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Monday, 2 December 2002
Page: 6926


Senator Allison asked the Minister representing the Minister for the Environment and Heritage, upon notice on 13 February 2002:

(1) (a) When did the department last conduct an audit of heritage values in its properties; and (b) can that report be made available.

(2) Does the department have policies, protocols and/or guidelines for the protection of heritage values in its properties; if not, why not.

(3) (a) What is the budget for maintenance and conservation works in the department for the 2001-02 financial year; and (b) how does this compare with each of the previous four financial years.

(4) Which properties has the department sold over the past five years that have heritage values.

(5) Which of these are listed on the Register of the National Estate.

(6) Which of these have state government and local government protection.

(7) What are the department's policy, protocol and/or guidelines for archiving documents.

(8) (a) Does the department have a collection of artworks and/or artefacts, including documents, of heritage value; (b) are these documented; and (c) is there a budget for acquisition or conservation of such work.

(9) Does the department use the National Culture-Leisure Industry Statistical Framework prepared by the Cultural Ministers' Council in compiling data; if not, why not.

(10) For those services contracted out, what arrangements, guidelines and requirements are in place to safeguard records for archiving.

(11) (a) What, if any, historical guides and publications on heritage were prepared by the department in the 2000-01 financial year; and (b) what is the budget for this purpose in the 2001-02 financial year.


Senator Hill (Minister for Defence) —The Minister for the Environment and Heritage has provided the following consolidated answer, on behalf of the ministers, to the honourable senator's question:

DEPARTMENT OF THE PRIME MINISTER AND CABINET

(1) (a) and (b) The Department has not conducted an overall audit of the heritage values in the properties for which it is responsible.

The Department is a tenant in the heritage listed 4 Treasury Place building located in Melbourne. The Department of Finance and Administration, the building owner, is ultimately responsible for maintaining the heritage values of the property. The Department's other tenancies are privately owned commercial buildings of no heritage significance.

In the case of The Lodge and Kirribilli House, the Department cooperates closely with the Official Establishments Trust, which meets quarterly. Heritage values are reviewed regularly by the Trust. (See also answer to 8, below).

(2) (i) The Lodge, Canberra, and Kirribilli House, Sydney: Both The Lodge and Kirribilli House have conservation management plans in place. Works carried out at the official residences are undertaken in consultation with the Official Establishments Trust and the Australian Heritage Commission.

(ii) 3-5 National Circuit, Barton, ACT: This building is owned by ISPT Pty Ltd. The Department and ISPT Pty Ltd consult regularly on the management and maintenance of the building. (It is not considered necessary to have a stand-alone policy for one building.)

(3) (i) The Lodge, Canberra, and Kirribilli House, Sydney: Maintenance and conservation budget in:

2001-02: $600,000

2000-01: $554,000

1999-00: $600,000

1998-99: $701,660

1997-98: $430,000

(ii) 3-5 National Circuit, Barton, ACT: There is no budget for conservation as such. Expenditure on repairs and maintenance was:

2000-01: $ 99,986

1999-00: $160,508

1998-99: $118,711

1997-98: $164,329

(4) No properties have been sold.

(5) Not applicable. See answer to question 4.

(6) Not applicable. See answer to question 4.

(7) The Department strictly follows the National Archives of Australia guidelines for archiving documents.

(8) (a), (b) and (c) The Department does not maintain a collection as such, and there is no specific budget allocated to acquiring and conserving heritage artworks or artefacts.

(i) The Lodge, Canberra, and Kirribilli House, Sydney: A number of artworks, artefacts and items of furniture with heritage value are located at The Lodge and Kirribilli House. These items are on loan from the National Gallery of Australia and The Australiana Fund (The Fund). The Gallery and the Fund maintain schedules of items on loan and undertake inventory stocktakes. Any conservation work needed would be undertaken by the Gallery or the Fund rather than the Department.

(ii) 3-5 National Circuit, Barton, ACT: The Department is responsible for a small number of heritage items. Examples include the Great Seal of Australia and some furniture of historical interest. Their provenance and status is documented.

(9) No. The Department has no direct responsibility for the provision of cultural or leisure goods or services.

(10) Contracts provide that upon expiry or termination of a contract, the contractor will deliver to the Department copies of all documents in which Commonwealth material is embodied. Such documents as are delivered are dealt with in accordance with the National Archives of Australia guidelines for archiving documents.

(11) (a) and (b) Nil.

DEPARTMENT OF TRANSPORT AND REGIONAL SERVICES

(1) (a) Blundell's Cottage Precinct Conservation Management Plan (Four volumes), Freeman Collett & Partners Pty Ltd, October 1994.

Valuation of Blundell's Cottage Collection, October 2000, Michael C. Jones (Assessor).

Former ACT Hospice building, former Medical Superintendents House, and Limestone House, Acton Peninsula were all included in the Environmental and Conservation Management Plan for Acton Peninsula completed by National Environmental Consulting Services in 1998.

The `Lobby' building, Parkes. Although not strictly considered of Heritage Value per se, this building is within the Parliament House Vista which is on the register of the National Estate. Any external works affecting this building are required to be referred to the Australian Heritage Commission and also require the approval of Parliament under Section 5 of the Parliament Act 1974.

Jervis Bay: No audit of heritage values in properties has been conducted. However all renovations have been conducted in consultation with the Australian Heritage Commission.

Indian Ocean Territories: A heritage audit of the Cocos (Keeling) Islands was undertaken in 1996 by Allom Lovell Marquis Kyle.

A heritage audit of Christmas Island was undertaken in 1998 and 1999 by Godden Mackay Logan.

(b) Yes. Reports for Jervis Bay and Indian Ocean Territories are available through the Island Administrators.

(2) On airports, the Airports Act 1996 addresses the way in which the areas of heritage values should be protected. Developments that may affect the heritage values are referred to the Australian Heritage Commission for advice.

