Recordkeeping requirements are statements specifying which records are to be created and maintained by public offices. These requirements may be set out in:

  • legislation and regulations
  • whole-of-government policies and procedures
  • major government or industry standards and codes of practice imposed on or adopted
  • internal policies, procedures, processes or business rules
  • agreements and other contracts.
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Sometimes the public expects government to create and keep certain records of its activities as part of provision of services and citizen’s rights and entitlement.  These expectations reflect either an interest in the records themselves as sources for research, or the desire for government to be transparent and accountable through good recordkeeping.

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Types of recordkeeping requirements

Recordkeeping requirements usually relate to:

  • creating a record
  • capturing a record, including information that needs to be captured
  • providing or accepting supporting documentation
  • maintaining a record, including security, storage and handling
  • providing access to records
  • retention and disposal of records.

Requirements can be explicit, but are more often implicit.

For example an explicit requirement for creation and access might be that 'the organisation must create a register of licences and members of the public must be given access to it.' Implicit in this statement is that the records within the register must be captured and maintained for a certain period of time, so that access is possible.
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Sources of recordkeeping requirements

There are many sources of recordkeeping requirements, and this page outlines only some of these.

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Further advice

Published August 2019

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Recordkeeping Advice
Recordkeeping Requirements
Recordkeeping A-Z
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Records Management Government Recordkeeping