Director of Territory Records

The Director of Territory Records, with support from the Territory Records Office provides leadership to the ACT Public Service on policy and practice for records management. The Director has particular responsibilities to develop recordkeeping standards for ACT Government agencies, oversee the disposal of Government records and assist members of the public to have access to ACT Government archives.

The Territory Records Act 2002 enables the Director of Territory Records to encourage consistency in records management between agencies, examine the operation and compliance of agencies’ records management programs and to give assistance and advice on records management.

The main purposes of the Act are to:

  • encourage open and accountable government by ensuring that Territory records are made, managed and, if appropriate, preserved in accessible form;
  • support the management and operation of Territory agencies;
  • preserve Territory records for the benefit of present and future generations; and
  • ensure that public access to records is consistent with the principles of the Freedom of Information Act 1989.

Territory Records Advisory Council

The Act establishes the Territory Records Advisory Council, which provides advice to the Director on records management issues, particularly in relation to access to and disposal of records, and on the protection of records about Aboriginal and Torres Strait Islander heritage. The Territory Records Advisory Council met four times during 2015–16. Membership of the Council during the year was:

  • Ms Anne Buttsworth (Chair);
  • Mr Michael Piggott (Deputy Chair);
  • Professor Chris Aulich;
  • Ms Alyssa Blackburn (to September 2015);
  • Ms Roslyn Brown;
  • Mr David Brumby (from September 2015);
  • Mr Michael Chisnall (to September 2015);
  • Ms Amanda Harris;
  • Mr Geoffrey Rutledge (from September 2015);
  • Mr Nick Swain; and
  • Ms Danielle Wickman.

The Council’s meeting agenda includes regular reports on public access, relations with Government agencies and the consideration of records disposal schedules. The Director also keeps the Council informed and seeks its advice on significant initiatives of the Office. During 2015-16 the Council considered and advised on matters such as the review of the Territory Records Office’s Standard and Guidelines, the development of the Chief Minister’s Governance Lecture, promotion of ACT Government archival records to teachers, and progress on digital recordkeeping in the ACT Public Service (ACTPS).

The Council has a particular role in advising the Director on the disposal of ACT Government records. The retention and disposal of records is authorised through Records Disposal Schedules, issued under section 19 of the Territory Records Act. All draft schedules are referred to the Council for advice before they are approved by the Director. During 2015–16 the Council considered six new or revised Records Disposal Schedules.

The Council is strongly supportive of the Territory Records Office’s work to improve the take-up of digital recordkeeping in the ACTPS. Council has received regular reports on the progress of the current digital recordkeeping project. Council also takes seriously its role in advising on issues relating to publicly accessible records. Members have been highly supportive of the establishment of the Chief Minister’s Governance Lecture as a new avenue for bringing ACT Government archives to the attention of the broader community. The Council meeting agenda also includes a standing item on decisions to restrict archives from public access under section 28 of the Act.

While the Territory Records Office’s work will help to reduce the rate of growth of the ACT Government’s paper records holdings, there remains a large body of ACT archives in hard copy that must be protected. Council members retain their long-standing interest in securing centralised storage and management of the ACT archival collection, and continue to urge the Territory Records Office to seek a long-term solution to the issue a dedicated archives repository. Such a facility would enhance the security, preservation and public accessibility of the ACT’s most significant Government archives.

Organisational Arrangements and Reporting

The Territory Records Act establishes the statutory position of the Director of Territory Records. The Territory Records Office is an administrative unit within the Policy and Cabinet Division of the Chief Minister, Treasury and Economic Development Directorate. The Office is made up of 6.4 full time equivalent staff, including the Director.

The Office undertakes its administrative and compliance responsibilities with the support of the Directorate. The Director’s reporting against these activities is included in the Directorate’s report, including for whole of government reporting.

The Director does not have any information to report by exception with regard to dangerous substances or medicines, poisons and therapeutic goods under Part 3 of the Annual Report Directions for the 2015–16 reporting period. The Territory Records Act does not impose any agency-specific reporting requirements on the Director of Territory Records.

Overview and Highlights for 2015–2016

During 2015–16 the Territory Records Office has begun to realise the benefits of its foundational work of previous years. This has involved implementation of the results of our 2014–15 digital recordkeeping feasibility study, and finalisation of our revised standard and guidelines. We have also established a new, key event to highlight the annual release of ACT Government archives, and made ongoing improvements in the public accessibility of ACT archives.

Digital Recordkeeping

The Territory Records Office’s key priority for 2015–16 has been to deliver a framework that can accelerate the ACTPS’ transition to digital recordkeeping. In August 2015 the Strategic Board approved a project, led by the Office, to establish whole of government arrangements for the use of electronic document management systems (EDRMS). The project, which will be completed in October 2016, will:

  • develop and implement a standard configuration for EDRM systems in use in the ACTPS;
  • set up a number of demonstrator sites across government that can verify the standard configuration and establish the efficiencies and other benefits that can be gained from a transition to digital recordkeeping; and
  • recommend a governance structure for managing the new system on a business as usual basis.

