For the Record October 2020

Cloud computing recordkeeping requirements checklist

We have recently published a checklist of recordkeeping requirements for cloud computing. The use of cloud-based services does not diminish or remove a NSW public office’s statutory responsibilities under the State Records Act 1998:

to make and keep full and accurate records of its activities
ensure the safe custody and proper preservation of these records.
ensure that arrangements for the safekeeping, proper preservation and due return of these records are made or included in contract/agreements
maintain accessibility to technology dependent records
conform with the Standard on records management and AS/ISO 15489.1:2017 Records Management as the code of best practice.

This checklist covers recordkeeping requirements under the State Records Act and Standard on records management. It is recommended that NSW public offices identify any statutory requirements which apply to the records, information or data that will be created and stored in the new cloud service offering. These recordkeeping requirements must be included through procurement, commencement, review, monitoring and termination of cloud services.

Recordkeeping and personal information

We have published a page of answers to questions we are asked on a regular basis regarding personal information and recordkeeping. These are short and general answers - please contact us for more detailed responses.

Records management presentations

We have developed presentation slides to assist public sector organisations raise awareness of the importance of good recordkeeping. These presentations provide a brief overview of the fundamentals of records management and information on recordkeeping obligations.

Records Management Fundamentals - CEOs and SROs
Records Management Fundamentals - Staff

Click here for more information.

Report on the review of the State Records Act

The report of the Standing Committee on Social Issues, entitled State Records Act 1998 and the Policy Paper on its review, was tabled in the Legislative Council on 15 October 2020. The report is available on the NSW Parliament website, along with submissions, transcripts of evidence and other inquiry documents. The report and its recommendations are now with the government for consideration. The government is required to respond to the recommendations within six months.

Disposal authorities

At the October Board meeting minor amendments to the retention and disposal authority for ICAC were approved. At this meeting the Board also approved the formal revoking of a number of old disposal authorities that are no longer required as they have been superseded by other general or functional authorities, or the Normal Administrative Practice provisions of the State Records Regulation.

Earlier this year the Board asked us to focus on reviewing disposal authorities that are still in use but are over 10 years old, to ensure that the disposal decisions are still appropriate. As part of this program we have been assessing a number of disposal authorities covering health, education, fair trading, advocacy for children, births deaths & marriages, the NSW Ombudsman, liquor gaming & racing, tourism and major events, as well as assisting NCAT, the Children's Guardian, the Trustee and Guardian, Cemeteries and Crematoria NSW, and the Office of Sport.

World Digital Preservation Day

It's World Digital Preservation Day (WDPD) on 5 November. This year's theme is 'Digits: for Good,' and the aim is to create greater awareness of digital preservation amongst the community. Head over to the Digital Preservation Coalition's website for more information.

International Day for Disaster Risk Reduction

For many years Blue Shield Australia (BSA) has promoted disaster preparedness activities around the theme of May Day, linking in with information management activities during the month of May. This timing changed in 2020. Even though risks are present at all times, the Blue Shield Australia committee recognises that the Australian disaster season more commonly falls over the summer months.

13^th October was the United Nations International Day for Disaster Risk Reduction https://www.un.org/en/events/disasterreductionday/ #DRRday

Blue Shield Australia suggests a few simple practical steps that galleries, archives, libraries, museums and sites can take to get ready for the next Australian severe weather season:

Are your contact lists and telephone trees are up to date?
Have you bookmarked the BSA resources in case you need information on responding to a disaster? http://blueshieldaustralia.org.au/resources/
Are your Disaster preparedness, Business continuity or Risk plans available from several locations in case you need to activate your plans?

Recordkeeping clinics

We have been running sentencing clinics for a little while now. They are not formal training sessions but are an opportunity to have a fairly informal discussion with staff from SARA about disposal of records. If you would like to come along to one that still looks at disposal but also recordkeeping in general and transferring records as State archives please email us at govrec@records.nsw.gov.au and if possible, let us know about any particular question or issues that you have.

For those of you in the local health districts, the information management staff from HealthShare and eHealth have indicated they are willing to attend future recordkeeping clinics. Please email us at govrec@records.nsw.gov.au if you are interested in attending.

Reminder for people returning to the office after working at home to….

Check their records storage areas for

Evidence of leaks
Evidence of mould
Evidence of pests

There is information on the SARA website about mould https://www.records.nsw.gov.au/archives/collections-and-research/guides-and-indexes/conservation-tip-05-removing-mould

If people need information about pests, a great website is https://museumpests.net/

We are happy to provide advice and they can contact our conservation section at conservation@records.nsw.gov.au

Advice on disposal of patient files

The question of how to dispose of multiple patient files has often come up in the sentencing clinics we have run for the local health districts, in particular whether older patient files for a condition unrelated to more recent admissions can be disposed of. In consultation with the Ministry of Health we have updated the advice in the introduction to GDA17 (Implementing the disposal authority) about patients with more than one file. The advice is also available from the Public Health Sector resource page.

Sydney Olympics gallery

It's been twenty years since the 2000 Olympics and Paralympics. Check out A look back at the Sydney 2000 Olympics on our website for highlights from the State archives collection and an essay on the impact and history of the games.