Responsible Agency : QUEENSLAND POLICE SERVICE · · 2016-10-21Queensland Police Service Retention and Disposal Schedule : ... personnel; premises, ... quality management, records

Queensland Police Service Retention and Disposal Schedule : QDAN 561 v.7 Responsible Agency : QUEENSLAND POLICE SERVICE

Queensland Disposal Authority Number (QDAN) : 561 Version: 7 Date of approval : 12/09/08 Approved by State Archivist : (Signature)

QSA File Reference : QSA07/346 Scope of disposal authority: This schedule covers records relating to community policing, community relations, crime prevention and detection and custody; education, training and development, equipment and financial management; forensic examination, government relations, health and safety and industrial relations; information access and information technology and telecommunications; library services, litigation, organisational structure and personnel; premises, professional responsibility, property, purchasing and supply; quality management, records management, recruitment and selection; road safety, strategic management and weapons control.

This Schedule is to be used in conjunction with the General Retention and Disposal Schedule for Administrative Records (GRDS).

Authority: Authorisation for the disposal of public records is given under, and subject to, the provisions of s.13 of the Public Records Act 2002 (the Act). Public records must not be disposed of if disposal would amount to a contravention of s.13. Under s.39 of the Act, a public authority may make written application to the Public Records Review Committee for a review of a decision made by the State Archivist refusing to authorise the disposal of particular public records or classes of public records. The application must be made within 14 days after the public authority is notified of the State Archivist’s decision. Revocation of previously issued disposal authorities: Any previously issued disposal authority which applied to disposal classes described in this schedule are revoked. Queensland Police Service should take measures to withdraw revoked disposal authorities from circulation. This includes, but is not limited to:

QDAN 561 version 6

Queensland Police Service Retention and Disposal Schedule : QDAN 561 v.7 Disposal actions: Records of permanent status may be transferred to Queensland State Archives with the approval of the State Archivist. Agencies are required to submit a transfer proposal containing details of the records under consideration for transfer. Queensland State Archives will assess the transfer proposal before formal approval to transfer is issued. The State Archivist reserves the right to revise any previous decisions made with regard to the appraisal and transfer of records. Contact Agency Services at Queensland State Archives on 07 3131 7777 for further details. Conditions: All of the retention periods in this approved schedule are the minimum period the sentenced records must be maintained for.

Additionally, any class may be required to be retained longer if subject to the following requirements:

(i) for any civil or criminal court action which involves or may involve the State of Queensland or an agency of the State; or (ii) because the public records may be obtained by a party to litigation under the relevant Rules of Court, whether or not the State is a party

to that litigation; or (iii) pursuant to the Evidence Act 1977; or (iv) for any other purpose required by law.

This list is not exhaustive.

Documents which deal with the financial, legal or proprietorial rights of the State of Queensland or a State related Body or Agency viz-a-viz another legal entity and any document which relates to the financial, legal or proprietorial rights of a party other than the State are potentially within the category of public records to which particular care should be given prior to disposal.

Records which are subject to a freedom of information application are to be retained for a period greater than the time specified to ensure that all avenues for appeals for review under the legislation are exhausted, even though the records may be due for destruction according to this Schedule at the time of the application (see General Retention and Disposal Schedule for Administrative Records).

Queensland Police Service Retention & Disposal Schedule

How to Use Guide Using the Index:

1. Use the index at the back of the schedule to find the Subject, Issue or Keyword. 2. Go to the page number indicated in the right hand column. 3. Read the page heading (Keyword) to see if it relates to your record. For example record titled “Patrol Log”. 4. Look up “Patrolling” in the index. 5. Look at the Keyword on the top of the page. Is it relevant to your record? 6. Look at the Activity Descriptor column and find “Patrolling”. 7. Read the Description of Record to assess your record. 8. When you find the record that matches your records activity, read the Status (permanent/temporary) and the Disposal Action.

Finding a Record Using the Keyword

1. Use the Keyword if you know it, for example; “Exhibit Register” is found under the Keyword Property. 2. Scan the Activity Descriptors and relate it to the activity of the record. In this case “Registration”.

3. Find the subject of the record by looking at the Subject Descriptors and relate it to your record. In this case it is an “Exhibit Register”. 4. Find the type of register by reading the Description of Records. In this case it is an “Exhibit Register” that has a Status of temporary and a Disposal Action of 5 years after last action. Handy Hints

If you can’t find the subject or issue in the index think of another word. Eg; permits could relate to licences; warrants could relate to summons or survey could relate to statistics.

Check the Non-records section on page 104. Non-records don’t need destruction approval. *Note your Officer in Charge/Manager needs to determine the timeframe of administrative use for your area. It could be one month or 2 years depending when the administration use ceases.

If you can’t find the record in the retention and disposal schedule, ring the Corporate Archivist, Administration Branch on Ph 3364 6967 or 33646861 and we will help you determine the retention period.

If your record is not listed and you think it should be included in the next Retention and Disposal Schedule, call the Corporate Archivist, Administration Branch on Ph 3364 3694 or 3364 6861.


Keyword Index and Scope Notes

i

C - COMMUNITY POLICING ......................................................................................................................................................................1 - 2

The function of developing and implementing strategies and initiatives which are primarily aimed at increasing community involvement in assisting police to reduce and prevent crime. Also involves police liaison with the community through police beat shopfronts, policing in schools, etc. Use CRIME PREVENTION & DETECTION for police investigations and operations.

- COMMUNITY RELATIONS ...................................................................................................................................................................3 - 7 The function of establishing rapport with the community and raising and maintaining the organisation's broad public profile.

- CRIME PREVENTION & DETECTION .............................................................................................................................................8 - 26 The function of prevention, detection and investigation of offences on both minor and major/organised levels. For prosecution of offenders, use LITIGATION. For the development of strategies aimed at increasing community involvement in reducing crime, use COMMUNITY POLICING.

- CUSTODY...............................................................................................................................................................................................27 - 28 The function of placing persons in custody. It includes persons detained under statutory provisions; who have been arrested with or without a warrant; or who are in lawful custody by order of a court.

E - EDUCATION, TRAINING & DEVELOPMENT...............................................................................................................................29 - 31 The function of encouraging staff to develop their skills and abilities (through activities, programs and events) to maximise their potential and increase their productivity. Includes identifying and implementing all aspects of training needs and programs (internal and external) available to staff.

- EMERGENCY RESPONSE.........................................................................................................................................................................32 The functions of the response to, and coordination and control of emergencies, disasters (including natural disasters), high risk incidents and major events within the state of Queensland. Also includes the Police Service response to ensure public safety during major political, industrial, community and sporting activities.

- EQUAL EMPLOYMENT OPPORTUNITY (EEO)...........................................................................................................................33 - 34 The function of establishing programs which will result in fair outcomes for all staff relating to staff recruitment and development. Includes establishing Equal Employment policy, collecting statistics and monitoring and evaluating equity programs.

- EQUIPMENT .........................................................................................................................................................................................35 - 36 The function of acquiring, maintaining, repairing and disposing of equipment. Items of equipment include instruments, implements, tools, machines, plant, capital equipment, furniture and furnishings.



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Page No. F - FINANCIAL MANAGEMENT ............................................................................................................................................................37 - 40

The function of managing the organisation's financial resources. Includes establishing, operating, and maintaining accounting systems controls and procedures; financial planning; framing budgets and budget submissions; managing funds in the form of allocations from the Consolidated Fund and revenue from charging, trading and investments.

- FLEET MANAGEMENT......................................................................................................................................................................41 - 42 The function of acquiring, managing, maintaining, repairing and disposing of vehicles. Vehicles are any means of conveyance owned or used by the organisation to transport people or items. Also includes the QPS fleet of watercraft and Air Wing.

- FORENSIC EXAMINATION...............................................................................................................................................................43 - 44 The function of scientific/medical examination of physical evidence to assist in legal and/or criminal investigations. Typically includes the analyses of fingerprints, photographs, ballistics, document examinations, scenes of crime, etc.

G - GOVERNMENT RELATIONS ............................................................................................................................................................45 - 46 The function of administering the relationship between the organisation and those processes of government not covered by other general administrative or functional keywords. Includes the organisation's relationship with Ministers and Members of Parliament and relationships with other State, Commonwealth or overseas government.

H - HEALTH & SAFETY ............................................................................................................................................................................47 - 51 The function of implementing and co-ordinating occupational health and safety and associated legislation throughout the organisation. Includes safety policy, the monitoring of safe work practices, procedures and preventative measures. Also includes the promotion of healthy work practices, employee rehabilitation, and injury management, and Health & Safety Committees.

I - INDUSTRIAL RELATIONS .......................................................................................................................................................................52 The function of establishing formal relations with the organisation's employees and their representatives to achieve a harmonious workplace. Includes negotiations conducted to obtain determinations, agreements or awards, industrial disputes settled within the organisation or by an external arbitrator and reports of the state of industrial relations within the organisation.

- INFORMATION ACCESS....................................................................................................................................................................53 - 54 The function of coordinating and making available to approved individuals and groups, the organisation's unique recorded information. Includes applications for access to, and requests for confidential information gathered on offenders and criminals.

- INFORMATION TECHNOLOGY & TELECOMMUNICATIONS (IT&T) .................................................................................55 - 60 The function of developing or acquiring, implementing and managing all types of technology and associated resources to capture, store, retrieve, process, transfer, communicate or disseminate information through the use of electronic information systems. Includes communication systems, computer systems, hardware, software, facsimile transmission etc.



iii

Page No. L - LIBRARY SERVICES...........................................................................................................................................................................61 - 62

The function of providing library resources, services and facilities relevant to the needs of the organisation. It includes circulation, information, specialist collections and related services.

- LITIGATION .........................................................................................................................................................................................63 - 64 The function of administering conflict between two or more parties (in which QPS is one of the parties), and which covers both civil and criminal jurisdictions. For objections/allegations, which are not further pursued into the litigation process, use PROFESSIONAL RESPONSIBILITY - COMPLAINTS.

O - ORGANISATIONAL STRUCTURE ..........................................................................................................................................................65 The function of establishing and changing the organisational structure through establishing and reviewing positions. Includes classification and grading of positions and the preparation of organisational charts.

P - PERSONNEL..........................................................................................................................................................................................66 - 70 The function of administering the employment of all employees, volunteers and "Special Constables" in the organisation. Employees include permanent, temporary and part-time employees, people working under scholarships, traineeships, apprenticeships and similar relationships. Includes appeals, allowances, salaries, superannuation, travel and working hours when related to persons rather than to Industrial Relations. Also includes human resources policy.

- PREMISES..............................................................................................................................................................................................71 - 79 The function of managing working, storage, or living space within premises, and of acquiring, constructing, fitting-out, managing, maintaining, protecting and disposing of premises. Premises includes buildings and land allotments either owned, rented, leased or occupied by the organisation and its employees, such as office blocks, living quarters, police stations and establishments.

- PROFESSIONAL RESPONSIBILITY ...............................................................................................................................................80 - 81 The function of providing accountable, corruption-free policing services to the Queensland community. Also includes the promotion and maintenance of high standards of integrity, conduct, discipline, professionalism and performance within QPS.

- PROPERTY ...................................................................................................................................................................................................82 The function of recording, maintaining and disposing of property items. Property includes animate or inanimate objects, which lawfully come into the possession of the police as a consequence of their duty, regardless of the means by which possession is gained. Property may be used in court cases or criminal prosecutions as evidence and/or as an exhibit.

- PUBLICATION ......................................................................................................................................................................................83 - 85 The function of having works, irrespective of format, issued for sale or distribution internally or to the public. Includes drafting, manual or electronic production (design, layout, typesetting, printing, etc.), marketing and supply of publications by the organisation. Works include internal publications, multi-media publications, CD ROM and online information services.



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Page No. P - PURCHASING & SUPPLY .........................................................................................................................................................................86

The functions of acquiring, allocating and maintaining consumable items which are stocked and used by the organisation. May include chemicals, hardware, homeware items, kitchen/cleaning items, and stationery, etc. Excludes equipment, assets and vehicles.

Q - QUALITY MANAGEMENT .......................................................................................................................................................................87 The function of planning, identifying, developing, implementing, managing and evaluating strategies and programs for the continuous improvement of processes, products and services of the organisation, to meet performance requirements and adhere to standards. Includes processes of certifying quality systems under the Australian Standards for Quality Systems.

R - RECORDS MANAGEMENT ...............................................................................................................................................................88 - 89 The function of creating, capturing, registering, classifying, indexing, storing, retrieving and managing records to their ultimate disposal. Also includes the design of recordkeeping systems, involvement in strategies, setting recordkeeping policy and standards, auditing compliance with recordkeeping requirements, and management of records of continuing value (archives).

- RECRUITMENT & SELECTION .......................................................................................................................................................90 - 92 The function of recruiting and selecting (staff members and police recruits) which includes applying for approval to fill existing vacancies, the advertising of vacant positions in the Qld Police & Qld Government Gazettes, and the handling of applications, interviews, selection, culling and appointment.

- ROAD SAFETY......................................................................................................................................................................................93 - 94 The functions associated with targeting Queensland road users in an effort to promote increased road safety in an effort to promote increased road safety, thereby decreasing the incidence of road related accidents and trauma. Also includes the QPS fleet of water craft.

S - STRATEGIC MANAGEMENT ...........................................................................................................................................................95 - 98 The function of applying broad systematic management planning, which identifies the corporate mission, objectives and strategies to provide direction for the future. Includes the formulation and amendment of legislation, which provides the legislative basis for the organisation. Also includes a whole of government approach/strategies to ethnic and indigenous people.

W - WEAPONS CONTROL.......................................................................................................................................................................99 - 103 The function of licensing individuals, registration of weapons and regulation of the possession and use of weapons. Also includes the approval of sports shooting clubs, shooting galleries and shooting ranges. Use EQUIPMENT for the acquiring, supplying, maintaining and disposal of weapons by QPS members.

Queensland Police Service Retention & Disposal Schedule Keyword – Community Policing (CP)

ACTIVITY DESCRIPTOR

SUBJECT DESCRIPTOR DESCRIPTION OF RECORDS STATUS REFERENCE DISPOSAL ACTION

1

COMMITTEES See Keyword STRATEGIC MANAGEMENT. INTELLECTUAL PROPERTY

See Keyword LIBRARY SERVICES.

POLICY See Keyword STRATEGIC MANAGEMENT. PROCEDURES See Keyword STRATEGIC MANAGEMENT.

Adopt-A-Cop Records relating to Adopt-A-Cop program, including the objectives of same, summary/final reports and evaluations.

Permanent CP/PGM/1 Retain permanently.

Coast Watch Records relating to Coast Watch program, including the objectives of same, summary/final reports and evaluations.


Commercial Watch

Records relating to Commercial Watch program, including the objectives of same, summary/final reports and evaluations.


Crime Stoppers Records relating to Crime Stoppers program, including the objectives of same, summary/final reports and evaluations.


Domestic Violence Records relating to Domestic Violence program, including the objectives of same, summary/final reports and evaluations.


Drug & Alcohol Coordination

Records relating to Drug & Alcohol Coordination program, including the objectives of same, summary/final reports and evaluations.


Home Secure /Assist

Records relating to Home Secure/Assist program, including the objectives of same, summary/final reports and evaluations.


Marine Watch Records relating to Marine Watch program, including the objectives of it, summary/final reports and evaluations.


Neighbourhood Watch

Records relating to Neighbourhood Watch program, including the objectives of same, summary/final reports and evaluations.


Police Beat Shopfronts

Records relating to Police Beat Shopfronts program, including the objectives of same, summary/final reports and evaluations.


Policing in Schools Records relating to Policing in Schools program, including the objectives of same, progress reports, evaluations, etc.


Railway Police Records relating to Railway Police program, including the objectives of same, summary/final reports and evaluations.


Realty Watch Records relating to Realty Watch program, including the objectives of same, summary/ final reports and evaluations.


Research & Development

Records relating to Research & Development program, including the objectives of same, summary/final reports and evaluations.


PROGRAMS

Rural Watch Records relating to Rural Watch program, including the objectives of same, summary/final reports and evaluations.


Queensland Police Service Retention & Disposal Schedule Keyword – Community Policing (CP)

ACTIVITY DESCRIPTOR


2

Safety House Records relating to Safety House program, including the objectives of same, summary/final reports and evaluations.


School Watch Records relating to School Watch program, including the objectives of same, summary/final reports and evaluations.


Sponsorship Records relating to Sponsorship program, including the objectives of same, summary/final reports and evaluations.


Taxi Watch Records relating to Taxi Watch program, including the objectives of same, summary/final reports and evaluations.


Train Watch Records relating to Train Watch program, including the objectives of same, summary/final reports and evaluations.


PROGRAMS (cont.)

Women’s Personal Safety

Records relating to Women’s Personal Safety program, including the objectives of same, summary/final reports and evaluations.


TENDERING See Keyword PURCHASING & SUPPLY.

Queensland Police Service Retention & Disposal Schedule Keyword – Community Relations (CR)

ACTIVITY DESCRIPTOR


3

ACQUISITION See Keyword PURCHASING & SUPPLY.

Records relating to original speeches, lectures, etc. by the Commissioner or delegate:

on matters of considerable public debate or interest; Permanent CR/ADD/1 Retain permanently. on other matters including speeches, presentations, etc.,

made by agency representatives at external conferences. Temporary CR/ADD/2 Retain for 5 years after last action.

ADDRESSES Presentations

Duplicate and reference copies of speeches, etc. Temporary CR/ADD/3 Retain until administrative use ceases. Records relating to celebrations and ceremonies of historical significance to the State, including significant participation in celebrations; e.g. official opening of major buildings.

Permanent CR/CER/1 Retain permanently.

Records relating to administrative arrangements for celebrations and ceremonies, including catering, invitations, venue and entertainment organised or paid by QPS.

Temporary CR/CER/2 Retain for 2 years after last action.

Records relating to invitations to, arrangements for attendance at and general information relating to functions organised by another agency or organisation.

Temporary CR/CER/3 Retain until administrative use ceases.

Photographic records of events, places and persons considered to be of historical significance, including QPS - ceremonial occasions, commissioners, public relations and training activities:

master black and white prints, negatives or slides which are the best in terms of focus, exposure, tonal contrast, physical condition, composition and are most representative of the functions depicted.

Permanent/ Temporary

CR/CER/4 Retain a selection permanently. To be reviewed on a case-by-case basis for historical value prior to transfer to QSA.

other, including duplicate copies and proofs. Temporary CR/CER/5 Retain until administrative use ceases.

CEREMONIES

Christmas Festivities

Records relating to administrative arrangements for celebrations and ceremonies, including catering, invitations, venue and entertainment organised or paid by QPS.

Temporary CR/CER/6 Retain for 2 years after last action.

COMMITTEES See Keyword STRATEGIC MANAGEMENT. Complaint or suggestion registers. Temporary CR/CPL/1 Retain for 7 years after last action. Records relating to client complaints and suggestions that have a major impact on the policy and procedures of QPS.

Permanent CR/CPL/2 Retain permanently. COMPLAINTS

Records relating to complaints and suggestions of minor importance.

Temporary CR/CPL/3 Retain for 2 years after last action.

CONFERENCES See Keyword STRATEGIC MANAGEMENT. CUSTOMER SERVICE

Surveys Records relating to surveys conducted by QPS of clients’ satisfaction and needs, including arrangements for the collection, collation and distribution of relevant information.

Temporary CR/CUS/1 Retain for 5 years after last action.


ACTIVITY DESCRIPTOR


4

CUSTOMER SERVICE (cont.)

Surveys (cont.)

Records relating to the provision of information in surveys conducted by other organisations.

Temporary CR/CUS/2 Retain for 2 years after last action.

Gifts Records relating to gifts made to QPS or by QPS. Temporary CR/DON/1 Retain for 5 years after last action or until terms of the donation have been fulfilled.

Donations Records relating to donations of money made to QPS, or by QPS.

Temporary CR/DON/2 Retain for 5 years after last action or until terms of the donation have been fulfilled.

DONATIONS

Bequests Records relating to significant bequests to QPS. Permanent CR/DON/3 Retain permanently. Records relating to provision of significant information or adviceto clients, which may have legal significance.

Temporary CR/ENQ/1 Retain for 7 years after last action. ENQUIRIES

Records relating to provision of other information to clients, including the provision of information about routine and general matters; hours of operation, change of address, etc.

Temporary CR/ENQ/2 Retain for 2 years after last action.

Records relating to arrangements for displays and exhibitions conducted by QPS: events of major or State significance; Temporary CR/EXH/1 Retain for 10 years then review. minor significance. Temporary CR/EXH/2 Retain for 5 years after last action.

Photographic record of major State displays and exhibitions, including associated paper based material. (Master black and white negative and/or one print copy)

Permanent CR/EXH/3 Retain selection permanently. To be reviewed on a case- by- case basis for historical value prior to transfer to QSA.

Film and Video (excluding ERIE) record of major State displays and exhibitions, including associated paper based material. (Master plus one copy of film or video)

Temporary CR/EXH/4 Retain for 10 years after last action.

Records relating to arrangements for the organisation of, or participation in, routine shows, displays, fairs etc. conducted by other agencies or organisations.


Records relating to acceptances for attendance at displays and exhibitions conducted by other agencies or organisations.

Temporary CR/EXH/6 Retain until administrative use ceases.

Acceptances

Records relating to acceptances for attendance at displays and exhibitions conducted by QPS.


Records relating to invitations to displays and exhibitions conducted by other agencies or organisations.

Temporary CR/EXH/8 Retain until administrative use ceases.

Invitations

Records relating to invitations to displays and exhibitions conducted by QPS.


Records relating to publicity material for displays and exhibitions conducted by other agencies or organisations.


EXHIBITIONS

Publicity

Records relating to publicity material for displays and exhibitions conducted by QPS.



ACTIVITY DESCRIPTOR


5

Records relating to functions conducted by QPS, including programs, proceedings, speeches, papers, summaries, etc: events of major significance;

Temporary CR/FUN/1 Retain for 10 years then review.

minor events; Temporary CR/FUN/2 Retain for 5 years after last action.

Publicity (cont.)

administrative arrangements for functions convened by other agencies or organisations.

Temporary CR/FUN/3 Retain for 2 years after action completed.

Records relating to acceptances for attendance at functions conducted by another agency or organisation.

Temporary CR/FUN/4 Retain until administrative use ceases.

Acceptances

Records relating to acceptances for attendance at functions conducted by QPS.

Temporary CR/FUN/5 Retain for 2 years after last action.

Records relating to functions conducted by QPS, including attendance or contact lists, etc: events of major significance; Temporary CR/FUN/6 Retain for 10 years then review.

Guest Lists

minor events. Temporary CR/FUN/7 Retain for 5 years after last action. Records relating to invitations to functions conducted by other agencies or organisations.

Temporary CR/FUN/8 Retain until administrative use ceases. Invitations

Records relating to invitations relating to functions conducted by QPS.


Publicity material relating to functions conducted by other agencies or organisations.


FUNCTIONS (social)

Publicity

Publicity material relating to functions conducted by QPS. Temporary CR/FUN/11 Retain for 5 years after last action. Address Lists Lists of names and addresses for mail-outs, Christmas cards, etc. Temporary CR/GRE/1 Retain until superseded. Appreciation (letters)

Letters of appreciation, including anonymous letters with no enduring value.

Temporary CR/GRE/2 Retain for 2 years after last action.

Condolences (deaths)

Letters of condolence, including anonymous letters with no enduring value.


GREETINGS

Congratulation Letters

Letters of congratulation, including anonymous letters with no enduring value.


Records relating to an award, prize or reward sponsored by QPS, including sponsorships administered by QPS.

Temporary CR/HON/1 Retain for 7 years after last action. HONOURS Awards & Prizes

Records relating to invitations to sponsor, judge or nominate for awards or prizes, as well as QPS instructions, guidelines and other reference material relating to honours etc.

Temporary CR/HON/2 Retain until administrative use ceases.

Records relating to information/marketing plans and strategies developed to promote QPS image or activities.

Temporary CR/MAR/1 Retain for 5 years after last action. MARKETING Marketing & Public Relations

Promotional Films or Videos of QPS (Master plus one copy of film or video).

Temporary CR/MAR/2 Retain for 10 years after last action.


ACTIVITY DESCRIPTOR


6

Records relating to arrangements for the design, promotion, storage and distribution of promotional material, including brochures, flyers and posters.


Records relating to the publicising of certain events or services organised by QPS.


Publicity

Records relating to advertisements not forming part of other classes of records, e.g. copies of advertisements not on a relevant recruitment, tender and contract, or program promotion file.


Records relating to seminars and workshops conducted by QPS, including programs, proceedings, speeches, papers, summaries, etc: events of major significance; Temporary CR/MAR/6 Retain for 10 years then review. minor events. Temporary CR/MAR/7 Retain for 5 years after last action.

Publicity, arrangements and follow-up action for seminars and workshops conducted or coordinated by QPS.


Seminars

Administrative arrangements for seminars and workshops convened by other agencies or organisations.

Temporary CR/MAR/9 Retain for 2 years after action completed.

Surveys conducted by QPS of clients’ satisfaction and needs, including arrangements for the collection, collation and distribution of relevant information.


MARKETING

(cont.)

Surveys



Originals of press releases, statements, interviews, etc., by the Commissioner or delegate.


CR/MER/1 Retain in accordance with appropriate disposal class in this Schedule or the General Disposal and Retention Schedule for Administrative Records.

Media Releases

Duplicate and reference copies of statements, press releases etc. and similar Ministerial or QPS produced information.

Temporary CR/MER/2 Retain until administrative use ceases.

MEDIA RELATIONS

News cuttings News cuttings relating to QPS business activities. Temporary CR/MER/3 Retain until administrative use ceases.


Records relating to arrangements for memberships in business, professional, social or sporting clubs and associations.

Temporary CR/PRA/1 Retain for 5 years after last action. PROFESSIONAL ASSOCIATIONS

Membership

Records relating to invitations to join, brochures and similar promotional material.

Temporary CR/PRA/2 Retain until administrative use ceases.


ACTIVITY DESCRIPTOR


7

Appreciation (letters)

Letters of appreciation, including anonymous letters with no enduring value.

Temporary CR/PUR/1 Retain for 2 years after last action.

Condolences (deaths)

Letters of sympathy, including anonymous letters with no enduring value.


Congratulations (letters)

Letters of congratulation, including anonymous letters with no enduring value.


PUBLIC REACTION

Dissatisfaction (letters)

Letters of dissatisfaction, including anonymous letters with no enduring value.


Records relating to surveys conducted by QPS of clients’ satisfaction and needs, including arrangements for the collection, collation and distribution of relevant information.

Temporary CR/REP/1 Retain for 5 years after last action. REPORTING Surveys


Temporary CR/REP/2 Retain for 2 years after last action.

SUPPORT REQUESTS

Applications Records relating to support requests received from the community.

Temporary CR/SUR/1 Retain for 3 years after last action.

Arrangements relating to visits by the Governor, Premier and other dignitaries to commemorations, exhibitions, police establishments, etc.

Temporary CR/TOU/1 Retain for 7 years after last action.

Arrangements relating to visits by community groups/schools to police establishments.


Visitors’ books documenting visits by royalty or Heads of State. Permanent CR/TOU/3 Retain permanently.

TOURS/ VISITS

Visitors

Visitors’ books documenting tours by community groups/schools to police establishments.


Queensland Police Service Retention & Disposal Schedule Keyword – Crime Prevention & Detection (CD)

ACTIVITY DESCRIPTOR


8

BRIEFINGS Records relating to briefings for the purpose of providing operational police information or instructions.