For the National Capital Authority these are incorporated in the Conservation Management Plans. The Authority follows the Burra Charter in dealing with all properties that have heritage values. As the Blundell's Cottage is also listed on the Register of the National Estate it has associated statutory protection afforded it by the Australian Heritage Commission Act 1975.

(3) (a) and (b) The Airport Lessee Companies fund maintenance and conservation works of the heritage areas on airports.

The National Capital Authority advises that the level of conservation and maintenance funding varies depending upon requirements. The figures below represent the budgeted amount for the 2001-02 financial year and the actual amounts for the previous four financial years.

Financial Year Amount$

1997/1998 78,990

1998/1999 48,470

1999/2000 20,275

2000/2001 30,060

2001/2002 7,975

Norfolk Island: The Kingston and Arthur's Vale Historic Area (KAVHA) had a Commonwealth contribution towards the conservation and maintenance of the area for 2001 - 02 which was $476,000. The allocation for the restoration of the Government House interior in 2001-2002 was $44,000.

Commonwealth Expenditure for Kingston and Arthur's Vale Historic Area:

Financial Year Amount $

1997/1998 392,000

1998/1999 392,000

1999/2000 392,000

2000/2001 469,000

2001/2002 476,000

Expenditure for Government House

1999 - 2000 was the first year of this project and $30,000 was allocated,

2000 - 2001 $96,000 was spent.

Indian Ocean Territories: There is no specific budget allocation for maintenance and conservation works on heritage properties in the Indian Ocean Territories. The matters are addressed as part of the asset management programs on the Islands.

To provide a breakdown of maintenance and conservation expenditure in the Indian Ocean Territories over the past four financial years would be a long and exhaustive process that would require the use of many resources.

(4) Several of the airports that have been sold by the Government over the past 5 years have heritage values. These are Canberra, Perth, Jandakot, Hoxton Park, Sydney, Alice Springs, Coolangatta, Archerfield, Essendon and Melbourne. Hobart Airport has a site listed at State level.

Indian Ocean Territories: The following properties with heritage values on Christmas Island were sold in the last 5 years:-

Bungalow 702, Drumsite

MQ 702, Drumsite (known as Jap House) - Loc 256 - sold 1/4/98

The Poon Saan Group, Poon Saan

Union of Christmas Island Workers Office, Poon Saan - Loc 457 - sold 9/2/98

Properties located within the Settlement Precinct listed on the Register of the National Estate, that were sold in the last five years:

MQ 17, Settlement - Loc 142 - sold 20/10/97

MQ 28, Settlement - Loc 171 - sold 18/2/98

Old Power Stn & Freezer, Settlement - Loc 447 - sold 18/2/98

MQ 27, Settlement - Loc 375 - sold 1/4/98

Loc 337, Settlement - sold 11/11/99

Old Hospital & Nurses Quarters, Settlement - Loc 424 - sold 11/2/99

Rumah Tinggi Tavern and Dongas 107-109 & 125-132, Settlement - Loc 423 - sold 24/12/99

Laundry and Laundry Quarters, Settlement - Loc 190 and Loc 439 - sold 6/7/00

Dongas 110-113, Settlement - Loc 215 - sold 22/8/00

Instrument Repair and Aircon Workshop, Settlement - Loc 232 - sold 22/8/00

Dongas 121-124, Settlement - Loc 207 - sold 18/01/01

Electrical & Plumbing Workshop, Settlement - Loc 568 - sold 21/8/01

Dongas 101-106, Settlement - Loc 213 & Loc 214 - sold 28/8/01

Carpentry Shop, Settlement - Loc 571 - sold 31/8/01

Old Police Quarters (Barracks), Settlement - Loc 539 - sold 8/11/01

The following properties with heritage values on Cocos (Keeling) Islands were sold in the last five years:-

Locations 106, 107 sold to Bureau of Meteorology in 1996

Locations 121, 122, 129, 181 sold at auction in 1997

Locations 134, 191, 214 sold at auction in 1999

Locations 110, 117 transferred to other Commonwealth departments in 2001

Oceania House sale currently being finalised

(5) There are properties on the Register of the National Estate. These are Canberra Airport, Perth Airport, Jandakot Airport, Hoxton Park Airport, Sydney Airport, Alice Springs Airport, Coolangatta Airport, Archerfield Airport, Essendon Airport and Melbourne Airport. These range from historic artefacts and buildings to areas of environmental and cultural significance.

Jervis Bay: The whole of the Jervis Bay Territory, excluding the Wreck Bay Community land was listed on the Register of the National Estate on 22 June 1993 (Database No 102512), on the basis of its natural heritage values. The majority of land in the Territory is now owned by the Wreck Bay Aboriginal Community and a large percentage of this land has been leased back to the Commonwealth (Environment Australia) to be jointly managed as a National Park (Booderee National Park). HMAS Creswell is also listed for its historic values.

Indian Ocean Territories: All of the properties listed above are listed on the Register of the National Estate.

(6) State government protection is not applicable to heritage listed properties in the Indian Ocean Territories.

No local government heritage lists exist, although upon receipt of a development application affecting heritage properties both the Christmas Island Shire Council and the Cocos (Keeling) Islands Shire Council are obliged to refer the application to the Australian Heritage Commission in accordance with section 30 of the Australian Heritage Commission Act 1975.

(7) Archives management is detailed within the Department of Transport and Regional Services Records Management Policy and Procedures Manual. The principal aim is to ensure efficient and economical management of records/files by promptly destroying records no longer needed for legal, fiscal, administrative or other reasons and preserving those records which must be retained permanently or for a designated period.

Records/files that are at least five years old and no longer active are sentenced by Records Management within the provisions of the Archives Act.

Sentencing is the process of examining the contents of individual record items or files against authorised Disposal Authorities and documenting the results. This process may result in the immediate destruction of records or files, destruction at a specified date in the future or the permanent retention of records or files.

