Attachment 3 General Disposal Authority1.pdf

Disposal Authority Number: DA262
District Health Boards General Disposal Authority
Expires: 02/02/2017
Ref.
Class
Sub-class
Description of type of records in class
Examples
Disposal Action
Minimum DHB Retention
Period
1.0
Patient Treatment and Care
Provision of health assessment, diagnosis, management, treatment and care services and/or advice to individual patients/clients
1.1
Patient File
General Admission Refers to the process of documenting every aspect  Components of the Patient File include but
Discharge or
Retain for a minimum of 10
Community
of healthcare provided by a DHB and its allied
are not limited to:
Destroy
years beginning on the day
Services
services to an identifiable in-patient/out-
(a) In-patient/out-patient/consumer/client
after the date shown in the
Allied Services
patient/consumer/client and may be in either single  (b) Key health information summary
health information as the
file, multiple files, hard copy (e.g. paper based) or
(c) Consents
most recent date on which a
electronic (digital, audio, videos etc).
(d) Outpatient/inpatient care episodes
provider provided services to
(e) Referral(s) - received and sent
that indiviual.
(f) Correspondence
(g) Assessment(s)
(h) Investigations and results
(i) Diagnoses
(j) Treatment/care/management plans
including records of:
- Treatment/care provided
- Evaluation of treatment/care provided
- Medication orders and administration
documentation
- Information that is provided to the
consumer
- Consumer/patient consent to
treatment/care
- Peri operative/operative/postoperative and
anesthetic records
- Advance directives
- Other procedures and therapies
(k) Accident, serious and sentinel event
summaries
(l) Progress/review
(m) Medication
(n) Discharge letter(s)/summary
(o) Follow up
1.2
Patient File
Paediatric Care
Refers to the process of documenting every aspect  See Patient Files for examples
Discharge or
Retain for minimum of 20
of pediatric health care provided to an identifiable in-
Destroy
years from date of contact
patient/out-patient/consumer/client and may be in
with the organisation, or
either single file, multiple files, hard copy (e.g. paper
when the respective child has
based) or electronic (digital, audio, videos etc).
reaches 25 years of age,
whichever is greater, or 10
years after the date of death.

1

Disposal Authority Number: DA262
District Health Boards General Disposal Authority
Expires: 02/02/2017
Ref.
Class
Sub-class
Description of type of records in class
Examples
Disposal Action
Minimum DHB Retention
Period
1.6
Collections or  Patient/Client files Collections or samples of patient/client records
See Patient Files for examples
To be offered to
Retain for a minimum of 20
samples of
identified as having continuing value for medical or
nearest regional
years then offer to nearest
patient records
social research purposes.
Archives New
Archives New Zealand office
retained for a
Records may be selected because:
Zealand office for  for appraisal
specific
• The service has taken a leading role in the
appraisal
purpose
development and delivery of new or specialised
treatments;
Or because the records
• Illustrate or provide comparative insight into the
provision of services to particular community
groups;
• Illustrate or provide comparative insights into
aspects of treatment, care and the delivery of
services over time;
• Document significant achievements in research or
break through in research or relate to research of
major national or international significance, interest
or controversy;
• Document significant outbreaks of disease that
represented major public health risks and their
impact;
• Document critical points of change or
developments in the treatment or management of a
particular type of condition, illness or disease;
• Relate to the diagnosis, management, treatment of
or research into particularly rare diseases or
1.7
Research data
Data warehouses or databases created by
To be offered to
Retain for a minimum of 20
warehouses or
individual DHBs to undertake research on particular
nearest regional
years then offer to nearest
databases
aspects of health conditions and treatment in order
Archives New
Archives New Zealand office
to provide appropriate services e.g. treatment and
Zealand office for  for appraisal
care of diabetes patients
appraisal
2.0
Patient Diagnostics
Imaging
Refers to the process of creating procedures and tests of a non textual
nature for the purpose of patient/client diagnosis.  Includes diagnostic
radiology, magnetic resonance imaging (MRI), ultrasound,
mammography and related diagnostic digital imaging procedures.
2.1
Imaging
Requests
Diagnostic service copy of medical officer's request  Request forms
Destroy
Retain for 18 months from
for an imaging procedure.
date of request
2.2
Imaging
Diagnostic reports - Should be attached to the patient/client file - see
Includes diagnostic radiology, nuclear
Original
1.0.0 for patient/client file
medicine, ultra-sound, computed
tomography, MRI.

3

Disposal Authority Number: DA262
District Health Boards General Disposal Authority
Expires: 02/02/2017
Ref.
Class
Sub-class
Description of type of records in class
Examples
Disposal Action
Minimum DHB Retention
Period
3.1
Summary and  Registers and
Patient/Client Master Index
Transfer to
Retain until no longer
control records  Indexes
Archives New
administratively required then
Zealand
transfer to Archives
3.2
Summary and  Registers and
Admission and Discharge Register
Transfer to
Retain until no longer
control records  Indexes
Archives New
administratively required then
Zealand
transfer to Archives
3.3
Summary and  Registers and
Register of Birth
Transfer to
Retain until no longer
control records  Indexes
Archives New
administratively required then
Zealand
transfer to Archives
3.4
Summary and  Registers and
Register of Death
Transfer to
Retain until no longer
control records  Indexes
Archives New
administratively required then
Zealand
transfer to Archives
3.5
Summary and  Registers and
Operation or Theatre Register
Transfer to
Retain until no longer
control records  Indexes
Archives New
administratively required then
Zealand
transfer to Archives
3.6
Summary and  Registers and
Register of surgical operations and other
Transfer to
Retain until no longer
control records  Indexes
medical procedures
Archives New
administratively required then
Zealand
transfer to Archives
3.7
Summary and  Registers and
Register of Restraint and Seclusion
Transfer to
Retain until no longer
control records  Indexes
Archives New
administratively required then
Zealand
transfer to Archives
3.8
Summary and  Registers and
Accident and Emergency Register
Transfer to
Retain until no longer
control records  Indexes
Archives New
administratively required then
Zealand
transfer to Archives
3.9
Summary and  Registers and
Community Health Register
Transfer to
Retain until no longer
control records  Indexes
Archives New
administratively required then
Zealand
transfer to Archives
3.10
Summary and  Registers and
Anesthesia Register
Transfer to
Retain until no longer
control records  Indexes
Archives New
administratively required then
Zealand
transfer to Archives
3.11
Summary and  Ward Records
Records relating to the management, treatment and
Destroy
Retain a minimum of 10
control records
care of patients on the ward not incorporated into
Controlled drug registers
years after date of last entry
the main patient record
3.12
Summary and  Lists/ Schedules
Theatre lists
Theatre bookings
Destroy
Retain until no longer
control records
Waiting lists
administratively required
3.13
Summary and  Censuses/
Periodical returns or routine reports to external
Booking status information
Destroy
Retain until no longer
control records  Statistics/ returns
agencies
administratively required
3.14
Summary and  Diaries and
Appointment Books recording detailing time and
Diaries of appointments complied by
Destroy
Retain until no longer
control records  Appointments
dates of appointments
individual wards containing clinical information
administratively required
Personal/work diaries or appointment books

5

Disposal Authority Number: DA262
District Health Board General Disposal Authority
Expires: 02/02/2017
Ref.
Class
Sub-class
Description of type of
Examples
Disposal Action
Minimum DHB  Disposal
records in class
Retention
Criteria as
Period
identifed in
appraisal report
9
ADMINISTRATION
Administration records outline distinct corporate administrative processes such as the recording of meetings. It also covers Housekeeping records that are duplicated in
some shape or form as well as superseded administrative instructions. (For adminstration relating to other activities and functions, see under the relevant class or sub-class
heading.)
9.1
Administration
Contact and Address
Contact and address lists produced or held by the DHB. For
Destroy
Until
D20
Lists
example telephone lists, address lists, email lists
administratively
no longer
required
9.2
Administration
Housekeeping
Background information Background informational material kept by an employee and used  Destroy
Retain until
D20
in the preparation of DHB correspondence, reports, audits,
production of
discussion papers etc. For example: information from published
the completed
sources, reference material from external sources (eg brochures,
version or
circulars) raw data, working drafts.
record
9.3
Administration
Housekeeping
Copies, Duplicates of
EITHER copies of e-mails saved into the corporate system such as  Destroy
Until
D20
Records and their
copies of records distributed for informational purposes or
administratively
reproductions
publications, bulletins or duplicates where the master copy is saved
no longer
in the recordkeeping system or kept for reference or informational
required
purposes OR records that are not part of a formal information
system and contain only drafts, duplicates and / or working copies.
For example, duplicate records created for reference, record
copies kept for back up / security reasons, duplicates of external
documents and publications. NOTE: Does not apply to copies used
as a basis for further changes, or where the copy has become a
different record in its own right due to changes. NOTE: If original
file is lost, duplicate file may need to be retained. If this is the case,
refer to appropriate record class / subclass for retention period.
NOTE: Does not apply where a hardcopy original has been
scanned or otherwise imaged.  Formal authorisations is required to
dispose of the original (see Archives New Zealand A/3 Advisory
notice: Copying and Digitising Public Records) where no master copy exists.
9.4
Administration
Housekeeping
Drafts (Minor)
Preparation of preliminary drafts or outlines of reports,
Destroy
Retain until
D20
correspondence etc, prior to production of final work. For example:
production of
drafts used to prepare correspondence, file notes, reports,
the completed
spreadsheets, plans, statistics. NOTE: Does not apply where there
version or
are identified recordkeeping needs to keep drafts due to
record
significance of decisions made, or existence of significant changes
not contained  in the final form of the records

8

Disposal Authority Number: DA262
District Health Board General Disposal Authority
Expires: 02/02/2017
Ref.
Class
Sub-class
Description of type of
Examples
Disposal Action
Minimum DHB  Disposal
records in class
Retention
Criteria as
Period
identifed in
appraisal report
9.5
Administration
Housekeeping
Duplicates of Court and  Duplicates and copies of records, where the originals are held in
Destroy
Until
D20
Judicial Records
the court or some other judicial body’s records. For example,
administratively
evidence, affidavits and judgements. NOTE: Does not include
no longer
information placed on an employee's personnel file. See under
required
Human Resources and Personnel: Personnel Files
9.6
Administration
Housekeeping
Externally available
Records that are readily available from other sources that are not
Destroy
Until
D20
information
kept as background information by individual employees.  For
administratively
example: Cabinet minutes and Ministerial circulars, Cabinet
no longer
papers, Ministerial answers to Parliamentary questions, New
required
Zealand statutes and regulations, parliamentary papers (e.g.
duplicates and copies of Select Committee hearing papers), written
answers, material not directly addressed to the recipient or their
DHB such as information downloaded from libraries, databases or
received due to membership in a discussion group or listserv etc.
NOTE: See also under Administration: Housekeeping: Background
Information
9.7
Administration
Housekeeping
Incomplete E-Mail
Email messages or memos never completed or shown to anyone
Destroy
Until
D20
Material
else, never sent for comment or approval or to file, seen by no-one
administratively
except the creator.
no longer
required
9.8
Administration
Housekeeping
Personal
Correspondence with family or friends, doctor's appointments, light- Destroy
Until
D20
Correspondence
hearted banter, lunch dates etc
administratively
no longer
required
9.9
Administration
Housekeeping
Received advertising
Information received by external agencies advertising their
Destroy
Until
D20
material
products / services. For example advertising flyers, brochures,
administratively
catalogues, price lists.  NOTE: Some external advertising material
no longer
may need to be kept for 7 years to prove financial compliance.
required
NOTE: This section does not apply to advertising material created
by the DHB. See under Public Relations and Communications:
Publications: In-House.
9.10
Administration
Housekeeping
Received for
Circulated information not meant to result in action from the
Destroy
Until
D20
Information Only
recipient and not used by the recipient as background information
administratively
in their work. For example, bulletins, newsletters, internal circulars
no longer
etc.
required
9.11
Administration
Housekeeping
Superseded
Instructions, systems procedures, training material, facilitation
Destroy
Until
D20
administrative
instructions and queries, user manuals etc where a master copy is
administratively
instructions
in the corporate recordkeeping system. For example: How to
no longer
instructions, including general procedures. Computer operating
required
system-type records. User guides and manuals for DHB systems.
Training instructions or handouts from training exercises

9

Disposal Authority Number: DA262
District Health Board General Disposal Authority
Expires: 02/02/2017
Ref.
Class
Sub-class
Description of type of
Examples
Disposal Action
Minimum DHB  Disposal
records in class
Retention
Criteria as
Period
identifed in
appraisal report
9.12
Administration
Housekeeping
Trivial Work Related
Routine housekeeping information, meeting notices and
Destroy
Until
D20
Material
arrangements, contact details, reminder notes, copies of minutes,
administratively
circulated notices, employee movements, copies of publications,
no longer
room bookings, forms management (e.g. design, printing,
required
authorisations, review, blank forms, templates etc) photocopier
meter readings etc
9.13
Administration
Housekeeping
Working Papers
Papers, background notes, reference materials used to prepare or  Destroy
Retain until
D20
(Minor)
complete other documents. For example: audio recordings of
production of
conferences or meetings used to prepare transcripts, papers or
the completed
minutes. Calculations, rough notes (including notes of meetings or
version or
conversations where a formal record is made, statistics or figures.
record
NOTE: Some working papers are considered significant, such as
working papers associated with Annual Reports. See under
"Working Papers" in the Cross References for exceptions.
9.14
Administration
Meetings
Administrative Records Internal and external routine and low level administration records
Destroy
2 years after
D20
that aid the facilitation  of meetings. For example low-level
date of last
facilitation, routine and non-substantial correspondence,  reference
action or until
and information-only records such as meeting notifications /
administratively
invitations and acceptances, travel arrangements, secretarial
no longer
administration, venue and catering arrangements, security
required,
arrangements
whichever is
longer
9.15
Administration
Meetings
Non Governance
Records generated by external organisations within NZ and
Destroy
2 years after
D20
(Minor)
overseas where DHB has minimal input and participation (e.g. inter-
date of last
agency committees where records are maintained and meetings
action or until
chaired by other agencies) or records of meetings held within the
administratively
DHB dealing with minor management issues, housekeeping and /
no longer
or administrative matters.  For example: minutes, agendas, papers
required,
presented at section / employee team meetings or at meetings
whichever is
developing routine procedures, external reports, external papers
longer
received, circular notices. Specific examples include meetings of
occupational health and safety committee, publication facilitation
meetings

10

Disposal Authority Number: DA262
District Health Board General Disposal Authority
Expires: 02/02/2017
Ref.
Class
Sub-class
Description of type of
Examples
Disposal Action
Minimum DHB  Disposal
records in class
Retention
Criteria as
Period
identifed in
appraisal report
9.16
Administration
Meetings
Non Governance
Records outlining significant DHB input and participation into
Transfer to
10 years after
A1
(Significant)
external committees, meetings, boards, working parties,
Archives New
date of last
international committees and associations etc as well as significant  Zealand
action
original master records (e.g. signed copies) of meetings created,
sponsored or administered by the DHB that cover high - level and
significant management, compliance, decision-making and
deliberations relating to key DHB functions and the rationale
behind them. For example, minutes / agendas, terms of reference,
appointment of members, record of proceedings, record of
decisions, major commissioned reports and evaluations,
submissions, substantial correspondence, establishment records.
Meeting examples include quality management / improvement,
medication safety meetings, meetings about medication / care
testing etc, policy committees, clinical systems meetings, infection
control meetings etc
9.17
Administration
Secretarial and
Records relating to the administration of secretarial and
Destroy
Until
D20
Processing Services
stenographic services, word processing and typing services,
administratively
transcribing and dictation services. for example, requests for
no longer
secretarial/ typing services, dictation audio tapes, shorthand notes,
required
drafts for typing
10
COMPLIANCE, AUDIT AND RISK MANAGEMENT
Compliance, Audit and Risk Management records cover all compliance, auditing and risk management requirements (both internal and external) relating to non-clinical
10.1
Compliance,
Accident and First Aid  Minor
Incident, Accident, "Near Miss"  and first aid records (e.g. sick
Destroy
7 years after
D35
Audit and Risk
Records (Employees)
room register), not involving fatalities and/or prosecution , for
date of last
Management
example accident, incident, near miss reports , first aid records
action or when
(e.g. sick room register). NOTE: Does not cover information placed
no longer
on Personnel File. See under Human Resources and Personnel:
legally required
Personnel Files
to be retained
10.2
Compliance,
Accident Fatalities /
Accident records covering fatalities / serious harm to employees
Transfer to
10 years after
A32
Audit and Risk
Serious Harm
(as defined by Health and Safety in Employment Act) , as well as
Archives New
date of last
Management
(Employees)
prosecution. For example: DHB fatalities accident record, DHB
Zealand
action
records on prosecution. NOTE: Does not cover information placed
on Personnel File. See under Human Resources and Personnel:
Personnel Files

11

Disposal Authority Number: DA262
District Health Board General Disposal Authority
Expires: 02/02/2017
Ref.
Class
Sub-class
Description of type of
Examples
Disposal Action
Minimum DHB  Disposal
records in class
Retention
Criteria as
Period
identifed in
appraisal report
10.3
Compliance,
Audits, Reviews and  Administration of
Records that facilitate / administer to the auditing process such as  Destroy
2 years after
D1
Audit and Risk
Evaluations
audit programme arrangements, and records facilitating routine
date of last
Management
office inspections
action or until
administratively
no longer
required,
whichever is
longer
10.4
Compliance,
Audits, Reviews and  Minor
Minor audits, reviews, and evaluations that have no significant
Destroy
7 years after
D1
Audit and Risk
Evaluations
impact on policies, procedures or operational delivery or are to do
date of last
Management
with low level / routine audit information covering minor
action
administrative matters, do not require major financial investment
for implementation and when implemented do not have significant
effect on DHB policy and procedures. For example: audit trail
reports, routine internal control reviews, routine contract
performance reviews, internal control registers, audits of travel
arrangements, contractor reviews and evaluations, records relating
to integrity of the payroll system and payments, routine
correspondence
10.5
Compliance,
Audits, Reviews and  Significant
Major audits, reviews and evaluations that significantly impact on
Transfer to
10 years after
A2
Audit and Risk
Evaluations
planning, policies, procedures, services and operational delivery.
Archives New
date of last
Management
For example:  Internal / Clinical / Health and Safety risk
Zealand
action
management analysis / evaluation reports, audit reviews on
meeting of standards by external providers, significant strategy and
planning or funding reviews, significant organisational reviews and
business process re-engineering (e.g. major restructuring of
marketing strategy), major accommodation developments (e.g.
involving significant relocation of service delivery locations and / or
substantial financial investment), proposals to establish or
disestablish core DHB functions, substantial information systems
reviews (e.g. major information systems that impact on service
delivery) and risk management analysis / evaluation reports,
significant change management proposals, evaluation of key policy
initiatives, significant quality / quality assurance audits etc
10.6
Compliance,
Delegations and
Written Authorities
Written authority given to managers allowing them to allocate
Destroy
7 years after
D1
Audit and Risk
Authorities
within DHBs
resources and make decisions. For example: allowing hiring and
date of last
Management
promotion of employees, creation of new positions, transfer of
action
employees, etc.

12

Disposal Authority Number: DA262
District Health Board General Disposal Authority
Expires: 02/02/2017
Ref.
Class
Sub-class
Description of type of
Examples
Disposal Action
Minimum DHB  Disposal
records in class
Retention
Criteria as
Period
identifed in
appraisal report
10.7
Compliance,
Emergency
Administration
Records that administer and facilitate emergency management
Destroy
2 years after
D1
Audit and Risk
Management and
and contingency planning activities
date of last
Management
Contingency Planning
action or until
administratively
no longer
required,
whichever is
longer
10.8
Compliance,
Emergency
Development
Records that outline the development of emergency management  Destroy
2 years after
D1
Audit and Risk
Management and
and contingency planning procedures and standards. For example,
date of last
Management
Contingency Planning
working papers, draft emergency plans. NOTE: Does not include
action or until
final plans. See under Policy and Procedure: Master Documents
administratively
no longer
required,
whichever is
longer
10.9
Compliance,
Fraud and Theft
Reports (Minor)
Records detailing minor internal fraud, misappropriations, theft and  Destroy
7 years from
D25
Audit and Risk
negligence. For Example: petty theft, one-off opportunistic
date of last
Management
insignificant misappropriations, Small over-claims on expenses.
action
NOTE: Does not cover information placed on Personnel File. See
under Human Resources and Personnel: Personnel Files
10.10
Compliance,
Fraud and Theft
Reports (Significant)
Records detailing serious internal instances of fraud, theft,
Transfer to
10 years from
A27
Audit and Risk
misappropriations or negligence within the DHB. For Example:
Archives New
date of last
Management
theft of significant amounts of money, goods or property, persistent  Zealand
action
ongoing misappropriations, negligence incurring significant
financial cost and/or other major consequences e.g. change to
policies and / or procedures. NOTE: Does not cover information
placed on Personnel File. See under Human Resources and
Personnel: Personnel Files
10.11
Compliance,
Issues Management  Administration and
Records that document the issue management process such as
Destroy
7 years after
D1
Audit and Risk
(Non Clinical)
Facilitation
complaint management / incident reporting process, and the quality
date of last
Management
control of that process
action
10.12
Compliance,
Issues Management  Incidences (Minor)
Records that document reportable issues, events and incidents
Destroy
7 years after
D1
Audit and Risk
(Non Clinical)
(and how they are resolved) that do not have an ongoing /
date of last
Management
significant effect on DHB policy, practice, precedent, strategy etc.
action or when
For example, complaint documentation and associated contextual /
no longer
background information, records outlining identification and
legally
resolution of an issue / event / complaint e.g. interview notes,
required to be
discussion documents etc.
retained,
whichever is
longer

13

Disposal Authority Number: DA262
District Health Board General Disposal Authority
Expires: 02/02/2017
Ref.
Class
Sub-class
Description of type of
Examples
Disposal Action
Minimum DHB  Disposal
records in class
Retention
Criteria as
Period
identifed in
appraisal report
10.13
Compliance,
Issues Management  Incidences
Records of incidences /  issues / complaints monitored OR
Transfer to
10 years after
A2
Audit and Risk
(Non Clinical)
(Significant)
addressed by the DHB that result in the setting of significant
Archives New
event resolved
Management
precedent when it comes to the DHB's strategies, policies,
Zealand
and all legal and
business practice etc, Ministerial intervention, major changes in
administrative
government or DHB policies and procedures, high level discussion
requirements
within the DHB, legal action, public concern or wide media
completed
coverage. Examples could include: environmental concerns such
contamination of land or water, high level employee grievances,
public health concerns such as disease outbreak management etc.
This can come in the form of initial complaint documentation,
associated correspondence and attachments, DHB reports,
records of decisions, legal advice, records outlining resolution etc.
NOTE:  Although this section includes issues relating to
employees, see also under Compliance, Audit Risk Management:
Accident for further records relating to employee incidences /
issues. For incidences / issues / complaints relating to individual
patients, see under Clinical: Quality Control: Legal Matters and
Incident Reporting.
10.14
Compliance,
Issues Monitoring
Minor Issues
Records that outline the ongoing monitoring of issues that had no  Destroy
2 years after
D2
Audit and Risk
impact on DHB policies, procedures, strategy, risk and compliance
date of last
Management
etc. For example, low-level monitoring reports
action or until
administratively
no longer
required for
reference
purposes,
whichever is
longer
10.15
Compliance,
Issues Monitoring
Significant Issues
Records that outline the ongoing monitoring of issues that resulted  Transfer to
10 years from
A2
Audit and Risk
in significant changes to DHB policies, procedures, strategy, risk
Archives New
date of last
Management
and compliance etc. For example, monitoring reports to do with the  Zealand
action
monitoring of significant issues
10.16
Compliance,
Ministerial
Analysis
DHB's summary analysis and / or audits of Ministerial
Transfer to
10 years after
A2
Audit and Risk
Correspondence
Correspondence such as analysis of ministerial correspondence by  Archives New
date of last
Management
topic / subject / output. Also audits / evaluations of ministerial
Zealand
action
correspondence by numbers received and response times (i.e.
performance measurement of timeliness of ministerial processing)

14

Disposal Authority Number: DA262
District Health Board General Disposal Authority
Expires: 02/02/2017
Ref.
Class
Sub-class
Description of type of
Examples
Disposal Action
Minimum DHB  Disposal
records in class
Retention
Criteria as
Period
identifed in
appraisal report
10.17
Compliance,
Reporting
Administration of
Information that facilitates the reporting process for reports that
Destroy
2 years after
D2
Audit and Risk
are not audits, reviews or evaluations. For example routine
date of last
Management
correspondence, reporting arrangements.
action or until
administratively
no longer
required,
whichever is
longer
10.18
Compliance,
Reporting
Non-Financial (Minor)
Low level reporting / records associated with report development
Destroy
7 years after
D1
Audit and Risk
that are not covered under Compliance, Audit and Risk
date of last
Management
Management: Audits, Reviews and Evaluations (Minor) and only
action
have specific, low level impact on DHB business OR reports that
are in summarised or consolidated form elsewhere. For example:
background papers, research, drafts, data, comments etc, low
level audit responses, project reports, daily, weekly, monthly
summary or scorecard reports, ad-hoc reporting for external
agencies such as the Ministry of Health, Local Government,
reporting on National Nurses Document, reports on information
requests, summarised certification reports, OSH reports, monthly
activity reports etc. NOTE: for financial reporting, see under
Financial and Accounting: Reporting: Minor Financial
10.19
Compliance,
Reporting
Non-Financial
Consolidated and / or summarised clinical or corporate monitoring / Transfer to
10 years after
A2
Audit and Risk
(Significant)
compliance / quality assurance reports, returns etc for operational  Archives New
last date of
Management
areas that have or will have a significant impact and / or  influence  Zealand
action
on key / significant DHB functions AND are not covered under
Compliance, Audit and Risk Management: Audits, Reviews and
Evaluations (Significant) OR under Information Management
Systems and Services: Control and Location Indices / Guides
(Significant). For example: monitoring reports of significant
projects, survey reports, business cases etc. For example, internal
summary reports of incidents and events and their outcomes.
NOTE: for financial reporting, see under Financial and Accounting:
Reporting: Significant Financial
10.20
Compliance,
Resource consents
Consents applied for by the DHB and monitored under the
DHB to retain
Appraisal
Audit and Risk
Resource Management Act 1991, and other acts, international
permanently
Report Ref:
Management
regulations etc that relate to environmental compliance. Also
4.10
includes any significant documentation relating to the application or
ongoing maintenance of the resource consent.

15

Disposal Authority Number: DA262
District Health Board General Disposal Authority
Expires: 02/02/2017
Ref.
Class
Sub-class
Description of type of
Examples
Disposal Action
Minimum DHB Disposal
records in class
Retention
Criteria as
Period
identifed in
appraisal report
10.21
Compliance,
Resource consents
Administration
Information that administers or facilitates the resouces consent
Destroy
7 years after
D1
Audit and Risk
application process such as applications, low-level discussion,
date of last
Management
drafts. NOTE: Does not cover significant documentation that
action or when
explains or validates the resource consent application.
administratively
no longer
required,
whichever is
longer.
10.22
Compliance,
Security and Vetting
Employee Vetting
DHB records covering the vetting of employees with regard to
Destroy
7 years after
D1
Audit and Risk
security clearances, criminal convictions, and criminal history.
date of last
Management
Examples include: Forms filled out by employees (e.g. Privacy
action or last
Application Form), and communications with agencies about
date of
vetting / security issues. NOTE: Does not include material that
employment,
appears on the personnel file or on files relating to the appointment
whichever is
/ dismissal of Board / Committee members. See under Human
relevant
Resources and Personnel: Personnel Files or under Governance:
Selection and Membership
10.23
Compliance,
Security and Vetting
DHB Surveillance
Surveillance Camera Tapes
Destroy
2 years after
D1
Audit and Risk
Tapes
date of last
Management
action or when
administratively
no longer
required
10.24
Compliance,
Standards and
Monitoring and
Records of external voluntary and mandatory standards and
Destroy
7 years after
D1
Audit and Risk
Regulations
Administration
regulations relating to DHBs as well as the facilitation and
standard /
Management
administration of these standards. For example, records that
regulation etc
document accreditation to voluntary health compliance standards
superseded /
such as ISO 9000, records outlining the facilitation, administration
completed and
and compliance processes behind mandatory health standards,
no longer
records that monitor and relate to DHB compliance with external
required for
codes and standards, as well as the standards themselves.
administrative
Specific examples include records that monitor external standards
purposes
associated with patient rights, child care, financial standards, food,
additive standards, Health and Disability Sector Standards
compliance documentation, reports, certificates, permits,
correspondence with Quality Health NZ etc. NOTE: If compliance
(or non-compliance) results in legal action, significant DHB
involvement, or raises a major public health issue or precedent etc,
see under Compliance, Audit and Risk Management: Issues
Management (Significant), or under Legal.

