❓ A WA parliamentary question on notice requests detailed costs for records management and archiving across various government health agencies over five financial years, including access protocols for different user groups.
AnsweredQoN 1366Legislative Council
QuestionView source ↗
I
refer to records management and archiving, and I ask: (a) for
each of the last five financial years finishing 2016-17, for each Government
agency within the Minister’s portfolio, could the Minister please provide the
cost of records archiving services including: (i) collection; (ii) storage; (iii) retrieval; and (iv) destruction; (b) for each of the last five financial years,
finishing 2016-17, for each Government agency within the Minister’s portfolio,
could the Minister please provide the cost of records management consultancy
services provided by: (i) the
State Records Office; and (ii) private consultants and/or consultancy
businesses; and (c) for
each Government agency reporting to the Minister, could the Minister please
explain the process by which records held offsite by third-party private
companies can be searched and accessed by: (i) members of the agency; (ii) members of other Government agencies; (iii) members of academia; and (iv) members of the public?
refer to records management and archiving, and I ask: (a) for
each of the last five financial years finishing 2016-17, for each Government
agency within the Minister’s portfolio, could the Minister please provide the
cost of records archiving services including: (i) collection; (ii) storage; (iii) retrieval; and (iv) destruction; (b) for each of the last five financial years,
finishing 2016-17, for each Government agency within the Minister’s portfolio,
could the Minister please provide the cost of records management consultancy
services provided by: (i) the
State Records Office; and (ii) private consultants and/or consultancy
businesses; and (c) for
each Government agency reporting to the Minister, could the Minister please
explain the process by which records held offsite by third-party private
companies can be searched and accessed by: (i) members of the agency; (ii) members of other Government agencies; (iii) members of academia; and (iv) members of the public?
AnswerView source ↗
Answered
22 August 2018
Responded by
Parliamentary Secretary representing the Minister for Health
Response time
10 days
I am advised that:
Department of Health (DOH):
(a) (i - iv)
2012-2013
2013-2014
2014-2015
2015-2016
2016-2017
Collection
2,301.69
3,573.76
2,113.18
3,126.43
1,328.20
Storage
29,716.75
33,977.83
37,302.93
37,180.54
31,077.83
Retrieval
7,022.17
5,859.18
5,243.91
8,430.44
11,356.69
Destruction
Nil
Nil
19.54
Nil
143.18
(b) (i - ii)
2012-2013
2013-2014
2014-2015
2015-2016
2016-2017
State Records Office
Nil
Nil
Nil
Nil
Nil
Private consultants
7,422.20
Nil
13,050.00
4,505.00
2,925.00
Health Support Services (HSS):
(a) (i - iv)
2012-2013
2013-2014
2014-2015
2015-2016
2016-2017
Collection
30,117.34
39,019.05
53,418.36
50,351.12
43,400.26
Storage
Retrieval
Destruction
Nil
Nil
Nil
Nil
Nil
(i to iii) Costs for collection, storage and retrieval are all allocated to a single cost centre; itemised information is not available.
(b) (i - ii) Nil
Children and Adolescent Service (CAHS):
(a) (i - iv)
2012-2013
2013-2014
2014-2015
2015-2016
2016-2017
Collection
439,519.00
347,775.00
659,538.00
496,465.00
528,533.00
Storage
Retrieval
Destruction
(b) (i - ii) Nil
East Metropolitan Health Service (EMHS):
(a) (i - iv)
2012-2013
2013-2014
2014-2015
2015-2016
2016-2017
Collection
Nil
Nil
Nil
Nil
403,949.00
Storage
Nil
Nil
Nil
Nil
261,751.00
Retrieval
Nil
Nil
Nil
Nil
348,422.00
Destruction
Nil
Nil
Nil
Nil
13,726.00
(b) (i - ii) Nil
North Metropolitan Health Service (NMHS):
(a) (i - iv)
2012-2013
2013-2014
2014-2015
2015-2016
2016-2017
Collection
$48,974.00
$18,352.00
$18,378.00
$40,770.00
$30,870.00
Storage
$255,835.00
$363,925.00
$381,604.00
$739,682.00
$408,271.00
Retrieval
$26,424.00
$48,020.00
$68,952.00
$73,419.00
$44,766.00
Destruction
Nil
Nil
$485.00
$4,102.00
$206.00
(b) (i - ii)
2012-2013
2013-2014
2014-2015
2015-2016
2016-2017
State Records Office
Nil
Nil
Nil
Nil
Nil
Private consultants
Nil
Nil
Nil
Nil
$3,600.00
South Metropolitan Health Service:
(a) (i - iv)
2012-2013
2013-2014
2014-2015
2015-2016
2016-2017
Collection
$881,989.00*
$1,100,881.00*
$1,265,405.00*
$1,404,656.00*
$361,812.00
Storage
Retrieval
Destruction
(b) (i - ii)
2012-2013
2013-2014
2014-2015
2015-2016
2016-2017
State Records Office
Nil
Nil
Nil
Nil
Nil
Private consultants
$22,950.00*
$65,880.00*
Nil*
Nil*
Nil
The information was derived by reviewing General Ledger transactions for each of the financial years, and searching by vendor and by keywords related to Records Management Costs.
