The regular monitoring of records, recordkeeping and records and information management is beneficial for all public sector organisations. This page includes information on roles and responsibilities, self assessment surveys, the Regulatory Framework and monitoring tools.
What is the Recordkeeping Monitoring Exercise?
As noted in the Regulatory Framework, NSW State Archives and Records will re-commence annual monitoring of records management and recordkeeping in NSW public offices. The Recordkeeping Monitoring Exercise will occur in the first half of each year.
In 2022, the Recordkeeping Monitoring Exercise will occur between 1 – 29 April 2022.
Thank you to all the public offices that participated in this year’s Recordkeeping Monitoring Exercise. We have received a very good response to the first annual reporting exercise.
A summary level report of results of the monitoring exercise will be published on our website and in our Annual Report in the first quarter of 2022-23. Public offices will also be able to access their submission and associated reports in the new Monitoring Portal from July 2022.
We will contact all public offices to advise when the reports are available and provide further information on accessing the Monitoring Portal.
The next Recordkeeping Monitoring Exercise will be held in March 2023.
The Regulatory Framework describes our approach to regulating records management, and how we intend to use the powers in the State Records Act 1998 to support our regulatory activities.
Regular monitoring of records management, and an organisation-wide program for information governance (encompassing records, information and data), is beneficial for all public offices.
Between February and March 2013 a survey was conducted with 279 public offices to measure compliance with the Standard on digital recordkeeping and more broadly to assess the implementation of digital recordkeeping within the NSW public sector.
The basis of the survey was provided by section 12(4) of the State Records Act 1998 which requires each public office to report on its records management program in accordance with arrangements made with State Records.
This is a list of Frequently Asked Questions about the Records Management Assessment Tool. We will be adding to this page as questions arise.
This is a report on an online survey conducted with 309 public offices in September and October 2010. The survey sought to measure compliance with the first phase of requirements of the Standard on digital recordkeeping and progress with implementing the second phase of requirements.
This is a short report on an online survey conducted with 166 NSW Government agencies and State Owned Corporations between February and March 2008. The survey sought 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. In addition the survey also sought to obtain information from those Government agencies without a comprehensive records retention and disposal authority on their timing and plans for this work.
This is a short report on an online survey conducted with 10 Health organisations between April and July 2008. The survey sought 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.
There are a range of tools which public offices are able to access to assist in monitoring records management programs and recordkeeping performance. 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.
These guidelines cover the implementation of monitoring for records management programs and recordkeeping within a public office. They provide practical tools and examples to help public offices establish their own program that meets their own recordkeeping objectives.