Premier & Cabinet

Type:
Department of Premier and Cabinet Circular
Identifier:
C2003-17
Status:
Archived

C2003-17 Protecting the archival heritage of the state

Description

With a number of recent changes in responsibilities within the NSW public sector, it is timely to remind you of the need to ensure that:

  1. your agency's records that are to be kept as part of the State archives are properly protected while they remain in your agency's custody; and
  2. these records are transferred to the State's archival authority for permanent preservation when they are no longer required for your agency's current business needs.

Detailed Outline

With a number of recent changes in responsibilities within the NSW public sector, it is timely to remind you of the need to ensure that:

  1. your agency's records that are to be kept as part of the State archives are properly protected while they remain in your agency's custody; and
  2. these records are transferred to the State's archival authority for permanent preservation when they are no longer required for your agency's current business needs.

Official records of enduring value are an important part of the heritage of the State.

These archives are identified through a joint appraisal process involving the responsible agency and State Records. (Retention periods for temporary records to meet the agency's business needs are identified at the same time.) These agreements are formalised as Records Retention and Disposal authorities that are approved under the terms of the State Records Act 1998.

It is important that, where the format, content or other characteristics of records to be kept as State archives changes (e.g. as a result of changed business practices or the use of new technology), State Records' advice is sought in relation to their retention. State Records can also advise on how the records should be protected while they remain in your agency's custody.

State Records operates high quality, purpose built facilities for storing and preserving records kept as State archives and, once they are open to public access, for making them available for public use. The records remain available to the responsible agency if needed.

Under the State Records Act, records to be kept as State archives should be transferred to the custody of State Records , as the State's archival authority, once they are no longer in use for the official purposes of the responsible agency. Agencies should not retain such records on their premises unnecessarily, particularly where they are unable to provide a suitable storage environment for valuable archives. State Records can provide further information and advice.

Your assistance in relation to the matters will help ensure that the State's archival heritage is available to future generations.

C Gellatly
Director-General

Act

State Records Act 1998

Overview

Compliance

Not Mandatory

AR Details

Date Issued
Feb 6, 2003
Review Date
Dec 31, 2014
Replaces
Replaced By

Contacts

Contact
Contact us
Phone
02 9228 5555
Publishing Entity
Department of Premier and Cabinet
Issuing Entity
Department of Premier and Cabinet