2 DA710 Disposal Schedule.pdf

NZDF Disposal Schedule
Class #
Class/Sub-Class
Description and Examples of Records
Trigger
Minimum retention
Disposal action
(point when minimum
retention period starts)
Command, Governance, Strategy and Planning
Command, Governance and Planning Administration and Support
1.1
Support activities associated with the enablement of NZDF
Information and records documenting activities associated with supporting and administering the NZDF Command, Governance, Strategy and Planning function.
From last information entry
Until administratively no
D - Destroy or DIS -
Command, Governance, Strategy and Planning
date
longer required
Discharge to service
Examples of information and records may include (but are not limited to):
museum
- Records for meeting groups/committees/boards which have no influence on the overall Command, Governance, Strategy and Planning activities (e.g.
information preparation and planning, consultation, and similar)
- Routine forms and templates
- Facilitative administrative records such as correspondence, standard information for staff, travel itineraries, bookings and arrangements, greetings, letters of
thanks and congratulations, informal advice, inductions, calendars, announcements, office management, and similar
- Information that facilitates visits and administration at overseas post, including visit programmes and plans.
- Informal liaison and correspondence between single services, overseas agencies, government (central and local) and the wider NZ public
- Routine records of commemorations hosted or led by NZDF, and all records of commemorations not hosted or led by NZDF
- Routine records associated with NZDF Heritage, Protocol and Culture (e.g. unit level protocols or culture, and similar)
1.2
Raw data collected to support enablement of NZDF
Raw data which is collected to support the enablement of NZDF Command, Governance, Strategy and Planning activities.
From date of completion
Until administratively no
D-Destroy
Command, Governance, Strategy and Planning
longer required
Examples of data may include (but are not limited to):
- Questionnaires and interview transcripts
- Administrative data
Strategy, Governance, Command, Planning and Reporting
1.3
Significant organisation-wide NZDF Command, Governance, Information and records documenting activities associated with significant organisation-wide NZDF Command, Governance, Strategy and Planning at a strategic
From last information entry
10 years
A - Transfer to
Strategy and Planning
level. Includes the process of decision-making and approvals which involve significant change/innovation, elevated risk, and/or large capital expenditure. Also
date
Archives NZ
includes liaison / agreements with partners and international forces, strategic level liaison / agreements with other government agencies.
Examples of information and records may include (but are not limited to):
- Governance board/committee agendas, meeting minutes, action and decisions registers, papers presented and relevant supporting information/analysis, and
final approvals/decisions which involve significant change/innovation, elevated risk, and/or large capital expenditure
- Significant organisational strategies and directives (e.g. Strategy 2025, Defence Statement of Intent, Environmental Strategy, and similar)
- Significant organisation-wide output plans (e.g. NZDF Annual Plan, NZDF Four-year plan)
- Liaison between multinational commanders and the New Zealand chain of command to confirm or change operational authority
- International instruments (agreements and arrangements) with our partners and international forces (e.g. agreements with foreign governments and military
forces, North Atlantic Treaty Organisation (NATO), United Nations, and similar)
- Agreements between NZ Military Forces, including those in order to conduct Operations
- Agreements with other government agencies or bodies that have a major impact on the business of NZDF
- Significant organisation-wide Operation and mission strategies and governance. For example, Executive Orders and Directives to conduct Operations and
associated liaison (such as briefings, and associated documents, to the Minister, Cabinet and Select Committees)
- Significant legal frameworks regarding the legality of Operational activities in accordance with agreements and international law (e.g. Rules of Engagement,
Military Law and its interpretation, Government Mandates to conduct Operations, the establishment of Military detention centres and the handling of captured
or detained persons, and similar)
- Strategic Risk Appetite Framework
- Enterprise-wide Risk Register
- Significant forecasting and planning for future NZDF performance
- Final reports of externally driven Inquiries, Investigations, and Reviews
RELEASED UNDER THE OFFICIAL INFORMATION ACT 1982
1

NZDF Disposal Schedule
Class #
Class/Sub-Class
Description and Examples of Records
Trigger
Minimum retention
Disposal action
(point when minimum
retention period starts)
1.4
Standard, organisation-wide NZDF Command, Governance,
Information and records documenting activities associated with organisation-wide NZDF Command, Governance, Strategy and Planning at an operational or
From last information entry
10 years
D - Destroy
Strategy and Planning
tactical level. Includes the process of decision-making and approvals which involve standard change/innovation, routine risk and/or routine capital expenditure.
date
Examples of information and records may include (but are not limited to):
- Governance board/committee Papers presented and relevant supporting information/analysis, and final approvals/decisions which involve standard
change/innovation, routine risk and/or routine expenditure
- Standard organisational strategies and directives
- Standard organisation-wide annual reports and reviews
- Standard organisation-wide output plans
- Agreements with other government agencies or bodies that have no major impact on the business of NZDF
- Standard guidance and processes associated with NZDF risk management
- Standard forecasting and planning for future NZDF performance
1.5
Implementation of Command, Governance, Strategy and
Information and records documenting activities associated with implementation of Command, Governance, Strategy and Planning outputs. Includes the
From last information entry
10 years
A - Transfer to
Planning outputs
production of all formal, significant instructions, directives, orders and policies produced for the overall direction and command of NZDF.
date
Archives NZ
Activities may include (but are not limited to):
- Direct instruction to the organisation on a particular course of action as set out by senior command and the strategic documentation
- Engagement with, and instruction to, the internal NZDF chain of command regarding the facilitation of business planning and process development
- Liaison with NZDF's key stakeholders and diplomatic partners for input on strategic actions
Examples of information and records may include (but are not limited to):
- Approvals for the publication and use of all significant, organisation-wide business process records
- Final versions of Significant Orders, Instructions, Directives and Authorities of Command (e.g. CDF Command Directives, Defence Force Orders (DFOs), Standing
Orders, and similar)
- Final versions of policies at an organisation-wide or Executive level
- Final versions of NZDF doctrine, including providing input into international military doctrine and adopting, adapting and/or discarding international military
doctrine
- Significant advice on interpretation or adoption of authorised publications
- Significant Briefs and Minutes from strategic talks and dialogues
- Significant Briefs and Minutes from formal military international service to service talks and dialogues
1.6
Organisational performance reporting
Information and records that track organisation level annual planning against government expectations, as well as the management and reporting of the outputs
From last information entry
10 years
A - Transfer to
of strategic plans (both Military and Corporate).
date
Archives NZ
Examples of activities include (but are not limited to):
- Setting of performance criteria, measures and targets for significant organisational plans
- Monitoring and reporting on key measurements and key performance indicators such as Military Readiness
- Developing major management reports and reviews, such as the NZDF Quarterly Report, and the NZDF Annual Report
- Coordination, management and reporting of Operational Readiness for NZDF forces as a whole
Examples of information and records may include (but are not limited to):
- Significant organisational progress reports
- Significant Operations reporting to Parliament and the Minister (e.g. Operations updates including limitations, issues, outputs and outcomes to Parliament and
the Minister)
RELEASED UNDER THE OFFICIAL INFORMATION ACT 1982
2

