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For the Record April 2012

For The Record

Managing records in the New South Wales public sector

 

 

ISSN 1321-6260
April 2012 • Number 92

Do you use social media | Review of the Future Proof blog | Digital Archives project update | Workshops on Managing recordkeeping risks in business systems | Digitisation guidance | Recent blog posts | New podcasts | Revising Keywords for Council | Standard on physical storage of State Records | Moving day approaches Contacting State Records' Conservation section | Records management training | New retention and disposal authorities approved for use

Do you use social media??

Many government organisations are using social media applications like Twitter, Facebook, Yammer, Flickr, wikis and You Tube to raise their profile, communicate directly with the public and collaborate on a range of business issues.

Is your organisation one of them? If so, we would love to hear from you. We have put together a brief survey on social media and recordkeeping. It should only take a couple of minutes to complete and we hope it will give us some good information on what kinds of social media applications are being used, why they are being used and what recordkeeping strategies are necessary or feasible. We also want to know if your organisation does not use social media - all information on how social media is being used or not used across government is of interest to us.

We plan to develop an online training course on social media recordkeeping and so your input will help us to make this relevant to the needs of the NSW public sector. Your feedback will also help us to recommend some specific recordkeeping strategies that will work with both the social media tools that are being used in NSW government and the business needs that are driving these different forms of social media use.

Please respond to the survey by Monday 7 May. If you have any questions, please email us at govrec@records.nsw.gov.au.

Review of the Future Proof blog

Many of you may have seen and used the Future Proof blog http://futureproof.records.nsw.gov.au/. It allows State Records to quickly disseminate current advice on a range of digital recordkeeping issues.

The blog has been operating since 2008 and our use of it has changed a lot in that time. Therefore it's time for the blog to have a slight make over to help improve navigation and to create better connections between the recordkeeping advice available on Future Proof and that available on the State Records' website.

We would love to hear your views on the blog. If you have any suggestions about content and how it could be improved, comments about how the blog works and how you use or don't use it, please send them to govrec@records.nsw.gov.au by Monday 14 May.

Digital Archives project update

Work on installation of the Digital Archives ICT Platform is progressing at the Western Sydney Records Centre in Kingswood. The Digital Archives Systems Administrator has been working with the team from Logicalis to set up the Digital Archives ICT Platform which consists of integrated server, storage and virtualisation technologies. The Digital Archive system capable of ingesting, preserving and storing digital State archives in the Digital Archive repository will sit on top of this ICT platform.

A second Systems Programmer, Ken Zhai, joined the team in March to work on the development of the Digital Archive system, Publications NSW, and in particular some of the web interface aspects of these.

In other news, Cassie Findlay, Project Manager Digital Archives, travelled to Wellington, NZ to speak at the Future Perfect 2012: Digital Preservation by Design conference. Cassie's report on the conference is now available on the Future Proof blog.

Workshops on Managing recordkeeping risks in business systems

In March and April we ran two workshops on Managing recordkeeping risks in business systems. These free and interactive workshops are designed to help agencies work towards compliance with the Standard on digital recordkeeping and address the range of recordkeeping risks that may be threatening their digital business systems.

The workshop contains lots of case studies and examples and participants have been keen to share their ideas and experiences with recordkeeping in business systems. We have put together a blog post on our recent experiences in presenting the workshop. There is also another post from the workshop we ran last year.

We intend to run another four workshops this year. The next will be at our Western Sydney office on 19 June. After that it will run in the Sydney City area on 25 July, 12 September and 18 October. If you are interested in registering please email us at govrec@records.nsw.gov.au and let us know which workshop you wish to attend. More information is available on the State Records' training calendar.

Exposure period for digitisation guidance

In February State Records released an Exposure Draft of guidance on implementing digitisation programs and projects for records. The deadline for comments on Managing digitisation programs and projects was 27 April. However, if you have any last minute comments on the draft guidance we are happy to receive them at govrec@records.nsw.gov.au.

