for subdivisions which are not approved.


7.0.0 ENVIRONMENTAL MANAGEMENT

The function of designing environmental management standards, guidelines and practices to ensure compliance with ecologically sustainable development principles for all activities conducted on the site. Use OPEN SPACE MANAGEMENT for implementation of the plans and monitoring that the environmental standards are met and





for activities to preserve, conserve or protect natural spaces and reserves.

7.1.0 ADVICE The activities associated with providing advice both external and internal on environmental standards in line with the principles of ecological sustainable development of the Olympic Park site, as well as the development of other sites within NSW using the model developed by Sydney Olympic Park Authority (SOPA). Advice can relate to the procurement and selection of materials, the development of plans of management and planning processes in line with ecological sustainable development, as well as all environmental issues, standards and legislation.

7.1.1 Records relating to legal advice on Sydney Olympic Park Authority (SOPA)’s environmental standards including the interpretation of legislation and regulations, issues of major public interest or controversy, precedent setting matters, or resulting in significant changes to Sydney Olympic Park Authority (SOPA)’s policy



7.1.2 Other legal advice originating within the agency or advice sought from external sources


7.1.3 Records relating to advice on matters related to the ecological sustainability of the site for natural and built assets. Includes liaison with related government agencies

Retain a minimum of 10 years after date of last action, then destroy.





and stakeholders on plans of management and priorities.

7.1.4 Records relating to advice on Sydney Olympic Park Authority (SOPA) 's horticultural activities and matters related to the propagation of native species. Includes liaison with related government agencies and stakeholders on plans of management and priorities.


7.1.5 Records relating to advice on Sydney Olympic Park Authority (SOPA)’s landscape advisory services and matters relating to the provision of expertise in landscape design.


7.2.0 AGREEMENTS The processes associated with the establishment, maintenance, review and negotiation of agreements addressing the ecological and environmental sustainability of the site, as well as natural assets.

7.2.1 Records relating to agreements including International Treaties, Memorandum of Understanding and the National Estate Registration which recognise the ecological sensitivity of the site. Includes the Ramsar treaty to preserve wetlands under the Convention on Wetlands and the obligations for monitoring the site and the National Parks and Wildlife Services in relation to Newington Reserve.



7.3.0 AWARDS ANDPRESENTATIONS

The activities associated with recognising and rewarding initiatives to improve to the ecological sustainability of the





site.

7.3.1 Records of awards initiated by or received by Sydney Olympic Park Authority (SOPA).



7.3.2 Records of arrangements, applications, evaluations and references of awards presented by SOPA or the administrative arrangements related to awards received by SOPA. Includes unsuccessful applications for awards



The activities associated with concerns of stakeholders on the development of the site including the Post Olympic Master Plan and Plans of Management. Sydney Olympic Park Authority (SOPA) undertakes community consultation with stakeholder groups including the EPA, DUAP, NPWS, Local Councils and community groups.

7.4.1 Records of community consultation committee meetings where Sydney Olympic Park Authority (SOPA) seeks input and negotiates with experts or community representatives in designing environmental management standards, guidelines and practices to ensure compliance with ecologically sustainable development principles for all activities conducted on the site.



7.4.2 Administrative arrangements, notifications and informal records of public meetings and other forms of community

Retain for minimum of 7 years after last action,





consultation. then destroy.

7.4.3 Records related to the activities associated with developing the communication strategy for promoting the Sydney Olympic Park site to encourage visitation. Includes web site material and community programs to highlight ecological sustainable development to visitors.


7.4.4 Records related to the activities associated with one off forums to promote the ecological sustainable development of the site. Includes partnerships with other government task force.


7.4.5 Records relating to arranging forums with other stakeholder groups, as well as the local community.


7.5.0 COMPLIANCE The activities associated with monitoring and reporting on Sydney Olympic Park Authority (SOPA)'s environmental policy and requirements as set out in the Environmental Guidelines and NSW environmental legislation. Includes assessing compliance with performance standards in the key performance areas of conservation of species relating to flora, fauna, people, environment, conservation of resources relating to water, energy, construction of materials, open space and top soil and pollution control including air, noise, light, soil and waste management.

7.5.1 Records related to in house audits built into the Required as State Retain for 12





Environmental Management Plans, as well as meeting external licence requirements to undertake regular audits conducted by external authorities eg EPA, NPWS.

archives. years thentransfer to State Records.

7.5.2 Records related to auditing areas of risk to the environment including action taken to maintain environmental conditions. Significant risks are defined as those that have high likelihood of occurring and high environmental impact.



7.5.3 Records related to compliance with Sydney Olympic Park Authority (SOPA)'s Environmental Management Plan undertaken every 3 months and designed to meet ISO 14001.

Retain a minimum of 10 years after last action, then destroy.

7.5.4 Records relating to procedures, lists, action items to ensure compliance with IS0 14001.


7.5.5 Records relating to the activities associated with compliance with Sydney Olympic Park Authority (SOPA)'s remediation strategy for urban land rehabilitation involving the cleaning up of contaminated areas to a suitable level for use.


7.6.0 EDUCATION The activities associated with providing community information and training programs to increase understanding and awareness of issues of environmental and conservation issues, as well as in-house education





programs on Sydney Olympic Park Authority (SOPA)'s environmental strategy.

7.6.1 Records relating to the development and delivery of training programs.


7.7.0 ENVIRONMENTALGUIDELINES

The activities associated with establishing the principles for Sydney Olympic Park Authority (SOPA)'s commitment to ecological sustainable development through implementing the Environmental Guidelines as guidance for developers, designers, planners and managers in the development of venues and other facilities on site. The Guidelines establish the principles for the implementation of ecological sustainable development under the 3 key performance areas related to the conservation of species, resources and pollution control.

7.7.1 Final copies of guidelines and significantly altered drafts. Required as State archives.


7.7.2 Records relating to the development of Standards of Service related to the Sydney Olympic Park Authority (SOPA) legislation to meet environmental guidelines, including copies of draft standards (unless significantly different from final copy)






7.7.3 Copies of the Environmental Guidelines. Retain until referenceceases, then destroy.

7.8.0 ENVIRONMENTALMANAGEMENT SYSTEM

Activities relating to the control and management of the environmental program, including the electronic Environmental Management system, environmental management plans, compliance audits of projects and systems, audit reports. All electronic data must be migrated as necessary to ensure continued accessibility.

7.8.1 Final reports and summary records of environmental management plans and implementation.



7.8.2 Records of temporary and time specific reports, as well as the provision of routine information.

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

7.9.0 GRANT FUNDING The activities associated with the application for and receipt of grants.

7.9.1 Successful applications. Retain for a minimum of 7 years after program completed, then destroy.

7.9.2 Unsuccessful applications. Retain for a minimum of 2 years after action






7.10.0 LEGISLATION Records of legislation and regulations relating to the environment, including amendments.

7.10.1 Records relating to Sydney Olympic Park Authority (SOPA)’s input and comment on legislation and amendments impacting on the agency.



7.10.2 Summaries of environmental legislation impacting on Sydney Olympic Park Authority (SOPA).

Retain until of no further administrative need, then destroy.

7.11.0 LIAISON The activities associated with maintaining regular contact between the organisation and professional associations, professionals in related fields, other private sector organisations and community groups on environmental management issues. Includes representatives from Green Groups eg Greenpeace to discuss environmental issues.

7.11.1 Record relating to liaison with government agencies such as EPA, NPWS on matters relating to environmental management.


7.11.2 Records relating to liaison with environmental NGO's, on matters relating to environmental management.






7.12.0 LICENSING The activities associated with requiring an environmental license or approval to carry out various activities that affect the environment. Licences and approvals are required to carry out various activities involving chemicals, water, dangerous goods, wastes, noise, air and ozone depleting substances. Includes licences enforced by regulatory bodies including the EPA, NPSW and the Commonwealth.