NZDF Disposal Schedule
Class #
Class/Sub-Class
Description and Examples of Records
Trigger
Minimum retention
Disposal action
(point when minimum
retention period starts)
Compliance
1.7
Significant Legal Advice and Counsel associated with
Information and records documenting significant legal advice and counsel associated with Operations covers operation-specific significant legal opinions and
After operation is completed
10 years
A - Transfer to
Operations
frameworks (e.g. Rules of Engagement, Law of Armed Conflict, and similar) and the provision of formal, Operation-specific legal advice.
Archives NZ
Examples of information and records may include (but are not limited to):
- Advice regarding the movements of overseas forces in NZ waters/airspace/land
- Personnel issues during Operations that may result in complaints
- Advice on NZDF forces Operational actions in other countries such as providing assistance during elections
- Advice on the use of force during Operations
- Decisions and formal legal advice and opinions regarding detention centres during the conduct of specific Operations
- Decisions and formal advice and opinions regarding the handling of captured or detained persons during the conduct of specific Operations
1.8
Standard Legal Advice and Counsel associated with
Information and records documenting activities associated with providing standard or routine advice and counsel in relation to Operations.
After operation is completed
10 years
D - Destroy
Operations
Examples of information and records may include (but are not limited to):
- Legal guidelines and procedures specific to Operations activities
- Provision of standard legal advice (e.g. advice on drafting Operational Orders, advice to a Single Service units on low-level matters, general domestic law advice,
and similar)
1.9
Significant Legal Advice and Counsel associated with all
Information and records documenting activities associated with providing legal advice and counsel in relation to significant NZDF requirements (excluding specific  From last information entry
10 years
A - Transfer to
NZDF activities (excluding Operations)
Operations).
date
Archives NZ
Examples of information and records documenting significant legal advice and counsel may include (but are not limited to):
- Significant matters relating to litigation
- Significant legal matters to do with Operations that do not relate to a specific deployment (e.g. Article 36/Geneva Convention reviews, advice relating to Status
of Forces Agreements, and similar)
- Legal advice forming the basis of significant or controversial decisions (e.g. major organisational restructuring especially where involving redundancies, matters
with high reputational risk such as historic criminal allegations, disestablishing or acquiring a major capability)
- Registers related to Military Courts and trials (e.g. recommendations register)
- Decisions and formal legal advice and opinions regarding the establishment of Military detention centres
- Decisions and formal legal advice and opinions regarding the handling of captured or detained persons
1.10
Standard Legal Advice and Counsel associated with all NZDF  Information and records documenting activities associated with providing legal advice and counsel in relation to standard or routine NZDF requirements
From last information entry
7 years
D - Destroy
activities (excluding Operations)
(excluding specific Operations).
date
Examples of information and records documenting routine legal advice and counsel may include (but are not limited to):
- Legal compliance
- Legal procedures and guidelines
- Legal advice and opinions related to all standard NZDF activities, excluding Operations (for example minor personnel issues that may result in complaints or a
dispute resolution process, detention of personnel for minor offences, drafting advice regarding policies or instructions)
RELEASED UNDER THE OFFICIAL INFORMATION ACT 1982
3

NZDF Disposal Schedule
Class #
Class/Sub-Class
Description and Examples of Records
Trigger
Minimum retention
Disposal action
(point when minimum
retention period starts)
1.11
Serious or significant Military good order and/or discipline
Information and records documenting activities associated with maintaining Military good order and/or discipline which result in formal investigations can
From last information entry
15 years
A - Transfer to
include (but not limited to) command investigations, process or system investigations, and similar, preliminary inquiries, summary trials, court martials, and
date
Archives NZ
Courts of Inquiry.
Examples of information and records documenting serious or significant good order and/or discipline activities may include (but are not limited to):
- Any matter reported to or initiated by NZDF MP (including initial complaints, investigation file elements and files held awaiting further information, and
completed investigation files (where a final report has been released to Commanders)
- Serious investigations branch files which result in Military prosecution (e.g. MP investigations regarding serious assaults, drug possession or supply, sexual
offending investigations, fraud and similar)
- Formal Guidance related to the Inquiry, trial, or Court setup and proceedings
- Final reports and recommendations
- Reviews by the relevant Authorities (e.g. Assembling Authority)
- Court Martials (including Appeals, Panel of Review, and Summary Trial records)
- Investigation, inquiry, trial and Court exhibits, witness lists and statements, transcripts and recordings of court proceedings
- Court evidence and records of proceedings
- Interviews conducted for serious investigations but outside of Court/Criminal proceedings (e.g. interrogation for intelligence collection)
- Criminal investigation files which result in Military prosecution (e.g. Military police investigations regarding serious assaults, drug possession, SAPRA programme
investigations, and similar)
- Legal Aid and assistance related to serious or significant inquiries or investigations
- Detention records or reporting for Military Personnel placed into Service Custody within New Zealand (i.e. Services Corrective Establishment [SCE] and local
detention in Unit Detention Quarters or Holding Cells)
- Detention records regarding the handling of captured or detained persons by NZDF Forces undertaken during an operation (held by HQ Joint Forces until
release)
1.12
Standard Military good order and/or discipline
Information and records documenting activities associated with maintaining Military good order and/or discipline which do not result in formal investigations,
From last information entry
7 years
D - Destroy
trials, inquiries or Courts.
date
Examples of information and records may include (but are not limited to):
- Criminal investigation files which do not result in Military prosecution (e.g. simple breaches of order, criminal incidents on camps/bases such as running a stop
sign on base, minor damage to property, and similar)
- Informal or ad hoc enquiry findings, correspondence and instructions (e.g. Commander looks into a minor breach of protocol, and reports on findings)
- Minor investigation and detention guidelines and processes
- Legal Aid and assistance related to routine or ad hoc investigations
- Processing and day-to-day management of captured or detained persons
1.13
Administrative support to external inquiries and reviews
Information and records documenting activities associated with the collation and administration of information for externally-driven Inquiries, Investigations, and When Inquiry, Investigation,
3 years
D - Destroy
Reviews not controlled by NZDF (e.g. required by Government such as the Operation Burnham Inquiry) but that are about NZDF activities, or that NZDF is a party
or Review complete
to.
Examples of information and records may include (but are not limited to):
- Collating and packaging up information required for the Investigation, Inquiry or Review
- Correspondence with agencies involved in the Investigation, Inquiry or Review
- NZDF Feedback, advice or opinions on Inquiry, Investigation, or Review findings or recommendations
RELEASED UNDER THE OFFICIAL INFORMATION ACT 1982
4

