The State Records Act 1998 came into operation on 1 January 1999. Under the State Records Regulation 1999 application of parts 2, 4 and 6 (records management, transfer of control and public access provisions) were deferred until 1 January 2000. Parts 3 and 5 (disposal and estray provisions) applied from 1 January 1999. It should be noted that all parts (Parts 2, 3, 4, 5 and 6) now apply to local government.
NSW State Archives and Records offers a number of free online training modules on records management and recordkeeping in the NSW public sector.
NSW State Archives and Records has developed three leaflets to help Councils promote recordkeeping to staff:
- Recordkeeping Fundamentals for local government is a leaflet that has been designed to assist local government organisations raise awareness of the importance of good recordkeeping. This leaflet can be distributed to all Council staff. It explains why records are important, common types of records, responsibilities for each council, and where to access further information.
- Recordkeeping Fundamentals for Councillors is a leaflet that has been designed as a general information resource that can be distributed to Councillors. It explains why records are important, common types of records, responsibilities for each Councillor, and where to access further information.
- Recordkeeping reminders is a leaflet that has been designed as a general information resource that can be distributed to all Council staff and Councillors. It outlines some common situations where public officials in NSW should create and capture records.
These leaflets are available in PDF.
NSW local and county councils should use the General Retention and Disposal Authority: Local Government Records for the disposal of council records.
The authority is available in HTML - see the Frequently Asked Questions page for more information. NSW State Archives and Records does not distribute or make available product or software specific loadable versions of its authorities. Please contact your vendor or service provider directly for advice or assistance regarding the availability of software loadable versions of authorities.
Councils should refer in the first instance to the General Retention and Disposal Authority: Local Government Records (GA39). If there is no disposal coverage for certain records in that authority, Councils may use the General Retention and Disposal Authority: Administrative Records as the source of authorisation for the disposal of the records.
For permissions and conditions for the destruction of original records that have been imaged Councils should refer to the general retention and disposal authority for original or source records that have been copied.
Privatisation of functions
Please contact us at email@example.com if there are plans to privatise functions of Council. In the past this has included privatisation of aged care facilities. The Board of NSW State Archives and Records has approved a general disposal authority that permits the transfer of ownership and control of some records if a function is being privatised, but there are exclusions and we will need to discuss this with you.
NSW State Archives and Records has developed
- a set of model access directions for local government records
- a Register of Access Directions which provides a list of councils that have already made directions.
Defining high risk records
Our FutureProof blog has advice on defining high risk or vital records for local government - http://futureproof.records.nsw.gov.au/defining-high-risk-records/
NSW State Archives and Records has developed a number of resources which may assist local government councils in meeting their requirements and best practice:
- Sample records management policy, procedure, leaflets and templates for local government Councillors, which introduces a suite of documents developed to assist councils in educating Councillors about their recordkeeping responsibilities
- How do I manage web recordkeeping in local government.
Published April 2014 / Revised February 2016/Revised October 2017 / Updated August 2018/Updated November 2019