General Disposal Authority 4 - General Administration: Corporate Administration

General Administration: Corporate Administration

No.

Function/ Activity/ Description

Examples of records

Disposal Action

1.0.0

CORPORATE MANAGEMENT

 

 

 

The application of broad systematic planning to define the corporate mission and determine methods of university operation. Includes the evaluation of strategies for service delivery and development of directions for future operations. Includes the amendment of legislation that provides the legislative basis for the university.

 

 

1.1.0

Audit

 

 

1.1.1

Records relating to major audits resulting in substantial changes to university policy or in which substantial management changes are recommended

 

Required asUniversity archives.

1.1.2

Records relating to other audits of functions or operations

Auditor's Section

Retain for 6 years, thendestroy

1.2.0

Circulars

 

 

1.2.1

Master copies of circulars created by university relating to policy matters

 

Retain until reference ceases then transfer asUniversity archives.

1.2.2

Duplicate copies of circulars

 

Retain until reference ceases, thendestroy

1.2.3

Circulars received from other organisations relating to policy matters

 

Retain until reference ceases, thendestroy

1.2.1

Government Directives

Directives forwarded by Government Departments, the Higher Education Authority or other agencies with the power to issue directives

 

Retain until superseded, then destroy

1.2.5

Memorandum 
Including Government memoranda, such as  Ministerial Memoranda, relating to policy matters

 

Retain until reference ceases, thendestroy

1.3.0

Conferences

 

 

1.3.1

University conferences 
Conferences organised by university. Records of proceedings and reports. Papers presented by university representatives to conferences

Conference proceedings

Retain for 10 years then transfer asUniversity archives.

1.3.2

Records of arrangements, programs, publicity and transport arrangements, bookings, transcripts, accommodation and catering

 

Retain for 2 years, thendestroy

1.3.3

Other agency conferences 
Conferences other than those organised by the university
Papers presented by university representatives to conferences

Addresses

Conference proceedings reports

Retain for 5 years, thendestroy

1.3.4

Records of conferences arranged by other agencies, including attendance arrangements, travel, accommodation, proceedings and publicity

 

Retain for 2 years, thendestroy

1.4.0

Contracting

Activities involved in arranging, procuring and managing the performance of work or the provision of services by an external contractor or consultant, or by using external bureau services. 
(See General Disposal Authority 7: General Administration: Legal Administration, 2.0.0)

 

 

1.4.1

Agreements

Records relating to the establishment, maintenance, review and negotiation of agreements relating to the provision of goods and services
(See General Disposal Authority 7: General Administration: Legal Administration, 2.1.0)

 

Retain for 7 years from expiry of the agreement, then destroy

1.4.2

Routine correspondence

(See General Disposal Authority 7: General Administration: Legal Administration, 4.3.2)

 

Retain for 2 years, thendestroy

1.4.3

Contractors and consultants

Records relating to the hiring and use of contractors and consultants, and suppliers, quotations, contracts payment and accounting records, summaries of consultant evaluations
(See General Disposal Authority 7: General Administration: Legal Administration, 2.2.0 and 3.3.0)

 

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

1.4.4

Records of contractors, suppliers and consultants used, negotiations, variations, schedules and other correspondence
(See General Disposal Authority 7: General Administration: Legal Administration, 3.3.0)

Suppliers register

Retain for 7 years, thendestroy

1.4.5

Contracts under seal and supporting documentation

Contracts register

Legal documents register

Retain for 12 years after all contract conditions have been satisfied, then destroy

1.4.6

All other contracts and supporting documentation

 

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

1.4.7

Routine correspondence

 

Retain for 2 years, thendestroy

1.5.0

University Meetings

(See General Disposal Authority 9: General Administration: University Governance, 1.1.0)

 

 

1.5.1

Tracking

Systems used for the tracking of action taken on issues in university minutes of meetings, including appointments, meeting arrangements

Diary tracking

Bring forwards

Resubmits

Retain until reference ceases, thendestroy or retain for 2 years thendestroy, whichever is the longer

1.6.0

Establishment

Records relating to establishing and changing the organisational structure and reviewing positions

 

 

1.6.1

Organisational Structure

Records relating to: 
The allocation of responsibilities
Reviews and restructures affecting major functional sections of the university or the university as a whole

Organisation charts

Retain until superseded, then transfer master copies asUniversity archives

1.6.2

Organisational Structure

Records relating to: 
The evaluation of structures reflecting minor changes to the university's structure
Only particular sections of the university
Investigation and establishment of service units

Organisation charts

Retain for 5 years, thendestroy

1.6.3

Business Units

Records relating to the allocation of responsibilities and reporting relationships between positions within business units

 

Retain for 10 years after superseded, then destroy

1.7.0

Guidelines

Principles put forward to set standards, to operate services, to provide access requirements or determine a course of action. Includes guidelines devised by both internal and external sources of authority, rules and instructions.

 

 

1.7.1

Master copy of guidelines

See also Procedures and Standards

Best practice guidelines

Retain until superseded, then destroy

1.7.2

Records relating to formulation and implementation of guidelines

 

Retain for 10 years, thendestroy

1.8.0

Legislation

 

 

1.8.1

Records relating to formal consultation and university submissions on draft legislation, amendments and review of legislation concerning the operations and functions of the university, such as theUniversities Act (1997) and regulations

Submissions to the Minister 
Reports 
University papers
Any other papers containing substantial input from the university

Retain until reference ceases then transfer asUniversity archives.

1.8.2

Records relating to regulations issued by the university

Draft regulations and amendments 
Submissions to university
Reports 
University papers
Any other papers containing substantial input from the university

Retain until reference ceases then transfer asUniversity archives.

1.8.3

Records of routine or minor response from university on legislation, regulations

 

Retain for 10 years, thendestroy

1.9.0

Meetings

Includes all internal and external committees, taskforces, working parties and other groups, both internal and external

(See also General Disposal Authority 9: University Governance, Committees, 3.0.0)

 

 

1.9.1

External Meetings, including committees

Records of external and inter-university committees where university provides the secretariat, including establishment and appointment of members

(See also General Disposal Authority 9: University Governance, Committees, 3.0.0)

 

Retain until reference ceases then transfer asUniversity archives.

1.9.2

Records of meeting arrangements, travel, accommodation and bookings for external meetings

Travel arrangements

Bookings

Retain for 2 years, thendestroy

1.9.3

Records of external and inter-university committees where university does not provide the secretariat.

(See also General Disposal Authority 9: University Governance, Committees, 3.0.0)

 

Retain for 5 years, thendestroy

1.9.4

Internal Meetings, including committees

Records of internal committees on issues of policy, planning, strategic and corporate management

(See also General Disposal Authority 9: University Governance, Committees, 3.0.0)

 

Retain until reference ceases and then transfer asUniversity archives.

1.9.5

Records of internal committees relating to operations

(See also General Disposal Authority 9: University Governance, Committees, 3.0.0)

 

Retain for 20 years, thendestroy

1.9.6

Records of facilitative, informative and internal administrative meetings

(See also Disposal Authority Governance)

Minutes of staff meetings

Retain for 2 years, thendestroy

1.9.7

Records of meeting arrangements, travel, accommodation and bookings for internal meetings

 

Retain for 2 years, thendestroy

1.9.8

Community consultation committees

Records of community consultation committee meetings and meetings where university seeks input and negotiates with experts or community representatives, including plans for conducting the consultation process

(See also General Disposal Authority 9: University Governance, Committees, 3.0.0)

Agendas
Minutes
Briefing papers
Meeting transcripts

Retain until reference ceases then transfer asUniversity archives.

1.9.9

Records of informal, ad hoc meetings and community consultation

 

Retain for 5 years, thendestroy

1.9.10

Records relating to operational matters that arise from committee work, such as correspondence

(See also General Disposal Authority 9: University Governance, Committees, 3.0.0)

 

 

1.10.0

Performance Management

 

 

1.10.1

Records relating to the implementation of performance management and review in the university

Continuous improvement plans 
Service level agreements

Retain for 10 years, thendestroy

1.11.0

Planning

 

 

1.11.1

High level planning documents, i.e. strategic planning; management plans, business and operational plans.

