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For local government

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

Courses for local government | Promoting recordkeeping | Disposal of local government records | Access directions for local government records | Keyword for Councils | Useful resources for local government

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 in Sydney, the 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.

Promoting recordkeeping

State Records has developed three leaflets to help Councils promote recordkeeping to staff:

  • What have records got to do with me? for local government is a leaflet that has been designed as a general information resource that can be distributed to all Council staff. It explains what records are, why they are important and the role that each staff member has in the effective management of records.
  • What have records got to do with me? for Councillors is a leaflet that has been designed as a general information resource that can be distributed to Councillors. It explains what records are, why they are important and the role that each Councillor has in the effective management of records.
  • Recordkeeping reminders is a leaflet that has been designed as a general information resource that can be distributed to all Council staff and Councillors. It outlines some common situations where public officials in NSW should make and file records.

Disposal of local government records

NSW local and county councils should use General retention and disposal authority: local government records (GA39) for the disposal of council records. This authority was revised in 2011.

GA39 is available in HTML, PDF, XML and CSV formats - see the GA39 Frequently Asked Questions page for more information. 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.

Councils should refer in the first instance to General retention and disposal authority: local government records (GA39). If there is no disposal coverage for certain records in GA39, Councils may use 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 General retention and disposal authority: imaged records.

For permission for the transfer of records to another local council as a result of boundary changes Councils should refer to General retention and disposal authority: local government records affected by boundary changes.

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 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: