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Public health services administrative records (GDA21)
Corporate support services
6.0.0 Corporate support services
Management of general administrative, housekeeping and supply services such as linen supply, cleaning and food production services etc, supporting the day to day operations of a hospital or health facility
See Equipment (medical) for the maintenance of medical equipment and biomedical engineering services.
See Property management for building maintenance and waste management.
See Commercial activities for records relating to the provision of these services on a commercial basis.
See General Retention and Disposal Authority – Public Health Services: Patient/Client records for pathology and diagnostic laboratory services records and for records relating to the admission, registration and discharge of individual patients, the management of patient/client property, finances and Program of Appliances for Disabled People (PADP) records.
See General Retention and Disposal Authority – Administrative records Contracting-out for records relating to the procurement or acquisition of supplies or services through tender.
See General Retention and Disposal Authority – Administrative records Equipment and stores for records relating to the acquisition and allocation of laundry supplies.
See General Retention and Disposal Authority – Administrative records Fleet management for records relating to acquisition, maintenance and use of motor vehicles.
6.1.0 Accommodation services
The provision of on or off site residential accommodation for staff or relatives of patients
See also General Retention and Disposal Authority – Administrative records for records relating to the general administration and management of leases and property maintenance.
No | Classes of records | Disposal Action |
|---|---|---|
6.1.1 | Records relating to bookings or arrangements for the use of residential accommodation or quarters by staff or relatives of patients eg booking sheets or registers | Retain minimum of 1 year after action completed, then destroy |
6.1.2 | Records relating to the provision of accommodation through placement services | Retain until no longer required for business, administrative or reference purposes, then destroy |
6.2.0 Agreements
Processes associated with the establishment, maintenance, review and negotiation of agreements.
No | Classes of records | Disposal Action |
|---|---|---|
6.2.1 | Records relating to formal agreements or contracts for the provision of services etc | Retain minimum of 7 years after expiry of the agreement or last action, whichever is the longer, then destroy |
6.3.0 Audits
Activities associated with officially checking operational records, processes or systems for the purposes of ensuring compliance with standards, policies, procedures etc or surveying and evaluating practices, outcomes etc
No | Classes of records | Disposal Action |
|---|---|---|
6.3.1 | Records relating to audits of corporate service programs (internal and external). This includes records relating to any remedial action taken as an outcome of the audit. | Retain minimum of 6 years after last action, then destroy |
6.4.0 Compliance
Activities associated with complying with legal or regulatory requirements or national or international standards to which services are subject.
No | Classes of records | Disposal Action |
|---|---|---|
6.4.1 | Records relating to compliance with permits and licences required by legislation for the operation of services or use of equipment eg licences or permits to use specific medical equipment, service systems or to store medical gases and pharmaceutical goods. This includes records of applications for licences and permits and records relating to compliance with any conditions of the licence or permit. | Retain minimum of 7 years after expiry or renewal of licence, then destroy |
6.4.2 | Records relating to the monitoring of the performance of equipment to ensure compliance with regulations and standards eg water cooling towers etc | Retain minimum of 10 years after last action, then destroy |
6.4.3 | Notifications to regulatory bodies etc of occurrences or situations detected in monitoring processes | Retain minimum of 2 years after last action, then destroy |
6.4.4 | Records relating to the certification of services or programs eg Food Safety programs | Retain minimum of 12 months after renewal or date of last action, then destroy |
6.4.5 | Cleaning schedules, checklists and associated records documenting compliance by cleaning staff with cleaning requirements and standards6 | Retain minimum of 12 months after date of action, then destroy |
6.5.0 Evaluation
Activities associated with measuring the effectiveness, efficiency and accessibility of services or programs to determine their suitability or assess their performance.
No | Classes of records | Disposal Action |
|---|---|---|
| 6.5.1 | Records relating to the evaluation of the systems or processes employed in the delivery of services. This includes records relating to the conduct of benchmarking activities etc to measure and assess the efficiency of services | Retain minimum of 5 years after last action, then destroy |
6.6.0 Food services
Activities associated with the provision of food production, catering and dietary services etc within or to facilities.
