ISSN 1321-6260
June 2017 - Number 123


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Review of the Standard on the physical storage of State records

We are seeking your feedback as part of the review of the Standard on the physical storage of State records to ensure it is still relevant and reflects best practice. The Standard was issued in 2012 under section 13(1) of the State Records Act 1998.

Please complete the online survey by Friday 30 June 2017. Any questions regarding the survey or the review of the Standard may be directed to Catherine Robinson, Senior Project Officer, Government Recordkeeping, telephone 02 8257 2991 or email .

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Review of the General retention and disposal authority: video/visual surveillance records

As part of the review of the General retention and disposal authority: video/visual surveillance records we recently conducted a survey seeking information from NSW public sector organisations on:

  • the visual surveillance activities carried out by them
  • the visual surveillance technologies and associated record formats in use
  • current retention practices
  • the ease of use of the authority in its current form.

The survey has now closed and we would like to thank all those who responded. The feedback provided has been very useful and will inform the review of the authority. We will keep agencies advised of the outcome of the review.

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Recent Future Proof blogposts

State Archives and Records NSW uses its Future Proof blog to post information about current digital recordkeeping issues. On the blog we road-test new ideas, distribute new information and initiate discussion on digital recordkeeping issues. Recent posts include:

  • Q&A with Tim Hume, Chief Information Officer, Family and Community Services, on the successful OneTRIM program which consolidated six distinct TRIM databases into a single TRIM instance in the Department of Family and Community Services.
  • A call for help with research on machine learning technologies being used in records management within the State of New South Wales or beyond.
  • Transformative change – Digital transformation: an archivist’s journey from a paper world into the digital world (a personal story from Glenn Humphries Project Officer – Digital State Archives – State Archives and Records NSW).
  • Welcome to Information Awareness Month.
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Changes in ownership or custody of records

Please notify us if there are changes in the ownership or custody of records arising from administrative change, for example, mergers, privatisation etc. We need to be aware of the current responsible agency to manage State archives access requests and retrievals and account details for the Government Records Repository. The contact email for State archives is and for the Government Records Repository is .

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Government Recordkeeping enquiries

If you have a question about recordkeeping please call us on (02) 9714 3080 or email us at The email account is constantly monitored during working hours to ensure we get back to you as soon as possible.

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Now and Then

Our sister newsletter Now and Then has some great stories including the Blenheim Irish convict indent; an introduction to Adam Lindsay our new Director, Collections, Access and Engagement; the Gaol Photographic description books; and Open Day 2017. It also lists our webinar programs and what is new from the regions.

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The following training is being offered in July and August:

  • 25-26 July Records Management Fundamentals  (Queens Square, Sydney)
  • 27 July Managing Digital Records: An overview (Queens Square, Sydney)
  • 2 August Managing Recordkeeping Risk in Business Systems (Queens Square)
  • 9 August Managing Recordkeeping Risk in Business Systems (Western Sydney Records Centre, Kingswood)
  • 15 August  Implementing a Retention and Disposal Authority for Local Government Records (Queens Square, Sydney)
  • 22-23 August Records Management Fundamentals (Queanbeyan)
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Disposal authorities approved

State Archives and Records NSW recently approved a revised disposal authority for records of Police investigations.

Copies of our retention and disposal authorities are available from the Retention and disposal authorities page on our website



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