In sentencing records/files, the Department is obligated to use Administrative Functions Disposal Authority (AFDA) - used for records common to all agencies and Records Disposal Authority (RDA) - used for records unique to an agency. They identify classes of records and nominate how long and where these records need to be retained.

The Archives Act 1983 includes a 'NAP' provision which allows for some destruction without formal authorisation. NAP usually occurs because the information is duplicated (eg. hand-written draft or information copy), unimportant (eg. telephone message slips), of short term facilitative value (eg. compliments slips, or some ADP test data) or any combination of these.

Lists of records/files that have reached their official destroy date are further reviewed by functional areas (if clearly attributed) to confirm destruction.

The National Capital Authority advises that the Agency has no documents with any heritage value. All other documents are archived in accordance with the statutory requirements of the Archives Act 1983.

(8) (a) and (b) Yes.

(c) Yes. The National Capital Authority does not have a specific budget earmarked as being for acquisition or conservation of heritage artworks or artifacts. However, the Authority is funded for the management of land and the things which sit upon it (including artworks, memorials and monuments). They are not funded for acquisition.

(9) No. The Australian Bureau of Statistics has advised it is still in draft form and has not widely publicised its existence. A representative of the Department of Communications, Information Technology and the Arts has since advised that because of the small number of assets under the Agency's control it would not be appropriate for the Agency to use the framework.

Norfolk Island: In relation to the Kingston and Arthur's Vale Historic Area (KAVHA) the National Culture - Leisure Industry Statistical Framework is not used. Rather the area is the subject of a Memorandum of Understanding (MOU) between the Commonwealth and Norfolk Island Governments that acknowledges the need, inter alia, for ongoing conservation and maintenance of buildings and structures in the area. The MOU also establishes the KAVHA Management Board whose functions include providing advice, in accordance with the KAVHA Conservation Management Plan, to the two governments. The Board is comprised of two representatives nominated by the Commonwealth Minister with responsibility for Norfolk Island matters and two representatives nominated by the Norfolk Island Government.

(10) The Department is currently reviewing its Records Management Policy and Procedures which will include National Archives of Australia's record keeping requirements in relation to outsourcing ie Archives Advice 12 and GDA25. At present appropriate provisions for record keeping and archiving are built into contracts and MOUs with Records Management awareness provided to contractors as required. The Department's Standard Form Agreement also requires for the service contractor to comply with all relevant legislation of the Commonwealth, or of any State, Territory or local authority.

The National Capital Authority advises that the standard Authority contracts contain general conditions that require the contractor to deliver all material to the Commonwealth. Further, the title to and ownership of intellectual property (including copyright) in all contract material will rest with the Commonwealth. Once received, the material is archived in accordance with procedures pursuant to the Archives Act 1983 (refer question 7).

(11) (a) The National Capital Authority did not produce any historical guides for Blundells' Cottage in 2000-01 although it produced a promotional flyer. No other guides were produced.

(b) Budget for the printing of the promotional flyer in 2001-02 is $5,000. Other material is not specifically budgeted for and would be printed using the Agency's publications budget which is $59,000.

DEPARTMENT OF THE TREASURY

(1) (a) and (b) The Department does not own any properties.

The Treasury building was designed and constructed in stages over a period of 10 years, from 1960 to 1970. The original design brief required the building to be similar in form, mass, colour and appearance to other public buildings in the Parliamentary Triangle. The building was constructed during a period of rapid growth in Canberra, part of the first phase of major capital works by the then newly established National Capital Development Commission (NCDC).

The recent complete refurbishment of the Treasury building has produced a building featuring a modern office amenity, which maintains the heritage attributes of the original Treasury building design - the façade and the internal public spaces - which are representative of good quality 1960's government architecture.

(2) to (6) Not applicable.

(7) The Department follows the National Archives of Australia guidelines for archiving documents.

(8) (a) The Treasury library holds a bound collection of “Orders in Council” of the Federal Executive Council of the Commonwealth of Australia for the period 1901/2 to 1986. These volumes contain papers (often referred to as Executive Council Minute Papers) that document Treasury issues discussed and decisions made at meetings of the Federal Executive Council. The collection also includes a register of orders made from 1946 to 1963. This collection is considered to be of heritage value and is one of a very small number of such collections known to be still in existence. The Department also holds a small collection of artworks.

(b) The “Orders in Council” collection is recorded in the Treasury Library Catalogue. The artworks are listed on the Asset Register.

(c) There is no budget for the acquisition or conservation of such works.

(9) No, the Department has no direct responsibility for the provision of cultural or leisure goods and services.

(10) No such services are currently contracted out.

(11) (a) The Centenary of Treasury 1901-2001; 100 years of public service.

(b) There is no budget allocation for this purpose in 2001-2002 financial year.

DEPARTMENT OF DEFENCE

(1) (a) and (b) The Department has not conducted a single comprehensive audit of heritage values for the properties for which it is responsible (some 25,000 assets). The department is currently undertaking a review of its heritage management practices to support the implementation of a more strategic approach to its heritage obligations and opportunities. This will include the development of a methodology for identifying and recording the significance of heritage places across the Defence Estate. Heritage issues have tended to be handled on an individual basis, relating to various capital works, maintenance and property disposal activities. Heritage information resides within a myriad of Environmental Management Plans and Conservation Management Plans for individual Defence sites across the country.

(2) Yes, the Department has overall policy documents and some guidelines for the protection of heritage values that are consistent with the Environment Protection and Biodiversity Conservation Act 1999 and the Australian Heritage Commission Act 1975. The intention is to build on these arrangements with the implementation of the strategic approach to heritage management mentioned in the answer to (1) (a) above.

(3) (a) and (b) Conservation and maintenance works on heritage properties is not differentiated in the department's general operating expenses. A component of the department's consultancy, works, and Estate maintenance budgets would be supporting heritage outcomes. It is anticipated that in the future, Defence will be developing specific heritage identification and conservation programs with the appropriate supporting budgetary processes.

