General Disposal Authority for Financial and Accounting Records

State Records Office of Western Australia General Disposal Authority for Financial and Accounting Records RD 2005010 Published by the State Records Commission, 2006 GENERAL DISPOSAL AUTHORITY FOR FINANCIAL AND ACCOUNTING RECORDS State Records Office of Western Australia - RD 2005010 © Copyright is reserved by the State Records Commission 2006. All rights reserved. One copy may be produced of this Authority to be used as a working copy. Otherwise no part of this Authority may be used, stored, reproduced or transmitted in any form or by any means, electronic, mechanised, photocopying, recording or otherwise, except under the terms of a licence authorised by the State Records Commission of Western Australia. An electronic version may also be purchased from the State

Records Office of Western Australia under a licence agreement with the State Records Commission of Western Australia. GENERAL DISPOSAL AUTHORITY FOR FINANCIAL AND ACCOUNTING RECORDS State Records Office of Western Australia - RD 2005010 CONTENTS INTRODUCTION............................................................................................................................................................................................i 1 Background .........................................................................................................................................................................................i 1.2 Acknowledgements............................................................................................................................................................................ii 2 Legislative, Regulatory and Policy Requirements .............................................................................................................................ii 2.1 Electronic Transactions and Electronic Records.............................................................................................................................. iii 2.2 Evidence ............................................................................................................................................................................................v 2.3 Freedom of Information (FOI) ...........................................................................................................................................................vi 2.4 Investigations and Inquiries ..............................................................................................................................................................vi 2.5 Western Australian Government Publications ................................................................................................................................. vii 3 Amalgamations of State Organizations............................................................................................................................................ vii USE OF THE AUTHORITY........................................................................................................................................................................ viii 4 Scope and Arrangement of the General Disposal Authority........................................................................................................... viii 4.1 Amendments to the General Disposal Authority...............................................................................................................................ix 4.2 Overlap with other General Disposal Authorities..............................................................................................................................ix 4.3 Replacement of Existing Disposal Coverage ...................................................................................................................................ix 4.4 Financial and Accounting Records Not Covered by this General Disposal Authority......................................................................ix 5 Significant Records ............................................................................................................................................................................x 6 Policies and Procedures....................................................................................................................................................................xi 7 Duplicates or Copies of State Records .............................................................................................................................................xi 8 Ephemeral Records...........................................................................................................................................................................xi 9 Photographs and Audiovisual Records.............................................................................................................................................xi RETENTION AND DISPOSAL OF STATE RECORDS............................................................................................................................. xii 10 Disposal of State Records................................................................................................................................................................ xii 11 Retaining State Records for Longer Periods .................................................................................................................................. xiii 12 Files Containing State Records with Differing Retention Periods or with Mixed Dispositions........................................................ xiii GENERAL DISPOSAL AUTHORITY FOR FINANCIAL AND ACCOUNTING RECORDS State Records Office of Western Australia - RD 2005010 13 Responsibility for Destruction of State Records.............................................................................................................................. xiv 14 Transfer of State Archives............................................................................................................................................................... xiv 14.1 Hard Copy Records ........................................................................................................................................................................ xiv 14.2 Electronic Records.......................................................................................................................................................................... xiv 14.3 Restricted Access Archives .............................................................................................................................................................xv 15 Recommended Methods of Destruction of State Records...............................................................................................................xv 15.1 Hard Copy Records .........................................................................................................................................................................xv 15.2 Electronic Records...........................................................................................................................................................................xv 15.3 Microform and Tape Records ......................................................................................................................................................... xvi DEFINITIONS OF TERMS USED IN THE AUTHORITY.......................................................................................................................... xvii BIBLIOGRAPHY........................................................................................................................................................................................ xix PART A – EPHEMERAL RECORDS...........................................................................................................................................................1 1 EPHEMERAL RECORDS.................................................................................................................................................................1 PART B - FINANCIAL AND ACCOUNTING RECORDS.............................................................................................................................3 2 ACQUISITION...................................................................................................................................................................................3 3 ADVANCES.......................................................................................................................................................................................5 4 AGREEMENTS / CONTRACTING-OUT / JOINT VENTURES ........................................................................................................6 5 ALLOCATION ...................................................................................................................................................................................7 6 ASSET MANAGEMENT....................................................................................................................................................................8 7 AUDIT................................................................................................................................................................................................9 8 AUTHORISATION...........................................................................................................................................................................10 9 BANKING AND BANK ACCOUNTS ...............................................................................................................................................11 10 BOOKS OF ACCOUNT...................................................................................................................................................................11 11 BUDGETING...................................................................................................................................................................................12 12 CAPITAL WORKS AND CONSTRUCTION....................................................................................................................................13 13 CHEQUE MANAGEMENT..............................................................................................................................................................14 GENERAL DISPOSAL AUTHORITY FOR FINANCIAL AND ACCOUNTING RECORDS State Records Office of Western Australia - RD 2005010 14 COMPLIANCE ................................................................................................................................................................................15 15 CORPORATE CREDIT CARDS .....................................................................................................................................................15 16 CREDITORS ...................................................................................................................................................................................16 17 DEBTORS.......................................................................................................................................................................................17 18 DEFICIENCIES AND LOSSES.......................................................................................................................................................18 19 DISPOSAL ......................................................................................................................................................................................19 20 DISTRIBUTION...............................................................................................................................................................................20 21 DONATIONS...................................................................................................................................................................................21 22 EXPENDITURE AND PAYMENTS.................................................................................................................................................22 23 FEES AND CHARGES ...................................................................................................................................................................23 24 FORMS ...........................................................................................................................................................................................23 25 FUNDRAISING ...............................................................................................................................................................................24 26 GRANT FUNDING ..........................................................................................................................................................................24 27 INSURANCE ...................................................................................................................................................................................25 28 PLANNING......................................................................................................................................................................................27 29 POLICY ...........................................................................................................................................................................................28 30 PROCEDURES...............................................................................................................................................................................29 31 RECEIPTS AND REVENUE...

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