Statement of Affairs

A. Structure and functions of State Records

The functions and structure of State Records are outlined on pages 8-15 of the Annual Report 2004-05.

B. How the functions affect the public

State Records' function as the State Government's records management authority impacts on the public indirectly since there is a close connection between the quality of government recordkeeping and accountability of government to the people. Recordkeeping standards, proper storage facilities and the orderly appraisal and disposal of records improve the quality of government recordkeeping by ensuring that records are created by public officials in the first place, are properly managed in public sector bodies and that the core of records which become State archives are systematically identified.

State Records' function as the State's archives authority has a direct impact on the public. As a result of the work undertaken in respect of this function, the public are able to use the State archives for a range of legal, administrative and research purposes. Decisions made by State Records and its Board regarding the retention or disposal of State records under s. 21 of the State Records Act 1998 determine which records will become part of the State archives. The storage and preservation of State archives ensures ongoing physical accessibility of the records while the arrangement and description of the records in their functional and administrative contexts facilitates intellectual access to them. A register of access directions made by public sector bodies assists the public in identifying their rights of access to State archives. Reading room services, a basic telephone and written enquiry service, the provision of copies of selected State archives in regional repositories and public libraries and State Records' website facilitate the identification and use of relevant records by the public.

C. Major kinds of documents held by State Records

1. Files

Up to December 1996 files were categorised as follows:

a) Administrative files

These cover most aspects of the then Archives Authority's operations, including recruitment and staffing, purchase of equipment, financial matters, etc.

b) Policy files

These records contain reports and correspondence on the full range of matters of concern to the Archives Authority, from Records Management and Repository Services to Collection Services and public access activities.

c) Disposal files

Disposal files record administrative details relating to the transfer or destruction of public records.

d) Reference files

These comprise inquiries from individuals and institutions seeking information from archival records held by State Records.

In January 1997, a new unified correspondence system was introduced.

2. Records relating to Board meetings (Minutes and Meeting Papers)

3. Disposal/accession and related records

The State Records Authority of New South Wales: Annual Report 2004—2005 115

These give details of records approved for destruction or transfer as State archives.

4. Public Access — working records

Public Access maintains a range of records, the most significant of which relate to Reading Room Services.

5. Procedure Manuals

These are chiefly designed for State Records staff and other government employees.

6. Publications and on-line resources

State Records produces a variety of publications for the public and for the NSW public sector. These range from guides and finding aids to recordkeeping standards, policies and guidelines. Many publications can be viewed on-line and can be purchased in hardcopy format. Detailed and summary lists of publications are available on request to the Sydney Records Centre or the Western Sydney Records Centre.

A range of brochures outlining services offered by the Government Records Repository is available from the Western Sydney Records Centre. Public Access has also prepared a number of Archives in Brief leaflets to assist researchers.

D. Availability/Access to records/publications

1. General

To gain access to information in the records listed above, enquirers should contact the FOI Officer, Jim Sinclair, telephone: (02) 9673 1788. Where possible, informal access will be arranged, and if copies are required charges will be levied. Where informal access is not possible, formal FOI procedures and fees will apply. Access would normally be given during office hours (9.00 am to 5.00 pm, Monday to Friday).

Many of the items referred listed above are available during Office hours from both the Sydney Records Centre and the Western Sydney Records Centre.

Many items are also available through State Records World Wide Web site located at http://www.records.nsw.gov.au. Leaflets on Repository Services are available only from the Government Records Repository, Western Sydney Records Centre.

2. Documents concerning personal affairs

The Reader's ticket register and Reference files are the only records relating to personal affairs. Individuals may access their own entry or file, and all requests should be made to the FOI Officer, telephone (02) 9673 1788, during office hours.

Many State archives in the custody of State Records contain information on individuals' personal affairs. Most archives more than 30 years old are not restricted, but some government agencies have placed longer restrictions on certain records. Individuals wishing to gain access to restricted records containing information on their personal affairs should contact the agency which created the records and advice will be given on the appropriate way to apply for access (either through an FOI request or by other means).