Email solutions are just one of the communication and collaboration technologies that are being offered in the cloud and this service is referred to as "cloud email." This guidance identifies key considerations specific and unique to cloud email, which need to be addressed prior to its implementation.
When you send or receive a text or short message service (SMS) message for work purposes, it is a State record. This means it must be captured, maintained and disposed of in accordance with the State Records Act 1998.
Information is at the core of government business, and is a core asset.
Information management is the discipline which allows information assets to be governed, protected, and prioritised. It builds an organisation’s capability to realise strategic value from its digital information.
Knowing your business and your business information needs, planning any integrations with current business systems well, planning for the stability and longevity of your core business information, being aware of the information-related impacts of system change, planning and managing change, deploying metadata requirements strategically, and assessing your need for system documentation requirements will help determine information management requirements when developing new corporate systems.
With the transitions that are occurring in business environments, many problems can impact on information trustworthiness, accessibility and maintenance.
This advice examines some of these problems which may be occurring in your organisation and identifies solutions to them.
High risk business areas in each organisation should be priorities for information management activity, in order to identify and mitigate any information-related risks these business areas might face.
This page defines common and specific information risks, articulates strategies for identifying areas of business which face information risk and provides mitigation strategies and case studies for dealing with information risk.
The Standard on Records Management requires that high value and high risk records and information should be identified and captured, then managed and made accessible for as long as they are required. As high value and high risk records and information are often required for a considerable time, organisations will usually need to safeguard them for longer than the life of the system in which they are maintained. This means sustaining records and information through system and service transitions with robust migration and export strategies that identify both the critical information and the metadata which makes that information understandable and authoritative.
The ad hoc and unregulated deletion of information and the unwarranted over-retention of information can both affect business performance. Therefore, decisions about how long to keep information are important.
Information retention and disposal rules must be deployed 'by design'.
The uptake of cloud-based services is a key component of ICT strategy across many organisations. With appropriate consideration (including risk assessment), selection and management of service arrangements, key benefits can be derived by organisations and risk can be managed. This guidance addresses the information and records aspects of the use of cloud-based computing services and is in the form of common questions and answers.
Paper-based information is not an absolute necessity in today’s business environment.
Government business today is primarily performed in digital systems, which means that the information generated by and in support of that business is also digital. Despite this, many organisations continue to build processes or authorisation requirements that necessitate the production of paper records.
State Records works closely with colleagues in Finance and Services who are leading the development of the Information Management Framework. State Records’ standards and advice are aligned to the Information Management Framework to support and guide its implementation.
This page provides an overview and links to further resources about the framework.