Temporary CD/BRI/1 Retain for 2 years after last action.

COMMITTEES See Keyword STRATEGIC MANAGEMENT. ARI Activity Report Index computer system data. Temporary CD/COL/1 Retain for 3 years. Activity Report Index Cards. Temporary CD/COL/2 Retain until entry of data into ARI

database is verified. Crime Report Proformas

Proformas that have been entered into CRISP that have no additional information such as drawings, diagrams etc. on them.

Temporary CD/COL/3 Retain until entry of data into CRISP database is verified.

Domestic Violence Index

DV order details contained in the Domestic Violence Index (DVI) computer system.

Temporary CD/COL/4 Retain for 75 years after last action in accessible, readable and inalterable form.

Search Register. Temporary CD/COL/5 Retain for 10 years after last action.

CONTROL

Registers Second Hand Dealers Act Register Of Inspections. Temporary CD/COL/6 Retain for 10 years after last action.

Crime Scene Investigation

Records relating to investigation of a crime scene. Permanent/ Temporary

CD/CSC/1 Retain as per investigation file. CRIME SCENE COORDINATION

Reports Records relating to reports regarding crime scene investigations. Permanent/ Temporary

CD/CSC/2 Retain as per investigation file.

Records relating to extraditions. Temporary CD/EXT/1 Retain for 5 years after last action. EXTRADITIONS Arrests Records relating to Visas. Temporary CD/EXT/2 Retain for 2 years after last action.

Records relating to unsubstantiated offences that are not otherwise listed in this schedule.

Temporary CD/INT/1 Retain for 2 years after last action.

Abduction Records relating to abduction offences. Temporary CD/INT/2 Retain for 75 years after last action. Armed Robbery Records relating to armed robbery offences. Temporary CD/INT/3 Retain for 75 years after last action. Arson Records relating to arson offences. Permanent/

Temporary CD/INT/4 Retain as per criteria for investigation

of offence type. Assault Records relating to assault offences. Temporary CD/INT/5 Retain as per criteria for investigation

of offence type. Attempted Murder

Records relating to attempted murder offences. Permanent CD/INT/6 Retain permanently.

Attempted Suicide

Records relating to attempted suicide offences. Temporary CD/INT/7 Retain for 10 years after last action.

Bribery See records relating to corruption offences. Child Abuse Records relating to offences against children under 18, including

unborn children. Temporary CD/INT/8 Retain for 75 years after last action.

Conspiracy Records relating to conspiracy offences. Permanent CD/INT/9 Retain permanently. Conspiracy to Murder

Records relating to conspiracy to murder offences. Permanent CD/INT/10 Retain permanently.

INTELLIGENCE

Corruption Offences

Records relating to corruption of government officials. Permanent CD/INT/11 Retain permanently.


ACTIVITY DESCRIPTOR


9

Counterfeiting Records relating to counterfeiting offences. Permanent CD/INT/12 Retain permanently. Criminal Intelligence Reports (CIR)

Records relating to Criminal Intelligence Reports regarding offence types.


CD/INT/13 Retain as per criteria for investigation of offence type. If multiple offence types are involved, retain as per criteria for offence type with maximum retention period.

Deaths Records relating to an offence, which has caused death. Permanent CD/INT/14 Retain permanently. Records relating to Domestic Violence Orders (DVO), including Prevention Orders, Temporary Protection Orders; Applications for Protection Orders (DV1); and Applications to Revoke or Vary an Order (DV5) and other supporting documentation.

Domestic Violence Index computer system data.

Temporary

CD/INT/15

Retain for 75 years after last action in accessible, readable and inalterable form.

Served Domestic Violence Orders. Temporary CD/INT/16 Retain until entry in Domestic Violence Index is verified. Do not microfilm.

Domestic Violence

Unserved Domestic Violence Orders. Temporary CD/INT/17 Retain paper originals for 2 years from date of issue, after entry in Domestic Violence Index is verified. Do not microfilm.

Drug Diversion Group

Records relating to monitoring the supply of chemicals into the community and diverting these from being made into illicit drugs.


Endanger Lives on Aircraft (hijacking)

Records relating to endangering lives on aircraft (hijacking) offences.

Permanent CD/INT/19 Retain permanently.

Endanger Lives on Railways (obstructions)

Records relating to endangering lives on railways (obstructions) offences.


Records relating to environmental offences affecting human health.

Permanent CD/INT/21 Retain permanently. Environmental Offences

Records relating to other environmental offences. Temporary CD/INT/22 Retain for 10 years after last action. Extortion Records relating to extortion offences. Permanent CD/INT/23 Retain permanently. Flora/Fauna Offences

Records relating to flora/fauna offences. Temporary CD/INT/24 Retain for 10 years after last action.

INTELLIGENCE (cont.)

Fraud Records relating to fraud. Permanent/ Temporary

CD/INT/25 Retain as per criteria for investigation of offence type.


ACTIVITY DESCRIPTOR


10

Gaming, Racing, Betting & Casino Related Offences

Records relating to Casino Control Act Offences e.g.: Found in common gaming house; Keeping a common gaming house; Playing or betting at unlawful game; Possession of instruments of gaming; Common betting house offences; Illegal bookmaking; and Being in a public place for purpose of betting.


Government Officials

Records relating to corruption by Government officials. Permanent CD/INT/27 Retain permanently.

Handling Stolen Goods

Records relating to handling of stolen goods. Permanent/ Temporary


Import/Export Dangerous Drugs

Records relating to import/export dangerous drugs. Permanent CD/INT/29 Retain permanently.

Informants

Records relating to informants, including: Informant Registration Forms; Informant Assessment Forms; Memorandum of Acknowledgement by a Cooperating

Covert Source (Informant) and the Queensland Police Service;

Memorandum of Termination of Assistance of a Cooperating Covert Source (Informant) and the Queensland Police Service;

Contact Advice Report; Informant Evaluation Form; Case Officer Control Forms; and Informant audio recordings.

Temporary CD/INT/30 Retain for 7 years after last contact with informant.

Juveniles Records relating to juveniles. Permanent/ Temporary


Kidnapping for Ransom or Gain

Records relating to kidnapping for ransom or gain offences. Permanent CD/INT/32 Retain permanently.

Liquor Licensing Offences

Records relating to Liquor Licensing Offences including: consuming liquor in public place; offences by licensed victuallers; illegally dealing in or selling liquor; underage persons found on licensed premises, possessing

and/or consuming liquor on licensed premises; and Liquor Act offences.


Listening Devices Applications and approvals for installation of listening devices for intelligence purposes.


Manslaughter Records relating to manslaughter offences. Permanent CD/INT/35 Retain permanently. Missing Person Records relating to the location/ attempted location of missing

persons. Permanent/ Temporary



Murder Records relating to murders. Permanent CD/INT/37 Retain permanently.


ACTIVITY DESCRIPTOR


11

Noise Offences Records relating to noise offences. Temporary CD/INT/38 Retain for 10 years after last action. Offences Against Good Order

Records relating to offence against good order including: armed with intent; disorderly/indecent behaviour; obscene, insulting, offensive, etc. language; and possession of a graffiti instrument.


Offences Against Justice Procedures

Records relating to offences against Justice Procedures including: Breach of Family Law Court order; Breach of Maintenance; Contempt of Court; Breach of community service order; Breach of Bail Act/failure to appear; Breach of probation, parole, recognisance; Breach of home detention order; Resist arrest, incite, hinder, obstruct; False representation causing investigation; and Domestic Violence (breach of Family Protection Act).


Offences Against Liberty

Records relating to deprivation of liberty offences. Temporary CD/INT/41 Retain for 75 years after last action.

Offences Against Public Health

Records relating to offences, which may have long-term impact on public health.


Records relating to minor offences. Temporary CD/INT/43 Retain for 10 years after last action.

Offences Against the Person

Records relating to offences against the person including: endangering lives involving other transport; carrying/sending dangerous goods in a vehicle; defamation/libel; and armed so as to cause fear or alarm.


Paedophilia Records relating to paedophilia offences. Temporary CD/INT/45 Retain for 75 years after last action. Perjury Records relating to perjury offences. Temporary CD/INT/46 Retain for 10 years after last action. Pervert the Course of Justice

Records relating to perverting the course of justice offences. Permanent CD/INT/47 Retain permanently.

Records relating to pollution offences, which may have long-term impact on public health.



Pollution Offences

Record relating to minor pollution offences. Temporary CD/INT/49 Retain for 10 years after last action.


ACTIVITY DESCRIPTOR


12

Possession/Use Records relating to possession/usage, including: possession/use of weapons, property, equipment, etc.; possessing things for use, or used in the administration,

consumption, smoking of a dangerous drug; and permitting premises to be used.


Proceeds of Crime Records relating to proceeds of crime including confiscation, forfeiture, etc.


Produce Dangerous Drugs

Records relating to production or manufacture of dangerous drugs, illicit laboratories, etc.


Projects Records relating to intelligence projects. Permanent/ Temporary


Prostitution Offences

Records relating to prostitution offences, including: having interest in premises used for prostitution; knowingly participating in provision of prostitution; public soliciting for purposes of prostitution; found in places used for purpose of prostitution; procuring prostitution; permitting a minor to be in a place used for prostitution; and advertising prostitution.


Secret Commissions

Records relating to secret commission offences.


Records relating to persons with links to political or religious groups and who make threats against a person or persons and who do not carry out those threats.


Records relating to persons not known to be linked to political or religious groups and who make threats against a person or persons and who do not carry out those threats.


Records relating to protective security profiles supplied by individuals on a voluntary basis relating to their personal security and security of premises, including person spouse/ family, floor plans of dwelling and workplace, video footage, photographs, person’s appointments/movements etc.

Temporary CD/INT/58 Destroy or return to individual at the cessation of risk. Administrative records, e.g. updates of movements/appointments; change of floor plans, etc – retain until superseded.


Security Risks

Records relating to locations considered to be at risk including video footage, building and floor plans, photographs, etc.

Temporary CD/INT/59 Retain until building transferred, vacated or demolished or until cessation of risk.


ACTIVITY DESCRIPTOR


13

Sexual Assault (adult)

Records relating to sexual assault against an adult, including: rape; indecent assaults on adults; assault with intent to commit rape; unlawful carnal knowledge; incest; bestiality; indecent practices between males/gross indecency; and wilful obscene exposure.


Sexual Assault (children)

Records relating to sexual assault against a child, including: rape; indecent assaults on children; assault with intent to commit rape; unlawful carnal knowledge; incest; and wilful obscene exposure.


Stalking Records relating to stalking offences. Temporary CD/INT/62 Retain for 75 years after last action. Stealing Records relating to thefts, including:

stealing from the person; stock-killing with intent to steal; stock-stealing; unlawful use; suspicion of stealing; shop stealing; unlawfully taking goods away; stealing from dwelling houses and other specified buildings; stealing from vehicles; fare evasion; refusal to pay; stealing things sent by post; stealing goods in transit; and stealing by conversion or by a trick.


Stock Offences Records relating to stock offences including: Animal Protection Act offences, including ill-treatment and

cruelty; stock branding offences; stock permit and Waybill offences; and other stock-related offences (excluding theft, etc).


Suicides Records relating to suicides. Permanent CD/INT/65 Retain permanently.


Supply Dangerous Drugs

Records relating to supply of dangerous drug offences. Temporary CD/INT/66 Retain for 75 years after last action.


ACTIVITY DESCRIPTOR


14

Surveillance Records relating to surveillance for intelligence purposes. Permanent/ Temporary


Theft of a Vehicle Records relating to theft of a vehicle, including: motor vehicles; bicycles; vessels; and aircraft.



Trafficking in Dangerous Drugs

Records relating to trafficking in dangerous drugs. Permanent/ Temporary


Trespassing & Vagrancy

Records relating to trespassing & vagrancy including: begging alms; insufficient or no visible means of support; unlawfully on premises/trespassing; vagrancy offences; and habitual consorting.


Unarmed Robbery

Records relating to unarmed robbery including: assault with intent to steal; and demanding property with intent to steal.


Records relating to unauthorised use of a motor vehicle (UUMV), including: motor vehicles; bicycles; vessels; and aircraft.

Temporary CD/INT/72 Retain for 10 years after last action. Unauthorised Use of a Motor Vehicle (UUMV)

Records relating to vehicles of an exceptional value and/or where the unauthorised use is of historical interest.


Unlawful Entry Records relating to unlawful entry, including: burglary; entry with intent; and possession of things for unlawful entry.


Where the offence is liable for "Punishment in special cases" under section 469, sub-sections 1 & 2 of the Criminal Code.


Where the offence is liable for "Punishment in special cases" under section 469, sub-sections 3-10 of the Criminal Code.


Wilful Damage

All other cases. Temporary CD/INT/77 Retain for 10 years after last action.


Wilfully Kill/ Maim/Wound Animals

Records relating to wilfully killing/maiming/wounding animal offences.


INVESTIGATIONS Records relating to unsubstantiated offences and miscellaneous Acts administered by the QPS, which are not subject to other criteria listed in this schedule, eg, minor fires.

Temporary CD/INV/1 Retain for 2 years after last action.


ACTIVITY DESCRIPTOR


15

Records relating to solved and unsolved investigations into major crimes, including: fraud, arson, and drug-related offences.

Permanent CD/INV/2 Retain permanently.

Abduction Records relating to abduction offences. Temporary CD/INV/3 Retain for 75 years after last action. Armed Robbery Records relating to armed robbery offences. Temporary CD/INV/4 Retain for 75 years after last action. Arrests Records relating to arrests of suspects. Permanent/

Temporary CD/INV/5 Retain as for investigation file.

Records relating to arson of building, structure, aircraft or motor vehicle: Minor; Temporary CD/INV/6 Retain for 75 years after last action. Major. Permanent CD/INV/7 Retain permanently.

Arson

Records relating to setting fire to crops, growing plants. Temporary CD/INV/8 Retain for 10 years after last action. Records relating to assault, including: assault occasioning grievous bodily harm; driving causing grievous bodily harm; wounding; assault occasioning bodily harm; serious, aggravated and common assault; and assault on Police.

Temporary CD/INV/9 Retain for 10 years after last action. Assault

Records relating to offences against children under 18 (Non-Sexual), including unborn children.


Attempted Murder

Records relating to attempted murder offences. Permanent CD/INV/11 Retain permanently.

Attempted Suicide Records relating to attempted suicide. Temporary CD/INV/12 Retain for 10 years after last action. Bribery See records relating to corruption offences. Child Abuse Records relating to offences against children under 18, including

unborn children. Temporary CD/INV/13 Retain for 75 years after last action.

Conspiracy Records relating to conspiracy offences. Permanent CD/INV/14 Retain permanently. Conspiracy to Murder

Records relating to conspiracy to murder offences. Permanent CD/INV/15 Retain permanently.

Corruption Offences

Records relating to corruption of government officials. Permanent CD/INV/16 Retain permanently.

Counterfeiting Records relating to counterfeiting offences. Permanent CD/INV/17 Retain permanently. Deaths Records relating to offences, which have caused death. Permanent CD/INV/18 Retain permanently. DNA Administrative records relating to mass DNA screening. Temporary CD/INV/19 Refer to section 316 of the Police

Powers and Responsibilities Act.

INVESTIGATIONS(cont.)

Domestic Violence Records relating to Domestic Violence, including Prevention Orders; Temporary Protection Orders, Applications for Protection Orders (DV1), Applications to Revoke or Vary an Order (DV5), and other supporting documentation: Domestic Violence Index:

Temporary

CD/INV/20

Retain for 75 years after last action.


ACTIVITY DESCRIPTOR


16

Served Domestic Violence Orders. Temporary CD/INV/21 Retain until entry confirmed in Domestic Violence Index. Do not microfilm.

Domestic Violence (cont.)

Unserved Domestic Violence Orders. Temporary CD/INV/22 Retain paper originals for 2 years from date of issue, after entry confirmed in Domestic Violence Index. Do not microfilm.

Drug Diversion Group

Records relating to monitoring the supply of chemicals into the community and diverting these from being made into illicit drugs.


Endanger Lives on Aircraft (hijacking)

Records relating to endangering lives on aircraft (hijacking) offences.


Endanger Lives on Railways (obstructions)

Records relating to endangering lives on railways (obstructions) offences.


Records relating to environmental offences affecting human health.

Permanent CD/INV/26 Retain permanently. Environmental Offences

Records relating to other environmental offences. Temporary CD/INV/27 Retain for 10 years after last action. Extortion Records relating to extortion offences. Permanent CD/INV/28 Retain permanently. Flora/Fauna Offences

Records relating to flora/fauna offences. Temporary CD/INV/29 Retain for 10 years after last action.

Records relating to fraud, including: forgery and imposition; stealing as a Clerk or Servant; embezzlement by officers of companies; stealing by Agents, Collectors or as a Bailee; impersonating a Police Officer; and producing/presenting false identification.

Temporary CD/INV/30 Retain for 10 years after last action. Fraud

Records relating to major fraud, embezzlement and forging involving sums over $500,000.


Gaming, Racing, Betting & Casino Related Offences

Records relating to Casino Control Act offences e.g.: found in common gaming house; keeping a common gaming house; playing or betting at unlawful game; possession of instruments of gaming; common betting house offences; illegal bookmaking; and being in a public place for purpose of betting.



Government Officials

Records relating to corruption of government officials. Permanent CD/INV/33 Retain permanently.


ACTIVITY DESCRIPTOR


17

Records relating to handling of stolen goods, including: receiving stolen property; possession of property suspected stolen; possession of skin or carcass suspected stolen; unlawful possession of tainted property; and bringing stolen goods into Queensland.

Temporary CD/INV/34 Retain for 10 years after last action. Handling Stolen Goods

Major investigations. Permanent CD/INV/35 Retain permanently. Import/Export Dangerous Drugs

Records relating to the import/export of dangerous drug offences. Permanent CD/INV/36 Retain permanently.

Records relating to investigation of juveniles. Permanent/ Temporary

CD/INV/37 Retain as per criteria for investigation of offence type. If multiple offence types are involved, retain as per criteria for offence type with maximum retention period.

Notice of Caution to a Juvenile (Form 3 & Form 3A Juvenile Justice Act):

Temporary CD/INV/38 Retain microfilmed records for 75 years after microfilming. Retain paper originals for 1 month after microfilming and validation by Police Investigation Centre.

Police Information Centre copy. Temporary CD/INV/39 Retain until details have been entered on CRISP and checked for accuracy.

Juveniles

Station copy. Permanent/ Temporary


Kidnapping for Ransom or Gain

Records relating to kidnapping for ransom or gain offences. Permanent CD/INV/41 Retain permanently.

Line-Ups Photo boards and associated records. Temporary CD/INV/42 Retain for 10 years after last action. Liquor Licensing Offences

Records relating to liquor licensing offences, including: consuming liquor in a public place; offences by licensed victuallers; illegally dealing in or selling liquor; underage persons found on licensed premises, possessing

and/or consuming liquor on licensed premises; and Liquor Act offences.


Listening Devices Applications and approvals for installation of listening devices for investigation purposes.


Manslaughter Records relating to investigation of manslaughter offences. Permanent CD/INV/45 Retain permanently.


Missing Person Where the person has been located and there were no suspicious circumstances.



ACTIVITY DESCRIPTOR


18

Where the person has disappeared in suspicious circumstances and suspected serious offences (e.g. rape, murder, etc.) have been committed.

Permanent CD/INV/47 Retain permanently. Missing Person (cont.)

Where the person has never been located. Permanent CD/INV/48 Retain permanently. Modus Operandi (MO)

Records relating to investigation of modus operandi of offenders. Temporary CD/INV/49 Retain for 75 years after last action.

Murder Records relating to investigations of murder offences. Permanent CD/INV/50 Retain permanently. Noise Offences Records relating to investigations relating to noise offences. Temporary CD/INV/51 Retain for 10 years after last action. Offences Against Good Order

Records relating to offences against good order, including: armed with intent; disorderly/indecent behaviour; obscene, insulting, offensive, etc. language; and possession of a graffiti instrument.


Offences Against Justice Procedures

Records relating to offences against justice procedures, including: Breach of Family Law Court order; Breach of Maintenance; Contempt of Court; Breach of Community Service Order; Breach of Bail Act/failure to appear; Breach of probation, parole, recognisance; Breach of Home Detention Order; Resist arrest, incite, hinder, obstruct; False representation causing investigation; and Domestic Violence (breach of Family Protection Act).


Offences Against Liberty

Records relating to deprivation of liberty. Temporary CD/INV/54 Retain for 75 years after last action.

Records relating to investigations of offences, which may have long-term impact on public health.

Permanent CD/INV/55 Retain permanently. Offences Against Public Health

Records relating to investigations of minor offences. Temporary CD/INV/56 Retain for 10 years after last action.

Offences Against the Person

Records relating to offences against the person, including: endangering lives involving other transport; carrying/sending dangerous goods in a vehicle; defamation/libel; and armed so as to cause fear or alarm.


Paedophilia Records relating to investigations of paedophilia offences. Temporary CD/INV/58 Retain for 75 years after last action.


Perjury Records relating to investigations of perjury offences. Temporary CD/INV/59 Retain for 10 years after last action.


ACTIVITY DESCRIPTOR


19

Pervert the Course of Justice

Records relating to investigations of perverting the course of justice offences.


Records relating to investigations of pollution offences which may have long-term impact on public health.

Permanent CD/INV/61 Retain permanently. Pollution Offences

Records relating to investigations of minor pollution offences. Temporary CD/INV/62 Retain for 10 years after last action.

Possession/Use Records relating to possession/use, including: possession/use of weapons, property, equipment, etc.; possessing things for use, or used in the administration,

consumption, smoking of a dangerous drug, and permitting premises to be used.


Proceeds of Crime Records relating to proceeds of crime, including confiscation, forfeiture, etc.


Produce Dangerous Drugs

Records relating to production or manufacture of dangerous drugs, illicit laboratories, etc.


Prostitution Offences

Records relating to prostitution offences, including: having interest in premises used for prostitution; knowingly participating in provision of prostitution; public soliciting for purposes of prostitution; found in places used for purpose of prostitution; procuring prostitution; permitting a minor to be in a place used for prostitution; and advertising prostitution.


Reward Notices Records relating to Reward Notices. Permanent/ Temporary

CD/INV/67 Retain as for investigation file.

SCAN/Team Minutes of and reports resulting from SCAN meetings for monitoring investigations of cases of child abuse and neglect.


Secret Commissions

Records relating to secret commission offences. Permanent CD/INV/69 Retain permanently.

Records relating to persons with links to political or religious groups and who make threats against a person or persons and who do not carry out those threats.



Security Risks

Records relating to persons not known to be linked to political or religious groups and who make threats against a person or persons and who do not carry out those threats.



ACTIVITY DESCRIPTOR


20

Records relating to protective security profiles supplied by individuals on a voluntary basis relating to their personal security and security of premises, including person spouse/ family, floor plans of dwelling and workplace, video footage, photographs, person’s appointments/movements etc.

Temporary CD/INV/72 Destroy or return to individual at the cessation of risk. Administrative records, e.g. updates of movements/appointments; change of floor plans, etc – retain until superseded.

Records relating to locations considered to be at risk, including video footage, building and floor plans, photographs, etc.

Temporary CD/INV/73 Retain until building transferred, vacated or demolished or until cessation of risk.

Security Risks (cont.)

Records relating to individuals/bodies/organisations perceived to be a threat to the security of government heads/diplomats attending events like CHOGM.


Sexual Assault (adult)

Records relating to sexual assault of an adult, including: rape; indecent assaults on adults; assault with intent to commit rape; unlawful carnal knowledge; incest; bestiality; indecent practices between males/gross indecency; and wilful obscene exposure.


Sexual Assault (children)

Records relating to sexual assault on children, including: rape; indecent assaults on children; assault with intent to commit rape; unlawful carnal knowledge; incest; and wilful obscene exposure.



Stalking Records relating to investigations of stalking offences. Temporary CD/INV/77 Retain for 75 years after last action.


ACTIVITY DESCRIPTOR


21

Stealing Records relating to thefts, including: stealing from the person; stock-killing with intent to steal; stock-stealing; unlawful use; suspicion of stealing; shop stealing; unlawfully taking goods away; stealing from dwelling houses and other specified buildings; stealing from vehicles; fare evasion; refusal to pay; stealing things sent by post; stealing goods in transit; and stealing by conversion or by a trick.


Stock Offences Records relating to stock offences, including: Animal Protection Act offences, including ill-treatment and

cruelty; stock branding offences; stock permit and waybill offences; and other stock-related offences (excluding theft, etc).


Suicides Records relating to investigations of suicides. Permanent CD/INV/80 Retain permanently. Supply Dangerous Drugs

Records relating to investigations of supply of dangerous drug offences.


Surveillance Records relating to surveillance for investigation purposes. Permanent/ Temporary


Records relating to theft of a vehicle, including: motor vehicles; bicycles; vessels; and aircraft.

Temporary CD/INV/83 Retain for 10 years after last action. Theft of a Vehicle

Records relating to theft of vehicles with a value of over $500,000.


Records relating to trafficking in dangerous drugs. Permanent CD/INV/85 Retain permanently.


Trafficking in Dangerous Drugs Records relating to receiving or possessing property obtained

from trafficking or supplying dangerous drugs. Temporary CD/INV/86 Retain for 10 years after last action.


ACTIVITY DESCRIPTOR


22


Records relating to trespassing & vagrancy, including: begging alms; insufficient or no visible means of support; unlawfully on premises/trespassing; vagrancy offences; and habitual consorting.


Unarmed Robbery

Records relating to unarmed robbery, including: assault with intent to steal; and demanding property with intent to steal;


Records relating to unauthorised use of a motor vehicle, including: motor vehicles; bicycles; vessels; and aircraft.

Temporary CD/INV/89 Retain for 10 years after last action. Unauthorised Use of a Motor Vehicle (UUMV)

Records relating to vehicles of an exceptional value and/or where the unauthorised use is of historical interest.


Unlawful Entry Records relating to including: burglary; entry with intent; and possession of things for unlawful entry.


Where the offence is liable for "Punishment in special cases" under section 469, sub-sections 1 & 2 of the Criminal Code.


Where the offence is liable for "Punishment in special cases" under section 469, sub-sections 3-10 of the Criminal Code.


Wilful Damage

All other cases. Temporary CD/INV/94 Retain for 10 years after last action.


Wilfully Kill/ Maim/Wound Animals

Records relating to investigation of wilfully killing/maiming or wounding of animals offences.


Records relating to sexual and violent offenders. Temporary CD/OFP/1 Retain for 75 years after last action. Records relating to offenders who have committed murder. Permanent CD/OFP/2 Retain permanently.

Records relating to other offence types. Temporary CD/OFP/3 Retain for 25 years after last action.

OFFENDER PROFILING

Target Applications

Applications for the use of technical devices, covert operatives and associated surveillance and support teams (forms and associated documents).

Temporary CD/OFP/4 Retain for 10 years after last action.

Arrests Records relating to arrest reports. Permanent/Temporary

CD/OPE/1 Retain as per criteria for investigation of offence type. If multiple offence types are involved, retain as per criteria for offence type with maximum retention period.

OPERATIONS

Listening Devices Applications and approvals for installation of listening devices used during operations.

Temporary CD/OPE/2 Retain for 10 years after last action.


ACTIVITY DESCRIPTOR


23

Paedophilia Records relating to paedophilia operations. Temporary CD/OPE/3 Retain for 75 years after last action. Statistics Records relating to the statistics of operations. Temporary CD/OPE/4 Retain for 5 years after last action.

OPERATIONS (cont.)

