Recordkeeping Publications

 

The State Records Office of Western Australia (SRO) issues a number of publications to assist staff in State and Local Government organizations with the proper management and disposal of State records.

While publications are developed primarily for use in the public sector, they can also be of value to those working the private sector.

General Disposal Authorities

The SRO has published General Disposal Authorities (GDAs) for State and Local Government use. 

General Disposal Authorities are available at: Disposal of State Records.

Sector Disposal Authorities

The SRO has published Sector Disposal Authorities (SDAs) for use by agencies with common functions. 

Sector Disposal Authorities are available at: Disposal of State Records.

Guidelines

  • SRO Guideline: Management of Digital Records (2009 updated 2015)
    The purpose of this guideline is to assist State organizations in ensuring that State records in digital format (eg word processed documents, spreadsheets, presentations, databases, email etc) are managed in accordance with SRC Standard 8: Managing Digital Information.  See also SRO Guideline: Management of email records.  This guideline aims to provide State organizations with the basis of best practice for the management of digital records.
  • SRO Guideline: Management of Email Records (2009)
    The purpose of this guideline is to assist State organizations in ensuring that records created or received in email systems are managed in accordance with SRC Standard 8: Managing Digital Information.  This guideline must be read in conjunction with SRO Guideline: Management of digital records and relevant SRC Standards.
    This guideline must be read in conjunction with SRO Guideline: Management of digital records and relevant SRC Standards.
  • SRO Guideline on Sanitizing Digital Media and Devices (2008, revised 2011)
    The purpose of this Guideline is to assist State organizations in ensuring that data stored on digital media and devices has been sanitized ready for disposal upon decommissioning. This Guideline should be read in conjunction with State Records Commission Standard 8: Managing Digital Information. 
    This Guideline supersedes SRO Guideline: Sanitizing of Hard Discs and Magnetic Media (2008).
  • SRO Guideline: Implementing a Revised Disposal Authority - Resentencing Records
    The purpose of this guideline is to assist State and Local Government organizations with the implementation of a revised General Disposal Authority (GDA).
  • SRO Guideline: Records Retention and Disposal Instructions (2013)
    The purpose of this guideline is to provide instruction to State organizations in the proper retention and disposal of their records. This guideline is to be consulted whenever any records disposal is being considered or conducted.

Advice on Cloud Computing

The Australasian Digital Recordkeeping Initiative (ADRI) has launched a product to assist in managing risks in an emerging technological environment and help protect the integrity of official records. It is a set of guidelines that provide Advice on managing the recordkeeping risks associated with cloud computing.

Cloud computing is an increasingly common business practice, which provides new opportunities and challenges for storing digital records. Often cloud computing is an internet service where data is stored by a service provider which may be onshore, or outside of Australia and New Zealand territory borders. It is highly recommended that providers used for data storage and relevant backups are drawn from within Australian borders.

The State Records Office strongly recommends that goverment organisations conduct a full risk assessment prior to engaging cloud services.

Directions for Keeping State Archives Awaiting Transfer

To provide clarity on best practice so as to minimise harm to Government archives until such time as they can be transferred to a central archival repository, the Directions for keeping State archives awaiting transfer to the State Archives Collection are provided to assist State organizations to make the best arrangements possible, within their resources, for the safe storage of State archives.

Information Sheets

Information sheets are developed by the State Records Office as a quick guide for organisations on a particular recordkeeping topic. Information sheets are downloadable in PDF format.

  • Email Records - this information sheet has been developed to assist State government organizations to identify those email messages, created or received by the organization, which are State records.
  • Local Government Elected Members’ Records – this information sheet has been developed to assist Local Government Elected Members with identifying when records of their activities should be created and forwarded to their local government administration for capture.
  • Management of Information Following Administrative Change - this information sheet has been developed to assist government organizations with managing their records during administrative change events.
  • Recordkeeping Responsibilities and You  - this information sheet has been developed to assist government organizations to identify employees’ responsibilities to create and keep records relating to their work.
  • Student Guild Elected Members' Records - this information sheet has been developed to assist University Student Guild Elected Members with identifying when records of their activities should be created and forwarded to their Guild administration for capture.
  • Vital Records - this information sheet has been developed to assist State organizations identify and protect records that are essential to the business of the organization.

Circulars

Circulars are issued by the State Records Office to provide information to State and local government organizations regarding topical issues.

  • Moving Premises – Moving Records – this circular has been issued to assist State and local government organizations in the management of government records and documents when moving premises.
  • Personal Property Securities Act 2009 (Cth) - Application to State Records - this circular has been issued to advise State and local government organizations on the potential application of the Personal Property Securities Act 2009 (Cth) to State records.
  • Paper Selection for Government Organisations - this circular was issued in July 2013 to provide guidance to State and local government organisations in relation to the use of Recycled Paper for information produced in hard copy.  Visit our web page on Paper Selection for further information.

Other Recordkeeping Publications

The following recordkeeping publications are also available from the State Records Office:

Glossary of Terms
A Glossary of Terms used in State Records Commission and State Records Office publications is available for download.

Rescinded Publications

The following publications have been rescinded and replaced by current SRO Standards, Guidelines and Information Sheets:

  • Records Disposal: A Handbook for Government Agencies (2000)
  • How to Design a Records Management Procedure Manual (1995)
  • Policies and Standards Manual (launched 1992)*

*Public Records Policy 5: Mail Management, is currently under review.  For further information on rescinded publications, please contact the State Information Management Services Team on 9427 3661 or email sro@sro.wa.gov.au

Further Information

For any queries relating to publications, contact the State Records Office by telephone on (08) 9427 3661, by fax on (08) 9427 3638, or via email at sro@sro.wa.gov.au.

 

Last updated 16 January 2017