7.12.1 Records of licenses granted by other agencies to Sydney Olympic Park Authority (SOPA)

Retain for a minimum of 7 years after license expires, then destroy

7.12.2 Records of licenses issued to Sydney Olympic Park Authority (SOPA), by the Environment Protection Authority (EPA) relating to Notices on Remediated Land, Landfill Management Plans and the Protection Environment Operations Act.

Retain for a minimum of 10 years after license expires, then destroy.

7.12.3 Records of licenses issued to Sydney Olympic Park Authority (SOPA) by the National Parks and Wildlife Service (NPWS) relating to the Threatened Species and conservation licenses

Retain for a minimum of 5 years after license expires, then destroy.

7.12.4 Approvals from regulatory authorities to carry out prescribed activities currently not subject to a licence.

Retain for a minimum of 10 years after approval superseded, then destroy.





7.13.0 MEETINGS The activities associated with the management of meetings with stakeholders to determine the on-going management of SOPA Sydney Olympic Park Authority (SOPA)'s environmental management standards. Includes minutes, agenda, meeting papers and administrative arrangements relating to the organisation of the meeting.




7.13.2 Records of operational meetings or meetings where Sydney Olympic Park Authority (SOPA) does not provide the secretariat or routine operational matters such as program management and delivery, site coordination.


7.14.0 PLANNING The activities relating to planning the environmental management of public lands and open spaces, including the development of management plans, strategies e.g. for pest management, species conservation and threatened species recovery.

7.14.1 Master copy of environment management plans, and accompanying submissions including the Millennium Parklands Concept Plan, Millennium Parklands Plan of Management, Pest Management Strategy and Threatened Species Recovery Plans.


Retain for 12 years then transfer





7.14.2 All other copies. Retain until reference ceases, then destroy.

7.15.0 POLICY The activities associated with the development of Sydney Olympic Park Authority (SOPA) 's environmental policy and commitment to ecological sustainable development in protecting biological diversity, energy conservation, water conservation, waste avoidance and minimisation and protecting significant natural and cultural environments. Includes guidelines devised by both internal and external sources of authority, rules and instructions.

7.15.1 Records including master copies, background material, significant drafts of policy and consultation with other stakeholders related to the development of environmental management policy.




7.16.0 PROCEDURES The activities associated with applying standard methods of operations according to the formulated environmental policy and commitment to ecological sustainable development policy.

7.16.1 Master copies including background and working papers related to the development of environmental management procedures.







7.17.0 REPORTING The processes associated with initiating or providing a formal response to SOPA’s environmental objectives, commitments, practices and achievements on ecological sustainable development, as well as providing reports of environmental initiatives to the broader community. Includes regular status reports on the ongoing environmental performance and compliance with NSW environmental legislation. Includes briefing, business, discussion papers, proposals, reports, reviews and returns.

7.17.1 Final versions of environmental statutory reports as required under Environment Protection Act, National Parks & Wildlife & Local Government Act.



7.17.2 Reports relating to environment management of the site including evaluation and benefits of services.









7.18.0 STANDARDS The activities associated with the development of standards relating to the ecological sustainable development in the design, construction and operation of the site.

7.18.1 Final copies of standards and significantly altered drafts Retain a minimum of 5 years after standard superseded, then destroy.

7.18.2 Records relating to the development of standards, including copies of draft standards (unless significantly different from final copy)


7.19.0 TENDERING The activities involved in receiving and assessing tenders. All tenders are required to include an environmental management plan prepared for the design, construction, project management and operation of venues and facilities to manage environmental risks and impacts arising from the developments.


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








7.19.3 Successful tenders - all other cases. Documents provided in response to a call for tenders. Tender documents for all other services including construction, equipment, supply and procurements.


7.19.4 Records of all unsuccessful tenders. Retain for a minimum of 2 years. If all action is completed, then destroy.

7.19.5 Routine enquiries and arrangements for the advertising of tenders.


8.0.0 EVENT ORGANISATION

The function of identifying, planning, operating sporting and public events that provide an increase to the level of use of venues and the site, entertainment, festivities and activities throughout the precinct as defined with the Sydney Olympic Park Authority (SOPA) Act.

8.1.0 AGREEMENTS The activities related to establishing agreements with service providers for ensuring the delivery of essential services for patrons attending events on the Sydney Olympic Park Authority (SOPA) site. Includes marketing opportunities, creative elements for events, artists, leasing





of space, coordinating security, transport, traffic, crowd flow management and waste management services.

8.1.1 Records relating to the establishment, maintenance, review and negotiation of agreements including letter of agreement.

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

8.1.2 All contracts including contracts under seal and supporting documentation


8.2.0 APPROVALS The activities associated with approving operational services for events on site including security, temporary structures, site decoration, transport, traffic, crowd flow management, waste management services and access for people with disabilities.

8.2.1 Records relating to approvals for event arrangements including complying developments.


8.3.0 ENFORCEMENT The activities relating to the enforcement of all licences issued to undertake public entertainment activities.

8.3.1 Records relating to serious breaches or failures to meet Required as State Retain for 12





compliance requirements. archives years then transfer to State Records.



8.4.0 ENVIRONMENTMANAGEMENT (Events)

The activities associated with ensuring that all events are planned and coordinated to meet Sydney Olympic Park Authority (SOPA) 's environmental management policy. Includes developing a waste management plan for events on site.

8.4.1 Records relating to the development of environmental management plans for specific events.


8.5.0 INSPECTIONS The activities associated with undertaking inspections to ensure compliance with all licensing obligations to undertake activities for specific events.

8.5.1 Records relating to inspections of activities requiring licences for events.

Retain a minimum of 7 years after audit, then destroy.

8.6.0 LANGUAGE ANDINTERPRETERS

The activities associated with providing interpreters for foreign visitors attending specific events on the Sydney Olympic Park Authority (SOPA) site.





8.6.1 Records relating to the provision of interpreters. Retain for a minimum of 7 years after last action, then destroy.

8.7.0 LICENSING The activities associated with the administration of licensing prescribed premises and activities, construction certificates, and licences to undertake public entertainment activities including gaming, racing, and amusement device licences for specific events.

8.7.1 Records relating to licences including applications, renewals and related documentation for specific events.


8.8.0 MARKETING(Events)

The activities associated with the marketing, promoting events, public entertainment and venues to attract the public to events on the Sydney Olympic Park Authority (SOPA) site.

8.8.1 Records relating to advertising, promotions and market research.


8.8.2 Records relating to the periodic monitoring of press releases of events managed by Sydney Olympic Park Authority (SOPA).

Retain until reference ceases, then destroy.

8.8.3 Records related to Sydney Olympic Park Authority (SOPA) 's provision of routine information to local media

Retain for a minimum of 7 years after last action,





including editorials, 'what's on' and announcements promoting specific events on the site.

then destroy.

8.8.4 Records related to the development of a marketing strategy for specific events in conjunction with Sydney Olympic Park Authority (SOPA) ’s marketing strategy.


8.9.0 MEETINGS The activities associated with the management of meetings with government stakeholders and venue operators to determine the on-going coordination of events including entertainment, festivities and other public activities. Includes minutes, agenda, meeting papers and administrative arrangements relating to the organisation of the meeting.




8.9.2 Records of operational meetings or meetings where Sydney Olympic Park Authority (SOPA) does not provide the secretariat, including site liaison, and event coordination meetings


8.10.0 OVERLAY The activities associated with coordinating and the approval of temporary structures including tents for specific events on site.





8.10.1 Records relating to the approval of overlay structures. Retain for a minimum of 7 years after action completed, then destroy.

8.11.0 PLANNING The activities associated with planning for events on site including the programming, scheduling and implementation of event logistics, artists, creative elements, as well as promotion, marketing and community liaison for one off and regular events.

8.11.1 Records relating to planning event operations. Retain for a minimum of 10 years after action completed, then destroy.

8.12.0 POLICY The activities associated with the development, formulation and establishment of policies relating to the management of events, entertainment and operational logistics across the Sydney Olympic Park Authority (SOPA) site.

