For ministers' offices
Disposing of records | Transferring archives | Records management systems | Training and other resources
Offices of New South Wales Government Ministers are 'public offices' as defined in section 3 (1) of the State Records Act 1998. This page contains links to State Records rules and guidance that will assist Ministers' offices to make and keep records appropriately and comply with their obligations under the Act.
Disposing of records of a Minister's office
Ministers' offices should refer to General Retention and Disposal Authority 13: Records of a Minister's Office to manage the disposal of records relating to a Minister's portfolio responsibilities.
GDA 13 can be used in conjunction with other general retention and disposal authorities issued by State Records which cover financial, personnel and other administrative records.
The following records are not covered by GDA13:
- Cabinet documents - these should be returned to the Cabinet Office when they are no longer required by the Minister's office
- agency/departmental records - these should be returned to the responsible agency/department when no longer required by the Minister's office
- constituency, party political records or personal records - these are not State records and should be dealt with by the Minister or representative.
Guidance on implementing GDA13 is available in Recordkeeping in Brief 25: Disposing of records of a Minister's office (2003).
Transferring archives to State Records
When a Minister retires or otherwise leaves office, those records that have been identified as State archives in GDA13 or in another general retention and disposal authority should be transferred to State Records.
Transferring archives involves boxing and listing of records and arranging with State Records for collection or delivery. State Records staff should be contacted at the beginning of this process.
More guidance is available in Recordkeeping in Brief 25: Disposing of records of a Minister's office (2003).
Setting up records management systems
Resources which may be of assistance to Minister's offices in setting up records management systems and practices include:
A toolkit designed to assist small public offices by providing practical templates and tools to streamline the production of key documents to support their records management program and meet their obligations under Part 2 of the State Records Act 1998, and
A guide to establishing simple records systems utilising common office applications. Includes a number of templates for downloading and an Excel spreadsheet for records control.
Training and other resources
State Records offers a range of short courses in records management in both Sydney and regional areas of New South Wales. Course outlines and information on prices and locations are available in our current training calendar.