Surveillance Records relating to surveillance for intelligence purposes. Permanent/ Temporary

CD/OPE/5 Retain as per criteria for investigation of offence type. If multiple offence types are involved, retain as per criteria for offence type with maximum retention period.

Job cards. Temporary CD/PAT/1 Retain for 5 years after last action. PATROLLING Calls for Service Patrols Patrol/activity logs. Temporary CD/PAT/2 Retain for 5 years after last action.

Photographic records depicting incidents relating to police work and/or evidence of crimes, including victims, weapons accidents, assaults, child abuse persons of interest and copies of photographs supplied by a third party. Master negatives.


CD/PHO/1 Retain for as per criteria for investigation file or 20 years after incident occurred whichever is later.

PHOTOGRAPHY

Other, including prints and copies. Temporary CD/PHO/2 Retain until administrative use ceases.

National Drug Strategic Plan

Draft records relating to the planning of the National Drug Strategic Plan.

Temporary CD/PLA/1 Retain for 2 years after last action. PLANNING

Statistics Records relating to the planning and statistical data for crime prevention.

Temporary CD/PLA/2 Retain for 2 years after last action.

Records relating to the acquisition of Police Dogs. Temporary CD/PDS/1 Retain for 2 years after the disposal of/retirement of Police Dog

Records relating to the disposal/retirement of Police Dogs. Temporary CD/PDS/2 Retain for 2 years after the disposal of/retirement of Police Dog

Records relating to the health and veterinary treatment of Police Dogs.

Temporary CD/PDS/3 Retain for 3 years after the disposal of/retirement of Police Dog

Records relating to the reporting of incidents where the Police Dog causes injury to, takes hold of, or comes into physical contact with any person.

Temporary CD/PDS/4 Retain for 7 years after the disposal of/retirement of Police Dog

POLICE DOG SERVICES

Police Dogs

Records relating to the training/assessment of Police Dogs. Temporary CD/PDS/5 Retain for 7 years after the disposal of/retirement of Police Dog

POLICE INTERVIEWS

Electronic Recording of Interview For Evidence (ERIE) audio and video tapes. Master copies - finalised investigations.

Temporary CD/PIN/1 Retain for 1 year after finalisation of court proceedings or appeals processes or retain as per criteria for investigation file. Tapes relating to investigation files that have a permanent retention period should be retained for 70 years from date of offence.


ACTIVITY DESCRIPTOR


Master copies - unfinalised investigations.

24

Temporary CD/PIN/2 Retain as per criteria for investigation file. Tapes relating to investigation files that have a permanent retention period should be retained for 70 years from date of offence at this stage.

Other copies. Temporary CD/PIN/3 Retain until administrative use ceases.


Identifying Particulars Notice – Form 29. Temporary CD/REP/1 Retain for 2 years after last action. REPORTING Calls for Service Job Cards. Temporary CD/REP/2 Retain for 5 years after last action.

Proformas that have been entered into the CRISP database that have no additional information such as drawings, diagrams etc. on them.

Temporary CD/REP/3 Retain until data entry into CRISP database is verified.

Crime Report Proformas

Proformas that have been entered into the CRISP database that have additional information such as drawings, diagrams statements etc. on them.


CD/REP/4 Retain as per criteria for investigation of offence type. If multiple offence types are involved, retain as per criteria for offence type with maximum retention period.

CRISP Database Data recorded within CRISP database. Permanent CD/REP/5 Retain permanently in an accessible, readable and inalterable form.

Criminal Offence Reports (QP10), including Supplementary Criminal Offence Reports (QP11).

Pink copy (Reports). Temporary CD/REP/6 Retain for 5 years after last action. Criminal Offence Reports, which disclose no offence, has been committed.

Temporary CD/REP/7 Retain for 2 years after last action.

Criminal Offence Reports relating to a minor criminal nature for which all avenues of investigation have been exhausted and all suspects nominated have been eliminated from the investigation.


Criminal Offence Reports where the articles are reported as being lost or stolen, have not been adequately described and the total value of the property does not exceed $200.


Criminal Offence Reports relating to minor criminal offences where a suspect has been named or a description given, but the offender has not been located.


REPORTING (cont.)

Criminal Offence

Criminal Offence Reports relating to more serious crimes and misdemeanours where no offender has been nominated or description given and there is little likelihood of locating an offender.



ACTIVITY DESCRIPTOR


25

Criminal Offence Reports relating to articles that are reported as being either lost or stolen and the value of the property exceeds $200.


Criminal Offence Reports not in the above categories. Temporary CD/REP/13 Retain until after pink copy is finalised and filed.

Green copy (Reports). Temporary CD/REP/14 Retain for 5 years after last action. Blue copy (Reports). Temporary CD/REP/15 Retain for 3 months after date of last

action. White copy (Reports). Temporary CD/REP/16 Destroy immediately. Where received at station other than place of issue and no longer required.

Temporary CD/REP/17 Destroy immediately.

Other copies no longer required. Temporary CD/REP/18 Destroy immediately. Criminal Offence (cont.)

Old Gold and White copy (Reports) Police Information Centre copy.

Temporary CD/REP/19 Retain microfilmed records for 75 years after microfilming. Retain paper originals for 1 month after microfilming and validation by Police Information Centre.

Crime Report Proformas (Data entry forms for CRISP system). Temporary CD/REP/20 Retain until administrative use ceases.

CRISP

Reports generated from the CRISP database to be used as part of investigation.


CD/REP/21 Retain as per investigation file.

National Crime Statistics

Reports relating to the National Crime Statistics. Temporary CD/REP/22 Retain for 5 years after last action.

Pursuits Records relating to police pursuits where no breach of section 14.23 of the Operational Procedures Manual (OPM) - "Safe driving policy - urgent duty and pursuit driving" is reported or suspected. Use "Professional Responsibility/Investigations/ Pursuits" for Driving Review Panel investigations of reported or suspected breaches.


Radio LogBooks Police radio log books. Temporary CD/REP/24 Retain for 3 years after last action. Activity Logs. Temporary CD/REP/25 Retain for 5 years after last action. Records relating to liquor incident reports. Temporary CD/REP/26 Retain for 5 years after last action. Messages recorded under OPM section 1.6.9 - Transfer of general information.


Notebooks, including Register Of Issue. Temporary CD/REP/28 Retain for 10 years after last action. Occurrence Sheets. Temporary CD/REP/29 Retain for 5 years after last action. Stock Criminal Offence Reports. Pink copy (Reports). Temporary CD/REP/30 Retain for 10 years after last action.

REPORTING (cont.)

Reports

Green copy (Reports). Temporary CD/REP/31 Retain until after pink copy is finalised and filed.


ACTIVITY DESCRIPTOR


26

Blue copy (Reports). Temporary CD/REP/32 Retain for 5 years after last action. White copy (Reports). Where received at Station other than

place of issue and no longer required. Temporary CD/REP/33 Retain for 3 months after last action.

Other copies no longer required. Temporary CD/REP/34 Destroy immediately. Police Information Centre copy. Temporary CD/REP/35 Retain microfilmed records for 75

years after microfilming. Retain paper originals for 1 month after microfilming and validation by Police Information Centre.

SCHOOL INTERVIEWS

Child Abuse Police interview records (ERIE and video) relating to child abuse offences reported by schools.

Temporary CD/SCI/1 Retain for 75 years after last action. This retention period should be reviewed as soon as it is possible to effect a revision of the policy on transcription of ERIE tapes.

SECURITY Calls for Service Job Cards (QP103A). Temporary CD/SEC/2 Retain for 5 years after last action. Search Warrants issued under the Police Powers and Responsibilities Act 2000, including Criminal Investigation (extra-territorial offences).

Temporary CD/WAP/1 Retain for 5 years after last action.

Warrant Covering Report, including Recall Notices and other supporting documentation. Blue Copy. Temporary CD/WAP/2 Retain for 2 years after last action.

WARRANT PROCESSING

Warrants

White Copy. Temporary CD/WAP/3 Retain microfilmed records for 75 years after microfilming. Retain paper originals for 1 month after microfilming and validation by Police Information Centre.

WITNESS PROTECTION

Records relating to protection of witnesses. These records must have a security classification of “Highly Protected”, particularly if they contain any identifying particulars of the witness.

Temporary CD/WIP/1 Retain for 75 years after last action.

Queensland Police Service Retention & Disposal Schedule Keyword – Custody (CU)

ACTIVITY DESCRIPTOR


27

ACQUISITION See Keyword PURCHASING & SUPPLY. BAIL Cash Bail Books Records relating to Cash Bail, including Undertaking as to Bail

Books. Temporary CU/BAI/1 Retain for 5 years after last action.

Release from Custody under Domestic Violence (Family Protection) Act (DV11) forms.

Temporary CU/COL/1 Retain as per QPB10 Watchhouse Custody Register.

Prisoners’ Telephone Record Book. Temporary CU/COL/2 Retain for 3 years after last action. Property Sheets. Temporary CU/COL/3 Retain for 3 years after last action. Recognisance Book. Temporary CU/COL/4 Retain for 3 years after last action.

Sureties Book. Temporary CU/COL/5 Retain for 3 years after last action. Charge Books - prior to & including 1970. Permanent CU/COL/6 Retain permanently. Watchhouse Custody Registers (Charge Books) - created after 1970.

Temporary CU/COL/7 Retain for 10 years after last action. Custody Register (QPB10)

Prisoner Index cards. Temporary CU/COL/8 Retain for 10 years after last action.

CONTROL

Registers Prisoner Inspection Registers. Temporary CU/COL/9 Retain for 5 years after last action. Deaths in Custody Records relating to investigations into deaths in custody. Permanent CU/COR/1 Retain permanently. CORONIAL

MATTERS Inquests Records relating to coronial inquests on deaths in custody. Temporary CU/COR/2 Retain for 30 years after last action.

To be reviewed prior to sentencing. INQUIRIES Deaths in Custody Records relating to deaths in custody. Permanent CU/INQ/1 Retain permanently.

INVESTIGATIONS Escape Lawful Custody

Records relating to the escape from lawful custody. Permanent CU/INV/2 Retain permanently.

Injuries Records relating to injuries sustained in watchhouse Temporary CU/INV/3 Retain for 7 years after last action

POLICY See Keyword STRATEGIC MANAGEMENT. PRISONER CATERING

Prisoners’ Meals Book. Temporary CU/PSC/1 Retain for 3 years after last action.

PRISONER CLOTHING

Laundry Prisoners’ Laundry Book. Temporary CU/PSL/1 Retain for 3 years after last action.

PROCEDURES See Keyword STRATEGIC MANAGEMENT. SECURITY Closed Circuit

Television (CCTV) Video surveillance tapes. Temporary CU/SEC/1 Retain for 6 months then destroy by

erasure of recording medium except in cases when the recording medium is required for use in yet to be finalised court proceedings or appeals processes.

Queensland Police Service Retention & Disposal Schedule Keyword – Custody (CU)

ACTIVITY DESCRIPTOR


28

SECURITY (cont.)

Closed Circuit Television (CCTV) (cont.)

Video surveillance tapes - attempted suicides. Temporary CU/SEC/2 Retain for 10 years then destroy by erasure of recording medium except in cases when the recording medium is required for use in yet to be finalised court proceedings or appeals processes.

TENDERING See Keyword PURCHASING & SUPPLY. VISITS Visitors Prisoners’ Visitors Book. Temporary CU/VIT/1 Retain for 3 years after last action.

Search Warrants Temporary CU/WAP/1 Retain for 5 years after last action.

Warrant Covering Report, including Recall Notices and other supporting documentation: Blue Copy; Temporary CU/WAP/2 Retain for 2 years after last action.

WARRANT PROCESSING

Warrants

White Copy. Temporary CU/WAP/3 Retain microfilmed records for 75 years after microfilming. Retain paper originals for 1 month after microfilming and validation by Police Information Centre.

Queensland Police Service Retention & Disposal Schedule Keyword – Education, Training & Development (ET)

ACTIVITY DESCRIPTOR


29

ACQUISITION See Keyword PURCHASING & SUPPLY. Records relating to administrative arrangements for celebrations and ceremonies, including catering, invitations, venue and entertainment organised or paid by QPS.

Temporary ET/CER/1 Retain for 2 years after last action.

Records relating to invitations, arrangements for attendance at and general information relating to functions organised by another agency or organisation.

Temporary ET/CER/2 Retain until administrative use ceases.

Photographic records of events, places and persons considered to be of historical significance, including QPS - ceremonial occasions, commissioners, public relations and training activities: Master black and white prints, negatives or slides which are

the best in terms of focus, exposure, tonal contrast, physical condition, composition and are most representative of the functions depicted;

Permanent/Temporary

ET/CER/3 Retain selection permanently. To be reviewed on a case-by-case basis for historical value prior to transfer to QSA.

CEREMONIES

Other, including duplicate copies and proofs. Temporary ET/CER/4 Retain until administrative use ceases.

COMPETENCY AQUISITION

CAP Consolidated records of Competency Acquisition Program (CAP) points, generated by electronic or manual systems - including system change and update reports, transaction reports and master file listings.

Temporary ET/CMA/1 Retain for 6 years from date of relevant increment payment or lapsed time for pay point progression eligibility.

CONFERENCES See Keyword STRATEGIC MANAGEMENT. CROSS CULTURAL AWARENESS

Records relating to activities of the Queensland Police Service regarding awareness of, and initiatives in, various cultures.

Temporary ET/CCA/1 Retain for 10 years after last action.

Records relating to industry course accreditation registration. Temporary ET/CDR/2 Retain for 10 years after last action. Records relating to course accreditation and recognition records. Temporary ET/CDR/3 Retain for 7 years after last action.

Accreditation

Records relating to revision of curriculum of recognised QPS courses.

Temporary ET/CDR/4 Retain for 5 years after last action.

Records relating to the auditing of QPS courses or industry re-accreditation.

External; Temporary ET/CDR/5 Retain for 10 years after last action.

Audit

Internal. Temporary ET/CDR/6 Retain for 7 years after last action.

CURRICULUM DEVELOPMENT & REVIEW

Copyright Records relating to Copyright refer to Library Services. EVALUATIONS Recognition of

Prior Learning (RPL)

Application for credit, transfer or Recognition of Prior Learning (RPL) documentation.

Temporary ET/EVA/1 Retain for 10 years after last action.


ACTIVITY DESCRIPTOR


30

EVALUATIONS (cont.)

Recognition of Current Competencies (RCC)

Application for credit, transfer or Recognition of Current Competencies (RCC) documentation.

Temporary ET/EVA/2 Retain for 5 years after last action.

INTELLECTUAL PROPERTY


PERFORMANCE MANAGEMENT

Progress Review Records relating to performance of police and their achievements in relation to set goals, including Recruit Show causes.

Temporary ET/PEM/1 Retain for 40 years after last action.

POLICY See Keyword STRATEGIC MANAGEMENT. PROCEDURES See Keyword STRATEGIC MANAGEMENT. TENDERING See Keyword PURCHASING & SUPPLY.

Master copies of records relating to Confirmation of Appointment of First Year Constables.

Temporary/Permanent

ET/TRA/1 Retain as for Personnel files. Appointments

Establishment copies of records relating to Confirmation of Appointment of First Year Constables.

Temporary ET/TRA/2 Retain until administrative use ceases.

Records relating to results of examinations conducted by QPS, including Human Resource Development Branch Programs e.g.: Competency Acquisition Program; Executive Development Program; First Year Constable Program; Investigations & Intelligence Program; Management Development Program; Policing Skills Program; Professional Development Program; and Staff Member Training and Development Program.

Temporary ET/TRA/3 Retain for 40 years after last action in readable, accessible and inalterable form. Enter results on approved electronic database.

Results of training courses conducted by QPS for QPS employees, also including external agency participants.


ET/TRA/4 Retain as for Personnel files. Enter result on approved electronic database.

Examination papers and supporting documentation for courses conducted by QPS.

Temporary ET/TRA/5 Retain for 20 years after last action.

Records relating to failed assignments. Temporary ET/TRA/6 Retain for 5 years after last action. Establishment copies of resubmitted assignments. Temporary ET/TRA/7 Retain until course completed.

Assessments

Records relating to psychological assessment for in-service police officers.


ET/TRA/8 Retain as for Personnel files.

TRAINING

Databases Database record of information on appointments and assessments.

Permanent ET/TRA/9 Retain permanently in accessible, readable and unalterable form.


ACTIVITY DESCRIPTOR


31

Computer Based Training (CBT)

Records relating to the results of online computer based training undertaken by QPS employees.

Temporary ET/TRA/10 Retain for 40 years in readable, accessible and inalterable form. (Results are entered on approved electronic database)

Course papers and supporting documentation for those conducted by QPS for QPS employees and external agency participants.


Master copies of course and facilitator modules for courses conducted by QPS for QPS employees and external agency participants.


Electronic or establishment copies of course and facilitator modules for courses conducted by QPS for QPS employees and external agency participants.


Records relating to administrative arrangements for courses convened by other organisations or agencies.

Temporary ET/TRA/14 Retain for 2 years after action completed.

Records relating to organisation of and administrative arrangements for courses convened by QPS.


Staff development training – Master set of documentation regarding the development of training schemes eg (Formal on the job training schemes, staff rotation etc)


Courses

Staff development training – Master set of printed handouts and audio visual material (including slides, films, cassettes, videos, etc) for use in formal staff training prepared by or for the Agency.


Exemptions Application for credit or exemption documentation. Temporary ET/TRA/16 Retain for 10 years after last action.

Records relating to seminars and workshops conducted by QPS, including programs, proceedings, speeches, papers, summaries, etc.: Events of major significance; Temporary ET/TRA/17 Retain for 40 years after last action. Minor events. Temporary ET/TRA/18 Retain for 10 years after last action.

Records relating to publicity, arrangements and follow-up action for seminars and workshops conducted or coordinated by QPS.


Records relating to administrative arrangements for seminars and workshops convened by other agencies or organisations.


Records relating to invitations, publicity material, copies or summaries of papers to be presented, etc. relating to seminars and workshops conducted by other agencies or organisations.


Seminars

Records relating to invitations to seminars or workshops conducted by QPS.


Records relating to Study Assistance requests/approvals and copies of results.


TRAINING (cont.)

Study and Research Assistance Scheme (SARAS)

Records relating to external qualifications attained by QPS employees.


ET/TRA/24 Retain as for Personnel files.

Queensland Police Service Retention & Disposal Schedule Keyword – Emergency Response (ER)

ACTIVITY DESCRIPTOR


32

Records relating to aircraft accidents causing injury. Temporary ER/ACD/1 Retain for 10 years after last action. Records relating to aircraft accidents causing non-injury. Temporary ER/ACD/2 Retain for 3 years after last action.

Aircraft

Records relating to aircraft accidents causing death. Permanent ER/ACD/3 Retain permanently. Fatal Records relating to fatal accidents. Permanent ER/ACD/4 Retain permanently.

Records relating to industrial accidents causing injury. Temporary ER/ACD/5 Retain for 10 years after last action. Records relating to industrial accidents causing non-injury. Temporary ER/ACD/6 Retain for 3 years after last action.

Industrial

Records relating to industrial accidents causing death. Permanent ER/ACD/7 Retain permanently. Injuries Records relating to injuries. Temporary ER/ACD/8 Retain for 10 years after last action. Non-Injuries Records relating to non-injuries. Temporary ER/ACD/9 Retain for 3 years after last action.

Records relating to railway accidents causing injury. Temporary ER/ACD/10 Retain for 10 years after last action. Records relating to railway accidents causing non-injury. Temporary ER/ACD/11 Retain for 3 years after last action.

Railway

Records relating to railway accidents causing death. Permanent ER/ACD/12 Retain permanently. Records relating to water-craft accidents causing injury. Temporary ER/ACD/13 Retain for 10 years after last action. Records relating to water-craft accidents causing non-injury. Temporary ER/ACD/14 Retain for 3 years after last action.

ACCIDENTS

Water Craft

Records relating to water-craft accidents causing death. Permanent ER/ACD/15 Retain permanently. BRIEFINGS Records relating to briefings for the purpose of providing

operational police information or instructions. Temporary ER/BRI/1 Retain for 2 years after last action.

CORONIAL MATTERS

Inquests Records relating to investigations into Coronial inquests. Temporary ER/COR/1 Retain for 30 years after last action To be reviewed prior to sentencing.

Records relating to the Declaration or Revocation of an Emergency Situation.


ER/HRI/1 Retain as per investigation file. HIGH RISK INCIDENT

Declarations

Certificates relating to the Declaration or Revocation of an Emergency Situation.

Temporary ER/HRI/2 Retain for 7 years after last action.

POLICY See Keyword STRATEGIC MANAGEMENT. PROCEDURES See Keyword STRATEGIC MANAGEMENT. SEARCH & RESCUE

Records relating to search and rescue reports, incident logs and occurrence summaries.

Temporary ER/SAR/1 Retain for 10 years after last action.


Queensland Police Service Retention & Disposal Schedule Keyword – Equal Employment & Opportunity (EEO)

ACTIVITY DESCRIPTOR


33

COMMITTEES See Keyword STRATEGIC MANAGEMENT. Master EEO Management Plan. Temporary EE/PLA/1 Retain for 7 years after plan has been

superseded or has lapsed. Master records relating to the development of QPS EEO management plan.

Temporary EE/PLA/2 Retain for 5 years after last action.

PLANNING

Station/establishment copy. Temporary EE/PLA/3 Retain until administrative use ceases.


Records relating to QPS EEO programs, including annual reports on EEO.

Temporary EE/PGM/1 Retain for 7 years after last action. PROGRAMS

NESB (Non-English Speaking Background)

Records relating to programs, forums, legislative amendments impacting on people from Non-English Speaking Background.

Temporary EE/PGM/2 Retain for 5 years after last action.

Records relating to incidences of discrimination and sexual harassment.

Temporary EE/UND/1 Retain for 7 years after last action.

Age Records relating to incidences of discrimination against age. Temporary EE/UND/2 Retain for 7 years after last action. Breastfeeding Records relating to incidences of discrimination against

breastfeeding. Temporary EE/UND/3 Retain for 7 years after last action.

Conciliation Records relating to incidences of discrimination against conciliation.


Lawful Sexual Activity

Records relating to incidences of discrimination against lawful sexual activity.


Marital Status Records relating to incidences of discrimination against marital status.


Mediation Records relating to incidences of discrimination against mediation.


Parental Status Records relating to incidences of discrimination against parental status.


Persons with Disabilities

Records relating to incidences of discrimination against persons with disabilities.


Political Belief/Activity

Records relating to incidences of discrimination against political belief/activity.


Pregnancy Records relating to incidences of discrimination against pregnancy.


Race Records relating to incidences of discrimination against race. Temporary EE/UND/12 Retain for 7 years after last action.

UNLAWFUL DISCRIMINATION

Religion Records relating to incidences of discrimination against religion. Temporary EE/UND/13 Retain for 7 years after last action.

Queensland Police Service Retention & Disposal Schedule Keyword – Equal Employment & Opportunity (EEO)

ACTIVITY DESCRIPTOR


34

Sex (gender) Records relating to incidences of discrimination against sex (gender).

Temporary EE/UND/14 Retain for 7 years after last action. UNLAWFUL DISCRIMINATION(cont.) Trade Union

Activity Records relating to incidences of discrimination against Trade Union activity.


Queensland Police Service Retention & Disposal Schedule Keyword – Equipment (EQ)

ACTIVITY DESCRIPTOR


35

ACQUISITION See Keyword PURCHASING & SUPPLY. AGREEMENTS Records relating to the provision of services. Temporary EQ/AGR/1 Retain for 7 years after lapsing of

agreement, or last action, whichever is later.

DISPOSAL Records relating to the disposal of equipment, including unique pieces of equipment for special purposes. Refer also to Keyword PURCHASING & SUPPLY.

Temporary EQ/DIP/1 Retain for 5 years after last action.

Surveys coincluding

nducted by QPS of clients’ satisfaction and needs, arrangements for the collection, collation and

distribution of relevant information.

Temporary EQ/EVA/1 Retain for 5 years after last action. EVALUATION Surveys


Temporary EQ/EVA/2 Retain for 2 years after last action.

Records relating to the installation of equipment. Temporary EQ/IST/1 Retain for 5 years after last action. INSTALLATION Records relating to the installation of unique pieces of equipment for special purposes.

Temporary EQ/IST/2 Retain while equipment remains with QPS.

Insurance policy register. Temporary EQ/ISR/1 Retain for 7 years after expiration of last policy.

INSURANCE

Insurance policy documents including renewals and associated correspondence.

Temporary EQ/ISR/2 Retain for 7 years after expiration of policy.

INVENTORY MANAGEMENT

Inventories of equipment. Temporary EQ/IMA/1 Retain until superseded.

Records relating to the leasing of equipment. Temporary EQ/LEA/1 Retain for 5 years after last action. Records relating to leasing of unique pieces of equipment for special purposes.

Temporary EQ/LEA/2 Retain while equipment remains with QPS.

LEASING

Records relating to loan or lease of equipment to other agencies. Temporary EQ/LEA/3 Retain for 1 year after return of equipment, or 5 years after last action for non-returned equipment.

Records relating to the maintenance of equipment. Temporary EQ/MAI/1 Retain for 2 years after last action. Records relating to the maintenance of unique pieces of equipment for special purposes.

Temporary EQ/MAI/2 Retain for 2 years after equipment is disposed of.

Operating Manuals or instructions for all forms of equipment. Temporary EQ/MAI/3 Retain while equipment remains with QPS.

Repair Records relating to the repair of equipment. Temporary EQ/MAI/4 Retain for 5 years after last action. Servicing Records relating to the servicing of equipment. Temporary EQ/MAI/5 Retain for 5 years after last action. Testing Records relating to the testing of traffic enforcement devices. Temporary EQ/MAI/6 Retain for 10 years after last action.

MAINTENANCE

Warranties Records relating to the warranties of equipment. Temporary EQ/MAI/7 Retain for 5 years after last action. PERSONAL PROTECTIVE EQUIPMENT

Ballistic Vests Records relating to issue and use of Ballistic Vests. Temporary EQ/PPE/1 Retain for 5 years after last action.

Queensland Police Service Retention & Disposal Schedule Keyword – Equipment (EQ)

ACTIVITY DESCRIPTOR


36

Batons Records relating to issue and use of Batons. Temporary EQ/PPE/2 Retain for 2 years after last action. Capsicum Spray Records relating to issue and use of Capsicum Spray. Temporary EQ/PPE/3 Retain for 2 years after last action. Firearms Applications for supply of QPS issue of firearms licence,

renewals and exemptions etc. Temporary EQ/PPE/4 Retain for 2 years after last action.

Hand Cuffs Records relating to issue and use of Hand Cuffs. Temporary EQ/PPE/5 Retain for 2 years after last action. Leg Shackles Records relating to issue and use of Leg Shackles. Temporary EQ/PPE/6 Retain for 2 years after last action. Reflectorised Safety Vests

Records relating to issue and use of Reflectorised Safety Vests. Temporary EQ/PPE/7 Retain for 2 years after last action.

Torches Records relating to issue and use of Torches. Temporary EQ/PPE/8 Retain for 2 years after last action. Uniforms Records relating to issue and use of Uniforms. Temporary EQ/PPE/9 Retain for 5 years after last action.

PERSONAL PROTECTIVE EQUIPMENT (cont.)

Utility Belts Records relating to issue and use of Utility Belts. Temporary EQ/PPE/10 Retain for 2 years after last action. POLICY See Keyword STRATEGIC MANAGEMENT. PROCEDURES See Keyword STRATEGIC MANAGEMENT. STOCKTAKE Records relating to stocktake, including stock control records

and stocktake reports and evaluations. Temporary EQ/STO/1 Retain for 5 years from the financial

year to which the information relates or last action whichever is longer.


