This policy is current as at 14/12/2017 03:47am, AEDT. Please refer to policy library website (https://education.nsw.gov.au/policy-library) for an updated version.
A planned, coordinated set of corporate policies, procedures and systems to manage the records of the Department in compliance with State records legislation and in accordance with the Department’s own business needs.
The records management program is to consist of a planned, coordinated set of corporate policies, procedures and systems to manage the records of the department in compliance with State Records legislation and in accordance with the department’s own business needs.
Custody of departmental records may pass to a contracted service provider through outsourcing or any other arrangement, or records may be created by a contracted service provider which are or will be needed:
Contractual requirements must be in place to ensure that the records remain the property of the department. The records must be subject to departmental record keeping requirements incorporating privacy, security and access, and be disposed of in accordance with departmental policy and with the department’s consent, or be returned to the department upon expiry of the contract or on demand by the department.
This policy applies to all the staff, contractors and consultants of the department.
This policy applies to all departmental business, and concerns all records which are created, received, captured, used, stored and/or disposed of in the conduct of official business whatever their format and medium.
Electronic records are thus part of the scope of this policy. The department is progressively implementing a full Electronic Document and Records Management System (EDRMS) in compliance with State Records’ Standard on Digital Recordkeeping. Business areas which have not yet fully implemented EDRMS should where appropriate, print hard copies of electronic records and place them on an official file until EDRMS implementation can be completed.
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 will implement a corporate records management program to comply with standards issued by State Records.
The requirements of the State Records Act also apply to departmental records transferred to a contracted service provider.
Roles and responsibilities for records management, minimum requirements, corporate standards and best practice guidelines as detailed in the Records Management Manual, shall apply to all departmental officers.
Senior managers across the department are responsible for monitoring and reporting on records management activity and compliance with policy and procedural requirements on an annual basis
Leader, Records Management, (02) 8633 1045.
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