NZDF Disposal Schedule
Class #
Class/Sub-Class
Description and Examples of Records
Trigger
Minimum retention
Disposal action
(point when minimum
retention period starts)
1.14
Audit and Assurance monitoring and reporting
Information and records documenting activities associated with the internal monitoring, auditing, and assuring of NZDF capabilities, processes and systems,
From last information entry
7 years
D - Destroy
ensuring they are compliant and functioning adequately based on set criteria and frameworks. Can include (but not limited to) safety assurance, environmental
date or after disposal of the
assurance, Worthiness, and similar.
asset
Examples of information and records may include (but are not limited to):
- Guidelines and procedures
- Risk registers, risk assessments and risk management plans
- Internal audit and assurance investigation reports and associated audit findings, including those related to specific military platforms, assets, or safety incidents
- Implementation plans and reports based on internal audits, investigations, and reviews
- Implementation and monitoring of recommendations from formal military disciplinary bodies (e.g. Courts of Inquiry and similar)
- Environmental compliance, monitoring, testing, and reporting
- Overseas post assurance, audits, and assessments
Commemorations, Protocol, Heritage and Engagement
1.15
Military Ceremonies, Commemorations, and Protocols
Information and records documenting activities associated with establishing, and managing Military commemorations and ceremonies either hosted or led by
From last information entry
10 years
A - Transfer to
planning and management
NZDF OR of national importance with significant NZDF input or participation. Includes the protocols surrounding significant commemorations or ceremonies and
date
Archives NZ
visits by NZDF personnel to other national and international destinations, and events related to Operations. Examples include (but are not limited to):
- ANZAC Day/Gallipoli commemorations
- Commemorations of major battles
- Ceremonies for visiting overseas heads of states, monarchs, and similar
Examples of information and records may include (but are not limited to):
- Commemorations and ceremonial protocols
- Military protocol regarding high-profile visits (e.g. visiting heads of state, Military personnel at Government House, and similar)
- Finalised instructions
- Finalised programmes, including logistical and security arrangements
- Visit briefings, reports, and summaries
1.16
Military Heritage and Culture planning and management
Information and records documenting activities associated with the management of Military heritage, preservation, traditions, and history of the New Zealand
From last information entry
10 years
A - Transfer to
Defence Force.
date
Archives NZ
Examples of information and records may include (but are not limited to):
- Formal advice to inter-departmental governance boards on heritage issues with a Defence element
- Master registers of heritage holdings (e.g. art collection)
- Master registers of museum collection holdings, and supporting information including museum policies
- Purpose, design, and protocol related to overall Military and specific Single Service culture and traditions such as colours, flags, badges, crests, insignia,
etiquette and customs of Military service, and similar
- Formal papers, reports, presentations on NZDF history
- Oral history records (including audio and visual recordings, transcripts and supporting material)
- Maori culture protocol, policy, and awareness activities
- Repatriation policies and procedures
- Historical monographs
1.17
Relationship management reporting and coordination
Information and records documenting activities associated with coordinating, administering and managing NZDF commitments and engagement within New
From last information entry
10 years
D - Destroy
Zealand and internationally to build and manage relationships.
date
Examples of information and records may include (but are not limited to):
- Ad hoc/informal 'quick' reports and Annual plans (e.g. from Attaché posts)
- Key Leader engagement programme (KLE) planning, decisions/approvals, and reporting
- Mutual assistance programme planning, decisions/approvals, and reporting
The information and records documenting plans, decisions and approvals relating to the outcome of NZDF’s commitments and engagements are covered by class
1.3.
RELEASED UNDER THE OFFICIAL INFORMATION ACT 1982
5

NZDF Disposal Schedule
Class #
Class/Sub-Class
Description and Examples of Records
Trigger
Minimum retention
Disposal action
(point when minimum
retention period starts)
Intelligence and Security
Intelligence and Security Administration
2.1
Intelligence and Security support
Information and records documenting activities associated with supporting and administering NZDF Intelligence and Security.
From last information entry
Until administratively no
D - Destroy
date
longer required
Examples of information and records may include (but are not limited to):
- Records for meeting groups/committees/boards which have no influence on the overall Governance or Strategy of Intelligence and Security activities (e.g.
information preparation and planning, consultation, and similar)
- Routine forms and templates (e.g. classified document receipt forms, and similar)
- Facilitative administrative records such as correspondence, standard information for staff, travel itineraries, bookings and arrangements, informal advice,
inductions, calendars, announcements, office management, and similar
- Liaison, coordination and administration of Intelligence and Security agreements and arrangement
2.2
Raw data collected to support enablement of Intelligence
Raw data which is collected to support the enablement of NZDF Intelligence and Security.
From date of completion
Until administratively no
D - Destroy
and Security
longer required
Examples of data may include (but are not limited to):
- Questionnaires and interview transcripts
- Administrative data
- Security surveillance data (e.g. security camera footage)
This class excludes raw data that may be required for evidential and compliance purposes (e.g. appeals, complaints, inquiries). Such records are covered by
classes 1.11, 1.12 and 1.13.
Intelligence (includes Counter Intelligence)
2.3
Intelligence Governance and Strategy
information and records documenting activities associated with the overall governance and strategy of Intelligence including Intelligence Governance Boards,
From last information entry
10 years
A - Transfer to
significant decisions and approvals and organisation-wide, significant intelligence requirements, objectives, strategies, and frameworks.
date
Archives NZ
Examples of information and records may include (but are not limited to):
- Intelligence finalised strategies, policies and directives
- Governance board and committee minutes, approvals, and decisions
- Intelligence records required as part of Operations (e.g. Concept of Operations which is both an analysis and a formal document that describes how a capability
will be employed and supported)
- Intelligence technical standards and compliance records
2.4
Intelligence Planning and Guidance
Information and records documenting activities associated with the planning, guidance and practicing of NZDF Intelligence. This can include developing formal
From last information entry
10 years
A - Transfer to
intelligence plans, requirements, criteria, directives, instructions, and policies.
date
Archives NZ
Examples of information and records may include (but are not limited to):
- Intelligence Planning documents for Operations
- Threat Assessments (includes annual assessments, and assessments of specific threats)
2.5
Intelligence Preparation and Presentation
Information and records documenting activities associated with collecting, collating, preparing, and reporting of Intelligence in NZDF to support military
From last information entry
10 years
A - Transfer to
situational awareness, decision making and operations activities.
date
Archives NZ
Examples of information and records may include (but are not limited to):
- Intelligence reports
- Intelligence briefings
- Intelligence summaries
- Register of foreign intelligence reports
- Liaison, coordination and management of intelligence and security systems, practices and networks (including people networks)
RELEASED UNDER THE OFFICIAL INFORMATION ACT 1982
6

