Introduction

Strategy 1: Take a planned approach

Strategy 2: Build partnerships

Strategy 3: Build recordkeeping systems

Strategy 4: Use recordkeeping metadata

Strategy 5: Move records through new formats, media and systems

Strategy 6: Manage the media

Strategy 7: Use technical standards

Strategy 8: Practice data management

Strategy 9: Retain equipment/technology

Strategy 10: Use viewer/player technology

Bibliography

Appendices

Public offices in the NSW public sector need to create and keep records in all formats for a range of information, accountability and management purposes. Some of these formats, however, are more vulnerable than others. System changes or the evolution of organisational technology can mean that certain types of records can become inaccessible through time.

As a result, vital information may be missing, money wasted and efficiencies lost. The public office may become vulnerable through a lack of evidence of its business that is required by auditors, the courts or accountability 'watchdogs' such as the Independent Commission Against Corruption (ICAC). In addition, equipment or technology dependent records may be required in the long term as part of the State's archives. It is therefore vital that records that depend on equipment or technology to be accessed or read are managed so that their ongoing accessibility is ensured.

The State Records Act 1998 (NSW) places a range of obligations on both public offices and the State Records Authority of New South Wales (State Records). These obligations are designed to ensure better management of New South Wales Government records, promote more accountable government through improved recordkeeping and provide better protection for the State's archives.

Section 14 of the Act places an obligation on public offices to '..maintain accessibility to equipment / technology dependent records'. The note under section 14 describes very briefly some ways in which a public office might ensure this obligation is met. It also states 'The Authority can provide guidance on how to comply with this section.' These guidelines form a key part of this guidance, and can also be used to contribute towards public offices' broader strategies for improved recordkeeping.

For the purposes of these guidelines, the following definitions apply. For definitions of general recordkeeping terms, see State Records' Glossary of Recordkeeping Terms.

Conversion: the process of changing records from one medium to another or from one format to another. The process of transferring records from one medium to the next is sometimes also referred to as 'refreshing'.

Equipment/technology dependent records: records that are in such a form that information can only be produced or made available from them by means of the use of particular equipment or information technology (such as computer software).

Format: a predetermined arrangement of information.

Migration: the process of moving records from one system to another, while maintaining the records' authenticity, integrity, reliability and useability.

These guidelines can be viewed as a PDF Document for printing.