State Records Home
Personal tools
You are here :: Home Publications For The Record eNewsletter For the Record February 2012

For the Record February 2012

 

For The Record

Managing records in the New South Wales public sector

 

 

ISSN 1321-6260
February 2012 • Number 91

 

Exposure draft of digitisation guidelines | Mobile devices and recordkeeping Digital recordkeeping in the real world | Closure of the Sydney Records CentreNews on the Digital Archives ICT Platform | Exposure draft of revised General retention and disposal authority: personnel recordsStandard on the physical storage of State records | Future Proof Blog | Future Proof Review Revising Keywords for CouncilsRecords management training

 

Exposure draft of digitisation guidelines

State Records has released new draft guidance to help you in implementing digitisation programs or projects. Managing digitisation programs and projects consists of two guidelines addressing:

  1. business process digitisation programs, i.e. ongoing routine digitisation of records for daily business use, and
    1. back-capture digitisation projects, i.e. retrospective or project-based digitisation of existing paper records.

    Each guideline is divided into a number of sections on particular topics, e.g. planning, staffing, technical specifications etc. Therefore, you can choose to either read the relevant guideline as a whole, or simply find the topic you need. The Planning for digitisation section in each guideline provides a summary of all the issues you will need to consider.

    In addition to the two guidelines there is an Introduction, Glossary, Bibliography, Frequently asked questions (FAQ) and a link to a series of digitisation case studies. The two case studies that are already available describe:

    1. a pilot business process digitisation project of human resource management records undertaken by the Department of Education and Communities, and
    2. the outsourcing of back-capture digitisation projects for client files organised by Housing NSW.

    A further two case studies are being prepared and will be added to the guidance shortly.

    The exposure draft will be available for comment until 27 April 2012. Any feedback can be directed to govrec@records.nsw.gov.au.

    Mobile devices and recordkeeping

    Using mobile devices such as smart phones and tablets can bring significant business benefits, but mobile devices can also pose significant recordkeeping challenges. The increasing business support for Bring/Buy Your Own Device (BYOD) schemes, combined with the increase in non-sanctioned use of personal devices for corporate purposes is further complicating the landscape.

    Increasingly mobile devices are becoming data creation tools, not simply data access tools. A recent Osterman Research survey conducted found that '4.6% of corporate data is stored just on users’ smartphones. While 4.6% may not sound like an enormous proportion of data, an organization with a total of just five terabytes of data under management will have 236 gigabytes of data on smartphones.’ [Key Issues to Consider in Mobile Device Management: An Osterman Research White Paper, published May 2011]  This poses ever increasing risks to government.

    In all organisations adopting mobile technologies, IT, IM and records staff need to work together to develop secure, managed frameworks for the corporate use of mobile devices that enable productivity gains without sacrificing security and corporate information.

    State Records is currently drafting some advice about recordkeeping and mobile devices. If you have any comments, concerns, advice or scenarios you would like to share, please email your feedback to govrec@records.nsw.gov.au.

    Digital recordkeeping in the real world

    The Digital Recordkeeping team have recently enjoyed meeting with various NSW government agencies to talk about how they are ‘doing’ digital recordkeeping in the real world. Discussions have covered a range of topics, from disposing of digital records, to managing records in business systems, to the impacts for digital records of administrative change. These meetings are invaluable for us as a way to hear firsthand what works (and what doesn’t), and where better advice and guidance or additional tools are needed. We have been inspired by the innovative and clever digital recordkeeping work and projects being undertaken in agencies. We hope that these meetings are also useful for agencies as a means of working through issues or exploring options. Everyone wins!

    If your agency has been working on a digital recordkeeping project and you would like to share your experiences, what you’ve learned and what worked for you, please contact us. We would be happy to arrange an informal meeting to talk about your project, including any issues arising from it or your progress so far.

    At the moment, we are particularly focussed on developing advice and guidance on the implications for recordkeeping of using mobile devices and SharePoint, and on how to identify recordkeeping requirements and build these into business systems. We would therefore really like to hear from you if your agency has been working on a project in relation to one of these areas.

    However, we are generally interested in all things digital recordkeeping related, so feel free to contact us about any digital recordkeeping project at all! Please email govrec@records.nsw.gov.au to either let us know about your project or arrange a meeting with the Digital Recordkeeping team. We look forward to hearing from you!

    Closure of the Sydney Records Centre

    State Records will be moving from its city location. Effective from 30 June 2012 State Records will close its city reading room at 2 Globe Street and the Public Access in the City program will be transferred to the Western Sydney Records Centre.

    The Government Recordkeeping program which is based in The Rocks building will be relocating to another city location before the closure of the Sydney Records Centre. This will mean that our city training courses will need to be relocated to another city-based training venue. City courses running in March - May will not be affected and will still be run at our Rocks location. Of course, training offered at the Western Sydney Records Centre and any regional locations is unaffected.

    Arrangements for the move are still "a work in progress" so as soon as we have details of our new city location and new training locations we will let you know via updates on our web site and on the training page.