NZDF Disposal Schedule
Class #
Class/Sub-Class
Description and Examples of Records
Trigger
Minimum retention
Disposal action
(point when minimum
retention period starts)
Security
2.6
Security Governance, Strategy and Planning
Information and records documenting activities associated with the overall governance and strategy of NZDF Security including security governance boards,
From last information entry
10 years
A - Transfer to
significant decisions and approvals, organisation-wide significant security requirements, objectives, strategies, frameworks and policy development.
date
Archives NZ
Examples of information and records may include (but are not limited to):
- Security finalised strategies, policies and directives
- Governance board and committee minutes, approvals, and decisions
- Finalised planning records which set criteria and frameworks associated with the safety and security of NZDF as a whole (e.g. significant business continuity
plans, threat response plans, and similar)
- Security technical standards and compliance records
2.7
Security Reporting and Performance
Information and records documenting activities associated with the reporting, performance, and monitoring of NZDF Security activities.
From last information entry
10 years
D - Destroy
date
Examples of information and records may include (but are not limited to):
- Security processes, procedures, and guidelines (e.g. instruction, standard operating procedures and similar)
- Security specific reporting which contributes to major NZDF reports (e.g. reporting on Security assurance and audit)
- Unit Security Registers (records all unit-level security incidents, responsibilities, vetting, and similar)
- Classified asset and document registers
- Security Delegations (e.g. Defence Area Authorisation Warrants)
- Due Diligence reports
- Security accreditation and certification assessments, reviews, and reports
- Security Risk registers
2.8
Information, Communications, Personnel and Physical
Information and records documenting activities associated with the management and maintenance of a safe and secure environment for the protection of
From last information entry
7 years
D - Destroy
security management and maintenance
people, information, communications and physical assets; and the measures designed to detect and prevent unauthorised access to official resources and
date
respond to intruders.
Examples of information and records may include (but are not limited to):
- Codes of conduct
- Data security, privacy and breach response protocols
- Information Security Contingency and Incident Plans
- Guidance on current laws, regulations and requirements
- Search and seizure records
- Security Briefs and Debriefs
- Staff security and criminal vetting procedures
- Staff security clearance procedures
- Physical security plans (e.g. security movement plans)
- Agreements and arrangements for the special release of information (e.g. classified information and information owned by foreign governments, forces or
organisations)
2.9
Information, Communications, Personnel and Physical
Information and records documenting activities associated with the provision of routine security services and practices.
From date information is no
3 years
D - Destroy
security provision and practice
longer current
Examples of information and records may include (but are not limited to):
- Identity cards
- Visitor records
- Key registers
- Access control logs
- Alarm codes and safe combinations
- Classified information and asset access and management practice, including movement and declassification
- Security clearance practices (e.g. confirmation of security clearances to enable NZDF work, staff travel clearances, and similar)
- Security code-words
RELEASED UNDER THE OFFICIAL INFORMATION ACT 1982
7

NZDF Disposal Schedule
Class #
Class/Sub-Class
Description and Examples of Records
Trigger
Minimum retention
Disposal action
(point when minimum
retention period starts)
Operations
NOTE:
For Operations Legal use COMMAND and GOVERNANCE
For Operations Logistics use LOGISTICS AND ESTATE
For Operations IT use INFORMATION TECHNOLOGY and INFORMATION MANAGMENT
For Operation Finance use FINANCE
Operations Support Activities
3.1
Support activities associated with the enablement of
Information and records documenting activities associated with supporting and administering Operations
After operation is completed
Until administratively no
D - Destroy or DIS -
Operations
longer required
Discharge to service
Examples of information and records may include (but are not limited to):
museum
- Records for meeting groups/committees/Boards which have no high-level influence on the overall Governance or Strategy of Defence Operations (e.g.
information preparation and planning, consultation, and similar)
- Routine forms and templates
- Facilitative administrative records such as correspondence, standard information for staff, travel itineraries, bookings and arrangements, greetings, informal
advice, inductions, calendars, announcements, catering and food services, mortuary services, laundry services, cleaning services, pest control services, refuse and
waste management services, office management (such as provision of stationery, fuel cards, mobile devices, pay-as-you-dine cards)
- Customer service records such as completed requests and associated correspondence
- Duty rosters
- Routine reports, briefings, presentations, dealing with local vendors (e.g. for hire vehicles onsite)
- Coordination of farewell and welcome home events
- Accommodation allocation, duties/sentry, responsibilities, position requirements and any additional job requirements
3.2
Raw data associated with Operations
Raw data associated with Operations.
After operation is completed
Until administratively no
D - Destroy
longer required
Examples of data may include (but are not limited to):
- Questionnaires and interview transcripts
- Geospatial and imagery data
- Surveillance data
- Hydrographic survey data
- Time series data
- Routine operational flight, sailing, or vehicle movement data (e.g. flight radio log data)
- Intelligence mission data
This class excludes raw data that may be required for evidential and compliance purposes (e.g. appeals, complaints, inquiries). Such records are covered by
classes 1.11, 1.12 and 1.13.
Significant Operations
For the purposes of information and records disposal decisions, significant Operations can be defined as:
- Combatant operations (e.g. deployments which involve active battles, attacks and response to threats using force)
- Emergency response operations and evacuations (e.g. humanitarian aid and disaster relief such as the Kaikoura earthquake, or evacuating refugees)
- Peacekeeping and peace-making operations (e.g. operations in the Middle East to observe and report violations to UN Security Council Resolution, or similar Treaties)
- Security and stability operations (e.g. ensuring and enhancing the ongoing security and stability in Afghanistan)
- Resource and border protection operations on behalf of other government agencies (e.g. maritime surveillance in support of Pacific Island countries in order to protect NZ interests in the South Pacific)

Significant Operations typically involve:
- the use of NZDF Military personnel, units, and assets internationally, or on a large-scale domestically and/or
- substantial implications for NZDF strategic inputs and outputs
- elevated risk and/or
- significant expenditure
RELEASED UNDER THE OFFICIAL INFORMATION ACT 1982
9

NZDF Disposal Schedule
Class #
Class/Sub-Class
Description and Examples of Records
Trigger
Minimum retention
Disposal action
(point when minimum
retention period starts)
3.6
Deployment, redeployment and conduct activities during
Information and records documenting activities conducted by deployed units and personnel in theatre during significant Operations. Includes the management
After operation is completed
10 years
A - Transfer to
Significant Operations
of incidents and events during operations, contact with opposing forces (for example ship boardings), events surrounding forces including capture of foreign
Archives NZ
forces, loss or damage of equipment or asset, liaison with other forces, partners or organisations, and similar.
Examples of information and records may include (but are not limited to):
- Movements records (e.g. Army unit diaries, Air Force squadron flight diaries, Naval Reports of Proceedings, and similar)
- Master lists of NZDF members involved in a specific Operation (e.g. SOMM/Nominal Rolls, and similar)
- Any other summarised record of activities that occurred during a specific Operation
- Tracking of operational effectiveness throughout the period of deployment, including that of foreign, coalition, partner, other government agency, contractor
and non-combatant persons involved in NZDF Operations, activities or tasks.
- Instructions and briefs issued throughout the period of deployment, including those to foreign, coalition, partner, other government agency, contractor and
non-combatant persons involved in NZDF Operations, activities or tasks (e.g. in-country brief, Intelligence and Security briefings, Area of Operation
induction/briefings)
- Reports produced during deployment (e.g. Situation Reports (SITREPs), Incident Reports (INCREPs), Notification Reports, Supplementary Update Reports,
Contact and Near Miss Reports, and similar)
- Reachback and Return to New Zealand (RTNZ) procedures, repatriation, manifests, and similar
- Operations security-related documents (patrol reports, in country SITREPS, flight manifests and similar)
- Policies for all phases of the Operational Deployment Cycle
- Rules of Engagement confirmations, and notifications, and related Standard Operating Procedures (SOPs)
- Mission-specific SOPs and Techniques, Tactics and Procedures (TTPs) adopted and applied within that operation or theatre
- Tactical governance decision-making and liaison which affect the delivery of in-theatre activities
- Tracking of NZDF Operations personnel, animals and assets, including operational status, allocation to tasking, clearances and authorisations
3.7
Post-deployment analysis and reporting activities for
Information and records documenting activities associated with operational analysis and resulting performance improvement documentation associated with
After operation is completed
10 years
A - Transfer to
Significant Operations
operational evaluation for significant Operations
Archives NZ
Examples of information and records may include (but are not limited to):
- Operational performance improvement plans
- Operational evaluation: lessons learned and operational analysis activities
- Implementing and monitoring of remedial actions
- Technical advice relating to operational improvement
- Liaison and communication within NZDF and with other stakeholders relating to performance improvement
- Post Activity Reports, Lessons Learnt Reports and associated briefings
Standard or Routine Operations
For the purposes of information and records disposal decisions, standard or routine Operations can be defined as:
- Routine planned movements such as scheduled flights by Air Force or sailings by Navy
- Military assistance to civil authorities, foreign nations, coalition partners or organisations in non-emergency situation (e.g. the rebuild of the Waiho Bailey bridge)
- Defence support to the community, including increasing public awareness of the practice of Armed Forces (e.g. Military displays/open days, construction support to schools, support for Hikoi's or Tangi's, Poppy Day)
Standard or Routine Operations typically involve:
- smaller scale Military operational activities, generally carried out by a Single Service (or with minimal input from the other services) at unit or base level and/or
- routine activities which function to keep the Single Services maintained and/or
- routine risk and/or
- routine expenditure
RELEASED UNDER THE OFFICIAL INFORMATION ACT 1982
11

