State Records NSW

The New South Wales Government's Archives and Records Management Authority

Create and Capture - Guidelines on better recordkeeping
Section 3 - Strategies for promoting record creation and capture

3.2 Refer to records creation and capture in records management policies and procedures

In strategy 1 we saw that policies and procedures can be used to communicate to staff the requirements and processes for creating and capturing records within your organisation. The preparation of a records management policy is a formal requirement under State Records’ Standard on Records Management Programs. A records management policy should be supported by more detailed procedures and guidelines that provide instructions and advice on how to comply with the policy. 

What to include in a policy?


Your organisation's records management policy can be used to make broad statements about the types of activity that need to be documented in records as well as the importance of capturing records into official records systems. Such statements could include the following:

  •  full and accurate records must be made of all business activities
  • records must be made to document all verbal business decisions
  • records must be made to summarise important telephone conversations
  • minutes of meetings must be routinely created
  • all appropriate records must be captured into the corporate records system.
Click here to see examples of policy statements

What to include in procedures and guidelines?


Records management procedures and guidelines should be developed to support the records management policy. The procedures and guidelines should clearly indicate how record creation and capture can be achieved in your organisation.

Click here to see examples of procedure statements and guidance

Promoting policies and procedures


Records management policies and procedures must be promoted to staff throughout your organisation. This can be achieved through a variety of mechanisms, such as:

  • your intranet
  • broadcast email messages
  • staff newsletters
  • training sessions
  • management briefings, and
  • induction manuals


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