8.12.1 Records including master copies, background material, significant drafts of policy and consultation with other stakeholders related to the development of event management policy.



8.12.2 All other copies. Retain until all reference ceases, then destroy.





8.13.0 PROCEDURES The activities associated with developing and applying procedures according to formulated policy on event operations.

8.13.1 Master copies including background and working papers related to the development of event management procedures.

Retain until superseded, then destroy.


8.14.0 PROJECTS Activities associated with the planning, development and coordination of projects related to events, entertainment and operational logistics in promoting the Sydney Olympic Park Authority (SOPA) site to visitors.

8.14.1 Records relating to final reports of innovative projects or major projects of significance to Sydney Olympic Park Authority (SOPA) and the community in the management of specific events.



8.14.2 Final reports including summary records of individual projects undertaken including final product delivery to clients where applicable.


8.15.0 PROPOSALS The activities associated with developing proposals for events and entertainment activities for events on the Sydney Olympic Park Authority (SOPA) site.





See Event Files for successful proposal

8.15.1 Records of unsuccessful proposals. Retain for a minimum of 2 years after action completed, then destroy.

8.16.0 REPORTING The activities associated with initiating or providing a formal response to the management of one off or regular events on the site. Includes reporting on event logistics, debriefings, stage management reports and attendance figures received from venue operators.

8.16.1 Records related to reports on the management of events including the evaluation and benefits of services.


8.16.2 Regular monthly reports to the Board Retain for a minimum of 7 years after action completed, then destroy.



8.17.0 RISKMANAGEMENT (Events)

The activities associated with identifying and quantifying risks and the development of procedures for managing operational risks at events.





8.17.1 Records relating to identifying and the management of risks at events.


8.18.0 SECURITY The activities associated with measures taken to protect people, premises, and equipment from accidental or intentional damage or from unauthorised access at events on the Sydney Olympic Park Authority (SOPA) site. Includes security classification of personnel and criminal record checks.

8.18.1 Records relating to routine incident and accident reports. Retain for a minimum of 10 years after action completed, then destroy.

8.18.2 Records related to accrediting security and ranger personnel.


8.19.0 STAKEHOLDERLIAISON

The activities associated with maintaining regular liaison with government stakeholders and event associations for the promotion, planning and delivery of appropriate levels of service for patrons attending events and entertainment activities at the Sydney Olympic Park Authority (SOPA).

8.19.1 Records relating to liaison with government agencies and entertainment associations.






8.20.0 TENDERING The activities involved in receiving and assessing tenders for the provision of entertainment, artists, performers, security, transport, traffic, crowd flow management and waste management services for events held at the Sydney Olympic Park Authority (SOPA) site. Includes offers made in writing by one party to another to carry out at an inclusive price or uniform rate, an order for the supply or purchase of goods, or for the production of work.



8.20.2 Successful tenders - precedent cases relating to projects of major local impact, matters of major public interest or controversy in response to a call for tenders.



8.20.3 Successful tenders - all other cases for all other services including construction, equipment, supply and procurement of services for event organisation.


8.20.4 Records of all unsuccessful tenders. Retain for a minimum of 2 years after completion, then destroy.

8.20.5 Routine enquiries and arrangements for the advertising of Retain for a minimum of 2 years after action





tenders. completed, then destroy.

8.21.0 TRAFFIC ANDTRANSPORT CO-ORDINATION

The activities associated with the provision of transport, regulation and movement of traffic and regulation and prohibition of parking to and from events. Includes consultation with government transport authorities.

8.21.1 Records related to the coordination of traffic and transport at events.


8.22.0 URBAN DESIGN(Events)

The activities associated with ensuring that all that all service providers meet Sydney Olympic Park Authority (SOPA) ’s guidelines for urban design at events.

8.22.1 Records relating to compliance with Sydney Olympic Park Authority (SOPA) ’s urban design guidelines.


9.0.0 LANDUSE PLANNING

The establishment of policy framework for the management of the natural and built environments and the development of planning instruments such as the Site Masterplan, Regional Environmental Plans and compliance with broad, high level State planning policies (SEPP). Also includes the range of planning services, development of facilities and standards for building and development.

9.1.0 ADVICE The activities associated with advice either sought or provided by Sydney Olympic Park Authority (SOPA) on





the development of the site. Includes advice in relation to the management of land and resources, as well as Environmental Impact Statements (EIS), State Environmental Planning Policy (SEPP) and Sydney Regional Environment Plans (SREPS).

9.1.1 Records relating to legal advice on Sydney Olympic Park Authority (SOPA) ’s landuse planning requirements including the interpretation of legislation and regulations, issues of major public interest or controversy, precedent setting matters, or resulting in significant changes to Sydney Olympic Park Authority (SOPA) ’s policy.



9.1.2 Records relating to advice sought or provided by Sydney Olympic Park Authority (SOPA) on the development of surrounding areas. Includes liaison with related government agencies and stakeholders on plans of management and priorities.



The activities associated with recognising and rewarding initiatives to promote the effective use and management of land and resources for the Sydney Olympic Park Authority (SOPA) site.

9.2.1 Records of successful applications. Required as State archives






9.2.2 Records of unsuccessful applications. Retain for a minimum of 7 years after action completed, then destroy.

9.2.3 Records relating to administrative arrangements for either the collection of presentation of award.



The activities associated with undertaking community consultation with stakeholder groups including the EPA, DUAP, NPWS, Local Councils and community groups on the social, economic and environmental impact of proposed developments. Includes consultation in relation to proposed developments originating from the Post Olympic Master Plan and other Plans of Management.

9.3.1 Records of community consultation and committee meetings where Sydney Olympic Park Authority (SOPA) seeks input and negotiates with experts on specific proposed developments and plans of management.



9.3.2 Records relating to administrative arrangements, notifications and informal records of public meetings and other forms of community consultation.

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

9.4.0 COMPLIANCE The activities associated with ensuring that all Plans of Management and Development Plans comply with environmental planning instruments including State Environmental Planning Policies and Sydney Regional





Environmental Plans, as well as the framework set out in the Post Olympic Master Plan. Includes compliance for temporary structures for one off events.

9.4.1 Records relating to serious breaches or failures to meet compliance requirements.





9.5.0 CONTRACTING The activities associated with the hiring and use of contractors, consultants and suppliers to undertake work in relation to the development of landuse planning activities on the Sydney Olympic Park Authority (SOPA) site.

9.5.1 Records relating to the hiring and use of contractors, consultants and suppliers including quotations, contracts payment, accounting records and summaries of consultant evaluations.

Retain for 7 years after the expiry of the contract, then destroy.

9.6.0 EDUCATION The activities associated with providing community information and training programs to increase understanding and awareness of issues related to promoting the effective use and management of Sydney Olympic Park Authority (SOPA) ’s land and resources, as well as environmental planning instruments.





9.6.1 Records relating to the development and delivery of education and training programs.


9.7.0 EXHIBITIONS The activities associated with exhibiting development applications, or plans of management on public exhibition as part of the community consultation process.

9.7.1 Records related to the administrative arrangements for exhibitions, or displays.


9.8.0 LEGISLATION The activities associated with Sydney Olympic Park Authority (SOPA) ’s input and comments on legislation and amendments including SEPP's, REP’s and SREP's and other instruments in place for the protection of the environment.

9.8.1 Records relating to Sydney Olympic Park Authority (SOPA) ’s input and comment on legislation and regulations that impact on operations and functions.



9.8.2 Records of routine or of a minor response from Sydney Olympic Park Authority (SOPA) on legislation and regulations that do not directly impact on Sydney Olympic Park Authority (SOPA).






9.9.0 MEETINGS The activities associated with the management of meetings with stakeholders to determine the on-going management of Sydney Olympic Park Authority (SOPA) 's natural and built environments and the development of planning instruments. Includes minutes, agenda, meeting papers and administrative arrangements relating to the organisation of the meeting.

