Current compliance requirements
Standard on records management
There is a compliance timetable (PDF, 51kb) for the Standard on records management with requirements phased in for public offices during 2015.
Standard on the physical storage of State records
There is a compliance timetable (PDF, 60kb) for the Standard on the physical storage of State records, with requirements taking effect from 15 February 2019.
Past compliance requirements
The following table provides an overview of how past requirements for NSW public offices under Part 2 of the State Records Act have been phased in.
| Source of requirement | Date of commencement |
|---|---|
| Standard on Counter Disaster Strategies for Records and Recordkeeping Systems (Standard No. 6) * | |
| Principle 1: Risk assessment | 2002 |
| Principle 2: Planning | 2002 |
| Principle 3: Vital records protection | 2002 |
| Standard on Full and Accurate Records (Standard No. 7) ** | |
| Principle 1: Records must be made | 2004 |
| Principle 2: Records must be accurate | 2004 |
| Principle 3: Records must be authentic | 2004 |
| Principle 4: Records must have integrity | 2004 |
| Principle 5: Records must be useable | 2004 |
| Standard on Managing a Records Management Program (Standard No. 8) ** | |
| Principle 1: Directed by policy | 2004 |
| Principle 2: Planned | 2004 |
| Principle 3: Staffed with skilled people | 2004 |
| Principle 4: Implemented | 2004 |
| Principle 5: Monitored and reviewed | 2004 |
| Standard on the appraisal and disposal of State records (Standard No. 9) *** | |
| Principle 1: Analytical | 2007 |
| Principle 2: Comprehensive | 2007 |
| Principle 3: Authorised | 2007 |
| Principle 4: Accountable | 2007 |
| Principle 5: Implemented | 2007 |
| Standard on digital recordkeeping (Standard No. 10) | |
| Principle 1: Minimum requirements for digital recordkeeping system functionality 1.1 The public office must define the digital State records that it will make and keep |
30 June 2009 for new systems |
| 1.2 The digital State records that the public office has defined must be captured into an official digital recordkeeping system |
30 June 2009 for new systems |
| 1.3 Any digital recordkeeping system used for keeping official records must possess the following functionalities: capture read only versions of digital records, retrieve and present digital records in human readable form, restrict or permit access to records by specified individuals or groups, capture and manage the minimum required recordkeeping metadata as defined in this standard. | 30 June 2009 for new systems 30 June 2012 for existing systems |
|
Principle 2: Minimum requirements for recordkeeping metadata
|
30 June 2009 for new systems 30 June 2012 for existing systems |
|
Principle 3: Minimum requirements for recordkeeping metadata management 3.1 Recordkeeping metadata must be disposed of in accordance with the requirements of the State Records Act 1998. |
30 June 2009 |
| 3.2 Metadata mappings from the minimum requirements of this standard to organisational digital recordkeeping systems must be documented and maintained, including any changes to these. |
30 June 2009 for new systems 30 June 2012 for existing systems |
| Standard on the physical storage of State records (Standard No. 11) | |
| Principle 1: Authorisation | |
| 1.1 The Nominated Senior Officer or appropriate agency representative has authorised all records storage areas and facilities. | 2 March 2012 |
| 1.2 All State records are stored in storage areas or facilities, including records stored by service providers, that have been assessed as being compliant with this standard. | 2 March 2013 |
| 1.3 Storage areas and facilities are regularly inspected and assessed for compliance. | 2 March 2013 |
| Principle 2: Location and buildings | |
|
2.1 The location of each records storage area and facility has been subject to risk assessment to identify and mitigate possible risks to records. |
2 March 2012 |
| 2.2 The storage facilities have been assessed as being suitable for the storage of records. | 2 March 2013 |
| 2.3 Records storage facilities built since 2011 need to be compliant with the Building Code of Australia and associated codes at the time of construction. | 2 March 2013 |
| 2.4 Buildings used for records storage are weatherproof and have good drainage. | 2 March 2012 |
| 2.5 Storage areas and facilities are dedicated to either records or records / library storage. | 2 March 2012 |
| 2.6 Each storage area and facility has a current disaster reaction and recovery plan which is regularly revised and equipment / supplies to assist in the recovery of records after a disaster. | 2 March 2012 |
| 2.7 Storage areas and facilities have appropriate and comprehensive fire detection and protection systems and equipment, in compliance with the Building Code of Australia and Australian Standards. | 2 March 2012 |
| Principle 3: Environmental controls | |
|
3.1 Records of short term value are stored in conditions which ensure preservation until they are no longer required. |
2 March 2012 |
| 3.2 Records of long term and archival value are stored in conditions which will ensure their preservation; maximum temperature of 25 degrees and maximum Relative Humidity of 60%. | 2 March 2012 |
| 3.3 Records of archival value are transferred to archival storage once they are no longer active. | 2 March 2012 |
| 3.4 Temperature and humidity levels within storage areas and facilities are monitored for stability and action taken to minimise any significant fluctuations. | 2 March 2013 |
| 3.5 Records are stored away direct light, including sunlight. | 2 March 2012 |
| 3.6 The air in records storage areas circulates freely and there is an intake of fresh air. | 2 March 2012 |
| 3.7 Magnetic media is protected from magnetic fields. | 2 March 2012 |
| 3.8 Records storage areas and facilities have an integrated pest management system. | 2 March 2013 |
| Principle 4: Shelving and packaging | |
| 4.1 Shelving and handling equipment is clean, in good condition and appropriate to the format and retention period of the records. | 2 March 2012 |
| 4.2 Item containers are clean, in good condition, and appropriate to the format and retention period of the records they hold. | 2 March 2012 |
| 4.3 Records storage facilities, shelving, equipment, and containers meet workplace health and safety requirements. | 2 March 2012 |
| Principle 5: Maintenance | |
| 5.1 Records storage areas and facilities are maintained as part of the organisation's building maintenance program. | 2 March 2012 |
| 5.2 Regular checks of records and containers in records storage areas and facilities are undertaken to identify signs of pest infestation, mould, or other deterioration. | 2 March 2013 |
| 5.3 Mould or pest infestation is treated promptly and appropriately. | 2 March 2012 |
| 5.4 Appropriate conservation action is undertaken as required but repairs to records do not damage the records further. | 2 March 2012 |
| Principle 6: Identification and control | |
| 6.1 Records are controlled in a system which allows them to be identified, located, retrieved quickly and easily, and returned to storage after use. | 2 March 2012 |
| 6.2 Procedures for the appropriate handling and use of records are defined and communicated to all users. | 2 March 2012 |
| 6.3 Procedures for the safe transport of records are defined and communicated to all staff and contractors. | 2 March 2012 |
| 6.4 Policies and procedures are implemented to ensure that records of long term value and archives are handled with care. | 2 March 2012 |
| 6.5 Records are converted or digitised according to recognised standards. | 2 March 2012 |
| Principle 7: Security | |
| 7.1 Storage areas and facilities are intruder resistant and access controlled. | 2 March 2012 |
| 7.2 Records which are identified as critical, sensitive or containing in-confidence material, are appropriately protected. | 2 March 2013 |
* Requirements in the Standard on Counter Disaster Strategies for Records and Recordkeeping Systems came into effect on 21 June 2002. The standard was monitored from 1 January 2004.
** Requirements in the Standard on Full and Accurate Records and the Standard on Managing a Records Management Program came into effect on 23 April 2004.
*** Requirements in the Standard on the appraisal and disposal of State records came into effect on 18 April 2007.
Published February 2015/revised January 2019
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