6.1.18 Social Functions Venue selection and hire When Destroy GDA4 5.18 • Agency records relating to the management & Guest lists administratively no administration of official/formal & staff social functions Invitations longer required Catering 6.1.19 Messages of Condolence, Appreciation, Greeting, Letters of condolence, thanks & When Destroy GDA4 5.19 • Congratulation, etc. appreciation administratively no Either produced or received by the agency Greeting cards (e.g. Christmas cards) longer required 6.1.20 Administration of External Communications/Public Address & invitation lists When Destroy GDA4 5.20 • Requests for publications administratively no Relations Routine administration of External Production & distribution of longer required Communications/Public Relations publications & advertisements Reference & information-only records processing Routine requests (e.g. asking for speaker, donations) Requests to use agency material held under copyright General enquiries from public Subscription lists 6.2.0 Committees, Meetings, Boards, Working Parties, Conferences, Seminars, Workshops 6.2.1 Decisions that Impact on the Organisation Papers 10 years from last Transfer to GDA1 3.3 • Papers, minutes and agendas of internal & external Minutes and agendas of meetings information entry Archives New GDA2 2.7 • committees, meetings, boards, working parties, Agendas Zealand conferences, seminars, workshops, etc. that lead to Companies Act • management decisions that had major impact on the 1993, s.189 Company organisation's structure, delivery of function/activities, records financial expenditure and/or set precedents.
6.1.18 Social Functions Agency records relating to the management & administration of official/formal & staff social functions Venue selection and hire Guest lists Invitations Catering When administratively no longer required Destroy • GDA4 5.18 6.1.19 Messages of Condolence, Appreciation, Greeting, Congratulation, etc. Either produced or received by the agency Letters of condolence, thanks & appreciation Greeting cards (e.g. Christmas cards) When administratively no longer required Destroy • GDA4 5.19 6.1.20 Administration of External Communications/Public Relations Routine administration of External Communications/Public Relations Address & invitation lists Requests for publications Production & distribution of publications & advertisements Reference & information-only records processing Routine requests (e.g. asking for speaker, donations) Requests to use agency material held under copyright General enquiries from public Subscription lists When administratively no longer required Destroy • GDA4 5.20 6.2.0 Committees, Meetings, Boards, Working Parties, Conferences, Seminars, Workshops 6.2.1 Decisions that Impact on the Organisation Papers, minutes and agendas of internal & external committees, meetings, boards, working parties, conferences, seminars, workshops, etc. that lead to management decisions that had major impact on the organisation's structure, delivery of function/activities, financial expenditure and/or set precedents. Papers Minutes and agendas of meetings Agendas 10 years from last information entry • Companies Act 1993, s.189 Company records Transfer to Archives New Zealand • GDA1 3.3 • GDA2 2.7