(4) The following heritage properties were sold in the last five years:

1996/1997: Newington Stores Depot, Holker St Silverwater, NSW;

Moreton Naval Establishment, Methyr Rd, New Farm, QLD;

Yeronga Military Hospital, Kadumba St Yeronga, QLD;

Netherby Administration Facility, Queens Rd, Sth Melb, VIC;

Turriff Administration Facility, Carpenter St, Bendigo, VIC;

Richmond Training Depot, Gipps St, Richmond, VIC;

1997/1998: Tresco Representational Home, Elizabeth Bay, NSW;

Grosvener Administration Facility, Queens Rd, Sth Melb, VIC;

Beaumaris House, Training Depot, Sandy Bay Rd, Hobart, TAS;

1998/1999: Ascot Married Quarter, Dutric St, Randwick, NSW;

Archina Married Quarter, Avoca St, Randwick, NSW;

Jenner House Office Accommodation, Macleay St, Potts Point, NSW;

Tighnabruaich Representational Home, Clarence Rd, Indooroopilly, QLD;

Charsfield Accommodation, St Kilda Rd, Melb, VIC;

Albion Explosives Factory, Deer Park, Melb, VIC;

1999/2000: Kelvin Grove Training Depot, Ramsgate St, Kelvin Grove, QLD

East Melbourne Drill Hall, Powlett St, East Melb, VIC;

Bendigo Temple, Finn St, Bendigo, VIC;

Dilhorn Museum, Lord St, Perth, WA;

Bomera/Tarana Office Accommodation, Wilde St, Potts Point, NSW;

2000/2001: Leederville training Depot, Vincent St, Perth, WA;

Victoria Street training Depot, Victoria St, Melb, VIC; and

2001/2002: Torrens Training Depot, Kintore Ave, Adelaide, SA.

(5) All of the properties detailed in (4) are listed on the Register of the National Estate.

(6) Newington, Tresco, and Jenner House are on the NSW Heritage Register. Moreton, part of Yeronga, Tighnabruaich and Kelvin Grove are on the QLD Heritage Register. Richmond and the Bendigo Temple are listed with Heritage Victoria. Leederville is listed with the WA Heritage Council. Beaumaris House is listed with the Tasmanian Heritage Council. Torrens is listed with Heritage South Australia. Netherby, Turriff, Grosvener, Charsfield, and Albion have local listings.

(7) The Records Management policy is currently under review. The revised policy, like the one it is replacing, has been drafted in accordance with the Archives Act 1983 and associated legislation. The Records Management Policy provides the framework within which the record disposal authorities are drafted.

Documents created by Defence are currently disposed of under either the Administrative Functions Disposal Authority (AFDA) or one of the Defence Specific Record Disposal Authorities (RDAs). Together the AFDA and the RDAs provide a range of classes into which a document may be placed for disposal. Depending on its class, a document may be retained by Defence, sent to the National Archives of Australia (NAA), or be destroyed.

In appraising a document, the current policy manual, Polman 3, provides that a document will have permanent archival value if it:

(1) identifies important aspects of either Department or Defence Force operations or administrative arrangements in terms of origin, changes or role and functions;

(2) shows policy decisions taken by the Department or Defence Force;

(3) reveals procedural or operational methods; or

(4) reveals;

(i) economic and financial management;

(ii) internal politics;

(iii) international politics;

(iv) research and scientific information; or

(v) social, statistical or other conditions with which the Department or Defence Force has dealt with since it was established.

If any of the above items are found in a document, that document is considered one of permanent archival value.

Under the revised policy, disposal authorities identify which documents should be retained permanently based on the guidelines and directions issued by the NAA.

The Directorate of Records Management Policy is currently developing functional based disposal authorities to replace the existing RDAs. When completed these will be consolidated with the AFDA to form the Defence Functions Records Disposal Authority (DFRDA).

(8) (a) The department has a huge number of artworks and/or artefacts, including documents, of heritage value. They are primarily managed by the Army, the Navy and the Air Force and reside within a large number of Service museums, ships, messes, unit locations etc.

(b) The Army, the Navy and the Air Force are currently documenting the existence, location, interpretation and value of these assets on an ongoing basis. There are several million items involved.

(c) Each Service incurs direct or indirect costs to support these activities. The Army and the Air Force operate official museums within their bases. These are predominantly funded by the respective Services and supplemented by public and visitor donations/entry fees. The museums are often stocked with obsolete or discarded military equipment that has been transferred or donated by the Service authority. Whereas the Navy does not have an `official' public museum as such, it does have an official repository for its `Historical Collection' on Spectacle Island in Sydney Harbour. This repository is staffed and funded by the Navy and supplemented by donations received from visitors. The Navy is presently conducting a review of its museum arrangements.

(9) No. The Department has no direct responsibility for the provision of cultural or leisure goods or services.

(10) Where Defence utilises contractors or consultants in building works or contracts out its asset maintenance services, arrangements are put in place to safeguard appropriate records and documentation in the standard contract templates.

Defence has a published Record Management Manual. This manual stipulates Defence policy for all record management activities. These policies are based on International Standards Organisation 15489 and National Archives of Australia guidelines. If Defence contracts out services, the resulting records remain under Defence ownership. The service provider is, therefore, expected to adhere to Defence policy in regard to record management.

(11) (a) No historical guides and publications on heritage were prepared by the department in the 2000-01 financial year.

(b) No element of the budget has been specifically allocated for this purpose in the 2001-02 financial year.

DEPARTMENT OF COMMUNICATIONS, INFORMATION TECHNOLOGY AND THE ARTS

(1) (a) The Department of Communications, Information Technology and the Arts has responsibility for two heritage listed buildings: Old Parliament House and the building at Acton, ACT occupied by Screensound Australia. The Department does not have responsibility for other buildings of heritage character. A Heritage Conservation Management Plan was undertaken in 1995 for ScreenSound Australia and in 2000 for Old Parliament House (including the National Portrait Gallery).

