Record keeping plans

In accordance with section 19 of the State Records Act 2000, departments are required to have a Recordkeeping Plan (RKP). The RKP is to provide an accurate reflection of how recorded information is created and managed within the organisation and must be complied with by the organisation and its officers. RKPs are essential business tools that assist government organisations with the identification, management and legal disposal of their key information assets and, therefore, must be kept current.

Under Part 3, Division 4 of the State Records Act 2000, the department must review its RKP every five years or when there is any significant change to the department’s functions.

The department’s approved RKP (RKP 2015034) has been in place since 26 November 2015.

The department’s approved Retention and Disposal (R&D) Schedule (DA 2013-061) has been actively in use since 1 August 2014.

Information management and record keeping governance documentation has been reviewed and developed during the year and continues to be managed through the department’s Quality Management System (QMS).

Record keeping systems review and online transactions

The department continuously monitors the performance of the Electronic Document and Records Management System (EDRMS), including integration with other departmental record keeping systems. During 2016-17, new system features were developed and released to enhance system user’s searching, document classification and retrieval needs.

Training

All new employees at the department complete an online self-paced Record Keeping Awareness Training package covering:

• government accountability and compliance
• benefits of good practice in record keeping
• consequences of inadequate record keeping
• the creation, access, storage and disposal of government records.

New employees also complete a basic introduction to using the EDRMS including the application of foundational Information Management principles that guide system use and data creation.

All staff complete online record keeping refresher training every three years.

Staff also have access to a range of more advanced EDRMS training modules scheduled regularly or arranged for targeted groups. The table below indicates the range of training available and numbers of staff trained during the year.