16

Disposal Authority Number: DA262
District Health Board General Disposal Authority
Expires: 02/02/2017
Ref.
Class
Sub-class
Description of type of
Examples
Disposal Action
Minimum DHB  Disposal
records in class
Retention
Criteria as
Period
identifed in
appraisal report
10.25
Compliance,
Suggestion Schemes  Administration
Records that cover the administration of DHB suggestion
Destroy
2 years after
D1
Audit and Risk
Mandate and
schemes. For example: Suggestion submissions by employees,
date of last
Management
Decisions
Evaluation of suggestion, Correspondence
action or until
administratively
no longer
required,
whichever is
longer
10.26
Compliance,
Suggestion Schemes  Employees
Records that summarise purpose and scope of DHB suggestion
Transfer to
10 years after
A2
Audit and Risk
Mandate and
schemes, and decisions taken. For example terms of reference,
Archives New
date of last
Management
Decisions
minutes of meetings, summary of awards to employees, outcome  Zealand
action
of suggestions implementation
10.27
Compliance,
Superannuation and  Management of
Significant documents relating to the DHB's direct management of  Transfer to
10 years after
A22
Audit and Risk
Medical Schemes
employee superannuation and medical schemes. For example all
Archives New
date of last
Management
trust deeds and rules, trustee minute books, funds’ annual
Zealand
action
accounts, investment policy, investment records, actuarial
valuation reports
10.28
Compliance,
Treaty of Waitangi
DHB compliance and
Significant / high-level records that cover significant DHB
Transfer to
10 years after
A3
Audit and Risk
and Partnership
dealings under the
compliance and dealings under the Treaty, and relationships with
Archives New
date of last
Management
Issues
Treaty, and
Maori. For example: Te Urupare Rangapu Partnership Response,  Zealand
action
relationships with Maori  claims and settlements involving DHB, Maori input into DHB
(significant)
planning and policy (e.g. DHB Maori consultative / advisory group),
liaison with iwi and other Maori groups/bodies, records of
substantial meetings and discussions, major service contracts with
Maori, Maori development funding and initiative programmes,
terms of reference and minutes of DHB Maori Advisory Group,
Maori input into legislative development
11
FINANCIAL AND ACCOUNTING RECORDS
Financial and accounting records cover all financial and accounting processes and activities within a DHB, from group level to DHB-wide.
11.1
Financial and
Approvals
From Ministers
Ministerial financial approvals such Ministerial approval of capital
Transfer to
10 years after
A22
Accounting
and/or operational expenditure by the DHB
Archives New
date of last
Zealand
action
11.2
Financial and
Delegations
Financial delegations
Written authority given to managers allowing financial expenditure  Destroy
7 years after
D22
Accounting
and authorities
and/or the incurring of debt
date of last
action

17

Disposal Authority Number: DA262
District Health Board General Disposal Authority
Expires: 02/02/2017
Ref.
Class
Sub-class
Description of type of
Examples
Disposal Action
Minimum DHB  Disposal
records in class
Retention
Criteria as
Period
identifed in
appraisal report
11.3
Financial and
Payroll
Administration
Operational records relating to the administration of payments to
Destroy
7 years after
D34
Accounting
employees. For example: Payroll input data,  Payroll deduction
date of last
authorities,  Payroll contribution, Payroll printouts, Salary/wage
action
cards, Salary ledger cards, Salary/wage calculations, Employee
pay records, ACC employer and employees levies, Redundancy
payments, Travel and accommodation reimbursements,
Allowance payments, Employer superannuation subsidies,
Information and Payroll Service (PIPS), Pay advice sheets, Direct
credit schedules, Contract worker invoices, Automatic
payments/deductions, Summary pay reports. NOTE: Does not
include payroll information in Personnel Files. See under Human
Resources and Personnel: Personnel Files.
11.4
Financial and
Reporting
Minor Financial
Financial reports that are summarised elsewhere, or financial
Destroy
7 years after
D22
Accounting
reports that are transactional  and / or processing in nature. For
date of last
example: Information covered by major financial reports or by
action
summarised strategic planning and funding, governance etc
reports etc. Also regional financial reports, Quarterly, Monthly,
Weekly Reports, Budget reports, position Summaries,
Reconciliation Reports, monthly operation reports, statistical packs,
Month end reports, Journal transaction reports, and other
occasional and ad-hoc financial reporting. NOTE: Does not include
financial reporting associated with planning and funding. See under
Strategic Planning and Funding: Reporting
11.5
Financial and
Reporting
Significant Financial
Consolidated accountability reporting records. For example:
Transfer to
10 years after
A22
Accounting
consolidated annual financial statements, annual financial
Archives New
date of last
performance reports against purchase agreement with Minister,
Zealand
action
consolidated major capital expenditure budget and expenditure,
analysis and monitoring reports of major capital expenditure
projects etc. NOTE: Does not include financial reporting associated
with planning and funding. See under Strategic Planning and
Funding: Reporting
11.6
Financial and
Taxation
Administration
Routine taxation administration records. For example: GST returns, Destroy
7 years after
D24
Accounting
routine correspondence on taxation, fringe benefit tax returns
date of last
action
11.7
Financial and
Taxation
Employee Taxation
Personnel records relating to Tax and IRD. For example: employee  Destroy
7 years after
D34
Accounting
taxation records, PAYE returns to IRD, yearly reports showing
date of last
totals for student loans repayments, child support payments
action and when
no longer
required to be
retained under
legislation

18

Disposal Authority Number: DA262
District Health Board General Disposal Authority
Expires: 02/02/2017
Ref.
Class
Sub-class
Description of type of
Examples
Disposal Action
Minimum DHB  Disposal
records in class
Retention
Criteria as
Period
identifed in
appraisal report
11.8
Financial and
Transactions
Administration
Covering routine and low level financial and accounting
Destroy
7 years after
D3
Accounting
transactions and administration. For example: routine
date of last
administration, administrative reporting, administration associated
action
with service and funding, records relating to minor capital
expenditure, projects and programmes, financial information
requests, general correspondence, duplicates and copies of
documents, copies of printouts, forms design and printing, signing
authority budget codes
11.9
Financial and
Transactions
Banking Records
Routine banking administration records. For example: cheques,
Destroy
7 years after
D24
Accounting
bills of exchange and other negotiable instruments, bank
date of last
statements and reconciliations, instructions to banks, automatic
action
payments/direct debit authorities, cheques and associated
documents, cheque orders, deposit and supporting documents,
credit card records, voucher receipts and reconciliations, term
investments
11.10
Financial and
Transactions
General Ledger and
General ledgers and subsidiary ledgers (including journals and
Destroy
7 years after
D24
Accounting
Subsidiary Ledgers
cash book. For example: general ledger, cash book and
date of last
equivalents, creditors ledger, debtors ledger, contract ledger,
action
purchase ledger, sales ledger, asset register, stock records NOTE:
excludes consolidated major capital asset register – see under
Property and Asset Management: Assets.
11.11
Financial and
Transactions
Receipts and
Routine and low level financial transactional records relating to
Destroy
7 years after
D24
Accounting
Expenditure
receipts and expenditure. For example:  invoices and vouchers,
date of last
direct purchase requisitions, payment vouchers, remittance
action
advices, time and cost recording, receipt books, expenditure
authorisations, petty cash, imprest accounts, expense forms, credit
notes, processing of payments, foreign currency and exchange
investment, routine write-offs, statement of accounts, input forms,
batch registers, routine computer printouts
12
GOVERNANCE
Governance records cover all high-level corporate governance records, that is, information that relates to the top-level decision-making processes within a DHB, and how
they are carried out.
12.1
Governance
Approvals /
Non-financial
Ministerial approval or rejection of decisions sought by DHB or
Transfer to
10 years after
A4
Rejections from
others, i.e. proposals put up to Minister, Ministerial decision
Archives New
date of last
Minister
approvals or rejections
Zealand
action
12.2
Governance
Board, Sub-
Administration
Records that facilitate  meetings as well as the facilitation of
Destroy
10 years after
D4
Committees
selection, employment, reimbursement, travel etc of members
date of last
(Legislated and Non-
action
Legislated)

19

Disposal Authority Number: DA262
District Health Board General Disposal Authority
Expires: 02/02/2017
Ref.
Class
Sub-class
Description of type of
Examples
Disposal Action
Minimum DHB  Disposal
records in class
Retention
Criteria as
Period
identifed in
appraisal report
12.3
Governance
Board, Sub-
Correspondence
Administrative / facilitative correspondence to / from members
Destroy
10 years after
D4
Committees
(minor)
date of last
(Legislated and Non-
action
Legislated)
12.4
Governance
Board, Sub-
Correspondence
Correspondence to / from Executive / High-Level Management
Transfer to
10 years after
A5
Committees
(significant)
about significant / far reaching corporate  / service issues. NOTE:  Archives New
date of last
(Legislated and Non-
does not include correspondence attached to official record of
Zealand
action
Legislated)
meetings.
12.5
Governance
Board, Sub-
Meetings
Documentation that provides an official record of all meetings such  Transfer to
10 years after
A5
Committees
as agendas, signed minutes, matters arising, associated reports
Archives New
date of last
(Legislated and Non-
and other documentation
Zealand
action
Legislated)
12.6
Governance
Board, Sub-
Reports (minor)
Reports, reviews etc to / from Board / Committee about areas that  Destroy
10 years after
D4
Committees
have a short term impact / low influence on DHB strategies and
date of last
(Legislated and Non-
plans, policies and procedures or services and have low
action
Legislated)
compliance / business ramifications
12.7
Governance
Board, Sub-
Reports (significant)
Reports, reviews etc to /from Board / Committee about areas of
Transfer to
10 years after
A5
Committees
significant impact and / or  influence on key DHB strategies and
Archives New
date of last
(Legislated and Non-
plans, policies and procedures and services, and / or have major
Zealand
action
Legislated)
compliance / business ramifications. eg reports from special
inquiries. NOTE: Does not include reports attached to official
record of meetings.
12.8
Governance
Board, Sub-
Selection and
Information about the selection, employment, compensation,
Destroy
10 years after
D4
Committees
Membership
reimbursement, training, education, evaluation, delegations,
retirement /
(Legislated and Non-
rotation, travel, retirement, resignation etc of members
resignation and
Legislated)
if
administratively
no longer
required for
reference or
legal purposes.
12.9
Governance
CEO
Performance
Transfer to
10 years after
A29
Agreement
Archives New
date of last
Zealand
action
12.10
Governance
CEO
Correspondence
Correspondence of a routine nature replying to administrative / low -Destroy
7 years after
D4
(minor)
level requests such as meeting attendance, travel arrangements
date of last
etc
action
12.11
Governance
CEO
Correspondence
Correspondence to / from Board  and high level committees,
Transfer to
10 years after
A5
(significant)
significant external agencies etc about high level corporate, service  Archives New
date of last
etc issues that have a significant / ongoing effect on the DHB
Zealand
action

20

Disposal Authority Number: DA262
District Health Board General Disposal Authority
Expires: 02/02/2017
Ref.
Class
Sub-class
Description of type of
Examples
Disposal Action
Minimum DHB  Disposal
records in class
Retention
Criteria as
Period
identifed in
appraisal report
12.12
Governance
Clinical Boards
Administration
Records that facilitate the membership, meetings etc of Clinical
Destroy
10 years after
D4
Boards
date of last
action
12.13
Governance
Corporate Identity /
Records that cover the development of the DHB's identity, brand
Transfer to
10 years after
A5
Brand
and image, Examples include: development and approval,
Archives New
date of last
rationale for decisions made, DHB intellectual property,
Zealand
action
trademarks, agency logo designs etc.
12.14
Governance
Corporate Objects
Significant objects of
Key DHB objects relating to corporate identification and
Transfer to
10 years after
A5
corporate identification recognition, authorisation, approval and guarantee of authenticity,  Archives New
date of last
creation of significant documents such as coat of arms cast, logo
Zealand
action
prints blocks, office seal, engraved plates
12.15
Governance
Correspondence
Ministerial (minor /
Routine inward and outward Ministerial correspondence to / from
Destroy
2 years after
D4
routine)
DHBs or from constituents, general public and organisations that
date of last
do not have any direct impact on government and DHB decisions.
action
For example general enquiries, general support/opposition to
government policies, correspondence referred to DHB for
reply/action, routine responses prepared by DHB for ministerial
signature
12.16
Governance
Correspondence
Ministerial (significant) Significant inward and outward Ministerial correspondence to /
Transfer to
10 years after
A4
from DHBs or public that result in key ministerial decisions or
Archives New
date of last
recommendations, major changes in government or DHB policies,  Zealand
action
major DHB decisions, major public interest, debate and/or
controversy. For example, correspondence and any associated
attachments, Ministerial decisions
12.17
Governance
Delegations
by Minister
Power delegated by Minister to DHB employees or others
Transfer to
10 years after
A4
Archives New
date of last
Zealand
action
12.18
Governance
Establishment
of DHB
Significant governance / high level corporate and records of high
Transfer to
10 years after
A5
historical value relating to the establishment of the DHB or any
Archives New
date of last
predecessor agencies. For example, letters of establishment from  Zealand
action
Minister.
12.19
Governance
Executive Groups
Administration
Administration and facilitation of meetings etc for Executive Groups Destroy
7 years after
D4
date of last
action
12.20
Governance
Executive Groups
Meetings
Official record of executive group meetings such as Clinical
Transfer to
10 years after
A5
Boards, Executive Clinical Groups, Senior Management Groups.
Archives New
date of last
Zealand
action
12.21
Governance
Executive Groups
Reports
Records that outline the decision making process of high level
Transfer to
10 years after
A5
executive groups on areas that have significant impact on DHB
Archives New
date of last
policies, processes, clients and business. For example significant
Zealand
action
decisions on resource allocation.

21

Disposal Authority Number: DA262
District Health Board General Disposal Authority
Expires: 02/02/2017
Ref.
Class
Sub-class
Description of type of
Examples
Disposal Action
Minimum DHB  Disposal
records in class
Retention
Criteria as
Period
identifed in
appraisal report
12.22
Governance
Maori
Administration
Records that administer meetings and facilitate attendence etc for  Destroy
7 years after
A5
Maori Governance and Executive Groups
date of last
action
12.23
Governance
Maori
Meetings
Official record of Maori Governance meetings such as Iwi / Maori
Transfer to
10 years after
A5
Council Meetings, Kaumatua Kaunihera
Archives New
date of last
Zealand
action
12.24
Governance
Maori
Reports
Records that outline the decision making process of Maori
Transfer to
10 years after
A5
Executive / Governance Groups that have significant impact on
Archives New
date of last
DHB policies, processes, clients and business. For example
Zealand
action
significant decisions relating to Te Punga Oranga (Maori Health)
12.25
Governance
Planning and
Consolidated high-level governance-related plans. For example:
Transfer to
10 years after
A5
Reporting
District Plan, Statement of Intent, Output Plan, Reports of
Archives New
date of last
performance measurement against output targets,  Annual and
Zealand
action
strategic plans,  Monitoring of performance against targets, annual
financial performance reports against purchase agreement with
Minister  etc. NOTE: Does not include annual reporting on areas
other than those described above. For other areas see under
Strategic Planning and Funding: Planning and Reporting
12.26
Goverance
Relationship
Administration
Records that administer the relationship management process. For  Destroy
2 years after
D4
Management
example meeting arrangements, routine correspondence
date of last
action or when
administratively
no longer
required,
whatever is
longer
12.27
Goverance
Relationship
Minor / Low-Level
Records that outline low level / routine negotiations and
Destroy
7 years after
D4
Management
Routine Relationships
agreements with external agencies and stakeholders. For example
date of last
low level, routine correspondence and discussion with external
action
agencies and stakeholders
12.28
Governance
Relationship
Significant
Records that outline high level corporate / governance negotiations  Transfer to
10 years after
A5
Management
Relationships
and agreements and inquiries with / from key external agencies
Archives New
date of last
and stakeholders relating to the monitoring, compliance, carrying
Zealand
action
out etc of services within the DHB. For example: high level
discussions with the Ministry of Health, DHBNZ, Commissions of
Inquiry relating to the DHB etc

22

Disposal Authority Number: DA262
District Health Board General Disposal Authority
Expires: 02/02/2017
Ref.
Class
Sub-class
Description of type of
Examples
Disposal Action
Minimum DHB  Disposal
records in class
Retention
Criteria as
Period
identifed in
appraisal report
12.29
Governance
Reports and Briefing  for attendance at
Briefing papers and reports prepared by DHB for attendance at
Transfer to
10 years after
A22
Papers
Cabinet and Select
Cabinet and Select Committees that do not appear in Cabinet or
Archives New
date of last
Committees
Parliamentary records. For Example: • Management briefing
Zealand
action
notes/papers for DHB employee attendance at Cabinet and Select
Committees re financial and operational performance, legislation,
Vote and similar
12.30
Governance
Reports and Briefing  To Ministers
Reporting and submissions to Ministers. For example financial
Transfer to
10 years after
A5
Papers
information such as capital funding submissions,  regular status
Archives New
date of last
summaries to Minister, exceptional reporting to Minister. Also non- Zealand
action
financial information such as DHB submissions / correspondence
giving advice to Minister, records of DHB meetings, regular status
summaries, exceptional reporting, reports identifying significant
issues, background or briefing notes, quick reference guides,
reports on requests under Official Information Act 1982
12.31
Governance
Statutory and
Administration
Administrative records relating to the appointment process. For
Destroy
7 years after
D4
Regulatory
example:  information on persons nominated but not appointed,
date of last
Appointments
general enquiries, remuneration
action
12.32
Governance
Statutory and
Appointments
Significant records outlining statutory and regulatory appointments  Transfer to
10 years after
A6
Regulatory
made by the DHB or on its recommendation (e.g. appointments to  Archives New
date of last
Appointments
statutory bodies). For example: summary information on persons
Zealand
action
appointed, appointment terms of reference, official record of
appointment decisions
13
HUMAN RESOURCES AND PERSONNEL
All records that relate to the recruitment, monitoring, training, support etc of DHB employees (regardless of whether they are created by a Manager or the HR Department) are
included here.
13.1
Human
Administration
Records that administer to Human Resources transactions,
Destroy
2 years after
D36
Resources and
processes, procedures etc. For example: routine administration,
date of last
Personnel
administrative reports, general correspondence, duplicates and
action or when
copies of documents, employee departure administration (e.g. exit
administratively
interviews), minor and routine employment relation matters,
no longer
information requests, release of employee, credit card
required,
administration, copies of printouts,  forms design and printing,
whatever is
external reference only information (e.g. brochures, circulars),
longer
allocation of office space etc
13.2
Human
Assistance to
by DHBs
Employer assistance to employee groups, e.g. employee social
Destroy
7 years after
D35
Resources and
Employee Groups
club, employee sports teams etc. For example: Records relating to
date of last
Personnel
DHB funding, sponsorship or other assistance
action

23

Disposal Authority Number: DA262
District Health Board General Disposal Authority
Expires: 02/02/2017
Ref.
Class
Sub-class
Description of type of
Examples
Disposal Action
Minimum DHB  Disposal
records in class
Retention
Criteria as
Period
identifed in
appraisal report
13.3
Human
Associations
Employee membership  Non-financial records relating to associations to which employees  Destroy
2 years after
D36
Resources and
(non financial)
belong, as well as membership information and administration. For
date of last
Personnel
example, information from organisations, correspondence
action or when
arranging membership. NOTE: Does not include information
administratively
placed in Personnel Files. See under Human Resources and
no longer
Personnel: Personnel Files. For financial information, see under
required
Financial and Accounting: Transactions
13.4
Human
Attendance
Attendance records
Rosters, Timesheets, Attendance registers, Time use recording,
Destroy
7 years after
D31
Resources and
(Employees)
and use of time
reports, daily work records, Training/conference attendance returns
date of last
Personnel
and low-level reports on employee use of time. NOTE: Does not
action
include information placed in Personnel Files. See under Human
Resources and Personnel: Personnel Files
13.5
Human
Awards and Honours  Nominations
Records covering DHB’s nomination of employees for major
Transfer to
10 years after
A33
Resources and
(Employees)
Honours, awards, etc. (e.g. New Zealand’s Honours awards).
Archives New
date of last
Personnel
Zealand
action
13.6
Human
Certification of
Administration of
Records that facilitate the certification / credentialing process. For  Destroy
2 years after
D6
Resources and
Employees
example, administrative correspondence
last action or
Personnel
until
administratively
no longer
required,
whichever is
longer
13.7
Human
Certification of
Individual Certification
Information outlining certification  / credentialing process for
Destroy
7 years after
D6
Resources and
Employees
individual employees. For example: service records, final report,
last date of
Personnel
Medical Council of New Zealand certification. NOTE: Does not
employment.
include information placed in Personnel Files. See under Human
Resources and Personnel: Personnel Files
13.8
Human
Child Care Services
Administration of
Records that cover the administration of childcare facilities and
Destroy
2 years after
D35
Resources and
for DHB Employees
programmes. For example: School Holiday programmes, Crèche
date of last
Personnel
facilities, after school programmes. NOTE: does not cover issues
action or until
management or compliance. See under Compliance, Audit and
administratively
Risk Management: Issues Management OR Compliance, Audit and
no longer
Risk Management: Audits, Reviews and Evaluations
required,
whichever is
longer

24

Disposal Authority Number: DA262
District Health Board General Disposal Authority
Expires: 02/02/2017
Ref.
Class
Sub-class
Description of type of
Examples
Disposal Action
Minimum DHB  Disposal
records in class
Retention
Criteria as
Period
identifed in
appraisal report
13.9
Human
Employment
Standard
Standard records that relate to the employment, establishment of
Destroy
7 years after
D36
Resources and
Documentation
positions, organisational and staffing structures. For example:
date of last
Personnel
position justification, desk files, position specifications, individual
action
contracts, job evaluation / sizing of individual positions,
organisational / establishment charts (that are not covered under
Compliance, Audit and Risk Management), establishment files,
restructuring information, administration of accommodation and
housing assistance. NOTE: Does not include information placed in
Personnel Files. See under Human Resources and Personnel:
Personnel Files
13.10
Human
Grievances, Disputes  by / of individual
Employee grievances, disputes, discrimination complaints,
Destroy
7 years after
D37
Resources and
and Dismissals
employees
disciplinary matters, misconduct cases and dismissals. For
date of last
Personnel
example: records documenting individual cases. NOTE: major
action
precedent cases will be on public record in the proceedings of
bodies like the Employment Tribunal, Employment Relations
Authority, Employment Court, etc. Does not include information
placed on Personnel Files. See under Human Resources and
Personnel: Personnel Files.
13.11
Human
Health, Safety and
Administration
Administration of OHS (Occupational, Health and Safety),
Destroy
7 years after
D35
Resources and
Welfare (Employees)
employee welfare and support services  such as safety
date of last
Personnel
administration,  accident compensation claims / returns,
action
vaccination and health checks, workplace support services
(employee counselling), employee assistance programmes (EAP)
13.12
Human
Health, Safety and
Individual Employee
Records outlining occupational health and safety issues in a
Destroy
10 years after
D35
Resources and
Welfare (Employees) Files
separate employee file that contains information summarised or
last date of
Personnel
reported elsewhere. For examples, incident, accident, near miss
employment
reports, Employee health information.
13.13
Human
Indices/Finding Aids  Employees
Employee indices and/or finding aids. For example, employee
Transfer to
10 years after
A36
Resources and
index cards, employee registers
Archives New
date of last
Personnel
Zealand
action
13.14
Human
Industrial Relations
Administration
Records relating to the administration surrounding union
Destroy
2 years after
D37
Resources and
discussions, negotiations, disputes etc. For example: facilitative
date of last
Personnel
correspondence.
action or when
administratively
no longer
required,
whatever is
longer

25

Disposal Authority Number: DA262
District Health Board General Disposal Authority
Expires: 02/02/2017
Ref.
Class
Sub-class
Description of type of
Examples
Disposal Action
Minimum DHB  Disposal
records in class
Retention
Criteria as
Period
identifed in
appraisal report
13.15
Human
Industrial Relations
Collective agreements  Documentation relating to collective agreements, awards and
Destroy
2 years after all  D37
Resources and
(or equivalent) with
contracts. NOTE: Does not include information placed on
conditions have
Personnel
unions
Personnel File. See under Human Resources and Personnel:
been met and
Personnel Files. If information is not placed on a personnel file but
administratively
is used to verify matters relating to individual employees, apply a
no longer
retention period of 10 years from last date of employment
required
13.16
Human
Industrial Relations
Negotiations,
Significant records covering major negotiations, discussions and
Transfer to
10 years after
A34
Resources and
discussions, disputes
disputes with unions that are not held by the Department of
Archives New
date of last
Personnel
with unions
Labour, e.g. significant pay / salary rates and condition
Zealand
action
(significant)
negotiations, strike action, stop works, lockouts, etc. Also includes
including master records of national awards.  For example:
minutes of meetings, significant correspondence
13.17
Human
Leave
Employees
Documentation of the various types of leave requested and taken  Destroy
7 years after
D31
Resources and
by employees. For example leave cards, leave balances, leave
date of last
Personnel
applications, leave approvals/confirmations , leave reports. NOTE:
action
Does not include information placed on Personnel Files. See under
Human Resources and Personnel: Personnel Files
13.18
Human
Networks
Significant input
Significant employee input to the formation of DHB decisions and
Transfer to
10 years after
A13
Resources and
(Employees)
policies, through employee networks  and other similar
Archives New
date of last
Personnel
empowering initiatives. For example meeting minutes, submissions  Zealand
action
and input into DHB policy development
13.19
Human
Organisational and
Consolidated records
Consolidated summarised corporate level records that give the
Transfer to
10 years after
A21
Resources and
Staffing Structures
DHB organisational and staffing structures. For example
Archives New
date of last
Personnel
consolidated organisational charts and annual consolidated
Zealand
action
summaries of employee establishment numbers and structure
13.20
Human
Performance
Employee Performance  Records relating to the administrative / facilitative planning and
Destroy
7 years after
D32
Resources and
Management and
Administration
evaluation of employee performance not placed on personnel files .
date of last
Personnel
Employee
For example managerial / facilitative records associated with
action
Assessments
employee performance plans, performance appraisal forms,
employee performance agreements, assessment interviews,
performance review reports, judgements/decisions after
performance reviews etc. Also records to do with the
administration of the performance management system. NOTE: for
records placed on personnel files, see under Human Resources
and Personnel: Personnel Files