The project commences implementation of the model developed during the digital recordkeeping feasibility study completed by the Office in 2014-15. By the end of 2015-16 the standard configuration had been developed and six demonstrator sites established. Feedback from users of the system has been overwhelmingly positive, and the project team is in the process of documenting the quantitative and qualitative gains delivered to demonstrator site users.

In support of the project and its greater focus on whole of government approaches to records management, the ACTPS Strategic Board approved two policies that guide agencies in their decisions on digital recordkeeping. The first, the Digital Recordkeeping Policy for the ACTPS, was approved in August 2015, and articulates four principles:

  • the ACTPS adopts a ‘digital first’ approach to recordkeeping;
  • recordkeeping in the ACTPS is compliant with relevant standards, regardless of format;
  • the ACTPS seeks to implement whole of government approaches to recordkeeping;
  • digital recordkeeping is considered in all ICT systems.

In May, the ACTPS Strategic Board approved an additional policy in support of the whole of government model. This policy guides the selection by agencies of EDRMS capabilities and mandates a central point for decision-making about new EDRMS projects.

Review of Standard and Guidelines

During 2015–16 the Office finalised a review of its suite of standards and guidelines for the ACTPS. Compliance with Territory Records Office standards is mandatory for ACT Government agencies that are subject to the Act. While the existing records management guidance for government agencies has been revised and augmented at various times, this is the first comprehensive revision of the complete guidance since the Territory Records Act was passed and the standards established in 2002.

The Office’s existing nine standards and their associated guidelines have now been replaced with a single, succinct standard and seven supporting guidelines. The new Standard for Records, Information and Data articulates seven principles for managing ACT Government information assets: strategy; capability; assess; describe; protect, retain and access.

The new Standard and guidelines do not introduce substantial new compliance requirements for ACT Government agencies. They do, however, simplify and modernise the language of the Territory Records Office’s guidance and make clear its application in the digital environment. The Office consulted widely across government and with its peer organisations in other jurisdictions in developing the new documents, and received strong support for its new approach.

Chief Minister’s Governance Lecture

On 7 December 2015 Dr Allan Hawke AC delivered the inaugural Chief Minister’s Governance Lecture. The Territory Records Office established the Lecture to highlight the rich resources that can be found in ACT Government archives, and their links with the debates in our city today. This annual event provides the opportunity for a researcher of some standing to explore a topic relevant to the history of the administration of the ACT through the use of newly released archival records. The aim of the lecture is to encourage substantial use of the Territory's archives and to share the results of that research with the broader community through a public event.

Public Access to Territory Archives

ArchivesACT is the Territory Records Office’s public reference service, providing direct access to ACT Government archives for members of the public and promoting archival materials to the community more broadly. Since developing its Marketing and Promotions Strategy in 2013, ArchivesACT continues in particular to focus on maximising self-service opportunities for researchers and providing additional assistance to targeted researchers and groups.

During the year ArchivesACT finalised policies and procedures to support a volunteers program, and staff welcomed our first volunteer, Ms Helen Mitchard, in May. The volunteers program aims to engage interested members of the community in making ACT Government records more easily accessible by the public. The program supplements the work of ArchivesACT staff by conducting projects that are beyond the scope of the team’s day to day work. ArchivesACT’s first volunteer project will create a searchable index of the subjects covered by ACT Government media releases issued between 1976 and 1991. This work will allow members of the public to independently identify topics of interest in these files, which provide an overview of some of the most important work of the ACT Government during that period.

As well as providing opportunities for individuals to search the archives directly, ArchivesACT seeks to provide support for researchers whose work will reach a broader audience. In 2015–16 staff worked with Education Services Australia to highlight ACT Government archives on Scootle. Scootle is an online resource for teachers that provides access to digital resources that have been aligned to aspects of the Australian schools curriculum. The first ArchivesACT resource mapped to the curriculum through Scootle is the Repat and Rabbits website, which was developed in 2014–15 to mark the centenary of World War 1. Repat and Rabbits uses ACT Government land and other records to tell the story of the post-war soldier settlement scheme in the ACT. Through Scootle, the site has been linked to the history program for year 9 and 10 students, and particularly the learning strand of ‘historical knowledge and understanding’. ArchivesACT staff now routinely assess new online resources, particularly our regular Find of the Month feature, against the Australian curriculum and submit them inclusion in Scootle.

Find of the Month remains one of our most popular initiatives. Each month, ArchivesACT staff identify and share with the community some of the interesting and quirky items to be found in the archives. During 2015–16 the Find of the Month has highlighted the former bombing range at Tuggeranong and remembered the Sculpture 75 exhibition in Commonwealth Park. By far our most popular Find for the year has been the discovery of the original design for Canberra’s iconic and much-loved concrete bus shelters. Find of the Month continues to be a valuable avenue for making some of the ACT’s archival treasures visible to the community.

