Government Recordkeeping Update

Allegra HuxtableManager Government Recordkeeping

Overview

•New Guidelines & Advice•Revised Guidelines & Advice•Disposal Schedules•Projects•Training & Other initiatives

New Guidelines & AdviceInformation Security Advice

•Implementing Information Security for Information Managers (Advice 32) •Implementing Information Security classification in EDRMS (Advice 34) •Legislative Mapping for Information Managers (Advice 36) •Keeping Digital Records Accessible (Advice 37) •Information Custodians and Digital Continuity (Advice 38)•Checklist: Testing for continuity of a digital information asset

New Guidelines & AdviceInformation Security Advice

•Developing an Information Asset Register (Advice 39) •The Role of an Information Asset Owner (Advice 40)•Managing records on shared network drives (Advice 41) and Sample procedures for staff •Structuring shared network drives for recordkeeping (Advice 42)

New Guidelines & Advice

Information Security Advice – To be developed

•Implementing Information Security Classification for Information Managers (Advice 33)•Information Governance (Advice 35)•Migrating Documents from Network Drives to EDRMS (Advice 43)•Recordkeeping Metadata (Advice 44)

New Guidelines & Advice

Information Security Advice – To be developed continued

•Implementing a Records Management Program (Advice 45)•Vital Records(Advice 46)•Information Security Policy, Planning and Governance (Advice 47)•Stakeholder Engagement (Advice 51)

New Guidelines & Advice

•Digitisation Dilemmas ( Advice 30) •Managing Records of Project (Advice 33)•Treating records with mould ( Advice 46) •Recordkeeping for Local Government Councillors (Advice 49)

•Certification for secondary storage providers (Guideline 13)•Records required for legal proceedings - Implications for Tasmanian Government Agencies (Guidelines 20)•Approved destruction methods for State records (Guideline 21)

Revised Guidelines & Advice

Revised Guidelines

•Management of source records that have been copied, converted or migrated (Guideline 8)

•Outsourcing of government business: recordkeeping issues (Guideline 10)

New Guidelines & Advice 2014

•Recordkeeping Metadata (Guideline)

•Business Process Mapping for Information Managers (Advice)•Information Architecture for Information Managers (Advice)•Business Systems Migration - Recordkeeping considerations (Advice)

Focus for 2014

Disposal

•Reviewing the General Disposal Schedule 2157 and the local government Disposal Schedule 2200

•Continuing our review of how we develop schedules, what they look like, how we can build them into business systems easily.

Disposal Schedules

•Marine and Safety Tasmania (2013: DA2417)•Retirement Benefits Fund (2013: DA 2416) •Department of Primary Industries, Parks, Water and Environment - Environmental Management (2013: DA 2297) •Workers' Rehabilitation and Compensation Tribunal (2013: DA 2222) •Schools Registration Board (2013: DA2422)

Training

•New Training Course – Managing Your Digital Records within existing resources•Updating writing a disposal schedule training course•Continue with our program of training with the Tasmanian Training Consortium•Specific Agency Training•Presentations to Agency Executive

Projects •DPIPWE – Lands department historical maps transfer•Floppy Disks in agencies•Council amalgamation records transfer•Secondary Storage Providers certification•Contacting agencies who have never transferred

Secondary Storage Providers Certification

•Guideline 20 Certification of secondary storage providers•Guideline 21 Destruction Methods

•Includes inspection and certification of secondary storage providers

Working Groups

•Training Review Group

•Disposal Schedule Working Group

•Disposal Workshop

Questions

Contact Us

91 Murray StHOBART TASMANIA 7000Telephone: 03 6233 7232Facsimile: 03 6233 7902Email GRK@education.tas.gov.auAllegra.Huxtable@education.tas.gov.auDeborah.Drinkell@education.tas.gov.auDavid.Bloomfield@education.tas.gov.au