M1998-16 Records Management Standards and Policies

This memorandum was sent to all ministers and Chief Executive Officers and an extract from it is provided below.   New State Records legislation will require public offices to make and keep full and accurate records of their activities and to establish and maintain a records management program in conformity with standards and codes of best practice. This legislation is intended to replace the Archives Act 1960.   In preparation for this legislation, and in response to requests from departments and agencies for guidance in these matters, the Archives Authority of NSW has developed records management standards for the NSW Government.   These standards are defined in two key documents – Full and Accurate Records, and Records Management Programs. The purpose of issuing the standards now is to enable agencies to assess their records management practices and prepare to meet their obligations under the new legislation. The two key standards have been designed for a regime of monitoring and reporting that will be introduced progressively under the new legislation, taking into account agencies' capacity to comply.At the same time, two key policy statements have been developed to implement effective strategies for electronic recordkeeping across Government.   These policy documents are – Electronic Recordkeeping, and Electronic Messages as Records.The purpose of issuing these documents is to establish a clear policy direction in which agencies, supported by practical guidance from the Archives authority, can establish effective practices for recordkeeping in the electronic environment. In conjunction with the standards and codes of best practice developed for the new legislation, they form part of a coherent Government-wide framework for records management. The implementation of the standards and policies will reduce costs in the longer term by reducing the danger of exposure to risks associated with poor recordkeeping.The standards and policies are based on nationally accepted best practice for records management as described in the relevant Australian Standard (AS 4390-1996, Records Management) and have been the subject of wide consultation with agencies. They have been reviewed by the Chief Executive Committee and approved by the Archives Authority. It is therefore appropriate that the standards be implemented in New South Wales.A copy of each of the standards and policies is attached. Additional copies are available from the Archives Authority and, with the exception of the Australian Standard on records management, the Authority's World Wide Web site at www.records.nsw.gov.au and through Service NSW. Guidance and training are also available from the Authority. In issuing these standards and policies, I wish to emphasise the Government's firm view that good government recordkeeping, and its effective management, are essential to sound management of government business, to the delivery of quality services to the people of NSW, and to public accountability. The Government expects the same high standards to apply to agencies' recordkeeping practices as to other aspect of public management. I urge Ministers to ensure that these standards and policies are implemented in their portfolios.   Bob Carr Premier