Recordkeeping Plans

Section 19 of the State Records Act 2000 requires that every government organisation must have a Recordkeeping Plan that has been approved by the State Records Commission.

As of April 2007 all State and local government organisations have an approved Recordkeeping Plan (RKP). Section 28 of the State Records Act 2000 requires that no more than 5 years must elapse between approval of a government organisation’s Recordkeeping Plan and its review. An organisation may amend its Recordkeeping Plan to reflect significant changes to its functions or recordkeeping practices.

Templates and guidelines have been developed to assist organisations in the preparation of their Recordkeeping Plans.  For reporting on the Recordkeeping Plan review, please refer to the RKP Review Form and Recordkeeping Maturity Model.

State government organisations are also required to develop a Retention and Disposal Schedule as a component of their Recordkeeping Plan.  For further information please refer to the Developing a Disposal Authority page.

Introduction

The Recordkeeping Plan shall comprise one or more documents which, when assessed as a whole, will provide an accurate reflection of the recordkeeping program within the organisation.

The State Records Act 2000 is an Act to provide for the keeping of State records and for related purposes. Section 19 of the Act requires that every government organisation must have a Recordkeeping Plan that has been approved by the State Records Commission. 

Parliamentary departments are required under Section 12 of the Act to have a Recordkeeping Plan that is approved by the President of the Legislative Council or the Speaker of the Legislative Assembly.

Government organisations listed in Schedule 3 are required, under Section 27 of the Act, to have a Recordkeeping Plan approved by their relevant Minister.

The State Records Commission is required, under Section 25 of the Act, to have a Recordkeeping Plan approved by the Minister.

A government organisation's Recordkeeping Plan sets out the matters about which records are to be created by the organisation and how it is to keep its records.

The Recordkeeping Plan shall comprise one or more documents which, when assessed as a whole, will provide an accurate reflection of the recordkeeping program within the organisation. More specifically, documentation regarding the organisation's recordkeeping system/s, disposal arrangements, policies, practices and processes will be the essential components of the Recordkeeping Plan. The inclusion of such documentation will constitute evidence of compliance. Each government organisation will be expected to present sufficient evidence that best practices have been implemented within the organisation.

Copies of the State Records Act 2000 and the companion State Records (Consequential Provisions) Act 2000 are available for purchase from the State Law Publisher.

The online version of the State Records Act 2000 can be viewed at the State Law Publisher website.

The Principles and Standards established by the State Records Commission can be found on the Recordkeeping Policies and Standards page.

Further Information

If you require further information on Recordkeeping Plans that is not covered within this section please contact the Director: State Information Management on (08) 9427 3660 or via email at sro@sro.wa.gov.au.

 

Last updated 21 October 2016