Queensland Police Service Retention & Disposal Schedule Keyword – Financial Management (FM)

ACTIVITY DESCRIPTOR


37

Transaction Summary Records e.g.: General Journals; Position Assessment; and System Appraisals.

Temporary FM/ACC/1 Retain for 10 years after the financial year to which the information relates or last action whichever is longer.

Primary Evidence Records e.g.: Copies of receipts; Claims of payment vouchers; Refund vouchers; Pay Sheets; Register of Open Cheques; Abstracts; Cheque & Sales Vouchers; Forms issued for value; Pay sheet Acquittances for cash payments and cheques

(where returned); and Like records associated with the receipt or payment of

money, e.g. payment of restitution.


Supplementary or Partial Type Records e.g.: Cash Register Strips; Daily Collection Sheets; Bank Deposit Books; Bank Statements; Stocktake Sheets; and Other like records.


Accountable Books & Forms

General and Incidental Source Documents not included above e.g.: Stock issued and received notes; Bank Deposit Slips; Copies of Official Orders; Requisition Books; STD Phone Call Log; and Internet Booking Sheets.


Accrual Journal vouchers. Temporary FM/ACC/5 Retain for 10 years after the financial year to which the information relates or last action whichever is longer.

Bank Accounts Register of Bank Accounts. Temporary FM/ACC/6 Retain for 5 years after the financial year to which the information relates or last action whichever is longer.

Banking Records relating to QPS banking accounts. Temporary FM/ACC/7 Retain for 3 years after the financial year to which the information relates or last action whichever is longer.

ACCOUNTING

Cash by Post Book Cash by Post Books. Temporary FM/ACC/8 Retain for 2 years after the financial year to which the information relates or last action whichever is longer.


ACTIVITY DESCRIPTOR


38

Electronic Funds Transfer (EFT)

EFT transactions or accounts. Temporary FM/ACC/9 Retain for 3 years after the financial year to which the information relates or last action whichever is longer.

General Ledgers or Cash Books. Temporary FM/ACC/10 Retain for 20 years after the financial year to which the information relates or last action whichever is longer.

Ledgers

Subsidiary Ledgers e.g.: Inventory Cards; Accounts Payable Records; Accounts Receivable Records; and Records relating to assets no longer held or liabilities

discharged.


Petty Cash (accounting)

Records relating to petty cash accounts. Temporary FM/ACC/12 Retain for 2 years after the financial year to which the information relates or last action whichever is longer.

Receipts Copies of Receipts. Temporary FM/ACC/13 Retain for 5 years after the financial year to which the information relates or last action whichever is longer.

Reconciliations Records relating to the reconciliation of QPS accounts. Temporary FM/ACC/14 Retain for 3 years after the financial year to which the information relates or last action whichever is longer.

Fringe Benefits Tax, including log book records and odometer records for motor cars where the operating cost method is used to determine taxable benefits of cars. FBT records dated prior to 1 April 1995. Temporary FM/ACC/15

Retain for 5 years after lodgement of FBT return.

Tax

FBT records dated 1 April 1995 and onwards. Temporary FM/ACC/16 Retain for 5 years after lodgement of FBT return.

ACCOUNTING (cont.)

Vouchers Claims and Payment Vouchers; Expenditure Vouchers; Refund Vouchers.


Records relating to all fixed assets owned by QPS. Temporary FM/ASR/1 Retain for 5 years after register has been superseded.

ASSET REGISTER

Asset Maintenance Register. Temporary FM/ASR/2 Retain for 5 years after last action. Records required for audit trails. Temporary FM/AUD/1 Retain for 5 years after the financial


AUDIT

Reports Records relating to Audit Reports, including: working papers; and correspondence regarding internal and external audits.

Temporary FM/AUD/2 Retain for 7 years after the financial year to which the information relates or last action whichever is longer.

AUTHORISATION Delegation (Authority)

Records relating to the issue of routine financial delegations. Temporary FM/AUT/1 Retain for 3 years after last action.


ACTIVITY DESCRIPTOR


39

AUTHORISATION (cont.)

Delegations (Authority)

Records relating to the issue of extraordinary financial delegations

Temporary FM/AUT/2 Retain for 5 years after last action.

Records relating to administration of grants received by QPS. Temporary FM/BUD/1 Retain for 10 years after last action. Records relating to administration of grants distributed by QPS. Temporary FM/BUD/2 Retain for 5 years after last action. Records relating to unsuccessful applications for agency-administered grants.

Temporary FM/BUD/2.1 Retain for 1 year after last action.

Records relating to User Charging. Temporary FM/BUD/3 Retain for 3 years after last action. Records relating to budget estimates involving substantial justification and which detail new programs, initiatives, policies, etc.

Permanent FM/BUD/4 Retain permanently. Estimates

Records relating to budget estimates, requests and allocations. Temporary FM/BUD/5 Retain for 3 years after last action.

BUDGETING

Supplementations Records relating to Budget Supplementation. Temporary FM/BUD/6 Retain for 3 years after last action. DISPOSAL Records relating to disposal of QPS assets through auction,

closure, exchange or sales. Temporary FM/DIP/1 Retain for 7 years after disposal of

asset, or last action, whichever is later.

Records relating to financial statements, including: Operating statement (profit & loss statement); Statement of cash flows; Statement of outputs/major activities – expenses &

revenues; and Statement of outputs/major activities – assets & liabilities.

Temporary FM/FIS/1 Retain for 5 years after the financial year to which the information relates or last action whichever is longer.

FINANCIAL STATEMENTS

Balance Sheets Statement of financial position (balance sheet). Temporary FM/FIS/2 Retain for 5 years after the financial year to which the information relates or last action whichever is longer.


Temporary FM/OUB/1 Retain for 5 years after last action. OUTPUT BUDGETING

Surveys


Temporary FM/OUB/2 Retain for 2 years after last action.

Records relating to payments, including: Rent; Electricity; Special Payments; Losses; and Rates.

Temporary FM/PAY/1 Retain for 5 years after the financial year to which the information relates or last action whichever is longer.

Arrears (payment) Records relating to payments of accounts in arrears. Temporary FM/PAY/2 Retain for 5 years after the financial year to which the information relates or last action whichever is longer.

PAYMENTS

Cheques Acquittances for cash payments and cheques (where returned) and like records associated with the receipt or payment of money, e.g. payment of restitution.



ACTIVITY DESCRIPTOR


40

Ex Gratia Acquittances for cash payments and cheques (where returned) and like records associated with the receipt or payment of money, e.g. payment of restitution.


Invoices Acquittances for cash payments and cheques (where returned) and like records associated with the receipt or payment of money, e.g. payment of restitution.


PAYMENTS (cont.)

Personal Payments

Acquittances for cash payments and cheques (where returned) and like records associated with the receipt or payment of money, e.g. payment of restitution.


Records relating to Budget Planning. Temporary FM/PLA/1 Retain for 3 years after last action. Financial Management Practice Manual. Temporary FM/PLA/2 Retain for 7 years after superseded. Physical Asset Strategic Plan. Temporary FM/PLA/3 Retain for 5 years after last action. Records relating to the development of the physical asset strategic plan.

Temporary FM/PLA/3.1 Retain for 3 years after last action

Physical Asset Maintenance Plan. Temporary FM/PLA/4 Retain for 5 years after last action.

Records relating to future planning and development in relation to premises.

Temporary FM/PLA/4.1 Retain for 3 years after last action.

PLANNING

Feasibility Studies Records relating to planning and feasibility studies in the acquisition of capital assets.

Temporary FM/PLA/5 Retain for 7 years after last action.

Policies and procedures relating to systems appraisals. Temporary FM/POL/1 Retain for 5 years after policies and procedures are superseded.

Records relating to policy and procedures in relation to management of revenue, expenditure, assets, cash liabilities and financial information.

Temporary FM/POL/2 Retain for 5 years after last action.

Records relating to comments made on the development of government-wide financial policies.

Temporary FM/POL/3 Retain for 3 years after last action

POLICY

Also See Keyword STRATEGIC MANAGEMENT. PROCEDURES See Keyword STRATEGIC MANAGEMENT.

Annual Statement of Accounts - Certified Copy. Permanent FM/REP/1 Retain permanently. Working papers relating to the preparation of annual financial statements.

Temporary FM/REP/2 Retain for 5 years after last action.

General purpose, financial statements for QPS reporting entities. Temporary FM/REP/3 Retain for 5 years after last action. Surveys conducted by QPS of clients’ satisfaction and needs, including arrangements for the collection, collation and distribution of relevant information.


REPORTING

Surveys



Records relating to the identification of risk. Temporary FM/RIM/1 Retain for 7 years after last action. RISK MANAGEMENT Vital Records Legal documents, including:

Contracts; Deeds; Certificates of Title; Contractor’s security files; Investment Certificates; and Lease Arrangements.

Temporary FM/RIM/2 Retain for 7 years after last action, provided that there is no continuing legal value of the documents registered.


Queensland Police Service Retention & Disposal Schedule Keyword – Fleet Management (FL)

ACTIVITY DESCRIPTOR


41

Records relating to accidents causing non-injuries. Temporary FL/ACD/1 Retain for 7 years after last action. Records relating to accidents causing injuries. Temporary FL/ACD/2 Retain for 10 years after last action.

ACCIDENTS

Records relating to fatal accidents. Permanent FL/ACD/3 Retain permanently. See Keyword PURCHASING & SUPPLY. ACQUISITION

Vehicles Records relating to acquisition of vehicles. Temporary FL/ACQ/1 Retain for 5 years after closing date of offer.

Records relating to authorisation and allowances for driving vehicles.

Temporary FL/AUT/1 Retain for 5 years after authorisation expires.

AUTHORISATION

Records relating to private use of fleet vehicles. Temporary FL/AUT/2 Retain for 5 years after last action. Auctions Records relating to the disposal of vehicles through auctions. Temporary FL/DIP/1 Retain for 5 years after last action. Exchanges Records relating to the disposal of vehicles through exchange. Temporary FL/DIP/2 Retain for 5 years after last action. Sales Records relating to the disposal of vehicles through sales. Temporary FL/DIP/3 Retain for 5 years after last action. Schedules Records relating to the disposal of vehicles through schedules. Temporary FL/DIP/4 Retain for 5 years after last action.

DISPOSAL

Vehicles Records relating to the disposal of vehicles including destruction, sale and replacement.

Temporary FL/DIP/5 Retain for 5 years after last action.

FIT-OUTS Vehicles Records relating to fit-out of vehicles. Temporary FL/FIT/1 Retain for 5 years after last action. Insurance Policy Register. Temporary FL/ISR/1 Retain for 7 years after expiration of

last policy. INSURANCE Vehicles

Insurance policy documents including renewals and associated correspondence.

Temporary FL/ISR/2 Retain for 7 years after expiration of policy.

MAINTENANCE Vehicles Records relating to maintenance, repairs and servicing of QPS vehicles, including aircraft and water craft.

Temporary FL/MAI/1 Retain for 2 years after vehicle is disposed of.


Vehicle Log Books not subject to FBT. Temporary FL/REP/1 Retain for 2 years after the financial year to which the information relates or last action whichever is longer.

Vehicle logbook records and odometer records for assessments relating to years prior to the FBT year beginning on 1 April 1995.

Temporary FL/REP/2 Retain for 5 years after lodgement of the FBT return to which the financial information relates or last action whichever is longer.

REPORTING Log Books

Vehicle logbook records and odometer records for assessments relating to years from the FBT year beginning on 1 April 1995.

Temporary FL/REP/3 Retain for 5 years after lodgement of the FBT return to which the financial information relates or last action whichever is longer.

Queensland Police Service Retention & Disposal Schedule Keyword – Fleet Management (FL)

ACTIVITY DESCRIPTOR


42

TENDERING See Keyword PURCHASING & SUPPLY. Vehicle Log Books not subject to FBT. Temporary FL/USA/1 Retain for 2 years after the financial


Vehicle log book records and odometer records for motor cars where the operating cost method is used to determine taxable benefits of cars (FBT):

For assessments relating to years prior to the FBT year beginning on 1 April 1995.

Temporary FL/USA/2 Retain for 2 years after lodgement of the FBT return to which the financial information relates or last action whichever is longer.

For assessments relating to years from the FBT year beginning on 1 April 1995.

Temporary FL/USA/3 Retain for 5 years after lodgement of the FBT return to which the financial information relates or last action whichever is longer.

Log Books

Vessel Log Books. Temporary FL/USA/4 Retain for 5 years after last action.

USAGE

Parking Records relating to home garaging. Temporary FL/USA/5 Retain for 5 years after last action.

Queensland Police Service Retention & Disposal Schedule Keyword – Forensic Examination (FE)

ACTIVITY DESCRIPTOR


43

Identifying Particulars

Administrative records relating to the collection of identifying particulars, including palm prints, fingerprints, handwriting, voiceprints, footprints and photograph of person’s identifying particulars.

Temporary FE/DIP/1 Refer to section 274 of the Police Powers and Responsibilities Act.

DISPOSAL

DNA Administrative records relating to the collection of DNA samples and the results of analysis.

Temporary FE/DIP/2 Refer to section 316 of the Police Powers and Responsibilities Act.

ELECTRONIC RECORDING

Voice logging tapes of telephone calls and radio transmissions. Excludes ERIE Electronic Recording of Interview for Evidence tapes.

Temporary FE/ELR/1 Retain for 6 months then destroy by re-use of recording medium except in cases when the recording medium is required for use in yet to be finalised court proceedings or appeals processes.

AFIS Computer records of fingerprints. Temporary FE/FIN/1 Retain for 5 years after last action. NAFIS Computer records of fingerprints. Temporary FE/FIN/2 Retain for 5 years after last action.

FINGERPRINTING

Statistics Computer generated throughput figures. Temporary FE/FIN/3 Retain for 1 year after last action. Photographic records depicting incidents relating to police work and/or evidence of crimes including victims, weapons, accidents, assaults, child abuse persons of interest, Comfits etc, including copies of photographs supplied by a third party.

Master negatives; Permanent/ Temporary

FE/PHO/1 Retain for as per criteria for investigation file or 20 years after incident occurred whichever is later.

Other, including prints and copies. Temporary FE/PHO/2 Retain until administrative use ceases.

Prisoner photographs, including mug shots, prisoner transfers and identification parades.

Master negatives; Temporary FE/PHO/3 Retain for 60 years after photograph taken or when replaced by updated photograph unless legislative requirements indicate earlier destruction.

Offender Photographs

Other, including prints and copies. Temporary FE/PHO/4 Retain until administrative use ceases.

PHOTOGRAPHY

Video Recordings Security Camera films/videos, including financial institutions, retail outlets, railway stations, car parks etc. For Watchhouse Video Surveillance tapes refer to Custody – Security; and for ERIE tapes refer to Crime Prevention and Detection – Police Interviews.

Temporary FE/PHO/5 Return to originating institution after finalisation of investigation and/or court proceedings or appeals processes.

POLICY See Keyword STRATEGIC MANAGEMENT.

Queensland Police Service Retention & Disposal Schedule Keyword – Forensic Examination (FE)

ACTIVITY DESCRIPTOR


44

PROCEDURES See Keyword STRATEGIC MANAGEMENT. Analytical Services

Records relating to case files and notes. Permanent/ Temporary

FE/SCS/1 Retain as per criteria for investigation file.

Records relating to purchasing, disposal, maintenance of laboratory instruments.

See Keyword EQUIPMENT.

Ballistics Records relating to ballistics case files & notes. Permanent/ Temporary


Document Authenticity Examination

Records relating to document authenticity examination case files & notes.



Administrative records relating to the collection of DNA samples and the results of analysis.

Temporary FE/SCS/4 Refer to section 316 of the Police Powers and Responsibilities Act.

DNA

Alphanumeric Reference Number obtained when interrogating the National DNA database A successful match returns a reference number, which is utilised to request information (via secure email) from another agency.

Temporary FE/SCS/4.1 Retain until transaction has been validated and information registered

Fire Investigation Records relating to fire investigation case files & notes. Permanent/ Temporary


Forensic Biology Records relating to forensic biology case files & notes. Permanent/ Temporary


Forensic Botany Records relating to forensic botany case files & notes. Permanent/ Temporary


Forensic Chemistry

Records relating to forensic chemistry case files & notes. Permanent/ Temporary


Forensic Pathology

Records relating to forensic pathology case files & notes. Permanent/ Temporary


Forensic Toxicology

Records relating to forensic toxicology case files & notes. Permanent/ Temporary


John Tonge Centre for Forensic Science

Records relating to liaison with the John Tonge Centre. Temporary FE/SCS/11 Retain for 5 years after last action.

National Institute of Forensic Science (NIFS)

Records relating to liaison with NIFS. Temporary FE/SCS/12 Retain for 5 years after last action.

Physical Evidence Collection/ Analysis

Records relating to physical evidence collection/analysis case files & notes.



SMANZFL Records relating to liaison with SMANZFL. (Institute of Senior Managers Australia and New Zealand Forensic Laboratory).

Temporary FE/SCS/14 Retain for 5 years after last action.

SCIENTIFIC SERVICES

Vehicle Identification

Records relating to vehicle identification case files & notes. Permanent/ Temporary


Queensland Police Service Retention & Disposal Schedule Keyword – Government Relations (GR)

ACTIVITY DESCRIPTOR


45

Records relating to provision of advice to clients that could have legal significance.

Temporary GR/ADV/1 Retain for 7 years after last action.

Records relating to written enquiries or complaints and related responses and correspondence of a minor nature.

Temporary GR/ADV/2 Retain for 2 years after last action.

Advisory Notes to the Minister on major issues. Permanent GR/ADV/3 Retain permanently.

ADVICE

Advisory Notes Advisory Notes to the Minister on minor issues. Temporary GR/ADV/4 Retain for 7 years after last action.

AGREEMENTS Records relating to agreements about the performance of QPS functions between QPS and other government agencies, e.g. Memorandums of Understanding.

Permanent GR/AGR/1 Retain permanently.

See Keyword STRATEGIC MANAGEMENT. COMMITTEES Australasian Police Ministers Council (APMC)

Records relating to Australasian Police Ministers’ Council, including correspondence, agendas, minutes and related papers of the Australasian Police Ministers’ Council.

Temporary GR/COT/1 Retain for 30 years after last action.

See Keyword STRATEGIC MANAGEMENT. CONFERENCES Police Commissioners’ Conference

Original records relating to Police Commissioners’ Conferences including programs, proceedings/ speeches and papers.

Permanent GR/COF/2 Retain permanently.

Records of Royal Commissions and Committees/Commissions of Inquiry or Review into the functions of QPS including transcripts of proceedings, minutes, submissions, exhibits, registers, interim and final reports, research papers etc.

Permanent GR/INQ/1 Retain permanently.

Records relating to inquiries by the Parliamentary Commissioner for Administrative Investigations (Ombudsman).

Temporary GR/INQ/2 Retain for 7 years after last action.

Records relating to submissions of QPS to other Inquiries of significance.

Temporary GR/INQ/3 Retain for 7 years after last action.

Records relating to the implementation of the findings and recommendations of an Inquiry into QPS.

Permanent GR/INQ/4 Retain permanently.

INQUIRIES

Deaths in Custody Records relating to deaths in custody. Permanent GR/INQ/5 Retain permanently. INTELLECTUAL PROPERTY


Records relating to legislation for which QPS provides advice, or makes submissions, but which does not administer.

Temporary GR/LEG/1 Retain for 7 years after last action. LEGISLATION

Copies of other legislation kept for reference purposes. Temporary GR/LEG/2 Retain until reference ceases. POLICY See Keyword STRATEGIC MANAGEMENT. PROCEDURES See Keyword STRATEGIC MANAGEMENT.

Records relating to Advisory Notes to the Minister on major issues.

Permanent GR/REP/1 Retain permanently. REPORTING Advisory Notes

Records relating to Advisory Notes to the Minister on minor issues.

Temporary GR/REP/2 Retain for 7 years after last action.

Queensland Police Service Retention & Disposal Schedule Keyword – Government Relations (GR)

ACTIVITY DESCRIPTOR


46

Questions On Notice

Records relating to parliamentary questions on notice. Temporary GR/REP/3 Retain for 2 years after last action.

Questions With Notice

Records relating to parliamentary questions with notice. Temporary GR/REP/4 Retain for 2 years after last action.

Questions Without Notice

Records relating to parliamentary questions without notice. Temporary GR/REP/5 Retain for 2 years after last action.

Major reports prepared by QPS about core business activities. Permanent GR/REP/6 Retain permanently. Reports Reports made to and required by external agencies. Temporary GR/REP/7 Retain for 7 years after last action. Surveys conducted by QPS of clients’ satisfaction and needs, including arrangements for the collection, collation and distribution of relevant information.


REPORTING (cont.)

Surveys



Prepared by QPS, relating to significant issues, including: Ministerial briefs, reports to the Minister, responses to ministerial enquiries.

Permanent GR/RER/1 Retain permanently.

Records relating to routine Ministerial correspondence. Temporary GR/RER/2 Retain for 2 years after last action.

REPRESENTATIONS Ministerials

Submissions of a minor administrative nature made to the Minister.

Temporary GR/RER/3 Retain for 7 years after last action.

SUBMISSIONS Submissions of major significance to external agencies. Permanent GR/SUB/1 Retain permanently. Records relating to arrangements regarding visits by the Governor, Premier and other dignitaries to commemorations, exhibitions, etc. organised by QPS.

Temporary GR/TOU/1 Retain for 7 years after last action.

Visitors’ books documenting visits by the Prime Minister, Ministers, Members of Parliament, other agency officials and interstate and overseas delegations.

Temporary GR/TOU/2 Retain for 7 years after last action.

Visitors’ books documenting visits by royalty or Heads of State. Permanent GR/TOU/3 Retain permanently.

TOURS/VISITS Visitors

Visitors’ books documenting visits by community groups/schools. Refer to Community Relations – Visitors.

Queensland Police Service Retention & Disposal Schedule Keyword – Health & Safety (HS)

ACTIVITY DESCRIPTOR


47

CLAIMS CONTROL

Claims register and associated correspondence. Temporary HS/CLC/1 Retain for 7 years after last action.

Health & Safety Regional Committee

Records relating to proceedings of Workplace Health and Safety Regional Committees.

Temporary HS/COT/1 Retain for 50 years after last action.

Health & Safety State Coordination Committee

Records relating to proceedings of Workplace Health and Safety State Coordination Committees.


New Buildings Project Team Committee

Records relating to proceedings of New Building Project Team Committees.


Project Lighthouse Committee

Records relating to proceedings of Project Lighthouse Committee. Temporary HS/COT/4 Retain for 50 years after last action.

Uniforms Records relating to proceedings of Uniforms Committee. Temporary HS/COT/5 Retain for 50 years after last action.

COMMITTEES

Working Groups

Records relating to proceedings of Workplace Health and Safety Working Groups Committees.


CONFERENCES See Keyword STRATEGIC MANAGEMENT. Case files containing reports, correspondence and other information relating to claims submitted to WorkCover Queensland and not resulting in an immediate claim for compensation – retain all essential documentation on personnel file.

Temporary HS/INM/1 Retain for 70 years from date of birth or 7 years from date of separation, or resignation, whichever is later.

Workers compensation claim files retained by QPS. Temporary HS/INM/2 Retain for 7 years from last action.

Compensation

Claim forms (copies) held by QPS after forwarding to WorkCover Queensland.

Temporary HS/INM/3 Retain for 7 years from last action.

Injuries Consolidated records or registers of events of accidents/ illnesses/injuries/incidents – (master records generated by either electronic or manual systems).

Temporary HS/INM/4 Retain for 50 years after last action.

General Treatment Records

Includes records of first aid / medical treatment provided at centres operated by agencies, including appointment, attendance and treatment books, drug and x-ray registers, statistical summaries and other general administrative records, but excluding records relating to individuals.

Temporary HS/INM/4.1 Retain for 7 years after last action.

Rehabilitation Records relating to rehabilitation case management files/records maintained at QPS.

Temporary HS/INM/5 Retain for 70 years from date of birth or 7 years from date of separation, or resignation, whichever is later.

Self-Insurance Records relating to self-insurance. Temporary HS/INM/6 Retain for 7 years from last action. Statistics Records relating to Health & Safety statistical information. Temporary HS/INM/7 Retain for 7 years from last action.

INJURY MANAGEMENT

Work Injury Management System (WIMS)

Information technology/database development records. Temporary HS/INM/8 Retain for 5 years after system is superseded.

Records relating to Health & Safety issues including: Hazards; Temporary HS/INS/1 Retain for 50 years after last action.

INSPECTIONS

Reports; Temporary HS/INS/2 Retain for 50 years after last action.


ACTIVITY DESCRIPTOR


48

INSPECTIONS (cont.)

Workplace Inspections. Temporary HS/INS/3 Retain for 50 years after last action.

MEETINGS Minutes Records relating to Health & Safety meeting minutes. Temporary HS/MEE/1 Retain for 50 years after last action. Air Conditioning

Records relating to occupational hygiene of QPS air conditioners. Temporary HS/OCH/1 Retain for 50 years after last action.

Amenities Records relating to occupational hygiene of QPS amenities. Temporary HS/OCH/2 Retain for 50 years after last action. Records relating to the use, or presence, of asbestos in buildings or other infrastructure.

Temporary HS/OCH/3 Retain for 70 years after demolition of building.

Records relating to neutralisation and removal of asbestos from buildings, plant and workplaces.

Temporary HS/OCH/4 Retain for 70 years after removal of asbestos.

Asbestos

Asbestos registers and files maintained on staff and contractors, which document exposure or potential exposure to asbestos.

Temporary HS/OCH/5 Retain for 70 years after last action.

Blood & Body Fluid Exposures

Records relating to exposures to blood & body fluids. Temporary HS/OCH/6 Retain for 50 years after last action.

Chemicals Records relating to exposures to chemicals. Temporary HS/OCH/7 Retain for 50 years after last action. Drugs Records relating to exposures to drugs. Temporary HS/OCH/8 Retain for 50 years after last action. Hazardous Substances

Records relating to exposures to hazardous substances (excludes asbestos).


Hepatitis A Records relating to exposures to Hepatitis A. Temporary HS/OCH/10 Retain for 50 years after last action. Hepatitis B Records relating to exposures to Hepatitis B. Temporary HS/OCH/11 Retain for 50 years after last action HIV/AIDS Records relating to exposures to HIV/AIDS. Temporary HS/OCH/12 Retain for 50 years after last action. Infection Control

Records relating to infection control. Temporary HS/OCH/13 Retain for 50 years after last action.

Infectious Disease

Records relating to exposures to infectious diseases. Temporary HS/OCH/14 Retain for 50 years after last action.

Influenza Records relating to exposures to influenza. Temporary HS/OCH/15 Retain for 50 years after last action. Lead Records relating to exposures to lead. Temporary HS/OCH/16 Retain for 50 years after last action. Lighting Records relating to exposures to lighting. Temporary HS/OCH/17 Retain for 50 years after last action. Manual Handling

Records relating to manual handling. Temporary HS/OCH/18 Retain for 50 years after last action.

Noise Records relating to exposures to excess noise. Temporary HS/OCH/19 Retain for 50 years after last action.

OCCUPATIONAL HYGIENE

Records and reports relating to investigations of major health and safety issues.


Ballistic Vests Records relating to Health & Safety issues relating to the use of ballistic vests.

Temporary HS/PPE/1 Retain for 50 years after last action.

Batons Records relating to Health & Safety issues relating to the use of batons.


Capsicum Spray

Records relating to Health & Safety issues relating to the use of capsicum spray.


