Reserve Bank of Australia




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FUND ADMINISTRATION


The core business of managing and administering funds and schemes established to provide superannuation and health benefits for employees.

    The core activities include:

  • managing the fund accounts of individual members (case files);

  • providing advice and information on fund matters affecting all members, including the delivery of information sessions;

  • managing financial transactions associated with fund accounts, including financial contributions and the payments of claims;

  • compiling financial statements;

  • managing investment portfolios;

  • carrying out actuarial reviews and assessments;

  • developing rules and policies governing funds;

  • developing fund procedures, guidelines and forms;

  • auditing fund processes and transactions;

  • monitoring compliance with fund rules, policies, procedures and requirements, and carrying out investigations into fraudulent activities;

  • negotiating, establishing and implementing agreements; and

  • managing and participating in committees, meetings and working groups.

  • The performance of the core business is supported by general activities such as:

  • delegating powers and authorising actions;

  • receiving and responding to enquiries;

  • planning;

  • reviewing; and

  • reporting.

Cross references to AFDA Express records authority

For administrative records associated with the management of the agency’s staff superannuation, use PERSONNEL.

For the response to Freedom of Information requests, use INFORMATION MANAGEMENT.

For managing the acquisition of goods and services, including external consultants and service providers, use PROCUREMENT.

For internal and external audits across the Bank, use STRATEGIC MANAGEMENT.

Cross references to other records authorities

For records of the Officers’ Superannuation Board and the Health Society Board, use GOVERNING BODIES.


Class no

Description of records

Disposal action

61618

The following significant records documenting:

  • high-level committees, meetings and working groups formed to discuss and resolve significant issues in relation to the management and administration of funds, such as those set up to determine fund rules, policies and fund operating and governance structures and frameworks;

  • developing and reviewing rules and policies governing funds. Including final versions of rules and policies, results of stakeholder consultations and feedback, and milestone drafts supporting proposals and recommendations for rules and policies; and

  • master version of agency external publications.

Retain as national archives

61619

Records documenting the management of individual member fund accounts (case files)where there are ongoing entitlements owing to members or their beneficiaries. Includes:

  • applications;

  • personal members details;

  • contribution payments and calculations, and records documenting updates to contribution amounts;

  • debt recovery records;

  • written communications between individual members and/or beneficiaries;

  • member enquiries, complaints, disputes and appeals, and associated legal advice; and

  • contribution and benefit advice and counselling provided to members.

Destroy 110 years after date of birth of member

61620

Records documenting advice and information produced and distributed to all members relating to fund management and administration matters, such as newsletters, brochures, frequently asked questions and fact sheets.

Destroy 50 years after action completed

61621

Records documenting the management of individual member fund accounts (case files) where there are no ongoing entitlements owing to members or their beneficiaries. Includes:

  • applications;

  • personal members details;

  • contribution payments and calculations, and records documenting updates to contribution amounts;

  • debt recovery records;

  • written communications between individual members and/or beneficiaries;

  • member enquiries, complaints, disputes and appeals, and associated legal advice; and

  • contribution and benefit advice and counselling provided to members.

Destroy 10 years after the member leaves the fund

61622

Records documenting:

  • the following routine administrative arrangements for committees, meetings and working groups, information sessions, and audits: schedules, liaison with auditing bodies and venue organisers, venue and facility bookings, announcements and notifications and catering arrangements;

  • enquiries requiring a routine/standard response, and where the enquiry is not retained with all other member records; and

  • information sessions for members, including final versions of presentations delivered.

Destroy 2 years after action completed
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