Action plans 
Final drafts strategic plan.
Business plans
Individual departmental management plans
Corporate management plans
Services plans
Strategy plans

Retain until reference ceases then transfer asUniversity archives.

1.11.2

Community Consultation

Records of community liaison as part of the planning process

 

Retain for 5 years, thendestroy

1.11.3

Records relating to arrangements, schedules, response plans for the City Development Plan, National Development Plan etc.

 

Retain for 10 years, thendestroy

1.12.0

Policy  (including precedent matters)

 

 

1.12.1

Records of decisions, determinations and precedents that establish university strategic and corporate management policies, major business and high level operational policies, including register of policies recording establishment and replacement of policies

Register of delegated authority decisions

Register of policies

Retain until reference ceases then transfer asUniversity archives.

1.12.2

Records of the development of administrative and operational policy, including decisions and determinations

Administrative policies

Retain for 10 years after superseded, then destroy

1.12.3

Records of working papers documenting the development of all policies, including drafts

 

Retain for 2 years, thendestroy

1.13.0

Procedures

 

 

1.13.1

Records relating to the formulation and implementation of procedures, i.e. Health and Safety, FOI etc.

 

Retain for 5 years after action completed, then destroy

1.13.2

Master copy of procedure manuals

Procedure manuals

Retain for 2 years after superseded, then destroy

1.13.3

Duplicate copies of procedure manuals

 

Retain until superseded, then destroy

1.13.4

Circulars created by the agency relating to procedures

 

Retain until superseded, then destroy

1.14.0

Reporting

 

 

1.14.1

Annual Report

See INFORMATION MANAGEMENT - Publications for the drafting and publication of the annual report

 

 

1.14.2

Register of returns disclosing interests of university governors and designated persons under the Ethics in Public Office Act

 

Required asUniversity archives. Retain for 7 years after superseded or University governor has left office

1.14.3

Statutory Reporting

Final versions of statutory reports as required under significant statutory reporting requirements, such as: The Universities Act (1997).

 

Retain until reference ceases then transfer asUniversity archives.

1.14.4

Final versions of periodic and ad hoc reports for other external bodies

 

Retain for 10 years, thendestroy

1.14.5

Final versions of periodic and ad hoc internal reports

 

Retain for 10 years, thendestroy

1.14.6

Records used to produce reports, including working papers, drafts, comments

 

Retain for 2 years, thendestroy

1.14.7

Responses to internal and external surveys and other methods of data collection for reports

Surveys 
Questionnaires

Retain for 5 years, thendestroy

1.15.0

Reviewing

 

 

1.15.1

Significant cases

Record of major reviews of university's management and operations that recommend major or significant reforms

Reports 
Reviews of services

Retain until reference ceases then transfer asUniversity archives.

1.15.2

All other cases

Records of reviews of services or business units to assess effectiveness and recommend improvements

 

Retain for 5 years, thendestroy

1.16.0

Standards

 

 

1.16.1

University standards

Records relating to the development and implementation of university standards on issues under university jurisdiction

 

Retain until reference ceases then transfer as Required asUniversity archives.

1.16.2

Other agencies

Standards set by other agencies and observed by university

 

Retain until superseded, then destroy

1.17.0

Tendering

The establishment and management of the competitive arrangement process. Includes contracts outside the compulsory competitive tendering process.

(See also General Disposal Authority 7, General Administration: Legal Administration, 3.4.0)

 

 

1.17.1

Routine enquiries and arrangements for the advertising of tenders

 

Retain for 2 years, thendestroy

1.17.2

Evaluation Records of tender evaluation, including meeting records and summary of all tenders. Includes controversial or challenged unsuccessful tenders

Expressions of interest

Quotations

Retain for 6 years, thendestroy

1.17.3

Successful tenders - precedent cases

Documents provided in response to a call for tenders. Tender documents relating to projects of major local impact, construction of landmark structures or matters of major public interest or controversy

Specifications 
Quotations 
Plans 
Drawings

Retain until reference ceases then transfer asUniversity archives.