PERSONAL PROTECTIVE EQUIPMENT

Clothing Records relating to Health & Safety issues relating to the use of personal protective clothing.



ACTIVITY DESCRIPTOR


49

Firearms Records relating to Health & Safety issues relating to the use of firearms.


Footwear Records relating to Health & Safety issues relating to the use of footwear.


PPE Pouch Records relating to Health & Safety issues relating to the use of PPE pouch.


Protective Body Armour

Records relating to Health & Safety issues relating to the use of protective body armour.


Reflectorised Safety Vests

Records relating to Health & Safety issues relating to the use of reflectorised safety vests.


Sunglasses Records relating to Health & Safety issues relating to the use of sunglasses.


PERSONAL PROTECTIVE EQUIPMENT (cont.)

Utility Belts Records relating to Health & Safety issues relating to the use of utility belts.


See Keyword STRATEGIC MANAGEMENT. Blood & Body Fluid Exposures

Records relating to the Health & Safety policies on blood & body fluid exposures.

Temporary HS/POL/8 Retain for 50 years after last action.

Emergency (procedures)

Records relating to the Health & Safety policies on emergency (procedures).


Fire Drill Records relating to the Health & Safety policies on fire drills. Temporary HS/POL/10 Retain for 50 years after last action. First Aid Records relating to the Health & Safety policies on first aid. Temporary HS/POL/11 Retain for 50 years after last action. Guidelines Records relating to the Health & Safety guidelines. Temporary HS/POL/12 Retain for 50 years after last action. Hazardous Substances

Records relating to the Health & Safety policies on hazardous substances.


Injury/Illness Management & Investigations

Records relating to the Health & Safety policies on injuries/illness management & investigations.


Rehabilitation Records relating to the Health & Safety policies on rehabilitation. Temporary HS/POL/15 Retain for 50 years after last action. Work Practices For Electronic Disciplines

Records relating to the Health & Safety policies on work practices for electronic disciplines.


Workers’ Compensation

Records relating to the Health & Safety policies on workers’ compensation.


POLICY

Workplace Inspections

Records relating to the Health & Safety policies on workplace inspections.


Also see Keyword STRATEGIC MANAGEMENT. PROCEDURES Aircraft Records relating to health & safety operational procedures regarding

aircraft. Temporary HS/PRO/1 Retain for 50 years after last action.


ACTIVITY DESCRIPTOR


50

Booze Bus Records relating to health & safety operational procedures regarding booze buses.

Temporary HS/PRO/2 Retain for 50 years after last action.

Emergency (procedures)

Records relating to health & safety regarding emergency (procedures).


Fire Drill Records relating to health & safety regarding fire drill procedures. Temporary HS/PRO/4 Retain for 50 years after last action. First Aid Records relating to health & safety regarding first aid procedures. Temporary HS/PRO/5 Retain for 50 years after last action.

Master records relating to the administration of health and safety guidelines.

Temporary HS/PRO/6 Retain for 50 years after last action. Guidelines

Station/establishment copy. Temporary HS/PRO/7 Retain until administrative use ceases.

Interceptions Records relating to interceptions of health & safety procedures. Temporary HS/PRO/8 Retain for 50 years after last action. Safety Procedures

Records relating to operational safety procedures. Temporary HS/PRO/9 Retain for 50 years after last action.

Speed Cameras Records relating to health & safety operational procedures regarding speed cameras.


Transportation of Persons

Records relating to health & safety operational procedures regarding the transportation of persons.


PROCEDURES (cont.)

Wide Load Escorts

Records relating to health & safety operational procedures regarding wide loads.


Critical Incident Stress Manage-ment (CISM)

Records relating to critical incident stress management. Temporary HS/PGM/1 Retain for 50 years after last action.

Electrical Testing

Records relating to testing and tagging of electrical appliances. Temporary HS/PGM/2 Retain for 50 years after last action.

Hepatitis A Records relating to Hepatitis A programs. Temporary HS/PGM/3 Retain for 50 years after last action. Hepatitis B Records relating to Hepatitis B programs. Temporary HS/PGM/4 Retain for 50 years after last action. Influenza Records relating to influenza control programs. Temporary HS/PGM/5 Retain for 50 years after last action. Occupational Stress Strategy (OSS)

Records relating to occupational stress strategy. Temporary HS/PGM/6 Retain for 50 years after last action.

PROGRAMS

Research & Development

Records relating to research & development of health & safety programs.

Temporary HS/PGM/7 Retain for 50 years after last action.

Records and reports relating to investigations of major health and safety issues.

Temporary HS/REP/1 Retain for 50 years after last action.

Records and reports relating to investigations of a minor health and safety issues.


Records relating to Illness or Injury forms not attached to a case file covered elsewhere under this keyword.


Reports Records relating to health & safety reports. Temporary HS/REP/4 Retain for 7 years after last action.

REPORTING

Statistics Reports containing health & safety statistics. Temporary HS/REP/5 Retain for 7 years after last action.


ACTIVITY DESCRIPTOR


51

Post-Implementation Reviews

Records relating to post-implementation reviews. Temporary HS/RVW/1 Retain for 50 years after last action. REVIEWS

Standing Operating Procedures (SOP)

Records relating to the review of health & safety standing operation procedures.

Temporary HS/RVW/2 Retain for 50 years after last action.

Records relating to the provision of health and safety facilities and equipment and the appointment of first aid officers, fire wardens and safety officers.

Temporary HS/RIM/1 Retain for 7 years after last action. RISK MANAGEMENT

Hazards Records relating to risk management and the reporting of hazards. Temporary HS/RIM/2 Retain for 50 years after last action. SECURITY Fire Drill Records relating to security procedures while conducting fire drills. Temporary HS/SEC/1 Retain for 7 years after superseded.

Guidelines Records relating to the health & safety standards and guidelines. Temporary HS/STA/1 Retain for 7 years after last action. STANDARDS Reports Reports relating to health & safety standards. Temporary HS/STA/2 Retain for 7 years after last action.

Queensland Police Service Retention & Disposal Schedule Keyword – Industrial Relations (IR)

ACTIVITY DESCRIPTOR


representations from staff unions and other employee associations.

52

Records relating to:

advice to unions/associations concerning changes to establishment or working conditions.

documentation of ongoing arrangements for consultation with unions/associations.

information regarding union/association policies, newsletters etc.

Temporary IR/AGR/1 Retain for 7 years after last action. AGREEMENTS

Unions

Routine matters associated with the operation of unions/ associations within QPS, e.g. arrangements for meetings.

Temporary IR/AGR/2 Retain for 2 years after last action.

Records relating to reviews of industrial awards with significant input by QPS.

Permanent IR/AWI/1 Retain permanently.

Copies of decisions and determinations of the Industrial Commission.

Temporary IR/AWI/2 Retain for 10 years after last action.

AWARDS (Industrial)

Copy of awards and agreements. Temporary IR/AWI/3 Retain copy until award agreement has been superseded.

COMMITTEES See Keyword STRATEGIC MANAGEMENT. CONFERENCES See Keyword STRATEGIC MANAGEMENT.

Records relating to industrial disputes, which have a major, impact on QPS operations and/or involve QPS staff.

Permanent IR/DSP/1 Retain permanently.

Records relating to minor disputes involving QPS staff. Temporary IR/DSP/2 Retain for 7 years after last action.

DISPUTES

Records relating to claims about pay and working conditions lodged under legislation governing QPS.

Temporary IR/DSP/3 Retain for 7 years after last action.

Records relating to enterprise bargaining, including policy, case/ examples of implementation, negotiations and enterprise agreements.

Permanent IR/ENB/1 Retain permanently. ENTERPRISE BARGAINING

Enterprise bargaining working papers. Temporary IR/ENB/2 Retain for 2 years after last action. POLICY See Keyword STRATEGIC MANAGEMENT. PROCEDURES See Keyword STRATEGIC MANAGEMENT.


Temporary IR/REP/1 Retain for 5 years after last action. REPORTING

Surveys


Temporary IR/REP/2 Retain for 2 years after last action.

Queensland Police Service Retention & Disposal Schedule Keyword – Information Access (IA)

ACTIVITY DESCRIPTOR


53

AGREEMENTS Records relating to the provision of services. Temporary IA/AGR/1 Retain for 7 years after lapsing of agreement, or last action, whichever is later.

See Keyword STRATEGIC MANAGEMENT. Networks Records relating to information access networks. Temporary IA/COT/1 Retain for 2 years after last action.

COMMITTEES

Working Groups Records relating to information access working groups. Temporary IA/COT/2 Retain for 2 years after last action. Records relating to criminal history checks. Temporary IA/CHC/1 Retain for 3 months after last action.

Applications Records relating to applications for criminal history checks. Temporary IA/CHC/2 Retain for 3 months after last action. Approved Organisations

Records relating to criminal history checks of approved organisations.

Temporary IA/CHC/3 Retain for 3 months after last action.

Police Certificates Records relating to criminal history checks and police certificates.

Temporary IA/CHC/4 Retain for 3 months after last action.

CRIMINAL HISTORY CHECKS

Refusals Records relating to criminal history refusals. Temporary IA/CHC/5 Retain for 3 months after last action. Vehicles of Interest Enquiries. Temporary IA/ENQ/1 Retain for 3 months after last action. ENQUIRIES

Researchers Requests for information, etc. Temporary IA/ENQ/2 Retain for 2 years after last action. Guidelines and procedures developed by QPS for FOI. Temporary IA/FOI/1 Retain in current form until

superseded.

Routine correspondence dealing with minor matters related to FOI.

Temporary IA/FOI/2 Retain for 2 years after last action.

Application files for access to records requested under FOI, which were not subject to review.


Application files for access to records requested under FOI, which were subject to internal review – minor cases.


Application files for access to records requested under FOI which were subject to internal review – major cases, e.g. cases which involved substantial work or work of a recurring or protracted nature.


Applications

Application files for access to records requested under FOI, which were subject to external review, e.g. cases referred to the Information Commissioner or other.


Consultations Records relating to FOI consultations. Temporary IA/FOI/7 Retain for 2 years after last action. Exemptions Records relating to exemptions to FOI. Temporary IA/FOI/8 Retain for 2 years after last action. Public Interest Records relating to public interest. Temporary IA/FOI/9 Retain for 2 years after last action. Statements of Affairs

Records relating to statements of affairs. Temporary IA/FOI/10 Retain for 2 years after last action.

FREEDOM OF INFORMATION (FOI)

Statistics FOI statistics. Temporary IA/FOI/11 Retain for 1 year after last action.

Queensland Police Service Retention & Disposal Schedule Keyword – Information Access (IA)

ACTIVITY DESCRIPTOR


54



Records relating to Judicial Review, which have a major impact on QPS policy or procedure.

Temporary IA/JUR/1 Retain for 10 years after last action.

Records relating to Judicial Review, which have a minor impact on QPS policy or procedure.

Temporary IA/JUR/2 Retain for 5 years after last action.

Application for Statement of Reasons

Records relating to statements of reason proceedings. Temporary IA/JUR/3 Retain for 5 years after last action.

JUDICIAL REVIEW

Order of Review Records relating to order of review proceedings. Temporary IA/JUR/4 Retain for 5 years after last action. Records relating to offender history checks. Temporary IA/OHC/1 Retain for 3 months after last action.

Applications Applications to check offender history. Temporary IA/OHC/2 Retain for 3 months after last action. Approved Organisations

Records relating to offender history checks of approved organisations.

Temporary IA/OHC/3 Retain for 3 months after last action.

Police Certificates Records relating to offender history checks of police certificates. Temporary IA/OHC/4 Retain for 3 months after last action. Refusals Records relating to refusals of offender history checks. Temporary IA/OHC/5 Retain for 3 months after last action.

OFFENDER HISTORY CHECKS

Statistics Statistics of offender history checks. Temporary IA/OHC/6 Retain for 3 months after last action. Master records relating to planning of information access. Temporary IA/PLA/1 Retain for 3 months after last action. PLANNING

Statistics Planning statistics of information access. Temporary IA/PLA/2 Retain for 3 months after last action See Keyword STRATEGIC MANAGEMENT. POLICY

Access & Equity Records relating to access and equity issues. Temporary IA/POL/1 Retain for 3 years after last action. Plans for the implementation of the privacy standard principles for the collection, use, storage and disclosure of personal information.

Temporary IA/PRI/1 Retain for 5 years after superseded.

Investigations into alleged privacy breaches, including unauthorised disposal of records containing personal information.

Temporary IA/PRI/2 Retain for 5 years after last action.

Records relating to individual privacy cases that are of a contentious or precedent-setting nature.

Permanent IA/PRI/3 Retain permanently.

Records relating to other individual privacy cases. Temporary IA/PRI/4 Retain for 2 years after last action.

PRIVACY Applications

Confidentiality agreements between the agency and external bodies, and related records.

Temporary IA/PRI/5 Retain for 7 years after lapsing of agreement, or last action, whichever is later.

PROCEDURES See Keyword STRATEGIC MANAGEMENT. Consolidated workload statistics relating to functions and activities of QPS.

Temporary IA/REP/1 Retain for 5 years after last action. REPORTING Statistics

Raw Statistical data, including interim or periodic statistics where the data is also consolidated annually.

Temporary IA/REP/2 Retain for 2 years after last action.

SECURITY Teleconferencing Records relating to the security of teleconferencing. Temporary IA/SEC/1 Retain for 2 years after last action.

Queensland Police Service Retention & Disposal Schedule Keyword – Information Technology & Telecommunications (IT&T)

ACTIVITY DESCRIPTOR


55

See Keyword PURCHASING & SUPPLY. ACQUISITION Records relating to acquisition of information and communications technology and systems, including planning, selection, specifications, systems documentation and purchase.

Temporary IT/ACQ/1 Retain for 5 years after system is superseded.

Audit trails register; all user activity against QPS corporate/mainframe databases, e.g. queries, modifications, deletions and entries.

Temporary IT/AUD/1 Retain for 7 years after last action.

Reports Records relating to Reports documenting audit activities. Temporary IT/AUD/2 Retain for 7 years after last action.

AUDIT

Software Software documentation. Temporary IT/AUD/3 Retain until software is upgraded or disposed of.

Guidelines Records relating to compliance to information & technology guidelines.

Temporary IT/CMP/1 Retain for 2 years after last action. COMPLIANCE

Regulations Records relating to compliance to information & technology regulations.

Temporary IT/CMP/2 Retain for 2 years after last action.

Design Records relating to the installation and disposal of information and communications technology and systems.

Temporary IT/COL/1 Retain for 5 years after disposal of system.

Electronic Data Interchange (EDI)

Records relating to the transfer of structured data by agreed message standards from computer to computer by electronic means.

Temporary IT/COL/2 Retain for 2 years after last action.

Metadata Management

Records relating to the management of metadata stored in a dictionary.


CONTROL

Registers Records relating to the maintenance of data integrity, including data logging records.


Registers Records relating to registers of customer service enquiries re information & technology.

Temporary IT/CUS/1 Retain for 2 years after last action.

Service Level Agreements

Records relating to customer service, service level agreements. Temporary IT/CUS/2 Retain for 7 years after last action.



CUSTOMER SERVICE

Surveys



DATA MANAGEMENT

Computer Aided Despatch (CAD)

Records relating to electronic running sheets that include information about phone calls and despatch of police vehicles.

Temporary IT/DAM/1 Retain for 7 years after last action.

DEVELOPMENT (software)

The activities by which employees’ needs are translated into software requirements, software requirements are transformed into design, the design is implemented in program code, and the code is tested, documented and certified for operational use.

Temporary IT/DEV/1 Retain for 5 years after system superseded.


ACTIVITY DESCRIPTOR


56

Database Records relating to the development of software databases. Temporary IT/DEV/2 Retain for 5 years after system superseded.

Design Records relating to the development and design software. Temporary IT/DEV/3 Retain for 5 years after last action. Feasibility Studies Records relating to the feasibility studies conducted while

developing software. Temporary IT/DEV/4 Retain for 5 years after last action.

Software Migration

Records relating to the migration of data while developing software.

Temporary IT/DEV/5 Retain for 1 generation after migration.

DEVELOPMENT (software) (cont.)

Specifications Records relating to the development of software and specifications.

Temporary IT/DEV/6 Retain for 5 years after last action.

Records relating to the installation and disposal of information and communications technology and systems.

Temporary IT/DIP/1 Retain for 5 years after disposal of equipment/system or last action, whichever is later.

Auctions Records relating to the disposal of information and communications technology and systems by auction.


Closure Records relating to the disposal of information and communications technology and systems through closure.


Exchanges Records relating to the disposal of information and communications technology and systems through exchange.


Hardware (computers)

Records relating to the disposal of hardware (computers). Temporary IT/DIP/5 Retain for 5 years after disposal of equipment/system or last action, whichever is later.

Sales Records relating to the disposal of information and communications technology and systems through sale.


DISPOSAL

Voice Mail Records relating to the disposal of information and communications technology and systems.



Records relating to the evaluation of Electronic Data-Interchange (EDI) system.

Temporary IT/EVA/1 Retain for 5 years after last action.

LAN Records relating to the evaluation of LAN system. Temporary IT/EVA/2 Retain for 5 years after last action. POLARIS Records relating to the evaluation of POLARIS system. Temporary IT/EVA/3 Retain for 5 years after last action. Projects Records relating to the evaluation of projects relating to

information and communications technology and systems. Temporary IT/EVA/4 Retain for 5 years after last action.

Software Records relating to the evaluation of software relating to information and communications technology and systems.


EVALUATIONS

Systems Integration

Records relating to the evaluation of systems integration relating to information and communications technology and systems.



ACTIVITY DESCRIPTOR


57

Application Development

Records relating to the implementation of application development.

Temporary IT/IMP/1 Retain for 5 years after last action.

Internet Records relating to the implementation of the internet systems. Temporary IT/IMP/2 Retain for 5 years after last action. POLARIS Records relating to the implementation of POLARIS systems. Temporary IT/IMP/3 Retain for 5 years after last action. Systems Integration

Records relating to the implementation of systems integration. Temporary IT/IMP/4 Retain for 5 years after last action.

Voice Mail Records relating to the implementation of voice-mail systems. Temporary IT/IMP/5 Retain for 5 years after last action.

IMPLEMENTATION

WAN Records relating to the implementation of WAN systems. Temporary IT/IMP/6 Retain for 5 years after last action. Internet Records relating to the installation of internet systems. Temporary IT/IST/1 Retain for 5 years after disposal of

system. LAN Records relating to the installation LAN systems. Temporary IT/IST/2 Retain for 5 years after disposal of

system.

INSTALLATION

Telephones Records relating to the installation of telephone systems. Temporary IT/IST/3 Retain for 5 years after disposal of system.



INVESTIGATIONS Records relating to investigations regarding information and technology security issues.

Temporary IT/INV/1 Retain for 5 years after last action.

Records relating to the regular maintenance and repair of information and communications technology.

Temporary IT/MAI/1 Retain for 2 years after last action.

Database Records relating to the regular maintenance and repair of databases.


Design Records relating to the regular maintenance and repair of information and communications technology.


Desktop Records relating to the regular maintenance and repair of information and communications technology.


Feasibility Studies Records relating to the feasibility studies of regular maintenance and repair of information and communications technology.



Records relating to the regular maintenance and repair of hardware (computers).


Method Records relating to the method of regular maintenance and repair of information and communications technology.


Networks Records relating to the regular maintenance and repair of network systems.


Requirements Records relating to the requirements of regular maintenance and repair of information and communications technology.


Software Records relating to the regular maintenance and repair of software programs.


MAINTENANCE

Software Migration

Records relating to software migration, including software, data, information and communication systems.

Temporary IT/MAI/11 Retain for 1 generation after migration.


ACTIVITY DESCRIPTOR


58

Specifications Records relating to the specification of regular maintenance and repair of information and communications technology.

Temporary IT/MAI/12 Retain for 2 years after last action. MAINTENANCE (cont.)

Telephones Records relating to the regular maintenance and repair of telephones systems.


MODELLING Records relating to the processes of design, testing and evaluating sample model profiles of systems under analysis.

Temporary IT/MOD/1 Retain for 5 years after last action.

Operating manuals for information and communication technology hardware and software.

Temporary IT/OPE/1 Retain for the life of the system.

Records relating to routine operation of information and communications technology, including administration of user access / permissions.

Temporary IT/OPE/2 Retain for 2 years after last action.

Records relating to evaluation of administrative information and communications technology.

Temporary IT/OPE/3 Retain for 5 years after last action.

Records relating to software licences and maintenance agreements.

Temporary IT/OPE/4 Retain for 7 years after the lapsing of the agreement, or last action, whichever is later.

Application Development

Records relating to the development of applications. Temporary IT/OPE/5 Retain for 2 years after last action.

Desktop Records relating to the desktop operation. Temporary IT/OPE/6 Retain for 2 years after last action.


Records relating to the operation of computer hardware. Temporary IT/OPE/7 Retain for 2 years after last action.

LAN Records relating to the operation of LAN systems. Temporary IT/OPE/8 Retain for 2 years after last action.

Networks Records relating to the operation of QPS computer networks. Temporary IT/OPE/9 Retain for 2 years after last action. Systems Integration

Records relating to system integration. Temporary IT/OPE/10 Retain for 2 years after last action.

OPERATIONS

WAN Records relating to the operation of WAN systems. Temporary IT/OPE/11 Retain for 2 years after last action. Application Development

Records relating to the development of software by external parties.

Temporary IT/OUS/1 Retain for 2 years after last action.

Consultants Records relating to the use of external consultants. Temporary IT/OUS/2 Retain for 2 years after last action.

OUTSOURCING

Contractors Records relating to the use of contractors. Temporary IT/OUS/3 Retain for 2 years after last action. Records relating to the development of information systems strategic plan.

Temporary IT/PLA/1 Retain for 3 years after last action.

Information Systems Strategic Plan. Temporary IT/PLA/2 Retain for 5 years after system is superseded.

Records relating to planning, auditing, testing, certification and monitoring to prepare computer systems for Y2K compliance.


Records relating to establishment of project teams and committees.


Records of meetings of project teams, committees and working groups relating to Y2K projects.


PLANNING

Year 2000 (Y2K)

Records relating to development and implementation of project plans, strategies, and methodologies.



ACTIVITY DESCRIPTOR


59

Records relating to development and implementation of policy and procedures.


Records relating to assessment of compliance of external suppliers’ and client’s systems.


Records relating to auditing, testing, analysis, rectification, and certification of compliance of systems.


Records relating to contracts and agreements for Y2K project work.


Warranties, claims, and exclusions of suppliers, vendors and business partners.


Year 2000 (Y2K) (cont.)

Records relating to failure of systems as a result of Y2K non-compliance.


Documentation Programs

Records relating to the documentation programs of QPS software systems.


Feasibility Studies Records relating to the planning and feasibility studies of information and communications technology and systems.


LAN Records relating to the planning of information and communications technology and systems for LAN.


Radio Networks Records relating to the planning of radio networks. Temporary IT/PLA/16 Retain for 5 years after last action. Systems Integration

Records relating to the planning of systems integration. Temporary IT/PLA/17 Retain for 5 years after last action.

PLANNING (cont.)

WAN Records relating to the planning of information and communications technology and systems for WAN.


Records relating to the design, specification and operation of police communication technologies.

Temporary IT/POC/1 Retain for 5 years after disposal of system.

Radio Records relating to the design, specification and operation of radios.


Radio Networks Records relating to the design, specification and operation of radio networks.


POLICE COMMUNICATION

Telephones Records relating to the design, specification and operation of telephones.


POLICY See Keyword STRATEGIC MANAGEMENT. PRIVACY Access Records relating to access of electronic information and privacy

issues. Temporary IT/PRI/1 Retain for 5 years after last action.

PROCEDURES See Keyword STRATEGIC MANAGEMENT. Asset Replacement (programs)

Records relating to asset replacement programs. Temporary IT/PGM/1 Retain for 7 years after last action.

Documentation Programs

Records relating to electronic data documentation programs. Temporary IT/PGM/2 Retain for 2 years after last action.

PROGRAMS


Records relating to electronic data interchange programs. Temporary IT/PGM/3 Retain for 2 years after last action.


ACTIVITY DESCRIPTOR


60

Exchanges Records relating to electronic data exchange programs. Temporary IT/PGM/4 Retain for 2 years after last action. Research & Development

Records relating to electronic data research & development programs.

Temporary IT/PGM/5 Retain for 2 years after last action. PROGRAMS (cont.)

Software Records relating to software programs. Temporary IT/PGM/6 Retain for 2 years after last action. PROJECT MANAGEMENT

Method Records relating to information and technology project management methods.

Temporary IT/PRM/1 Retain for 3 years after last action.

RISK MANAGEMENT

Records relating to the identification of risk. Temporary IT/RIM/1 Retain for 7 years after last action.

Records relating to the security of information and communication systems.

Temporary IT/SEC/1 Retain for 2 years after change or disposal of system.

Access Records relating to security access to information and communication systems.


LAN Records relating to security of LAN systems. Temporary IT/SEC/3 Retain for 2 years after change or disposal of system.

Passwords (security)

Records relating to password security of information and communication systems.


Software Records relating to the security of software and communication systems.


Teleconferencing Records relating to the security of teleconferencing and communication systems.


Viruses Records relating to the security of information and communication systems and viruses.


Voice Mail Records relating to the security of voice mail systems. Temporary IT/SEC/8 Retain for 2 years after change or disposal of system.

SECURITY

WAN Records relating to the security of WAN systems. Temporary IT/SEC/9 Retain for 2 years after change or disposal of system.

STANDARDS Application Development

Records relating to the information & technology standards and application development.

Temporary IT/STA/1 Retain for 2 years after change or disposal of system.

TENDERING See Keyword PURCHASING & SUPPLY. TESTING Records relating to the testing of information & technology

systems. Temporary IT/TES/1 Retain for 2 years after last action.

Queensland Police Service Retention & Disposal Schedule Keyword – Library Services (LS)

ACTIVITY DESCRIPTOR


61

See Keyword PURCHASING & SUPPLY. Catalogues Commercial supplier catalogues. Temporary LS/ACQ/1 Retain until superseded.

ACQUISITION

Subscriptions Purchasing information. Temporary LS/ACQ/2 Retain until subscription ceases. Records relating to the decisions and criteria in regard to the coordination and expansion of the museum and library collection.

Temporary LS/COD/1 Retain for 5 years after disposal of collection.

Accessioning Records relating to the decisions and criteria for accessioning. Temporary LS/COD/2 Retain for 5 years after disposal of collection.

Audio Visual Records relating to the decisions and criteria for audio-visual. Temporary LS/COD/3 Retain for 5 years after disposal of collection.

COLLECTION DEVELOPMENT

De-accessioning Records relating to the decisions and criteria of de-accessioning. Temporary LS/COD/4 Retain for 5 years after disposal of collection.

COMMITTEES See Keyword STRATEGIC MANAGEMENT. Records relating to gifts made to QPS or by QPS. Temporary LS/DON/1 Retain for 5 years after last action or

until terms of the donation/gift have been fulfilled.

DONATIONS

Records relating to donations of money made to QPS, or by QPS.

Temporary LS/DON/2 Retain for 5 years after last action or until terms of the donation have been fulfilled.

ENQUIRIES Researchers Records relating to requests for information by researchers, etc. Temporary LS/ENQ/1 Retain for 2 years after last action. CAL Licence Records relating to CAL Licences. Temporary LS/INP/1 Retain for 5 years after last action.

Records relating to ownership by QPS of Crown copyright. Temporary LS/INP/2 Retain for life of agency; then transfer to succeeding/ responsible agency.