(b) The Conservation Management Plans for ScreenSound Australia and Old Parliament House can be made available.

(2) Yes. Both Old Parliament House and ScreenSound Australia have Conservation Management Plans that set out the principles and policies that govern conservation management. In the case of Old Parliament House the Plan is supplemented by a series of heritage studies that cover all areas of Old Parliament House.

(3) (a) and (b) ScreenSound Australia building: In 1998 substantial extensions were undertaken to this building and these are not heritage listed. ScreenSound Australia does not maintain separate information on maintenance and conservation expenditure in the heritage and non-heritage areas of the Acton building.

Old Parliament House is a heritage building undergoing ongoing refurbishment, as well as routine maintenance. Many items of plant and equipment are being or have been replaced and much of the building fabric is in need of conservation or refurbishment. All works are carried out in the context of the heritage significance of the building and thus many of the “normal” construction and maintenance costs in Old Parliament House have a heritage conservation factor. Several areas of Old Parliament House expenditure may therefore be fully or partially attributed to heritage maintenance and conservation works.

Maintenance and conservation budgets for the 2001-02 (estimated) and previous four financial years are as follows:

2001-02 Estimate ($)

2000-01 Budget ($)

1999-2000 Budget ($)

1998-99 Budget ($)

1997-98 Budget ($)

ScreenSound Australia

Repairs & Maintenance (ii)

239,000

168,000

115,000

213,000

564,000

Capital Works (ii)

385,000

1,170,000

1,030,000

Nil

1,395,000

Old Parliament House

Heritage Management (I)

105,000

100,000

65,000

30,000

No separate allocation

Repairs & Maintenance (iii)

380,000

400,000

380,000

337,000

350,000

Relevant capital works (i)

232,000

251,000

Nil

Nil

Nil

(i) Fully attributable to heritage maintenance and conservation.

(ii) Partially attributable to heritage maintenance and conservation.

(4) None.

(5) and (6) Not applicable.

(7) The Department, including ScreenSound Australia, Old Parliament House and the National Portrait Gallery, complies with National Archives of Australia Government guidelines for archiving documents.

(8) (a) Yes. ScreenSound has a National Collection of audiovisual materials and associated documentation and both Old Parliament House and the National Portrait Gallery have collections of artworks and/or artefacts of heritage value.

(b) Yes. ScreenSound material is accessible on-line through the MAVIS (Merged Audio-Visual Information System) collection management database. Old Parliament House has a collection of Old Parliament House furniture, fittings and associated objects. The furniture collection is assetted and cataloguing of all the collections is ongoing. The National Portrait Gallery has a collection of portraiture artworks, which is assetted and catalogued.

(c) Yes, ScreenSound Australia, Old Parliament House and the National Portrait Gallery have conservation and acquisition budgets for their collections.

(9) Yes.

(10) Not applicable.

(11) (a) In January 2001, Old Parliament House published Building History: Mildenhall's Early Images of Old Parliament House, a selection of photographs of the construction, opening and early years of the provisional Parliament House, taken by government worker William Mildenhall. In 2000-01, the National Portrait Gallery published a brochure on John Webber's 1782 Portrait of Captain Cook RN, which the Gallery purchased in July 2000.

(b) Neither Old Parliament House or the National Portrait Gallery has any set budget for historical guides and publications on heritage for the 2001-02 financial year.

DEPARTMENT OF FOREIGN AFFAIRS AND TRADE

(1) (a) DFAT has not conducted an overall audit of heritage values of properties for which it is responsible. DFAT's tenancy in Canberra is a modern privately owned commercial building of no heritage significance. The same applies to its offices in Sydney, Melbourne, Brisbane, Darwin, Perth, Adelaide and Hobart. The Department's residence on Thursday Island is owned by DFAT but does not have any heritage significance.

(b) Not applicable.

(2) DFAT does not own any heritage properties.

(3) (a) DFAT has not allocated a budget for maintenance and conservation works in relation to heritage property for 2001-2002. (b) DFAT has had no budget for maintenance and conservation works in relation to heritage property in any of the previous four financial years.

(4) None

(5) and (6) Not applicable.

(7) The Department complies with the Archives Act 1983 and guidelines on disposal and transfer issued by the National Archives of Australia. It employs qualified contractors to sentence departmental files, both in Canberra and overseas and has engaged qualified personnel to develop a comprehensive functional disposal authority for Central Office records, in accordance with National Archives guidelines.

(8) (a), (b) and (c) The Department holds some archival material of heritage value, including the Treaty Collection, some historical photographs and archival papers of former Ministers, Governors-General, Secretaries and diplomats. The Treaty Collection is fully documented and the photographs are being recorded on a computerised database. None of the archival collections have been documented and there is no budget for their listing or conservation.

(9) Not applicable. DFAT has no direct responsibility for the provision of cultural or leisure goods or services.

(10) Where applicable, DFAT follows the guidelines provided by the National Archives for the handling of records documenting contracted-out services.

(11) (a) and (b) During 2000-2001, the Department published a volume of documents entitled Australia and the Indonesian Incorporation of Portuguese Timor, 1974-1976 and worked on the preparation of two volumes of documents for publication in 2001-2002, Documents on Australian Foreign Policy, 1937-49. Volume XVI: 1948-49 and Documents on Australian Foreign Policy. The ANZUS Treaty 1951. Also in preparation was an historical volume undertaken to mark the Centenary of Federation entitled Facing North. A Century of Australian Engagement with Asia Volume 1 1901 to the 1970s. The budget for production of historical publications during 2001-2002 is $300,000.

