There are a range of tools which public offices are able to access to assist in monitoring records management programs and recordkeeping performance.

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Records Management Assessment Tool

The Records Management Assessment Tool is a self-assessment tool designed to assess:

  • conformity with requirements of the State Records Act 1998 and standards issued under the Act, and the
  • capacity of a public office in achieving best practice records management, that is, extending beyond the minimum requirements.

 

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    Standards

    Each standard issued by State Records NSW has compliance timetables, which list all requirements contained in the Standard.  The compliance timetables can be used as the basis for assessing the organisation's conformity with requirements of the standards. See

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    Guidelines

    State Records NSW has Monitoring recordkeeping performance guidelines which provide detailed information on implementing a performance monitoring program for recordkeeping.

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    Survey Reports

    Since 1996, State Records NSW primary means of monitoring recordkeeping has been through self assessment surveys.  State Records NSW distributed periodic records management surveys to NSW State Government agencies, local government councils, universities, and local health districts to acquire information about records management practices and to provide a baseline against which State Records NSW could measure improvements in government recordkeeping over time. Survey reports prior to 2008 are available from State Records NSW upon request.

    2013 Digital Recordkeeping Survey Report

    In early 2013, State Records NSW conducted a survey with Government agencies, State Owned Corporations, Councils, Local Health Districts, and universities to measure compliance with the Standard on digital recordkeeping and more broadly to assess the implementation of digital recordkeeping within the NSW public sector.

    2010 Digital Recordkeeping Survey Report

    In 2010, State Records NSW conducted a survey with Government agencies, State Owned Corporations, Councils, health organisations and universities to measure compliance with the implementation of the first phase of requirements of the Standard on digital recordkeeping and progress with implementing the second phase of requirements.

    2008 Records Storage and Disposal Survey Report

    In 2008, State Records NSW conducted records storage and disposal surveys with Government agencies, State Owned Corporations, and health organisations to identify the nature of arrangements and the cost of storing non-current paper records and the level of implementation of records retention and disposal authorities.

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    Recordkeeping compliance handbook HB278 - 2009

    This handbook, issued by Standards Australia in 2009, is designed to assist organisations to

    • assess compliance with AS ISO 15489
    • assess the quality of a recordkeeping program, and
    • build or improve the recordkeeping framework within the organisation.

    To purchase a copy of the handbook, contact SAI Global (Standards Australia's distributor).

    Published February 2015/revised January 2019/updated November 2022

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    Recordkeeping Advice
    Monitoring