26

Disposal Authority Number: DA262
District Health Board General Disposal Authority
Expires: 02/02/2017
Ref.
Class
Sub-class
Description of type of
Examples
Disposal Action
Minimum DHB  Disposal
records in class
Retention
Criteria as
Period
identifed in
appraisal report
13.21
Human
Personnel Files
Chief Executive Officer Personnel file of Chief Executive Officer
Transfer to
10 years after
A29
Resources and
Archives New
last date of
Personnel
Zealand
employment
13.22
Human
Personnel Files
Corporate 2nd Tier
Personnel files of corporate level 2nd tier managers who report
Transfer to
10 years after
A29
Resources and
Managers/Statutory
directly to the CEO and employees holding a statutory office
Archives New
last date of
Personnel
Officers
designated in legislation. For example corporate level 2nd tier
Zealand
employment.
managers personnel files, statutory Officers personnel files
Records may
need to be
retained longer
for
administrative
reasons, e.g.,
rights and
entitlements to
long service
leave,
superannuation
etc
13.23
Human
Personnel Files
Employees who
Personnel files of employees who received significant national /
Transfer to
10 years after
A30
Resources and
Received Significant
academic / literary / sporting awards or honours, and / or achieved  Archives New
last date of
Personnel
Honours, Achieved
high distinction or fame. e.g. Order of New Zealand, Order of Merit,  Zealand
employment
High Distinction, etc.
honorary doctorates, academic medals, literary prizes, olympic
medals, world titles.  NOTE:  This section should only be applied
where such personnel files are easily identifiable
13.24
Human
Personnel Files
Employees dismissed
Personnel files of employees dismissed for serious misconduct or  Destroy
10 years after
D28
Resources and
for Serious Misconduct  major criminal offences. NOTE: Before implementing this Section,
last date of
Personnel
or Major Criminal
read the requirements under Human Resources and Personnel:
employment
Offences
Summaries of Employee Histories. Records may need to be
AND when
retained longer for administrative reasons, e.g., rights and
administratively
entitlements to long service leave, superannuation, patient
no longer
complaints etc
required
13.25
Human
Personnel Files
Employees killed or
Personnel files of employees who in the course of their duties are  Destroy
7 years after
D29
Resources and
seriously injured while  killed or receive injuries that result in, permanent disability or
last date of
Personnel
on duty
serious injury.
employment
AND when no
administratively
no longer
required

27

Disposal Authority Number: DA262
District Health Board General Disposal Authority
Expires: 02/02/2017
Ref.
Class
Sub-class
Description of type of
Examples
Disposal Action
Minimum DHB  Disposal
records in class
Retention
Criteria as
Period
identifed in
appraisal report
13.26
Human
Personnel Files
Non-clinical staff not
Personnel files of orderlies, administration, service support
Destroy
7 years after
D30
Resources and
covered by other
employees etc excluding  clinical staff . NOTE: Before
last date of
Personnel
sections under the sub- implementing this Section, read the requirements under Human
employment
class Personnel Files
Resources and Personnel: Summaries of Employee Histories.
AND when
Records may need to be retained longer for administrative
administratively
reasons, e.g., rights and entitlements to long service leave,
no longer
superannuation etc
required.
13.27
Human
Personnel Files
Clinical staff not
Personnel files of clinical employees who are in regular contact
Destroy
10 years after
D30
Resources and
covered by other
with patients / clients during their employment
last date of
Personnel
sections under the sub-
employment
class Personnel files
AND when no
administratively
no longer
required
13.28
Human
Recruitment and
Administration of
Day to day administrative and facilitative records relating to
Destroy
2 years after
D33
Resources and
Selection
recruitment and selection. For example: advertising of positions,
date of last
Personnel
contracts with consultants, applicant curriculum vitae and
action or when
application forms, selection interviews and notes, testing of
administratively
applicants, reference checks, employee appointments, vacancies /
no longer
appointments bulletins, vacancy files, work experience, appeals,
required,
administration / facilitation of recruitment programmes, and low-
whatever is
level management documentation relating to these programmes.
longer
NOTE: Does not include employee screening. See under
Compliance Audit and Risk Management: Security Vetting. Also
does not include information placed in Personnel Files. See under
Human Resources and Personnel: Personnel Files
13.29
Human
Recruitment and
EEO Recruitment
Significant / key summary documentation relating to the
Transfer to
10 years after
A7
Resources and
Selection
Initiatives and
management of major EEO (Equal Employment Opportunities)
Archives New
date of last
Personnel
Programmes
recruitment initiatives and programmes sponsored by DHBs. For
Zealand
action
example: high level / key information relating to Maori and Pacific
Island recruitment, monitoring of programme effectiveness,
targeted recruitment by gender
13.30
Human
Recruitment and
International
Significant / key summary documentation relating to the
Transfer to
10 years after
A7
Resources and
Selection
Recruitment
management of international recruitment programmes sponsored  Archives New
date of last
Personnel
Programmes
by DHBs. For example, summary reports on recruitment
Zealand
action
programme establishment / success etc
13.31
Human
Recruitment and
National/Regional
Significant / key summary documentation relating to the
Transfer to
10 years after
A7
Resources and
Selection
Recruitment
management of national and/or regional recruitment programmes  Archives New
date of last
Personnel
Programmes
sponsored by DHBs. For example: high level / key information to
Zealand
action
do with graduate recruitment, cadetships, apprenticeships,
scholarships/bursaries, nurse / doctor recruitment

28

Disposal Authority Number: DA262
District Health Board General Disposal Authority
Expires: 02/02/2017
Ref.
Class
Sub-class
Description of type of
Examples
Disposal Action
Minimum DHB  Disposal
records in class
Retention
Criteria as
Period
identifed in
appraisal report
13.32
Human
Rental Payments and  Employee
Rental payments,  accommodation agreements etc
Destroy
7 years after
D36
Resources and
Agreements
accommodation rental
date of last
Personnel
payments
action
13.33
Human
Routine Returns
Routine Human Resources returns to external organisations. For
Destroy
7 years after
D36
Resources and
example: Labour and Statistics Departments returns (i.e. stoppage
date of last
Personnel
returns to Labour Department),  EEO returns to State Services
action
Commission
13.34
Human
Salary Rates and
for Occupational
Salary / wage rates and ranges scales for employee occupational  Destroy
7 years after
D34
Resources and
Ranges
groups and positions
groups and positions that are not included within the collective
date of last
Personnel
agreement. For example, rates charts that show salary ranges for
action
positions within occupation groups, salary progression summaries
not in personnel files
13.35
Human
Social Functions
Management and
DHB records relating to the management and administration of
Destroy
7 years after
D35
Resources and
administration of
official / formal and employee social functions that need to be kept
date of last
Personnel
(financial)
for accounting purposes. For example: venue payments, bookings,
action
catering payments.
13.36
Human
Social Functions
Management and
Management and administrative records that facilitate official /
Destroy
2 years after
D35
Resources and
Administration of (non- formal and employee social functions that do not need to be kept
last action or
Personnel
financial)
for accounting purposes. (That is, they contain non-financial
until
information, or else a copy is already kept for Finance and
administratively
Accounting purposes). For example, non-financial venue
no longer
administration, guest lists, invitations, catering correspondence
required
13.37
Human
Social / Sports Clubs  Financial
Records relating to employee social activities and social/sports
Destroy
7 years after
D35
Resources and
(Employees)
club records that need to be kept for accounting purposes. For
date of last
Personnel
example minutes, account records
action
13.38
Human
Social / Sports Clubs  Non-financial
Administrative records that facilitate employee social and sports
Destroy
2 years after
D35
Resources and
(Employees)
clubs that do not need to be kept for accounting purposes. (That is,
last action or
Personnel
they contain non-financial information, or else a copy is already
until
kept for Finance and Accounting purposes). For example,
administratively
information on events, planning and arrangement documentation
no longer
required

29

Disposal Authority Number: DA262
District Health Board General Disposal Authority
Expires: 02/02/2017
Ref.
Class
Sub-class
Description of type of
Examples
Disposal Action
Minimum DHB  Disposal
records in class
Retention
Criteria as
Period
identifed in
appraisal report
13.39
Human
Summaries of
Summaries of
As a minimum requirement  agencies are to produce a readily
Transfer to
10 years after
A31
Resources and
Employee Histories
personnel history from  accessible summary record of all employees that contains
Archives New
date of last
Personnel
information systems
employee information such as name, employment location, date of  Zealand
action.
documenting employee  birth, positions held and salary, dates of employment, gender. The
details
following information should also be  contained in the summary
records IF it can be readily produced: marital status, occupational
grading level, educational qualifications, superannuation service
summary. Specific examples for retention could be personnel file
cover sheets (remove from personnel files), or employee summary
sheets, or salary cards, or service schedules / records cards, or
information within electronic databases etc. In more recent years
this information is most likely to be in electronic form. NOTE: If a
DHB is unable to easily produce  personnel history summaries
containing the above information, then it should contact Archives
New Zealand before  implementing instructions under Human
Resources and Personnel: Personnel Files: Personnel Files of all
other employees.
13.40
Human
Superannuation and  Administration of
Facilitation of material sent by external bodies. For example:
Destroy
7 years after
D35
Resources and
Medical Schemes
Duplicates of documents held by external body, Information only
date of last
Personnel
records
action
13.41
Human
State Services
DHB involvement with
Significant dealings with State Services Commission and/or
Transfer to
10 years after
A34
Resources and
Commission and
employer groups (e.g. Employers Federation). For example:
Archives New
date of last
Personnel
Employer Groups
minutes of meetings, significant correspondence with unions
Zealand
action
13.42
Human
Surveys of employees Attitudes and concerns Summary reports of surveys of employees’ attitudes and concerns.  Transfer to
10 years after
A32
Resources and
For example: summary reports of survey results
Archives New
date of last
Personnel
Zealand
action
13.43
Human
Training and Career
Administration
Operational administration of training and career development for  Destroy
2 years after
D38
Resources and
Development
employees that do not need to be kept for accounting purposes.
date of last
Personnel
(Employees)
For example:  training needs analysis, competency models and
action or when
competency standards, course syllabi and curricula, training and
administratively
development, staff rotation plans/schedules, career management
no longer
planning, routine planning, course nominations, course attendance,
required,
timetabling, promotional information/brochures, course
whatever is
evaluations, promotion information. NOTE: Does not include
longer
information placed on Personnel Files. See under Human
Resources and Personnel: Personnel Files

30

Disposal Authority Number: DA262
District Health Board General Disposal Authority
Expires: 02/02/2017
Ref.
Class
Sub-class
Description of type of
Examples
Disposal Action
Minimum DHB  Disposal
records in class
Retention
Criteria as
Period
identifed in
appraisal report
13.44
Human
Training and Career
DHB Training of
Administrative and low-level DHB input and involvement with
Destroy
2 years after
D38
Resources and
Development
Medical Specialists
medical training within the DHB. For example: exam papers,
date of last
Personnel
(Employees)
(Minor)
lecture notes, student administrative instructions etc
action or when
administratively
no longer
required,
whatever is
longer
13.45
Human
Training and Career
DHB Training of
Summarised significant or significant examples of key records
Transfer to
10 years after
A8
Resources and
Development
Medical Specialists
relating to DHB input and involvement with medical training carried  Archives New
date of last
Personnel
(Employees)
(Significant)
out within the DHB. For example: transcripts of student records,
Zealand
action
curriculum / course programmes and materials. NOTE: Only one
example of each curriculum / course programme / set of materials
should be archived
13.46
Human
Training and Career
Industry Training
Major DHB input and involvement with Industry Training
Transfer to
10 years after
A35
Resources and
Development
Organisations
Organisations and/or tertiary level training/academic institution. For  Archives New
date of last
Personnel
(Employees)
example: DHB submissions, meeting minutes recording DHB input Zealand
action
13.47
Human
Training and Career
Post-Study and
Post evaluation reports for major study awards and training paid for Transfer to
10 years after
A35
Resources and
Development
Training Reports
by the DHB
Archives New
date of last
Personnel
(Employees)
Zealand
action
13.48
Human
Training and Career
Management of
Records relating to the management of training, schooling etc for
Destroy
7 years after
D5
Resources and
Development
patients. For example: correspondence with Ministry of Education,
date of last
Personnel
(Patients)
Correspondence School, DHB schools, school materials etc
action
13.49
Human
Travel (Employee)
Administration
Records relating to the management of travel by DHB employees  Destroy
7 years after
D36
Resources and
(Financial)
that need to be kept for accounting purposes. For example: travel
date of last
Personnel
insurance, final travel plans, payment of travel club memberships
action
(e.g. Koru Club), final arrangements from travel agents,
accommodation bookings, taxi chits, final car rental arrangements,
foreign exchange, bank drafts, travel advances and expenses.
NOTE: Does not include travel information on personnel file. See
under Human Resources and Personnel: Personnel Files
13.50
Human
Travel (Employee)
Administration (Non-
Administrative records that facilitate travel for DHB employees that  Destroy
2 years after
D36
Resources and
Financial)
do not need to be kept for accounting purposes. (That is, they
last action or
Personnel
contain non-financial information, or else a copy is already kept for
until
Finance and Accounting purposes). For example, travel
administratively
applications, initial and facilitative correspondence and requests for
no longer
information with / from travel agents, hotels, travel clubs etc
required

31

Disposal Authority Number: DA262
District Health Board General Disposal Authority
Expires: 02/02/2017
Ref.
Class
Sub-class
Description of type of
Examples
Disposal Action
Minimum DHB  Disposal
records in class
Retention
Criteria as
Period
identifed in
appraisal report
13.51
Human
Volunteer
Administration
Records covering the administration, management of volunteers
Destroy
2 years after
D6
Resources and
Management
within the hospital. For example: rosters, correspondence. NOTE:
last action or
Personnel
if complaint is raised on file that results in legal action, significant
until
DHB involvement, or investigation raises a major public health
administratively
issue etc, see under Compliance, Audit and Risk Management:
no longer
Complaints and Incidents
required
13.52
Human
Volunteer
Monitoring of
Records covering the monitoring / reporting on volunteers within
Destroy
7 years after
D6
Resources and
Management
Volunteers
the hospital. For example, reports on volunteer behaviour. NOTE:
last date of
Personnel
if complaint is raised on file that results in legal action, significant
work and when
DHB involvement, or investigation raises a major public health
administratively
issue etc, see under Compliance, Audit and Risk Management:
no longer
Complaints and Incidents
required
14
INFORMATION MANAGEMENT SYSTEMS AND SERVICES
Information Management Systems and Services cover the creation, monitoring, maintenance, administration etc of Information Technology, Information Systems (including
records, library management), Information Control Systems and Mail and Distribution Management Systems.
14.1
Information
Administration
Administration of day to day routine / business as usual processes  Destroy
2 years after all  D39
Management
surrounding records and information systems. For example,
conditions have
Systems and
administration of access and security, administration of linkage /
been met or
Services
updates to national information systems, administration of
when
transcription services from written to electronic information, day to
administratively
day administration of processes surrounding electronic document
no longer
storage, mail, courier and distribution services, database
required for
management etc.  Also administration of scanning, micrographic
reference
and imaging processes and services, administration of duplication,
purposes
reproduction and copying services, allocation of equipment and
services (e.g. shelving, computers, etc.). Specific examples may
include: work requests, website logins, equipment requests and
testing, domain name registration, records surrounding delivery of
records to /from off-site storage etc. NOTE: For actual system
administration, see under Information Management Systems and
Services: Installation, testing and ongoing maintenance of
systems.
14.2
Information
Control and Location  For significant
Finding aids (manual and electronic) that establish physical,
Transfer to
10 years after
A36
Management
Indices/Guides
systems and holdings
administrative and intellectual control over significant clinical,
Archives New
system is
Systems and
corporate and non-clinical records (paper-based and electronic)
Zealand
defunct
Services
and other significant informational holdings. That is, cards
indices/catalogues, correspondence registers, letter books,
registers to plans and maps, descriptive inventories, electronic
indices, metadata (data about data), case file registers. For
example high level risk registers, indexes to Board minutes and
meetings.

32

Disposal Authority Number: DA262
District Health Board General Disposal Authority
Expires: 02/02/2017
Ref.
Class
Sub-class
Description of type of
Examples
Disposal Action
Minimum DHB  Disposal
records in class
Retention
Criteria as
Period
identifed in
appraisal report
14.3
Information
Control and Location  For non-significant
Finding aids (manual and electronic) that establish physical,
Destroy
7 years after
D39
Management
Indices/Guides
systems and holdings
administrative and intellectual control over records (paper-based
date of last
Systems and
and electronic) and other informational holdings that are
action
Services
summarised elsewhere, administrative and low level in nature.
That is, cards indices/catalogues, correspondence registers, letter
books, registers to plans and maps, descriptive inventories,
electronic indices, metadata (data about data), case file registers.
For example:  Research Management Registers
14.4
Information
Information System
For routine,
Records that show the design and structure of low level and
Destroy
7 years after
D39
Management
Structures
administrative, low -
routine information systems (both paper-based and electronic)
date of last
Systems and
level systems and
That is. records that provide the basis for structuring, establishing
action
Services
networks
relationships or restructuring an information system (e.g. to
recreate the system if a  major computer crash occurred). For
example:  low level  / administrative classification systems, file
structure lists, data dictionary, data flow diagrams, data structures
(e.g. files, trees, tables), schema, low-level in-house system
development (e.g. development of low-level software), low-level
DHB data models, information architecture, thesauri.
14.5
Information
Information System
For vital and significant  Records that show the design and structure of vital and significant  Destroy
10 years after
D39
Management
Structures
systems and networks
information systems and networks (paper-based AND electronic)
system is
Systems and
the destruction of which would compromise significant risk,
defunct
Services
reporting and compliance requirements. This includes records that
provide the basis for structuring, establishing relationships or
restructuring an information system or network (e.g. to recreate it
after a major computer crash). Eg: classification and compliance
systems, file structure lists, record location documentation, data
dictionaries (e.g. entity relationship and data flow diagrams), data
structures (e.g. files, trees, tables) and schema (e.g. file
classification schemes). Also in-house systems development (e.g.
development of software), DHB data models, information
architecture, thesauri.  NOTE: Does NOT apply to records WITHIN
information systems. When a system becomes defunct, all records
must be migrated to another system or remain accessible in the
defunct system for the appropriate length of time outlined in the
GDA. (Eg, for financial records, refer under Financial Records in the GDA.)

33

Disposal Authority Number: DA262
District Health Board General Disposal Authority
Expires: 02/02/2017
Ref.
Class
Sub-class
Description of type of
Examples
Disposal Action
Minimum DHB  Disposal
records in class
Retention
Criteria as
Period
identifed in
appraisal report
14.6
Information
Installation, testing,
of systems and
Installation, testing and ongoing maintenance of information
Destroy
Retain for active D34
Management
and ongoing
networks
management systems (Peoplesoft, Payroll, Records Management,
life of system
Systems and
maintenance
Finance Management, Customer Management, Document
Services
Management etc) AND networks. For example:  installation and
capacity planning, installation (e.g. modems, cabling, etc.) "as
built", upgrade and modification documentation (eg test scripts,
fixes, customisation), testing, network operations / monitoring,
database management, user training manuals. NOTE: Does NOT
apply to records WITHIN information systems. When a system
becomes defunct, all records must be migrated to another system
or remain accessible in the defunct system for the appropriate
length of time outlined in the GDA . NOTE: Applies to existing
information systems only. See also under Information Management
Systems and Services: Administration. NOTE: For purchase,
maintenance, operational, service contracts / agreements /
licences see under Legal: legal agreements. NOTE: For
procurement information , see under Procurement and Supply
Management: Information Systems.
14.7
Information
Internet / Intranet
Administration
Records relating to the ongoing administration / facilitation /
Destroy
2 years after
D39
Management and
management of  DHB internet and intranet sites such as day to day
date of last
Systems
web content updates, management and development meetings
action or until
administratively
no longer
required,
whichever is
longer
14.8
Information
Internet / Intranet
Minor Development and Low level / routine records detailing the development and design of  Destroy
2 years after
D39
Management
Design
DHB sites as well as minor site updates. For example
date of last
Systems and
administrative correspondence. NOTE: This section does not cover
action or until
Services
actual online websites and web pages. See Archives New
administratively
Zealand’s "Guide to Developing Recordkeeping Strategies for
no longer
Websites".
required,
whichever is
longer
14.9
Information
Internet / Intranet
Significant
Summarised / significant records detailing the development and
Transfer to
10 years after
A36
Management
Development and
design of DHB sites, as well as significant site updates. NOTE:
Archives New
date of last
Systems and
Design
This section does not cover actual online websites and web pages.  Zealand
action
Services
See Archives New Zealand’s "Guide to Developing Recordkeeping
Strategies for Websites".

34

Disposal Authority Number: DA262
District Health Board General Disposal Authority
Expires: 02/02/2017
Ref.
Class
Sub-class
Description of type of
Examples
Disposal Action
Minimum DHB  Disposal
records in class
Retention
Criteria as
Period
identifed in
appraisal report
14.10
Information
Library and
Management and
Records relating to the operation of library and information services Destroy
2 years after
D39
Management
Information Services
operation of
to internal and external customers. For example: publication
date of last
Systems and
ordering and purchasing, collection development and maintenance,
action or until
Services
library requests, issue records, indices and catalogues, interloan
administratively
services, database connections, catalogues, reference services,
no longer
deaccessioning of externally sourced holdings (e.g. selling, giving
required,
away)
whichever is
longer
14.11
Information
Mail and Distribution  Administration of
Records that administer / facilitate the administration of mail and
Destroy
2 years after
D39
Management
Services
courier, delivery services. For example: postal/courier
date of last
Systems and
arrangements, pick-up and delivery schedules, document
action or until
Services
distribution
administratively
no longer
required,
whichever is
longer
14.12
Information
Mail and Distribution  Operation of
Records detailing the day the day operation and management of
Destroy
7 years after
D39
Management
Services
mail and distribution services. For example: registration of
date of last
Systems and
inward/outward correspondence, records documenting movement
action
Services
of freight, dangerous goods, and household and personal effects
14.13
Information
Records Disposal
Records of disposal
Records detailing ultimate disposal decisions for DHB records
Transfer to
10 years after
A9
Management
Decisions
decisions prior to
(both paper-based and electronic), not carried out under Archives  Archives New
date of last
Systems and
application of this
New Zealand approved schedules.  Examples include significant
Zealand
action
Services
General Disposal
records disposal information such as registers, transit cards that
Authority
contain disposal decisions, -in-house disposal decisions and
schedules, annotated and electronic lists of records destroyed. For
records disposed of under Archives New Zealand approved
schedules, see under Records of Disposal Decisions under this
General Disposal Authority. NOTE:  Some records covered by this
Section may also fall under Information Management Systems and
Services: Control and Location Indices and Guides. For example,
registers and indices giving disposal details.

35

Disposal Authority Number: DA262
District Health Board General Disposal Authority
Expires: 02/02/2017
Ref.
Class
Sub-class
Description of type of
Examples
Disposal Action
Minimum DHB  Disposal
records in class
Retention
Criteria as
Period
identifed in
appraisal report
14.14
Information
Records Disposal
Records of disposal
Records detailing ultimate disposal decisions for DHB records
Destroy
DHB to retain
D39
Management
Decisions
decisions under this
(both paper-based and electronic), i.e. the retention and
permanently
Systems and
General Disposal
destruction of records under approved DHB GDA's signed off by
Services
Authority
the Chief Archivist.  Examples include significant records disposal
information such as Registers, Transit cards that contain disposal
decisions), Disposal schedules, Appraisal reports,  Annotated and
electronic lists. NOTE:  Some records covered by this section may
also fall under Information Management Systems and Services:
Control and Location Indices and Guides. For example, registers
and indices giving disposal details. Core documentation relating to
disposal decisions on DHB's records will be held by Archives New
Zealand.
14.15
Information
Software
Development /
Information surrounding the development of software in-house, as  Destroy
Once software  D39
Management
Establishment of
well as modifications to externally sourced software. For example:
is defunct and /
Systems and
Programmes, applications, configuration files, set up routines,
or new version
Services
installers, patches, executables etc. NOTE: If removal / destruction
installed and is
of software results would result in the loss of the DHB data /
no longer
metadata it originally managed, processes must be put in place to
required for
ensure that the data / metadata be maintained in an accessible
reference
form for the retention period outlined in the GDA IF that data /
purposes
metadata is NOT accessible elsewhere. (For example, financial
information must be kept for the retention period outlined under
"Financial and Accounting" in the GDA.)
14.16
Information
Software
Software updates /
Records that provide evidence of software updates and their
Destroy
After update is  D39
Management
installation
installation / rollout for systems developed in-house or for off-the
defunct and / or
Systems and
shelf systems. NOTE: If removal / destruction of software results
new version
Services
would result in the loss of the DHB data / metadata it originally
installed and is
managed, processes must be put in place to ensure that the data /
no longer
metadata be maintained in an accessible form for the retention
required for
period outlined in the GDA IF that data / metadata is NOT
reference
accessible elsewhere. (For example, financial information must be
purposes
kept for the retention period outlined under "Financial and
Accounting" in the GDA.)
14.17
Information
System Development  Minor
Administrative records that describe the facilitation of in-house
Destroy
2 years after
D39
Management
/ Establishment
system development as well as minor records of a short-term
last action or
Systems and
nature that have low-level compliance requirements. For example:
until
Services
Emails arranging meetings, correspondence discussing RFP
administratively
responses, employee feedback, unsuccessful proposals and
no longer
correspondence with unsuccessful vendors etc
required,
whichever is
longer

36

Disposal Authority Number: DA262
District Health Board General Disposal Authority
Expires: 02/02/2017
Ref.
Class
Sub-class
Description of type of
Examples
Disposal Action
Minimum DHB  Disposal
records in class
Retention
Criteria as
Period
identifed in
appraisal report
15.2
Legal
Contract
Background information Information on contractors, suppliers, products etc which help to
Destroy
2 years after
D7
Management
obtain final contractual decisions. For example: supplier
date of last
presentations, supplier advertising and product information,
action or until
product updates
administratively
no longer
required,
whichever is
longer
15.3
Legal
Contract
Negotiation,
Records outlining the facilitation, development etc of low-level /
Destroy
7 years after all  D7
Management
Development and
routine contracts and agreements that are low value and face
conditions have
Facilitation of Contracts  minimal compliance / risk management issues such as low level
been met and
(Minor)
negotiations and partnership proposals. Specific examples include
administratively
development of IT maintenance agreements, minor / routine
no longer
outsourcing contract documentation, routine ACC service
required for
contracts, general agency agreements / contracts with ACC and /
reference, legal
or other accident insurers, summary documentation of provider
purposes
contracts, internal and external insurance policies and portfolios
etc. NOTE: Does not cover FINAL contracts. See under Legal:
Legal Agreements. Does not cover the administration of Human
Resources Contracts relating to Employees. See under Human
Resource Management. Also does not cover Relationship
Management Contracts and Agreements. See under Governance:
Relationship Management
15.4
Legal
Contract
Negotiation,
Records outlining the negotiation and facilitation of high level
Transfer to
When all
A26
Management
Development and
corporate / governance contracts and agreements as well as
Archives New
conditions have
Facilitation of Contracts  negotiations relating to new contracts (or significant variations to
Zealand
been met and
(Significant)
existing contracts) that use a significant amount of funding AND /
administratively
OR have high levels of associated compliance / risk management.
no longer
For example: Health Funding Authority Public Health contract
required for
negotiations / DHB negotiations, negotiations relating to significant
reference
health service contracts, significant outsourcing contracts and all
purposes
joint venture contracts.  NOTE: Does not cover FINAL contracts.
See under Legal: Legal Agreements. Does not cover the
administration of Human Resources Contracts relating to
Employees. See under Human Resource Management. Also does
not cover Relationship Management Contracts and Agreements.
See under Governance: Relationship Management

38

Disposal Authority Number: DA262
District Health Board General Disposal Authority
Expires: 02/02/2017
Ref.
Class
Sub-class
Description of type of
Examples
Disposal Action
Minimum DHB  Disposal
records in class
Retention
Criteria as
Period
identifed in
appraisal report
15.5
Legal
Deeds of Title and
Certificates and other documents of title
Transfer to
10 years after
A28
Ownership
Archives New
date of last
Zealand
action or
administratively
no longer
required for
reference
purposes
15.6
Legal
Legal Action,
DHB records of
Significant records relating to civil legal action directly involving the  Transfer to
10 years after
A10
Litigation, Claims and
DHB (e.g. court cases, dispute and mediation hearings, etc.), that  Archives New
date of last
Disputes Involving the
are not held in the court or some other judicial body’s records
Zealand
action
DHB
(Does not include employment mediation. See under Human
Resources and Personnel: Employee Grievances. See also under
Compliance, Audit and Risk Management: Issues Management).
For example: legal advice, background summaries, negotiation
before formal action, briefings and instructions to lawyers, out-of-
court settlements, DHB-annotated copies of court records
15.7
Legal
Legal Action,
Implications of minor
Records covering the implications of minor civil court and judicial
Destroy
10 years after
D8
Litigation, Claims and  court and judicial
decisions for the DHB that have low level / short term compliance /
date of last
Disputes Involving the decisions
risk management issues. (Does not include employment
action and
DHB
mediation. See under Human Resources and Personnel:
administratively
Employee Grievances. See also under Compliance, Audit and Risk
no longer
Management: Issues Management). For example: Reports, briefs,
required for
reviews or similar research.
reference
purposes
15.8
Legal
Legal Action,
Implications of
Records covering comments, reports, briefs, etc., on the
Transfer to
10 years after
A11
Litigation, Claims and  significant court and
implications of significant court and judicial decisions that affect
Archives New
all conditions
Disputes Involving the judicial decisions
key / vital DHB functions, policies, processes etc and  / or that
Zealand
have been met
DHB
have major ongoing compliance / risk management issues.
and
administratively
no longer
required for
reference
purposes
15.9
Legal
Lease Agreements
Lease agreements such as leasing agreements and contracts on
Destroy
20 years after
D26
expensive captial items, lease and rental agreements on tenanted
termination of
DHB properties. For example signed lease and rental agreements
lease
and revisions, lease agreements on buildings, land, major plant etc

39

Disposal Authority Number: DA262
District Health Board General Disposal Authority
Expires: 02/02/2017
Ref.
Class
Sub-class
Description of type of
Examples
Disposal Action
Minimum DHB  Disposal
records in class
Retention
Criteria as
Period
identifed in
appraisal report
15.10
Legal
Legal Agreements
Minor
Minor legal agreements and licenses signed or monitored by DHB,  Destroy
7 years after
D26
such as service contracts and leases, software licences. Also
date of last
routine contracts and specifications for supply, purchase, services,
action and when
rentals. For example: internal service level agreements, minor IT
licence /
maintenance contracts and agreements, stationery and supply
agreement void.
purchase agreements, maintenance agreements such as minor
operational level agreements, telephone and equipement rentals,
cleaning contracts etc
15.11
Legal
Legal Agreements
Significant
Final major contracts agreements and related specifications signed  Transfer to
10 years after
A26
by the DHB  that incur significant revenue / expenditure associated  Archives New
date of last
with operational and/or capital funding, and / or relate to statutory
Zealand
action and when
or core functions and place major liability / obligations on the DHB
all conditions
in terms of compliance or risk management. This includes records
have been met
that cover major agreements with external organisations that have
and
been contracted and / or funded to provide and / or deliver health
administratively
services to the public / community. Examples include: cost
no longer
recovery agreements between DHBs and external agencies for
required for
cost recovery of services, significant health service agreements
reference
and contracts with external providers that outline the services to be
purposes
provided, performance standard and / or funding level,  original
purchase contract for major capital assets, agreements that
commit the expenditure of a significant proportion of DHB funding,
successful partnership agreements with significant business
partners or service agreements with service providers that involve
significant resourcing, significant operational level agreements.
15.12
Legal
Legal Opinions
Minor
Records that review and comment on minor / routine DHB internal  Destroy
7 years after
D8
processes or decision making that does not escalate to
date of last
management or legal action and set no significant precedent. For
action
example: commentary on DHB reports to external agencies such
as the Coroner, the Privacy Commissioner etc, reviews of project
finance or procurement, reviews of research findings, opinions on
HDC code of rights and general minor privacy / procurement and
supply / HR medico-legal advice and oversight etc
15.13
Legal
Legal Opinions
Significant
Records covering: Legal opinions and advice on significant legal
Transfer to
10 years after
A10
issues and events that are escalated to top management or to
Archives New
date of last
legal action, legal opinions on significant clinical research,
Zealand
action
precedent-setting legal opinions relating to DHB policies and / or
practices within the DHB, interpretations of DHB’s own legislation
and its statutory responsibilities.