NZDF Disposal Schedule
Class #
Class/Sub-Class
Description and Examples of Records
Trigger
Minimum retention
Disposal action
(point when minimum
retention period starts)
Logistics and Estate
Logistics and Estate Support Activities
4.1
Support activities associated with the enablement of
Information and records associated with supporting and administering Logistics and Estate.
From last information entry
Until administratively no
D - Destroy
Logistics and Estate
date
longer required
Examples of information and records may include (but are not limited to):
- Records for meeting groups/committees/boards which have no significant influence on the overall governance or strategy of Defence Logistics and Estate
activities (e.g. information preparation and planning, consultation, and similar)
- Routine forms and templates
- Facilitative administrative records such as general base and facility (including detention centres) support services, provision of catering and food services, travel
services, mortuary services, laundry services, cleaning services, pest control services, refuse and waste management services, office management, and similar
- Customer service management records such as provision of service, completed customer service requests (and associated correspondence), and similar
4.2
Raw data collected to support enablement of Logistics and
Raw data which is collected to support the enablement of Logistics and Estate.
From date of completion
Until administratively no
D - Destroy
Estate
longer required
Examples of data may include (but are not limited to):
- questionnaires and interview transcripts
- movements data
- administrative data
- occupation and use data of Military camps and bases
- asset or platform data point scans, automated tests and prototypes
Logistics and Estate Governance, Planning, and Reporting
4.3
Logistics and Estate Governance and Strategy
Information and records documenting activities associated with the governance, planning and performance monitoring of Defence Logistics and Estate, including:
From last information entry
10 years
A - Transfer to
- Logistics and Estate governance (including Logistics and Estate governance boards), decisions and approvals
date
Archives NZ
- Organisation-wide Logistics and Estate requirements, objectives, strategies, and capability planning
Examples of information and records may include (but are not limited to):
- Logistics and Estate finalised strategies, policies and directives (e.g. Asset Management Policy and similar)
- Analysis, approvals and agreements related to military asset acquisitions, integration into service, through-life support and disposal
- Land settlement requirements, opinions, expertise and agreements
- Governance board and committee minutes, approvals, and decisions
4.4
Logistics and Estate Reporting and Performance
Information and records documenting activities associated with the reporting, performance and monitoring of Defence Logistical and Estate activities.
From last information entry
7 years
D - Destroy
date
Examples of information and records may include (but are not limited to):
- Logistics and Estate Policy development
- Logistics and Estate processes, procedures, and guidelines
- Compliance and monitoring reports
- Logistics and Estate specific reporting which contributes to major NZDF reports
- Risk registers
Military Plans, Specification and Construction
4.5
Design and specification activities associated with NZDF-
Information and records documenting activities associated with plans, specifications, drawings and amendments to NZDF-owned vehicular items and equipment
After disposal of the asset
10 years
A - Transfer to
owned military-specific vehicles, vessels, aircraft and
or asset which are Military specific.
Archives NZ
equipment or asset
Examples of information and records may include (but are not limited to):
- Original final plans, specifications, drawings and requirements for military sea vessels primarily used by NZ Navy, e.g. ships, Rigid Hull Inflatable Boats (RHIB),
and similar
- Original final plans, specifications, drawings and requirements for military aircraft primarily used by NZ Air Force, e.g. fixed and rotary wing aircraft, drones (or
unmanned/remotely piloted), aerial systems and vehicles, specific trucks for aircraft loading and aircraft unloading, and similar
- Original final plans, specifications, drawings and requirements for military land vehicles primarily used by NZ Army (e.g. Light Armoured Vehicles (LAV), Light
Operational Vehicles (LOV), Unimog, Medium Heavy Operational Vehicles (MHOV), and similar
- Original final plans, specifications, drawings and requirements for military equipment or asset (e.g. military uniforms, tents used for military activities,
deployable bulk fuel installation equipment or asset, bomb and munitions units (trailers, hoists etc.), weapons and ammunition, specific individual systems on
board military vehicles such as bespoke satellite systems, and similar)
RELEASED UNDER THE OFFICIAL INFORMATION ACT 1982
14