Outlook

In 2016–17 the Territory Records Office will finalise its digital recordkeeping project and transition the whole of government EDRMS to business as usual operation. This will represent an important point in the progress of ACTPS records management processes toward support for digital government.

The coming year will also see the implementation of new the Standard and Guidelines for Records, Information and Data. To support agencies in their use of the Standard, the Territory Records Office is developing a self-assessment checklist, which will be available for use in 2016–17. The Checklist will help agencies to understand their areas of strength and weakness in their records management arrangements, and will provide examples of better practice opportunities for agencies wishing to improve their performance.

A key focus for ArchivesACT in 2016–17 will be to pursue further opportunities to make ACT Government archives searchable and accessible by the public. This will include working jointly with the ACT Heritage Library to develop a publicly searchable archives database. Scootle, Find of the Month and the Chief Minister’s Governance Lecture will remain important elements of our ongoing work to make ACT Government archives available to the broader community.

Whole of Government Reporting on Territory Records

For the first time in 2014–15, the Government’s Annual Report Directions required information about agency records management arrangements to be consolidated in the Director of Territory Records’ Annual Report. The reporting requirements and agencies’ responses are set out below.

Agencies must provide a statement that indicates whether:

  • a current Records Management Program has been approved by the agency’s Principal Officer and submitted to the Director of Territory Records;
  • records Management Procedures have been created and implemented throughout the agency; and
  • appropriate training and resources are made available to all staff in the agency.

The statement must:

  • provide details of how the public can inspect the Records Management Program as required by section 21(1) of the Act;
  • outline the arrangements for preserving records containing information that may allow people to establish links with their Aboriginal or Torres Strait Islander heritage; and
  • list the approved Records Disposal Schedules by name and Notifiable Instrument Number.

Records Management Programs

Entity RMP approved on this date RMP under review, completion scheduled on this date The RMP being developed, completion scheduled on this date The RMP of this Directorate has been adopted
ACT Health   July 2016   
Capital Metro January 2015    
Chief Minister, Treasury and Economic Development   July 2016   
Land Development Agency     CMTEDD
ACT Compulsory Third Party Regulator     CMTEDD
ACT Insurance Authority September 2010    
Cultural Facilities Corporation September 2015    
Independent Competition and Regulatory Commission   June 2017   
Long Service Leave Authority June 2016    
Community Services July 2012    
Education and Training May 2015    
ACT Teacher Quality Institute    July 2016  
Environment and Planning   December 2016   
Commissioner for Sustainability and the Environment     EPD
Justice and Community Safety May 2015    
Territory and Municipal Services October 2015    
ACT Electoral Commissioner December 2015    

Records Management Practices

ACT Health Directorate

The public can inspect the Records Management Program upon request in writing to the agency Principal Officer. Records less than 20 years old are available only under the provisions of the Freedom of Information Act 1989; to gain access applications must be made and lodged through the ACT Health Freedom of Information Officer.

Records management procedures have been created and are available to all staff in ACT Health via the Records Management intranet site. The intranet site is updated regularly and includes links to the Territory Records Office, Standards and Guidelines.

The Administrative Recordkeeping Manual provides a framework for ACT Health to systematically capture, register, classify, use, store, retain and dispose of records.

The entity’s policy and procedures include specific arrangements for preserving records containing information that may allow people to establish links with their Aboriginal or Torres Strait Islander heritage. All records management staff are aware of and understand the sensitivities relating to records about Aboriginal and Torres Strait Islander People, and the need for these records to be preserved for possible future access and reference.

The current Disposal Schedule has identified a small quantity of Aboriginal and Torres Strait Islander people records requiring permanent retention.

Capital Metro Agency

The public can inspect the Records Management Program by contacting the Transport Canberra and City Services Directorates through Access Canberra (13 22 81).

Records management procedures have been created and are available to all staff in the Capital Metro Agency via Objective, the Capital Metro Agency’s Electronic Document and Records Management System, and ProjectWise, the Capital Metro Agency’s Electronic Document Management System.

The entity’s policy and procedures include specific arrangements for preserving records containing information that may allow people to establish links with their Aboriginal or Torres Strait Islander heritage. Business units within the Capital Metro Agency are required to contact the Records Management Officer to discuss any records that may need to be preserved for such purposes.

Chief Minister, Treasury and Economic Development Directorate

The public can request access to the Records Management Program by submitting a request to the Records Manager.

Records management procedures have been created and are available to all staff via the appropriate intranet.

The entities’ policy and procedures include specific arrangements for preserving records containing information that may allow people to establish links with their Aboriginal or Torres Strait Islander heritage.

The Records Manager ensures that all records identified for disposal are actively reviewed prior to destruction to ensure that records that establish links or should otherwise be retained are properly indentified.

ACT Insurance Authority

The public can inspect the Records Management Program by contacting the ACT Insurance Authority Records Management Delegate through the reception contact details found at the Authority’s website apps.treasury.act.gov.au/insurance-and-risk-management.