See Audit for records relating to internal and external audits of food safety programs
See Inspections for official inspections of equipment and facilities by external regulatory bodies
See Corporate management – Committees for records relating to Food Safety Committees or Working Groups.
No | Classes of records | Disposal Action |
|---|---|---|
6.6.1 | Records relating to diets, menus and recipes, meal counts, meal costings etc including raw and aggregate data | Retain until no longer required for administrative purposes, then destroy |
6.6.2 | Records relating to the monitoring of food storage and handling control points. This includes monitoring sheets for cooking, reheating, chilling, transportation etc food temperatures. | Retain minimum of 12 months after date of action, then destroy |
6.6.3 | Records relating to the logging or testing of equipment, storage facilities and food supplies eg calibration and temperature logs, swab tests and results, microbiological testing logs and laboratory results etc | Retain minimum of 12 months after date of action, then destroy |
6.6.4 | Records relating to the maintenance and servicing of food preparation equipment and premises. This includes reports and copies of invoices for maintenance and services. | Retain minimum of 12 months after date of action, then destroy |
6.6.5 | Records relating to suppliers of food products. This includes approved suppliers lists and information relating to the food safety policies of approved suppliers (eg completed questionnaires, copies of HACCP certification). | Retain minimum of 1 year after information updated or superseded or after services of the supplier are terminated or cease, then destroy |
6.6.6 | Records relating to the recall of food items or products. This includes records of the receipt of notification of the recall and subsequent action taken. | Retain minimum of 7 years after last action, then destroy |
6.6.7 | Records relating to consumer feedback or comments containing complaints or raising concerns about food safety issues | Retain minimum of 7 years after last action, then destroy |
6.6.8 | Records relating to consumer feedback or comments not containing complaints or comments relating to food safety issues | Retain until no longer required for administrative purposes, then destroy |
6.6.9 | Records relating to food safety incident reports. This includes the unit or service copy of the reports and records of any follow up investigations or actions taken in response to the incident. | Retain minimum of 7 years after last action, then destroy |
6.6.10 | Records relating to requests and arrangements for special functions | Retain until no longer required for administrative purposes, then destroy |
6.7.0 Inspections
The process of official examinations by external bodies of facilities, equipment and items to ensure compliance with agreed standards or objectives
No | Classes of records | Disposal Action |
|---|---|---|
6.7.1 | Records relating to official inspections of equipment, services or facilities. This includes records relating to any remedial action required to be taken or initiated as an outcome of the inspection | Retain minimum of 7 years after last action completed, then destroy |
6.8.0 Reception and switchboard services
Activities associated with the provision of reception and switchboard services within facilities.
No | Classes of records | Disposal Action |
|---|---|---|
6.8.1 | Records relating to the logging of private call details and charges | Retain minimum of 6 years after last action, then destroy |
6.8.2 | Records relating to the recording or logging of emergency incidents, alerts, threats and communication failures, including cardiac arrest log books or logs of group pages used in instances of an emergency | Retain minimum of 7 years after last action, then destroy |
6.8.3 | Records used to facilitate information sharing between staff eg Communications books | Retain until no longer required for administrative or reference purposes, then destroy |
6.8.4 | Records relating to the recording of after hours patient movements to update patient administration systems | Retain until no longer required for administrative or reference purposes, then destroy |
6.9.0 Volunteer co-ordination
Activities associated with co-ordinating services provided by volunteers
See General Retention and Disposal Authority – Personnel records for records documenting the recruitment and appointment of individual volunteers and policies and procedures concerning the work of volunteers within the organisation.
No | Classes of records | Disposal Action |
|---|---|---|
6.9.1 | Records relating to consultation, liaison and arrangements with organisations providing volunteer services within a facility eg Ladies Auxiliaries etc | Retain minimum of 5 years after last action, then destroy |