9.9.1 Records of meetings including internal and external committee meetings where Sydney Olympic Park Authority (SOPA) provides the secretariat, or internal committees related to issues of policy, planning, strategic and corporate management.



9.9.2 Records of operational meetings or meetings where Sydney Olympic Park Authority (SOPA) does not provide the secretariat includes meetings with stakeholder groups.


9.10.0 NAMING The activities associated with naming places and facilities, including the evaluation of proposed names.

9.10.1 Records relating to the naming of facilities within the precinct.



9.11.0 PLANNING The activities associated with undertaking planning for the ongoing development of the precinct areas within Sydney Olympic Park. Includes the development of the Post





Olympic Master Plan, development guidelines for buildings and the public domain, as well as planning for ensuring equity in access to the site.

9.11.1 Records relating to establishing planning guidelines and controls involving Plans of Management as well as Local Environment Plans (LEP), Regional Environment Plans (REP), Sydney Regional Environment Plan Site (SREP No. 24), the ongoing development of the Post Olympic Masterplan, site Public Transport Parking Strategies and other environmental strategies.



9.11.2 Records relating to planning for the ongoing development of the Public Transport Parking Strategies, Plans of Management, as well as submissions and objections to draft local environment plan, including lists of objectors.

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

9.12.0 POLICY The activities related to the development of policies relating to promoting the effective use and management of land and resources of the site in line with the legal framework of the planning system provided by the Environmental Planning and Assessment Act.

9.12.1 Records relating to master copies, background material, significant drafts of policy and consultation with other stakeholders relating to the development of land use policy and guidelines.



9.12.2 All other copies Retain until superseded,





then destroy.

9.13.0 PRECINCTGUIDELINES

The activities associated with the development of standards including the 'look', design and other conditions for development and uses of the precinct areas. Includes guidelines, rules and instructions.

9.13.1 Records relating to master copies background material, significant drafts and consultation with other stakeholders relating to the development of the precinct guidelines.



9.13.2 All other copies Retain until superseded, then destroy.

9.14.0 PROCEDURES The activities associated with developing and applying procedures for internal and external operations according to formulated policy on the management of land use and resources, including commercial development, noise and transport.

9.14.1 Master copies including background and working papers related to the development of land use procedures.



9.15.0 REPORTING The processes associated with initiating or providing a formal response on the effective use and management of





land and resources within the site in relation to environmental planning and assessment.

9.15.1 Records relating to State of the Environment Reports on the local area, where Sydney Olympic Park Authority (SOPA) holds the master record.



9.15.2 Records relating to reports on landuse planning including evaluation and benefits of services.





9.16.0 SITE CO-ORDINATION

The activities related to the coordination of site development including long term planning, proposals, logistics to ensure that proposed activities are appropriately scheduled and do not interfere with other activities on site.

9.16.1 Records related to the scheduling of activities on the site. Retain for a minimum of 10 years after action completed, then destroy.





9.16.2 Records related to the coordination of temporary structures for events on the site.


9.17.0 Sydney Olympic Park Authority (SOPA)GUIDELINES

The activities associated with the development of standards for the use and management of land and resources involving issues such as car parking, building and development, access guidelines, cycling and pedestrian routes, food premise requirements, places of public entertainment, residential amenity guidelines, road capacity, site signage, subdivisions, streets, naming conventions.

9.17.1 Records relating to all master copies of guidelines. Required as State archives


9.17.2 Records related to the development of SOPA guidelines. Retain a minimum of 5 years after superseded, then destroy.

9.17.3 All other copies Retain until reference ceases, then destroy.

9.18.0 STANDARDS The activities associated with implementing industry and government standards for improving the effective use and management of land and resources within the site including Disability Access, Design Codes, RTA Traffic and Parking





Standards.

9.18.1 Final copies of standards developed by SOPA Required as State archives


9.18.2 Records related to the development and drafting of the standard, including background papers and research material.

Retain a minimum of 5 years after superseded, then destroy.

9.18.3 Records where the agency complies with standards for its own site standards, but has little or no input into the development of the standard.


10.0.0 OPEN SPACE MANAGEMENT

The function of implementing the management plans, policies and environment guidelines developed through the masterplan and the environment strategy for parklands and the urban domain. Implementation includes the project management and reporting of activities for species management, community management and compliance of site activities with Sydney Olympic Park Authority (SOPA) guidelines, and operation of site parklands, reserves and open public spaces, including the remediation of contaminated sites and revegetation. Use ENVIRONMENTAL MANAGEMENT for the development of environment strategies, management plans and managing Sydney Olympic Park Authority (SOPA) ’s compliance with environmental standards set by outside





bodies. Use VISITOR SERVICES for the management of use and access to open spaces, including the bookings and schedules of users.

10.1.0 ACCESS The activities associated with ensuring access including measures to enhance disability access to the public open spaces at Homebush Bay.

10.1.1 Records relating to plans to improve access to the natural sites.


10.2.0 AGREEMENTS The activities related to agreements with service providers to provide or facilitate ecological and horticultural services for the open space across the Sydney Olympic Park precinct. Also includes agreements the volunteer, community and stakeholder groups, which arise from joint ventures.



10.3.0 BIODIVERSITY The activities associated with managing and preserving the diversity of plant and animal species on the site including Terrestrial and Wetlands Ecosystems, Bio Systems Management, Feral animals control, Threatening





Processes, Mosquito control, Standards of Service and Species Management.

10.3.1 Records of final program reports to retain and enhance biodiversity including the collection of data and work conducted on the site.



10.3.2 Records relating to the administration and operation of biodiversity programs including records relating to supplies and equipment, funding applications, periodic reports on progress, use of staff and volunteers, project schedules and budgeting.


10.4.0 COMMUNITYINVOLVEMENT AND PARTICIPATION

The activities associated with developing programs to encourage the participation of the community in the protection and improvement of the natural environment of the site.

10.4.1 Records relating to corporate and institute membership. Retain for a minimum of 2 years after membership expires, then destroy.

10.5.0 EDUCATION The activities associated with providing programs to improve community awareness and educational opportunities about the value of the site. Includes arranging visits by staff to other organisations.





10.5.1 Records relating to the development and delivery of education programs including campaigns.


10.5.2 Records related to arranging visits, and bookings of schools including summaries of school attendances.


10.6.0 GRANT FUNDING The activities associated with the application for and receipt of grants.

10.6.1 Records related to successful applications. Retain for a minimum of 7 years after funding completed, then destroy.

10.6.2 Records related to unsuccessful applications. Retain for a minimum of 2 years after action completed, then destroy.

10.7.0 JOINT VENTURES The activities associated with managing joint operations between the Millennium Parklands and community organisations, government departments, research institutions and other stakeholder groups where there is a contract, and or a joint contribution of funds.

10.7.1 Records relating to successful joint ventures. Retain for a minimum of 10 years after action completed, then destroy.





10.7.2 Records relating to joint ventures that do not proceed Retain for a minimum of 2 years after action completed, then destroy.

10.8.0 MEETINGS The activities associated with the management of meetings with stakeholders to determine the on-going management of Sydney Olympic Park Authority (SOPA) 's policies in relation to environment guidelines and strategies for parklands and the urban domain. Includes minutes, agenda, meeting papers and administrative arrangements relating to the organisation of the meeting.




10.8.2 Records of operational meetings or meetings where Sydney Olympic Park Authority (SOPA) does not provide the secretariat, including project management and site co-ordination. Includes minutes, agenda, and background papers of meetings.


10.9.0 MONITORING The activities associated with monitoring programs for a range of environmental issues, including dust, air, water qualities, waste management.

10.9.1 Master copies of final environmental reports. Required as State Retain for 20 years then





archives. transfer toState Records.

10.9.2 Records related to the development of environmental reports. Including drafts and background papers of final reports.


