Records Managers Forum - 23 May 2004
Over 90 records managers attended the Records Manager's Forum held at St Patrick's Crypt on Monday 23 May 2004.
New standards
The focus of the forum was on introducing the new Standard on Full and Accurate Records and Standard on Managing a Records Management Program, which replace the original 1998 standards. It was emphasised that work done by public offices in the past 5 years on complying with original standards would mean that many offices would be substantially compliant with the revised standards. Attention was drawn to RIB 33 and RIB 34, which map principles from the old standard to the new and provide some practical guidance.
Communication strategy
Cassandra Findlay briefed the group on a current project to review how State Records communicates with public offices, including such questions as:
- do we email the right information to the right people?
- how do you locate information on State Records website?
- would you like to see greater use of existing listservs, such as the RMAA list?
The project will involve collecting information from a targeted group by questionnaire, and also seeking feedback from any interested people. For more information, please contact Cassie Findlay on 8247 8629.
Updates
Review of State Records Act
A cabinet minute and report on the outcome of the review are currently being prepared for the cabinet and parliament to consider. According to the review provisions in the Act, a report on the review should be tabled in Parliament by 2 June. The report becomes public when it is tabled in Parliament and all public offices will be contacted when the report is available. The report only makes recommendations: it does not alter the legislation, so following the tabling of the report work will commence on drafting proposed amendments to the Act.
Revised GDA Patient/Client Records
The new (much revised) General Retention and Disposal Authority - Public Health Services: Patient/Client records (GDA17) is now approved and issued and a copy is available for downloading on our web site (a browseable version will be available in due course).
Area Health Service CEO's and CRM's will be contacted to advise of its issue and the Department of Health will be circulating an Information Bulletin to all Area Health Services and Hospitals with a copy attached.
Finalised Better Skills Guidelines
The guidelines Building Better Records Management Skills have now been finalised, following their release as an exposure draft last year. Thanks to everyone who made comments on the draft, in particular the small agencies focus group.
Better Skills is a comprehensive guide to managing the records management skills in your organisation in a planned and systematic way. They contain a number of practical tools such as sample position descriptions and job advertisements, a training needs questionnaire and a mapping of knowledge/ skills requirements to specific short course and vocational training options.
Revised Transfer Procedures
The procedures on transferring records to State Records have been revised to ensure greater clarity. In addition, a new Frequently Asked Questions section has been included on transferring publications.
Hosts wanted
Expressions of interest are sought from any agencies that are able and willing to host visits by other agencies to look at their recordkeeping systems or practices. State Records would like to collect information on this so we can facilitate this practical information sharing, particularly for small public offices. If you are willing to host a visit, please contact Cassie Findlay by email or on 8247 8629.