The Authority performs the function of Fund Manager for the Office Nominal Defendant of the ACT and the Default Insurance Fund and therefore the Authority’s Records Management Program also applies to these entities.

Records management procedures have been created and are available to all staff in the ACT Insurance Authority through WIRE (its Electronic Document Management System).

The entity’s policy and procedures do not include specific arrangements for preserving records containing information that may allow people to establish links with their Aboriginal or Torres Strait Islander heritage. However, staff have been made aware of this requirement and instructed to let the Records Management Delegate know if a record establishes a link.

Cultural Facilities Corporation

The public can inspect the Records Management Program by viewing it on the CFC website located at www.culturalfacilities.act.gov.au or by applying to:

Cultural Facilities Corporation
PO Box 939
CIVIC SQUARE ACT 2608

Records management procedures have been created and are available to all staff in the CFC via the shared staff drive accessible by staff.

The entity’s policy and procedures include specific arrangements for preserving records containing information that may allow people to establish links with their Aboriginal or Torres Strait Islander heritage.

The CFC staff members understand the sensitivities relating to records about Aboriginal and Torres Strait Islander people and the need for these records to be preserved for possible future access and reference. The Canberra Museum and Gallery owns a number of works of art by Indigenous artists. Records of these works of art are kept both on Territory Records files and on a database. These records can be accessed by members of the public by applying to:

The Registrar
Canberra Museum and Gallery
GPO Box 939
CIVIC SQUARE ACT 2608

Independent Competition and Regulatory Commission

The Commission has adopted practices which meet the document retention and disposal requirements and the file registry requirements of the ACT Government. The Commission’s records management practices are embedded in the Commission’s business continuity plans, risk management plans, internet policy and processes and administrative procedures and are available on the Commission’s internet.

Long Service Leave Authority

Records management procedures have been created and are available to all staff in the Long Service Leave Authority via the Authority’s corporate common drive

Community Services Directorate

The public can inspect the Records Management Program by contacting the Principal Officer during ordinary working hours.

Records management procedures have been created and are available to all staff in Community Services Directorate via the CSD Intranet under Records Management – Resources.

The entity’s policy and procedures include specific arrangements for preserving records containing information that may allow people to establish links with their Aboriginal or Torres Strait Islander heritage. Records that could be used to establish links are identified and noted in TRIM and they are preserved in secure but readily accessible facilities.

Education and Training Directorate

The public can inspect the Records Management Program by requesting a copy of the document through the Education Directorate’s Records Management Section email box

(DET-Records_Managament_Unit@act.gov.au), or by visiting the Directorate’s internet site and viewing it on the Publication & Policy page: www.education.act.gov.au/publications_and_policies/publications_a-z

Records management procedures have been created and are available to all staff in the Education Directorate via the Intranet.

The entity’s policy and procedures include specific arrangements for preserving records containing information that may allow people to establish links with their Aboriginal or Torres Strait Islander heritage. Should any records be created, received or discovered which do contain information that may allow people to establish links with their Aboriginal or Torres Strait Islander heritage, the relevant file will be endorsed, ‘File contains records with Aboriginal or Torres Strait Islander heritage information – Do Not Destroy’.

Records that are annotated as including relevant information will have their disposal status amended to reflect the disposal status applying to such records rather than that applying to the relevant function and activity.

ACT Teacher Quality Institute

The public will be able to inspect the Records Management Program by visiting the TQI office at 170 Haydon Drive, Bruce or at www.tqi.act.edu.au/. Records management procedures have been created and are available to all staff in the ACT Teacher Quality Institute via the TQI shared digital work space.

The entity’s policy and procedures include specific arrangements for preserving records containing information that may allow people to establish links with their Aboriginal or Torres Strait Islander heritage.

Environment and Planning Directorate

Records management procedures have been created and are available to all staff in the Environment and Planning Directorate via the Directorate Intranet and via the Directorate’s Electronic Document and Records Management System (EDRMS).

The entity’s policy and procedures include specific arrangements for preserving records containing information that may allow people to establish links with their Aboriginal or Torres Strait Islander heritage.

Justice and Community Safety Directorate

The public can inspect the Records Management Program by contacting the Directorate Records Manager at:

Email: JACSFOI@act.gov.au
Phone: +61 2 6207 2167

Records management procedures have been created and are available to all staff in the Justice and Community Safety Directorate via the intranet.

The Directorate’s records management policy and procedures include specific arrangements for preserving records containing information that may allow people to establish links with their Aboriginal or Torres Strait Islander heritage. Under the procedures, business units are advised to contact the Directorate’s Records Manager to discuss any records that might be used to establish such links to ensure appropriate preservation practices are put in place.

The Directorate has recently developed an audit tool that will allow business units to undertake self assessment of their compliance with the Territory Records Act 2002. This tool will also act as a knowledge management tool for staff to ensure they are aware of their obligations under the Act.

Territory and Municipal Services Directorate

Records management procedures have been created and are available to all staff in TAMS via the intranet.