NZDF Disposal Schedule
Class #
Class/Sub-Class
Description and Examples of Records
Trigger
Minimum retention
Disposal action
(point when minimum
retention period starts)
4.6
Design, specification, and construction activities associated  Information and records documenting activities associated with design and construction amendments of NZDF-owned estate and infrastructure items such as
After disposal of the asset
10 years
A - Transfer to
with NZDF-owned Estate and Infrastructure
ports, roads, airfields and operational base and camp and base buildings, leave centres, attaché posts; and associated significant monitoring and reporting.
Archives NZ
Examples of information and records may include (but are not limited to):
- Original final plans, specifications, drawings and requirements for NZDF-owned or NZDF-occupied camps and bases
- Original final plans, specifications, drawings and requirements associated with the building of the NZDF-owned Estate and Infrastructure such as ports, roads,
airfields and buildings
- Final approvals, progress reports and completion reports for construction activities that require building consent or significantly change the structure of the
building
- Approvals, accreditations, and certifications related to the installation of required elements of NZDF Estate and Infrastructure (e.g. accreditation for security
systems)
4.7
Security system design, specification, and construction
Information and records documenting activities associated with security installation and amendments of NZDF-occupied buildings.
From end of occupation or
2 years
D - Destroy
associated with NZDF-occupied Estate and Infrastructure
decommissioning of security
Examples of information and records may include (but are not limited to):
equipment or asset and
- Installation of NZDF-specific security equipment or asset into leased buildings
systems
- Detailed, unique building security specifications and requirements needed to enable NZDF-occupation of a leased building
Logistics and Estate Maintenance, Engineering, Movements, Transport, and Supply
4.8
Maintenance and engineering activities associated with
Information and records documenting activities associated with retaining Military equipment or asset in or restoring it to a specified condition, including
After disposal of the asset
7 years
D - Destroy or DIS -
NZDF-owned military-specific vehicles, vessels, aircraft and  inspection, testing, servicing, and classification as to serviceability, repair, rebuilding and reclamation.
Discharge to service
equipment or asset
museum
Examples of information and records may include (but are not limited to):
- Engineering and maintenance plans (e.g. through-life management plan)
- Routine and ad-hoc engineering and maintenance requests, analysis, activities and reports (e.g. AMP Asset Maintenance Planning systems records, ship
vibration analysis. fitting of specialised equipment or asset, and similar)
- Technical regulation reports and decisions of Defence maintenance and engineering (e.g. OPDEF reports)
- Management of technical risks
- Certification processes and final decision regarding equipment or asset maintenance including upgrades, replacements, recovery, or disposals (e.g.
comprehensive work package, Certificate of Condemnation and similar)
- Vessel, aircraft or vehicle logs which monitor technical activity and assist in determining serviceability and asset performance (e.g. F700 for Air Force)
- Clearances for movement of equipment or asset including quarantine and bio-security
4.9
Logistics Movements, Transport and Supply
Information and records documenting activities associated with NZDF logistical movements, transportation and supplying of goods.
From last information entry
7 years
D - Destroy or DIS -
date
Discharge to service
Activities may include (but are not limited to):
museum
- The movement of NZDF forces including the allocation, tracking, distribution and storage of supplies and equipment or asset
- Implementing and controlling the efficient and effective flow of goods, services and information from point of origin to point of consumption. This is often
referred to as the Supply Chain or Materiel
- Management of stores including weapons and ammunition; fuel; construction; subsistence (i.e. foodstuffs and water); medical/dental (i.e. pharmaceuticals,
drugs and medical supplies); general supplies such as clothing, tents; administrative stores such as stationary, parts, non-military miscellaneous
- Freight management
- Management of non-routine movements such as evacuations
Examples of information and records may include (but are not limited to):
- Warehouse stock inventory lists and processes
- Inventory status reports
- Arms, Ammunition, Explosives, and Foreign Weapon Registers or Ledgers
- Uniform allocations
- Vehicle fleet records and damage reports
- Fuel and petroleum support processes and reports
- Post and mail processes and movements
- Logs associated with routine tasked vessel, aircraft or vehicle movements which record routine details such as engineer's fuel report, pilot's flight plan, catering
requirements on board, passenger manifest etc.)
RELEASED UNDER THE OFFICIAL INFORMATION ACT 1982
15

NZDF Disposal Schedule
Class #
Class/Sub-Class
Description and Examples of Records
Trigger
Minimum retention
Disposal action
(point when minimum
retention period starts)
Information Technology and Information Management
Information Technology and Information Management Administration
5.1
Support activities associated with the enablement of
Information and records documenting activities associated with supporting and administering NZDF Information Technology (IT) and Information Management
From last information entry
Until administratively no
D - Destroy
Information Technology and Information Management
(IM).
date
longer required
Examples of information and records may include (but are not limited to):
- Records for meeting groups/committees/Boards which have no significant influence on the overall Governance or Strategy of Intelligence activities (e.g.
information preparation and planning, consultation, and similar)
- Routine forms and templates
- Facilitative administrative records such as correspondence, standard information for staff, travel itineraries, bookings and arrangements, informal advice,
inductions, calendars, announcements, office management, and similar
5.2
Raw data collected to support enablement of Information
Raw data which is collected to support the enablement of IT and IM.
From date of completion
Until administratively no
D - Destroy
Technology and Information Management
longer required
Examples of data may include (but are not limited to):
- Questionnaires and interview transcripts
- Administrative data
- System generated data (e.g. routine back-ups, restores, and similar)
- Event logs
- Cryptographic data (e.g. KEYMAT (keying material) data)
This class excludes raw data that may be required for evidential and compliance purposes (e.g. appeals, complaints, inquiries). Such records are covered by
classes 1.11, 1.12 and 1.13.
Information Technology and Information Management Governance and Practice
5.3
Information Technology and Information Management
Information and records documenting activities associated with the overall governance and strategy of NZDF IT and IM, including:
From last information entry
10 years
A - Transfer to
Governance and Strategy
- IT and IM governance (including governance boards) significant decisions and approvals
date
Archives NZ
- Organisation-wide, significant IT and IM requirements, objectives, strategies, and frameworks
Examples of information and records may include (but are not limited to):
- IT and IM finalised strategies, policies and directives
- Governance board and committee minutes, approvals, and decisions
5.4
Information Technology and Information Management
Information and records documenting activities associated with the reporting, performance, and monitoring of NZDF IT and IM activities.
From last information entry
7 years
D - Destroy
Reporting and Performance
date
Examples of information and records may include (but are not limited to):
- IT and IM Policy and Frameworks development (e.g. enterprise architecture frameworks, metadata standards, and similar)
- IT and IM processes, procedures, and guidelines (e.g. instructions, standard operating procedures, and similar)
- IT and IM specific reporting which contributes to major NZDF reports (e.g. reporting on IT and IM audits or reviews)
5.5
Management and oversight of NZDF-specific Information
Information and records documenting activities associated with the management, oversight and control of NZDF-specific Information Technology systems,
After system, network, or
2 years
D - Destroy
Technology systems and networks
networks and assets.
asset decommissioned
Examples of information and records may include (but are not limited to):
- Outsourcing arrangements
- Upgrade documentation
- Configuration and programming specific to NZDF requirements
- Testing
- Technical specs
- System audits
- Final backup
- Certification and accreditation (compliance) of specific information systems and products
RELEASED UNDER THE OFFICIAL INFORMATION ACT 1982
17

NZDF Disposal Schedule
Class #
Class/Sub-Class
Description and Examples of Records
Trigger
Minimum retention
Disposal action
(point when minimum
retention period starts)
Learning, Training and Education
Note: All Non-Military Training is covered in GDA6 3.7.1 and 3.7.3
Learning, Training and Education Support Activities
6.1
Support activities associated with the enablement of
Activities associated with supporting and administering Military Learning, Training and Education.
From last information entry
Until administratively no
D - Destroy or DIS -
Military Learning, Training and Education
date
longer required
Discharge to service
Examples of information and records may include (but are not limited to):
museum
- Records for meeting groups/committees/boards which have no significant influence on the overall Governance or Strategy of Military Learning, Training and
Education activities (e.g. information preparation and planning, consultation, and similar)
- Routine forms and templates
- Facilitative administrative records such as correspondence, standard information for staff, travel itineraries, bookings and arrangements, greetings, informal
advice, inductions, calendars, announcements, office management and similar
- Customer service support records such as completed help requests and associated correspondence
- Coordinating routine training support such as scheduling times for instruction, booking rooms; and logistical preparation of training material, resources,
equipment or asset, and supplies (e.g. collating office supplies, printing etc.)
6.2
Raw data collected to support enablement of Military
Raw data which is collected to support the enablement of Military Learning, Training, and Education.
From date of completion
Until administratively no
D - Destroy
Learning, Training, and Education
longer required
Examples of data may include (but are not limited to):
- Questionnaires and interview transcripts
- Research data
- Administrative data
- Training attendance rates and trends
Learning, Training and Education Governance, Planning, and Reporting
6.3
Military Learning, Training and Education Governance and
Information and records documenting activities associated with the governance and strategy of Military Learning, Training and Education, including:
From last information entry
10 years
A - Transfer to
Strategy
date
Archives NZ
- Learning, Training and Education governance (including governance boards) Significant decisions and approvals
- Organisation-wide, Significant Learning, Training and Education requirements, objectives, strategies and capability planning
- Learning, Training and Education frameworks and criteria development
Examples of information and records may include (but are not limited to):
- Learning, Training and Education finalised strategies, policies, directives, implementation plans and approvals
- Significant Learning, Training and Education designs, frameworks, and scenarios (which are not course specific)
- Significant Learning, Training and Education criteria and requirements (including funding requirements, individual capability requirements, Military capability
requirements, and similar)
- Governance board and committee minutes, approvals, and decisions
6.4
Military Learning, Training and Education Reporting and
Information and records documenting activities associated with the reporting, performance, and monitoring of Military Learning, Training and Education
From last information entry
10 years
D - Destroy
Performance
activities.
date
Examples of information and records may include (but are not limited to):
- Learning, Training and Education policy development
- Learning, Training and Education processes, procedures, and guidelines
- Risk registers
- Recording and reporting of course outcomes, results and retraining requirements (e.g. General Course Reports)
- Assessment and compliance monitoring of trainers
- Training specific reporting which contributes to major NZDF reports (e.g. the training component of the Annual Training Commitments directive)
Exclusions:
- Individual Trainee evaluations and course reports, as it is expected to be in the individual personnel record
RELEASED UNDER THE OFFICIAL INFORMATION ACT 1982
19