DEPARTMENT OF EMPLOYMENT AND WORKPLACE RELATIONS

(1) (a) The Departament has not conducted an overall audit of heritage values in the properties for which it is responsible. The Department owns three staff houses, none of which are heritage listed. The Department is a tenant in a number of privately owned commercial buildings of no heritage significance.

(b) Not applicable.

(2) The Department does not lease or occupy any property with any heritage value within its portfolio. The department has an outsourced Property Manager (KFPW) who would hold the responsibility of identifying if such property were up for consideration when undertaking new leasing action.

(3) (a) and (b) Not applicable.

(4) None.

(5) and (6) Not applicable.

(7) The Department operates in line with National Archives of Australia (NAA) guidelines for the control of Commonwealth records as required under the Archives Act 1983. All Commonwealth records, including documents, are assessed for retention based on accountability, efficiency and possible social heritage implications. If they are retained they are either transferred to NAA or stored in a purpose built storage facility. The Department has issued the “Corporate Information Management Practical Guide” for the guidance of departmental staff and this sets forth the department's compliance with the NAA guidelines.

(8) (a) The Department does not have a collection of artworks or artefacts of heritage value. However, the Department maintains a large number of records containing documents of heritage value. (b) All records retained for accountability or heritage value are documented. (c) The Department has funds allocated for control and storage of Commonwealth records.

(9) No, not applicable to Department's operations.

(10) Secondary storage contractors are required to meet the Australian Standard 4390 (Records Management) and the NAA guide 12 “Outsourcing, accountability and recordkeeping”.

(11) (a) There were no historical guides or publications on heritage prepared by the Department in the 2000-01 financial year. (b) In the 2001-02 financial year, $16 555 has been spent on the production of a booklet, display and computer interactive to mark the Centenary of the Australian Public Service. No more is due to be spent in this financial year.

DEPARTMENT OF IMMIGRATION AND MULTICULTURAL AND INDIGENOUS AFFAIRS

(1) (a) The Department of Immigration and Multicultural and Indigenous Affairs (DIMIA) has not conducted an audit of heritage values in the properties for which it is responsible. The Department is a tenant in almost all buildings in which it resides. The buildings DIMIA does own are not of heritage value.

(b) Not applicable.

(2) Not applicable.

(3) (a) As the department does not own any heritage valued properties, it does not have a budget for the maintenance and conservation of such properties. (b) Not applicable.

(4) None.

(5) and (6) Not applicable.

(7) DIMIA's recordkeeping practices are designed to meet Australian Standard AS 4390: Records Management. This Standard was developed by Standards Australia and adopted by the Federal Government as the standard that all agencies must meet.

DIMIA archives documents in accordance with agency-specific and Commonwealth-wide disposal authorities issued by National Archives of Australia. Once records are no longer needed for business, they are managed to more cost-efficient storage media for the duration of the retention period. Archived records are held by DIMIA in consultation with the National Archives of Australia and archived documents that are classified for permanent retention are transferred to the National Archives of Australia. This does not include electronic documents.

Once the retention period lapses, the disposal action specified in the disposal authority is performed. If records do not need to be held permanently, they are normally destroyed.

(8) (a) No.

(b) Not applicable.

(c) No.

(9) No. The Department has no direct responsibility for the provision of cultural or leisure goods, or services.

(10) All archiving services that are contracted out are managed by the Department through clearly set guidelines for archiving work and conducting quality assurance checks throughout any sentencing project activities. The Department has a National Records Manager who provides overall management of the Department's records and is available to provide advice and support for archiving activities. All contracted agencies must comply with the Australian Standard AS 4390.

(11) (a) None.

(b) None.

ATTORNEY-GENERAL'S DEPARTMENT

(1) (a) and (b) The Attorney-General's Department has not conducted an overall audit of heritage values because it does not own any properties which are of heritage value. The Department is a tenant of a number of buildings including the heritage listed Robert Garran Offices (ie the original part, the former Patents Office) located in Barton, ACT. The Industry Superannuation Trust Fund, the building owner, is ultimately responsible for maintaining the heritage values of this building.

(2) Yes. The Department gives full consideration to the requirements of the Australian Heritage Commission Act 1975 in relation to the Robert Garran Offices when making recommendations or requests to the building owner for any changes to the building. The building owner has confirmed that all heritage issues are addressed if and when changes to the Robert Garran Offices are undertaken.

(3) (a) and (b) Funds have not been specifically allocated for maintenance and conservation works in the Department for the 2001-02 financial year. (b) Funds have not been specifically allocated in previous financial years.

(4) None.

(5) and (6) Not applicable.

(7) Department strictly follows the National Archives of Australia guidelines for archiving documents.

(8) (a) and (b) The Department does not have a collection of artworks and/or artefacts, including documents, of heritage value. (c) There is no budget allocation specifically for the acquisition or conservation of artworks or other artefacts.

(9) The functions of the Attorney-General's Department are such that it has no requirement to compile data relevant to the National Culture-Leisure Industry Statistical Framework.

(10) No such services are contracted out.

(11) (a) None.

(b) Expenditure of $58,838 has been incurred to date in 2001-02 on design, printing and editing of the history of the Attorney-General's Department, published to celebrate the Department's centenary.

DEPARTMENT OF FINANCE AND ADMINISTRATION

(1) (a) The Department has not conducted an overall audit of heritage values in the Commonwealth owned non-defence domestic property portfolio for which it is responsible. Over a long period of time, various individual properties in the portfolio have been the subject of studies to identify environment and heritage values, and of conservation management plans addressing identified values. (b) See answer to question (a).

(2) Yes. The Department gives full consideration to the measures necessary to meet its obligations under the Australian Heritage Commission Act 1975 in relation to the properties for which it is responsible.

(3) (a) Works relating to the conservation of heritage values in properties for which the Department is responsible may be undertaken in the context of general repairs and maintenance, minor new works and/or major capital works such as building refurbishment. Expenditure on such conservation works is not necessarily specifically identified in asset management budgets. (b) see answer to question (a).

