Monitoring tools
Recordkeeping Questionnaire | Information Asset Management Systems (IAMS) Assessment Tool | Standards | Guidelines | Survey Reports | Compliance Audit
There are a range of tools which public offices are able to access to assist in monitoring records management programs and recordkeeping performance.
Recordkeeping Questionnaire
The Recordkeeping Questionnaire is based on the 2004 records management survey and is designed to assess a public office's compliance with key obligations in the State Records Act 1998.
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 seld 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.
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.
