Premier
Category
Premier's Memorandum
Identifier
M2013-09
Status
Active

M2013-09 Production Costs of Annual Reports

Description:

Annual reports are required to be produced by Chief Executives of departments and the Boards of statutory bodies and those preparing them are subject to clear legal and other duties in relation to their content. They should be prepared with the least possible cost to enable Ministers, Parliament and citizens to make evaluations of the appropriateness, effectiveness and efficiency of government agencies in the administration of legislation and the implementation of government policy.

FunctionFinancial Management and AccountingSubjectReporting

The government is committed to ensuring that all public sector costs are closely monitored and that all opportunities are sought to utilise new technology to drive cost efficiencies.

Annual reports are required to be produced by Chief Executives of departments and the Boards of statutory bodies and those preparing them are subject to clear legal and other duties in relation to their content. They should be prepared with the least possible cost to enable Ministers, Parliament and citizens to make evaluations of the appropriateness, effectiveness and efficiency of government agencies in the administration of legislation and the implementation of government policy.

Annual reports should not be designed for use as marketing or publicity documents. In the preparation of Annual Reports, all production costs must be kept to a minimum by:

  • Limiting content to recording performance and meeting statutory obligations.
  • Hard copies are only to be printed (in black and white) and compiled using existing desktop equipment in house. 1 2 There is now only a requirement for two printed hard copies of annual reports – for submission by the relevant Minister to Parliament.
  • Eliminating unnecessary use of photographs or illustrations which contributes to the cost of annual reports (such as through their procurement).
  • Eliminating all external production costs such as copy writing, design and printing.

Copies required under legislation

To ensure statutory obligations are met under the Annual Report Regulations all annual reports are to be made available on agency websites. There is also a requirement under the regulations for agencies to keep sufficient copies to meet normal public demand. In the unlikely event that a member of the public cannot access an agency’s annual report electronically, the agency can print a copy of its annual report for that member of the public.

There is no longer a requirement for printed copies to be made available under library deposit obligations. This memorandum supersedes Part 2 of M2000-15 Access to published information – laws policy and guidelines. Electronic copies of annual reports are to be sent to:

Agencies have a statutory obligation to provide their annual report to both the Treasurer and their Minister. The Treasurer’s copy must be supplied electronically to annualreport@treasurer.nsw.gov.au. Agencies should consult with their Minister to determine whether a printed or electronic copy is preferred.

This policy applies to all NSW Government departments and statutory bodies. In accordance with Premier's Memorandum M1999-19 Applicability of Memoranda and Circulars to State Owned Corporations, this policy does not apply to State Owned Corporations; however, it is recommended for adoption.

Further information on annual reporting can be found on NSW Treasury’s annual reporting web page.

Ministers are requested to ensure the observation of this policy by all departments and agencies falling within their areas of administration.

1 Departments covered by the Annual Reports (Departments) Regulation 2010 may only externally print hard copies where express permission is granted by the relevant Minister following clear justification on need and demand. All exemptions must be reported to DPC at scdpc@dpc.nsw.gov.au.

2 Statutory bodies covered by the Annual Reports (Statutory Bodies) Regulation 2010 may only externally print hard copies where express permission is granted by the relevant Minister following clear justification on need and demand. All exemptions must be reported to DPC at scdpc@dpc.nsw.gov.au.

Barry O'Farrell MP
Premier