Recordkeeping Reminders

You and your organisation need proper records. In certain situations, such as writing and sending an email, a record is made automatically and you only need to file the message. In other situations, you will need to create a record. 

This leaflet outlines some common situations where public officials in NSW should make and file records.

Meetings

Make sure that someone has been delegated to make a record of the meeting, whether minutes or a simple summary of decisions. Ensure that decisions are clearly recorded. Record any dissent by participants.

Circulate the minutes or record of the meeting to other participants and sign or otherwise confirm the accuracy of the record.

Conversations

Make a record of significant business you conduct via the telephone or face to face.

Significant business can include:

• providing advice, instructions or recommendations

• giving permissions and consent, and

• making decisions, commitments or agreements.

Transcribe voicemail messages, or capture the message directly into your organisation’s official recordkeeping system.

Decisions and recommendations

Document the reasons for decisions or recommendations that you make.

Correspondence

File or attach email, letters, faxes and internal memos (sent or received) that relate to the work you do onto official files within your organisation’s paper or electronic recordkeeping system.

Drafting documents

File copies of drafts submitted for comment or approval by others, and drafts containing significant annotations, into your organisation’s official recordkeeping system.

For more advice

Contact your records manager or State Records on (02) 8247 8627 or govrec@records.nsw.gov.au 

Revised October 2003