Royal Commission into Institutional Responses to Child Sexual Abuse
Volume 8 Recordkeeping and information sharing of the Final Report of the Royal Commission into Institutional Responses to Child Sexual Abuse made five recordkeeping recommendations:
Recommendation 8.1: To allow for delayed disclosure of abuse by victims and take account of limitation periods for civil actions for child sexual abuse, institutions that engage in child-related work should retain, for at least 45 years, records relating to child sexual abuse that has occurred or is alleged to have occurred.
Recommendation 8.2: The National Archives of Australia and state and territory public records authorities should ensure that records disposal schedules require that records relating to child sexual abuse that has occurred or is alleged to have occurred be retained for at least 45 years.
Recommendation 8.3: The National Archives of Australia and state and territory public records authorities should provide guidance to government and non-government institutions on identifying records which, it is reasonable to expect, may become relevant to an actual or alleged incident of child sexual abuse; and on the retention and disposal of such records.
Recommendation 8.4: All institutions that engage in child-related work should implement the following principles for records and recordkeeping, to a level that responds to the risk of child sexual abuse occurring within the institution.
Principle 1: Creating and keeping full and accurate records relevant to child safety and wellbeing, including child sexual abuse, is in the best interests of children and should be an integral part of institutional leadership, governance and culture.
Principle 2: Full and accurate records should be created about all incidents, responses and decisions affecting child safety and wellbeing, including child sexual abuse.
Principle 3: Records relevant to child safety and wellbeing, including child sexual abuse, should be maintained appropriately.
Principle 4: Records relevant to child safety and wellbeing, including child sexual abuse, should only be disposed of in accordance with law or policy.
Principle 5: Individuals’ existing rights to access, amend or annotate records about themselves should be recognised to the fullest extent.
Recommendation 8.5: State and territory governments should ensure that non-government schools operating in the state or territory are required to comply, at a minimum, with standards applicable to government schools in relation to the creation, maintenance and disposal of records relevant to child safety and wellbeing, including child sexual abuse.
Following is a list of resources to assist government and non-government organisations in implementing the Recommendations
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Retention and disposal of records |
NSW State and Records has conducted an audit of general and functional retention and disposal authorities, and amended authorities to ensure retention periods for records pertaining to incidents or allegations of child sexual abuse are retained in accordance with Recommendations 8.1 – 8.2. New retention and disposal authority for childcare records incorporates the Recommendations. |
Functional retention and disposal authority: Childcare services, provision and regulation of (FA404) |
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Retention and disposal of non-government school records |
The Australian Society of Archivists has developed the Records Retention and Disposal Schedule to assist non-government schools with good governance and the retention and disposal of non-government school records. This schedule is relevant to non-government organisations. |
Records Retention & Disposal Schedule for Non-Government Schools |
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Standards for the management and storage of records |
NSW State Archives and Records reviewed the Standard on records management to confirm that it meets Recommendation 8.4. Our review found that the Standard did meet the Recommendation and the principles, and that there were no changes required to the minimum compliance requirements listed in the Standard. Good storage conditions and storage environments protect physical records and ensure that records survive for as long as they are required. See the Standard on physical storage of State records for physical records storage requirements. |
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Australian Standard on records management AS ISO 15489.1: 2017 |
This Australian standard is a concise summary of recordkeeping practice. It defines the concepts and principles to be used in developing approaches to the creation, capture and management of records to meet compliance, business and societal requirements. It applies to all records, regardless of format, business or technological environment. This standard is relevant to government and non-government organisations. |
AS ISO 15489.1: 2017 Information and documentation - Records management, Part 1: Concepts and principles |
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Identifying recordkeeping requirements and building recordkeeping into business practices |
Recordkeeping requirements are statements specifying which records are to be created and maintained. Requirements are usually expressed in legislation, policies, procedures, industry standards, and contractual arrangements. It is important that recordkeeping is built into business practices. Simple business rules help staff understand when to create and capture records of common business activities. This guidance is relevant to government and non-government organisations. |
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Developing a records and information management policy |
A records and information management policy establishes the governance framework for the creation, capture, control, use, maintenance, and disposal of records and information in your organisation. The records and information management policy works in conjunction with records and information management strategies developed by your organisation. This guidance is relevant to government and non-government organisations. |
Records and Information Management Policy |
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Guidance on identifying records relevant to an actual or alleged incident of child sexual abuse, and on the retention and disposal of such records |
NSW State Archives and Records has worked with other Australian records and archives authorities to develop guidance to meet Recommendation 8.3. This guidance is relevant to government and non-government organisations. |
Guidance for identifying and retaining records which may become relevant to an actual or alleged incident of child sexual abuse |
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Online training courses on records management and recordkeeping for the NSW public sector |
NSW State Archives and Records has a number of free online training courses on records management and recordkeeping. |
Online training courses on records management and recordkeeping |
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Online training course: Managing Out of Home Care records |
The Australian Society of Archivists has produced an online training course to assist anyone managing and providing access out-of-home care records. |
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| Online training course: A Trauma-Informed Approach to Managing Archives | The Australian Society of Archivists has produced an online training course to assist archives and record-holding organisations implement a trauma-informed approach to their work and services so that all users feel safe and supported to access the records they need. | A Trauma-Informed Approach to Managing Archives |
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Online training course: Introduction to recordkeeping and archives |
The Australian Society of Archivists has produced a range of online training courses to provide a comprehensive introduction to recordkeeping and managing archives. |
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Records and information management training courses |
Records and Information Management Professionals Australasia (RIMPA) have produced a range of training courses which provide an introduction to records and information management. |
Records and information management training |
| Leaflets about recordkeeping |
NSW State Archives and Records has developed a number of leaflets about recordkeeping for non government organisations. These leaflets can be used to create awareness of good recordkeeping practices. |
Recordkeeping fundamentals for non government organisations Recordkeeping fundamentals for non government organisations working with children |
November 2019/Updated April 2020 / Updated August 2020