10.9.3 Records related to the development of performance criteria and benchmarks for environmental monitoring.


10.10.0 POLICY The activities related to the development of policies and guidelines for the management of land and biosystems contained in the Millennium Parklands including the Millennium Parklands Plan of Management and the Millennium Parklands Concept Plan.

10.10.1 Records including master copies, background material, significant drafts of policy and consultation with other stakeholders related to the development of open space management policy.




10.11.0 PROCEDURES The activities associated with applying standard methods of operations according to formulated policy on the management of land and biosystems in the Millennium Parklands.





10.11.1 Master copies including background and working papers related to the development of open space management procedures.



10.12.0 PROGRAMS The activities associated with new and emerging programs including the planning, co-ordination, supervision and control of resources needed to determine and complete projects designed for open space management, biodiversity and community participation.

10.12.1 Final reports that address open space management, including program objectives, evaluations and reviews.



10.12.2 Records relating to the administration and operation of programs that address open space management, including records relating to supplies and equipment, funding applications, periodic reports on progress, use of staff and volunteers, project schedules and budgeting.


10.13.0 REMEDIATEDSITES

The activities associated with the management of remediated sites, including the collection of data and work conducted on the site.





10.13.1 Records relating to the management of remediated sites Required as State archives.


10.14.0 REPORTING The processes associated with initiating or providing a formal response on the management of land and biosystems contained in the Millennium Parklands. Also reporting within the organisation on ecological and horticultural matters, defining constraints in managing rare and endangered species and promoting consistent standards of service for open space across the site.

10.14.1 Final versions of statutory reports relating to environmental reports as required under Environment Protection Act National Parks & Wildlife & Local Government Act and environment reports on the local area.



10.14.2 Reports relating to environment management including evaluation and benefits of services.



10.14.4 Records of business unit activities that are summarised and Retain for 2 years after action completed, then





published in the agency's annual report. destroy.

10.15.0 RESEARCH The activities associated with investigating or inquiring into managing processes threatening parkland systems and elements, the protection and restoration of the remnant natural and cultural elements, as well as areas of indigenous and colonial history. New knowledge is intended to be used to assist in better managing the Park to increase visitation.

10.15.1 Records of reports of research results including data collection, preliminary analysis and progress reporting.



10.15.2 Records relating to the administration and operation of research programs that address open space management, including records relating to supplies and equipment, funding applications, periodic reports on progress, use of staff and volunteers, project schedules and budgeting


10.16.0 SECURITY The activities associated with measures taken to protect people and premises from accidental or intentional damage or from unauthorised access.






10.17.0 SUBMISSIONS The activities associated with submissions on managing the land and biosystems across the site which impact on Sydney Olympic Park Authority (SOPA), or for which Sydney Olympic Park Authority (SOPA) has made a substantial input such as the preparation of reports, statistics submitted to another organisation for policy or procedure change, or to develop new programs, activities or objectives.

10.17.1 Records relating to major submissions. Required as State archives.


10.17.2 Records relating to all other submissions, or submissions where the agency did not provide significant response


10.18.0 THREATENINGPROCESSES

The activities associated with programs to manage process that threaten rare or endangered species, including the collection of data, work conducted on sites.

10.18.1 Records of final reports of research results including data collection, preliminary analysis and progress reporting



10.18.2 Records relating to the administration and operation of the research program, including records relating to supplies






and equipment, funding applications, periodic reports on progress, use of staff and volunteers, project schedules and budgeting.


10.19.0 WATER CYCLE The activities associated with programs relating to the management of water that threatens species.

10.19.1 Records of final reports of research results including data collection, preliminary analysis and progress reporting



10.19.2 Records relating to the administration and operation of the research program, including records relating to supplies and equipment, funding applications, periodic reports on progress, use of staff and volunteers, project schedules and budgeting.


11.0.0 RECREATION AND SPORT ACTIVITIES

The function of liaison with peak sporting and cultural bodies to negotiate access and use of the site and venues.

11.1.0 AGREEMENTS The activities associated with the establishment, maintenance, review and negotiation of agreements with venue operators to meet Sydney Olympic Park Authority (SOPA) ’s internal guidelines relating to the management and organisation of recreation and sporting activities.

11.1.1 All contracts including contracts under seal and supporting Retain for a minimum of





documentation. 12 years after all contract conditions have been satisfied, then destroy.

11.2.0 CONTRACTING The activities associated with the hiring and use of contractors, consultants and suppliers to undertake work in relation to recreation and sporting activities for events.

11.2.1 Records relating to the hiring and use of contractors, consultants and includes contract agreements, scope of work, payment schedules and management of the agreements.


11.3.0 LIAISON The activities associated with maintaining regular liaison between Sydney Olympic Park Authority (SOPA) and recreation and sporting associations. Includes sharing informal advice, membership of professional associations and collaborating on projects that are not joint ventures.

11.3.1 Records relating to liaison with cultural and sporting associations.


11.4.0 MEETINGS The activities associated with the management of meetings with stakeholders to determine on-going liaison with sporting and recreational bodies. Includes minutes, agenda, meeting papers and administrative arrangements relating to the organisation of the meeting.








11.4.2 Records of operational meetings or meetings where Sydney Olympic Park Authority (SOPA) does not provide the secretariat.


11.5.0 PLANNING The activities associated with the planning and development of regular and one off recreation and sporting activities for events including the determination of services, needs and solutions to those needs.

11.5.1 Records relating to sporting and recreation activities including the scheduling and timetabling of activities and undertaking administrative arrangements.


11.6.0 POLICY The activities associated with the development, formulation and establishment of policies for the management of recreation and sporting activities across the Sydney Olympic Park Authority (SOPA) site.

11.6.1 Records including master copies, background material, significant drafts of policy and consultation with other stakeholders related to the development of recreation policy.








11.7.0 PROCEDURES The activities associated with developing and applying procedures according to formulated policy for the coordination of recreation and sporting activities across the Sydney Olympic Park Authority (SOPA) site.

11.7.1 Master copies including background and working papers related to the development of recreation procedures.



11.8.0 REPORTING The processes associated with initiating or providing a formal response on the recreation and sporting activities on the site incorporating financial and attendance reporting received from venue operators. Includes briefing, business, discussion papers, proposals, reports, reviews and returns.

11.8.1 Reports relating to the conduct of recreation and sporting activities, including evaluation and benefits of services.









12.0.0 RISK MANAGEMENT

The function of establishing a systematic framework for risk identification and analysis, and the implementation of appropriate risk management strategies and practices that will reduce loss, claims for compensation and the impact of economic loss arising from an incident. Includes audits and reporting of risk incidents, claims and the control measures adopted.

12.1.0 ADVICE The activities associated with Sydney Olympic Park Authority (SOPA) obtaining advice in relation to the systematic management of risk throughout the activities of the organisation.

12.1.1 Records relating to advice on Sydney Olympic Park Authority (SOPA) 's risk management strategies.


12.2.0 AGREEMENTS The activities related to agreements with suppliers of services including insurance brokering services, or risk management brokering services.

12.2.1 All contracts including contracts under seal and supporting documentation

Retain for a minimum of 12 years after all contract conditions have been satisfied, then





destroy.

12.3.0 APPROVALS The activities associated with approvals to pay small claims up to $2000. All other claim approvals relating to larger claims go through the Treasury Managed Fund.

12.3.1 Records related to paying insurance claims. Retain for a minimum of 7 years after action completed, then destroy.

12.4.0 CLAIMS The activities associated with claims and case management records relating to individuals and specific incidents, including compensation, public liability, professional negligence and property damages.

12.4.1 Records relating to individual claims, including personal injury and workers compensation, resulting in significant changes to Sydney Olympic Park Authority (SOPA) policies.

Retain for a minimum of 75 years after claim resolved, then destroy.

Transfer to storage 5 years after claim resolved.

12.4.2 Records related to allegations of professional negligence involving injury which result in legal action.


12.4.3 Records related to allegations of professional negligence, which do not result in legal action and do not involve an injury.