40

Disposal Authority Number: DA262
District Health Board General Disposal Authority
Expires: 02/02/2017
Ref.
Class
Sub-class
Description of type of
Examples
Disposal Action
Minimum DHB  Disposal
records in class
Retention
Criteria as
Period
identifed in
appraisal report
15.18
Legal
Legislation
Significant input
Significant records covering the DHB’s requests for new and / or
Transfer to
10 years after
A12
changes to regulations under legislation administered by the DHB,  Archives New
date of last
and any significant / major input or comments on regulations
Zealand
action
administered by other agencies OR significant DHB submissions
and input regarding legislation that impacts on the DHB's function,
activities and / or jurisdictions. For example: DHB requests to
introduce or amend regulations, rationale for regulations, original
signed Orders in Council, major comments on other agencies’
regulations, written submissions by the DHB, management briefing
notes / papers for DHB attendance at Cabinet and Select
Committees.
15.19
Legal
Property Access and  Agreements
Agreements granted by or to the DHB that give fixed-term property  Destroy
2 years after
D41
Concession Rights
access and concession rights (e.g. right of way, easements,
last action or
(Fixed Term)
concessions, land encroachments, irrigation agreements, etc.). For
until
example: copies of agreements, and associated documents (e.g.
administratively
plans, diagrams). NOTE: This section does not cover leases. See
no longer
under Legal: Lease Agreements
required,
whichever is
longer
15.20
Legal
Property Access and  Agreements
Agreements granted by or to the DHB that give property access
Destroy
2 years after
D41
Concession Rights (In
and concession rights in perpetuity (e.g. right of way, easements,
last action (eg
Perpetuity)
concessions, land encroachments, irrigation agreements, etc.) For
sale or disposal
example: master copy of agreement and associated documents.
of property) or
NOTE: This section does not cover leases. See under Legal:
until
Lease Agreements
administratively
no longer
required,
whichever is
longer
16
POLICY AND PROCEDURE RECORDS
Policy and Procedure Records is a "catch all" for all records, documentation etc that develops, describes, instructs, informs etc on DHB policy, procedure, activities,
processes, best practice. For reviews of risk, analysis of issues etc associated with the use of these records, see under Compliance, Audit and Risk Management.
16.1
Policy and
Administration
Records developed to facilitate / organise the development and
Destroy
2 years after
D9
Procedure
implementation of policies, procedures, directives and instructions
last action or
and their review cycle
until
administratively
no longer
required,
whichever is
longer

42

Disposal Authority Number: DA262
District Health Board General Disposal Authority
Expires: 02/02/2017
Ref.
Class
Sub-class
Description of type of
Examples
Disposal Action
Minimum DHB  Disposal
records in class
Retention
Criteria as
Period
identifed in
appraisal report
16.2
Policy and
Development of
Minor
Documentation that provides explanation and / or reasoning that
Destroy
2 years after
D9
Procedure
has minor or short term effect on areas such as DHB
last action or
management, employees, employee activities, or patients / clients.
until
For example: development of travel card procedures, development
administratively
of facilitative financial procedures
no longer
required,
whichever is
longer
16.3
Policy and
Development of
Significant
Key documentation that provides explanation and / or reasoning for Transfer to
10 years after
A13
Procedure
policies, procedures etc that are key or wide-ranging in nature and  Archives New
date of last
that have significant and ongoing business / compliance impact on  Zealand
action
areas such as DHB management, employees, employee activities,
or patients / clients that is not summarised elsewhere
16.4
Policy and
Master Documents
Minor Financial
Final copies of financial policies, procedures etc  as well as policies  Destroy
7 years after
D21
Procedure
and procedures to do with the facilitation of financial activities.  For
date of last
example: FBT, GST, PAYE policies or payment procedures
action
16.5
Policy and
Master Documents
Minor (short term
Records that provide the final record of a policy, procedure etc that  Destroy
2 years after
D9
Procedure
compliance)
focuses on internal, administrative activities with low compliance
superseded or
risk such as the documentation of routine administrative
until
processes, and low level internal documented instructions.  For
administratively
example: low-level user guides for in-house systems, instructions
no longer
on routine office procedures, documentation of routine
required,
administrative processes, and low-level internal instructions (e.g.
whichever is
data input codes) , library policy, records retention and disposal
longer
schedules, processes and guidelines for DHB publications.
16.6
Policy and
Master Documents
Minor (ongoing
Records that provide the final record of a policies, procedures etc  Destroy
7 years after
D9
Procedure
compliance)
that focus on minor / administrative activities BUT need to be kept
superseded
longer for compliance / risk reasons.  For example, HR and
and
recruitment policies and procedures such as time recording
administratively
requirements, training procedures, instruction on applying for
no longer
allowances, travel policy, IT policies, property management policies
required
and procedures.  NOTE: If policies refer to DHB -developed
software for which deletion will result in the eradication of data /
metadata, the guide along with the original version (and data) must
be kept until the data is legally allowed to be destroyed under the
recommendations of this schedule.

43

Disposal Authority Number: DA262
District Health Board General Disposal Authority
Expires: 02/02/2017
Ref.
Class
Sub-class
Description of type of
Examples
Disposal Action
Minimum DHB  Disposal
records in class
Retention
Criteria as
Period
identifed in
appraisal report
17.8
Population Health Communicable
Monitoring of
DHB records that relate to the monitoring and reporting of disease  Destroy
20 years after
D11(c)
Disease Control
outbreaks etc within the DHB area, as well as significant
date of last
background information from agencies that relate to investigations
action
etc. NOTE: Does not include records of DHB clinical services in
response  to outbreaks or clinical records relating to outbreaks.
(See under Clinical section of the GDA). Does not include DHB
master plans. (See under Policy and Procedure: Master
Documents). If investigation results in legal issues / action,
significant DHB involvement, or raises a major public health issue
etc, see also under Compliance, Audit and Risk Management:
Issues Management, or under Legal.
17.9
Population Health Community Services
Community Health
Records created within the DHB that monitor general community
Destroy
20 years after
D11(d)
Monitoring
health issues, as well as any significant background information
date of last
from external agencies that relate to DHB investigations etc, for
action
example, cervical and breast screening programmes. NOTE: Does
not cover master plans created by the DHB. (See under Policy and
Procedure: Master Documents). Does not cover programmes
developed by the DHB that promote / monitor etc community
health (See under Project Management: Programmes) or DHB
clinical advice or monitoring. (See under Clinical). Also does not
cover patient results of any monitoring programme (see Patient
File)
17.10
Population Health Dental Health Care
Administration
Records that outline the administration processes relating to the
Destroy
2 years after
D10(d)
provision of DHB dental health care to the public as well as
last action or
administrative communication with external agencies such as the
until
facilitation of information into national databases. For example,
administratively
staff weekly lists, training registers,  stationery orders, monthly
no longer
returns
required,
whichever is
longer
17.11
Population Health Environmental Health Administration
Records that outline the administration processes relating to
Destroy
7 years after
D10(e)
internal facilitation as well as administrative communication with
date of last
external agencies about areas such as the facilitation of
action
information relating to routine approvals, placement of information
into national databases etc

47

Disposal Authority Number: DA262
District Health Board General Disposal Authority
Expires: 02/02/2017
Ref.
Class
Sub-class
Description of type of
Examples
Disposal Action
Minimum DHB  Disposal
records in class
Retention
Criteria as
Period
identifed in
appraisal report
17.12
Population Health Environmental Health Monitoring of
DHB records that monitor and report on possible  environmental
Destroy (IF
20 years after
D11(e)
health issues within the DHB area as a service to external
significant
date of last
agencies.  Areas include environmental noise, lead contamination,  information is
action
radioactivity, offensive trades and nuisances, toxic substance
available
spills, 1080 drops, aerial spraying, liquid waste issues, hazardous  elsewhere in the
waste disposal, rifle ranges, health issues relating to resource
DHB or is  being
management and environmental impact reports, public health
transferred from
submissions on resource consents, shellfish quality, smoke-free
the relevant
environments etc. NOTE: if investigation results in legal issues /
external agency.)
action, significant DHB involvement, sets a precedent or raises a
major public health issue or concern etc, see also under
Compliance, Audit and Risk Management: Issues Management, or
under Legal. NOTE: Does not cover DHB resource consents or
master plans. See under Compliance, Audit and Risk
Management: Resource Consents or Policy and Procedure: Master
Documents. Also does not include DHB clinical monitoring / testing
/ notifications on individuals. (See under Clinical).
17.13
Population Health Environmental Health Monitoring of (IF
DHB records that monitor and report on possible  environmental
Transfer to
20 years after
A15(e)
significant information
health issues within the DHB area as a service to external
Archives New
date of last
not available elsewhere agencies.  Areas include environmental noise, lead contamination,  Zealand  (IF
action
in the DHB or is not
radioactivity, offensive trades and nuisances, toxic substance
significant
being transferred from  spills, 1080 drops, aerial spraying, liquid waste issues, hazardous  information not
the relevant external
waste disposal, rifle ranges, health issues relating to resource
available
agency. Discuss with
management and environmental impact reports, public health
elsewhere in the
Archives New Zealand  submissions on resource consents, shellfish quality, smoke-free
DHB or is not
prior to disposal.)
environments etc. NOTE: if investigation results in legal issues /
being transferred
action, significant DHB involvement, sets a precedent or raises a
from the relevant
major public health issue or concern etc, see also under
external agency.
Compliance, Audit and Risk Management: Issues Management, or  Discuss with
under Legal. NOTE: Does not cover DHB resource consents or
Archives New
master plans. See under Compliance, Audit and Risk
Zealand prior to
Management: Resource Consents or Policy and Procedure: Master disposal.)
Documents. Also does not include DHB clinical monitoring / testing
/ notifications on individuals. (See under Clinical).

48

Disposal Authority Number: DA262
District Health Board General Disposal Authority
Expires: 02/02/2017
Ref.
Class
Sub-class
Description of type of
Examples
Disposal Action
Minimum DHB  Disposal
records in class
Retention
Criteria as
Period
identifed in
appraisal report
17.14
Population Health Food Safety
Monitoring of Licences DHB records that monitor and report on food safety and suspected  Destroy
7 years after
D11(f)
food borne illnesses that are not specifically related to monitoring
licence revoked
of licensed premises as a service to external agencies . NOTE: if
/ business
investigation results in legal issues / action, significant DHB
closed AND
involvement, or investigation raises a major public health issue etc,
premises no
see under Compliance, Audit and Risk Management: Issues
longer used as
Management, or under Legal.
a licensed
premises
17.15
Population Health Housing and Health
Monitoring of
DHB records that monitor and report on housing and health issues  Destroy
20 years after
D11(g)
within the DHB area, their effect on town planning etc as a service
date of last
to external agencies  as well as significant background information
action
from agencies that relate to investigations etc. NOTE: if
investigation results in legal issues / action, significant DHB
involvement, or raises a major public health issue etc, see also
under Compliance, Audit and Risk Management: Issues
Management, or under Legal. NOTE: Does not cover DHB
resource consents or master plans. See under Compliance, Audit
and Risk Management: Resource Consents or under Policy and
Procedure: Master Documents.
17.16
Population Health Premises
Administration
DHB records that outline the administration and facilitation of DHB  Destroy
7 years after
D10(f)
premises monitoring services that are carried out for external
date of last
agencies. For example license monitoring liaison with NZFSA,
action
programme registration etc
17.17
Population Health Premises
Monitoring of Licences DHB records that monitor and report on licensed premises holding  Destroy
7 years after
D11(h)
licenses such as Liquor Licenses, Hazardous Substances /
licence or
Poisons Licenses or Food Safety Licenses etc as a service to
notification
external agencies . Also includes fumigation notifications. NOTE: if
expired /
investigation results in legal issues /action, significant DHB
revoked OR
involvement, or investigation raises a major public health issue etc,
business closed
see under Compliance, Audit and Risk Management: Issues
AND premises
Management, or under Legal. NOTE: Does not cover DHB
no longer used
resource consents or master plans. See under Compliance, Audit
as a licensed
and Risk Management: Resource Consents or under Policy and
premises
Procedure: Master Documents.

49

Disposal Authority Number: DA262
District Health Board General Disposal Authority
Expires: 02/02/2017
Ref.
Class
Sub-class
Description of type of
Examples
Disposal Action
Minimum DHB  Disposal
records in class
Retention
Criteria as
Period
identifed in
appraisal report
17.18
Population Health Quarantine Health
Administration
Records that outline the administration processes relating to
Destroy
2 years after
D10(g)
internal facilitation as well as administrative communication with
date of last
external agencies about areas such as rodent control certification
action or until
etc
administratively
no longer
required,
whichever is
longer
17.19
Population Health Quarantine Health
Monitoring of
DHB records that monitor and report on quarantine and health
Transfer to
7 years after
A15(h)
issues within airports and ports within the DHB area as a service
Archives New
date of last
to external agencies  and their resolution / control. Includes
Zealand (IF
action and no
monitoring of biosecurity. NOTE: if investigation results in legal
significant
longer required
issues / action, significant DHB involvement, or raises a major
information not
for legal
public health issue etc, see also under Compliance, Audit and Risk  available
purposes
Management: Issues Management, or under Legal.
elsewhere in the
DHB or is not
being transferred
from the relevant
external agency.
Discuss with
Archives New
Zealand prior to
disposal.)
17.2
Population Health Solid Waste Disposal  Administration
Records that outline the administration processes relating to
Destroy
7 years after
D10(h)
(Non-DHB)
internal facilitation as well as administrative communication with
date of last
local councils etc
action
17.21
Population Health Solid Waste Disposal  Monitoring of
DHB records that monitor and report on  solid waste disposal and  Transfer to
20 years after
A15(i)
(Non-DHB)
associated management plans, issues as a service to external
Archives New
date of last
agencies  such as local councils. NOTE: if investigation results in
Zealand (IF
action and / or
legal issues / action, significant DHB involvement, or investigation  significant
landfill / station
raises a major public health issue etc, see also under Compliance,  information not
closed.
Audit and Risk Management: Issues Management, or under Legal.  available
NOTE: Does not cover DHB resource consents or master plans.
elsewhere in the
See under Compliance, Audit and Risk Management: Resource
DHB or is not
Consents or under Policy and Procedure: Master Documents.
being transferred
from the relevant
external agency.
Discuss with
Archives New
Zealand prior to
disposal.)

50

Disposal Authority Number: DA262
District Health Board General Disposal Authority
Expires: 02/02/2017
Ref.
Class
Sub-class
Description of type of
Examples
Disposal Action
Minimum DHB  Disposal
records in class
Retention
Criteria as
Period
identifed in
appraisal report
17.22
Population Health Tobacco Control
Administration
Records that outline the administration and faciliation of processes  Destroy
2 years after
D10(j)
relating to monitoring of legislation and health promotion etc well
date of last
as administrative communication with external agencies relating to
action or until
ongoing monitoring, control etc. NOTE: Does not cover DHB
administratively
master plans or DHB programmes relating to smoke-free
no longer
initiatives. See under Policy and Procedure: Master Documents or
required,
under Project Management: Programmes.
whichever is
longer
17.23
Population Health Tuberculosis
Administration
Records that outline the administration and faciliation of processes  Destroy
2 years after
D10(k)
relating to internal avoidance and control as well as administrative
date of last
communication with external agencies relating to ongoing
action or until
monitoring, avoidance, control etc. NOTE: Does not cover DHB
administratively
master plans. See under Policy and Procedure: Master
no longer
Documents.
required,
whichever is
longer
17.24
Population Health Water Quality
Administration
Records that outline the administration processes relating to
Destroy
2 years after
D10(i)
internal facilitation as well as administrative communication with
date of last
external agencies such as the Ministry of Health about areas such
action or until
as placement of information into national databases, equipment
administratively
maintenance, training etc
no longer
required,
whichever is
longer
17.25
Population Health Water Quality
Monitoring of
DHB records that monitor and report on the quality of drinking
Transfer to
20 years after
A15(j)
water supplies and recreational waters within the DHB area as a
Archives New
date of last
service to external agencies.  Includes water quality reports,
Zealand  (IF
action
microbiological surveillance, water sample results, grading and
significant
registration of drinking water for community supplies, monitoring of  information not
issues such as fluoridation, oil spills and chemical contamination.
available
NOTE: if investigation results in legal issues / action, significant
elsewhere in the
DHB involvement, or investigation raises a major public health
DHB or is not
issue etc, see also under Compliance, Audit and Risk
being transferred
Management: Issues Management, or under Legal. NOTE: Does
from the relevant
not cover DHB resource consents or master plans. See under
external agency.
Compliance, Audit and Risk Management: Resource Consents or  Discuss with
Policy and Procedure: Master Documents.
Archives New
Zealand prior to
disposal.)

51

Disposal Authority Number: DA262
District Health Board General Disposal Authority
Expires: 02/02/2017
Ref.
Class
Sub-class
Description of type of
Examples
Disposal Action
Minimum DHB  Disposal
records in class
Retention
Criteria as
Period
identifed in
appraisal report
18.3
Procurement and  Stationery
Acquisition and
Records dealing with acquisition and disposal of stationery,
Destroy
2 years after
D27
Supply
disposal
including forms. For example: order/purchase documentation,
date of last
Management
stock and inventory records, service contract and requisition
action or until
orders, paper recycling and document destruction.
administratively
no longer
required,
whichever is
longer
18.4
Procurement and  Stores, supplies,
Procurement, issue,
Records documenting the procurement, issue and disposal of
Destroy
7 years after
D27
Supply
fixtures, fittings and
disposal of
stores, supplies and equipment, both within the DHB and provided
date of last
Management
plant / equipment
to patients and employees. Also records relating to procurement,
action
issue of fixture and fittings, e.g. office furniture, furnishings, floor
coverings, etc. For example:  Freight consignments and delivery
dockets, Stock records and inventories, Tender documentations,
Sales brochures and information, Order/purchase documentation,
Service contracts and requisition orders,  Financial authority forms,
Equipment supply forms.
18.5
Procurement and  Tender
Records of tenders
Tender records of successful and unsuccessful bidders
Destroy
7 years after
D26
Supply
Documentation
made by the DHB, and
date of last
Management
by suppliers to the DHB
action
18.6
Procurement and  Uniform / Wardrobe
Selection, design,
Records covering the selection and allocation of clothing and
Destroy
2 years after
D27
Supply
(Employees)
allocation
associated items worn by employees, as well as records outlining
date of last
Management
final design and description of clothing. For example, the selection
action or until
of uniform process, employees input / comments on corporate
administratively
wardrobe, distribution of uniforms to employees
no longer
required for
reference
purposes,
whichever is
longer
18.7
Procurement and  Vehicles
Records relating to the  Acquisition documentation, staff arrangements for hire
Destroy
7 years after
D27
Supply
purchase, hire, and
date of last
Management
disposal of DHB
action
vehicles
19
PROJECT MANAGEMENT
Project management records record the administration, maintenance, monitoring of DHB-related projects, big or small

53

Disposal Authority Number: DA262
District Health Board General Disposal Authority
Expires: 02/02/2017
Ref.
Class
Sub-class
Description of type of
Examples
Disposal Action
Minimum DHB  Disposal
records in class
Retention
Criteria as
Period
identifed in
appraisal report
19.6
Project
Programmes
Maintenance
Vital / Significant records that document at a high level the
Transfer to
10 years after
A16
Management
(Significant)
establishment, maintenance of capital or significant programmes
Archives New
date of last
that have a key or wide ranging effect on DHB operations, or have  Zealand
action
ongoing relevance to DHB business, e.g. Immunisation
programmes
20
PROPERTY AND ASSET MANAGEMENT
Property and Asset Management records outline the development and ongoing maintenance of property and assets
20.1
Property and
Assets
Compliance (minor)
Records that document the recording of minor capital assets for
Destroy
7 years after
D22
Asset
legal and compliance requirements. For example, fixed asset
date of last
Management
register
action
20.2
Property and
Assets
Compliance
Records that document consolidated major capital assets for legal  Transfer to
10 years after
A22
Asset
(significant)
and compliance requirements e.g. consolidated major capital
Archives New
date of last
Management
aqssets register listing buildings, major plant and equipment etc
Zealand
action
20.3
Property and
Compliance
Administration
Records that facilitate the building compliance process. For
Destroy
7 years after
D41
Asset
example: code of compliance facilitation, defect notices,
date of last
Management
background to building codes and building warrants of fitness etc
action
20.4
Property and
Compliance
Compliance and
Approval and compliance certificates for DHB owned buildings and  Transfer to
10 years after
D41
Asset
Approval Certificates
major construction works and engineering
Archives New
superseded
Management
Zealand
20.5
Property and
Construction, Works  Projects (Minor)
Minor / routine records relating to minor construction, works and
Destroy
7 years after
D41
Asset
and Engineering
engineering projects, e.g. standard everyday construction type
date of last
Management
work of a minor nature or alterations (e.g. fit-outs, landscaping,
action
gardening, fencing, maintenance), routine maintenance and
upkeep (e.g. office refurbishment, redecorating), construction of a
standard- type design, but not a first time construction. For
example: Drawings / plans, records of methods and designs used,
project progress and inspection summary reports, approval
certificates. NOTE: For legal agreements see under Legal: Legal
Agreements (Minor)

55

Disposal Authority Number: DA262
District Health Board General Disposal Authority
Expires: 02/02/2017
Ref.
Class
Sub-class
Description of type of
Examples
Disposal Action
Minimum DHB  Disposal
records in class
Retention
Criteria as
Period
identifed in
appraisal report
20.6
Property and
Construction, Works  Projects (Significant)
Significant original or master records relating to significant
Transfer to
10 years after
A38
Asset
and Engineering
construction, works and engineering projects undertaken by or on  Archives New
date of last
Management
behalf of the DHB. For example DHB properties involving large
Zealand
action
capital expenditure, that are purpose-designed and built, that result
in DHB ownership of a significant capital asset, or involve
construction of a first-type standard design. (This also includes
minor types such as wards, offices). Also building / structures that
received architectural / design awards, properties and sites of
national significance, project records containing information of
historic / social / architectural significance (e.g. historical / heritage
building restoration / conservation, major maintenance of historical
/ heritage sites and monuments). Records include: records of
methods and designs used, summary project progress and
inspection reports by architects and contractors, environmental
reports. NOTE: For legal agreements see under Legal: Legal
Agreements (Minor)
20.7
Property and
Hazardous
Management of
Records documenting the presence, installation, use, neutralisation Transfer to
10 years after
A38
Asset
Substances
and / or disposal of hazardous substances (e.g. asbestos, toxic
Archives New
date of last
Management
waste, radioactive substances, etc) on property, premises, facilities  Zealand
action
and land owned or rented / leased by the DHB. Record examples
include: locations, nature of the hazardous substances,  risk
evaluations, preventive and safety measures, disposal /
neutralisation measures
20.8
Property and
Land Claims over
Records covering Maori  Significant records covering Maori claims on assets and/or
Transfer to
10 years after
A38
Asset
DHB property
claims
resources owned and /or administered by DHB, investigations into  Archives New
date of last
Management
claim, negotiations and claim settlements, details of sale and  / or  Zealand
action
disposal. For example, significant correspondence and reports.
NOTE: See also under Compliance, Audit and Risk Management:
Treaty of Waitangi and Partnership Issues
20.9
Property and
Patents and Trade
Records of patents and  Certificates of ownership
Transfer to
10 years after
A28
Asset
Marks
trade marks owned by
Archives New
date of last
Management
DHB
Zealand
action

