For the Record August 2021

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ISSN 1321-6260
August 2021 - Number 148

Upcoming Webinar: What is the RMAT?

This webinar is an introduction to the Records Management Assessment Tool (RMAT) and includes a virtual tour and the opportunity to ask questions about the RMAT.

When: 10 September 11am

Registrations now open! Register here

Using the Records Management Assessment Tool

Have you downloaded the Records Management Assessment Tool (RMAT) from the website?  Here’s some further information on using it:

• Make sure you read the Instructions before commencing the assessment as there is lots of helpful advice.
• Think about what you want to assess and what techniques you want to use to gather the information. The RMAT is scaleable – this means you can use it to assess the whole organisation, a business unit or team, a business system, or the governance of the records management program. You can also use a range of techniques to collect the information you need for the assessment, e.g. workshops, interviews, meetings, document analysis.
• Decide who will complete the RMAT assessment. We recommend the person or team responsible for overseeing records and information management should answer the questions – or complete the questions collaboratively with key staff, such as a system owner, data custodian or business manager.
• The RMAT assessment should not just be a one-time or annual activity. You can use the RMAT frequently throughout the year.
• We recommend that you use the EXCEL version of the RMAT, as the spreadsheet has been set up to automatically calculate your results. So once you complete your assessment, check the RESULTS tab of the spreadsheet and there will be graphs and visualisations available for you to use and incorporate into reports etc.
• Under the RMAT tab you will find the 19 questions which comprise the tool. Each question has 5 responses which equate to the 5 levels of maturity. You will need to select the response which best fits your current status. It’s really important that you answer the questions honestly, as this will help your organisation to understand its current records and information management status and to make evidence-based decisions on improving records and information management.
• When answering the RMAT questions, you will see that a response has already been ticked. This has been done to illustrate how to select a level of maturity and the results in the RESULTS tab. You will need to untick the green boxes in the Select column before you start your assessment.
• When choosing a response to a question, you may feel you are “between two levels of maturity”. If this is the case, you must select the “lower” level – i.e. the level for which you have evidence to show it’s fully met.

If you have any queries about the RMAT, please feel free to contact us at govrec@records.nsw.gov.au.

Disposal authorities approved

The Board of the NSW State Archives and Records Authority recently approved revisions to the disposal authorities for:

• Commissions of Inquiry
• Hunting regulation.

Copies of our retention and disposal authorities are available from our website.

Request for case studies

We are hoping to build a small collection of case studies on how the Records Management Assessment Tool has been used in public offices. The case studies would be available on our website and offer examples of how the assessment tool has been implemented and the benefits you have identified from using it. If your organisation would like to share its experiences please contact Catherine Robinson, Senior Project Officer, Recordkeeping Standards and Advice at catherine.robinson@records.nsw.gov.au.

Temporary reforms to facilitate electronic signing of documents by companies

Temporary amendments have been made to section 127 of the Corporations Act 2001 (Cth) to enable companies to sign documents (including deeds) electronically. The reforms, which came into effect on 14 August 2021, will be in place until 31 March 2022. The Explanatory Memorandum for the amendment to the Corporations Act provides further details. Public offices should still seek legal advice on records subject to specific legislative or statutory requirements.

History reflected

The History Reflected exhibtion was due to open soon at the Museum of Sydney. Due to necessary program changes as a result of Covid-19 Health Orders, the physical exhibition has been delayed indefinitely. The planned exhibition profiles 25 iconic items from the NSW State Archives Collection alongside contemporary reflections from artists, writers, curators and commentators. A sneak peek of the exhibition and curator talks (including how a key from the Rookwood Asylum came to be in the State Archives) are available now on our website.