The Regulatory Framework describes our approach to regulating records management, and how we intend to use the powers in the State Records Act 1998 to support our regulatory activities.
Regular monitoring of records management, and an organisation-wide program for information governance (encompassing records, information and data), is beneficial for all public offices.
This is a list of Frequently Asked Questions about the Records Management Assessment Tool. We will be adding to this page as questions arise.
Removable media is storage media which is designed to be removed from a computer. Removable media is low cost, portable and simple, allowing people to copy, store and carry large quantities of data easily between locations. Employees can share information easily and access it from a variety of locations, which can increase the organisation’s productivity. However there are a number of risks associated with the use of removable media.
One way councillors can be informed of their responsibilities is through the issue of policy and procedures. State Records NSW has created a sample records management policy and procedures for councillors that can be modified by councils to suit their needs.
The standard sets out three principles for effective records and information management. It has been designed to support digital recordkeeping as the NSW Government transitions to digital business processes.
The standard has been reviewed in light of Recommendation 8.4 of the Final Report of the Royal Commission into Institutional Responses to Child Sexual Abuse and the NSW Government Response to the Royal Commission into Institutional Responses to Child Sexual Abuse. There are no changes or revisions to the minimum compliance requirements listed in the Standard. However we have made minor amendments (additional text) to the “Examples of how a public office can demonstrate compliance with the requirement” component of the standard at minimum compliance requirements 3.2, 3.4, and 3.5. Additional text is highlighted in the amended Standard on records management.
This checklist is designed to provide information for the quick assessment of damage to records and their recovery.
The whole of government e-Recruitment system is used by an increasing number of government agencies to manage the recruitment process. While in the majority of cases it is suitable to retain most of your short term recruitment records in e-Recruitment, certain records relating to successful applicants must be exported to an agency’s own corporate recordkeeping system for retention as part of the ongoing management of their appointment and service.
State Records NSW recognises the challenges of managing vast quantities of records, information and data in the current environment of increased cyber risks and an ever-changing technology landscape.
The minimum compliance requirements 2.2 and 2.3 of the Standard on Records Management direct public offices to strategically focus on high-value and high-risk areas of business. These requirements ensure that:
- records, information and data required as State archives and/or of high-value and high-risk are prioritised, protected and managed
- records and information management is a designed component of the most valuable and critical information and systems
- records and information management strategies and initiatives align with the organisation's critical business priorities
- resources (time, money and staff) invested/allocated are proportionate to the business value of the records, information and data.
This approach to identifying and prioritising records of high-value and high-risk also matches up with the approaches taken by cyber security to protect the most critical information assets of the organisation.
The State Records Act 1998 creates a statutory framework for authorising the disposal of State records and for deciding which records will be retained as State archives. Under the Act, NSW State Records, through the Board of the State Records Authority NSW, can give permission for the disposal of records. State Records NSW may require records to be retained as State archives, permit the destruction of records or, in certain specific cases, permit the transfer of records from NSW Government ownership to private or other ownership.
Disposal is usually authorised through retention and disposal authorities issued by State Records NSW following their approval by the Board of the State Records Authority NSW.
Records, information and data risks (information risks) can occur at any stage. These risks are a combination of threats and vulnerabilities that may have a negative or positive impact on the trustworthiness and availability of records, information and data. Understanding risk is therefore critical in managing core records, information and data.
Records and information are at the core of NSW Government business and are core assets. Records and information help organisations plan for and achieve short and long term outcomes that are relevant and valuable to the community, business and government.
The Recordkeeping Standards & Advice team developed presentation slides to assist public sector organisations raise awareness of the importance of good recordkeeping.
Due to social distancing requirements NSW public offices have embraced and deployed virtual meetings in lieu of face-to-face meetings. Virtual conference platforms enable recording of meetings. These recordings are State records.
This advice provides information on establishing business rules on how to manage recordings and related disposal classes.
Advice about the Royal Commission into Institutional Responses to Child Sexual Abuse and the resources available to assist government and non-government organisations in implementing the Recommendations.
This guidance provides information about recordkeeping requirements and outlines some of the sources of recordkeeping requirements.
This page contains guidance that will assist Ministers' offices to create and keep records appropriately and comply with their obligations under the Act. Offices of New South Wales Government Ministers are 'public offices' as defined in section 3 (1) of the State Records Act 1998.
Every organisation in the NSW public sector has an involvement with a range of committees. It is important that recordkeeping procedures are established for each committee that your organisation has an involvement with, so that the appropriate records are created and managed properly, and disposal is undertaken in an accountable way.
This page contains guidance that will assist organisations to establish procedures for creating and keeping records of committees.
This page contains questions we are asked on a regular basis and our responses. It will be added to as questions arise. These are short and general answers - please contact us for more detailed responses.
You and your organisation need reliable information and records to operate effectively. Most organisations have business and recordkeeping systems which automatically create, capture and store records as part of standard business processes. However, there are situations where this does not automatically occur.
This leaflet outlines some common situations where public officials in NSW should make and save records and information into the organisation’s recordkeeping system. Check your organisation’s specific policies and business rules for further guidance.