(4) Heritage values may be variously defined and ascribed by different parties including the Australian Heritage Commission (AHC), State/Territory heritage authorities and non-government bodies such as the National Trust. The answer to this question is confined to properties with heritage values formally recognised under statute. Over the past five years the Department has sold the following properties with heritage values recognised by listing in a heritage Register by either the AHC or a State/Territory heritage authority:

PROPERTIES SOLD THAT ARE ON THE REGISTER OF THE NATIONAL ESTATE AND/OR STATE REGISTER 1997-2002

Settled

Property

Address

Town

State

RNE

State/Local Govt Register

06/03/1998

Acton House

Acton

ACT

Yes

Yes

04/05/1998

Fremantle C'wlth Offices

2 Henry Street

Fremantle

WA

Yes

31/07/1998

Queenstown Office

34 Orr Street

Queenstown

TAS

Yes

No

07/10/1998

Shaftston House

113 Dalrymple Road

Garbutt

QLD

Yes

Yes

18/12/1998

29 Liddle Street

29 Liddle Street

St Marys

NSW

Yes

No

22/01/1999

Broome Customs House

Cnr Frederick & Carnarvon Streets

Broome

WA

Part

Part

01/02/1999

Part Old Brisbane Airport

Brisbane

QLD

Yes

Yes

12/02/1999

300 Queen Street

300 Queen Street

Melbourne

VIC

Yes

Yes

15/02/1999

Frosterley House

2 Dummond Street

Carlton

VIC

Yes

No

22/04/1999

Casselden Place

(Package 6)

Melbourne

VIC

Part

No

22/04/1999

Edmund Barton Building

(Package 6)

Canberra

ACT

Yes

No

31/05/1999

Geelong Customs House

Cnr Moorabool & Brougham Streets

Geelong

VIC

Yes

Yes

27/08/1999

Mackay Customs House

Cnr River & Sydney Streets

Mackay

QLD

Yes

Yes

05/11/1999

Port Pirie Common-wealth Offices

60-62 Florence Street

Port Pirie

SA

In Conservation Area

No

16/11/1999

Harricks Cottage

Keilor

VIC

Yes

No

17/11/1999

Portland Customs House

Gawler Street

Portland

VIC

Yes

Yes

30/11/1999

Explosives Store

Pialligo

ACT

Yes

13/12/1999

Former High Court Building

450 Little Bourke St

Melbourne

VIC

Yes

Yes

20/12/1999

Geraldton Customs House

7 & 9 Francis Street

Geraldton

WA

Yes

Yes

02/02/2000

Cameron Offices

Chandler Street

Canberra

ACT

Yes

No

01/03/2000

Maryborough Bond Store

Maryborough

QLD

Yes

Yes

01/03/2000

Maryborough Customs House & Residence

Maryborough

QLD

Yes

Yes

31/03/2000

25 Liddle Street

25 Liddle Street

St Mary's

NSW

Yes

No

22/05/2000

Avian Quarantine Station & P1 Residual Land

Torrens Island

SA

No

Yes

30/05/2000

Launceston Customs House

Launceston

TAS

Yes

Yes

09/06/2000

Hobart Commonwealth Offices

188 Collins Street

Hobart

TAS

No

Yes

21/07/2000

Thursday Island Customs House

Victoria Parade

Thursday Island

QLD

No

Yes

31/08/2000

South Solitary Island

NSW

Yes

No

10/11/2000

Newcastle Customs House

Newcastle

NSW

Yes

Yes

04/04/2001

Cottage

40 Liddle Street

St Mary's

NSW

Yes

No

21/09/2001

Old Brisbane Airport

Eagle Farm

QLD

Yes

Yes

31/10/2001

Coronation House

QLD

Yes

Yes

(5) and (6) See answer to question 4.

(7) The Department's policy on records management is stated in its Chief Executive Instructions (CEIs) and associated operational guidelines. The CEIs require adherence to National Archives of Australia policies and protocols.

(8) (a) Yes, the department has in its possession a small number of original Australian artworks. The age of the artworks range from 1989 to 1997. It also has, for display purposes and on loan from the National Archives of Australia, one bound volume of early Commonwealth financial records dating back to the early 1900's. (b) Yes, the artworks and volume have been documented. (c) No, there is no specific budget for the acquisition and conservation of the artworks.

(9) No. The Department has no direct responsibility for the provision of cultural or leisure goods or services.

(10) The Department's service contracts include obligations to comply with the Department's CEIs, which require adherence to National Archives of Australia policies and protocols.

(11) (a) A booklet titled 'Legends and Ledgers' was published for the Department of Finance and Administration in the 2000-2001 financial year. It was launched as part of the Department's open day for the Centenary of Federation celebrations on 20 June 2001.

(b) The total cost of production of the booklet was $13,002, comprising $9,042 for design and printing and $3,960 for editing.

DEPARTMENT OF AGRICULTURE, FISHERIES AND FORESTRY - AUSTRALIA

(1) (a) The Department has not conducted an overall audit of heritage values of the properties for which it is responsible. The department owns two properties with neither being listed on the Register of the National Estate Database. The Department's other tenancies are either leases or sub-leases of other Commonwealth agencies or privately leased. (b) Not applicable. Refer (1)(a).

(2) Yes, the Department's outsourced service provider is required to give full consideration to the requirements of the Australian Heritage Commission Act 1975.

(3) (a) The Department has no specific budget for the conservation of such buildings. (b) Not applicable. Refer (3)(a).

(4) None.

(5) and (6) Not applicable.

(7) The Department strictly follows the National Archives of Australia policies, products, guidelines and standards based on the Australian Standard AS 4390 to implement the new record-keeping strategies and archive records, including appraisal and disposal, according to the Archives Act 1983.

(8) (a) No. (b) and (c) Not applicable.

(9) No. The Department has no direct responsibility for the provision of cultural or leisure goods or services.