The TAMS policy and procedures include specific arrangements for preserving records containing information that may allow people to establish links with their Aboriginal or Torres Strait Islander heritage.

ACT Electoral Commissioner

The public can inspect the Records Management Program by viewing it on the Elections ACT website: www.elections.act.gov.au/publications/corporate_publications.

Records management procedures have been created and are available to all staff in the ACT Electoral Commission (also known as Elections ACT) via the shared network drive.

Elections ACT does not create or hold records containing information that may allow people to establish links with their Aboriginal or Torres Strait Islander heritage.

Records Management Training and Resources

ACT Health Directorate

The ACT Health Administrative Recordkeeping Manual and associated Policy are due for review. Once approved, it will be distributed to all ACT Health staff and an electronic copy will be available on the Records Management intranet site. This ensures compliance with legislation across all ACT Health sites.

Records Management for administrative records is included in the Managers Orientation Program, conducted monthly and coordinated by the Staff Development Unit.

Records Management staff provide on the job training to ACT Health staff. An e-learning package has been developed and implemented; this is available to staff, to reinforce the awareness of the requirements for compliance of record keeping and management.

A HP Record Manager (HP RM) User Manual is currently being drafted and once implemented, it will be available to all ACT Health staff through the Records Management intranet site. Training is also available for new and current HP RM users.

Records & Information Management Community of Practice (RIMCoP) monthly meetings are attended by staff from Records Management. This forum is where Standards and Guidelines are discussed and reviewed as well as other whole of Government Records Management issues.

The Records Manager is a corporate nominee of Records and Information Management Professionals Australasia (RIMPA).

Resources dedicated to ACT Health Records Management – 8.54 FTE.

Capital Metro Agency

The Capital Metro Agency’s induction and general training programs include basic records management principles, processes and practices and the need to comply with the Capital Metro Agency’s Policy and Procedures.

Selection criteria for records management related positions are reviewed regularly to ensure they are kept up to date with current concepts and principles.

The Capital Metro Agency employs an officer who, as the system administrator, is responsible for maintaining the Capital Metro Agency’s electronic recordkeeping systems including maintaining the integrity and the authenticity of electronic records and their associated metadata.

Chief Minister, Treasury and Economic Development Directorate

Record Management training for all staff is actively encouraged. Training is provided to new staff via the induction programs while tailored training is provided, by records management officers, to staff and areas that have particular requirements. Staff also have access through the ACTPS training calendar to a number of courses provided by external training organisations.

Supporting documentation has been developed, and training delivered to over 800 CMTEDD and LDA officers, in relation to the importance of information security and the use of the dissemination limiting markers.

Chief Minister, Treasury and Economic Development Directorate, and Land Development Agency has a shared full-time Records Manager within the Directorate. A number of other staff in the directorate are also fully engaged in maintaining and supporting recordkeeping systems and records management processes.

All other staff are responsible for undertaking a range of records management activities and are supported and encouraged to undertake recordkeeping in a way that is consistent and accountable.

ACT Insurance Authority

The ACT Insurance Authority has one Records Management Delegate who is the internal and external liaison point for all records management related enquiries.

Training is provided to all new staff via the ACT Insurance Authority induction process. Training for existing staff is provided if/when the Records Management Program changes.

The activity of arranging for records to be archived is conducted by staff as necessary.

Cultural Facilities Corporation

The CFC staff members have been advised of their responsibilities to make accurate records of their activities; to ensure that such records are incorporated into the CFC’s record-keeping system; and to comply with all Records management procedures. Records management training is available to appropriate CFC staff members.

A staff member represents the CFC in the Records and Information Management Community of Practice (RIMCoP) quarterly meetings facilitated by the Territory Records Office.

Independent Competition and Regulatory Commission

Training opportunities are available through the Commission’s induction program for new employees, as well as through ongoing professional development opportunities.

Whilst all staff are aware of their legislative responsibilities for recordkeeping, the Office Manager is dedicated to the ordering of registry files in order that file naming conforms to the Whole of Government recordkeeping Thesaurus.

The Commission has also developed its own in house Office Manual.

Long Service Leave Authority

The records management procedures outlined in the Records Management Program are implemented within the Authority. There are training and resources available to all staff on records management. The Authority’s records are appropriately backed up daily and stored in a secured location which is part of the Authority’s business contingency plan and risk management practice. The Authority’s staff are well aware of the importance of sound recordkeeping and the Authority endeavours to ensure compliance with the record keeping policy issued by the Territory Records Office.

Community Services Directorate

The directorate continues to provide core capability records management training and information distributed through the directorate’s intranet site, to educate and raise awareness, which a large percentage of staff access. Records management training and resources include policy, procedures, guidelines, an online training module, advice sheets and monthly updates on recordkeeping.

The directorate’s Records Manager regularly attends business area meetings to promote good recordkeeping practices. There are currently five other staff members working in the CSD Records Management Unit with 2 x ASO4s and 2 x ASO1s and four staff located at Housing ACT RMU with 1 x ASO3 and 3 x ASO1s. They are offered the opportunity to attend professional development workshops, meetings and formal training such as certificates through CIT.

