Monitoring tools
Records Management Assessment Tool | Information Asset Management Systems (IAMS) Assessment Tool | Standards | Guidelines | Survey Reports | Compliance Audit | Recordkeeping compliance handbook HB278 - 2009
There are a range of tools which public offices are able to access to assist in monitoring records management programs and recordkeeping performance.
Records Management Assessment Tool
The Records Management Assessment Tool is a self-assessment tool designed to assess:
- conformity with requirements of the State Records Act 1998 and standards issued under the Act, and the
- capacity of a public office in achieving best practice records management, that is, extending beyond the minimum requirements.
- More information and access the tool
Please note that assessments made using this tool do not need to be forwarded to State Records.
Information Asset Management Systems (IAMS) Assessment Tool
An information asset management assessment tool has been devised by the Government Chief Information Office (GCIO) that will assist agencies understand their needs for managing information assets.
This tool provides agencies with guidance regarding their requirements and capabilities to acquire and implement Information Asset Management Systems (IAMS). The tool also matches different IAMS products to these requirements and capabilities.
Standards
All standards issued by State Records have compliance checklists, which list all requirements contained in the Standard. The compliance checklists can be used for assessing the organisation's conformity with requirements of the standards. See
- Standard on full and accurate records
- Standard on managing a records management program
- Standard on the physical storage of State records
- Standard on counter disaster strategies for records and recordkeeping systems
- Standard on appraisal and disposal of State records
- Standard on digital recordkeeping
Guidelines
State Records has Monitoring recordkeeping performance guidelines which provide detailed information on implementing a performance monitoring program for recordkeeping.
Survey Reports
Since 1996, State Records' primary means of monitoring recordkeeping has been through self assessment surveys. State Records distributed periodic records management surveys to NSW State Government agencies, local government councils, universities, and area health services to acquire information about records management practices and to provide a baseline against which State Records could measure improvements in government recordkeeping over time.
Survey reports prior to 2004 are available from State Records upon request.
2010 Digital Recordkeeping Survey Report
In 2010, State Records conducted a survey with Government agencies, State Owned Corporations, Councils, health organisations and universities to measure compliance with the implementation of the first phase of requirements of the Standard on digital recordkeeping and progress with implementing the second phase of requirements.
- View Report of the 2010 Digital Recordkeeping Survey
- Download Report of the 2010 Digital Recordkeeping Survey (PDF, 319kb)
2008 Records Storage and Disposal Survey Report
In 2008, State Records conducted records storage and disposal surveys with Government agencies, State Owned Corporations, and health organisations to identify the nature of arrangements and the cost of storing non-current paper records and the level of implementation of records retention and disposal authorities.
- View Report of the 2008 Records Storage and Disposal Survey conducted with NSW Government agencies and State Owned Corporations
- View Report of the 2008 Storage and Disposal Survey of health organisations.
2004 Records management survey report
In late 2004, State Records surveyed 348 public offices (Government agencies, State Owned Corporations, Councils, and universities) to assess individual public offices' compliance with the obligations of the State Records Act.
The report contains a detailed analysis of the results of the 2004 records management survey and how well public offices in NSW are meeting their obligations under the State Records Act 1998.
Due to major revisions to the 2004 survey questionnaire, it it unlikely that a statistically meaningful comparison can be conducted with State Records' previous surveys.
- 2004 Records Management Survey Report (PDF, 216kb)
- Statistics of the 2004 Records Management Survey (PDF, 55kb)
- Comparative statistics (PDF, 28kb)
Compliance Audit
A records management compliance audit of NSW Government agencies and State Owned Corporations was conducted by The Audit Office of NSW in 2001-2002.
Recordkeeping compliance handbook HB278 - 2009
This handbook, issued by Standards Australia in 2009, is designed to assist organisations to
- assess compliance with AS ISO 15489
- assess the quality of a recordkeeping program, and
- build or improve the recordkeeping framework within the organisation.
To purchase a copy of the handbook, contact SAI Global (Standards Australia's distributor).
