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Public health services administrative records (GDA21)
Health protection
12.0.0 Health protection
The function of controlling, monitoring and alleviating environmental and other factors which may affect public health. This includes all core public health functions of environmental health and food safety, including tobacco control and water safety and the monitoring and surveillance of outbreaks of disease and infections.
12.1.0 Advice
The activities associated with offering opinions by or to the organisation as to an action or judgement.
No | Classes of records | Disposal Action |
|---|---|---|
12.1.1 | Records relating to the organisation's input into assessments of and advice to Councils, Sydney Water etc re building and development proposals and water supplies etc | Retain minimum of 10 years after action completed, then destroy |
12.1.2 | Records relating to the organisation’s input into the development of regulations, industry standards etc impacting on environmental and public health matters | Retain minimum of 10 years after action completed, then destroy |
12.2.0 Agreements
Processes associated with the establishment, maintenance, review and negotiation of agreements or contracts.
| No | Classes of records | Disposal Action |
|---|---|---|
12.2.1 | Records relating to agreements/partnerships with local councils, water corporations/boards and other organisations for the provision of public health services such as inspection or licensing services. This includes records of correspondence with external agencies. | Retain minimum of 7 years after the expiry of the agreement, then destroy |
12.3.0 Audits
The process of checking activities are compliant with regulatory requirements, standards or guidelines or that records accurately record the actions, processes and events as required.
| No | Classes of records | Disposal Action |
|---|---|---|
12.3.1 | Records relating to audits of compliance/inspection activities carried out by local government or third parties | Retain minimum of 10 years after last action, then destroy |
12.4.0 Breaches
Activities associated with the issue of notices or warnings for failure to comply with or breaches of standards, Acts or regulations.
See General Retention and Disposal Authority – Administrative Records Legal services for records relating to prosecutions for breaches of public health regulations.
| No | Classes of records | Disposal Action |
|---|---|---|
12.4.1 | Records relating to the handling of possible instances of non compliance and the issue of notices or warnings concerning breaches of or non compliance with public and environmental health or food safety regulations and standards | Retain minimum of 10 years after action completed, then destroy |
12.5.0 Complaints
Handling of complaints received concerning environmental and other public health issues.
| No | Classes of records | Disposal Action |
|---|---|---|
12.5.1 | Records relating to the management of complaints received e.g., Registers detailing nature of complaint, action taken, referrals and completion dates. | Retain minimum of 10 years after action completed, then destroy |
12.6.0 Enquiries
The handling of queries or information requests concerning public health matters.
| No | Classes of records | Disposal Action |
|---|---|---|
12.6.1 | Records relating to enquiries concerning instances or possible instances of notifiable or non-notifiable diseases | Retain minimum of 7 years after last action, then destroy |
12.7.0 Immunisation
Activities associated with the provision or conduct of immunisation clinics or programs. This includes records of vaccination supply, approvals for certain vaccines, reports, follow up of overdue vaccinations.
See General Retention and Disposal Authority – Public Health Services: Patient/Client records for records relating to individual patients/clients.
| No | Classes of records | Disposal Action |
|---|---|---|
12.7.1 | Records relating to the general operation and administration of immunisation programs. This includes records of follow up, supply stock and approvals. | Retain minimum of 5 years after last action, then destroy |
12.8.0 Incidents
Activities associated with the management and handling of incidents or disasters eg contamination, pollution, food poisoning or food safety incidents or hazardous incidents involving chemical spills.
| No | Classes of records | Disposal Action |
|---|---|---|
12.8.1 | Records relating to the management and handling of significant or high impact hazardous incidents. This includes records of reports or investigations concerning the incident. | Required as State archives |
12.8.2 | Records relating to the management and handling of other incidents | Retain minimum of 10 years after action completed, then destroy |
12.9.0 Inspections
Activities associated with the conduct of official inspections of facilities, premises or venues etc and related monitoring activities to ensure compliance with regulations, standards etc.
| No | Classes of records | Disposal Action |
|---|---|---|
12.9.1 | Records relating to the routine inspection of premises etc to ensure appropriate standards and practices are consistently observed. This includes records of notices of entry, health surveyors diaries, field books etc and records relating to the monitoring and inspection of retailers to test compliance with Tobacco sale regulations | Retain minimum of 7 years after action completed, then destroy |
12.9.2 | Records relating to sampling and analysis to ensure compliance with health standards. This includes records of requests for samples, analysis certificates and certifications, action summary sheets and records relating to appeals on findings of analysis. | Retain minimum of 7 years after action completed, then destroy |
12.9.3 | Records relating to recruitment of volunteers to assist with monitoring Tobacco retailers | Retain minimum of 3 years after action completed, then destroy |
12.9.4 | Registers and records of seizures | Retain minimum of 10 years after last action, then destroy |
12.10.0 Investigations
Activities associated with investigations into outbreaks of communicable diseases. This includes records of activities carried out for the purposes of the investigation eg meetings, inspections, surveys etc and reports relating to the outcomes of the investigation.
| No | Classes of records | Disposal Action |
|---|---|---|
| 12.10.1 | Records relating to the investigation of an outbreak of infectious or communicable diseases attracting significant public controversy or media attention or that result in significant changes to policies, procedures or regulations | Required as State archives |
| 12.10.2 | Records relating to other investigations or investigations resulting in minor changes to practices | Retain minimum of 10 years after last action, then destroy |
12.11.0 Notification and surveillance
Activities associated with monitoring instances of specific diseases.
See General Retention and Disposal Authority – Public Health Services: Patient/Client records for records relating to the notification of notifiable diseases, including adverse immunisation outcomes.
| No | Classes of records | Disposal Action |
|---|---|---|
12.11.1 | Records relating to follow up activities in response to a notification. This includes records of contact tracing data, risk assessment forms and correspondence with GP’s etc. | Retain minimum of 7 years after last action, then destroy |
12.11.2 | Summary or database records created to assist the monitoring of instances and locations of outbreaks | Retain until no longer required for administrative or reference purposes, then destroy |
12.12.0 Planning
The process of formulating ways in which objectives can be achieved. Includes determination of services, needs and solutions to meet those needs.
See Corporate management – Planning for final versions of other strategic, business unit or service.
| No | Classes of records | Disposal Action |
|---|---|---|
12.12.1 | Work plans and strategic plans developed in consultation with local government or other agencies | Retain minimum of 7 years after superseded, then destroy |
12.13.0 Reporting
The provision of a formal response to a situation or request or as a requirement concerning aspects of the organisation’s responsibilities, performance or activities.
| No | Classes of records | Disposal Action |
|---|---|---|
12.13.1 | Records of reports submitted to the Department of Health concerning health protection activities | Retain minimum of 5 years after action completed, then destroy |