Records relating to the copyright held by QPS in works created by an individual in course of employment, registration of the copyright and how the right is to be exercised.

Temporary LS/INP/3 Retain until the copyright expires.

Applications by QPS for permission to reproduce material held under copyright by other individuals/organisations.

Temporary LS/INP/4 Retain for 7 years after last action.

Applications received by QPS for permission to reproduce material in which it owns copyright.

Temporary LS/INP/5 Retain for 7 years from expiration of the period for which permission is granted.

Records relating to infringements of copyright. Temporary LS/INP/6 Retain for 7 years after last action. Copyright agreements. Temporary LS/INP/7 Retain for 7 years after last action. Copyright declaration forms. Temporary LS/INP/8 Retain for 5 years after last action. Legal opinions regarding minor copyright issues. Temporary LS/INP/9 Retain for 7 years after last action.

Copyright

Legal opinions regarding major copyright issues. Permanent LS/INP/9.1 Retain permanently. Declarations Copyright declarations. Temporary LS/INP/10 Retain for 5 years after last action.


Patents Records relating to copyright of patents. Permanent LS/INP/11 Retain permanently.

Queensland Police Service Retention & Disposal Schedule Keyword – Library Services (LS)

ACTIVITY DESCRIPTOR


62

Records relating to lending of materials. Temporary LS/LEN/1 Retain until material is returned. Audio Visual Records relating to lending of audio-visual materials. Temporary LS/LEN/2 Retain until material is returned. Borrowers Records relating to lending of materials. Temporary LS/LEN/3 Retain until material is returned. Inter-Library Loans

Records relating to lending of materials. Temporary LS/LEN/4 Retain until material is returned.

LENDING

Overdues Records relating to lending of materials. Temporary LS/LEN/5 Retain until material is returned. POLICY See Keyword STRATEGIC MANAGEMENT. PROCEDURES See Keyword STRATEGIC MANAGEMENT.

Queensland Police Service Retention & Disposal Schedule Keyword – Litigation (LT)

ACTIVITY DESCRIPTOR


63

Legal advice relating to interpretations of legislation administered by the agency, proposals for new or amended legislation, major issues of public interest, precedents and matters which have a major impact on QPS policy and procedure.

Permanent LT/ADV/1 Retain permanently. ADVICE

Records relating to other legal advice regarding minor matters. Temporary LT/ADV/2 Retain for 10 years after last action. Records relating to major issues of public interest or controversy, claims and matters which are of a precedent-setting nature or have a major impact on QPS policy and procedures.

Permanent LT/CLA/1 Retain permanently. COMMON LAW ACTIONS

Other matters, including claims of a minor nature. Temporary LT/CLA/2 Retain for 7 years after last action. Children’s Court Action

Records relating to Children’s court action. Temporary LT/DIS/1 Retain for 7 years after last action.

District Court Action

Records relating to District Court action. Temporary LT/DIS/2 Retain for 7 years after last action.

Family Court Action

Records relating to Family Court action. Temporary LT/DIS/3 Retain for 7 years after last action.

Magistrates Court Action

Records relating to Magistrates Court action. Temporary LT/DIS/4 Retain for 7 years after last action.

Motor Vehicle Accident

Records relating to motor vehicle accident. Temporary LT/DIS/5 Retain for 7 years after last action.

Personal Injury Claim

Records relating to personal injury claim. Temporary LT/DIS/6 Retain for 7 years after last action.

DISCOVERY

Supreme Court Action

Records relating to Supreme Court action. Temporary LT/DIS/7 Retain for 7 years after last action.


Copyright See Keyword LIBRARY SERVICES.


Form QP7A – Result of Committal to Supreme, Circuit or District Court: Police Information Centre (PIC) copy;

Temporary LT/PRS/1 Retain microfilmed records for 75

years after microfilming. Retain paper originals for 1 month after microfilming and validation by Police Information Centre.

PROSECUTION

District copy. Temporary LT/PRS/2 Retain for 2 years after last action.

Queensland Police Service Retention & Disposal Schedule Keyword – Litigation (LT)

ACTIVITY DESCRIPTOR


64

Form QP9: Old gold (original to Prosecutions); White copy (CRISP).

Temporary LT/PRS/3 Retain microfilmed records for 75 years after microfilming. Retain paper originals for 1 month after microfilming and validation by Police Information Centre.

Blue copy (Prosecutions); Pink copy (originating Station/establishment); and Green copy (other interested Stations/establishments).

Temporary LT/PRS/4 Retain for 1 year after date of last action.

Traffic Briefs Temporary LT/PRS/4.1 Retain for 1 year after date of last action

Court Briefs

Briefs of Evidence. Temporary LT/PRS/5 Retain microfilmed records for 75 years after microfilming. Retain paper originals for 1 month after microfilming and validation by Police Information Centre.

NETO Reports on Dismissal of Charge and Advice of Discontinued Prosecution (No Evidence to Offer).

Temporary LT/PRS/6 Retain for 6 months after last action.

Queensland Police Service Retention & Disposal Schedule Keyword – Organisational Structure (OS)

ACTIVITY DESCRIPTOR


65

Job evaluation documentation. Senior Executive Service positions or equivalent, e.g. Assistant Commissioner and above.

Permanent OS/EVA/1 Retain permanently.

Regional, District or Establishment copy. Temporary OS/EVA/2 Retain for 1 year after the position has been abolished or reclassified.

EVALUATION Job Evaluation

Other positions, including Regional, District or Establishment copy.

Temporary OS/EVA/3 Retain for 1 year after the position has been abolished or reclassified.

Routine correspondence. Enquiries or provision of routine information. Records of forward staffing estimates.

Temporary OS/PLA/1 Retain for 2 years after last action.

Civilianisation Records relating to civilianisation of police positions within QPS.

Permanent OS/PLA/2 Retain permanently.

Staffing levels Management of staffing levels, organisational charts, including Regional, District or Establishment copy.

Temporary OS/PLA/3 Retain for 2 years after last action.

Records relating to development of QPS structure/establishment and its component units, including station/establishment strengths.

Permanent OS/PLA/4 Retain permanently.

PLANNING

Workforce Planning

Regional, District or Establishment copy. Temporary OS/PLA/5 Retain for 2 years after last action. POLICY See Keyword STRATEGIC MANAGEMENT. PROCEDURES See Keyword STRATEGIC MANAGEMENT.

Records relating to the establishment of regional/district boundaries.

Permanent OS/RST/1 Retain permanently.

Records relating to significant restructuring of QPS, its procedures or functions.


Regional, District or Establishment copy. Temporary OS/RST/3 Retain for 2 years after last action. Records relating to minor restructuring of QPS, its procedures or functions affecting only particular sections of the agency and having little effect on the overall functioning of the agency.

Temporary OS/RST/4 Retain for 5 years after last action.

Records relating to the establishment and development of a new agency structure, including copies of instruments giving effect to machinery of government changes and information provided to facilitate administrative rearrangements relating to the transfer of functions and employees to other agencies.

Temporary OS/RST/4.1 Retain for 10 years after last action.

Regional, District or Establishment copy. Temporary OS/RST/5 Retain for 1 year after the position description has been superseded.

Position descriptions or statements of duty of Senior Executive Service positions or equivalent, e.g. Police Assistant Commissioner and above levels.


Regional, District or Establishment copy. Temporary OS/RST/7 Retain for 1 year after the position description has been superseded.

RESTRUCTURING

Position Descriptions

Position descriptions or statements of duty of other positions, including Regional, District or Establishment copy.

Temporary OS/RST/8 Retain for 1 year after the position description has been superseded.

Queensland Police Service Retention & Disposal Schedule Keyword – Personnel (PE)

ACTIVITY DESCRIPTOR


66

General Allowances

Applications. Temporary PE/ALL/1 Retain for 5 years after last action. ALLOWANCES

Higher Duties Records relating to relieving arrangements for staff, both sworn and unsworn.

Temporary PE/ALL/2 Retain for 5 years after last action.

Claims register. Temporary PE/CLC/1 Retain for 7 years after last action. CLAIMS CONTROL

Claims records and associated correspondence. Temporary PE/CLC/2 Retain for 7 years after last action.


Diaries: Senior Executive Service (staff members) which record

information of historical or cultural value that is not recorded elsewhere.

Permanent PE/COL/1 Retain permanently.

Senior Executive Service (staff members), which record the occurrence of official duties – including electronic.

Temporary PE/COL/2 Retain for 7 years after last action.

Superintendent level or higher (sworn members), which record the occurrence of official duties – including electronic.


Other Members, which record the occurrence of official duties – including electronic.


Human Services Officers, which record the occurrence of official duties – including electronic.

Temporary Retain for 30 years after last action.

PE/COL/5 Personnel Files – Police Officers: Files on police officers who left QPS prior to 1 January 1970 and whose files are in Queensland State Archives custody.


Files on police officers who achieved the level of Inspector or any other commissioned rank or higher.


Files on police officers who did not achieve the level of Inspector or any other commissioned rank or higher and who served as a police officer for a period of 30 years or over.

Permanent PE/COL/8 Retain permanently. To be reviewed prior to future transfers to QSA.

Files on police officers who were dismissed from QPS and whose manner of earning dismissal was of more than ordinary interest.


Files on police officers who have made major contributions to the community or who have achieved some considerable standing or notoriety in the area of politics, science, art, literature or other fields of human endeavour.


Files on police officers whose appointment is historically significant as the first of its kind, e.g. first appointment as a female sergeant.


CONTROL

Files on police officers who have died in the line of duty. Permanent PE/COL/12 Retain permanently.


ACTIVITY DESCRIPTOR


67

Files on police officers who have received Bravery Awards; the Australian Police Medal and/or the National Medal/clasps for distinguished service; or the Police Good Conduct and Long Service Medal also includes the RHS Award.

Permanent PE/COL/13 Retain permanently. To be reviewed prior to future transfers to QSA.

Files on female police officers who left QPS prior to 1980. Permanent PE/COL/14 Retain permanently. Files on police officers who do not fall within the above categories.

Temporary PE/COL/15 Retain for 70 years from date of birth or 7 years from date of separation, whichever is later.

Personnel Files – Staff Members: Files on staff members who left QPS prior to 1950 and who achieved a level of 1-10 (AO6) or an equivalent salary level or higher.


Files on staff members who left QPS between 1950 and 1980 and who achieved a level of 1-15 (AO7-4) or an equivalent salary level or higher.


Files on staff members who left QPS after 1980 and who achieved a level of 1-20 (Senior Executive Service) or an equivalent salary level or higher.


Files on staff members who are head of a department, sub-department, important division or other major government office or instrumentality.


Files on staff members who were dismissed from QPS and whose manner of earning dismissal was of more than ordinary interest.


Files on staff members who have made major contributions to the community or who have achieved some considerable standing or notoriety in the area of politics, science, art, literature or other fields of human endeavour also includes the RHS Award.


Files on staff members whose appointment is historically significant as the first of its kind eg first appointment of a female architect in the Department of Works, first appointment to the position of Chief Protector of Aboriginals etc.


Files on staff members who are employed on a casual/ temporary basis, including exempt personnel, day labour, work experience placements, contract employees, etc.


Files on staff members who do not fall in the above categories. Temporary PE/COL/24 Retain for 70 years from date of birth or 7 years from date of separation, whichever is later.

CONTROL (cont.)

Files on staff members on contract, work experience, vocational placement, Traineeships, Volunteers and Scholarships.



ACTIVITY DESCRIPTOR


68

Employment or Employee Registers – permanent staff, including cards, electronic records, indexes or sheets which document in summary form, employee’s appointment history, education qualifications, salary, superannuation history, etc.


Employment or employee registers – temporary staff, including consolidated register or record of employment maintained for casual or temporary employees, etc.


CONTROL (cont.)

Registers

Indexes/Registers of Personnel files, including indexes and registers of files and titles in either electronic or hard copy format.


Records relating to the general administration of Employee Assistance.

Temporary PE/COU/1 Retain for 7 years after last action. COUNSELLING

Records relating to Employee Assistance – case files. Temporary PE/COU/2 Retain for 70 years from date of birth or 7 years from date of separation, whichever is later. To be destroyed at this time regardless of status of personnel file. To be stored and maintained separately from personnel file.

Records relating to grievance – for staff employed under the Public Service Act 1996, i.e. records relating to internal management of grievance cases and associated documentation.

Temporary PE/GRI/1 Retain for 7 years after last action. GRIEVANCES

Records relating to grievance – for staff employed under the Police Service Administration Act 1990, i.e. records relating to internal management of grievance cases and associated documentation.

Temporary PE/GRI/2 Retain for 7 years after resolution within QPS and the expiration of any appeal period in any process.

HONOURS Royal Humane Society Awards. Permanent PE/HON/1 Retain permanently. Insurance policy register. Temporary PE/ISR/1 Retain for 7 years after expiration of

last policy. INSURANCE

Records relating to Insurance policy documents, including renewals and associated correspondence.

Temporary PE/ISR/2 Retain for 7 years after expiration of policy.

Records relating to consolidated leave records – Permanent or long-term employees – generated by either electronic or manual systems, including leave history cards and records of balances or printouts of consolidated leave history summaries.

Temporary PE/LEV/1 Retain for 70 years from date of birth or 7 years from date of separation, whichever is later.

Electronic format backup master records, maintained as a safeguard in case of accidental loss of master records.

Temporary PE/LEV/2 Retain until administrative use ceases.

LEAVE

Records relating to consolidated leave records – Temporary staff.

Temporary PE/LEV/3 Retain for 10 years from date of last action.


ACTIVITY DESCRIPTOR


69

Leave application forms and supporting documentation, including medical certificates and Reserve Forces training leave certification.

Temporary PE/LEV/4 Retain for 1 year from date of last action.

LEAVE (cont.)

Duty Rosters. Temporary PE/LEV/5 Retain for 6 years after last action. Where the outcome is rescission of appointment or salary increment is not approved. Where rescission of appointment has resulted, documentation relating to the rescission of appointment should be placed on a confidential part of the employee’s personnel file.


PE/PEM/1 Retain as for personnel files.

Where the outcome is disciplinary action other than rescission of appointment or non-approval or salary increment. (Documentation of outcome only – no summary or synopsis – to be placed on the employee’s personnel file.)


PE/PEM/2 Retain as for personnel files.

Where disciplinary action, rescission of appointment or matters affecting payment of increments has not resulted.

Temporary PE/PEM/3 Retain for 7 years after last action.

Diminished Work Performance

Records relating to performance improvement. Temporary PE/PEM/4 Retain for 7 years after last action. Performance Planning & Assessment (PPA)

Performance planning and assessment reports. Temporary PE/PEM/5 Retain for 7 years after last action.

Certification of satisfactory performance based on assessment. Temporary PE/PEM/6 Retain for 5 years from date of relevant increment payment or lapsed time for pay point progression eligibility.

PERFORMANCE MANAGEMENT

Progress Review Records relating to the performance of Police and their achievements in relation to set goals, including recruit show causes.

Temporary PE/PEM/7 Retain for 40 years after last action.



Temporary PE/REP/1 Retain for 5 years after last action. REPORTING

Surveys


Temporary PE/REP/2 Retain for 2 years after last action.

Overtime claim forms. Temporary PE/SAL/1 Retain for 5 years from the financial year to which the information relates or last action whichever is longer.

SALARIES Overtime

Station/establishment copy. Temporary PE/SAL/2 Retain until administrative use ceases.


ACTIVITY DESCRIPTOR


70

Records relating to payroll disbursements – master, annual and periodical transactional records generated by electronic system(s), including:

system change and update reports; payroll listings and reports; transaction reports; master file listings; group certificates; deduction reports; allowance payment reports; overpayment reports; superannuation deduction summary; Payroll summary sheets; Annual summary/reports and similar.

Temporary PE/SAL/3 Retain for 6 years from end of last financial year.

Electronic format backup master records (maintained as a safeguard in case of accidental loss of master records).

Temporary PE/SAL/4 Retain until administrative use ceases.

Payroll

Records relating to pay variation advice forms. Temporary PE/SAL/5 Retain for 5 years from date of last action. Payroll Tax (accounting)

Claim for General Exemption forms. Temporary PE/SAL/6 Retain for 1 year after superseded or 1 year after separation.

Penalty Rates Records relating to penalty claim forms. Temporary PE/SAL/7 Retain for 5 years from the financial year to which the information relates or last action whichever is longer.

Daily timesheets (attendance records). Temporary PE/SAL/8 Retain for 3 years from the end of last financial year.

SALARIES (cont.)

Timesheets

Records relating to time and wages as described in sections 366-367 of the Industrial Relations Act 1999.

Temporary PE/SAL/9 Retain for 6 years from end of last financial year.

Medical Retirement

Records relating to medical retirement of staff members and police officers.

Permanent/Temporary

PE/SEP/1 Retain as for personnel files.

Records relating to the administration of redundancy. Includes documentation on the selection of positions to be abolished and the process of offering redundancy to personnel, including expressions of interest not acted upon.

Temporary PE/SEP/2 Retain for 5 years after last action.

SEPARATIONS

Redundancy

Redundancy case files, i.e., files documenting individual redundancy cases.


PE/SEP/3 Retain as for personnel files.

SUGGESTIONS Suggestions from staff. Temporary PE/SUG/1 Retain for 2 years after last action. TENDERING See Keyword PURCHASING & SUPPLY.

Records relating to the authorisation of staff travel. Temporary PE/TRV/1 Retain for 5 years after last action. Visit reports where the information is required to fulfil finance and accounting requirements.

Temporary PE/TRV/2 Retain for 2 years after last action.

Interstate Records relating to specific files, relevant to overseas or interstate travel undertaken by an officer in the course of duty.


TRAVEL

Overseas Records relating to administrative arrangements for domestic and overseas travel, including travelling itineraries, obtaining visas, passports etc.


Queensland Police Service Retention & Disposal Schedule Keyword – Premises (PM)

ACTIVITY DESCRIPTOR


71

Records relating to the acquisition of buildings and structures: of historical significance listed in the Heritage

Register under the Queensland Heritage Act 1992; included in the National Trust list; listed with the Australian Heritage Commission; of significance to local community; or that have been subject to controversy or received

architectural or design awards.

Permanent PM/ACQ/1 Retain permanently.

Records relating to the acquisition of other premises. Temporary PM/ACQ/2 Retain for 7 years after last action.

Records relating to routine land matters. Temporary PM/ACQ/3 Retain for 2 years after disposal of property or expiration of lease.

Building Materials Records relating to the acquisition of building materials. Temporary PM/ACQ/4 Retain for 5 years after last action. Furnishings Records relating to the acquisition of furnishings. Temporary PM/ACQ/5 Retain for 2 years after warranty

expires. Furniture Records relating to the acquisition of furniture. Temporary PM/ACQ/6 Retain for 2 years after warranty

expires. Land Titles Deeds and certificates of title relating to QPS owned land and

buildings. Temporary PM/ACQ/7 Retain at QPS until property is sold,

when documents should be transferred to new owner.

Pictures/Paintings (furnishings)

Records relating to the acquisition of paintings/pictures (furnishings).

Temporary PM/ACQ/8 Retain for 2 years after warranty expires.

ACQUISITION

Specifications Records relating to the specifications of buildings/renovations. Temporary PM/ACQ/9 Retain for 2 years after closing date of offer.

Office Facilities Records relating to the agreements between two parties on the use of facilities.

Temporary PM/AGR/1 Retain for 7 years after last action. AGREEMENTS

Residential Facilities

Records relating to the agreements between two parties on the use of residential facilities.

Temporary PM/AGR/2 Retain for 7 years after last action.

Records relating to contracts under seal and supporting documentation, including correspondence, relating to the construction of premises.

Temporary PM/CAW/1 Retain for 12 years after last action.

Records relating to other contracts and supporting documentation including correspondence.


Contracts

Records relating to routine correspondence of a minor nature not related to a particular contract.


Economic Appraisal

Records relating to economic appraisal. Temporary PM/CAW/4 Retain for 7 years after last action.

CAPITAL WORKS

Expenditure Records relating to capital works expenditure. Temporary PM/CAW/5 Retain for 7 years after last action. Building Codes Records relating to the compliance of building codes. Temporary PM/CMP/1 Retain for 7 years after last action. Guidelines Records relating to compliance of capital works guidelines. Temporary PM/CMP/2 Retain for 7 years after last action.

COMPLIANCE

Regulations Records relating to compliance of capital works regulations. Temporary PM/CMP/3 Retain for 7 years after last action.


ACTIVITY DESCRIPTOR


72

Records relating to construction, including submissions, programs, tenders and contract relating to the construction of buildings or structures:

of historical significance listed in the Heritage Register under the Queensland Heritage Act 1992;

included in the National Trust list or listed with the Australian Heritage Commission;

of significance to local community; or that have been subject to controversy or received


Permanent PM/CON/1 Retain permanently.

Records relating to construction, including submissions, programs, tenders and contract relating to the construction of other buildings or structures not described above.

Temporary PM/CON/2 Retain for 7 years after disposal or transfer of building.

Records relating to environmental impact statements or studies prepared or commissioned by QPS.

Permanent PM/CON/3 Retain permanently.

Records relating to routine correspondence regarding the provision of recreation areas for personnel and visitors.

Temporary PM/CON/4 Retain for 2 years after last action, then destroy.

Alterations Records relating to construction of buildings/residences. Temporary PM/CON/5 Retain for 7 years after disposal or transfer of premises.

Amenities Records relating to the construction of amenities. Temporary PM/CON/6 Retain for 7 years after disposal or transfer of premises.

Contracts under seal and supporting documentation, including correspondence, relating to the construction of premises.

Temporary PM/CON/7 Retain for 12 years after last action.

Other contracts and supporting documentation including correspondence.

Temporary PM/CON/8 Retain for 7 years after disposal or transfer of building.

Contracts

Routine correspondence of a minor nature not related to a particular contract.

Temporary PM/CON/9 Retain for 2 years after last action.

Disabled Access Records relating to the construction of disabled access. Temporary PM/CON/10 Retain for 7 years after disposal or transfer of building.

Extensions Records relating to the construction of extensions. Temporary PM/CON/11 Retain for 7 years after disposal or transfer of building.

Facilities Records relating to the construction of facilities. Temporary PM/CON/12 Retain for 7 years after disposal or transfer of building.

Office Facilities Records relating to the construction of office facilities. Temporary PM/CON/13 Retain for 7 years after disposal or transfer of building.

Police Establishments

Records relating to the construction of police establishments. Temporary PM/CON/14 Retain for 7 years after disposal or transfer of building.

Police Stations Records relating to the construction of police stations. Temporary PM/CON/15 Retain for 7 years after disposal or transfer of building.

Site Signage Records relating to construction site signage. Temporary PM/CON/16 Retain for 7 years after last action.

CONSTRUCTION

Watchhouse Records relating to the construction of watchhouses. Temporary PM/CON/17 Retain for 7 years after disposal or transfer of building.


ACTIVITY DESCRIPTOR


73

Records relating to the disposal of buildings or structures: of historical significance listed in the Heritage



Permanent PM/DIP/1 Retain permanently.

Records relating to the disposal of other buildings or structures. Temporary PM/DIP/2 Retain for 7 years after disposal or transfer of building.

Furniture Records relating to the disposal of furnishings. Temporary PM/DIP/3 Retain for 2 years after last action. Records relating to the disposal of pictures or paintings of major significance, e.g. famous artists, high value items, subject to controversy.

Permanent PM/DIP/4 Retain permanently. Pictures/ Paintings (furnishings)

Records relating to the disposal of other pictures or paintings. Temporary PM/DIP/5 Retain for 7 years after disposal or transfer of pictures/paintings (furnishings).


Records relating to the disposal of buildings or structures that have housed Police Establishments.

Temporary PM/DIP/6 Retain for 7 years after disposal or transfer of police establishment.

Police Stations Records relating to the disposal of buildings or structures that have housed Police Stations.

Temporary PM/DIP/7 Retain for 7 years after disposal or transfer of police establishment.

DISPOSAL

Watchhouses Records relating to the disposal of Watchhouse buildings or structures.

Temporary PM/DIP/8 Retain for 7 years after disposal or transfer of building.

Routine correspondence of a minor nature relating to energy management.

Temporary PM/ENM/1 Retain for 2 years after last action.

Electricity Routine correspondence relating to electricity. Temporary PM/ENM/2 Retain for 2 years after last action. Heating Routine correspondence relating to heating. Temporary PM/ENM/3 Retain for 2 years after last action. Police Establishments

Routine correspondence of a minor nature relating to the energy management of police establishments.


ENERGY MANAGEMENT

Police Stations Routine correspondence of a minor nature relating to the energy management of police stations.


EVALUATION Waste Management

Correspondence relating to evaluations of waste management services.

Temporary PM/EVA/1 Retain for 2 years after last action.

Cells Records relating to the management of cells. Temporary PM/FAM/1 Retain for 2 years after last action. Cleaning Records relating to the cleaning of facilities. Temporary PM/FAM/2 Retain for 2 years after last action. Electricity Records relating to the management of electricity. Temporary PM/FAM/3 Retain for 2 years after last action. Facilities Records relating to the management of facilities. Temporary PM/FAM/4 Retain for 2 years after last action. Holding Cells Records relating to the management of holding cells. Temporary PM/FAM/5 Retain for 2 years after last action. Office Facilities Records relating to the management of office facilities. Temporary PM/FAM/6 Retain for 2 years after last action. Police Establishments

Records relating to the management of police establishments. Temporary PM/FAM/7 Retain for 2 years after last action.

FACILITIES MANAGEMENT

Police Stations Records relating to the management of police stations. Temporary PM/FAM/8 Retain for 2 years after last action.


ACTIVITY DESCRIPTOR


74


Records relating to the management of residential facilities. Temporary PM/FAM/9 Retain for 2 years after last action.

Records relating to air, land and water pollution, including files relating to trade waste and reports on pollution commissioned by QPS.

Permanent PM/FAM/10 Retain permanently.

Routine correspondence of a minor nature relating to waste management.

Temporary PM/FAM/11 Retain for 2 years after last action.

Records relating to the removal of toxic waste. Temporary PM/FAM/12 Retain for 70 years after removal of toxic waste.

Records relating to the removal and disposal of hazardous materials (including asbestos) from buildings or structures.

Temporary PM/FAM/13 Retain for 70 years after removal of hazardous materials.

Waste Management

Records relating to the removal and disposal of hazardous waste (e.g. chemicals from laboratories and pesticides, but excluding radioactive material).

Temporary PM/FAM/14 Retain for 30 years after removal of hazardous waste.

Watchhouse Records relating to the management of watchhouses. Temporary PM/FAM/15 Retain for 2 years after last action.

FACILITIES MANAGEMENT (cont.)

Water Supply Records relating to the management of water supplies. Temporary PM/FAM/16 Retain for 2 years after last action. Records relating to interior renovations, including estimates and quotations, includes painting, floor coverings, furnishings, furniture and fittings.

Temporary PM/FIT/1 Retain for 2 years after last action.

Alterations Records relating to alterations, including estimates and quotations, includes painting, floor coverings, furnishings, furniture and fittings.


Design Records relating to design, including estimates and quotations, includes painting, floor coverings, furnishings, furniture and fittings.


Extensions Records relating to extensions, which affect the structure of the building.


Furnishings Records relating to furnishing, including estimates and quotations.


Furniture Records relating to furniture, including estimates and quotations. Temporary PM/FIT/6 Retain for 2 years after last action. Office Facilities Records relating to office facilities, including estimates and

quotations. Temporary PM/FIT/7 Retain for 2 years after last action.

Pictures/ Paintings (furnishings)

Records relating to pictures/paintings (furnishings), including estimates and quotations.