Education and Training Directorate

Records management training opportunities are available to all staff via a monthly workshop and refresher training advertised through the professional learning calendar.

The directorate’s current resources are six full time employees that are responsible for registering, archiving and providing access to the directorate’s records.

ACT Teacher Quality Institute

TQI provides staff training as part of the induction process. Refresher training is available. Additional training is scheduled to communicate records management changes.

TQI has three staff with specific records management responsibilities.

  • Senior Manager, Information Services and Projects
  • Business System and Projects Officer, Information Services
  • Finance and Administration Officer, Information Services

Environment and Planning Directorate

EPD are committed to best practice records management, and as such provide induction training related to recordkeeping and use of the Objective EDRMS to all staff commencing with the Directorate. In addition to this induction training the records management team provide refresher training to staff on an as-required basis, and regularly attend team meetings to address questions and provide updates on changes in internal processes.

The EPD information management team includes two staff dedicated to records management tasks. This is reflective of both the size of the directorate, and the directorates focus on enabling all staff to be confident and capable recordkeepers, rather than relying one team of experts. The staff in the Information Management team have a broad range of responsibilities, including records management, privacy, customer complaints, and public access, and have relevant industry qualifications suitable to their principle responsibilities. This includes up to an advanced diploma in recordkeeping, as well as linked topics.

Justice and Community Safety Directorate

Records Management training is available through the JACS Directorate and ACT Government training calendars. Training options continue to be reviewed, with the development of online in-house programs commenced. Directorate staff are also provided with regular training on the various business systems used within the Directorate that support the administration of records.

Governance continues to work with business units to assist them in meeting their recordkeeping requirements.

During 2015-2016 a number of areas in the directorate have been working on developing programs to improve their recordkeeping practices, including the timely archiving and disposal of records.

The directorate has also been working closely with the Territory Records Office on their review of the Territory Disposal Schedules.

Territory and Municipal Services Directorate

Internal training sessions are provided for all TAMS staff with 17 TAMS staff receiving records management training during 2015-16

ACT Electoral Commissioner

The Principal Officer is the ACT Electoral Commissioner and the dedicated records manager is a function of the Officer Manager’s role, however, records management is the responsibility of all staff in Elections ACT. As such, records management training is provided through the induction process as well as one-on-one training. All Elections ACT staff are encouraged to attend the Shared Services Introduction to Records Management Training and to attend regular records management refresher courses.

The ACT Record Services Office has also provided a half day EDRMS training session to all staff as part of the implementation of the EDRMS project.

The Office Manager is undertaking some professional development and has commenced an Advanced Diploma in records management.

Records Disposal Schedules

Records disposal schedules are issued under section 19 of the Territory Records Act to identify the records that must be retained by ACT Government agencies as Territory archives and which others may be destroyed when they no longer have significant value to the agency, the Government or the community.

A core group of records disposal schedules covers functions commonly undertaken by all government agencies. In addition, agencies must have in place records disposal schedules that are relevant to their specific business functions. Agencies cannot destroy a Territory Government record unless a relevant records disposal schedule has been issued and that schedule has been identified in the agency’s records management program.

Record Disposal Schedules for use by Whole of Government

Schedule name Date Effective Instrument No
Community Relations Records 8 March 2011 NI2011-84
Compensation Records 11 April 2012 NI2012-183
Equipment and Stores Records 13 April 2012 NI2012-186
Establishment Records 11 September 2009 NI2009-437
Financial Management Records 2 September 2011 NI2011-482
Fleet Management Records 13 April 2012 NI2012-187
Government Relations Records 8 March 2011 NI2011-88
Industrial Relations Records 8 March 2011 NI2011-90
Information Management Records 8 March 2011 NI2011-92
Legal Services Records 11 September 2009 NI2009-443
Occupational Health and Safety (OH&S) Records 11 September 2009 NI2009-444
Personnel Records 8 March 2011 NI2011-97
Preserving records containing information that may allow people to establish links with their Aboriginal and Torres Strait Islander heritage 25 March 2011 NI2011-162
Property Management Records 30 August 2013 NI2013-371
Protection of records relevant to the Royal Commission into Institutional Responses to Child Sexual Abuse 1 February 2013 NI2013-42
Publication Records 30 August 2013 NI2013-370
Source Records 25 March 2011 NI2011-170
Strategic Management Records 11 September 2009 NI2009-453
Technology and Telecommunications Records 11 September 2009 NI2009-454

Record Disposal Schedules for use by ACT Health

Schedule name Date Effective Instrument No
Health Treatment and Care Records 19 December 2013 NI2013-589
Patient Services Administration Records 24 December 2013 NI2013-590
Population Health Care Management and Control Records 8 May 2009 NI2009-209

Record Disposal Schedules reported by Capital Metro Agency

Schedule name Date Effective Instrument No
Road and Rail Management Records 7 July 2015 NI2015-359