NZDF Disposal Schedule
Class #
Class/Sub-Class
Description and Examples of Records
Trigger
Minimum retention
Disposal action
(point when minimum
retention period starts)
Individual Learning, Training and Education Analysis, Design, Development, Implementation and Evaluation
6.5
Analysing, designing, and evaluating Individual Military
Information and records documenting activities associated with analysis, design, development and evaluation of Individual Military training.
When training course
10 years
D - Destroy
Learning, Training and Education
superseded
Activities may include:
- Assessing the individual training implications of new NZDF capabilities such as equipment or asset or technologies.
- Significant updates to existing courses and designing new courses
- Providing advice to capability development projects on the individual training component
- Establishing scenarios to be used during Individual Military training
- Ensuring training is in-line with qualification standards and authorities (e.g. New Zealand Qualifications Authority)
- Monitoring and implementing of continuous improvement business processes for individual training
Examples of information and records may include (but are not limited to):
- Formal, finalised Individual Learning and training proposals, designs and models
- Impact analyses and reports regarding new individual training initiatives, ideas, or technologies on training requirements
- Syllabi and training plans for specific courses
6.6
Developing and implementing Individual Military Learning,
Information and records documenting activities associated with developing and implementing Military training to individuals.
When training course
10 years
D - Destroy
Training and Education
superseded
Types of training may include (but are not limited to):
- Trades training (electric, mechanical and similar)
- Rank-specific training (i.e. training that is required to be promoted into a higher military rank)
- Military-specific training required for enlisted individuals (i.e. weapon specialisation, gunnery and ammunition, Military vehicle driving/flying/navigation
courses, Military tactics and warfare strategies, Military law awareness)
- Military-specific individual international and domestic exchanges and other external training programmes
- Individual unit training (i.e. training that is carried out by one Military unit only)
Examples of information and records may include (but are not limited to):
- Course materials including plans, outlines and resources
- Summarised course information including lists of nominations, enrolments and attendance
- NZDF-produced resources for trainees related to specific individual courses
- NZDF-produced visual or audio footage related to individual military training which are used as training resources
- Specific instructions to the individuals involved in the training regarding attending and carrying out training (e.g. instructions, orders, requirements for
attending training such as health and safety information or resources trainees need to provide etc.)
Exclusions:
- Individual Trainee evaluations and course reports, as it is expected to be in the individual personnel record
RELEASED UNDER THE OFFICIAL INFORMATION ACT 1982
20

NZDF Disposal Schedule
Class #
Class/Sub-Class
Description and Examples of Records
Trigger
Minimum retention
Disposal action
(point when minimum
retention period starts)
Collective Training and Education Analysis, Design, Development, Implementation and Evaluation
6.7
Analysing, designing, and evaluating Collective Military
Information and records documenting activities associated with analysis, design, development and improvement of Collective Military training that combines
When collective training
10 years
D - Destroy
Training and Education
individual skills in a group environment to provide a collective output.
exercise/activity completed
Activities may include:
- Analysing collective military training directives
- Determining military collective training and continuation training requirements
- Designing collective military training plans and integrating with other arms and Services
- Development of annual collective military training directives
- Evaluating collective military training activities
- Assessing the collective training implications of new NZDF capabilities such as equipment or asset or technologies.
- Designing new or significantly updating collective training activities
- Providing advice to capability development projects on the collective training component
- Establishing scenarios to be used during Collective Military training
- Monitoring and implementing continuous improvement business processes for collective training (can be referred to as Lessons Learned)
Examples of information and records may include (but are not limited to):
- Formal, finalised Collective training proposals, designs and models
- Formal impact analyses and reports regarding new training initiatives, ideas, or technologies on training requirements
- Training back brief e.g. recommended training activity and estimated resources
- Training directives that includes objectives, commitments, time and resources
6.8
Development and implementation of Collective Military
Information and records documenting activities associated with developing and implementing Collective Military training that combines individual skills in a
When collective training
10 years
D - Destroy
Training and Education
group environment to provide a collective output.
exercise/activity completed
Types of training may include (but are not limited to):
- Special to Arm training
- Combined Arms training such as infantry, armour, artillery
- Joint and Multinational training involves two or more services
- Pre-deployment training i.e. additional training that reflects the particular circumstances
Examples of information and records may include (but are not limited to):
- collective training materials including plans, outlines and resources
- summarised collective training information including lists of participating units, and exercise attendees
- NZDF-produced resources and documents related to specific collective training activities
- NZDF-produced visual or audio footage related to collective military training
- specific instructions to the units involved in the training regarding attending and carrying out training (e.g. instructions, orders, requirements for attending
collective training Exercises/activities such as health and safety information or resources trainees need to provide etc.)
Exclusions:
- Individual Trainee evaluations and course reports, as it is expected to be in the individual personnel record
RELEASED UNDER THE OFFICIAL INFORMATION ACT 1982
21