12.4.4 Records relating to property damage. Retain for a minimum of 12 years after action completed, then destroy.

12.4.5 Records of public liability compensation claims made which have been finalised by litigation. NB Claims by minors are required until claimant reaches 24 years of age.


12.4.6 Records of public liability compensation claims which have NOT been finalised by litigation, except professional negligence and public liability claims. NB Claims by minors are required until claimant reaches 24 years of age.

Retain for 10 years or until expiry of Statute of Limitation, whichever is longer, then destroy.

12.5.0 COMPLIANCE The activities associated with complying with Sydney Olympic Park Authority (SOPA) 's internal framework for the systematic management of risk, as well as statutory responsibilities. Includes the monitoring of risk from the Risk Management Audit plan designed to review known risks and monitor compliance for Risk, Business Continuity and Insurance.

12.5.1 Records related to the activities associated with Sydney Olympic Park Authority (SOPA) 's internal compliance with risk management requirements.


12.6.0 INCIDENTS The activities associated with the reporting of incidents that do not involve a claim. See GDA Administrative Records 5 1996 Occupational Health & Safety - Accidents and





hazardous situations.

12.7.0 INSURANCE ANDPAYMENTS

The activities associated with taking out premiums to cover loss or damages to property or premises, and to cover employees and visitors against injury or death resulting from incidents on the organisation's premises or whilst engaged during employment. Includes payments of premiums.

12.7.1 Records relating to professional indemnity, property and public liability insurance policies.

Retain for a minimum of 21 years after policy expires, then destroy.

12.8.0 MEETINGS The activities associated with the management of meetings with stakeholders to determine the on-going implementation of appropriate risk management strategies and practices. Includes minutes, agenda, meeting papers and administrative arrangements relating to the organisation of the meeting.

12.8.1 Records of meetings including committee meetings related to issues of policy, planning, strategic and corporate management.









12.9.0 POLICY The activities related to the development of Sydney Olympic Park Authority (SOPA) 's framework for the systematic management of risk, business continuity and insurance. Includes the establishment of key performance indicators for Risk Management and a register of critical risks and control measures.

12.9.1 Records including master copies, background material, significant drafts of policy and consultation with other stakeholders related to the development of risk management policy for the entire agency.



12.9.2 Records relating to the development of administrative and operational risk management policies, such as local area policies, individual venue policies etc.

Retain a minimum of 10 years after policy superseded, then destroy.

12.9.3 All other copies of policy. Retain until superseded,then destroy.

12.10.0 PROCEDURES The activities associated with applying standard methods of operations according to formulated policy across Sydney Olympic Park Authority (SOPA) to ensure that the awareness of risk and techniques for managing risks, business continuity, as well as the reporting of hazards and potential hazards are understood.

12.10.1 Records including master copies background and working papers related to the development of risk management

Retain until all reference





procedures. ceases, then destroy.


12.11.0 REPORTING The activities associated with initiating or providing a formal response on the implementation of Sydney Olympic Park Authority (SOPA) ’s risk management strategies including reports relating to individual incidents. Includes briefing, business, discussion papers, proposals, reports, reviews and returns.

12.11.1 Reports relating to risk management operations, including evaluation and benefits of services.





12.12.0 RISKASSESSMENTS

The activities associated with identifying risks, quantifying and the development of procedures for managing operational risks across the organisation.





12.12.1 Records relating to risk controls implemented by Sydney Olympic Park Authority (SOPA).


12.13.0 STANDARDS The activities associated with developing standards for the management of risks, business continuity and insurance across the organisation.

12.13.1 Records relating to the development of risk management standards.


13.0.0 SITE MARKETING The function of creating an image and products to increase awareness and use of the Homebush site. Use EVENT MANAGEMENT for the promotion of particular events eg IGNITE

13.1.0 ADVERTISING The activities associated with the development and provision of advertising for events on site including arrangements for the design and distribution of advertising material.

13.1.1 Records related to advertising for events. Retain for a minimum of 7 years after action completed, then destroy.

13.2.0 AGREEMENTS The activities associated with the establishment, maintenance, review and negotiation of agreements, including licensing agreements relating to the marketing of the site as a destination for tourism, entertainment, leisure,





culture, art and sport.



13.3.0 DESIGNING The activities associated with the development and approval of promotional material for events including the corporate image, crest, logos, flags, posters, promotional material and ticketing.

13.3.1 Records relating to the design of Sydney Olympic Park Authority (SOPA) logo and other corporate images.



13.3.2 Records related to the design and production of promotional material, posters, tickets


13.4.0 MARKETDEVELOPMENT

The activities associated with analysing and developing market opportunities, targeting potential audiences and developing new products and processes.

13.4.1 Records related to concept development and proposals. Retain for a minimum of 7 years after action completed, then destroy.





13.5.0 MARKETRESEARCH

The activities associated undertaking market research to identify new marketing opportunities to promote events and activities that encourage new and repeat visitation to the precinct and venues operations.

13.5.1 Records related to market research including the collection, analysis and reporting of outcomes.


13.6.0 PLANNING The activities associated with planning the communications, tourism, community and marketing strategies to encourage new and repeat visitation to the Olympic Park site.

13.6.1 Records relating to the development of marketing, communications, community and tourism plans.


13.7.0 POLICY The activities associated with the development, formulation and establishment of policies relating to market development, community liaison and communication for the Sydney Olympic Park Authority (SOPA) precinct and supporting venues.

13.7.1 Records including master copies, background material, significant drafts of policy and consultation with other stakeholders related to the development of site management policy.








13.8.0 PROCEDURES The activities associated with developing and applying procedures according to formulated marketing, community liaison and communications policies for the coordination of services across the Sydney Olympic Park Authority (SOPA) site.

13.8.1 Records including master copies including background and working papers related to the development of site management procedures.



13.9.0 PRODUCTION The activities involved in producing material into an end result or output, e.g. a product or publication. Includes design, layout, typesetting, desktop publishing, printing, and binding.

13.9.1 Records relating to the production of marketing material. Retain for a minimum of 10 years after action completed, then destroy.

13.10.0 PROGRAMS The activities associated with the planning, co-ordination, supervision and managing resources to promote the Sydney Olympic Park Authority (SOPA) precinct as a commercial and recreational destination and to encourage visitation.





Programs relate to planning conferences, exhibitions, cultural, non-profit and multicultural activities, as well as, special events and targeting specific audiences.

13.10.1 Records relating to programs including program objectives, final reports, evaluations and reviews.


13.11.0 PUBLIC RELATIONS The activities associated with the promotion and raising awareness of the Sydney Olympic Park Authority (SOPA) precinct with key stakeholders, as well as community and cultural groups.

13.11.1 Records relating the publicising events, programs and services for the community, cultural groups, or target audiences.


13.12.0 REPORTING The activities associated with initiating or providing a formal response to the management of Sydney Olympic Park Authority (SOPA) on matters associated with the development and provision of advertising for events on site.

13.12.1 Reports relating to site marketing operations, reported to the Board


13.13.0 SPONSORSHIP The activities involved in identifying and developing sponsorship arrangements with key stakeholder groups to





promote commercial and recreational activities.

13.13.1 Records of sponsorship proposals and arrangements of a contentious, controversial or precedent-setting nature.



13.13.2 All other cases, including proposals, agreements and arrangements, approvals, and implementation.


13.13.3 Proposals relating to sponsorships not proceeded with. Retain for a minimum of 2 years after action completed, then destroy.

13.14.0 TESTING The activities associated with testing audience responses and reactions to new products and services.

13.14.1 Records relating to the development of promotional items. Retain for a minimum of 2 years after action completed, then destroy.

13.15.0 TOURISM The activities associated with promoting the use of the site to particular target audiences, including the identification of potential groups in the domestic and international markets, sporting bodies as well as contacts and associations.





13.15.1 Records relating to proposals, arrangements and approvals. Retain for a minimum of 7 years after action completed, then destroy.