FIT-OUTS

Police Beat Shopfronts

Records relating to Police Beat Shopfront interior renovations, including estimates and quotations, includes painting, floor coverings, furnishings, furniture and fittings.



ACTIVITY DESCRIPTOR


75


Records relating to police establishment interior renovations, including estimates and quotations, includes painting, floor coverings, furnishings, furniture and fittings.


Police Stations Records relating to police station interior renovations, including estimates and quotations, includes painting, floor coverings, furnishings, furniture and fittings.



Records relating to residential facility interior renovations, including estimates and quotations, includes painting, floor coverings, furnishings, furniture and fittings.


FIT-OUTS (cont.)

Watchhouse Records relating to watchhouse interior renovations, including estimates and quotations, includes painting, floor coverings, furnishings, furniture and fittings.


INSPECTIONS Records relating to inspections of police premises. Temporary PM/INS/1 Retain for 30 years after last action, then review.

Air Conditioning Records relating to the installation of air conditioning. Temporary PM/IST/1 Retain for 5 years after disposal, transfer or vacation of premises.

Electricity Records relating to the installation of electricity. Temporary PM/IST/2 Retain for 5 years after disposal, transfer or vacation of premises.

Heating Records relating to the installation of heating. Temporary PM/IST/3 Retain for 5 years after disposal, transfer or vacation of premises.

Lighting Records relating to the installation of lighting. Temporary PM/IST/4 Retain for 5 years after disposal, transfer or vacation of premises.

Plumbing Records relating to the installation of plumbing. Temporary PM/IST/5 Retain for 5 years after disposal, transfer or vacation of premises.

Soundproofing (premises)

Records relating to the installation of soundproofing materials. Temporary PM/IST/6 Retain for 5 years after disposal, transfer or vacation of premises.

INSTALLATION

Ventilation Records relating to the installation of ventilation. Temporary PM/IST/7 Retain for 5 years after disposal, transfer or vacation of premises.

Insurance policy register. Temporary PM/ISR/1 Retain for 7 years after expiration of last policy.

Insurance policy documents, including renewals and associated correspondence.

Temporary PM/ISR/2 Retain for 7 years after expiration of policy.

Office Facilities Insurance policy documents, including renewals and associated correspondence for office facilities.



Insurance policy documents, including renewals and associated correspondence for residential facilities.


INSURANCE

Visitors Insurance policy documents, including renewals and associated correspondence for visitors.



ACTIVITY DESCRIPTOR


76

INSURANCE (cont.)

Watchhouse Insurance policy documents, including renewals and associated correspondence for watchhouses.


LEASING Leases Records relating to leasing of premises, including land special leases, licences, tenancy and permissive occupancy agreements, contracts, agreements and conditions, documents of investigations and negotiations relating to leased premises.

Temporary PM/LEA/1 Retain for 7 years after lease expires.

LEASING-OUT Records relating to leasing-out of premises or establishments. Temporary PM/LEO/2 Retain for 7 years after lease expires. Records relating to conservation issues such as restoration, preservation, protection and maintenance relating to Aboriginal and Torres Strait Islander sites of significance.

Permanent PM/MAI/1 Retain permanently.

Records relating to the conservation of places and structures: of historical significance listed in the Heritage



Permanent PM/MAI/2 Retain permanently.

Routine correspondence relating to cleaning arrangements. Temporary PM/MAI/3 Retain for 2 years after last action. Records relating to major repairs and maintenance, which affect the structure of the building.

Temporary PM/MAI/4 Retain for 5 years after disposal, vacation or transfer of premises.

Minor repairs and routine maintenance, including grounds and utilities maintenance.

Temporary PM/MAI/5 Retain for 2 years after last action.

Records relating to alterations not affecting the structure of the building.

Temporary PM/MAI/6 Retain for 5 years after completion of renovation.

MAINTENANCE

Pest Control Records relating to pest control maintenance. Temporary PM/MAI/7 Retain for 7 years after last action. MEETINGS Records relating to meetings. See Keyword STRATEGIC MANAGEMENT.

Records relating to outsourcing of premises. Temporary PM/OUS/1 Retain for 7years after last action. Address Lists Records relating to address lists of clients. Temporary PM/OUS/2 Retain until superseded. Cleaning Records relating to cleaning contractors. Temporary PM/OUS/3 Retain for 7 years after last action. Consultants Records relating to consultants. Temporary PM/OUS/4 Retain for 7 years after last action. Contractors Records relating to contractors. Temporary PM/OUS/5 Retain for 7 years after last action. Defaults Records relating to defaults of outsourcing agreements. Temporary PM/OUS/6 Retain for 7 years after last action.

OUTSOURCING

Fees Records relating to outsourcing fees. Temporary PM/OUS/7 Retain for 7 years after last action. Proposed establishment of police stations. Permanent PM/PLA/1 Retain permanently. PLANNING

Disabled Access Records relating to the planning of disabled access. Temporary PM/PLA/3 Retain for 5 years after disposal of property or expiration of lease.



ACTIVITY DESCRIPTOR


77

Electrical Testing Records relating to electrical tagging and testing programs. Temporary PM/PGM/1 Retain for 7 years after last action. PROGRAMS Research & Development

Records relating to research and development programs. Temporary PM/PGM/2 Retain for 7 years after last action.

Office Facilities Records relating to construction, fit-out and refurbishment projects.

Temporary PM/PRM/1 Retain for 7 years after last action. PROJECT MANAGEMENT

Watch House Records relating to construction, fit-out and refurbishment projects.

Temporary PM/PRM/2 Retain for 7 years after last action.


Records relating to the relocations of police establishments. Permanent PM/REL/1 Retain permanently. RELOCATIONS

Police Stations Records relating to the relocation of police stations. Permanent PM/REL/2 Retain permanently. Proposals Records relating to the reporting on proposals for police

establishments. Temporary PM/REP/1 Retain for 3 years after last action.

Surveys conducted by QPS of client’s satisfaction and needs, including arrangements for the collection, collation and distribution of relevant information.

Temporary PM/REP/2 Retain for 5 years after last action.

REPORTING Surveys


Temporary PM/REP/3 Retain for 2 years after last action.

Records relating to arrangements for fire safety and other emergency services, including records relating to fire & warden training, safety certification, maintenance, renovations and access to water supplies.

Temporary PM/SEC/1 Retain for 2 years after arrangements have been superseded.

Records relating to routine security arrangements, including issuing and registration of security passes, security reports, access, etc.

Temporary PM/SEC/2 Retain for 2 years after arrangements have been superseded.

Records relating to procedures and instructions for the control and administration of physical security.

Temporary PM/SEC/3 Retain for 7 years after last action.

Records relating to security of personnel and premises. Temporary PM/SEC/4 Retain for 7 years after last action. Records relating to investigations of, and reports on, general security and security-related matters.


Records relating to investigations of security breaches. Temporary PM/SEC/6 Retain for 7 years after last action.

Records relating to arrangements for the provision of safes, security vaults and other security-related stores and equipment.


Access Records relating to arrangements for security access. Temporary PM/SEC/8 Retain for 2 years after last action. Alarms Records relating to arrangements re security access to alarms. Temporary PM/SEC/9 Retain for 7 years after last action. Business Hours Records relating to security access in business hours. Temporary PM/SEC/10 Retain for 2 years after last action.

SECURITY

Clearances (security)

Records relating to security clearances. Temporary PM/SEC/11 Retain for 2 years after last action.


ACTIVITY DESCRIPTOR


78

Closed Circuit Television (CCTV)

Records relating to close circuit television security devices. Temporary PM/SEC/12 Retain for 6 months after completion of tape before reuse or disposal. Retain tapes required for investigations for 12 months after finalization of investigative process or court proceedings or appeals processes, whichever is the later.

Disabled Access Records relating to security of disabled access areas. Temporary PM/SEC/13 Retain for 6 months after completion of tape before reuse or disposal. Retain tapes required for investigations for 12 months after finalization of investigative process or court proceedings or appeals processes, whichever is the later.

Fire Escapes Records relating to security of fire escapes. Temporary PM/SEC/14 Retain for 6 months after completion of tape before reuse or disposal. Retain tapes required for investigations for 12 months after finalization of investigative process or court proceedings or appeals processes, whichever is the later.

Grounds Records relating to security of grounds. Temporary PM/SEC/15 Retain for 6 months after completion of tape before reuse or disposal. Retain tapes required for investigations for 12 months after finalization of investigative process or court proceedings or appeals processes, whichever is the later.

Keying Control Systems

Records relating to security access of keying control systems. Temporary PM/SEC/16 Retain for 7 years after last action.

Keys Records relating to security of keys. Temporary PM/SEC/17 Retain for 7 years after last action. Loading Docks Records relating to security of loading docks. Temporary PM/SEC/18 Retain for 7 years after last action. Office Facilities Records relating to security of office facilities. Temporary PM/SEC/19 Retain for 2 years after last action. Passes Records relating to security passes. Temporary PM/SEC/20 Retain for 2 years after last action. Police Establishments

Records relating to security of police establishments. Temporary PM/SEC/21 Retain for 2 years after last action.

Police Stations Records relating to security of police stations. Temporary PM/SEC/22 Retain for 2 years after last action. Residential Facilities

Records relating to security of residential facilities. Temporary PM/SEC/23 Retain for 2 years after last action.

Site Signage Records relating to the security signage. Temporary PM/SEC/24 Retain for 2 years after last action.

SECURITY (cont.)

Thefts Records relating to security and thefts. Temporary PM/SEC/25 Retain for 2 years after last action.


ACTIVITY DESCRIPTOR


79


Records relating to the breaches of security. Temporary PM/SEC/26 Retain for 6 months after completion of tape before reuse or disposal. Retain tapes required for investigations for 12 months after finalization of investigative process or court proceedings or appeals processes, whichever is the later.

Vandalism Records relating to breaches of security. Temporary PM/SEC/27 Retain for 6 months after completion of tape before reuse or disposal. Retain tapes required for investigations for 12 months after finalization of investigative process or court proceedings or appeals processes, whichever is the later.

SECURITY (cont.)

Watchhouse Records relating to watchhouse security. Temporary PM/SEC/28 Retain for 6 months after completion of tape before reuse or disposal. Retain tapes required for investigations for 12 months after finalization of investigative process or court proceedings or appeals processes, whichever is the later.

TENDERING See Keyword PURCHASING & SUPPLY. Records relating to the short-term use of building space and land, including arrangements for accommodation for conferences and meetings, vehicle parking, allocation of office space.

Temporary PM/USA/1 Retain for 1 year from date of last action.

Records relating to residential houses allocated to personnel, including records relating to tenancy and vacation of residential housing and correspondence relating to rent and maintenance.

Temporary PM/USA/2 Retain for 1 year after last action.

If housing is subsidised, and Fringe Benefit Tax applies. Temporary PM/USA/3 Retain for 5 years from end of last financial year.

Records relating to requests from other agencies for temporary use of QPS premises.

Temporary PM/USA/4 Retain for 2 years after last action.

Facilities Records relating to the use of QPS facilities. Temporary PM/USA/5 Retain for 1 year after last action. Garages Records relating to the use of QPS garages. Temporary PM/USA/6 Retain for 1 year after last action.

USAGE

Parking Records relating to the use of QPS parking facilities. Temporary PM/USA/7 Retain for 1 year after last action.

Queensland Police Service Retention & Disposal Schedule Keyword – Professional Responsibility (PR)

ACTIVITY DESCRIPTOR


80

COMMITTEES See Keyword STRATEGIC MANAGEMENT. Records relating to complaints and investigations against Police resulting in no disciplinary action pursuant to sections 10, 11 or 12 of the Police Service (Discipline) Regulation – No other special considerations, e.g. Death in Custody.

Temporary PR/CPL/1 Retain for 17 years after last action.

Records relating to complaints and investigations against Police resulting in disciplinary action pursuant to sections 10, 11 or 12 of the Police Service (Discipline) Regulation or stand down or suspension from duty of the member.


Records relating to complaints and investigations against Police resulting in criminal charges or official misconduct pursuant to the Criminal Justices Act.

Permanent PR/CPL/3 Retain permanently.

Records relating to complaints and investigations against Police otherwise resulting in dismissal or demotion of the member.

Permanent PR/CPL/4 Retain permanently.

Records relating to complaints and investigations against Service employees, not being a Police Officer, resulting in no disciplinary or managerial action - No other special considerations (eg Death in Custody).


Records relating to complaints and investigations against Service employees, not being a Police Officer, which results in managerial action.


Records relating to complaints and investigations against Service employees, not being a Police Officer, resulting in criminal charges or official misconduct pursuant to the Crime and Misconduct Act.

Temporary PR/CPL/7 Retain for 70 years from date of birth or 7 years from date of separation, whichever is later.

Records relating to complaints and investigations against Service employees, not being a Sworn Member, resulting in dismissal, demotion, suspension or other disciplinary action.

Temporary PR/CPL/8 Retain for 70 years from date of birth or 7 years from date of separation, whichever is later.

COMPLAINTS

Regional, District, Station or Establishment copies. Temporary PR/CPL/9 Retain for 2 years after last action. DISCIPLINE Records relating to discipline resulting in rescission of

appointment. Documents created when a disciplinary process has been initiated, such as summary sheets, interview records, investigation notes or assessments, personal statements and final reports and the outcome is rescission of appointment.

Permanent/Temporary

PR/DSC/1 Retain for 70 years from date of birth or 7 years from date of separation, whichever is later.

Queensland Police Service Retention & Disposal Schedule Keyword – Professional Responsibility (PR)

ACTIVITY DESCRIPTOR


81

Records relating to discipline resulting in action other than rescission of appointment. Documents created when a disciplinary process has been initiated, such as summary sheets, interview records, investigation notes or assessments, personal statements and final reports and the outcome is action other than rescission of appointment. Documentation of outcome only (no summary or synopsis), to be placed on the employee’s personnel file.


PR/DSC/2 Retain for 70 years from date of birth or 7 years from date of separation, whichever is later.

DISCIPLINE (cont.)

Offences Records relating to criminal charges & convictions. Temporary PR/DSC/3 Retain for 17 years after original conviction or any subsequent related misconduct or criminal conviction, whichever is later.

Records relating to inspections carried out throughout the QPS with a view to identifying best practice and supporting members of the Service in the administration and operational management of commands, districts and establishments.

Temporary PR/INS/1 Retain for 75 years after last action. INSPECTIONS

Reports Reports of inspections carried out throughout the QPS with a view to identifying best practice and supporting members of the Service in the administration and operational management of commands, districts and establishments.

Temporary PR/INS/2 Retain for 75 years after last action.



Records relating to public interest disclosures made under the Whistleblowers Protection Act 1994 which are unfounded or unproved after necessary action has been taken.

Temporary PR/INV/1 Retain for 3 years after last action. Disclosures

Records relating to public interest disclosures made under the Whistleblowers Protection Act 1994 which are proven.

Permanent PR/INV/2 Retain permanently.

Records relating to significant events investigated pursuant to Section 1.4.6 of the Operational Procedures Manual where further action is required.

Temporary PR/INV/3 Retain as per investigation file.

Records relating to significant events investigated pursuant to Section 1.4.6 of the Operational Procedures Manual where such incident resulted in death or serious injury.

Permanent PR/INV/4 Retain permanently.

Any record tendered to a Commission of Inquiry. Permanent PR/INV/5 Retain permanently.

INVESTIGATIONS

Significant Events

Records relating to significant events investigated pursuant to Section 1.4.6 of the Operational Procedures Manual where no further action is required.

Temporary PR/INV/6 Retain for 7 years after last action.


Queensland Police Service Retention & Disposal Schedule Keyword – Property (PP)

ACTIVITY DESCRIPTOR


82

Claims Register. Temporary PP/CLC/1 Retain for 7 years after last action. CLAIMS CONTROL

Claims records and associated correspondence. Temporary PP/CLC/2 Retain for 7 years after last action.

Lost and Found Property. Temporary PP/DIP/1 Retain for 2 years from date of disposal of property or financial year to which the record relates.

Auctions Records relating to auctions of property. Temporary PP/DIP/2 Retain for 5 years after last action. Drugs Records relating to disposal of drugs. Temporary PP/DIP/3 Retain for 5 years after last action. Indemnity Receipts

Records of indemnity receipts. Temporary PP/DIP/4 Retain for 5 years after last action.

DISPOSAL

Relinquishing Orders

Records of relinquishing orders. Temporary PP/DIP/5 Retain for 5 years after last action.

INSPECTIONS Records relating to inspection of property in the custody of the Queensland Police Service.

Temporary PP/INS/1 Retain for 30 years after last action then review.


Document Register

Registers of documents. Temporary PP/REG/1 Retain for 5 years after last action.

Drug Exhibit Register

Registers of drug exhibits. Temporary PP/REG/2 Retain for 5 years after last action.

Exhibit Register Registers of exhibits. Temporary PP/REG/3 Retain for 5 years after last action. Holding Yard (Vehicle) Register

Registers of holding yard vehicle. Temporary PP/REG/4 Retain for 5 years after last action.

Lost & Found Property Register

Registers of lost & found property. Temporary PP/REG/5 Retain for 5 years after last action.

REGISTRATION

Property Register Registers of property. Temporary PP/REG/6 Retain for 5 years after last action.

Queensland Police Service Retention & Disposal Schedule Keyword – Publication (PU)

ACTIVITY DESCRIPTOR


83

ACQUISITION See Keyword PURCHASING & SUPPLY. CORPORATE STYLE

QPS style manuals. Temporary PU/COS/1 Retain until superseded.

Records relating to the distribution of QPS publications, including inventories.

Temporary PU/DST/1 Retain for 5 years after last action.

Distribution circulars. Temporary PU/DST/2 Retain for 1 year after last action.

Other State and Territory Government Gazettes (Regional, District, Station or Establishment copy).

Temporary PU/DST/3 Retain until administrative use ceases.

Regional, District, Station or Establishment copy. Temporary PU/DST/4 Retain for 1 year after cancellation. Commissioner’s Circulars Procedures Unit copy. Permanent PU/DST/5 Retain permanently. Commonwealth Gazette

Regional, District, Station or Establishment copy. Temporary PU/DST/6 Retain until administrative use ceases.

Regional, District, Station or Establishment copy. Temporary PU/DST/7 Retain for 5 years after last action. Crime Circulars Police Information Centre copy. Agency

Permanent PU/DST/8 Centre to retain permanently.

Police Library copy. Agency Permanent

PU/DST/9 Library to retain permanently.


Police Gazette (Includes Photo Supplement)

Police Museum copy. Agency Permanent

PU/DST/11 Museum to retain permanently.


Qld Government Gazette

Police Library copy. Agency Permanent

PU/DST/13 Library to retain permanently.

Regional, District, Station or Establishment copy. Temporary PU/DST/14 Retain for 5 years after last action. Special Circulars Police Information Centre copy. Agency


Regional, District, Station or Establishment copy. Temporary PU/DST/16 Retain for 5 years after last action. Ten Most Wanted List Police Information Centre copy. Agency


DISTRIBUTION

Weekly Wanted List

Publication of weekly wanted lists. Temporary PU/DST/18 Retain for 2 years after last action.

Records relating to the drafting of QPS publications. Temporary PU/DRA/1 Retain for 2 years after last action. DRAFTING Annual Report Annual report working papers/ drafts. Temporary PU/DRA/2 Retain for 2 years after last action.


ACTIVITY DESCRIPTOR


84



Records relating to arrangements for the design, production, storage and distribution of promotional material, including brochures, flyers and posters.

Temporary PU/MAR/1 Retain for 2 years after last action. MARKETING

Promotional Films or Videos of QPS (master and one copy). Temporary PU/MAR/2 Retain for 10 years after last action. POLICY See Keyword STRATEGIC MANAGEMENT. PROCEDURES See Keyword STRATEGIC MANAGEMENT.

Publications of QPS, material published to the general public, including Annual Report.

Permanent PU/PRD/1 One copy to be deposited with the State Library of Queensland, one copy to be deposited with the Parliamentary Library in accordance with section 68 of the Libraries Act 1988; and one copy to be deposited with the National Library of Australia in accordance with the Copyright Act 1968.

Master copies of significant articles about QPS contributed to journals, magazines, newspapers, etc.

Temporary PU/PRD/2 Retain for 10 years after last action.

Regional, District, Station or Establishment copy. Temporary PU/PRD/3 Retain until administrative use ceases.

Internal QPS publications. Temporary PU/PRD/4 Retain for 5 years after last action. Records relating to arrangements for design, art work, printing, copying, binding and similar, including file copies of relevant quotes and orders, etc.

Temporary PU/PRD/5 Retain for 5 years after last action.

Galley proofs, bromides, camera-ready copies, minor art work, mock-ups, etc.

Temporary PU/PRD/6 Retain until administrative use ceases.

Records relating to the development of the Code of Conduct. Temporary PU/PRD/7 Retain for 7 years after last action. Code of Conduct Copies of the Code of Conduct. Temporary PU/PRD/8 Retain until superseded. Regional, District, Station or Establishment copy. Temporary PU/PRD/9 Retain until administrative use

ceases. Police Bulletin

Media Unit Copy. Agency Permanent

PU/PRD/10 Media Unit to retain permanently.

Regional, District, Station or Establishment copy. Temporary PU/PRD/11 Retain until administrative use ceases.

PRODUCTION

Vedette

Media Unit Copy. Agency Permanent

PU/PRD/12 Media Unit to retain permanently.

REPORTING Surveys Surveys conducted by QPS of clients’ satisfaction and needs, including arrangements for the collection, collation and distribution of relevant information.

Temporary PU/REP/1 Retain for 5 years after last action.


ACTIVITY DESCRIPTOR


85

REPORTING (cont.)

Surveys (cont.)


Temporary PU/REP/2 Retain for 2 years after last action.


Queensland Police Service Retention & Disposal Schedule Keyword – Purchasing & Supply (PS)

ACTIVITY DESCRIPTOR


86

Records relating to the acquisition of stores, including requisitions, delivery dockets.

Temporary PS/ACQ/1 Retain for 2 years after last action.

Copies of official orders other than those copies used to substantiate payments or for unperformed contracts.

Temporary PS/ACQ/2 Retain for 5 years after last action.

ACQUISITION

Stationery Stores and Stationery files. Temporary PS/ACQ/3 Retain for 2 years after last action. DISPOSAL Records relating to the disposal of stores, including records of

exchange, sale, loan or otherwise disposed. Temporary PS/DIP/1 Retain for 5 years after last action.

DISTRIBUTION Records relating to the distribution of stores within an organisation, including requisitions, and records of issue.

Temporary PS/DST/1 Retain for 2 years after last action.

INVENTORY MANAGEMENT

Records relating to inventory management. Temporary PS/IMA/1 Retain for 3 years from end of last financial year.

POLICY See Keyword STRATEGIC MANAGEMENT. PROCEDURES See Keyword STRATEGIC MANAGEMENT. STOCKTAKE Records relating to stocktake, including stock control records

and stocktake report. Temporary PS/STO/1 Retain for 3 years from end of

financial year. TENDERING Contracts Records relating to contracts and supporting documentation. Temporary PS/TEN/1 Retain for 7 years after last action.

Expressions of Interest

Records relating to Expressions of Interest. Temporary PS/TEN/2 Retain for 2 years after closing date of Expression of Interest.

Request for Information (RFI)

Records relating to Request For Information for tenders available through the QPS.

Temporary PS/TEN/3 Retain for 2 years after closing date of offer.

Request for Tender (RFT)

Records relating to Request for Tender. Temporary PS/TEN/4 Retain for 2 years after last action.

Records relating to successful tenders for major, or controversial, QPS and government projects.

Permanent PS/TEN/5 Retain permanently. To be reviewed by QSA prior to transfer.

Records relating to other successful tenders. Temporary PS/TEN/6 Retain for the same period as the relevant contract.

Records relating to unsuccessful tenders. Temporary PS/TEN/7 Retain for 2 years after last action.

Standing Offer Arrangements (SOA)

Records relating to the Standing Offer Arrangements with external suppliers and the QPS.

Temporary PS/TEN/8 Retain for 2 years after relevant arrangement expires.

Receipt of Stores Records relating to receipt of stores. Temporary PS/WAR/1 Retain for 2 years from end of financial year.

WAREHOUSING

Storage Records relating to storage of goods. Temporary PS/WAR/2 Retain for 2 years from end of financial year.

Queensland Police Service Retention & Disposal Schedule Keyword – Quality Management

ACTIVITY DESCRIPTOR


87

AUDIT Quality audit reports. Temporary QM/AUD/1 Retain for 3 years after audit then destroy.

Records relating to quality management as described in the Australian Standards 9000 series.

Temporary QM/CET/1 Retain for 3 years after last action. CERTIFICATION

Quality Manual. Temporary QM/CET/2 Retain for 3 years after superseded. Surveys conducted by QPS of clients’ satisfaction and needs, including arrangements for the collection, collation and distribution of relevant information.

Temporary QM/CUS/1 Retain for 5 years after last action. CUSTOMER SERVICE

Surveys


Temporary QM/CUS/2 Retain for 2 years after last action.


Queensland Police Service Retention & Disposal Schedule Keyword – Records Management (RM)

ACTIVITY DESCRIPTOR


88

ACQUISITION See Keyword PURCHASING & SUPPLY.

CONFERENCES See Keyword STRATEGIC MANAGEMENT. Master control records maintained at the principal registry in any format, including:

Registers of inwards/outwards correspondence; Register of files; Indexes (name, nominal, precedent, subject, key word

or index heading, etc.); Movement cards; Electronic records etc. – recording the ultimate disposal

of files.

Permanent RM/COL/1 Retain permanently.

Secondary control, processing and reference records maintained in either a hard copy or an electronic format, including:

chronological series of duplicated inwards or outwards correspondence, cables, telexes, teleprints, facsimiles, etc. maintained for ease of reference;

file transit and requisition advice; resubmit books, cards and diaries; file movement cards (not showing the ultimate

disposal of files); file census sheets; reference or control records maintained at sub-

registries or other elements etc. of QPS, eg branches, sections, outposted staff, etc.

Temporary RM/COL/2 Retain until administrative use ceases.

Records relating to arrangements relating to records management, including the development of local policies and procedures, comments on QPS or State Archives proposals, etc.

Temporary RM/COL/3 Retain for 5 years after last action.

Records relating to the withdrawal or return of records from State Archives or other records storage providers.


CONTROL

Mail processing records including: Registers of, and receipts for registered, certified and

hand-delivered mail and messages, excluding registers of inwards and outwards correspondence and receipts for classified material;

Postage stamp or franking machine registers or remittance books, etc.



Temporary RM/CUS/1 Retain for 5 years after last action. CUSTOMER SERVICE

Surveys


Temporary RM/CUS/2 Retain for 2 years after last action.

Queensland Police Service Retention & Disposal Schedule Keyword – Records Management (RM)

ACTIVITY DESCRIPTOR


89

Records Transfer Proposals/Lists, (Transfer proposals, transfer lists and receipts for files/documents transferred to State Archives or to another agency or organisation, as a consequence of a change in administrative arrangements or functions).

Agency Permanent

RM/DIP/1 QPS to retain permanently. DISPOSAL

Master set of records relating to routine disposal matters including:

QPS specific disposal authorities issued by State Archives;

transfer records and receipts for records transferred to State Archives;

records of record destruction, including notification of destruction issued by State Archives.

Agency Permanent

RM/DIP/2 QPS to retain permanently.

FORMS MANAGEMENT

Forms Design Records documenting the development of QPS forms. Temporary RM/FOM/1 Retain for 10 years, then review.