56

Disposal Authority Number: DA262
District Health Board General Disposal Authority
Expires: 02/02/2017
Ref.
Class
Sub-class
Description of type of
Examples
Disposal Action
Minimum DHB  Disposal
records in class
Retention
Criteria as
Period
identifed in
appraisal report
20.10
Property and
Property, Assets,
Routine Management
Provision of building services (e.g. cleaning, heating, refrigeration,  Destroy
7 years after
D41
Asset
Buildings
power, gardening, lifts, pumping, lighting, pest control, furnishings,
date of last
Management
air-conditioning), provision of accommodation (e.g. layout planning,
action
space allocation, parking, plant/equipment), telecommunications
(e.g. systems installation and maintenance systems, telephone
extension allocation), occupational health and safety, rent /rates
and valuations, directional signage, accommodation moves,
building warrant of fitness, fire protection, building certification,
energy conservation, booking rooms and venues, building
registration, naming, numbering, notification of plant, electrical,
reticulation shutdowns, building management systems, provision of
storage for equipment, records, routine maintenance of waste
management
20.11
Property and
Security
Buildings and Facilities  Low level / minor routine management and administration of
Destroy
2 years after
D41
Asset
(Minor)
security (both physical and electronic) of buildings and facilities.
date of last
Management
For example:Issuing of security passes/access cards/keys, Key
action or when
registers, Guard rosters, Security check rosters and reports,
administratively
Monitoring access, Standard state sector security measures,
no longer
Monitoring of visitors (e.g. visitors’ log, contractors’ log)
required,
whichever is
longer
20.12
Property and
Security
Buildings and Facilities  Management and administration of security (both physical and
Destroy
7 years after
D41
Asset
(Significant)
electronic) of buildings and facilities where records require longer
date of last
Management
term retention for compliance reasons. For example: Installation of
action
security equipment, minor security breaches/infringements,
administration surrounding the engagement of security firms,
Inspection reports.
20.13
Property and
Site Plans and
DHB-owned property
Original or master copies of site plans and building details of DHB- Transfer to
10 years after
D41
Asset
Building Details
owned property. For example: final building specifications, final
Archives New
date of last
Management
plans (e.g. floor plans), final drawings (e.g. site elevations),
Zealand
action
plan/map registers and indexes, final construction designs / plans
and specifications (e.g. as built plans / specifications). NOTE:
Records covering the following may be destroyed when
administratively no longer required:  duplicates and copies of
records of the former Ministry of Works and Government
Accommodation Board,  minor and/or standard
structures/alterations and plans used only for accommodation
allocation (e.g. furniture layouts). Original / master copies of plans
from satellite hospitals etc must be retained for appraisal by
Archives New Zealand

57

Disposal Authority Number: DA262
District Health Board General Disposal Authority
Expires: 02/02/2017
Ref.
Class
Sub-class
Description of type of
Examples
Disposal Action
Minimum DHB  Disposal
records in class
Retention
Criteria as
Period
identifed in
appraisal report
20.14
Property and
Site Plans and
Non-DHB property
Records of site plans and building details of property not owned by  Destroy
7 years after
D41
Asset
Building Details
the DHB (e.g. rented, leased) such as building specifications,
end of lease
Management
Plans (e.g. floor plans) and Drawings (e.g. site elevations)
20.15
Property and
Stores, supplies,
Installation,
Records documenting the installation, maintenance, storage, of
Destroy
7 years after
D27
Asset
fixtures, fittings and
maintenance, storage
stores, supplies and equipment. Also records relating to
date of last
Management
plant / equipment
maintenance and repairs of fixture and fittings, e.g. office furniture,
action
furnishings, floor coverings, etc. For example: freight consignments
and delivery dockets, equipment maintenance, equipment/plant
history records, stock records and inventories, fixture and fittings
registers/lists, financial authority forms
20.16
Property and
Tea Room, Cafeteria  Administration and
Records that cover administration and property maintenance of
Destroy
2 years after
D41
Asset
and Food Service
Maintenance
employee and patient lunch areas, cafeteria, tea/coffee making,
date of last
Management
Facilities
kitchens, catering, etc. For example: catering arrangements and
action or when
services, equipment (tables, ovens etc), administration (e.g.
administratively
menus, prices, operating hours)
no longer
required,
whichever is
longer
20.17
Property and
Tenanted DHB
Management of
Records covering the leasing and rental of property owned and/or  Destroy
7 years after
D41
Asset
Properties
administered by the DHB. For Example: Correspondence with
date of last
Management
tenants, and Lists of tenants
action.
20.18
Property and
Vehicles
Maintenance
Records relating to the maintenance, service, operation of DHB
Destroy
7 years after
D27
Asset
vehicles. For example: damage reports, fleet / vehicle
date of last
Management
maintenance, fleetcard records, vehicle running sheets etc
action
21
PUBLIC RELATIONS AND COMMUNICATIONS
Public Relations and Communications Records outline how DHBs communicate with external agencies in official or promotional ways
21.1
Public Relations
Administration
Financial
Administrative records relating to the management of Public
Destroy
7 years after
D40
and
Relations and Communications etc that need to be kept for
date of last
Communications
accounting purposes. For example, accounting information relating
action
to publications, production, marketing and distribution, print
processing, speaker payments, foreign exchange, payments of
subscriptions etc

58

Disposal Authority Number: DA262
District Health Board General Disposal Authority
Expires: 02/02/2017
Ref.
Class
Sub-class
Description of type of
Examples
Disposal Action
Minimum DHB  Disposal
records in class
Retention
Criteria as
Period
identifed in
appraisal report
21.2
Public Relations
Administration
Non-Financial
Administrative records relating to the management of Public
Destroy
2 years after
D40
and
Relations and Communications that do not need to be kept for
date of last
Communications
accounting purposes. (That is, they contain non-financial
action or until
information, or else a copy is already kept for Finance and
administratively
Accounting purposes). For example, minor correspondence,
no longer
address and invitation lists, requests for publications, production,
required,
marketing and distribution of publications and advertisements,
whichever is
reference and information-only records, print processing, routine
longer
requests (e.g. asking for speaker, requests to use DHB material
held under copyright, general enquiries from public, subscription
lists, administration of VIP visits such as foreign exchange, thank
you notes, travel itineraries, security, transportation, etc
21.3
Public Relations
Campaigns
Administration of
Records that cover DHB administrative and facilitative support
Destroy
7 years after
D40
and
(financial)
when it comes to the development and organisation of national or
date of last
Communications
local campaigns that need to be kept for accounting purposes. For
action
example, accounting information relating to campaign payments.
21.4
Public Relations
Campaigns
Administration of
Records that cover DHB administrative and facilitative support
Destroy
2 years after
D40
and
(non-financial)
when it comes to the development and organisation of national or
date of last
Communications
local campaigns that do not need to be kept for accounting
action or until
purposes. (That is, they contain non-financial information, or else a
administratively
copy is already kept for Finance and Accounting purposes). For
no longer
example, minor correspondence relating to organisation of
required,
brochure printing.
whichever is
longer
21.5
Public Relations
Campaigns
Minor
Records that outline DHB management of National Campaigns, or  Destroy
7 years after
D40
and
development and organisation of campaigns which are
date of last
Communications
administrative / low level etc in nature
action
21.6
Public Relations
Campaigns
Significant
Summary records outlining the development and management of
Transfer to
10 years after
A37
and
promotional / preventative campaigns that relate to significant DHB  Archives New
date of last
Communications
issues or functions, or an important unique DHB aspect of a
Zealand
action
National Campaign
21.7
Public Relations
Ceremonies,
Administration
Records that cover DHB administrative input into ceremonial and
Destroy
7 years after
D40
and
Celebrations,
celebratory events, exhibitions, displays, etc. For example: routine
date of last
Communications Exhibitions, Displays,
administration (e.g. mundane correspondence), public relations
action
etc.
and promotions, construction and assembly, exhibition openings,
invitations.

59

Disposal Authority Number: DA262
District Health Board General Disposal Authority
Expires: 02/02/2017
Ref.
Class
Sub-class
Description of type of
Examples
Disposal Action
Minimum DHB  Disposal
records in class
Retention
Criteria as
Period
identifed in
appraisal report
21.8
Public Relations
Ceremonies,
Development and
Development and management records of significant ceremonies,  Transfer to
10 years after
A37
and
Celebrations,
Management of
celebrations, exhibitions, displays and their related projects etc that  Archives New
date of last
Communications Exhibitions, Displays  significant ceremonies  have significant DHB input, participation and / or contribution (i.e.
Zealand
action
etc
etc
events of national importance, significant for the DHB). For
example: planning briefs, concept designs, decision-making
records, project files,  copy of programmes, significant visitors
books. NOTE: does not cover the physical exhibitions / displays,
which may be destroyed when administratively no longer required.
See also under Research Management: Historical and Research
Material for historical documentation.
21.9
Public Relations
Complaints
Minor
Minor complaints by clients, patients, employees, contractors etc
Destroy
2 years after
D40
and
against the DHB that do not have any direct impact on government
date of last
Communications
or DHB policies or decisions and are not officially registered as an
action or until
incident or placed on an employee's personnel file. For example:
administratively
general complaints in the form of correspondence etc on policies
no longer
and quality/standard of service, complaints on personal matters
required,
(e.g. traffic offences, tax matters, etc).  NOTE: Does not include
whichever is
Privacy Act complaints. See under Public Relations and
longer
Communications: Privacy Act Requests and Complaints.
21.10
Public Relations
Conferences,
Administration
Records relating to the management of conferences etc that need  Destroy
7 years after
D40
and
Seminars,
(Financial)
to be kept for accounting purposes. For example  booking
date of last
Communications Workshops, etc.
information, deposit information,  payment information and
action
associated correspondence
21.11
Public Relations
Conferences,
Administration (Non-
Administrative records that facilitate conferences, workshops etc
Destroy
2 years after
D40
and
Seminars,
Financial)
for DHB employees that do not need to be kept for accounting
last action or
Communications Workshops etc
purposes. (That is, they contain non-financial information, or else a
until
copy is already kept for Finance and Accounting purposes). For
administratively
example, reference and information only records, notifications,
no longer
invitations and acceptances, attendence correspondence, venue
required
arrangements, secretarial administration, catering correspondence.
21.12
Public Relations
Conferences,
Not sponsored or
Copies of records of conferences, seminars, workshops attended  Destroy
2 years after
D40
and
Seminars,
administered by the
by DHB staff that are generated by external organisations and
date of last
Communications Workshops etc
DHB
where the DHB does not have significant input or participation. For
action or until
example: record of proceedings, commissioned reports and
administratively
evaluations; speeches, addresses and submissions, programmes,
no longer
correspondence, invitations. NOTE: Conference proceedings
required,
should be added to the DHB library and covered under their
whichever is
collection management policy.
longer

60

Disposal Authority Number: DA262
District Health Board General Disposal Authority
Expires: 02/02/2017
Ref.
Class
Sub-class
Description of type of
Examples
Disposal Action
Minimum DHB  Disposal
records in class
Retention
Criteria as
Period
identifed in
appraisal report
21.13
Public Relations
Conferences,
Significant DHB
Significant original master records of conferences, seminars,
Transfer to
10 years after
A17
and
Seminars,
Participation and Input.   workshops etc that summarise the deliberations, discussions,
Archives New
date of
Communications Workshops etc
proceedings and presentations relevant to key / significant DHB’s
Zealand one copy  publication.
functions and/or mandates. Examples include: record of
of published /
proceedings, record of remit decisions,  major reports and
printed material
evaluations presented, speeches, addresses and submissions,
not lodged with
programmes,  minutes/papers that contain significant annotations  Legal Deposit
(e.g. handwritten notes by chairperson). NOTE: conference
Office
proceedings should be added to the DHB library and covered
under their Collection management policy. DHB publications that
have been lodged with the Legal Deposit Office may be destroyed
when no longer administratively required
21.14
Public Relations
External
Produced by DHB
Records of the information communicated externally to clients,
Destroy
2 years after
D13
and
Communications
(Minor)
stakeholders, interested parties and / or the general public that is
date of last
Communications
routine or minor in nature. For example: routine speeches and
action or until
addresses regarding minor-issues, minor articles written by DHB
administratively
employees, copies of photographs, minor campaigns, low - level
no longer
non-published promotional / informational material etc.  NOTE:
required,
Does not include published material. See under Public Relations
whichever is
and Communications: External Communications: Significant
longer
promotional / informational produced by DHB.
21.15
Public Relations
External
Produced by DHB
Records of the significant promotional / informational information
Transfer to
10 years after
A37
and
Communications
(Significant)
communicated externally to clients, stakeholders, interested parties Archives New
date of last
Communications
and / or the general public. For example: Agency news releases,
Zealand one copy  action
significant articles written by DHB employees, major DHB
of published /
speeches and addresses, significant articles written by agency
printed material
employees, publications issued/sponsored by agency (e.g.
and where a
newsletters, circulars, pamphlets, brochures), news briefings,
duplicate has been
significant films, videos, DVD's etc produced by the DHB as well as  extensively
scripts of films, videos or DVD's produced or commissioned by the  annotated by DHB
DHB, key / significant publicity campaigns, photographs, education  employees
resource kits, posters, brochures, new agency launches etc.
NOTE: Website related documentation which is covered under
Information Management Systems and Services, and agency
publications that have been lodged with the Legal Deposit Office
may be destroyed when no longer administratively required

61

Disposal Authority Number: DA262
District Health Board General Disposal Authority
Expires: 02/02/2017
Ref.
Class
Sub-class
Description of type of
Examples
Disposal Action
Minimum DHB  Disposal
records in class
Retention
Criteria as
Period
identifed in
appraisal report
21.16
Public Relations
External
Public communications  Communications prepared by DHB for public release by the
Transfer to
10 years from
A18
and
Communications
prepared for Minister
Minister. For example: Ministerial speech notes and speeches,
Archives New
date of last
Communication
Ministerial news releases, Reports issued under Ministerial
Zealand
action
approval
21.17
Public Relations
External
Received by DHB
Public relations and information records received/sourced
Destroy
2 years after
D40
and
Communications
externally by DHB. For example: news clippings, external
date or last
Communications
publications, external advertisements and brochures, external
action or until
invitations to functions.
administratively
no longer
required
21.18
Public Relations
Gifts
Presented or Received  Records relating to the receipt of minor / token gifts by the DHB,
Destroy
2 years after
D40
and
by DHBs (Minor)
i.e. token gifts that have little  monetary or other value. For
date of last
Communications
example: details of gift selection, purchase and presentation by
action or until
DHB, and DHB receipt of gifts received. NOTE:  This section does
administratively
not cover the actual gifts or objects, unless they are public records
no longer
under the Public Records Act 2005, e.g. artworks produced or
required,
acquired in the course of an DHB’s business
whichever is
longer
21.19
Public Relations
Gifts
Presented or Received  Records relating to the receipt of major gifts by the DHB, i.e. gifts
Transfer to
10 years after
A37
and
by DHBs (Significant) that have substantial value, national importance, long-term benefit,  Archives New
date of last
Communications
etc. For example:  register giving details of gift selection, purchase  Zealand
action
and presentation by DHB and DHB receipt of gifts received. NOTE:
This section does not cover the actual gifts or objects, unless they
are public records under the Public Records Act 2005, e.g.
artworks produced or acquired in the course of an DHB’s business
21.20
Public Relations
Media
Monitoring
Records that monitor media information published or aired about
Transfer to
10 years after
A37
and
significant "hot topics" to do with the DHB, as well as records that  Archives New
date of last
Communications
summarise or document key DHB's responses to media articles,
Zealand
action
questions, reports etc, for example, press clippings, media
releases
21.21
Public Relations
Media
Relations with
Records that outline unpublished DHB discussions/ relations with
Destroy
2 years after
D14
and
media. For example, correspondence asking for information
date of last
Communications
action or until
administratively
no longer
required,
whichever is
longer

62

Disposal Authority Number: DA262
District Health Board General Disposal Authority
Expires: 02/02/2017
Ref.
Class
Sub-class
Description of type of
Examples
Disposal Action
Minimum DHB  Disposal
records in class
Retention
Criteria as
Period
identifed in
appraisal report
21.22
Public Relations
Messages of
Either produced or
Letters of condolence, thanks and appreciation, greeting cards
Destroy
Until
D40
and
Condolence,
received by the DHB
(e.g. Christmas cards)
administratively
Communications Appreciation,
no longer
Greeting,
required
Congratulation, etc.
21.23
Public Relations
Official Information
Requests
Records dealing with information requests under the Official
Destroy
7 years after
D40
and
Act
Information Act 1982, including OIA-related enquiries from
date of last
Communications
Ombudsmen. For example, correspondence, reports,
action and
investigations. NOTE:  All Ombudsmen investigation case files
when no longer
under the Official Information Act 1982 are scheduled and
required for
transferred to Archives New Zealand by the Office of the
administrative /
Ombudsmen
legal purposes
21.24
Public Relations
Parliamentary
Draft DHB responses to Draft responses prepared by DHB to Parliamentary Questions. For  Destroy
Until
D15
and
Questions
Parliamentary
example, background information, answers prepared by DHB
administratively
Communication
Questions
no longer
required for
references
purposes
21.25
Public Relations
Privacy Act Requests  Requests and
Records relating to requests to the DHB under the Privacy Act
Transfer to
10 years after
A37
and
and Complaints
complaints that set
1993 which result in complaints to the Privacy Commissioner that  Archives New
date of last
Communications
precedent
set precedent. For example, Information requests,  DHB reply to
Zealand
action
requests, Communication with Privacy Commissioner, DHB
investigations into complaints
21.26
Public Relations
Privacy Act Requests  Requests and
Records relating to requests to the DHB under the Privacy Act
Destroy
7 years after
D40
and
and Complaints
complaints that set no  1993 and/or complaints to the Privacy Commissioner that set no
date of last
Communications
precedent
precedent. For example: Information requests, DHB reply to
action
requests, Communication with Privacy Commissioner, DHB
investigations into complaints
21.27
Public Relations
Publications
In-House
Publications produced or commissioned by the DHB for internal
Transfer to
10 years after
A37
and
use. For example: published and printed material, CEO newsletter,  Archives New
date of
Communications
internal presentation programme. NOTE: DHB publications that
Zealand one copy  publication.
have been lodged with the Legal Deposit Office may be destroyed  of published /
when no longer administratively required
printed material
not lodged with
Legal Deposit
Office

63

Disposal Authority Number: DA262
District Health Board General Disposal Authority
Expires: 02/02/2017
Ref.
Class
Sub-class
Description of type of
Examples
Disposal Action
Minimum DHB  Disposal
records in class
Retention
Criteria as
Period
identifed in
appraisal report
21.28
Public Relations
Routine Information
From Public
Routine requests for information from public
Destroy
2 years after
D40
and
Requests
date of last
Communications
action or until
administratively
no longer
required,
whichever is
longer
21.29
Public Relations
Sponsorship
Minor
Minor sponsorship and routine sponsorship administration. For
Destroy
7 years after
D40
and
example: application proposals, declined sponsorship (e.g.
date of last
Communications
rejection letters), routine administration (e.g. low level
action
administrative correspondence)
21.30
Public Relations
Sponsorship
Significant
Records covering significant national or major new sponsorship
Transfer to
10 years after
A19
and
that are precedent setting, contentious or controversial, granted
Archives New
date of last
Communications
and/or received by the DHB in support of public sector activities.
Zealand
action
For example: proposals, decision-making records, accountability
reports
21.31
Public Relations
Stakeholder Relations Significant
Records that outline significant relationship issues, discussions etc  Transfer to
10 years after
A19
and
with key stakeholders. For example, reports on findings
Archives New
date of last
Communications
Zealand
action
21.32
Public Relations
VIP/Senior Officials’
Significant
Major records covering significant DHB involvement with overseas  Transfer to
10 years after
A37
and
Visits
visits by New Zealand dignitaries (e.g. Prime Minister, Ministers of  Archives New
date of last
Communications
the Crown, etc.), OR overseas VIP visitors to New Zealand (e.g.
Zealand
action
royalty, heads of state, ministers of state, senior officials, etc.). May
come in the form of: Briefing notes, visitation programme,  record
of official discussions and meetings, visit reports, visitors’ books
etc
22
RESEARCH MANAGEMENT
Research Management records range from the management of current research, to the maintenance of past resesearch and historical records
22.1
Research
Administration
Records that document the facilitation and administration of
Destroy
7 years after
D16
Management
internal or external research and clinical trials. For example:
date of last
research applications, approvals, associated correspondence etc.
action
NOTE: Does not include administration of surveys. See under
Research Management: Surveys and Opinion Polls
22.2
Research
Ethics Committees
Administration
Records which administer committee membership,
Destroy
7 years after
D17
Management
elections/selection of members, procedure and process. For
date of last
example, facilitative correspondence
action

64

Disposal Authority Number: DA262
District Health Board General Disposal Authority
Expires: 02/02/2017
Ref.
Class
Sub-class
Description of type of
Examples
Disposal Action
Minimum DHB  Disposal
records in class
Retention
Criteria as
Period
identifed in
appraisal report
22.3
Research
Ethics Committees
Approvals granted
Approvals granted by Ethics Committee
Transfer to
10 years after
A20
Management
Archives New
date of last
Zealand a
action
summary of
approvals
22.4
Research
Historical and
Significant
Records containing information that has been collated and or
Transfer to
7 years after
A20
Management
Research Material
consolidated, regarding the history and social development of the
Archives New
date of last
DHB. For example: include photographs, documents about the
Zealand 1 copy of  action
history of the DHB, consolidated records outlining growth and
each printed /
activities, original DHB documents that have been collected
published item
together for historical and social interest, original research material
and notes, historical research papers, Jubilee and Centennial
Histories not available in libraries, summary histories created by
the DHB, both published and unpublished, information on notable /
significant DHB events, employees and buildings, collated external
communications received by the DHB (e.g. collections of
newspaper clippings)
22.5
Research
Raw Data
Working documentation associated with the research, trialing and  Destroy
2 years after
D20
Management
research reporting processes. For example questionnaires,
date of last
interview notes, data sheets, computer input and output, sampling
action or until
frames, correspondence, etc.
administratively
no longer
required
22.6
Research
Research Reports
Minor
Research reports, returns etc created or sponsored by the DHB
Destroy
2 years after
D18
Management
about low level / administrative DHB areas, functions or issues that
date of last
do not have compliance ramifications, or of public health issues
action or until
and clinical trials that are summarised elsewhere
administratively
no longer
required,
whichever is
longer
22.7
Research
Research Reports
Significant
Final consolidated and / or summarised research reports, returns
Transfer to
10 years after
A20
Management
etc created or sponsored by the DHB about key / significant DHB
Archives New
date of last
areas, functions or issues, delivery of appropriate health
Zealand
action
treatments or services or of areas of ongoing public health concern
such as reports of significant clinical, health, drug trials, reports of
environmental health programmes

65

Disposal Authority Number: DA262
District Health Board General Disposal Authority
Expires: 02/02/2017
Ref.
Class
Sub-class
Description of type of
Examples
Disposal Action
Minimum DHB  Disposal
records in class
Retention
Criteria as
Period
identifed in
appraisal report
23.3
Strategic
Development of
Significant
Documentation that provides evidence of the reasoning behind key  Transfer to
10 years from
A21
Planning and
Strategy
or wide-ranging strategy that has significant impact on key DHB
Archives New
date of last
Funding
areas such as business management, employees, services,
Zealand
action
customers or patient / population health. Also documentation that
provides evidence of the reasoning behind strategy that has a key /
significant and ongoing effect a significant group, section or
service. For example: strategies regarding electronic record-
keeping.
23.4
Strategic
Establishment of
Minor
Records outlining low level / routine funding, development and
Destroy
7 years after
D19
Planning and
Groups and Services
establishment relating to low -level / administrative groups and
date of last
Funding
services or records relating to key groups and services that are
action
summarised in a form that is recommended for transfer to Archives
New Zealand. For example, routine funding applications. NOTE:
Does not include the establishment of projects or programmes.
See under Project Management: Project Maintenance
23.5
Strategic
Establishment of
Significant
Significant records summarising the funding, development and
Transfer to
10 years after
A21
Planning and
Groups and Services
establishment of corporate groups, DHB clinical / medical services  Archives New
date of last
Funding
that have a key part to play in DHB governance, business,
Zealand
action
compliance etc. NOTE: Does not include the establishment of
projects or programmes. See under Project Management: Project
Maintenance. For records relating to the establishment of the DHB,
see under Governance
23.6
Strategic
Funding and
Estimate and Budget
Internal records relating to development of DHB’s funding
Destroy
7 years after
D23
Planning and
Budgeting
Formulation
estimates and budgets. For example: internal budget planning
date of last
Funding
meetings, budget working papers and assumptions, setting of draft
action
and initial budgets, business cases for budget funding, allocations
and commitments, resource allocation modelling. NOTE: for
audits, reviews etc see under Compliance, Audit and Risk
Management: Audits, Reviews and Evaluations
23.7
Strategic
Funding and
Funding Applications
DHB case for major funding from government and/or other external Transfer to
10 years after
A23
Planning and
Budgeting
(Significant)
sources. For example: minutes, reports, submissions and
Archives New
date of last
Funding
correspondence dealing with key interactions with external
Zealand
action
organisation on significant funding and budget issues, e.g. Crown
Health Financing Agency, Treasury, State Services Commission,
Government Estimate/budget briefings and notes for Minister

67

Disposal Authority Number: DA262
District Health Board General Disposal Authority
Expires: 02/02/2017
Ref.
Class
Sub-class
Description of type of
Examples
Disposal Action
Minimum DHB  Disposal
records in class
Retention
Criteria as
Period
identifed in
appraisal report
23.8
Strategic
Loans
Significant
Records relating to the raising of major loans and use of loan
Transfer to
10 years after
A24
Planning and
funds. For example: Loan agreements/contracts, Record of loan
Archives New
all conditions
Funding
negotiation decisions, Corporate summary records of loan use.
Zealand
have been met
NOTE: Does not cover risk analysis, audits, reviews etc. See
and
under Compliance, Audit and Risk Management: Audits, Reviews
administratively
and Evaluations
no longer
required for
reference
purposes
23.9 Strategic
Planning and
Financial (Minor)
Low level administrative planning and reporting records, which will  Destroy
7 years after
D22
Planning and
Reporting
generally have been developed at lower levels of the organisation
date of last
Funding
such as operational head office level, regional /district office,
action
workplace level, etc. For example:  Information covered by
summarised strategic corporate  records, district / regional office
financial plans, budget / cost centre monthly / quarterly reports,
records relating to minor capital expenditure,  projects and
programmes, business unit reporting, internal variance reports,
other occasional and ad hoc reporting. NOTE: Covers financial
reporting associated with Planning and Funding only. For other
corporate financial reporting, see under Financial and Accounting:
Reporting
23.1 Strategic
Planning and
Financial (Significant) Consolidated principal strategic financial plans and accountability
Transfer to
10 years after
A22
0
Planning and
Reporting
reporting records. For example: purchase agreement, consolidated  Archives New
date of last
Funding
annual financial statements and reports, consolidated major capital  Zealand
action
expenditure budget and expenditure, consolidated major capital
asset register (e.g. land, buildings, major plant and equipment),
lead schedules, i.e. working papers of annual reports, financial
analysis and monitoring of major capital expenditure projects.
NOTE: Does not include governance planning and reporting or
other corporate financial reporting . See under Governance:
Planning and Reporting or Financial and Accounting: Reporting.
NOTE: for audits, reviews etc see under Compliance, Audit and
Risk Management: Audits, Reviews and Evaluations (Significant)

68

Disposal Authority Number: DA262
District Health Board General Disposal Authority
Expires: 02/02/2017
Ref.
Class
Sub-class
Description of type of
Examples
Disposal Action
Minimum DHB Disposal
records in class
Retention
Criteria as
Period
identifed in
appraisal report
23.1 Strategic
Planning and
Non-Financial (Minor)
Low-level administrative strategy and plans and related reports
Destroy
7 years after
D1
1
Planning and
Reporting
which will generally have been developed at lower levels of the
date of last
Funding
organisation, e.g. operational head office level, regional / district
action
office, workplace level, etc. For example, accommodation reports
and returns, administrative planning of information system
installation (e.g. installation project plans, planning cable
installation, equipment delivery coordination, etc.), low-level civil
defence planning (e.g. building emergency planning/procedures),
fire protection and inspection reports, service level quality and risk
plans that are administrative or low level, low level needs
assessments, information covered by summarised strategic
corporate records, occupational health and safety planning and
hazard identification, district / regional office administrative plans,
business unit monthly reporting / quarterly reports, internal
variance reports, monthly employee returns, low level employee
charts and statistics, regional/district training plans and other
occasional and ad hoc reporting
23.12
Strategic
Planning and
Non-Financial
Key and / or wide-ranging strategy that has significant impact on
Transfer to
10 years after
A21
Planning and
Reporting
(Significant)
the DHB in areas such as quality / practice risk and compliance,
Archives New
date of last
Funding
affecting business, patients, employees etc Also records that
Zealand
action
identify and summarise DHB strategic needs and aid strategic
development for key functions / significant / vital areas. For
example: DHB-wide quality plans, significant service level quality
and risk plans, significant needs assessments, consolidated
management reports on key HR activities, health services and
health risk plans, and specific plans such as plans for
communicable disease control, Mengingococcus B Vaccine
strategy, Information services strategic plan, public relations and
marketing plan, DHB strategic recovery plan (e.g. delivery of
services after disaster), NOTE: Does not include governance -
level (ie Board and Sub-Committee) planning and reporting. See
under Governance: Planning and Reporting. NOTE: for audits,
reviews etc see under Compliance, Audit and Risk Management:
Audits, Reviews and Evaluations (Significant)
23.13
Strategic
Providers (Funding
Maintenance
Records outlining administration and routine monitoring of
Destroy
2 years after
D19
Planning and
and Services)
providers. NOTE: includes the RFP process, but excluding final
date of last
Funding
contracts and agreements. See under Legal: Contract
action or until
Management or Legal: Legal Agreements
administratively
no longer
required,
whichever is
longer

