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 authorities 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 preparation¹ of Annual Reports, all production costs must be kept to a minimum by:

• Limiting content to recording performance and meeting statutory obligations
• Printing, and comb or glue binding, of copies, and the burning of CD roms, to be performed in house using existing desktop equipment²
• Using a standard layout in black and white on standard paper stock.
• Eliminating unnecessary use of photographs or illustrations
• Eliminating all external production costs such as copy writing, design and printing

Priority is to be given to distributing annual reports by electronic means, including availability on agency websites, but there are statutory requirements to provide four printed copies for this purpose. These are to be printed in house and distributed to the relevant Minister (two copies for tabling), Treasurer (one copy) and State Records (one copy). There will no longer be a requirement for agencies to hold additional hard copies of annual reports, nor to supply hard copies for distribution to Members of Parliament.

It is recognised that agencies governed by the Annual Reports (Statutory Bodies) Regulation 2010 may have different distribution and public demand requirements. Consultation will be held with statutory bodies, including SOCs, GTEs and Trusts, in the coming months aimed at implementing cost minimisation strategies for the 2012/13 annual reporting cycle. Notwithstanding, these agencies are requested to review their 2011/12 report printing requirements in the context of this revised policy.

Minor amendments are being made to the Annual Reports (Departments) Regulation 2010 and the Annual Reports (Statutory Bodies) Regulation 2010 to reflect this strengthened policy. Further information can be found on the NSW Treasury website, Annual Report Frequently Asked Questions, Compliance Checklist and Changes to Annual Reporting Requirements.

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

Barry O'Farrell MP
Premier

This Memorandum supersedes M1998-04.