How to get ahead with recordkeeping
We would like to acknowledge the contribution of WorkCover NSW in-house training material and the National Archives of Australia's Keep the Knowledge - MAKE A RECORD! program.
The slides provide an overview of:
- the NSW government recordkeeping framework
- the recordkeeping responsibilities of NSW public sector employees.
If your organisation does not have PowerPoint, contact State Records and we will provide printouts for copying onto overhead projector transparencies.
Who is it for?
The training material will be useful for staff within the NSW public sector wishing to offer in-house training in recordkeeping within a public office. This includes government agencies, local councils, universities and the public health sector.
It may also be of interest to individuals wishing to acquire an overview of the whole of Government framework for records management in NSW.
What can you do with it?
Use these slides as a training aid to help raise understanding of recordkeeping in your own public office. The slides can be downloaded free of charge and adapted as necessary.
Important: Do not attempt to present all the material in one session. Your training will only be successful if you pick out the parts that are relevant to your purpose and add your own material. See the section on Customising the slideshow for more help.
Instructions for use
Each slide has, in the Notes field, information for presenters. You can view these notes within PowerPoint in the Normal view or print them out from PowerPoint in the Notes Page view.
The second slide in the PowerPoint slideshow provides an Overview of the material – the slides are grouped into 4 distinct sections:
- Introduction
- Understanding recordkeeping in NSW: Information about the context for recordkeeping in NSW
- Recordkeeping and you: Information about individual recordkeeping responsibilities
- 'Where to get help' slide
In the presenters notes accompanying Slide 2, the numbers of the slides covering each section are given in [square brackets] after the heading. You can use these to navigate quickly to the sections that are most relevant to your purpose. For example, the slides relating to
- 'Understanding recordkeeping in NSW' may be more useful for records management staff or for senior managers.
- 'Recordkeeping and you' may be more useful if you are training staff to understand and use recordkeeping systems.
Customising the slideshow
Customise the slides to suit your public office, your audience and your objectives. You are very unlikely to need all of the slides in any one training session. Add, delete, rearrange and amend slides as necessary. Provide organisation specific examples to enhance the material and to make it relevant to those attending the training – this is essential.
As we all know, one size does not fit all. Add tips and exercises, etc. that are relevant to your audience and purpose.
You can also change the background to the slides, putting them onto your own corporate template or the background of your choice. We do request that, whatever changes you choose to make, you clearly acknowledge the original contributors.
Guidance on adapting recordkeeping training material, is available in the National Archives of Australia's own training package for Commonwealth agencies Keep the Knowledge - MAKE A RECORD!
Tip: Don't forget to keep a record of the customised training you present and who you have presented it to. This will help you plan and develop future training.
Audiences for the training
The slideshow may be useful in developing training for a variety of audiences, for example:
- a refresher course for long-serving staff
- induction training for new staff
- an introduction for contractors working with you temporarily
- awareness training for senior management
- a session on new recordkeeping policies, procedures or tools and how they fit into the bigger records management picture
- a quick update or reminder session to staff on how to use existing systems.
Downloading the slideshow
Right click on the link and select 'Save Target As' to download the slideshow to your computer. This will enable you to view the slides and the presenters notes and to make changes.
Tip: To print the slideshow once you have saved it to your computer, open the slideshow, click File and then select Print. In the dialogue box that appears, find the Print What box at the bottom left of the screen. Choose
- 'Slides' if you want to print out just the slides at full size (this is the default option)
- 'Notes page' to print out the slides with the associated notes
- 'Handouts' if you want to print out multiple slides per page (you can also select the number of slides per page in the Handouts box).
© State of New South Wales through the State Records Authority, 2010.
This work may be freely reproduced and distributed for most purposes, however some restrictions apply.