69

Group of Records
Activity/Topic/Subject
Description of type of records in
Cross Reference to General Disposal Authority Class
class
Accidents
Agreements and contracts
See under Legal
with ACC etc
Accidents
Minor accidents to employees
See under Audit, Compliance and Risk Management
Accidents
Fatalities / serious injury to
See under Audit, Compliance and Risk Management
employees
Accidents
Fatalities / serious injury to
Personnel files
See under Human Resources and Personnel: Personnel Files
employees
Accidents
Information analysing,
See under Compliance, Audit and Risk Management: Audits, Reviews and
monitoring or reviewing
Evaluations
employee accidents
Accounts
Consolidated
See under Strategic Planning and Funding: Planning and Funding
Accounts
Copies of Published
See under Administration: Housekeeping
Accreditation
of standards etc
See under Audit, Compliance and Risk Management: Standards and
Regulations
Action plans
See under Strategic Planning and Funding: Planning and Reporting
Address Lists
See under Administration: Contact and Address Lists
Administration
Meetings
Board and Board Sub-
See under Governance
Committees
Administration
Meetings
Committees and Non Executive
See under Administration: Meetings: Internal (Major Non-Governance)
Management Groups (Major)
Administration
Meetings
Committees and Non Executive
See under Administration: Meetings: Internal (Minor Non-Governance)
Management Groups (Minor)
Administration
Meetings
Executive Groups
See under Governance
Administration
Projects
See under Project Management
Administration
Publications (DHB)
for External Dissemination
See under Public Relations and Communications: External
Communications
Administration
Publications (DHB)
Financial
See under Strategic Planning and Funding: Financial (Corporate)
Administration
Publications (DHB)
Internal Publications
See under Public Relations and Communications: Internal Publications
Administration
Publications (DHB)
As Background Information
See under Administration: Housekeeping
Administration
Publications (DHB)
Information readily available
See under Administration: Housekeeping
externally
Administration
Routine Returns
See under appropriate Class and Subclass. For example, Taxation returns:
See under Financial and Accounting: Taxation
Advertising Material
From outside DHB
See under Administration: Housekeeping
Agreements
Collective Agreements
See under Human Resources and Personnel: Industrial Relations
Agreements
Development of
See under Legal: Contract Management
Agreements
Final documents
See under Legal
Agreements
Management of
See under Legal: Contract Management
Agreements
Negotiations
See under Legal: Contract Management
DHB GDA Cross Reference Guide

Air Conditioning
Maintenance, monitoring of
See under Property and Asset Management: Property, Assets, Buildings:
Routine Management
Airline Meals
Monitoring of
See under Population Health: Premises: Monitoring of Licences
Air Quality
Complaints
See under Compliance, Audit and Risk Management: Issues Management
(Non Clinical)
Air Quality
Monitoring of
See under Population Health
Annual Leave
See under Human Resources and Personnel: Leave
Annual Plans
See under Governance: Planning and Reporting
Annual Reports
See under Strategic Planning and Funding: Planning and Reporting
Annual Reports
Working Papers
Financial
See under Strategic Planning and Funding: Planning and Reporting:
Financial (Significant)
Approvals /
Financial Approvals
See under Financial and Accounting Records: Approvals
Rejections from
Minister
Approvals /
From Minister
See under Governance
Rejections from
Minister
Assessment of Need Planning
See under Strategic Planning and Funding: Planning and Reporting: Non-
Financial
Asset Register
See under Property and Asset Management: Assets
Assets
Disposal
Stores, supplies, fixtures, fittings See under Procurement and Supply Management: Stores, supplies,
and plant / equipment etc
fixtures, fittings and plant / equipment
Assets
Disposal
Vehicles
See under Procurement and Supply Management: Vehicles
Assets
Maintenance of
See under Property and Asset Management: Assets
Assets
Procurement of
See under Procurement and Supply Management
Assistance
From DHBs to employee
See under Human Resources and Personnel
groups
Associations
Employee membership
See under Human Resources and Personnel
Attendance
of employees
See under Human Resources and Personnel
Audits
Administration of
See under Compliance, Audit and Risk Management
Audits
Reports, reviews etc
See under Compliance, Audit and Risk Management: Audits, Reviews and
Evaluations
Audits
Quality Audits
Evaluations etc
See under Compliance, Audit and Risk Management: Audits, Reviews and
Evaluations
Authorities
within DHBs
See under Compliance, Audit and Risk Management: Delegations and
Authorities
Authorities
Financial
See under Financial and Accounting Records: Delegations
Awards
Collective
See under Human Resources and Personnel: Industrial Relations
Awards and Honours to employees
See under Human Resources and Personnel
Background
See under Administration: Housekeeping
Information
DHB GDA Cross Reference Guide

Boards
DHB Board
See under Governance
Boards
Non-International, not created,
See under Administration: Meetings
sponsored or administered by
DHB
Boards
of special inquiry
relating to DHB matters or issues See under Governance: Board, Sub-Committees (Legislated and Non-
Legislated)
Body Product
Removal of
See under Clinical
Branding
See under Governance Records: Corporate Identity / Brand
Breast Screening
See under Population Health
Budgeting
See under Strategic Planning and Funding
Building and
Projects
See under Property and Asset Management
Renovation
Building and
Building Codes
See under Property and Asset Management: Compliance
Renovation
Business Process Re- Reviews and investigations
See under Compliance, Audit and Risk Management: Audits, Reviews and
engineering
Evaluations
Cabinet and Select
Attendance
See under Compliance, Audit and Risk Management
Committee
Cabinet and Select
Reports for presenting at
See under Governance Records
Committees
Campus
See under Property and Asset Management: Construction, Works and
Redevelopment
Engineering
Career Development of Employees
See under Human Resources and Personnel: Training and Career
Development (Employees)
Celebrations and
Development of
See under Public Relations and Communications
Displays
CEO
See under Governance
Certification
of medical staff
See under Human Resources and Personnel
Certification
of standards etc
See under Compliance, Audit and Risk Management: Standards and
Regulations
Cervical Screening
See under Population Health
Child Care Centres
Inspection and evaluation of
See under Population Health
Regional Centres
Child Care Centres
Management of DHB Child
Administration
See under Human Resources and Personnel: Child Care Services for DHB
Care Centres
employees
Child Care Centres
Management of DHB Child
Compliance with External
See under Compliance, Audit and Risk Management: Child Care Services
Care Centres
Standards (Property and non-
for DHB Employees
property)
Child Care Centres
Management of DHB Child
Issues
See under Compliance, Audit and Risk Management: Issues Management
Care Centres
(Non Clinical)
Child Health
Promotion of
See under Public Relations and Communications
Circulars and
To all employees
See under Policy and Procedure: Master Documents: DHB-Wide ( Major)
Memoranda
DHB GDA Cross Reference Guide

Circulars and
Within Groups
See under Policy and Procedure: Master Documents
Memoranda
Civil Defence
Health Planning
See under Population Health
Cleaning
Management, maintenance,
See under Property and Asset Management: Property, Assets, Buildings:
monitoring of
Routine Management
Clinical
Audit
See under Compliance, Audit and Risk Management: Audits, Reviews and
Evaluations
Clinical
Governance
See under Governance
Clinical Board
Meetings
See under Governance: Executive Groups
Clinical Trials
See under Research Management
Codes
of rights, of practice etc
Compliance with
See under Compliance, Audit and Risk Management: Standards and
Regulations
Collective
See under Human Resources and Personnel: Industrial Relations
Agreements
Commissions of
relating to DHB
See under Governance: Relationship Management: Significant
Inquiry
Relationships
Committees
See under Administration: Meetings
Communicable
Management of
See under Population Health
Disease Control
Communications
See under Public Affairs and Communications
Communications
Meetings
Board and Board Sub-
See under Governance Records: Board, Sub-Committees (Legislated and
Committees
Non-Legislated)
Communications
Meetings
Non Board
See under Public Affairs and Communications
Community Services Monitoring of health issues etc
See under Population Health
Complaints and
Clinical
See under Clinical: Quality Control: Legal Matters and Incident Reporting
Incidents
Complaints and
Non Clinical
See under Compliance, Audit and Risk Management: Issues Management
Incidents
(Non Clinical)
Compliance, Audit
Accident Reports and Reviews Information analysing, monitoring See under Compliance, Audit and Risk Management: Audits, Reviews and
and Risk
or reviewing employee accidents Evaluations
Management
Compliance, Audit
Accreditation
See under Compliance, Audit and Risk Management: Standards and
and Risk
Regulations: Accreditation
Management
Compliance, Audit
Assets
See under Property and Asset Management: Assets
and Risk
Management
Compliance, Audit
Audits
Contractors
See under Legal: Contract Management
and Risk
Management
DHB GDA Cross Reference Guide

Compliance, Audit
Audits
of Ministerial Correspondence
See under Compliance, Audit and Risk Management: Ministerial
and Risk
Correspondence
Management
Compliance, Audit
Audits
Reports
See under Compliance, Audit and Risk Management: Audits, Reviews and
and Risk
Evaluations
Management
Compliance
Audits
of externally-run services
See under Compliance, Audit and Risk Management: Audits, Reviews and
Evaluations
Compliance, Audit
Audits
Reviews (Internal)
Final reports of issues, recommendations, action plans, responses to do
and Risk
with major internal audits on areas such as clinical and corporate policy,
Management
compliance, governance, health and safety etc within the DHB. See under
Compliance, Audit and Risk Management: Audits, Reviews and
Evaluations: Major
Compliance, Audit
Audits
Routine and Low Level Audit
See under Administration
and Risk
Administration
Management
Compliance, Audit
Code of Rights
See under Compliance, Audit and Risk Management: Standards and
and Risk
Regulations
Management
Compliance, Audit
Complaints and Incidents
Clinical
See under Clinical: Quality Control: Legal Matters and Incident Reporting
and Risk
Management
Compliance, Audit
Complaints and Incidents
Non Clinical
See under Compliance, Audit and Risk Management: Issues Management
and Risk
(Non Clinical)
Management
Compliance, Audit
Compliance
regarding standards, policies etc
See under Compliance, Audit and Risk Management: Standards and
and Risk
Regulations
Management
Compliance, Audit
Compliance
Reports
See under Compliance, Audit and Risk Management: Reporting
and Risk
Management
Compliance, Audit
Compliance
Reviews and Evaluations
See under Compliance, Audit and Risk Management: Audits, Reviews and
and Risk
regarding compliance
Evaluations
Management
Compliance, Audit
Contract Management
See under Legal: Contract Management
and Risk
Management
Compliance, Audit
Delegations
By Minister
See under Governance
and Risk
Management
Compliance, Audit
Disaster Recovery
See under Compliance, Audit and Risk Management: Emergency
and Risk
Management and Contingency Planning
Management
DHB GDA Cross Reference Guide

Compliance, Audit
Emergency Management and Master documents
See under Policy and Procedure: Master Documents
and Risk
Contingency Planning
Management
Compliance, Audit
Emergency Management and Meetings
See under Administration: Meetings
and Risk
Contingency Planning
Management
Compliance, Audit
Environmental Compliance
Environmental Health
See under Population Health
and Risk
Management
Compliance, Audit
Environmental Compliance
Complaints
See under Compliance, Audit and Risk Management: Issues Management
and Risk
(Non Clinical)
Management
Compliance, Audit
Environmental Compliance
Monitoring and Regulation of
See under Population Health
and Risk
Premises, Food, Water
Management
compliance
Compliance, Audit
Incident / Accident / Near Miss Employees
See under Compliance Audit Risk Management: Accident and First Aid
and Risk
Records (Employees)
Management
Compliance, Audit
Incidents
Serious and Minor
See under Compliance Audit Risk Management: Complaint and Incident
and Risk
Management
Management
Compliance, Audit
Issues Management (Non
External Reporting
See under Compliance, Audit and Risk Management: Reporting
and Risk
Clinical)
Management
Compliance, Audit
Issues Management (Non
Indexes to
See under Information Management Systems and Services: Control and
and Risk
Clinical)
Location Indices/Guides: Significant Systems and Holdings
Management
Compliance, Audit
Issues Management (Non
Individual events and incidents
See under Issues Management (Non Clinical): Significant Incidences
and Risk
Clinical)
(Significant)
Management
Compliance, Audit
Issues Management (Non
Injury Treatment (Employees)
See under Compliance, Audit and Risk Management: Accident and First Aid
and Risk
Clinical)
Records
Management
Compliance, Audit
Issues Management (Non
Legal advice
See under Legal: Opinions OR Legal: Action
and Risk
Clinical)
Management
Compliance, Audit
Issues Management (Non
Policies and Procedures
See under Policy and Procedure
and Risk
Clinical)
Management
Compliance, Audit
Issues Management (Non
Significant Incidences
See under Compliance, Audit and Risk Management
and Risk
Clinical)
Management
DHB GDA Cross Reference Guide

Compliance, Audit
Issues Monitoring
Reports
See under Compliance, Audit and Risk Management: Reporting
and Risk
Management
Compliance, Audit
Liquor Licensing Compliance
See under Population Health
and Risk
Management
Compliance, Audit
Meetings and Representation
See under Administration
and Risk
Management
Compliance, Audit
Ministerial Correspondence
Routine Correspondence and
See under Governance: Correspondence
and Risk
Background Information OR
Management
Significant Correspondence
Compliance, Audit
Parliamentary Questions
See under Public Relations and Communications
and Risk
Management
Compliance, Audit
Planning
Action plans etc
See under Strategic Planning and Funding: Planning and Reporting
and Risk
Management
Compliance, Audit
Privacy Act
Compliance with etc
See under Compliance, Audit and Risk Management: Standards and
and Risk
Regulations
Management
Compliance, Audit
Quality Management
Contract Management
See under Legal: Contract Management
and Risk
Management
Compliance, Audit
Quality Management
Human Resource Issues
See under Human Resources and Personnel
and Risk
Management
Compliance, Audit
Quality Management
Incidents and Events
See under Compliance, Audit Risk Management: Issues Management (Non
and Risk
Clinical)
Management
Compliance, Audit
Quality Management
Meetings
See under Administration: Meetings
and Risk
Management
Compliance, Audit
Quality Management
Policies and Procedures
See under Policy and Procedure Records
and Risk
Management
Compliance, Audit
Quality Management
Procurement
See under Procurement and Supply Management: Quality Management
and Risk
Management
Compliance, Audit
Quality Management
Reporting
See under Compliance Audit Risk Management: Reporting
and Risk
Management
DHB GDA Cross Reference Guide

Compliance, Audit
Quality Management
Reviews and Evaluations
See under Compliance Audit Risk Management: Audits, Reviews and
and Risk
Evaluations
Management
Compliance, Audit
Quality Management
Standards and Regulations
See under Compliance, Audit Risk Management: Standards and
and Risk
Regulations
Management
Compliance, Audit
Quality Management
Strategy and Planning
See under Strategic Planning and Funding
and Risk
Management
Compliance, Audit
Registers
of risk etc
See under Information Management Systems and Services: Control and
and Risk
Location Indices/Guides (Significant)
Management
Compliance, Audit
Regulatory Compliance
Local Government
See under Reporting: Non-Financial (Minor)
and Risk
Management
Compliance, Audit
Regulatory Compliance
Premises
See under Population Health
and Risk
Management
Compliance, Audit
Regulatory Compliance
Property and Assets
See under Compliance, Audit Risk Management: Standards and
and Risk
Regulations
Management
Compliance, Audit
Regulatory Compliance
Standards and Regulations
See under Compliance, Audit Risk Management: Standards and
and Risk
Regulations
Management
Compliance, Audit
Reporting
Issues
See under Compliance, Audit Risk Management: Issues Monitoring
and Risk
Management
Compliance, Audit
Reporting
Board Reports
See under Governance
and Risk
Management
Compliance, Audit
Reporting
CEO
See under Governance
and Risk
Management
Compliance, Audit
Reporting
Financial
See under Financial and Accounting
and Risk
Management
Compliance, Audit
Reporting
To Minister
See under Governance Records: Reports and Briefing Papers
and Risk
Management
Compliance, Audit
Reporting
Strategic
See under Strategic Planning and Funding
and Risk
Management
DHB GDA Cross Reference Guide

Compliance, Audit
Risk Management
See under appropriate subclass of Compliance, Audit and Risk
and Risk
Management
Management
Compliance, Audit
Risk Management
Planning and Funding
See under Strategic Planning and Funding
and Risk
Management
Compliance, Audit
Risk Register
See under Information Management Systems and Services: Control and
and Risk
Location Indices/Guides (Significant)
Management
Compliance, Audit
Security and Vetting
Building and Facilities
See under Property and Asset Management
and Risk
Management
Compliance, Audit
Service Level Agreements
See under Legal: Contract Management
and Risk
Management
Compliance, Audit
Standards and Regulations
Compliance with External
See under Property and Asset Management: Compliance
and Risk
Property Standards
Management
Compliance, Audit
Standards and Regulations
Compliance Reviews and
See under Compliance, Audit and Risk Management: Audits, Reviews and
and Risk
Evaluations
Evaluations
Management
Compliance, Audit
Standards and Regulations
Compliance Training
See under Human Resources and Personnel: Training and Career
and Risk
Development
Management
Compliance, Audit
Standards and Regulations
Indexes to
See under Information Management Systems and Services: Control and
and Risk
Location Indices/Guides
Management
Compliance, Audit
Standards and Regulations
Masters created within the DHB
See under Policy and Procedure Records
and Risk
Management
Complaints
Employees
See under Human Resources and Personnel: Grievances, Disputes and
Dismissals
Complaints
Complaints / Issues / Incident  Clinical
See under Clinical: Quality Control: Legal Matters and Incident Reporting
Management
Complaints
Complaints / Issues / Incident  Non Clinical
See under Compliance, Audit and Risk: Issues Management (Non Clinical)
Management
Conferences
Papers, attendance at,
See under Public Relations and Communications
administration of
Contact Lists
See under Administration: Contact and Address  Lists
Contingency Planning
See under Compliance, Audit and Risk Management: Emergency
Management and Contingency Planning
Contractors
Reviews of
See under Compliance, Audit and Risk Management: Audits Reviews and
Evalutions (Minor)
DHB GDA Cross Reference Guide

Contracts
Administration and Facilitation
See under Legal: Contract Management
of
Contracts
Audits, Reviews, Evaluations
See under Compliance, Audit and Risk: Audits, Reviews and Evaluations
of
Contracts
Collective HR
See under Human Resources and Personnel: Industrial Relations
Contracts
Contracting out of services
See under Legal: Contract Management
Contracts
Development of
See under Legal: Contract Management
Contracts
Final documents
See under Legal: Legal Agreements
Contracts
General management
See under Legal: Contract Management
Contracts
Individual HR
See under Human Resources and Personnel: Employment Documentation
Contracts
Negotiations
See under Legal: Contract Management
Contracts
Negotiations
HR
See under Human Resources and Personnel: Industrial Relations
Contracts
Negotiations
External Relationships
See under Governance: Relationship Management
Contracts
Relationship Management
See under Governance: Relationship Management
Contracts
Relationship Management
Negotiations
See under Governance: Relationship Management
Copies
of records
See under Administration: Housekeeping
Corporate Identity
Development of
See under Governance Records
Correspondence
CEO
See under Governance Records: CEO
Correspondence
Ministerial
See under Governance
Correspondence
Ministerial - Audit and Analysis
See under Compliance, Audit and Risk Management
of
Correspondence
Personal
See under Administration and Administration: Housekeeping
Cost Recovery
Agreements
See under Legal: Legal Agreements
Courier
Administration of
See under Information Management Systems and Services: Mail and
Distribution Services
Court and Legal
Duplicates
See under Administration: Housekeeping: Duplicates of Court and Judicial
Decisions
Records
Court and Legal
Impacting on DHB
See under Legal: Legal Action, Litigation, Claims and Disputes Involving the
Decisions
DHB
Credentialing
of employees
See under Human Resources and Personnel: Certification of Employees
Data
See under Research Management
Deeds of title and
See under Legal
ownership
Delegations
See under Compliance, Audit and Risk Management
Delegations
Financial
See under Financial and Accounting Records: Delegations
Delegations
By Minister
See under Governance
Delegations
Written Authorities
See under Compliance, Audit, Risk Management: Delegations and
Authorities
Delivery
of DHB services
Compliance, External Standards See under Compliance, Audit, Risk Management
etc
Delivery
of DHB services
Employee Management
See under Human Resources and Personnel
DHB GDA Cross Reference Guide

Delivery
of DHB services
Development and Establishment
See under Strategic Planning and Funding: Establishment of Groups and
Services
Delivery
of DHB services
Legal advice, joint ventures,
See under Legal
contracts etc
Delivery
of DHB services
External services to community
See under Population Health
Delivery
of DHB services
Patient Management
See under Clinical
Delivery
of DHB services
Policies and Procedures
See uner Policy and Procedure
Delivery
of DHB services
Procurement / supply of materials See under Procurement and Supply
/ supplies
Delivery
of DHB services
Project Management
See under Project Management
Delivery
of DHB services
Maintenance, development of
See under Property and Facilities
buildings and facilities
Dental Health Care
See under Population Health
Disaster Recovery
See under Compliance, Audit and Risk Management: Emergency
Planning
Management and Contingency Planning
Disciplinary
See under Human Resources and Personnel: Grievances, Disputes and
Information
Dismissals AND ALSO under Human Resources and Personnel: Personnel
Files
Disease Notification
Communicable Disease
Management of
See under Population Health
Control
Disposal
Major Capital Assets
See under Procurement and Supply
Disposal
Minor Assets such as stores,
See under Procurement and Supply
supplies, fixtures, fittings and
plant / equipment etc
Disposal
Vehicles etc
See under Procurement and Supply: Vehicles
Disputes
Employees
See under Human Resources and Personnel
Disputes
Non-Employee
See under Compliance, Audit Risk Management: Issues Management (Non
Clinical)
Disputes
Unions
See under Human Resources and Personnel
Drafts
of work, records etc
See under Administration: Housekeeping
Duplicates
See under Administration: Housekeeping
Education
of Employees
See under Human Resources and Personnel: Training and Career
Development (Employees)
Education
of Patients
Schooling of children in hospital
See under Human Resources and Personnel: Training and Career
Development (Patients)
Emergency
See under Compliance, Audit and Risk Management
Management and
Contingency Planning
DHB GDA Cross Reference Guide

Employees
Employment, Awards,
See under Human Resources and Personnel
Accidents, OSH issues,
Agreements, Social Groups,
Personnel files etc
Employees
Vetting of
See under Compliance, Audit and Risk Management: Security Vetting
Environmental Effects Assessment of
See under Population Health: Environmental Health
Environmental Health
See under Population Health
Epidemics
Guidelines for management of
See under Population Health
Equipment
Fridge Temperature Chart
See under Clinical: Pharmaceutical Supply and Administration
Records
Equipment
Maintenance
See under Property and Asset Maintenance: Stores, supplies, fixtures,
fittings and plant / equipment
Equipment
Procurement, Supply,
See under Procurement and Supply Management: Stores, supplies,
Disposal
fixtures, fittings and plant / equipment
Equipment
Sterilisation
See under Clinical: Quality Control: Equipment Sterilisation
Establishment
audits of establishment
See under Compliance, Audit and Risk Management: Audits, Reviews and
records / process etc
Evaluations (Major)
Establishment
of assets, buildings etc
See under Property and Asset Management
Establishment
of DHB
See under Governance Records
Establishment
of Groups
See under Strategic Planning and Funding: Establishment of Groups and
Services
Establishment
of Projects, Programmes
See under Project Management: Project Maintenance
Establishment
of Services
See under Strategic Planning and Funding: Establishment of Groups and
Services
Estate Services
See under Property and Asset Management
Ethics
Committee Meetings
See under Administration: Meetings
Evaluations
Certification of Employees
See under Human Resources and Personnel: Certification of Employees
Evaluations
Compliance, Audit etc
See under Compliance, Audit and Risk Management: Audits, Reviews and
Evaluations
Evaluations
of Employee compliance
See under Compliance, Audit and Risk Management: Audits, Reviews and
Evaluations
Evaluations
of Employee performance
See under Human Resources and Personnel: Performance Management
and Employee Assessments
Evaluations
Legal
See under Legal: Legal Opinions
Evaluations
Reports
See under Compliance, Audit and Risk Management: Reporting
Executive Groups
See under Governance
External Agencies
High Level Meetings with,
See under Governance: Relationship Management
ongoing relationships with
(non-board)
DHB GDA Cross Reference Guide

External Standards
Monitoring of compliance with,
See under Compliance, Audit and Risk Management: Standards and
administration of
Regulations
Fees and Charges
See under Finance and Accounting Records: Transactions
Financial and
Accounts
Published
See under Strategic Planning and Funding: Financial
Accounting
Financial and
Asset Management
See under Property and Asset Management
Accounting
Financial and
Audits
See under Compliance, Audit and Risk Management
Accounting
Financial and
Authorities
See under Financial and Accounting Records: Delegations
Accounting
Financial and
Budgeting
Estimates etc
See under Strategic Planning and Funding: Funding and Budgeting
Accounting
Financial and
Contracts
See under Legal
Accounting
Financial and
Contract Management
See under Legal: Contract Management
Accounting
Financial and
Cost Recovery
Agreements
See under Governance Records
Accounting
Financial and
Duplicates
See under Administration: Housekeeping
Accounting
Financial and
For Your Information
See under Administration: Housekeeping
Accounting
Financial and
Funding - Estimates,
See under Strategic Planning and Funding
Accounting
applications
Financial and
Legal Submissions and
See under Legal
Accounting
Opinions
Financial and
Loans - raising and use of
See under Strategic Planning and Funding
Accounting
Financial and
Meetings
See under Administration
Accounting
Financial and
Payroll
Audit
See under Compliance, Audit and Risk Management
Accounting
Financial and
Policies and Procedures
See under Policy and Procedure
Accounting
Financial and
Projects
Finance and Accounting Projects See under Project Management
Accounting
(Management of)
Financial and
Projects
Financial Management of
See under the relevant sub-class under Financial and Accounting
Accounting
Financial and
Projects
Financing of (Planning)
See under Strategy Planning and Funding
Accounting
Financial and
Property
Maintenance
See under Property and Asset Management
Accounting
DHB GDA Cross Reference Guide