14.0.0 URBAN DESIGN The function of defining the urban character and heritage considerations for an integrated and cohesive development of the commercial, residential, sport and recreation development of the Homebush site. The Master Plan sets out the urban design guidelines to establish the urban identity of the site in terms of the scale, function and benefits for the town centre and precinct areas.

14.1.0 ADVICE The activities relating to advice provided to internal and external stakeholders on the design intent of all developments being undertaken on the site as documented in the Master Plan, as well as through the Design Review Panel.

14.1.1 Records relating to advice on design intent and urban design strategies across the Sydney Olympic Park Authority (SOPA) site.


14.2.0 AGREEMENTS The activities associated with establishing, maintaining, reviewing and the negotiation of agreements with service providers on urban design development including briefs to manage an event, night time strategy or an installation on the Sydney Olympic Park Authority (SOPA) site.







14.3.0 APPROVALS Activities relating to the review and approval of proposals to determine whether they are consistent with urban design standards documented in the Urban Elements Design Manual and Parkland Elements Manual.

14.3.1 Records related to successful approvals that meet the Sydney Olympic Park Authority (SOPA)'s design intent standards.


14.3.2 Records related to unsuccessful proposals. Retain for a minimum of 2 years after action completed, then destroy.


The activities associated with granting or receiving awards as recognition of excellence in the development of Sydney Olympic Park Authority (SOPA) ’s urban design standards.

14.4.1 Records of awards initiated by or received by Sydney Olympic Park Authority (SOPA).







14.4.2 Records of arrangements, applications, evaluations and references of awards presented by SOPA or the administrative arrangements related to awards received by SOPA. Includes unsuccessful applications for awards


14.5.0 COMPLIANCE The activities associated with ensuring that all developments within the site comply with the design intent documented in the Master Plan, Urban Elements Design Manual and the Parkland Elements Manual. Includes follow up action required by developers or service providers to address weaknesses and comply with the established standards.

14.5.1 Records related to the audit and inspection of design elements on the site.


14.6.0 GUIDELINES The activities associated with the establishment of urban design guidelines for developers, planners and designers. Includes the Urban Elements Design Manual, Parkland Elements Manual, as well as guidelines relating to ‘Look’ Audit of site, Shade and Shelter and Public Art Maintenance..

14.6.1 Master copies including background and working papers related to the development of design standards and guidelines








14.7.0 MEETINGS The activities associated with the management of meetings with stakeholders to determine the on-going management of Sydney Olympic Park Authority (SOPA) 's urban design strategies and practices. Includes minutes, agenda, meeting papers and administrative arrangements relating to the organisation of the meeting.






14.8.0 POLICY The activities associated with developing and establishing the urban and parkland design guidelines as the basis from which the design intent for all future development on the site is determined.

14.8.1 Records including master copies, background material, significant drafts of policy and consultation with other stakeholders related to the development of urban design policy.








14.9.0 PROCEDURES The activities associated with applying standard methods of operations according to formulated policy based on the urban and parkland design guidelines.

14.9.1 Records including master copies, background and working papers related to the development of urban design procedures.



14.10.0 PROGRAMS The activities associated with new and emerging programs including the planning, co-ordination, supervision and control of resources needed to determine and complete projects related to urban and parkland design.

14.10.1 Final reports that address urban design intent including program objectives, evaluations and reviews.



14.10.2 Records relating to the administration and operation of programs that address urban design intent, including records relating to supplies and equipment, funding applications, periodic reports on progress, use of staff and






volunteers, project schedules and budgeting.

14.11.0 PUBLIC ART The activities associated with developing the strategy and implementing the Public Art program by the Advisory Committee and review panel.

14.11.1 Records relating to successful commissions for production of public art



14.11.2 Records relating to the administration and operation of the Public Art program including unsuccessful proposals, supplies and equipment, funding applications, periodic reports on progress, use of staff and volunteers, project schedules and budgeting.


14.12.0 REPORTING The activities associated with initiating or providing a formal response to management of urban design, including defining the urban character and heritage considerations for an integrated and cohesive development of the commercial, residential, sport and recreation development of the Homebush site.

14.12.1 Reports relating to urban design operations, including compliance with design guidelines for events.


14.13.0 TENDERING The activities involved in receiving and assessing tenders





related to the development or implementation of urban design, parkland element design guidelines, installations for a specific event, or to enhance the existing infrastructure in terms of the long term development of the site. Includes offers made in writing by one party to another to carry out at an inclusive price or uniform rate, an order for the supply or purchase of goods, or for the production of work.






14.13.3 Successful tenders - all other cases. Documents provided in response to a call for tenders. Tender documents for all other services including construction, equipment, supply and procurements.


14.13.4 Records of all unsuccessful tenders Retain for a minimum of 2 years after action completed, then destroy.

14.13.5 Routine enquires and arrangements for the advertising of Retain for a minimum of





tenders 2 years after action completed, then destroy.

15.0.0 VENUE ADMINISTRATION AND LIAISON

The function of coordinating activities of site venues and ensuring that individual venues maintain standards for the organisational of events, crowd management, safety and design in compliance with Sydney Olympic Park Authority (SOPA) 's requirements.

15.1.0 CONTRACTING The activities associated with the hiring and use of contractors, consultants and suppliers to undertake work in relation venue operators complying with Sydney Olympic Park Authority (SOPA) 's requirements for the management of events.

15.1.1 Records relating to the hiring and use of contractors, consultants, and suppliers including quotations, contracts payment, accounting records and summaries of consultant evaluations.

Retain for a minimum of 12 years after the expiry of the contract, then destroy.

15.2.0 MARKETING The activities associated with the marketing of venues for regular and one off events.

15.2.1 Records relating to advertising, promotions and marketing to attract the public to events managed by Sydney Olympic Park Authority (SOPA).


15.3.0 MEETINGS The activities associated with the management of meetings with venue operators to determine the on-going





management of venues in relation to events on the Sydney Olympic Park Authority (SOPA) site. Includes minutes, agenda, meeting papers and administrative arrangements relating to the organisation of the meeting.




15.3.2 Records of operational meetings or meetings where Sydney Olympic Park Authority (SOPA) does not provide the secretariat. Including precinct committees and trustees meetings


15.4.0 PLANNING The activities associated with undertaking planning, establishing guidelines and controls involving Plans of Management for venue operators to comply with Sydney Olympic Park Authority (SOPA) 's requirements for the management of events.

15.4.1 Records related to the development of Plans of Management for venue operators.


15.5.0 POLICY The activities associated with the development, formulation and establishment of policies relating to the Plans of Management for venue operators to comply with Sydney Olympic Park Authority (SOPA) 's requirements





for the management of events.

15.5.1 Records including master copies, background material, significant drafts of policy and consultation with other stakeholders related to the development of venue administration policy.



15.5.2 Records relating to the development of policies for the administration and operation of individual venues.



15.6.0 PROCEDURES The activities associated with developing and applying procedures for internal use and venue operators according to Sydney Olympic Park Authority (SOPA) ’s formulated policy on the management of events.

15.6.1 Records including master copies, background and working papers related to the development of venue administration procedures.



15.7.0 PROJECTS Activities associated with the planning, development and





coordination of projects related to the management of events in conjunction with venue operators.

15.7.1 Final reports including summary records of individual projects undertaken including final product delivery to clients where applicable.


15.8.0 REPORTING The activities associated with initiating or providing a formal response to the operation of venues and compliance with Sydney Olympic Park Authority (SOPA) requirements in relation to regular and one off events.

15.8.1 Reports relating to venue operations, including evaluation and benefits of services





15.9.0 TICKETING The activities associated with the coordination of ticketing with venue operators for events. Includes either events or parking arrangements at events.





Venues normally make ticketing arrangements.

15.9.1 Records related to arranging tickets for regular or one off events.


16.0.0 VISITOR SERVICES

The function of coordinating site services and visitor activities across all visitor and satellite centres to promote Sydney Olympic Park as a destination for tourism, entertainment, leisure, culture, art, sport and a commercial and recreation centre including an Olympic and Paralympic historical venue.