Record Disposal Schedules reported by Chief Minister, Treasury and Economic Development Directorate

Schedule name Date Effective Instrument No
Arts and Cultural Development Records 18 June 2004 NI2004-179
Business Development Records 9 January 2009 NI2009-9
Community Development Records 14 July 2006 NI2006-257
Disability, Housing and Community Services Records 25 February 2005 NI2005-94
Disaster Recovery (Human Services) Records 6 May 2005 NI2005-157
Environmental Management Records 25 March 2011 NI2011-86
Equipment and Stores Records 13 April 2012 NI2012-186
Gambling and Racing Regulation Records 15 December 2004 NI2004-476
Government Coordination Records 11 September 2007 NI2007-280
Government Insurance Services Records 11 December 2009 NI2009-630
Independent Competition and Regulation Records 3 February 2006 NI2006-28
Industry Development Records 26 September 2006 NI2006-347
Industry Long Service Leave Records 14 July 2006 NI2006-256
Information and Communication Records 19 June 2007 NI2007-176
Inquiries and Commission Records 6 March 2005 NI2005-155
Land Development Records 21 April 2006 NI2006-136
Legislative Assembly Secretariat Records 18 June 2004 NI2004-177
Milk Vending Records 9 October 2007 NI2007-311
Parks, Reserves and Public Places Records 8 March 2011 NI2011-94
Procurement Records 9 October 2007 NI2007-312
Public Sector Management Records 3 February 2006 NI2006-29
Roads Management Records 15 December 2004 NI2004-474
Security Coordination Records 11 September 2009 NI2009-452
Sport and Athlete Development Records 14 December 2006 NI2006-448
Tourism Records 14 November 2003 NI2003 -455
Traffic and Transport Records 18 June 2004 NI2004-180
Training  and Tertiary Education Records 6 July 2015 NI2015-365
Venue & Event Management Records 28 October 2005 NI2005-402
WorkCover Records 28 October 2005 NI2005-399
Workplace & Safety Policy Records 8 March 2011 NI2011-96

Record Disposal Schedules reported by Community Services

Schedule name Date Effective Instrument No
Children Care and Protection Programs Records 23 January 2015 NI2015-33
Community Development Records 14 July 2006 NI2006257
Disability Services Records 11 March 2016 NI2016-121
Disaster Recover (Human Services) Records 6 May 2006 NI2006-157
Parenting Services Records 26 September 2006 NI2006-349
Youth Services Records 27 June 2014 NI2014-292

Record Disposal Schedules reported by Education and Training

Schedule name Date Effective Instrument No
Education Strategy Records 30 August 2013 NI2013-375
External Education Relations (Non-Government) Records 30 August 2013 NI2013-374
Health Treatment and Care Records 24 December 2013 NI2013-589
Training and Tertiary Education Records 7 July 2015 NI2015-363
Teacher Quality Records 30 August 2013 NI2013-376
School Management Records 20 August 2013 NI2013-373
Student Management Records 7 July 2015 NI2015-360

Record Disposal Schedules reported by Environment and Planning

Schedule name Date Effective Instrument No
Corporate Governance Records 9 January 2009 NI2009-10
Environmental Management Records 25 March 2011 NI2011-86
Ombudsman Complaint Management Records 8 March 2011 NI2011-93
Land, Planning and Building Records 16 April 2004 NI2004-91
Parks, Reserves and Public Places Records 8 March 2011 NI2011-94
Roads Management Records 15 December 2004 NI2004-474
Traffic and Transport Records 18 June 2004 NI2004-180

Record Disposal Schedules reported by Justice and Community Safety

Schedule name Date Effective Instrument No
ACT Director of Public Prosecutions Records 8 March 2011 NI2011-89
ACT Government Solicitor Records 14 December 2006 NI2006-447
ACT Law Courts and Tribunals Records 15 December 2004 NI2004-478
Advocacy Records 7 July 2015 NI2015-357
Corrective Services Records 26 September 2006 NI2006-345
Emergency Awareness Records 13 April 2012 NI2012-184
Emergency Management Records 13 April 2012 NI2012-185
Fair Trading Records 28 October 2006 NI2005-401
Human Rights and Discrimination Records 7 September 2004 NI2004-335
Inquiries & Commissions Records 6 May 2005 NI2005-155
Justice of the Peace Records 23 September 2008 NI2008-439
Parliamentary Counsel’s Records 14 July 2006 NI2006-255
Procurement Records 9 October 2007 NI2007-312
Public Trustee Services Records 3 February 2006 NI2006-30
Register General’s Office Records 14 June 2006 NI2006-184
School Management Records 30 August 2013 NI2013-373
Security Coordination Records 11 September 2009 NI2009-452
Traffic and Transport Records 7 July 2015 NI2015-362
Victims Support and Redress Records 8 May 2009 NI2009-211
Workcover Records 28 October 2005 NI2005-399
Workplace and Safety Policy Records 8 March 2011 NI2011-96

