State Records NSW

Create and Capture - Guidelines on better recordkeeping
Section 1 - Introduction

	1.6 What records should be created and captured?

Records are created in the course of our daily work as we go about our business. In most cases, people create records without thinking because they are integral to the business process. Sometimes, however, it is not clear from the business process whether a record needs to be created. For example, in which business processes do telephone conversations have to be documented? Ultimately the need to create records depends on the type of business being transacted and the requirements for evidence of that business.

Each organisation needs to determine for itself which records it must create and capture into its official records systems. Organisations can do this by examining their business, legal and accountability requirements for evidence which can be fulfilled by the creation of records. Organisations can also employ risk management strategies to determine what records should be created. For example, in areas of legal risk, organisations may need to ensure that records are more complete or more accurate, in order to protect the organisation if a legal challenge occurs.

Nevertheless, there are some general principles that can be applied to all organisations. The intent of this guideline is not to identify all possible points at which staff of your organisation should create records, but is to explore common business activities where many organisations may be at risk due to lack of record creation. State Records’ annual Records Management Survey has consistently revealed that the business activities identified in the following section are infrequently or irregularly documented in the majority of public offices. As a result, particular care has to be taken within your organisation to ensure appropriate record creation occurs in relation to these activities.

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