Financial and
Property
Procurement
See under Procurement and Supply
Accounting
Financial and
Published Accounts
See under Administration
Accounting
Financial and
Rental Payments
by employees
See under Human Resources and Personnel: Rental Payments and
Accounting
Agreements
Financial and
Reporting
To Ministers
See under Governance Records
Accounting
Financial and
Reporting
To Treasury
See under Compliance, Audit and Risk Management: Treasury Reports
Accounting
Financial and
Reviews
See under Compliance, Audit and Risk Management
Accounting
Financial and
Risk Management
See under Compliance, Audit and Risk Management
Accounting
Financial and
Service Agreements and
Development of etc
See under Procurement and Supply
Accounting
Contracts
Financial and
Service Agreements and
Master Copies, Signed Copies
See under Legal
Accounting
Contracts
Financial and
Strategy and Planning
See under Strategic Planning and Funding
Accounting
Financial and
Treasury Reports
See under Compliance, Audit and Risk Management: Treasury Reports
Accounting
Financial and
Trusts and Donations
See under Strategic Planning and Funding
Accounting
Financial and
Working Papers
Minor
See under Administration: Housekeeping
Accounting
Food
Management, supply of
See under Property and Asset Management: Tea Room, Cafeteria and
Food Service Facilities
"For Your
See under Administration: Housekeeping
Information"
Fraud and Theft
Records of
See under Compliance, Audit and Risk Management: Fraud and Theft
Fridge Temperature Chart Records
See under Clinical: Pharmaceutical Supply and Administration
Funding
Records of
See under Strategy and Funding
Governance
Accounts
Consolidated
See under Strategic Planning and Funding: Planning and Reporting:
Financial (Significant)
Governance
Annual Reports
See under Strategic Planning and Funding: Planning and Reporting
Governance
Approvals / Rejections from
Financial Approvals
See under Financial and Accounting Records: Approvals
Minister
Governance
Clinical Boards
Meetings
See under Administration: Meetings
Governance
Clinical Boards
Reports
Records outlining Board discussion over clinical safety and quality: See
under Governance: Board, Sub-Committees (Legislated and Non-
Legislated)
DHB GDA Cross Reference Guide

Governance
Corporate Objects
Significant objects NOT relating to See under Administration: Housekeeping
corporate identification
Governance
Correspondence
CEO
See under Governance Records: CEO
Governance
Correspondence
Non-Ministerial
See under relevant class or sub-class
Governance
Cost Recovery Agreements
See under Legal: Legal Agreements
Governance
Delegations
Financial Delegations and
See under Financial and Accounting Records
Authorities
Governance
Establishment
specific DHB Services
See under Strategic Planning and Funding: Establishment of Services
Governance
Executive Groups
Administration
See under Governance
Governance
Executive Groups
Meetings
See Administration: Meetings
Governance
External Agencies
High Level Meetings with, ongoing See under Governance: Relationship Management
relationships with (non-board)
Governance
Legislative Comment and
See under Legal: Legislation
Opinion
Governance
Meetings
Board, Board Sub-Committees
See under Governance: Board, Sub-Committees (Legislated and Non-
etc
Legislated)
Governance
Meetings
Meetings on issues other than
See under Administration: Meetings
internal governance
Governance
National Bodies
Representation on
See under Public Relations and Communications
Governance
Ombudsmen Enquiries
See under Public Relations and Communications: Official Information Act
Governance
Organisational Structure
Summaries etc of
See under Human Resources and Personnel
Governance
Relationship Management
Contracts
See under Legal: Legal agreements
Governance
Relationship Management
Land Claims
See under Property and Asset Management
Governance
Relationship Management
Meetings with / about
See under Administration: Meetings
Governance
Relationship Management
Outsourcing / Joint Ventures
See under Legal: Contract Management
Governance
Relationship Management
Reporting
See under: Governance: Reports and Briefing Papers OR Compliance,
Audit and Risk Management: Reporting
Governance
Relationship Management
Representation (National Bodies) See under Administration: Meetings
Governance
Relationship Management
Requests for Information
See under Public Relations and Communications: Requests for Information
Governance
Relationship Management
Strategy and Planning
See under Strategic Planning and Funding
Governance
Relationship Management
Treaty of Waitangi
See under Compliance, Audit and Risk Management
Governance
Reports and Briefing Papers
to Treasury
See under Compliance, Audit and Risk Management
Governance
Service Agreements
Core Public Services
See under Legal: Legal Agreements
Governance
Strategy and Planning
See under Strategic Planning and Funding: High Level Planning and
Reporting
Governance
Strategy and Planning
Reporting
See under Strategy and Planning: High Level Planning and Reporting
Hardware
Maintenance
See under Information Management Systems and Services: Installation,
Testing and Ongoing Maintenance
DHB GDA Cross Reference Guide

Hazardous
Disposal / Management within
See under Property and Asset Management
Substances
DHB
Hazardous
Regional Monitoring of
See under Population Health
Substances
Health and Safety
Employees
See under Human Resources and Personnel
Health and Safety
Compliance
See under Compliance Audit Risk Management: Reporting
Health and Safety
Employees
See under Human Resources and Personnel: Occupational Health and
Safety
Health Education and  on Public Health issues
See under Population Health
Training
Health Education and  Training of medical staff
See under Human Resources and Personnel: Training and Career
Training
Development (Employees)
Health Services
Contracting out of
See under Population Health
Health Services
Contracts, Contract
See under Legal
Management
Heating
Maintenance, monitoring of
See under Property and Asset Management: Property, Assets, Buildings:
Routine Management
Historical Collections
See under Research Management
Historical Records
See under Research Management
and Research
Material
Hospital Re-
Buildings etc
See under Property and Asset Management: Construction, Works and
Development
Engineering
Hospital Re-
Project Management
See under Project Management
Development
Housekeeping
Copies of records already held  Significant annotated copies
Copies of significant records with original significant or major annotations
in the corporate recordkeeping
that are used as a basis for further changes, or where the copy has
system
become a different record in its own right due to these changes: See under
appropriate record class / subclass for disposal action
Housekeeping
Reproductions of records (in
Significant Reproductions
Records from outside the DHB where one copy should be kept in the
whatever format)
corporate recordkeeping system as it effects DHB policy or operations. For
example: Cabinet papers: See under appropriate record class / subclass for
disposal action
Human Resources
Accident Agreements and
With ACC / insurers
See under Legal: Contract Management
and Personnel
Contracts
Human Resources
Accident and First Aid
of Fatalities and / or prosecution
See under Compliance, Audit and Risk Management
and Personnel
Records
Human Resources
Accident and First Aid
of Minor incidents
See under Compliance, Audit and Risk Management
and Personnel
Records
Human Resources
Annual Leave
See under Human Resources and Personnel: Leave
and Personnel
DHB GDA Cross Reference Guide

Human Resources
Associations
Employee membership (payment See under Financial: Transactions
and Personnel
of fees)
Human Resources
Audits
See under Compliance, Audit and Risk Management
and Personnel
Human Resources
Certification of Employees
Legal Advice
See under Legal: Legal Opinion
and Personnel
Human Resources
Certification of Employees
Reporting on
See under Compliance, Audit and Risk Management: Reporting
and Personnel
Human Resources
Child Care Services for DHB
Compliance
See under Compliance, Audit and Risk Management
and Personnel
Employees
Human Resources
Conference Participation /
Administration of
See under Administration
and Personnel
Attendance
Human Resources
Conference Participation /
Reports on Conferences etc
See under Human Resources and Personnel: Training and Career
and Personnel
Attendance
Development (Employees)
Human Resources
Contract Management
See under Legal: Contract Management
and Personnel
Human Resources
Contracts
Administration and Facilitation of
See under Legal: Contract Management
and Personnel
Human Resources
Contracts
Collective
See under Human Resources and Personnel: Unions
and Personnel
Human Resources
Contracts
Individual
See under Human Resources and Personnel: Employment Documentation
and Personnel
(Standard)
Human Resources
Contracts
Services, Products etc (Final)
See under Legal
and Personnel
Human Resources
Credentials (Employees)
See under Human Resources and Personnel: Certification of Employees
and Personnel
Human Resources
Delegations and Authorities
See under Compliance, Audit and Risk Management
and Personnel
Human Resources
Disciplinary Information
See under Human Resources and Personnel: Grievances, Disputes and
and Personnel
Dismissals AND ALSO under Human Resources and Personnel: Personnel
Files
Human Resources
Disputes
by individual employees
See under Human Resources and Personnel: Grievances, Disputes and
and Personnel
Dismissals
Human Resources
Disputes
with Unions
See under Human Resources and Personnel: Unions
and Personnel
Human Resources
Duplicates
See under Administration: Housekeeping
and Personnel
Human Resources
Employee Groups
Assistance to
See under Human Resources and Personnel: Assistance to Employee
and Personnel
Groups
Human Resources
Employee Networks
See under Human Resources and Personnel: Networks (Employee)
and Personnel
Human Resources
Employee Vetting
See under Compliance, Audit and Risk Management: Security and Vetting
and Personnel
DHB GDA Cross Reference Guide

Human Resources
Employment
The process of recruiting and
See under Human Resources and Personnel: Recruitment and Selection
and Personnel
employing staff
Human Resources
Evaluations
Certification of employees
See under Human Resources and Personnel: Certification of Employees
and Personnel
Human Resources
Evaluations
of Employee compliance
See under Compliance, Audit and Risk Management: Audits, Reviews and
and Personnel
Evaluations
Human Resources
Evaluations
of Employee performance
See under Human Resources and Personnel: Performance Management
and Personnel
and Employee Assessments
Human Resources
Evaluations
Reports
See under Compliance, Audit and Risk Management: Reporting
and Personnel
Human Resources
For Your Information
See under Administration: Housekeeping
and Personnel
Human Resources
Industry Training
DHB involvement with
See under Human Resources and Personnel: Training and Career
and Personnel
Development (Employees)
Human Resources
Issues (Employee)
Grievances, Misconduct etc
See under Human Resources and Personnel: Grievances, Disputes and
and Personnel
Dismissals
Human Resources
Legal Submissions and
See under Legal
and Personnel
Opinions
Human Resources
Meetings
See under Administration
and Personnel
Human Resources
Misconduct (Employees)
See under Human Resources and Personnel: Grievances, Disputes and
and Personnel
Dismissals
Human Resources
Occupational Health and
Incident / Accident / Near Miss
See under Compliance, Audit and Risk Management: Incident/ Accident/
and Personnel
Safety
Near Miss
Human Resources
Occupational Health and
Committee Meetings
See under Administration: Meetings
and Personnel
Safety
Human Resources
Occupational Health and
Planning
See under Strategic Planning and Funding
and Personnel
Safety
Human Resources
Overtime
See under Human Resources and Personnel: Attendance
and Personnel
Human Resources
Payroll
Administration
See under Financial and Accounting: Payroll
and Personnel
Human Resources
Payroll
Audits (Routine)
See under Compliance, Audit and Risk Management
and Personnel
Human Resources
Payroll
Management of Information
See under Information Management Systems and Services
and Personnel
Systems
Human Resources
Performance Agreements
Chief Executive
See under Governance
and Personnel
Human Resources
Performance Agreements
All Employees apart from Chief
See under Human Resources and Personnel: Performance Management
and Personnel
Executive
and Employee Assessments
Human Resources
Performance Appraisal
See under Human Resources and Personnel: Performance Management
and Personnel
and Employee Assessments
DHB GDA Cross Reference Guide

Human Resources
Performance Management
Certification of Medical Staff
See under Human Resources and Personnel: Certification of Employees
and Personnel
and Employee Assessments
Human Resources
Personnel Files
Employee Health and Safety
See under Human Resources and Personnel: Occupational Health and
and Personnel
Safety
Human Resources
Personnel Files
Summaries of personnel history
See under Human Resources and Personnel: Summaries of Employee
and Personnel
Histories
Human Resources
Policies and Procedures
See under Policies and Procedure: Master Documents
and Personnel
Human Resources
Reporting
See under Compliance, Audit and Risk Management: Reporting
and Personnel
Human Resources
Reporting
To Ministers
See under Governance Records: Reports and Briefing Papers
and Personnel
Human Resources
Reviews
See under Compliance, Audit and Risk Management
and Personnel
Human Resources
Risk Management
See under Compliance, Audit and Risk Management
and Personnel
Human Resources
Rosters
See under Human Resources and Personnel: Attendance
and Personnel
Human Resources
Salary Rates and Ranges
for Individual Employees
If on Personnel file: apply the same retention period as for Human
and Personnel
Resources and Personnel: Personnel Files
Human Resources
Screening
of Employees etc
See under Compliance, Audit and Risk Management: Security Vetting
and Personnel
Human Resources
Screening
Information on Personnel File
See under Human Resources and Personnel: Personnel Files
and Personnel
Human Resources
Staff Associations
See under Human Resources and Personnel: Associations
and Personnel
Human Resources
Staff Grievances etc
See under Human Resources and Personnel: Grievances, Disputes or
and Personnel
Dismissals
Human Resources
Strategy and Planning
See under Strategic Planning and Funding
and Personnel
Human Resources
Study Reports
from Employees
See under Human Resources and Personnel: Training and Career
and Personnel
Development
Human Resources
Superannuation and Medical
Management of
See under Compliance, Audit and Risk Management
and Personnel
Schemes
Human Resources
Taxation
of Employees
See under Financial and Accounting
and Personnel
Human Resources
Timesheets
See under Human Resources and Personnel: Attendance
and Personnel
Human Resources
Training and Career
Conference participation /
See under Public Relations and Communications: Conferences, Seminars,
and Personnel
Development (Employees)
attendance by Employees
Workshops etc
Human Resources
Training and Career
Staff membership of Associations See under Human Resources and Personnel: Associations
and Personnel
Development (Employees)
DHB GDA Cross Reference Guide

Human Resources
Travel (Employee)
Administration
See under Administration
and Personnel
Human Resources
Vetting
of Job Applicants
See under Recruitment and Selection: Administration
and Personnel
Human Resources
Vetting
of employees
See under Compliance Audit Risk Management: Security and Vetting
and Personnel
Human Resources
Volunteer Management
Guidelines for Volunteers
See under Policy and Procedure: Master Documents
and Personnel
Human Resources
Volunteer Management
Vetting of Volunteers
See under Compliance Audit Risk Management
and Personnel
Human Resources
Working Papers
Minor
See under Administration: Housekeeping
and Personnel
Incident Management Clinical
See under Clinical: Quality Control: Legal Matters and Incident Reporting
Incident Management Non Clinical
See under Compliance, Audit and Risk Management: Issues Management
(Non Clinical)
Immunisation
Programme Development
See under Project Management: Project Maintenance
Immunisation
Programme Management
See under Project Management: Programmes
Immunisation
Programme Strategy
Development
See under Strategic Planning and Funding: Development of Strategy
Industrial Relations
See under Human Resources and Personnel
Information
Contact and Address Lists
See under Administration: Contact and Address Lists
Management
Systems and
Services
Information
Contracts and Contract
See under Legal: Legal Agreements and Legal: Contract Management
Management
Management
Systems and
Services
Information
Development
See under Information Management Systems and Services: System
Management
Development
Systems and
Services
Information
Duplicate and Guard
See under Administration: Housekeeping
Management
Files/Records
Systems and
Services
Information
Hardware Maintenance
See under Information Management Systems and Services: Installation,
Management
Testing and Ongoing Maintenance
Systems and
Services
DHB GDA Cross Reference Guide

Information
Projects
Management of
See under Project Management
Management
Systems and
Services
Information
Meetings
See under Administration: Meetings
Management
Systems and
Services
Information
Procurement, Purchase,
of systems
See under Procurement and Supply: Information Systems
Management
Supply
Systems and
Services
Information
Strategy
See under Strategic Planning and Funding
Management
Systems and
Services
Information
System Development /
Contracts
See under Legal: Legal Agreements and Legal: Contracts Management
Management
Establishment
Systems and
Services
Information
System Maintenance
See under Information Management Systems and Services: Installation,
Management
Testing and Ongoing Maintenance
Systems and
Services
Information
System Management
Joint Ventures
See under Legal: Contract Management
Management
Systems and
Services
Information
User Guides
Developed in-house
See under Policy and Procedure: Master Copies
Management
Systems and
Services
Instructions
Superseded
See under Administration: Housekeeping
Insurance
Policies and claim
See under Legal: Contract Management
documentation
Intellectual Property
See under Governance: Corporate Identity
IRD
See under Finance and Accounting: Taxation
Issues
Monitoring, reporting on
Clinical
See under Clinical: Quality Control: Legal Matters and Incident Reporting
Issues
Monitoring, reporting on
Non-Clinical
See under Compliance, Audit and Risk Management: Issues Management
(Non Clinical)
Issues
Employee
Grievances, Misconduct etc
See under Human Resources and Personnel: Grievances, Disputes and
Dismissals
DHB GDA Cross Reference Guide

Joint Ventures
Contracts
Negotiation, Development etc
See under Legal: Contract Management
Joint Ventures
Management of
See under Project Management
Land Claims
Maori
See under Property and Asset Management
Lease Agreements
See under Legal: Lease Agreements
Leave
Employees
See under Human Resources and Personnel
Legislation
Comment on
See under Legal: Legislation
Legal
Action
on / for DHBs
See under Legal: Legal Action, Litigation, Claims and Disputes Involving the
DHB
Legal
Advice
See under Legal: Legal Opinions
Legal
Contracts
Finals and Masters
See under Legal: Legal Agreements
Legal
Complaints and Incidents
Clinical
See under Clinical: Quality Control: Legal Matters and Incident Reporting
Legal
Complaints and Incidents
Non-Clinical
See under Compliance, Audit and Risk Management: Issues Management
(Non Clinical)
Legal
Contract Management
Contracts
See under Legal: Legal Agreements
Legal
Contract Management
Performance Evaluations /
See under Compliance, Audit and Risk Management: Audits, Reviews and
Reviews
Evaluations
Legal
Duplicates of court and judicial
See under Administration: Housekeeping
records
Legal
Emergency Management and
See under Compliance Audit Risk Management
Contingency Planning
Legal
Legal Action, Litigation, Claims Duplicates
See under Administration: Housekeeping: Duplicates of Court and Judicial
and Disputes Involving the
Records
DHB
Legal
Legal Advice
See under Legal: Legal Opinions
Legal
Meetings
See under Administration
Legal
Memoranda of Understanding Finals and Masters
See under Legal: Legal Agreements
Legal
Regulations
Monitoring of, Application of
See under Policy and Procedure
Legal
Risk Management
See under Compliance, Audit and Risk Management
Legal
Statutory and Regulatory
See under Governance Records
Appointments
Legal
Tender Documentation
See under Procurement and Supply
Library
Management of, Services etc
See under Information Management Systems and Services: Library
Services
Licensing
of premises
See under Population Health
Liquid Waste
Monitoring of
See under Population Health
Loans
Raising and use of
See under Strategic Planning and Funding: Loans
Local Government
Information from
See under Administration: Housekeeping
Local Government
Meetings with
See under Administration: Meetings
Local Government
Relationships with
See under Public Relations and Communications
Local Government
Reports to
See under Compliance Audit Risk Management: Reporting: Non-Financial
(Minor)
DHB GDA Cross Reference Guide

Local Government
Strategy and Planning with
See under Strategic Planning and Funding
Lost Records
Duplicates of
See under Administration: Housekeeping: Duplicate Records
Mail Services
Operation of, Distribution of
See under Information Management Systems and Services
mail etc
Manuals
of quality systems, procedures Created within DHB
See under Policy and Procedure: Master Documents
etc
Manuals
of quality systems, procedures from other agencies
See under Administration: Housekeeping
etc
Maori
Health Management
See under relevant class or sub-class. For example, for board liason, see
under Goverance. For meetings about, see under Administration: Meetings.
For policy on, see under Policy and Policy and Procedures. For
administration of property, facilities etc see under Property and Facilities
Management. For career development, see under Human Resources and
Personnel: Training and Career Development, for projects relating to Maori
health, see under Project Management etc
Maori
Land Claims
See under Property and Asset Management
Maori
Governance
Board liason, meetings etc
See under Governance: Maori
Maori
Meetings with / about
See under Administration: Meetings
Maori
Treaty of Waitangi
See under Compliance, Audit and Risk Management
Relationships
Market research
See under Research Management: Surveys and Opinion Polls
Meals
Supply of meals to patients or
See under Property and Asset Management: Tea Room, Cafeteria and
employees
Food Service Facilities
Media
Monitoring of, relationships
See under Public Relations and Communications
with
Medical Schemes
for staff
Management of DHB Schemes
See under Compliance, Audit and Risk Management
Medical Schemes
for staff
Administration of externally-run
See under Compliance, Audit and Risk Management
schemes
Meetings
Board
See under Governance Records
Meetings
Board
See under Governance Records
Meetings
within DHBs
See under Administration
Memoranda of
See under Legal
Understanding
Ministers
Correspondence
See under Governance Records
Ministers
Financial Approvals from
See under Finance and Accounting Records
Ministers
Public communications
See under Public Relations and Communications: External
prepared for
Communications
Ministers
Reports, Briefing Papers etc to
See under Governance Records
Misconduct
See under Human Resources and Personnel: Grievances, Disputes and
(Employees)
Dismissals
Mundane Records
See under Administration: Housekeeping: Trivial Work Related Material
DHB GDA Cross Reference Guide

National Bodies
Representation on
See under Public Relations and Communications
Networks
for employees
See under Human Resources and Personnel
Occupational Health  Administration of
See under Human Resources and Personnel: Health Safety and Welfare
and Safety
(Employees)
Occupational Health  Incident / Accident / Near Miss
See under Compliance, Audit and Risk Management: Incident/ Accident/
and Safety
Near Miss
Occupational Health  Individual Employee Files
See under Human Resources and Personnel: Health Safety and Welfare
and Safety
(Employees)
Occupational Health  Committee Meetings
See under Administration: Meetings
and Safety
Occupational Health  Planning
See under Strategic Planning and Funding
and Safety
Offences
against patients
See under Compliance, Audit and Risk Management: Issues Management
(Non Clinical)
Offences
against employees
See under Human Resources and Personnel: Grievances, Disputes,
Dismissals
Offences
legal advice
See under Legal: Legal Opinion
Official Information
Requests
See under Public Relations and Communications
Act
Ombudsmen
Official Information Act
See under Public Relations and Communications: Official Information Act
Enquiries
Organisational
Summaries etc of
See under Human Resources and Personnel
Structure
Outbreaks of disease Monitoring, management of
See under Population Health
Outsourcing
Contracts
Negotiation, Development etc
See under Legal: Contract Management
Outsourcing
Management of
See under Project Management
Overtime
See under Human Resources and Personnel: Attendance
Ownership
See under Legal: Deeds and Titles of Ownership
documentation
Pandemics
Guidelines for management of
See under Population Health
Parliamentary
See under Public Relations and Communications
Questions
Patient
Equipment
Procurement, Issue, Disposal of
See under Procurement and Supply Management: Stores, supplies,
fixtures, fittings and plant / equipment: Procurement, issue, disposal of
Patient
Schooling
See under Human Resources and Personnel: Training and Career
Development (Patients)
Partnerships
Programmes
See under Project Management: Programme Management
Partnerships
Relationship Management
See under Governance: Relationship Management
Partnerships
Reporting on
See under Compliance, Audit and Risk Management: Reporting
Payroll
Administration
See under Financial and Accounting: Payroll
DHB GDA Cross Reference Guide

Payroll
Audits (Routine)
See under Compliance, Audit and Risk Management: Audits, Reviews and
Evaluations (Minor)
Payroll
Management of Information
See under Information Management Systems and Services
Systems
Performance
Chief Executive
See under Governance
Agreements
Performance
All Employees apart from
See under Human Resources and Personnel: Performance Management
Agreements
Chief Executive
and Employee Assessments
Performance
See under Human Resources and Personnel: Performance Management
Appraisals
and Employee Assessments
Performance
Employees
See under Human Resources and Personnel: Performance Management
Management
and Employee Assessments
Performance
of groups / sections / services Auditing / Evaluation of
See under Compliance, Audit and Risk Management: Audits, Reviews and
Management
Evaluations
Performance
of groups / sections / services Reports
See under Compliance, Audit and Risk Management: Reporting
Management
Performance
of projects
See under Project Management: Reporting
Management
Performance
Reports
See under Reports
Management
Permits
Regulatory etc
See under Compliance, Audit and Risk Management: Standards and
Regulations
Personnel
Management of
See under Human Resources and Personnel
Personnel
Individual files of
See under Human Resources and Personnel
Pharmaceutical
Refrigeration records
See under Property and Asset Management: Property, Assets, Buildings:
Routine Management
Photographs
Historical
See under Research Management: Historical and Research Material
Photographs
Current
See under Public Relations and Communications
Planning
See under Strategic Planning and Funding
Planning
Group / Section Contributions
See under Strategic Planning and Funding: Administration
to summarised reports
Planning
Governance Planning
See under Governance: Planning and Reporting
Planning and Funding Audits
See under Compliance, Audit and Risk Management: Audits, Reviews and
Evaluations
Planning and Funding Contract Management
See under Legal: Contract Management
Planning and Funding Strategic
See under Strategic Planning and Funding
Plans
Major
See under Property and Asset Management: Construction, Works and
Engineering: Major
Plans
Minor
See under Property and Asset Management: Construction, Works and
Engineering: Minor
DHB GDA Cross Reference Guide

Plans
Indexes to
See under Information Management Systems and Services: Control and
Location Indices / Guides
Policy and Procedure Administration
See under Policy and Procedure
Policy and Procedure Copies
See under Administration: Housekeeping
Policy and Procedure Health Services
See under Policy and Procedure: Master Copies (non-finance) : Section /
Group / Service Specific
Policy and Procedure Issues with
See under Compliance, Audit and Risk Management: Issues Management
(Non Clinical)
Policy and Procedure Issues with
Monitoring of
See under Compliance, Audit and Risk Management: Issues Monitoring
Policy and Procedure Master Documents (non -
See under Administration: Housekeeping
DHB)
Policy and Procedure Meetings about
See under Administration
Policy and Procedure Reviews of
See under Compliance, Audit and Risk Management: Audits, Reviews and
Evaluations
Policy and Procedure Standard Operating
See under relevant sub-class under Policy and Procedure
Procedures
Policy and Procedure  User Guides
Masters
See under  Policy and Procedure: Master Copies
Policy and Procedure User Guides
Copies of
See under Administration: Housekeeping
Population Health
Air Quality
Administration
See under Population Health
Population Health
Air Quality
Contracts
See under Legal: Legal Agreements
Population Health
Air Quality
Guidelines developed within the
See under Policy and Procedure: Master documents
DHB
Population Health
Air Quality
Guidelines from External
See under Administration: Housekeeping
Agencies
Population Health
Background information
See under Administration: Housekeeping
Population Health
Campaigns
See under Public Relations and Communications
Population Health
Communicable Disease
Guidelines developed within the
See under Policy and Procedure: Master documents
Control
DHB
Population Health
Communicable Disease
Guidelines from External
See under Administration: Housekeeping
Control
Agencies
Population Health
Communicable Disease
Plans for disease  / infection
See under Strategic Planning and Funding
Control
control
Population Health
Complaints
About quality of drinking water,
See under Compliance, Audit and Risk Management: Issues Management
food, etc
(Non Clinical)
Population Health
Contracting out of services
See under Legal: Contract Management
Population Health
Data
See under Research Management
DHB GDA Cross Reference Guide

Population Health
Education and Training
Public Health Programmes (staff) See under Human Resources and Personnel: Training and Career
Development
Population Health
Emergency Management
for civil emergencies
See under Population Health: Civil Defence
Population Health
Emergency Management
for toxic spills etc
See under Population Health: Environmental Health
Population Health
Environmental Health
Contracts
See under Legal: Legal agreements
Population Health
Environmental Health
Data
See under Research Management
Population Health
Environmental Health
Guidelines developed within the
See under Policy and Procedure: Master documents
DHB
Population Health
Environmental Health
Guidelines (External)
See under Administration: Housekeeping
Population Health
Environmental Health
Plans
See under Strategic Planning and Funding
Population Health
Environmental Health
Programme Management
See under Project Management: Programme Management
Population Health
Environmental Health
Promotion
See under Public Relations and Communication
Population Health
Environmental Health
Solid Waste Disposal
See under Population Health: Solid Waste Disposal
Population Health
Environmental Health
Surveys
See under Research Management
Population Health
External Communications
See under Public Relations and Communications
Population Health
Resource Consents
See under Compliance, Audit and Risk Management
Population Health
Epidemics
See under Population Health: Communicable Disease Control
Population Health
Food Safety
Guidelines
See under Policy and Procedure: Master Documents
Population Health
Guidelines
Created within DHB
See under Policy and Procedure: Master documents
Population Health
Guidelines
From external agencies
See under Administration: Housekeeping
Population Health
Hazardous Substances
Monitoring of
See under Population Health: Air Quality, or under Population Health:
Environmental Health or Population Health: Solid Waste Disposal or
Population Health: Water Quality
Population Health
Health Education and Training
See under Project Management: Programme Maintenance
Population Health
Housing and Health
Guidelines developed within the
See under Policy and Procedure: Master documents
DHB
Population Health
Housing and Health
Guidelines (External)
See under Administration: Housekeeping
Population Health
Legal
Precedents, Advice etc
See under Legal: Legal Opinions
Population Health
Licences
Liquor, Food etc
See under Population Health: Premises
Population Health
Liquid Waste
Monitoring etc
See under Population Health: Environmental Health
Population Health
Liquor Licensing
Compliance etc
See under Population Health: Premises
Population Health
Meetings
See under Administration
Population Health
Monitoring
Diseases, food quality, water
See under relevant heading under Population Health
quality
Population Health
Plans
Public Health Risk Management
See under Strategic Planning and Funding
Plans, Group Strategic Plans etc
Population Health
Policies and Procedures
See under Policy and Procedure
Population Health
Premises
Guidelines developed within the
See under Policy and Procedure: Master documents
DHB
Population Health
Premises
Guidelines (External)
See under Administration: Housekeeping
Population Health
Premises
Monitoring of Licences
See under Population Health
DHB GDA Cross Reference Guide

