Records Management Program

Direction and guidance to manage the department's records in compliance with state records legislation and in accordance with the department's own business needs.

Changes since previous version

2022 Nov 09 - updated and clarified policy statement to ensure compliance with current requirements and with our policy template.

Document history

2022 Aug 08 - updated contact details in policy statement.

2017 Mar - policy made publicly available.

Superseded documents

  1. Policy statement
    1. The records management program consists of the coordinated integration of systems, policies and procedures to reinforce the value of information resources, ensuring compliance under the State Records Act and associated legislation.
    2. The department's records:
      • must be created as evidence of individual employee and business unit decisions and activity
      • must relate to the functions and activities of the department
      • must be captured as soon as practical after creation or receipt
      • must be secured and maintained in a records management system in compliance with corporate policies and procedures
      • must possess sufficient identification to facilitate discovery
      • may also include drafts, working papers and so on, as set out in the records management procedures manual
      • on their creation, become the property of the department, not of the individual officer or business unit.
    3. Departmental records held by contracted service provider
      1. Custody of departmental records may pass to a contracted service provider through outsourcing or any other arrangement, or a contracted service provider may create records that are needed to:
        • ensure that the contract is performed to expectations
        • enable operations to continue at the end of the contract
        • establish the rights, entitlements or obligations of the state or an individual
        • enable use in ongoing research.
      2. To ensure the records remain the department's property, contractual requirements must be in place. The records must be subject to departmental record keeping requirements incorporating privacy, security and access. They must be disposed of in accordance with departmental policy and with the department's consent, or be returned to the department when the contract expires or on demand by the department.
  2. Audience and applicability
    1. All department staff, contractors, volunteers and consultants.
    2. Applies to all aspects of departmental business, and concerns all records that are created, received, captured, used, stored and/or disposed of in the conduct of official business whatever their format and medium.
    3. Content Manager (TRIM) is recognised as the department's official records management system. It possesses full electronic document and records management system (EDRMS) functionality in compliance with State Records' Standard on Digital Recordkeeping.
    4. The records management system should be used to create and maintain authentic reliable and usable records for as long as they are required to support the department's business, functions and activities effectively and efficiently. The records management system manage the following processes for records:
      • creation or capture
      • storage
      • protection of integrity and authenticity
      • security
      • access
      • disposal.
  3. Context
    1. The department must comply with all relevant legislation, standards and other mandatory requirements relating to records management. In accordance with obligations under the State Records Act 1998, the department has implemented a corporate records management program to comply with standards issued by State Records.
    2. The requirements of the State Records Act also apply to departmental records transferred to a contracted service provider.
  4. Responsibilities and delegations
    1. The department's nominated Senior Responsible Officer:
      1. as identified to the State Records and Archives Authority (SARA), implements the records management program and ongoing compliance with the State Records Act.
    2. Departmental officers:
      1. comply with the roles and responsibilities for records management, minimum requirements, corporate standards and best practice guidelines as detailed in the records management procedures manual.
    3. The Director, Shared Services, Business Services and Enablement (as the designated Senior Responsible Officer):
      1. assesses the department's records management program annually in line with the State Records and Archives Authority (SARA) methodology and using SARA's records management assessment tool.
  5. Monitoring and review
    1. The Director, Shared Services, Business Services and Enablement monitors the implementation of this policy, regularly reviews its contents to ensure relevance and accuracy, and updates it as needed.
  6. Contact
    Director, Shared Services, Business Services and Enablement
    Enquiries to:
    1300 32 32 32
    Or log an online query

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