Recent blog posts

Since the last For the Record we have posted the following on the Future Proof blog:

  • Top 7 moments you should think: ‘Is my digital information ok??’
  • More digitisation case studies now available
  • State Records Digital Archives Project – Media release from Logicalis
  • State Records Digital Archives Project featured in IT news
  • Summary of Managing recordkeeping risk in business systems workshops for March and April 2012
  • Future Perfect: Digital preservation by design
  • Invitation to comment on our digitisation guidance

Over 500 people have viewed the post Top 7 moments you should think: ‘Is my digital information ok??’ The posts regarding digitisation also continue to generate a lot of interest. To keep up to date with new posts on Future Proof you can sign up to the blog's RSS feed or to its direct email feed. Just click on the RSS or email icons under the Future Proof banner. Alternatively just visit regularly to see what we are up to!

We have added a new 'print page' functionality to the blog. All comments, views and opinions on the blog are always very welcome. Let us know what you think or what you'd like to see on Future Proof via the Comments field that follows every post.

New podcasts

State Records keeps a collection of podcasts of presentations about recordkeeping on the Future Proof site. This includes podcasts of Records Managers' Forum presentations and other significant presentations about digital recordkeeping. We have recently added three podcasts from the Forum held on 9 March 2012:

  • Internal auditing of records management programs: Dr Stephen James, Associate Director, NSW Internal Audit Bureau, describes the internal auditing of records management programs. Internal audits bring benefits to an organisation as they provide assurances that appropriate systems and processes are in place and performing as required. Stephen draws on his extensive experiencing in auditing against a number of the records management standards issued by State Records.
  • Efficiency and compliance: A journey in records at Blue Mountains City Council: Lydia Kolar, Team Leader Information Management, Blue Mountains City Council, describes how a corporate decision that “all official business records are held electronically” led to some major changes in recordkeeping in the Council. Lydia talks about the challenges that she and her team faced, where she was able to find help and resources, and how she has achieved improvements in recordkeeping in the organisation.
  • Introducing the revised Standard on the physical storage of State records: Catherine Robinson, Senior Project Officer, Government Recordkeeping talks about the background to the revision of the Standard on the physical storage of State records, the scope of the standard and what changes have been made in the revised version. Catherine also outlines the compliance timetable, what organisations need to do to comply and what guidance is available to assist.

Revising Keywords for Councils

Keywords for Councils is currently being revised.  The product is being updated with new terminology and relationships, and we are incorporating feedback received from users. If you have any feedback you would like to provide on your experiences in implementing Keyword for Councils, please forward to catherine.robinson@records.nsw.gov.au.

Standard on the physical storage of State records

The revised Standard on the physical storage of State records has been issued. The old storage standard (the 2000 edition) has been withdrawn.

The Standard applies to active and semi active records in the custody of the public office which have a physical format, records created and maintained by contractors on behalf of public offices in the course of outsourced government business, and the storage of State records by service providers on behalf of public offices. The Standard does not cover the storage of digital records in online systems or network servers. By meeting the requirements of this standard, public offices can meet the requirements of section 11 of the State Records Act and improve the storage of State records in NSW.

To assist in implementing the Standard, State Records has issued Recordkeeping in Brief 60: Introducing the revised Standard on the physical storage of State records. A revised guideline on storage is due out in May. If you have any questions about the new Standard, please contact catherine.robinson@records.nsw.gov.au.

Moving day approaches

The City office of State Records is on the move. We will be relocating office accommodation to the Department of Finance and Services building at Queen's Square (some of you would know it as the Land and Property Information building). The Director, Executive Officer, Government Recordkeeping staff and some other program staff will be based there.

We should be relocated to Queen's Square by mid May. Contact details will be made available on our website. Please note that the City (Rocks) Reading Room will continue to operate until 30 June 2012.

Contacting State Records’ Conservation Section

If you need to contact State Records NSW about a preservation or conservation matter please use the following general telephone number and email address:

This will ensure that your enquiries are dealt with promptly even when individual staff members are on leave.

Records management training

With the upcoming closure of the Sydney Records Centre, we have moved our records management training to two new training venues:

  • Queens Square (the Rolleston Room, Lands and Property Information Building, enter from Macquarie Street, Sydney), and
  • McKell Building (2-12 Rawson Place, Sydney).

There have also been some minor changes to dates on the Training Calendar.

The following short courses are being offered in Sydney, Goulburn, and Port Macquarie from May to July this year:

Records management fundamentals

16-17 May: Sydney (Queens Square)
7-8 June: Sydney (Queens Square)
18-19 July: Sydney (Queens Square)

This two day course covers the fundamental principles and practices of records management. It provides participants with a basic understanding of the activities involved in managing paper and electronic records. A full course outline and information on registration is available.

Cost: $500 (incl. GST).

Enquiries: Recordkeeping Innovation ph (02) 9267 3700 or training@records.com.au

Retention and disposal of public health sector records

24 May: Sydney (Queens Square)
24 July: Port Macquarie

This course is designed for public health organisations and provides participants with information on how to use a retention and disposal authority, with particular emphasis on using General Retention and Disposal Authorities 17 and 21. Participants learn about implementing disposal, including records storage and destruction, and transfer of archives. A full course outline and information on registration is available on our website.

Cost: $300 (incl. GST).
Enquiries: Siller Systems Administration on (02) 9979 9974 or siller@siller.com.au

Implementing a retention and disposal authority

4 June: Sydney (Queens Square)

This course provides participants with information on how to use a retention and disposal authority and prepare records for transfer to State Records. Participants practice culling and listing techniques using a functional retention and disposal authority.  A full course outline and information on registration is available on our website.

Cost: $325 (incl. GST).
Enquiries: Recordkeeping Innovation ph (02) 9267 3700 or training@records.com.au

Implementing a retention and disposal authority for local government records

5 June: Sydney (McKell Building)
20 July: Sydney (Queens Square)

This course provides participants with information on how to use the new General retention and disposal authority: local government records (GA 39), appropriate methods of storage and destruction of records, and how to prepare records for transfer to State Records as State archives. A full course outline and information on registration is available on our website.

Cost: $325 (incl. GST).
Enquiries: Recordkeeping Innovation ph (02) 9267 3700 or training@records.com.au

Managing Recordkeeping Risk in Business Systems

19 June: Western Sydney Records Centre (Kingswood)
25 July: Sydney (Queens Square)

This workshop assists participants to identify and mitigate risks to digital business information residing in business systems. Knowledge gained in the workshop can also assist public offices to work towards compliance with the Standard on digital recordkeeping. A full course outline and information on registration is available on our website.

Cost: Free
Enquiries: govrec@records.nsw.gov.au

Using a keyword thesaurus

16 July: Sydney (Queens Square)

This course provides participants with the knowledge and skills required to use a keyword thesaurus to classify, title and index records.  It includes practical exercises in classifying and titling using Keyword AAA and Keyword for Councils. A full course outline and information on registration is available.

Cost: $315 (incl. GST).
Enquiries: Synercon Management Consulting on (02) 9698 8888 or email synercon@synercon.com.au

Managing digital records: an introduction

14 May: Goulburn
27 July: Sydney (Queens Square)

This course provides participants with an understanding of some of the frameworks and tools required to manage digital records appropriately.  It helps participants to understand and implement the requirements of the Standard on digital recordkeeping.  A full course outline and information on registration is available on our website.

Cost: $330 (incl. GST).
Enquiries: Corporate Information Management Services on 0432 150 446 or email jackie@cims.com.au

New retention and disposal authorities approved for use

State Records recently approved retention and disposal authority for the Childrens' Court Clinic and Transport for NSW. Copies of authorities are available from the Disposing of Records link from the recordkeeping part of our website.

© State of New South Wales through the State Records Authority, 2012.

First published April 2012
This work may be freely reproduced and distributed for most purposes, however some restrictions apply. See our copyright notice or contact us.
ISSN 1321-6260