    News on the Digital Archives ICT Platform

    A Request for Proposal (RFP) was released on 17 November 2011 to procure goods and specialist services for the design, procurement and implementation of an integrated ICT platform for the Digital Archives project. The submission of proposals closed on 12 January 2012. After an evaluation process to determine the appropriateness of the submitted proposals against identified requirements, the proposal submitted by Logicalis Australia Pty Ltd was selected for the project.

    An update on the decision on the Digital Archives ICT platform has been posted on the Future Proof blog and Twitter. Look out for more updates about the State Records NSW Digital Archives project throughout 2012.

    Exposure draft of revised General retention and disposal authority: personnel records

    An exposure draft of the revised General retention and disposal authority: personnel records is now available for comment. The revised authority incorporates feedback that has been received by State Records since its release in 2002.

    Comments are sought on proposed changes to the structure of the authority and minimum retention periods, and are due back by Friday 30 March. Any enquiries can be sent to angela.mcging@records.nsw.gov.au

    Standard on the physical storage of State records

    The recently revised storage standard and revised guidance will be issued in March 2012.  Each public office will receive formal notification from State Records that the old standard (the 2000 edition) has been withdrawn and that the new standard (issued 2012) is now in use.

    Future Proof Blog

    The Future Proof blog is the Digital Recordkeeping team's key means of communication, and where we post our latest ideas about digital recordkeeping issues and advice. It can be accessed via http://futureproof.records.nsw.gov.au/

    Since mid December we have published 10 new posts on the blog:

    • The problems of identifying which digital records to keep and which to throw away: Survey shows digital disposal is hard
    • Initial advice on implementing recordkeeping requirements in SharePoint 2010
    • Draft NSW ICT Strategic Framework
    • Social media in government and recordkeeping
    • Tinker, Tailor, Soldier, Metadata
    • System migrations to archives (a research paper from the digital archives team)
    • SharePoint - possibilities and pitfalls
    • Exposure draft of digitisation guidance now available
    • Defining risk in recordkeeping: advice for implementing the Standard on digital recordkeeping
    • Tender awarded for design and development of the digital archives ICT platform

    The research paper by our Digital Archives team has been very popular, with over 800 views in the last few weeks. The posts on the newly released digitisation guidelines and the survey on digital disposal have also generated a lot of interest.

    To keep up to date with all 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 recently added 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.

    Future Proof review

    We are currently reviewing the Future Proof blog to look at its structure and functionality and its integration with the advice and guidance provided on our main State Records website. If you have any feedback on the blog that would help improve it, please email your views to govrec@records.nsw.gov.au

    Revising Keywords for Councils

    Keyword for Councils was developed and issued in 2001 and we have commenced the process of revising it.

    The intention of our revision is to update the product with new terminology and relationships, revise the model used for the classification scheme in accordance with the best practice established in the Standards Australia Handbook 'Records classification', HB 5031 - 2011, and rectify any issues identified by users of Keyword for Councils.

    We are interested in any feedback you would like to provide on your experiences in implementing Keyword for Councils.  Feedback needs to be received by 15 March to Catherine Robinson on (02) 8247 8631 or catherine.robinson@records.nsw.gov.au.

    Records management training

    State Records NSW and our training partners are pleased to announce that the following records management short courses are being offered in Sydney, Newcastle, Wollongong, and Yass from February to May this year:

    De Dramatising Disasters

    20-21 March: State Library of NSW

    This course introduces methods to prevent disasters and respond quickly and efficiently to disasters that occur. The course will help NSW public offices understand the compliance requirements of the Standard on Counter Disaster Strategies for Records and Recordkeeping Systems. A full course outline and information on registration is available on our website.

    Cost: $700 (incl. GST).
    Enquiries: State Records ph (02) 8247 8627 or govrec@records.nsw.gov.au

    Implementing a retention and disposal authority

    8 March: Sydney Records Centre (The Rocks)

    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

    12 March: Western Sydney Records Centre (Kingswood)
    22 March: Sydney Records Centre (The Rocks)
    4 April: Yass

    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 digital records: an introduction

    5 March: Sydney Records Centre (The Rocks)
    8 May: Goulburn

    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

    Records management fundamentals

    21-22 February: Sydney Records Centre (The Rocks)
    13-14 March: Western Sydney Records Centre (Kingswood)
    2-3 April: Yass
    16-17 May: Sydney Records Centre (The Rocks)

    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

    15 March: Wollongong
    24 May: Sydney Records Centre (The Rocks)

    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

    Transferring State records

    23 February: Western Sydney Records Centre (Kingswood)

    This course provides participants with an understanding of the practices and processes involved in the transfer of State records required as State archives under Part 4 of the State Records Act 1998. This is a practical course which explains the documentation, packaging and boxing skills required when preparing records for transfer. A full course outline and information on registration is available on our website.

    Cost: $245 (incl. GST)
    Enquiries: State Records ph (02) 8247 8627 or govrec@records.com.au.

    Using a keyword thesaurus

    28 February: Sydney Records Centre
    24 April: Newcastle

    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

     

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

    First published February 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