NZDF Disposal Schedule
Class #
Class/Sub-Class
Description and Examples of Records
Trigger
Minimum retention
Disposal action
(point when minimum
retention period starts)
Capability and Development
Capability and Development Administration
7.1
Support activities associated with the enablement of
Information and records documenting activities associated with supporting and administering Capability and Development.
From last information entry
Until administratively no
D - Destroy
Capability and Development
date
longer required
Examples of information and records may include (but are not limited to):
- Records for meeting groups/committees/Boards which have no significant influence on the overall Governance or Strategy of Capability and Development
activities (e.g. information preparation and planning, consultation, and similar)
- Routine forms and template
- Facilitative administrative records such as correspondence, standard information for staff, travel itineraries, bookings and arrangements, informal advice,
inductions, calendars, announcements, office management, project finance support and status reporting, risk and issue management, stakeholder liaison, contact
lists, and similar
7.2
Raw data collected to support enablement of Capability and  Raw data which is collected to support the enablement of Capability and Development.
From date of completion
Until administratively no
D-Destroy
Development
longer required
Examples of data may include (but are not limited to):
- Questionnaires and interview transcripts
- Scientific data
- Administrative data
- Geospatial and imagery data
- Hydrographic survey data
Governance, Planning, Reporting and Business Development
7.3
Capability and Development Governance, Strategy and
Information and records documenting activities associated with the governance, strategy, planning of Capability and Development including:
From last information entry
20 years
A - Transfer to
Planning
- Capability Project Board records
date
Archives NZ
- Organisation-wide capability requirements, objectives, strategies, capability planning.
Examples of information and records may include (but are not limited to):
- Decisions and approvals
- Capability finalised strategies and directives
- Analysis, agreements, and reports related to Capability development
- Plans and approvals related to NZDF-led Capability projects
7.4
Capability and Development Reporting and Performance
Information and records documenting activities associated with the reporting, performance and monitoring of Capability and Development, including oversight
From last information entry
10 years
D-Destroy
of the implementation of NZDF strategy into programmes and projects.
date
Examples of information and records may include (but are not limited to):
- Capability and Development Policy development
- Capability and Development processes, procedures, and guidelines (such as Capability Management Framework documentation and templates)
- Capability and Development specific reporting which contributes to major NZDF reports
- Risk registers
- Portfolio reporting
- Service and Operational service level agreements
7.5
Strategic research, development and innovation
Information and records documenting activities associated with organisation-wide research, development and business improvement initiatives including:
From last information entry
20 years
A - Transfer to
- Development and oversight of strategic scientific and technology research;
date
Archives NZ
- 'Blue sky' thinking and development for Defence future force capabilities, innovations and operational concepts
Examples of information and records may include (but are not limited to):
- Internal organisational development surveys e.g. PULSE survey
- Future Concepts papers
- Stakeholder consultation documents
- Agreements with other organisations regarding innovation, research and experimentation such as universities
RELEASED UNDER THE OFFICIAL INFORMATION ACT 1982
22

NZDF Disposal Schedule
Class #
Class/Sub-Class
Description and Examples of Records
Trigger
Minimum retention
Disposal action
(point when minimum
retention period starts)
7.6
Standard  research, development and innovation
Information and records documenting standard research, development and business improvement initiatives including:
From last information entry
7 years
D - Destroy
- Development and oversight of routine scientific and technology research;
date
- Analysis of routine research initiatives
Examples of information and records may include (but are not limited to):
- Research reports and analysis
- Stakeholder consultation documents
7.7
Project Management activities associated with
Information and records documenting projects and programmes that deliver consequential capability to NZDF (includes both NZDF-led capability projects and
When project is completed
20 years
A - Transfer to
consequential capability investment
corporate projects).
Archives NZ
Projects and programmes delivering significant capability typically involve consequential change/innovation, elevated risk, large capital expenditure and/or high
public interest. Examples may include (but not limited to):
- Purchase of new weapons
- Redesign of camps and bases
- Full service uniform redesign
- Purchase of underwater diving equipment
Examples of information and records may include (but are not limited to):
- Assessment and analysis reports
- Business case
- Funding bids and appropriations
- Finance budgets
- MOUs
- Requests for proposals and associated evaluation
- Project planning
- Project reporting
- Project assurance and audit reports
- Quality and risk assurance
- Minutes of decisions made
- Approvals and authorisations
- Project closure report
7.8
Project Management activities associated with standard
Information and records documenting projects and programmes that deliver standard capability to NZDF (includes both NZDF-led capability projects and
When project is completed
7 years
D - Destroy
capability investment
corporate projects).
Projects and programmes delivering standard capability typically involve standard change/innovation, routine risk and routine capital expenditure. Examples may
include (but not limited to):
- Document management system implementation
- Office moves
- Standard equipment or asset replacement
Examples of information and records may include (but are not limited to):
- Assessment and analysis reports
- Business case
- Funding bids and appropriations
- Finance budgets
- Memorandums of Understanding
- Requests for proposals and associated evaluation
- Project planning
- Project reporting
- Project audit reports
- Minutes of decisions made
- Approvals and authorisations
- Project closure report
RELEASED UNDER THE OFFICIAL INFORMATION ACT 1982
23

NZDF Disposal Schedule
Class #
Class/Sub-Class
Description and Examples of Records
Trigger
Minimum retention
Disposal action
(point when minimum
retention period starts)
Finance
Finance Support Activities
8.1
Financial Support activities associated with the enablement  Information and records documenting activities associated with supporting and administering NZDF Finance, organisation-wide.
From last information entry
Until administratively no
D - Destroy
of NZDF Finance
date
longer required
Examples of information and records may include (but are not limited to):
- Records for Finance meeting groups and committees which have no significant influence on the overall management of the Operation (e.g. information
preparation and planning, consultation, and similar)
- Routine forms, templates and guidelines
- Routine facilitative administrative records such as standard information for staff, travel itineraries, bookings and arrangements, greetings, informal advice,
inductions, calendars, announcements, office management, and similar
- Financial advice and correspondence to individuals and units such as cost-centre allocations, how to do budgets, financial templates and processes etc.
- Liaison and coordination with contractors and vendors regarding financial matters
8.2
Raw data collected to support enablement of NZDF-specific  Raw data which is collected to support the enablement of NZDF-specific Finance.
From date of completion
Until administratively no
D - Destroy
Finance
longer required
Examples of data may include (but are not limited to):
- questionnaires and interview transcripts
- research data
- administrative data
- time series data
- financial forecasting data
Operations Finance
8.3
Standard management activities associated with  Operations- Information and records documenting activities associated with the financial management of Operations.
After operation is completed
10 years
D - Destroy
specific Finance
Examples of information and records may include (but are not limited to):
- Operations finance policy documents
- Finalised budget bids
- Finalised request for funds
8.4
Support activities associated with the enablement of
Information and records documenting activities associated with supporting and administering Operations-specific finance.
After operation is completed
7 years
D - Destroy
Operations-specific Finance
Examples of information and records may include (but are not limited to):
- Records for Operations Finance meeting groups and committees which have no Significant influence on the overall management of the Operation (e.g.
information preparation and planning, consultation, and similar)
- Cashbooks
- Invoices, receipts, cash and banking activities in relation to equipment or asset, goods and services purchased in support of an Operation
- Funding and task trackers
- Operations budget estimates and budget build documentation.
- Financial costing and assumption documents including briefings to NZDF Chief Financial Office
- Financial delegations register
- Waivers/write-off of debt and debt recoveries for NZDF supplied goods and services during Operations
- Contingent/deployment financial liability documents related to an operation
- Authorisations for procurement or acquisition where there is an urgent operational requirement
- Management of special accounts used for operations (e.g. foreign accounts)
- Payments to foreign forces
- Management of donations and gifts, including presenting, receiving and disposal during a Military Operation
- Acquisition/procurement of equipment or asset, goods and services where there has been no tendering, includes agreements, arrangements or contracts with
foreign forces, organisations and commercial providers
RELEASED UNDER THE OFFICIAL INFORMATION ACT 1982
24