(10) The Department has outsourced a number of activities relating to the storage and retrieval of archive records; these are performed in accordance with National Archives of Australia guidelines. (refer 7).

(11) (a) and (b) None.

DEPARTMENT OF FAMILY AND COMMUNITY SERVICES

(1) (a) No audits conducted as Department of Family and Community Services (FaCS), Social Security Appeals Tribunal (SSAT), Child Support Agency (CSA), The Australian Institute of Family Studies (AIFS) and Centrelink are tenants of privately owned commercial buildings. Centrelink has 29 staff houses that have no heritage value. (b) Not applicable. See response to Question 1 (a).

(2) and (3) No. See response to Question 1 (a).

(4) 300 Queen Street, Melbourne (also reported by DOFA).

(5) 300 Queen Street, Melbourne.

(6) 300 Queen Street, Melbourne.

(7) The Department strictly follows the National Archives of Australia guidelines for archiving documents.

(8) (a), (b) and (c) No.

(9) No, not applicable to department's operations.

(10) No such services are contracted out.

(11) (a) Nil. (b) Not applicable.

DEPARTMENT OF EDUCATION, SCIENCE AND TRAINING

(1) (a) The Department has not conducted an overall audit of heritage values. The Department leases office accommodation. The accommodation leased is modern or renovated and is not heritage listed. Staff residences owned by the Department are not heritage listed.

(b) See answer to question 1(a).

(2) and (3) Not applicable.

(4) Nil.

(5) and (6) Not applicable.

(7) The Department is required by legislation to follow the Archives Act 1983, including the `e-permanence regime', a new record keeping regime. The Act and instructions are administered by the National Archives of Australia (NAA). The NAA issues policy, procedures and instruction to all Commonwealth Agencies which the Department follows. The Department is currently working through the NAA's DIRKS framework - a Manager's Guide to the Strategic Management of Records and Information (formerly known as Designing and Implementing a Record Keeping System), and is also managing the transition from a paper environment to an electronic one through an internally developed DEST Universal Records and Information Framework (the DURIF Endeavour). This is being used as the driving mechanism to change work practices.

The Department will continue to hold the same format for files and documents as previously applied in the paper environment, including that virtual files and electronic documents will be added to files which hold the thread to the subject matter.

(8) (a) Nil. (b) and (c) Not applicable.

(9) The Department has had no reason to use the National Culture-Leisure Industry Statistical Framework prepared by the Cultural Ministers' Council to date.

(10) The Department has a contract with Allied Pickfords Pty Ltd trading as Pickfords Records Management to provide “Sentencing of Commonwealth Records, the Storage of Short Term Temporary Value Commonwealth records and Related Services 1998-2007” nationally. The Department's Records Manager is responsible for the administration of the Pickford Contract, including coordinating the sentencing programme to ensure all safeguards are in place for the records to be actioned in accordance with the NAA guidelines under the Archives Act 1983. This includes, as a minimum, keeping records for the length of time required for business functions, and activities with relevant stakeholders and the Australian community, for historical and research purposes (the records can at any time be kept longer than originally deemed). The Department's Records Manager liaises with relevant work groups in the Department to ensure that requirements of the Archives Act 1983 are met.

(11) (a) Nil.

(b) Not applicable.

DEPARTMENT OF HEALTH AND AGEING

(1) (a) The Department of Health and Ageing has not conducted an overall audit of heritage values of the properties for which it is responsible. The Department is unaware of possible heritage values in any of the properties it uses or occupies, except “Guardian House” which is located at Block 61, Section 8, Phillip, ACT. This property has been nominated for heritage listing by the Institute of Architects.

(b) Not applicable.

(2) Not applicable.

(3) Not applicable.

(4) Nil.

(5) and (6) Not applicable.

(7) The Department strictly follows the National Archives of Australia e-permanence guidelines for Record Keeping in the Commonwealth.

(8) (a) The Department leases its artworks and/or artefacts from Art Bank. The Department's publication collection and the Corporate Memorabilia Collection are considered to have heritage value. (b) The Department's publication collection has been catalogued since 1925. The Corporate Memorabilia Collection was started in 2001 and the items are currently being catalogued. (c) The publication and memorabilia collections are added to as the Department publishes new material. There is currently no budget for the conservation of the collections.

(9) No. The Department has no direct responsibility for the provision of cultural or leisure goods or services.

(10) No such services are contracted out at this time.

(11) (a) In 2000-2001, the Department produced two publications relating to its history. A series of 10 posters featuring photographic montages of historical items documenting the Commonwealth's role in health since 1901 were produced, with accompanying fact sheets. The Department commissioned an historian to prepare a book detailing the Commonwealth's role in health from 1901 to the present. (b) $189,677.

DEPARTMENT OF INDUSTRY, TOURISM AND RESOURCES

(1) (a) The Department of Industry, Tourism and Resources does not own any properties with heritage values and therefore has not conducted an audit. (b) There is no report to make available.

(2) No, the Department does not own any properties.

(3) (a) Nil; (b) The budget for the previous four years is nil.

(4) None.

(5) and (6) Not applicable.

(7) The Department follows the National Archives of Australia guidelines for archiving documents.

(8) (a) No. (b) No. (c) No.

(9) The Department does not use the National Culture-Leisure Industry Statistical Framework in compiling data. The only section of the Department to which this framework may have been applicable is the Tourism section. However, most of the statistical data used there is sourced from the Bureau of Tourism Research (BTR) and the Australian Bureau of Statistics (ABS). The ABS's Tourism Statistics Framework is the more relevant framework on which to base these statistical series. It is considered that the BTR and ABS tourism statistical collections conform, in the main, to the concepts and standards of this Framework.

(10) No such services contracted out at present.

(11) (a) and (b) In 2000-01 the Department prepared no historical guidelines or publications on heritage. There are no monies budgeted for publications on heritage in the 2001-02 financial year.