For local government

Training courses, disposal, access directions, Keyword for Councils and useful resources.

The State Records Act 1998 came into operation on 1 January 1999. Under the State Records Regulation 1999 application of parts 2, 4 and 6 (records management, transfer of control and public access provisions) were deferred until 1 January 2000. Parts 3 and 5 (disposal and estray provisions) applied from 1 January 1999. It should be noted that all parts (Parts 2, 3, 4, 5 and 6) now apply to local government.

Courses for local government

State Records offers a range of short course training in records management. Courses are held at the Sydney Records Centre in The Rocks, Western Sydney Records Centre at Kingswood, and in a range of regional venues.

Implementing a General Retention and Disposal Authority for Local Government Records has been developed specifically for local government and is designed to assist local government in using the new General retention and disposal authority: local government records (GA39). See our training calendar for information about upcoming courses.

State Records also offers a number of free online training modules on records management and recordkeeping in the NSW public sector. For more information see our Training Resource Centre.

Promoting recordkeeping

State Records has developed the What have records got to do with me? and Recordkeeping Reminders leaflets to help Councils promote recordkeeping to staff.

Copies of this leaflet are available in electronic or hard copy form from State Records.

Disposal of local government records

NSW local and county councils should use the General retention and disposal authority: local government records for the disposal of council records. This authority was revised in 2011 and is available from our website.

Councils should refer in the first instance to the General retention and disposal authority: local government records. If there is no disposal coverage for the records in the authority for local government records, Councils may use the General Retention and Disposal Authority - Administrative Records as the source of authorisation for the disposal of the records.

For permissions and conditions for the destruction of original records that have been imaged Councils should refer to the General retention and disposal authority: imaged records.

State Records does not distribute or make available product or software specific loadable versions of its authorities. Please contact your vendor or service provider directly for advice or assistance regarding the availability of software loadable versions of authorities. HTML, PDF (1.2mb) and XML (1.2mb) versions of the authority are available to assist in implementing the disposal authority. A CSV format is avilable from the GA39 Frequently Asked Questions page.

Access directions for local government records

State Records has developed a set of model access directions for local government records.

The Register of Access Directions also provides a list of councils that have already made directions.

Keyword for Councils

State Records has developed Keyword for Councils, a thesaurus for records control and titling in local government. This thesaurus was developed to be in line with the classification scheme used in the development of the General retention and disposal authority: local government records.

Keyword for Councils is currently being reviewed, with a new edition due out later in 2012.

Useful resources for local government

State Records has developed a number of resources which may assist local government councils in meeting their requirements and best practice. A number of tools developed for small public offices are applicable to smaller councils.

Other useful resources include:

Recordkeeping In Brief 45 which introduces a suite of documents developed to assist councils in educating councillors about their recordkeeping responsibilities.
Keeping web records which contains an Appendix on 'How do I manage web recordkeeping in local government?'

Personal tools