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Designing, Implementing & Managing Systems

Office 365 and Recordkeeping

This guidance provides a high-level assessment of Microsoft 365 against the requirements from the Checklist for assessing business systems.

Please note that Microsoft 365 is used collectively to include applications and services, and that the default repository for Microsoft 365 "in place" records management is SharePoint. The requirements and the observations provided are not exhaustive and current at the time of publication of this advice.

We recommend NSW public offices to use this guidance in assessing or understanding the records and information management capabilities of existing or future Microsoft 365 environment.

Checklist for assessing business systems

This guide provides a checklist against which an existing or new business system may be assessed to determine:

whether the business the system supports is subject to any recordkeeping requirements
how well the business system is currently functioning or will function as a recordkeeping system
what action may be required to enable the business system to meet recordkeeping requirements.

Records Systems: Characteristics and Functions

This guidance provides a summary of characteristics of records systems and the types of operations they need to be able to perform.

Decommissioning systems: records and information management considerations

Many NSW public offices have accumulated large amounts of data in legacy systems. The purpose of this guidance is to draw together advice and procedures to allow public offices to identify legacy systems, and identify and overcome the barriers to dealing with the data in those systems through migration and decommissioning as a routine component of its information management and technology program.

Managing email

Email messages sent and received in the course of official business are State records under the State Records Act 1998. This includes messages sent and received by Ministers in the course of their official duties. It also includes messages relating to any aspect of official (government) business coming from private email accounts.

Large amounts of corporate information and corporate risk are tied up in email systems. Email therefore needs special treatment by organisations and specific requirements and systems need to be in place to ensure that email can be managed.

Managing removable media

Removable media is storage media which is designed to be removed from a computer. Removable media is low cost, portable and simple, allowing people to copy, store and carry large quantities of data easily between locations. Employees can share information easily and access it from a variety of locations, which can increase the organisation’s productivity. However there are a number of risks associated with the use of removable media.

Migrating records: managing source records after migration

This guidance provides advice for NSW public offices on planning and performing migration processes so that they can meet the conditions for the destruction of source records, when appropriate.

SharePoint 2010: Recordkeeping Considerations

Microsoft SharePoint 2010 is a software product with a range of uses, including website development, content management and collaboration. SharePoint is not a recordkeeping system. This guidance describes recordkeeping features and functionality that can be enabled or configured in SharePoint, and identifies where additional configuration and/or add-on software are needed to meet particular recordkeeping requirements.

Strategies for Documenting Government Business: The DIRKS Manual

The Strategies for Documenting Government Business: the DIRKS Manual has been archived. A PDF version of the manual is available from the OpenGov site: https://www.opengov.nsw.gov.au/publications/17383.

July 2018

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Recordkeeping / Advice / Designing, Implementing & Managing Systems

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https://www.records.nsw.gov.au/recordkeeping/advice/designing%2C-implementing-%26-managing-systems

Resources & Advice

This content is maintained by Government Recordkeeping (GRK). If you have any queries or feedback about this content please contact GRK.