1.17.4

Successful tenders - all other cases

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

Specifications 
Quotations 
Plans 
Drawings

Required asUniversity Archives

1.17.5

Records of all other unsuccessful tenders

 

Retain for 2 years. If all action is completed, then destroy

1.17.6

Register

Summaries of contracts

 

Retain for 12 years after all action on last entry is completed, then destroy

1.17.7

Summaries of tenders submitted

 

Retain for 6 years, thendestroy

1.17.8

Copies of tender specifications produced by the university for distribution

 

Retain until reference ceases, thendestroy

 

2.0.0

PROPERTIES AND ESTATES MANAGEMENT

 

 

 

The acquisition, development, maintenance, use and disposal of all land, facilities and premises owned, leased or otherwise occupied by university.

See Corporate Management for: 
Audit 
Contracting 
Meetings
Policy 
Procedures 
Standards 
Tendering

 

 

2.1.0

Access

 

 

2.1.1

Records relating the requirements for provision of access and facilities for people with a disability

 

Retain for 5 years, thendestroy

2.2.0

Acquisition and Disposal

 

 

2.2.1

Records relating to the major acquisition of large or significant proportions of properties.

Deeds 
Leases 
Agreements

Required asUniversity archives.

2.2.2

All other cases of acquisitions

Records relating to the acquisition of land by university.

Applications 
Consents
Correspondence
Negotiations

Retain for 10 years, thendestroy

2.2.3

Records relating to acquisitions which are not proceeded with.

Notices to owners 
Correspondence

Retain for 7 years, thendestroy

2.2.4

All other cases of acquisition

Records relating to the acquisition of properties, accommodation and buildings by university for university purposes.

Correspondence
Agreements
Leases
Feasibility studies
Market analyses
Legal opinions
Contractual arrangements
Determination of sale price

Retain until reference ceases then transfer asUniversity Archives

2.2.5

Title deeds of properties owned by the university, including easements and acquisitions.

Title deeds

When in University ownership retain asUniversity Archives If premises are disposed of title deeds should be transferred to the new owner

2.2.6

Records relating to leasing premises or reserves by university

Applications 
Leases
Contracts
Agreements
Amendments

Retain for 7 years after expiry of lease, thendestroy

2.2.7

Records relating to the evaluations and negotiations of acquisition by university of premises belonging to another party by purchase or leasing.

Leases

Retain for 7 years, thendestroy

2.2.9

Records of acquisition, development, sale and disposal of university owned land. Project management and reporting records on issues of valuation, future planning, market analysis and pricing.

 

Retain for 10 years after disposal, thendestroy

2.2.10

Records of project administration for university land development and sales, including routine inquiries, liaison with retailers, marketing methods

 

Retain for 2 years, thendestroy

2.3.0

Design and Construction

 

 

 

Records relating to buildings and structures including, alterations, major repairs and structural changes, installation of fire detection/fighting equipment, whether made by University or by others.

 

 

2.3.1

Records relating to buildings and structures - historical and significant buildings

Local, state or national significance including those registered by Cork City Council as protected structures

Which are of major public interest

Which have received architectural or design awards

Specifications 
Plans and drawings, maps
Building approvals
Inspection reports
Conservation management plan

Retain until reference ceases then transfer asUniversity archives.

2.3.2

For all other buildings and structures

 

Retain for lifetime of the structure or 7 years after disposal/ transfer of the building, thendestroy

2.4.0

Maintenance

 

 

 

Records relating to maintenance of buildings and structures including gardens and perimeter fencing.

 

 

2.4.1

Records relating to major maintenance, conservation work and fit-outs within buildings and structures

Of local, state or national significance including those registered by the Cork City Council as protected structures

Which have received architectural or design awards

Conservation management plan 
Specifications and plans, drawings

Required asUniversity archives. Retain for 10 years

2.4.2

Records relating to major maintenance work and fit-outs within all other buildings and structures.