Population Health
Programmes
Management of
See under Project Management
Population Health
Promotion
See under Public Relations and Communication
Population Health
Quarantine Health
Guidelines developed within the
See under Policy and Procedure: Master documents
DHB
Population Health
Quarantine Health
Guidelines (External)
See under Administration: Housekeeping
Population Health
Regulations
Monitoring of
See under Compliance, Audit and Risk Management: Standards and
Regulations: Compliance with External Standards
Population Health
Resource Management
Consent applications, impact
See under Population Health: Environmental Health
reports etc
Population Health
Solid Waste Disposal
Guidelines developed within the
See under Policy and Procedure: Master documents
DHB
Population Health
Solid Waste Disposal
Guidelines (External)
See under Administration: Housekeeping
Population Health
Shellfish
Monitoring of
See under Population Health: Environmental Health
Population Health
Smoke-Free environments
See under Population Health: Environmental Health
Population Health
Surveys
See under Research Management
Population Health
Toxic Substances
Monitoring of
See under Population Health: Environmental Health
Population Health
Tuberculosis
Background information on
See under Administration: Housekeeping
Population Health
Tuberculosis
Protocols, Procedures etc
See under Policy and Procedure
Population Health
Water Quality
Guidelines developed within the
See under Policy and Procedure: Master documents
DHB
Population Health
Water Quality
Guidelines (External)
See under Administration: Housekeeping
Premises
Internal (owned or managed
Maintenance of
See under Property and Asset Management
by DHB / part of campus)
Premises
Procurement of
See under Procurement and Supply
Privacy Act
Compliance with
See under Compliance, Audit and Risk Management: Standards and
Regulations
Privacy Act
Legal opinions / advice on
See under Legal: Legal Opinion
Privacy Act
Requests and Complaints
See under Public Relations and Communications
Procurement and
Asset Register
See under Property and Asset Management: Assets
Supply Management
Procurement and
Contracts and Agreements
Finals and Masters
See under Legal: Legal Agreements
Supply Management
Procurement and
Contract Management
See under Legal: Contract Management
Supply Management
Procurement and
Disposal of Assets
Stores, supplies, fixtures, fittings See under Procurement and Supply Management: Stores, supplies,
Supply Management
and plant / equipment, uniforms
fixtures, fittings and plant / equipment
etc
Procurement and
Disposal of Assets
Vehicles
See under Procurement and Supply Management: Vehicles
Supply Management
DHB GDA Cross Reference Guide

Procurement and
Drugs
Delivery, distribution etc
See under Clinical: Pharmaceutical Supply and Administration: Clinical
Supply Management
Trials
Procurement and
Equipment Supply
To patients / clients
See under Procurement and Supply Management: Stores, supplies,
Supply Management
fixtures, fittings and plant / equipment: Procurement, issue, disposal of
Procurement and
Financial Management of
See under Financial and Accounting
Supply Management
Procurement and
Information Systems
Contracts of purchase, licensing, See under Legal
Supply Management
vendor supply etc
Procurement and
Information Systems
Installation and testing
See under Information Management Systems and Services
Supply Management
Procurement and
Meetings
See under Administration
Supply Management
Procurement and
Pharmaceutical supplies
See under Clinical: Pharmaceutical Supply and Administration
Supply Management
Procurement and
Services
Contracting out of, monitoring of
See under Compliance, Audit and Risk Management
Supply Management
external services etc
Procurement and
Stores, supplies, fixtures,
Installation, maintenance, storage See under Property and Asset Management
Supply Management fittings and plant / equipment
of
Procurement and
Tender Documentation
Records of tenders made by the
See under Procurement and Supply Management
Supply Management
DHB, and by suppliers to the DHB
Procurement and
Vehicles
Maintenance, service, operation
See under Property and Asset Management
Supply Management
of
Programmes
Compliance of
See under Compliance, Audit and Risk Management
Programmes
Development, Administration,
See under Project Management: Project Maintenance
Maintenance of
Project Management Contract Management
See under Legal
Project Management Contracts
See under Legal
Project Management Projects
Establishment
See under Project Management: Project Maintenance
DHB GDA Cross Reference Guide

Project Management Projects
IT
See under Information Management Systems and Services
Project Management Projects
Maintenance (Significant
See under Property and Asset Management
Property)
Project Management Planning
See under Strategic Planning and Funding: Development of Strategy
Project Management Projects
Reporting (major)
Depends on type of report. See under Reports for guidelines
Project Management Projects
Reporting (minor)
Depends on type of report. See under Reports for guidelines
Project Management Programmes
Establishment
See under Project Management: Project Maintenance
Project Management Programmes
Reporting (major)
Depends on type of report. See under Reports for guidelines
Project Management Programmes
Reporting (minor)
Depends on type of report. See under Reports for guidelines
Promotions
See under Public Relations and Communication: Campaigns
Property and Asset
Agreements
See under Legal: Legal Agreements
Management
Property and Asset
Assets
Disposal of Minor Assets
See under Procurement and Supply Management
Management
Property and Asset
Assets
Procurement of
See under Procurement and Supply Management
Management
Property and Asset
Cafeteria etc
See under Property and Asset Management: Tearoom Cafeteria and Food
Management
Service Facilities
Property and Asset
Campus Redevelopment
See under Property and Asset Management: Construction, Works and
Management
Engineering
Property and Asset
Contracts
for service, maintenance etc
See under Legal: Legal agreements or Legal: Contract Management
Management
Property and Asset
Contracts
See under Legal: Legal Agreements
Management
Property and Asset
Contract Management
See under Legal: Contract Management
Management
Property and Asset
Deeds of title and ownership
See under Legal
Management
Property and Asset
Disposal
Major Capital Assets
See under Procurement and Supply
Management
Property and Asset
Disposal
Minor Assets such as stores,
See under Procurement and Supply
Management
supplies, fixtures, fittings and
plant / equipment etc
Property and Asset
Disposal
Vehicles etc
See under Procurement and Supply: Vehicles
Management
DHB GDA Cross Reference Guide

Property and Asset
Establishment
of Assets, Buildings etc
See under Property and Asset Management: Construction, Works and
Management
Engineering and also under Property and Asset Management: Land Claims
on DHB
Property and Asset
Financial Management of
See under Financial and Accounting
Management
Property and Asset
Food Services
See under Property and Asset Management: Tea room, Cafeteria and Food
Management
Services Facilities
Property and Asset
Lease Agreements
Expensive Capital Items
See under Legal: Lease Agreements
Management
Property and Asset
Legal Contracts
Routine / minor
See under Legal: Legal Agreements
Management
Property and Asset
Legal Contracts
Significant
See under Legal: Legal Agreements
Management
Property and Asset
Ownership documentation
See under Legal: Deeds and Titles of Ownership
Management
Property and Asset
Plans and Specifications
Indexes to
See under Information Management Systems and Services: Control and
Management
Location Indices / Guides
Property and Asset
Plans and Specifications
Major
See under Property and Asset Management: Construction, Works and
Management
Engineering: Major
Property and Asset
Plans and Specifications
Minor
See under Property and Asset Management: Construction, Works and
Management
Engineering: Minor
Property and Asset
Projects
See under Project Management
Management
Property and Asset
Projects
Financing of
See under Finance
Management
Property and Asset
Projects
Plans
See under Property and Asset Management: Construction, Works and
Management
Engineering
Property and Asset
Property Access and
In Perpetuity Final Agreements
See under Legal
Management
Concession Rights
Property and Asset
Property Access and
Fixed Term Final Agreements
See under Legal
Management
Concession Rights
Property and Asset
Regulatory Compliance
See under Compliance, Audit and Risk Management: Standards and
Management
Regulations
Property and Asset
Renovation
See under Property and Asset Management: Projects
Management
Property and Asset
Resource Consents
See under Compliance, Audit and Risk Management
Management
Property and Asset
Security
Employee Security and Criminal
See under Compliance, Audit and Risk Management
Management
Vetting
Property and Asset
Security
Surveillance Tapes
See under Compliance, Audit and Risk Management
Management
Property and Asset
Stationery
Management
See under Administration
Management
DHB GDA Cross Reference Guide

Property and Asset
Stationery
Purchasing
See under Procurement and Supply Management
Management
Property and Asset
Tea Room, Cafeteria and
Food Supply
See under Procurement and Supply Management: Stores, supplies,
Management
Food Service Facilities
fixtures, fittings and plant / equipment: Procurement, Issue, Disposal of
Property and Asset
Tenanted DHB Properties
Employee Accommodation Rental  See under Human Resources and Personnel: Rental Payments and
Management
Payments
Agreements
Property and Asset
Tenanted DHB Properties
Leases and Rental Agreements
See under Legal
Management
Property and Asset
Tender Documentation
See under Procurement and Supply
Management
Property and Asset
Titles of Ownership
See under Legal: Deeds and Titles of ownership
Management
Property and Asset
Vehicles
Procurement and disposal of
See under Procurement and Supply Management
Management
Property Services
See under Property and Asset Management
Providers
Contract Management
See under Legal: Contract Management
Providers
Legal agreements with
See under Legal: Legal Agreements
Providers
Maintenance of
See under Strategic Planning and Funding: Providers (Funding and
Services)
Providers
Management of funding
See under Strategic Planning and Funding: Providers (Funding and
related to
Services)
Providers
Monitoring of
See under Compliance, Audit and Risk Management: Audits, Reviews and
Evaluations
Publications
Financial
See under Public Relations and Communications
Publications
of DHB Histories etc
See under Research Management
Publications
Non-financial, non-historical
See under Public Relations and Communications
relating to DHB, created within
DHB, created for DHB etc
Public Relations and  Attendance at Cabinet and
See under Governance: Reports and Briefing Papers
Communication
Select Committees
Public Relations and  Complaints
Complaints against the DHB that  See under Compliance, Audit and Risk Management: Complaint and
Communications
are registered as an Incident
Incidence Management
Public Relations and  Complaints
Significant complaints against the  See under Compliance, Audit and Risk Management: Complaint and
Communications
DHB
Incidence Management
Public Relations and  External Communications
Financial Accounts (Published)
See under Strategic Planning and Reporting: Financial
Communications
DHB GDA Cross Reference Guide

Public Relations and  Local Government Act 2002
Documentation and Reports
See under Compliance, Audit and Risk Management: Reporting
Communications
required under the Act
Public Relations and  Meetings
See under Administration: Meetings
Communications
Public Relations and  Ministerial Correspondence
See under Governance: Correspondence (Ministerial)
Communication
Public Relations and  Ministerial Correspondence
Audit / analysis of
See under Compliance, Audit and Risk Management
Communication
Public Relations and  Ministerial Decision
See under Governance: Approvals
Communication
Approvals/Rejections
Public Relations and  Ministerial Delegations
See under Governance: Delegations
Communication
Public Relations and  Ministerial Reporting
See under Governance: Reports and Briefing Papers
Communication
Public Relations and  Ombudsmen Enquiries
See under Governance: Relationship Management
Communications
Public Relations and  Promotions
See under Public Relations and Communication: Campaigns
Communications
Public Relations and  Publications (External)
See under Administration: Housekeeping
Communications
Public Relations and  Publications (In-House)
Circulars and Memorandum (DHB-See under Policy and Procedure: Master Documents: DHB-Wide (Major)
Communications
Wide)
Public Relations and  Representation of DHB
National Bodies
See under Administration: Meetings
Communications
Public Relations and  Requests for Information
Official Information Act
See under Public Relations and Communications: Official Information Act
Communications
Public Relations and  Requests for Information
Privacy Act
See under Public Relations and Communications: Privacy Act Requests
Communications
and Complaints
Public Relations and  Sponsorship
Minor sponsorship and routine
See under Administration
Communications
sponsorship administration
Public Relations and  User Guides
See under Policy and Procedure: Master Documents
Communications
DHB GDA Cross Reference Guide

Public Relations and VIP/Senior Officials’ Visits
Administration of
See under Public Relations and Communications: Administration
Communications
Public Health
See under Population Health
Published Material
Financial
See under Public Relations and Communications: External
Communications
Published Material
of DHB Histories etc
See under Research Management
Published Material
Non-financial, non-historical
See under Public Relations and Communications
relating to DHB, created within
DHB, created for DHB etc
Purchasing
See under Procurement and Supply Management
Quality Audit
See under Compliance, Audit and Risk Management: Audits, Reviews and
Evaluations
Quality Management
See under Compliance, Audit and Risk Management
Quality Management Systems
Manuals etc
See under Policy and Procedure: Master Documents
Quarantine Health
See under Population Health
Records
Administration
See under Information Management Systems and Services: Records
Management
Management
Records
Programme
See under Project Management: Programme Management
Management
Records
Records storage
See under Property and Asset Management: Property, Assets, Buildings:
Management
Routine Management
Recruitment and
of employees
See under Human Resources and Personnel
selection
Reference Material
See under Administration: Housekeeping
Refrigeration
Maintenance, monitoring of
See under Property and Asset Management: Property, Assets, Buildings:
Routine Management
Registers
of risk, research monitoring
See under Information Management Systems and Services: Control and
etc
Location Indices/Guides
Regulations
See under Compliance, Audit Risk Management: Standards and
Regulations
Regulatory
See under Compliance, Audit and Risk Management
Compliance
Relationship
Contracts
See under Governance: Relationship Management
Management
Relationship
Land Claims
See under Property and Asset Management
Management
Relationship
Meetings with / about
See under Administration: Meetings
Management
DHB GDA Cross Reference Guide

Relationship
Reporting
See under: Governance: Reports and Briefing Papers OR Compliance,
Management
Audit and Risk Management: Reporting
Relationship
Representation (National
See under Administration: Meetings
Management
Bodies)
Relationship
Requests for Information
See under Public Relations and Communications: Requests for Information
Management
Relationship
Strategy and Planning
See under Strategic Planning and Funding
Management
Representation
of DHB at meetings
See under Administration: Meetings
Representation
on Boards of Governance etc
See under Governance
Rental Agreements
See under Legal: Lease Agreements
Reports
Board
See under Governance: Board: Reports
Reports
Board Committees
See under Governance: Board, Sub-Committees (Legislated and Non-
Legislated): Reports
Reports
Compliance, Performance
See under Compliance, Audit and Risk Management: Reporting
Reporting
Reports
external agencies (to)
See under Compliance, Audit and Risk Management: Reporting
Reports
Financial
See under Financial and Accounting: Reporting
Reports
Governance
See under Governance
Reports
Internal
relating to function, task etc
See under relevant class / sub-class
Reports
Maori
Governance
See under Governance: Maori
Reports
Ministerial
See under Governance: Reports and Briefing Papers
Reports
Monthly Scorecard etc
See under Compliance, Audit and Risk Management: Reporting
Reports
Planning
See under Strategic Planning and Funding: Planning and Reporting
Reports
Planning
Governance
See under Governance: Planning and Reporting
Reports
Planning
Group contributions to
See under Strategic Planning and Funding: Administration
summarised plans and reports
Reports
Strategic
See under Strategic Planning and Funding: Planning and Reporting
Reports
Employee use of time
See under Human Resources and Personnel: Attendance
Reproductions
Copies / Duplicates of
See under Administration: Housekeeping
Records
Requests for
Contract / Service-based
See under Legal: Contract Management
Information
requests (RFIs)
Requests for
From Public
See under Public Relations and Communications
Information
Requests for
Official Information Act
See under Public Relations and Communications: Official Information Act
Information
Requests for
Privacy Act
See under Public Relations and Communications: Privacy Act Requests
Information
and Complaints
Requisitions
for employees, patients etc
non-uniform
See under Procurement and Supply Management: Stores, supplies,
fixtures, fittings and plant / equipment: Procurement, issue, disposal of
DHB GDA Cross Reference Guide

Requisitions
for employees, patients etc
uniform
See under Procurement and Supply Management: Uniform / Wardrobe
(employees)
Research
Contracts
Management
See under Legal: Contract Management
Management
Research
Contracts
Agreements
See under Legal: Legal Agreements
Management
Research
Data
Raw Data
See under Research Management: Raw Data
Management
Research
Data
Summarised Data
See under Research Management: Research Reports
Management
Research
Ethics Committees
Meetings
See under Administration: Meetings
Management
Research
Meetings
See under Administration
Management
Research
Project Management of
See under Project Management
Management
Research
Surveys and Opinion Polls
Survey information etc
See under Administration: Housekeeping
Management
(external)
commissioned by external
agencies used for background
information etc by the DHB
Research
Surveys and Opinion Polls (of
See under Human Resources and Personnel: Surveys of Employees
Management
employees by or for DHB)
Resource Consents
See under Compliance, Audit and Risk Management Records
Resource
Public Health - Related
See under Population Health
Management
Returns
Routine HR
See under Human Resources and Personnel: Routine Returns
Reviews and
Compliance, Audit and Risk
See under Compliance, Audit and Risk Management Records: Audits,
Evaluations
Management etc
Reviews and Evaluations
Reviews and
Contracts / Contractors
See under Legal: Contract Management
Evaluations
Risk Management
See under Compliance, Audit and Risk Management
Risk Registers
For significant projects,
See under Information Management Systems and Services: Control and
corporate risk etc
Location Indices and Guides (Significant)
RMOs
Management of
See appropriate sub-class under Human Resources and Personnel
Rosters
Clinical Staff
See under Human Resources and Personnel: Attendance
Rosters
Non-Clinical Staff
See under Human Resources and Personnel: Attendance
Rosters
Staff rotation
See under Human Resources and Personnel: Training and Career
Development (Employees): Administration
Routine Returns
See under appropriate Class and Subclass. For example, Taxation returns:
See under Financial and Accounting: Taxation, or for HR returns, see under
Human Resources and Personnel: Routine Returns
DHB GDA Cross Reference Guide

Scanning
of records etc
See under Information Management Systems and Services: Administration
Schooling
of child patients
See under Human Resources and Personnel: Training and Career
Development (Patients)
Screening
of potential employees etc
See under Compliance, Audit and Risk Management: Security Vetting
Secretarial and
Administration of
See under Administration
Processing Services
Security
Contracts surrounding
See under Legal: Legal Agreements
Security
Administration and
See  under Property and Asset Management
maintenance of
Security
Vetting of employees etc
See under Compliance, Audit , Risk Management: Security Vetting
Seminars
Papers, administration of
See under Administration: Conferences
Seminars
Presentations, attendance at
See under Public Relations and Communications: Conferences, Seminars,
Workshops etc
Senior Management  Meetings
See under Governance: Executive Groups
Group
Service Agreements
Core Services
See under Legal: Legal Agreements
Service Agreements
Minor Service Level
See under Legal: Legal Agreements
Agreements
Service
Property management
See under Property and Asset Management: Construction, Works and
redevelopment
Engineering
Service
See under Legal: Legal Agreements
Specifications
Sharps
Disposal of
See under Procurement and Supply Management: Stores, supplies,
fixtures, fittings and plant / equipment: Procurement, issue, disposal of
Social Functions
Employees
See under Human Resources and Personnel
Software
Maintenance
See under Information Management Systems and Services: Installation,
Testing and Ongoing Maintenance
Specifications
Major
See under Property and Asset Management: Construction, Works and
Engineering: Major
Specifications
Minor
See under Property and Asset Management: Construction, Works and
Engineering: Minor
Sponsorship
See under Public Relations and Communications
Staff
Awards, Accidents,  OSH
NOTE: The term Employee has
See under Human Resources and Personnel
issues, Agreements, Social
been used instead of Staff in all
Groups, Personnel files,
instances
Rosters, Training etc
Standards and
See under Compliance, Audit and Risk Management
Regulations
Standard Operating
See under Policy and Procedure
Procedures (SOP)
Stationery
Management of
See under Procurement and Supply Management
DHB GDA Cross Reference Guide

Statutory and
See under Governance Records
Regulatory
Appointments
Sterilisers
Monitoring, Maintenance of
See under Property and Asset Management: Property, Assets, Buildings:
Routine Management
Sterilisers
Sterilisation of Equipment
Administration / monitoring of
See under Clinical: Quality Control: Equipment Sterilisation
Storage
Memory etc
See under Information Management Systems and Services: Administration
Storage
of equipment
See under Property and Asset Maintenance: Property Assets and
Buildings: Routine Management
Storage
of records
See under Information Management Systems and Services: Administration
Stores, supplies,
Installation, maintenance,
See under Property and Asset Management
fixtures, fittings and
storage of
plant / equipment
Strategic Planning
Administration
See under Strategic Planning and Funding
and Funding
Strategic Planning
Analysis
of strategies, plans etc
See under Compliance, Audit and Risk Management
and Funding
Strategic Planning
Audits
See under Compliance, Audit and Risk Management: Audits, Reviews and
and Funding
Evaluations
Strategic Planning
Civil Defence Emergencies
Health Planning for
See under Population Health
and Funding
Strategic Planning
Contract Management
See under Legal: Contract Management
and Funding
Strategic Planning
Contracts and Agreements
See under Legal: Contract Management
and Funding
Strategic Planning
Emergency Management and
See under Compliance, Audit and Risk Management
and Funding
Contingency Planning
Strategic Planning
Establishment
of DHB
See under Governance: Establishment
and Funding
Strategic Planning
Establishment
of groups and services
See under Strategic Planning and Funding: Establishment of Groups and
and Funding
Services
Strategic Planning
Establishment
of strategies, plans etc
See under Strategic Planning and Funding: Development of Strategy
and Funding
Strategic Planning
Health Needs Assessments
See under Strategic Planning and Funding: Assessment of Need
and Funding
Strategic Planning
Legal advice
See under Legal: Legal Opinions
and Funding
Strategic Planning
Loans
Minor / Routine
See under Administration: Finance and Accounting Administration
and Funding
Strategic Planning
Meetings about
See under Administration
and Funding
DHB GDA Cross Reference Guide

Strategic Planning
Planning and Reporting
Governance
See under Governance: Planning and Reporting
and Funding
Strategic Planning
Planning and Reporting
Monitoring of
See under Compliance, Audit and Risk Management: Evaluations and
and Funding
Reviews
Strategic Planning
Policies and Procedures
See under Policy and Procedures
and Funding
Strategic Planning
Providers (Funding and
Audits and Reviews of
See under Compliance, Audit and Risk Management: Evaluations and
and Funding
Services)
Reviews
Strategic Planning
Providers (Funding and
Contract Management
See under Contract Management
and Funding
Services)
Strategic Planning
Providers (Funding and
Contracts
See under Legal: Legal Agreements
and Funding
Services)
Strategic Planning
Providers (Funding and
Standards and Regulations
See under Compliance, Audit Risk Management: Standards and
and Funding
Services)
Regulations
Strategic Planning
Project Management
See under Project Management
and Funding
Strategic Plans
See under Governance: Planning and Reporting
Study Reports
from Employees
See under Human Resources and Personnel: Training and Career
Development
Suggestion Schemes DHB
See under Compliance, Audit and Risk Management Records
Superannuation
Management of DHB
See under Compliance, Audit and Risk Management Records
Schemes
Superannuation
Administration of externally-
See under Compliance, Audit and Risk Management Records
run schemes
Suppliers
Agreements with
See under Legal: Legal Agreements
Suppliers
Management, monitoring of
See under Legal: Contract Management
etc
Supplies
Maintenance of
Non-Phamaceutical
See under Property and Asset Management
Supplies
Pharmaceutical
See under Clinical: Pharmaceutical Supply and Administration
Supplies
Procurement, supply,
Non-Phamaceutical
See under Procurement and Supply Management
distribution, disposal
Surveys
Facilitation of
See under Research Management
Surveys
of Public
See under Research Management
Surveys
of Employees
See under Human Resources and Personnel
System Development
See under Information Management Systems and Services
/ Establishment
System Development Contracts
See under Legal: Legal Agreements and Legal: Contracts Management
/ Establishment
Taxation
of Employees
See under Finance and Accounting Records
DHB GDA Cross Reference Guide

Temperature
Fridge Temperature Chart
See under Clinical: Pharmaceutical Supply and Administration
Records
Tender
See under Procurement and Supply
Documentation
Te Puna Oranga
See under relevant class or sub-class. For example, for board liason, see
under Goverance. For meetings about, see under Administration: Meetings.
For policy on, see under Policy and Policy and Procedures. For
administration of property, facilities etc see under Property and Facilities
Management. For career development, see under Human Resources and
Personnel: Training and Career Development, for projects relating to Maori
health, see under Project Management etc
Timesheets
See under Human Resources and Personnel
Training
of Employees
See under Human Resources and Personnel
Transactions
Financial
See under Finance and Accounting Records
Transcription
Administration of
See under Information Management Systems and Services: Administration
Services
Travel
Administration of
Financial
See under Human Resources and Personnel: Travel
Travel
Administration of
Non-Financial
See under Human Resources and Personnel: Travel
Treaty of Waitangi
See under Compliance, Audit and Risk Management Records
Treaty of Waitangi
Land and other Treaty Claims
See under Property and Asset Management: Land Claims over DHB
Property
Trivial Work Related
See under Administration: Housekeeping
Material
Tuberculosis
Public Health Administration
See under Population Health
Uniforms / Wardrobe Design, selection, allocation
See under Procurement and Supply Management
Unions
Negotiations with etc
See under Human Resources and Personnel
User Guides
See under Policy and Procedure: Master Documents
User Guides
Copies of
See under Administration: Housekeeping
Vehicles
Maintenance
See under Property and Facilities: Vehicles
Vehicles
Procurement / Disposal of
See under Procurement and Supply Management
Vehicles
Employees
rosters for
See under Property and Asset Management: Vehicles: Maintenance
Vetting
of Employees
See under Compliance, Audit and Risk Management: Security Vetting
VIP Visits
Administration of
See under Public Relations and Communications: Administration
VIP Visits
DHB involvement in
See under Public Relations and Communications
Volunteers
Management of
See under Human Resources and Personnel: Volunteer Management
Waste
Management of DHB waste
Routine
See under Property and Asset Management: Property Assets and
Buildings: Routine Management
Waste
Management of DHB waste
Incidents and accidents relating to See under Compliance, Audit and Risk Management: Issues Management
waste and disposal
(Non Clinical)
Waste
Monitoring of regional waste
See under Population Health: Solid Waste Disposal
Water Quality
Monitoring of
See under Population Health
DHB GDA Cross Reference Guide

Working Papers and  Final
See under Relevant Class or Sub-Class that relates to the purpose /
Work notes
content of the paper
Working Papers and  Minor
See under Administration: Administration: Housekeeping
Work notes
Working Papers and  Relating to Funding and
See under Strategic Planning and Funding: Funding and Budgeting
Work notes
Budgeting
Working Papers and  Annual Reports
See under Strategic Planning and Funding: Planning and Reporting:
Work notes
Financial (High Level)
Working Parties
Non-International, not created,
See under Administration: Meetings
sponsored or administered by
DHB
Work records
See under Human Resources and Personnel: Attendance
Workshops
papers from, administration of
See under: Public Relations and Communications:  Conferences,
Seminars, Workshops etc
DHB GDA Cross Reference Guide

DHB GDA Cross Reference Guide