16.1.0 AGREEMENTS The activities related to agreements with service providers to plan and deliver appropriate levels of services for patrons attending events and activities on site.



16.2.0 CALENDAR OFEVENTS

Activities relating to identifying and planning visitor services including entertainment, festivities and other related activities throughout the precinct areas.

16.2.1 Records relating to annual calendar of events on the site. Retain for a minimum of 7 years after action






16.3.0 MEETINGS The activities associated with the management of meetings with stakeholders to determine the on-going management of visitor services. Includes minutes, agenda, meeting papers and administrative arrangements relating to the organisation of the meeting.

16.3.1 Records of meetings including committee meetings related to issues of policy, planning, strategic and corporate management of visitor services.



16.3.2 Records of operational meetings or meetings where Sydney Olympic Park Authority (SOPA) does not provide the secretariat or relating to the operation and administration of visitor services.


16.4.0 ON SITE SERVICES The activities involved in arranging tours including both off the shelf tours for the public, school tours and specialised tours for VIP national and international visitors with a view to inform, educate or promote the services, operation and role of the organisation. Includes arranging visits by staff to other organisations.

16.4.1 Records relating to conducting tours for promotional activities.






16.4.2 Records relating to arranging visits and bookings for the public, visitors or guests for promotional reasons.


16.4.3 Records relating to visitor statistics and feedback provided by visitors on their visit to the site including daily and periodic reports on visitor numbers. Reports are summarised in the Annual report.


16.4.4 Visitor Books including comments and feedback by visitors.


16.5.0 OPERATIONSCENTRE

The activities associated with managing the operations centre, including daily schedules, incident reporting and temporary exhibitions promoting the site.

16.5.1 Records relating to the day to day management of the site. Retain for a minimum of 7 years after action completed, then destroy.

16.6.0 REPORTING The processes associated with initiating or providing a formal response on the role and activities of the Visitors Centre in promoting the Sydney Olympic Park Authority as a tourism, entertainment, leisure, culture, art, sport, as well as a commercial and recreation centre. Includes briefing, business, discussion papers, proposals, reports, reviews and returns.





16.6.1 Reports relating to the conduct of visitor services activities including evaluation and benefits of services.





16.7.0 SECURITY The activities associated with measures taken to protect people, premises, equipment accidental or intentional damage or from unauthorised access. Includes the security classification of personnel and criminal record checks.


16.7.2 Records related to accrediting security and ranger personnel.


17.0.0 VOLUNTEER CO-ORDINATION

The function of managing volunteers to undertake duties on site and for particular events.





17.1.0 AGREEMENTS The activities related to agreements with service providers and recruitment agents to plan and deliver appropriate numbers and skill levels of volunteers recruited for events and site activities

17.1.1 Records of contracts and agreements including contracts under seal and supporting documentation


17.2.0 ALLOWANCES The activities involved in arranging and managing money paid to employees in addition to salary to cover expenses incurred in the course of employment, e.g. travelling allowances.

17.2.1 Records relating to entitlements and payments of allowances to volunteers.

For policy and procedures relating to volunteer entitlements, see VOLUNTEER CO-ORDINATION - POLICY

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

17.3.0 ARRANGEMENTS The activities of making travel arrangements, bookings etc

17.3.1 Records related to arrangements for travel or co-ordination of volunteers on site

Retain for a minimum of 2 years after date of last





action, then destroy.

17.4.0 AUTHORISATION The process of seeking and granting permission to undertake a requested action.

17.4.1 Records relating to authorisation and permissions for volunteers to take actions


17.5.0 CASES The activities of co-ordinating general conditions of engagement for voluntary work for individual volunteers, including applications – successful, duties, duty statements, terminations

17.5.1 Records relating to the appointment and co-ordination of volunteers

Retain for a minimum of 7 years after employment ceases, then destroy.

17.6.0 COMPLIANCE The activities associated with complying with mandatory or optional accountability, fiscal, legal, regulatory or quality standards or requirements for the engagement and use of volunteers

17.6.1 Records showing evidence of compliance such as routine, periodic audits and reviews


17.7.0 INFRINGEMENTS The activities associated with handling breaches of rules.





17.7.1 Records relating to minor infringements of service conditions


17.8.0 MARKETING Records relating to: (a) Advertising, (b) Promotions to attract and engage volunteers

17.8.1 Records relating to a volunteer marketing strategy, target audiences, advertising and promotion


17.9.0 MEETINGS The activities associated with the management of meetings with stakeholders to determine the on-going management of volunteers.




17.9.2 Records of operational meetings or meetings where Sydney Olympic Park Authority (SOPA) does not provide the secretariat or relating to routine operational matters such as volunteer recruitment, meetings with volunteer providers etc


17.10.0 PLANNING The process of formulating ways in which objectives can be achieved. Includes determination of services, needs and





solutions to those needs.

17.10.1 Records relating to internal planning and copies of plans specifically regarding volunteer co-ordination issues.

Retain for a minimum of 5 years, then destroy.

17.11.0 POLICY The activities associated with developing and establishing decisions, directions and precedents which act as a reference for future decision making, as the basis from which the organisation's operating procedures are determined.

17.11.1 Records including master copies, background material, significant drafts of policy and consultation with stakeholders relating to the development of volunteer policies for the entire agency.



17.11.2 Records relating to the development of policies for the administration and operation of volunteer programs.



17.11.4 Records relating to the implementation of government-wide policies relating to routine and operational volunteer co-ordination

Retain minimum of 7years after date of last action, then destroy.





17.12.0 PROCEDURES Standard methods of operating laid down by an organisation according to formulated policy.

17.12.1 Records including master copies background and working papers related to the development of volunteer procedures.



17.13.0 PROJECTS Activities associated with co-ordinating particular projects, types of volunteers or special projects e.g. where there may be more than one event on site.

Recruitment of volunteers for particular events is held on Events files.

17.13.1 Records relating to projects for volunteer co-ordination Retain for a minimum of 5 years, then destroy.

17.14.0 RECRUITMENT Activities to attract volunteers to accept appointment to positions, including the assessment of applicants. See Cases for volunteers that are recruited.

17.14.1 Records relating to recruiting for volunteers. Includes advertisements, applications, interview reports and gazette notices.

Retain for a minimum of 1 year after recruitment has been finalised, then destroy.





17.14.2 Unsuccessful applications Retain for a minimum of 1 year after recruitment finalised, then destroy.

17.15.0 REPORTING The processes associated with initiating or providing a formal response to a situation or request (either internal, external or as a requirement of corporate policies), and to provide formal statements or findings of the results of the examination or investigation.

17.15.1 Records of routine statistics, returns Retain for a minimum of 2 years, then destroy.




17.16.0 SECURITY The activities associated with measures taken to protect people, premises, equipment or information from accidental or intentional damage or from unauthorised access. Includes the security classification of volunteers and criminal record checks.





17.16.1 Records relating to the management of volunteer security. This includes issuing identification, reporting of security incidents and arranging for identity checking.


17.17.0 SEPARATIONS The activities associated with managing any method of leaving an organisation. Includes resignation, retirement, dismissal, death, retrenchment and dispensations of services of temporary personnel.

For individual separations, see case files

17.17.1 Separation reports etc


17.18.0 SERVICECONDITIONS

Activities relating to development of service conditions, entitlements, operation practices and control of volunteers.

17.18.1 Records documenting service conditions and the implementation of agency conditions

Retain for 5 years after superseded, then destroy.

17.19.0 SUGGESTIONS The process of using suggestions from volunteers and the public to improve the services and processes of the organisation.

17.19.1 Records relating to suggestions, consultation with Retain for 1 year after





volunteers action completed, then destroy.

17.20.0 TRAINING The activities associated with all aspects of training volunteers

17.20.1 Records relating to all aspects of training for volunteers, including course materials, schedules, evaluation of training, etc