QPS disaster recovery plan and procedures. Temporary RM/PLA/1 Retain until superseded. PLANNING

Disaster Recovery Plan Records relating to the development and implementation of QPS

disaster recovery plan. Temporary RM/PLA/2 Retain for 3 years after last action.



Temporary RM/REP/1 Retain for 5 years after last action. REPORTING

Surveys


Temporary RM/REP/2 Retain for 2 years after last action.

RISK MANAGEMENT

Vital Records Legal documents, including: Contracts; Contractor’s security files; Investment Certificates; Lease Arrangements.

Temporary RM/RIM/1 Retain for 7 years after last action, provided that there is no continuing legal value of the documents registered.

Records relating to arrangements involving security measures for sensitive records.

Temporary RM/SEC/1 Retain for 5 years after last action.

Registers of classified or sensitive records and related correspondence.


Registers of, and receipts for, classified or confidential files, correspondence or safe-hand material, including access registers and destruction certificates for classified material.


SECURITY

Records relating to arrangements for the provision of safes, security vaults, security equipment and off site storage for vital records.


STANDARDS Records relating to the implementation of industry and agency standards to support the information management function.

Temporary RM/STA/1 Retain for 5 years after last action.

Queensland Police Service Retention & Disposal Schedule Keyword – Recruitment & Selection (RC)

ACTIVITY DESCRIPTOR


90

ADVERTISING Records relating to advertisements for staff member and police positions.

Temporary RC/ADS/1 Retain for 2 years after last action.

Consolidated record of appointee transfer and promotion records (master records generated by either electronic or manual systems, including details of rank/classification of level/position attained; and effective date).

Temporary RC/APP/1 Retain for 70 years from date of birth or 7 years from date of separation, whichever is later.

Electronic format backup master records (maintained as a safeguard in case of accidental loss of master records).

Temporary RC/APP/2 Retain until administrative use ceases.

Records relating to Senior Executive Service/Police Assistant Commissioner and above, including position descriptions, applications, panel recommendations, vetting reports and ancillary documents.

Permanent RC/APP/3 Retain permanently.

Records relating to non-Senior Executive Service and below Police Assistant Commissioner level advertised positions, including applications, panel recommendations, vetting reports and ancillary documents.

Temporary RC/APP/4 Retain for 2 years from date of appointment or finalisation of review/ appeal, whichever is later.

Records relating to results of skill and aptitude tests, trade, exams or assessments conducted to certify competency of staff, e.g. results of Police Officer applicant psychological assessment tests – successful applicants.


RC/APP/5 Retain as for Personnel files.

Records relating to the removal or storage of household furniture and personal effects of employees, and relocation of employees when funded by QPS.

Temporary RC/APP/6 Retain for 5 years after last action.

A&TSI Development Officers

Records relating to the appointment of ATSI Development Officers.


Retain as per RC/APP/1, RC/APP/2 or RC/APP/3, RC/APP/4, RC/APP/5 or RC/APP/6: whichever is applicable.

Aboriginal Community Liaison Officers

Records relating to the appointment of Aboriginal Community Liaison Officers.


Retain as per RC/APP/1, RC/APP/2 or RC/APP/3, RC/APP/4, RC/APP/5 or RC/APP/6: whichever is applicable

Applications Successful applications, excluding interview reports and associated records.


To be placed on police officer/staff member’s personnel file and retained as for Personnel files. (Applies to RC/VAC/4)

APPOINTMENTS

Chaplains Records relating to the appointment of Chaplains. Permanent/ Temporary



ACTIVITY DESCRIPTOR


91

Child Witness Liaison Officers

Records relating to the appointment of Child Witness Liaison Officers.



Cross Cultural Liaison Officers

Records relating to the appointment of Cross Cultural Liaison Officers.



Indigenous Career Development Officers

Records relating to the appointment of Indigenous Career Development Officers.



Interpreters Records relating to the appointment of Interpreters. Permanent/ Temporary


Police Liaison Officers

Records relating to the appointment of Police Liaison Officers. Permanent/ Temporary


Police Officers Records relating to the appointment of Police Officers. Permanent/ Temporary


Police Recruits Records relating to the appointment of Police Recruits. Permanent/ Temporary


Secondments Records relating to the secondment of staff, including Police seconded to the National Crime Authority (NCA), Criminal Justice Commission (CJC) and the Crime Misconduct Commission (CMC).

Temporary RC/APP/7 Retain for 10 years after last action.

Special Constables Records relating to the appointment of Special Constables. Permanent/ Temporary


APPOINTMENTS (cont.)

Staff Members Records relating to the appointment of Staff Members. Permanent/ Temporary



ACTIVITY DESCRIPTOR


92

COMMITTEES See Keyword STRATEGIC MANAGEMENT. CRIMINAL HISTORY CHECKS

Staff Members Records relating to criminal history/integrity checks conducted on nominees for QPS employment.

Temporary RC/CHC/1 Retain for 2 years from date of appointment or finalisation of review/appeal, whichever is later.

ENQUIRIES Employment enquiries received for positions not advertised. Temporary RC/ENQ/1 Retain until administrative use ceases.


Employment schemes, including work experience, vacation and voluntary employment and special employment schemes.

Temporary RC/PGM/1 Retain for 2 years after last action. PROGRAMS

Careers information, e.g. routine correspondence, employment directories).

Temporary RC/PGM/2 Retain until reference ceases.

TRANSFERS Police Officers Records relating to transfer of police officers. Temporary/ Permanent

RC/TRS/1 To be placed on police officer personnel file and retained as for Personnel files.

Unsuccessful applications for positions as police recruits. Temporary RC/VAC/1 Retain for 1 year after last action. Applications Unsuccessful applications for vacant staff member and police positions.

Temporary RC/VAC/2 Retain for 1 year after appointment or finalisation of review/appeal.

VACANCIES

Position Descriptions

Copy for advertisement. Temporary RC/VAC/3 Retain for 1 year after advertising of position.

Vetting of officers. Temporary RC/VET/1 Retain for 2 years after appointment or finalisation of review/appeal.

Assessment Centres

Assessment Centre rough documentation/notes. In cases where a grievance results, retain as for grievance records.

Temporary RC/VET/2 Retain for 6 months from end of review period.

Records relating to results of Police Officer applicant psychological assessment tests – for unsuccessful applicants.

Temporary RC/VET/3 Retain for 7 years after last action.

VETTING

Assessments

Police officer applicant psychological assessment test papers and supporting documentation.

Temporary RC/VET/4 Retain for 1 year after last action.

Queensland Police Service Retention & Disposal Schedule Keyword – Road Safety (RS)

ACTIVITY DESCRIPTOR


93

COMMITTEES See Keyword STRATEGIC MANAGEMENT. COMPLAINTS Traffic Complaints, General Matters, e.g. letters complaining of

speeding, noise, etc. Temporary RS/CPL/1 Retain for 2 years after last action.

CONFERENCES See Keyword STRATEGIC MANAGEMENT.

Show cause. Temporary RS/INF/1 Retain for 5 years after last action. Bicycle Offence Notices (BON)

Records relating to bicycle offence notices. Temporary RS/INF/2 Retain for 10 years after last action.

Roadworthiness Offences

Records relating to roadworthiness offences. Temporary RS/INF/3 Retain for 10 years after last action.

INFRINGEMENTS

Traffic Infringement Notices (TIN)

Records relating to traffic infringement notices: Infringement Notice; Permit to Drive (Recently Expired Driver Licence); Permit to Move Unregistered Vehicle.

Temporary RS/INF/4 Retain for 10 years after last action.

Driving & Traffic Offences

Records relating to Driving & Traffic Offences, including correspondence and subsequent reports regarding complaints about being issued infringement notice and investigations into:

dangerous operation of a vehicle; driving without due care and attention; driving whilst disqualified or restricted; driving whilst unlicensed; interfering with the mechanism of a motor vehicle; traffic offences (including TON and TIN); registration/Motor Accident; insurance offences; road regulatory offences.

Temporary RS/INV/1 Retain for 10 years after last action.

Driving Causing Death

Records relating to investigations of driving causing death offences.

Permanent RS/INV/2 Retain permanently.

Driving Under Influence Alcohol/ Drugs – Injury

Records relating to driving under the influence of alcohol/drugs causing injury, including drink driving, Failure to Provide Specimen of Breath or Blood.


INVESTIGATIONS

Driving Under Influence Alcohol/ Drugs-Non-Injury

Records relating to driving under the influence of alcohol/drugs non-injury, including drink-driving Failure to Provide Specimen of Breath or Blood.


LICENSING Driver’s Licence Driver’s Licence, including applications. Temporary RS/LIC/1 Retain for 10 years after last action.

Processions/Demonstrations (applications to hold procession/ road closure, street collections, other issues relevant to event, copy of final permit etc).


RS/PER/1 Retain for 1 year after date of last action. *Major Incidents are records of historical significance and a selection of records should be retained permanently.

PERMITS

Applications Applications to fit Sirens/Flashing lights to vehicles. Temporary RS/PER/2 Retain for 7 years after last action.

Queensland Police Service Retention & Disposal Schedule Keyword – Road Safety (RS)

ACTIVITY DESCRIPTOR


94


Records relating to the procedures and preventative measures concerning site safety planning of operations and events, e.g. RBT and speed detection device sites, community events etc.

Non-Injury Temporary RS/RIM/1 Retain for 1 year after last action. Injury Temporary RS/RIM/2 Retain for 10 years after last action.

RISK MANAGEMENT

Site Safety Planning

Death Permanent RS/RIM/3 Retain permanently. Fatal Records relating to fatal traffic incidents. Permanent RS/TRI/1 Retain permanently. Injuries Records relating to traffic accident injuries. Temporary RS/TRI/2 Retain for 10 years after last action. Non-Injuries Records relating to traffic accidents with no injuries. Temporary RS/TRI/3 Retain for 3 years after last action.

Traffic Camera Offence Photographs, including Red Light and Speed Cameras. Master negatives. Temporary RS/TRI/4 Retain for 5 years after incident

except in cases when the photograph is required for use in yet to be finalised court proceedings or appeals processes.

TRAFFIC INCIDENTS

Traffic Cameras

Other, including prints and copies. Temporary RS/TRI/5 Retain until administrative use ceases.

Queensland Police Service Retention & Disposal Schedule Keyword – Strategic Management (SM)

ACTIVITY DESCRIPTOR


95

ACQUISITION See Keyword PURCHASING & SUPPLY. Audits that lead to major changes in policies, systems or procedures of the QPS.

Permanent SM/AUD/1 Retain permanently. AUDIT

Records relating to other minor audits of functions and activities. Temporary SM/AUD/2 Retain for 10 years after last action. QPS Committees

Master records relating to QPS committees/management groups formed to determine and manage strategic and functional policy, implement major QPS programs, etc., including agendas, minutes, related papers and membership.

Permanent SM/COT/1 Retain permanently.

Master records of minor QPS committees formed for operational purposes, including membership.

Temporary SM/COT/2 Retain for 5 years after committee has ceased.

Master records relating to organisation of and administrative arrangements for committees convened by QPS.

Temporary SM/COT/3 Retain for 5 years after the committee has ceased.

Draft copies of agendas, minutes and proceedings. Temporary SM/COT/4 Retain for 2 years after last action. Station/Establishment copy. Temporary SM/COT/5 Retain until administrative use

ceases. External Committees

Master set of records of major external or inter-agency committees/management groups for which QPS provides Secretariat support and in which QPS has significant input including agendas, minutes and related papers.

Permanent SM/COT/6 Retain permanently.

Master records of administrative arrangements for external committee meetings.

Temporary SM/COT/7 Retain for 2 years after last action.

Master records relating to QPS involvement in external committees where QPS does not provide significant input, including agendas, minutes and related papers, records of establishment, etc.

Temporary SM/COT/8 Retain for 2 years after last action.

Station/Establishment copies. Temporary SM/COT/9 Retain until administrative use ceases.

External Advisory Bodies Master records including correspondence, agendas, minutes and related papers of external advisory bodies, which relate to, and have an impact on, QPS operations.

Temporary SM/COT/10 Retain for 30 years after last action then review.

COMMITTEES

Station/Establishment copy. Temporary SM/COT/11 Retain until administrative use ceases.

Master records relating to conferences conducted by QPS, including programs, proceedings, speeches, papers, summaries, etc.: Events of major significance;

Permanent SM/COF/1 Retain permanently.

CONFERENCES

Minor events. Temporary SM/COF/2 Retain for 10 years after last action.


ACTIVITY DESCRIPTOR


96

Master records relating to publicity, arrangements and follow-up action for conferences, seminars and workshops conducted or coordinated by QPS.

Temporary SM/COF/3 Retain for 5 years after last action.

Master records relating to administrative arrangements for conferences, seminars and workshops convened by other agencies or organisations.

Temporary SM/COF/4 Retain for 2 years after action completed.

Station/Establishment copy. Temporary SM/COF/5 Retain until administrative use ceases.

Records relating to acceptances for attendance at conferences, seminars or workshops conducted by other agencies or organisations.

Temporary SM/COF/6 Retain until administrative use ceases.

Acceptances

Records relating to acceptances for attendance at conferences, seminars or workshops conducted by QPS.


Records relating to arrangements for attendance at conferences, seminars or workshops conducted by other agencies or organisations, including the provision of speakers, follow-up of contacts and administrative assistance.


Master records relating to conferences, seminars and workshops conducted by QPS, including attendance or contact lists, etc.: Events of major significance; Temporary SM/COF/9 Retain for 10 years after last action. Minor events. Temporary SM/COF/10 Retain for 2 years after last action.

Attendance

Station/Establishment copy. Temporary SM/COF/11 Retain until administrative use ceases.

Records relating to invitations, publicity material, copies or summaries of papers to be presented, etc. relating to seminars and workshops conducted by other agencies or organisations.

Temporary SM/COF/12 Retain until administrative use ceases.

CONFERENCES (cont.)

Invitations

Records relating to invitations to conferences, seminars or workshops conducted by QPS.


Delegations of authority to Commissioner. Permanent SM/COG/1 Retain permanently. Master Handbook of Delegations and Authorities issued by the Commissioner, or issued by any other authority and directed to a member or members of the Service, maintained by the Executive Manager, Office of the Commissioner and contains the originals of all delegations and authorities.

Temporary SM/COG/2 Retain for 5 years after last action.

Other copies of the Handbook of Delegations. Temporary SM/COG/3 Retain until superseded. Records relating to the issue of routine financial delegations. Temporary SM/COG/4 Retain for 3 years after last action.

CORPORATE GOVERNANCE

Delegations (authority)

Records relating to the issue of extraordinary financial delegations.

Temporary SM/COG/5 Retain for 5 years after last action.


ACTIVITY DESCRIPTOR


97

Records relating to activities regarding Queensland Police Service awareness of, and initiatives in, various cultures.

Temporary SM/CCA/1 Retain for 10 years after last action.

A&TSI Development Officers

Records relating to activities regarding Queensland Police Service awareness of ATSI Development Officers.


Aboriginal Community Liaison Officers

Records relating to activities regarding Queensland Police Service awareness of Aboriginal Community Liaison Officers.


Cross Cultural Liaison Officers

Records relating to activities related to the Queensland Police Service awareness of Cross Cultural Liaison Officers.


Indigenous Career Development Officers

Records relating to activities regarding Queensland Police Service awareness of Indigenous Career Development Officers.


CROSS CULTURAL AWARENESS

Police Liaison Officers

Records relating to cross-cultural awareness policies. Permanent SM/CCA/6 Retain permanently.

EVALUATION Records relating to program evaluation. Temporary SM/EVA/1 Retain for 7 years after last action. INTELLECTUAL PROPERTY

Copyright See Keyword LIBRARY SERVICES.

Records relating to joint ventures of major significance. Permanent SM/JOV/1 Retain permanently. JOINT VENTURES

Records relating to other joint ventures. Temporary SM/JOV/2 Retain for 7 years after last action. Records relating to proposals for new legislation and amendments to existing legislation administered by QPS, including Acts, Regulations and Ordinances, together with records of consultations and discussions, explanatory notes, drafts, submissions and supporting documentation.

Permanent SM/LEG/1 Retain permanently. LEGISLATION

Working papers for Minister’s second reading speech, explanatory memorandum, etc.

Permanent SM/LEG/2 Retain permanently.

MEETINGS Minutes Staff meetings. Temporary SM/MEE/1 Retain for 5 years after last action. Records relating to privatisation, transfer of assets, responsibilities of records.

Permanent SM/PLA/1 Retain permanently.

Business plan for QPS commercialisation. Temporary SM/PLA/2 Retain for 10 years after last action. Business development opportunities – under consideration by QPS.

Temporary SM/PLA/3 Retain for 10 years after last action.

Development of operational plans. Temporary SM/PLA/4 Retain for 3 years after last action. Corporate/Strategic Plans. Permanent SM/PLA/5 Retain permanently.

PLANNING

Corporate Plan Records relating to the development of Corporate/Strategic plans.

Temporary SM/PLA/6 Retain for 3 years after last action.


ACTIVITY DESCRIPTOR


98

Master records relating to the implementation of government wide policies concerning major programs and initiatives, such as Anti-discrimination, Freedom of Information, Judicial Review, Equal Employment Opportunity, Corporatisation, Privatisation, Performance Planning and Review, Waste Management, Environment, etc.

Temporary SM/POL/1 Retain for 10 years after last action.

Master records relating to the implementation of practices and procedures based on standards.


Master records relating to formulation of policy about the core functional activities of the QPS, and policies for implementation across Government.

Permanent SM/POL/3 Retain permanently.

Master records relating to formulation of QPS policy about the non-functional, or administrative activities of QPS, such as risk management, records management, asset management, human resource management, benchmarking, fleet management, etc.


Master set of instructions or circulars related to QPS policy matters.

Permanent SM/POL/5 Retain permanently.

POLICY

Station/establishment copy. Temporary SM/POL/6 Retain until administrative use ceases.

Original operation procedures related to the administration of core functions including: Operation Procedure Manuals (OPMs); Standing Orders (Sos).

Permanent SM/PRO/1 Retain permanently.

Station/establishment copy. Temporary SM/PRO/2 Retain until administrative use ceases.

Master records relating to guidelines regarding the administration of core functions.

Permanent SM/PRO/3 Retain permanently. Guidelines

Station/establishment copy. Temporary SM/PRO/4 Retain until administrative use ceases.

Original operation procedures relating to the administration of core functions including: Standing Operating Procedures (SOPs).

Permanent SM/PRO/5 Retain permanently.

PROCEDURES

Standing Operating Procedures (SOPs)

Station/establishment copies. Temporary SM/PRO/6 Retain until administrative use ceases.

PROGRAMS Records relating to the development of programs. Temporary SM/PGM/1 Retain for 3 years after last action. RISK MANAGEMENT

Records relating to the identification of risk. Temporary SM/RIM/1 Retain for 7 years after last action.

Records related to the development of standards issued by QPS for internal use.

Temporary SM/STA/1 Retain for 10 years after last action. STANDARDS

Records related to the development of internal standards for major core functional activities.

Temporary SM/STA/2 Retain for 20 years after last action.

Queensland Police Service Retention & Disposal Schedule Keyword – Weapons Control (WC)

ACTIVITY DESCRIPTOR


99

AUDIT Licensed Dealers and Theatrical Ordnance Suppliers annual return.

Temporary WC/AUD/1 Retain for 10 years after last action.


Records relating to investigations for the possession of unlicensed concealable and other firearms.

Temporary WC/INV/1 Retain for 25 years after last action.

Records relating to investigations for the possession/use of bombs.

Permanent WC/INV/2 Retain permanently.

Records relating to investigations for the possession/use of dangerous article.


INVESTIGATIONS Possession/Use

Records relating to investigations for the possession/use under the Weapons Act offences.



ACTIVITY DESCRIPTOR


100

LICENSING Files containing application forms, proof of identity forms and related correspondence for licenses, including:

Firearms, concealable; Security Guard; Security Organisation; Firearms Licence (Instructor); Collector Heirloom; Collector Weapons; Dealers; Minors; Miscellaneous Firearms Licence (Group); Theatrical Ordnance Suppliers; Blankfire; and Armourer’s Licences.

Files containing application forms and related correspondence for Replacement Licence/Replacement Permit to Acquire. Files containing application forms and related correspondence for Licensee notifying of change in particulars, e.g. address/ name. Files containing application forms and related correspondence for Application for Licence Renewal. Files containing application forms and related correspondence for Receipt for Surrendered Weapons. Files containing application forms and related correspondence for Conduct of Arms Fairs. Files containing application forms and related correspondence for Exemption. Files containing application forms and related correspondence for Shooting Club Permits. Files containing application forms and related correspondence for Approved Ranges. Files containing application forms and related correspondence for Approval to Conduct a Shooting Gallery. Files containing application forms and related correspondence for Complaints to Ground a Search Warrant. Files containing application forms and related correspondence for Search Warrants.

Temporary WC/LIC/1 Retain microfilmed records for 75 years after microfilming. Retain paper originals for 3 months after microfilming and validation by Weapons Licensing Branch.


ACTIVITY DESCRIPTOR


101

Files containing application forms and related correspondence for Permits to Acquire. Files containing application forms and related correspondence for Proof of Identity. Files containing application forms and related correspondence for Certificates of Rendering Inoperable.


Files containing application forms and related correspondence for Prohibition Orders. Files containing application forms and related correspondence for Suspension or Revocation Notice (Rejected And Revoked Licence Applications).


Lists of financial and un-financial members of licensed shooting clubs (annual).

Temporary WC/LIC/4 Retain for 5 years after last action.

Returns – Interstate advice of weapons transfers. Temporary WC/LIC/5 Retain for 2 years after last action.

LICENSING (cont.)

Records relating to the compensation paid to individuals for weapons surrendered as part of gun buyback schemes including Firearms Compensation and Acceptance Notices (SF303) and Notices of Surrender (Form 35).

Temporary WC/LIC/6 Retain for 7 years from date of last action.


ACTIVITY DESCRIPTOR


102


Weapon History Card Index. Permanent WC/REG/1 Retain Permanently. Weapons Register – Armourer. Temporary WC/REG/2 Retain for 7 years from date of last

entry in register. Collectors Register. Temporary WC/REG/3 Retain for 7 years from date of last

entry in register. Theatrical Ordnance Register. Temporary WC/REG/4 Retain for 7 years from date of last

entry in register. Government Service Entity Register. Temporary WC/REG/5 Retain for 30 years from date of last

entry in register. Government Service Entity Employee Register. Temporary WC/REG/6 Retain for 7 years from date of last

entry in register. Register of Acquisitions and Disposal (Dealer’s Register). Temporary WC/REG/7 Retain for 30 years from date of last

entry in register. Dealers’ Returns – QP300A’s and QP300B’s. Temporary WC/REG/8 Retain for 30 years from date of last

action. Notice of Acquisition/Sale /Transfer of Weapons. Temporary WC/REG/9 Retain for 30 years from date of last

entry in register. Security Guard Register. Temporary WC/REG/10 Retain for 7 years from date of last

entry in register. Security Organisations Register. Temporary WC/REG/11 Retain for 7 years from date of last

entry in register.

REGISTRATION

Visitors’ Licence/Import Permit Register. Temporary WC/REG/12 Retain for 2 years from date of last action.

Permit to purchase list (daily). Temporary WC/REP/1 Retain for 2 years from date of report.

Authorisation of endorsement issue run (daily). Temporary WC/REP/2 Retain for 5 years from date of report.

Authorisation of licence card issue. Temporary WC/REP/3 Retain for 5 years from date of report.

Licence Renewal Reminder (weekly). Temporary WC/REP/4 Retain for 2 years from date of report.

Reject Letter Print (weekly). Temporary WC/REP/5 Retain for 7 years from date of report.

Expired Licence Report (daily). Temporary WC/REP/6 Retain for 2 years from date of report.

REPORTING

Licence withdrawal Report (weekly). Temporary WC/REP/7 Retain for 7 years from date of report.


ACTIVITY DESCRIPTOR


103

Print Permit To Acquire Reject/Fail/withdrawal Letter. Temporary WC/REP/8 Retain for 2 years from date of report.

REPORTING (cont.)

Print Permit To Acquire Expired (weekly). Temporary WC/REP/9 Retain for 2 years from date of report.


Queensland Police Service Retention & Disposal Schedule Non-Records

104

DESCRIPTION OF RECORDS STATUS DISPOSAL ACTION Non-Records Non-records (ephemeral documents) are items of short-term temporary informational value. They should not be incorporated into the record-keeping system.

They include: Desk calendars and office diaries where no entries pertaining to work activities have been recorded; Temporary Retain until administrative use has ceased. Duplicate copies of records, documents, circulars, forms, computer messages, etc.; Temporary Retain until administrative use has ceased. Facsimile Machine Activity Reports; Temporary Retain until administrative use has ceased. Information material including price and lists of suppliers, catalogues, etc.; Temporary Retain until administrative use has ceased. Reference sets of directories, address and contact lists, including directories and lists produced by QPS,

other agencies and organisations or suppliers; Temporary Retain until administrative use has ceased.

Rough drafts of reports, correspondence, routine or rough calculations not circulated to other staff in QPS and of which a final draft has been produced and which becomes the record of QPS;

Temporary Retain until administrative use has ceased.

Routine correspondence including requests for information, promotional material, etc.; Temporary Retain until administrative use has ceased. Spreadsheets, which have no further value once the work to which it contributed, has been completed, ie.

No continuing value for administration or research; Temporary Retain until administrative use has ceased.

Superseded manuals and instructions, except for a master set which includes superseded portions; Temporary Retain until administrative use has ceased. Telephone message slips when the message does not relate to the business functions of QPS; Temporary Retain until administrative use has ceased. Training brochures; Temporary Retain until administrative use has ceased. Transitory messages of minor importance, the sole purpose of which was to provide information of

temporary, short-term value or information already recorded and available in an acceptable medium, ie. Paper-based or electronic – elsewhere in QPS;

Temporary Retain until administrative use has ceased.

Unsolicited letters seeking employment, or which offer goods or services to QPS. Temporary Retain until administrative use has ceased.

105

In addition to those series marked for permanent retention in the schedule, records containing any of the following criteria are to be retained permanently and transferred to Queensland State Archives:

Files dealing with aboriginal matters.

Files that have been marked for permanent retention by officers of the Queensland Police Service.

Files, including complaint files, that have become the subject of inquiries such as the Fitzgerald Inquiry, Police Complaints Tribunal, etc.

or where police have been dismissed or demoted in rank.

Files where the matter has resulted in the death of a person.

Files where the matter has resulted in damage or loss greater than $500,000 and the previous equivalent financial values:

1948/49 - £17 500 1970/71 - $ 90 000 1955/56 - £30 000 1975/76 - $150 000 1960/61 - £35 000 1980/81 - $245 000 1965/66 - $35 000 1985/86 - $370 000

Files where the matter is of major significance to the particular city, town or locality.

Files where the matter has resulted in damage or loss of property listed by the National Trust, the National Estate or the Cultural Heritage Branch of the Queensland Department of Environment and Heritage.

Files where the matter has resulted in damage or loss of vehicles e.g. planes, trains, cars, which have historical value.

Files where the matter has involved well-known public figures e.g. politicians, senior public servants, sports people etc.

Files where the matter has resulted in the damage or loss of major vehicles e.g. railway accidents, plane crashes etc.

Files that contain Solicitor General and Crown Solicitor opinions that affect QPS policy or procedures.

Any items dating from before 1920 may be of historical interest and must be appraised by State Archives prior to destruction.

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Text Box

Licence URL: http://creativecommons.org/licenses/by/4.0/legalcode Please give attribution to: © State of Queensland (Queensland Police Service) 2016