Record Disposal Schedules reported by Territory and Municipal Services

Schedule name Date Effective Instrument No
ACT Government Veterinarian Records 8 March 2011 NI2011-87
Cemeteries and Crematoria Management Records 15 December 2004 NI2004-477
Development Approval and Asset Acceptance Records 28 October 2005 NI2005-400
Environmental Management Records 25 March 2011 NI2011-86
Parks Reserves and Public Places Records 8 March 2011 NI2011-94
Road and Rail Management Records 3 July 2015 NI2015-359
Stormwater Drainage Records 15 December 2004 NI2004-475
Traffic and Transport Records 18 June 2004 NI2004-180
Waste Management Records 7 September 2004 NI2004-336

Record Disposal Schedules reported by ACT Electoral Commissioner

Schedule name Date Effective Instrument No
Election and Referendum Services to Other Agencies Records 1 July 2014 NI2014-289
Elections and Referendums for the ACT Legislative Assembly Records 1 July 2014 NI2014-288

Other Information and Projects

ACT Health Directorate

ACT Health, as part of the 2014 Strategic Internal Audit Plan, has undertaken an internal audit review of Records Management which was performed by RSM Bird Cameron. Overall, nothing has come to their attention that caused the reviewer to believe that ACT Health has not maintained, in all material respects, effective control procedures in regard to the aspects of records management activities. As a result, there were five recommendations for Records Management to address and to implement.

ACT Health Population Health Division, Health Protection Service staff are taking part in the ‘One ACT Public Service Digital Records Capability’ project and are currently piloting the implementation of the new whole of Government instance of HP RM.

Chief Minister, Treasury and Economic Development Directorate

An audit of physical records storage is being undertaken to help identify the extent of our hard copy records storage, any risks associated with their current location, ownership, and to assist in identifying strategies to manage these risks.

The use of Electronic Records Management Systems has been expanded in the Directorate and Land Development Agency through the participation of a number of business units in the EDRMS pilot. The further expansion of these systems will continued to be encouraged as a means of improving our capacity to better meet the requirements of the Territory Records Act 2002.

Cultural Facilities Corporation

Electronic Document Records Management System (EDRMS)

CFC, in conjunction with Record Services implemented an EDRMS (HP Records Manager) to assist in the creation and management of records. In developing the EDRMS, a CFC project team was nominated to attend various analysis workshops held by Record Services. Through this, Records Services gained an understanding of CFC business and record keeping needs and developed an appropriate system design. Record Services also provided staff with EDRMS training throughout the year. The EDRMS achieves legislative compliance and will benefit the CFC by reducing the duplication of records, having greater accessibility to records and decreased physical storage.

Destruction projects

  • CFC has given authority to Record Services to dispose of a number of CFC records in accordance with approved disposal schedules.
  • CFC has provided Records Services with notification of unregistered records that require disposal in accordance with approved disposal schedules. These records have been registered on the Record Services database and destroyed onsite at CFC.

Community Services Directorate

Record disposal schedules, thesaurus terms and data entry standards for metadata input continue to be reviewed, developed and implemented. Review of current record holdings via a census was carried out throughout the CSD Directorate (excluding Housing ACT) and development of a disposal program is ongoing.

As part of the ongoing disposal program, Housing ACT RMU is working with the CSD Records Manager on storage, disposal policies, file creation and referencing.

Education and Training Directorate

The Directorate is currently piloting EDRMS solutions using HP RM8.

The Directorate transferred the custody of Training and Tertiary Education records to the Chief Minister, Treasury and Economic Development Directorate as part of the machinery of government change.

ACT Teacher Quality Institute

TQI is using an EDRMS framework for records management compliance. This includes the automated, real time transfer of key data from its business system to its record keeping system. A project is in progress to increase the scope of the data being transferred.

Environment and Planning Directorate

During 2015-16 EPD commenced a project of digitising inactive files. Due to the limitations for physical storage within EPD, and with external providers, physical records identified for long term archives could not be removed to offsite storage. To improve access to these files, while reducing the amount of office space wasted on physical storage, EPD commenced a program of digitising these files and then destroyed the original record in compliance with Territory Records Digitisation standards.

This project commenced in May 2016 with approximately 100 files scanned to date. It is anticipated this project will continue in 2016-17 with the aim to remove all inactive files out of office space storage.

Justice and Community Safety Directorate

The Directorate is represented on the One ACTPS EDRMS Pilot Project Board, with a view to moving into an EDRMS environment.

Territory and Municipal Services Directorate

Significant records events of 2015-16:

  • Concrete bus shelter plans sourced.

ACT Electoral Commissioner

Elections ACT, with the assistance of the ACT Record Services Office, has implemented an Electronic Digital Record Management System (EDRMS); specifically HP Records Manager (HPRM). Following the 2016 ACT Legislative Assembly election, more work will be done to further utilise the EDRMS and start to move away from using the shared network drive.

For further information contact:

Danielle Wickman
Director
Territory Records Office
+61 2 6207 0194
Dani.Wickman@act.gov.au

Previous page Next page