 

Retain for 7 years, thendestroy

2.4.3

Records relating to requests and arrangements for routine maintenance and cleaning work on all buildings, land or easements including:

Weed and pest control programs not involving the use of chemicals or herbicides

Services for cleaning of amenities

Office cleaning/cleaning of remote facilities

 

Retain for 2 years, thendestroy

2.4.4

Records of environmental monitoring, i.e. water quality testing and air conditioning monitoring

 

Retain for 1 year, thendestroy

2.5.0

Planning

 

 

2.5.1

Records of accommodation planning

 

Retain for 5 years, thendestroy

2.6.0

Programmes

 

 

2.6.1

Records relating to procedures and implementation of programmes, such as:

Energy efficiency management

Conservation

 

Retain for 2 years, thendestroy

2.7.0

Registration

 

 

2.7.1

Property registers

 

Required asUniversity archives.

2.7.2

Acquisitions register or other summary record of acquisitions

 

Required asUniversity archives.

2.7.3

Register of leases for reserves

 

Required asUniversity archives.

2.7.4

Assets registers

 

Retain for 7 years after item/ structure is disposed of or demolished, then destroy

2.8.0

Reporting

 

 

2.8.1

Summary records and periodic reports on university property maintenance, usage, etc.

Damage, fire reports

Retain for 5 years, thendestroy

2.9.0

Security

 

 

2.9.1

Records of security arrangements, security procedures and security incidents, access records, distribution of security keys

 

Retain for 7 years, thendestroy

2.9.2

Records of daily security operations; lists of keys issued; lists of authorised persons; staff instructions

 

Retain until superseded, then destroy

2.9.3

Security of university property

Surveillance records not resulting in prosecutions that target high risk areas for criminal activity, including video/visual surveillance recordings, photographs, digital images

 

Retain in accordance with university requirements, then destroy

2.9.4

Security of university property

Surveillance records resulting in prosecutions, that target high risk areas for criminal activity, including video/visual surveillance recordings, photographs, digital images

 

 

2.10.0

University Design

 

 

2.10.1

Records relating to the development of precincts and public spaces to create aesthetically pleasing environments. Includes planning for public art initiatives, such as sculptures, paving, fountains etc.

Proposals 
Reports 
Correspondence

Required asUniversity archives.

2.10.2

Records relating to minor initiatives

Proposals 
Reports
Correspondence

Retain for 10 years, thendestroy

2.11.0

Usage

 

 

2.11.1

Records of leasing of university facilities for commercial enterprises or residences, such as: 
Houses
Halls and meeting rooms
University facilities, sporting and cultural centres, playing fields

Leases 
Bookings

Retain for 7 years after expiry of lease, thendestroy

2.11.3

Records relating to the hire of university facilities and buildings for sporting and other community purposes, including bookings, fees and conditions

 

Retain for 2 years, thendestroy

2.11.4

Records relating to property management, vacancies, tenants listings

 

Retain for 2 years, thendestroy

2.12.0

Valuations

 

 

2.12.1

Records of valuations on university properties

 

Retain until superseded, then destroy

 

3.0.0

QUALITY EVALUATION AND MANAGMENT

 

 

 

The functions associated with the planning, monitoring and evaluation of services provided by the organisation.

 

 

3.1.0

Standards

 

 

3.1.1

Records of reviews and recommendations on benchmarking and evaluation of university services, including reports by the Quality Promotion Scheme

Reports, Submissions, Reviews

Retain the 2 most recent reviews, thendestroy

3.1.2

Final copies of Quality Promotion Reports set out standards of service

 

Retain until superseded, thendestroy

3.1.3

Records relating to the setting and implementing of organisational benchmarks for services and evaluation of alternative delivery modes, including surveys

 

Retain for 5 years, thendestroy

3.1.4

Records relating to the setting of service standards for university staff and related services

 

Retain for 2 years, thendestroy

3.1.5

Records of reviews and returns of university service provision

 

Retain for 10 years, thendestroy

3.2.0

Ombudsman - Internal

 

 

3.2.1

Records relating to the establishment, objectives and operation of internal review services

 

Retain for 20 years, thendestroy

3.2.2

Records relating to individual claims and settlements

 

Retain for 2 years, thendestroy

 

Office of Corporate and Legal Affairs

Oifig um Ghnóthaí Corparáideacha agus Dlíthiúla

1 st Floor, East Wing, Main Quadrangle,

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