*The responses in parts (a) and (b) for financial years 2012/13 to 2015/16 include information related to the previous SMHS management structure, which incorporates Armadale Hospital, Royal Perth Hospital and Bentley Hospital. The new SMHS governance structure was established on 1 July 2016, following the enactment of the Health Services Act 2016.
WA Country Health Service (WACHS):
(a)(i - iv)
2012-2013
2013-2014
2014-2015
2015-2016
2016-2017
Collection
318,283.81
$416,803.67
$735,770.46
$814,772.50
$704,250.05
Storage
Retrieval
Destruction
(i to iv) Costs for collection, storage and retrieval are all allocated to a single cost centre; itemised information is not available.
(b) (i - ii) Nil.
(c) (i) For Department of Health and health service providers, searching and access to records is limited to authorised agency staff and controlled by government agency specific Electronic Records and Document Management System (EDRMS) or legacy recordkeeping processes.
(ii - iv) For Department of Health and health service providers, access to and searching of the records stored within third party private companies is not available to members of other Government agencies, members of academia or members of the public. Access to these records as with all other records captured within these Government Agencies are subject to the legislated release of information provisions under the Freedom of Information Act 1992 and agency specific mandated requirements.
Health & Disability Services Complaints Office advises:
(a)
2012-13
2013-14
2014-15
2015-16
2016-17
(i) Collection
135.78
210.48
160.59
170.95
52.16
(ii) Storage
1661.58
1767.57
1839.38
1682.51
1236.74
(iii) Retrieval
35.27
21.13
17.10
25.00
5.25
(iv) Destruction
Nil
Nil
Nil
Nil
Nil
Note: All figures are inclusive of GST
(b) Nil
(c)(i) The Health and Disability Services Complaints Office’s (HaDSCO) administrative records and complaint records are archived offsite by a third-party. The Administrative Coordinator of the Office coordinates the searching and accessing of records at the direction of the Corporate Executive.
(ii) Members of other Government agencies cannot directly access or search HaDSCO records held offsite by third-party private companies. Other Government Agencies are required to provide official correspondence for any request to search and access HaDSCO records. Upon written approval from the Office’s Corporate Executive and depending on the confidential nature of the record requested, the process will be as above under (c)(i).
(iii) Members of academia cannot directly access or search HaDSCO records held offsite by third-party private companies. Upon written request to the Office’s Corporate Executive and depending on the confidential nature of the record requested, the process will be as above under (c)(i).
(iv) Members of the public cannot directly access or search HaDSCO records held offsite by third-party private companies. Upon written request to the Office’s Corporate Executive and depending on the confidential nature of the record requested, the process will be as above under (c)(i).
Healthway advises:
(a) (i – iv) The following figures represent total costs covering collection, storage, retrieval and destruction. As the overall costs each year are minor, Healthway has only used one financial code for the overall cost, and we are therefore unable to further breakdown the annual expenditure on these services.
2012-2013
2013-2014
2014-2015
2015-2016
2016-2017
Total Costs
$852.41
$1,685.31
$1,276.92
$1,421.40
$977.74
(b)(i) Nil
(ii)
2012-2013
2013-2014
2014-2015
2015-2016
2016-2017
Total Costs
$39,090.82*
$1,267.20
$2,324.96
$9,108.00
Nil
*Note: Healthway introduced electronic records management in 2012/13.
(c) (i) Appropriate records can be retrieved after request and approval.
(ii - iv) Request made to Healthway, request approved and Healthway staff can retrieve appropriate records.
Animal Resources Authority advises:
(a)(i – iii) Not applicable
(iv)
2013-2014
2014-2015
2015-2016
2016-2017
2017-2018
Destruction
Nil
$10.84
$91.80
$50.60
$60.72
(b) Nil
(c) (i – iv) No records are held off site by the agency.
Department of Health (DOH):
(a) (i - iv)
2012-2013
2013-2014
2014-2015
2015-2016
2016-2017
Collection
2,301.69
3,573.76
2,113.18
3,126.43
1,328.20
Storage
29,716.75
33,977.83
37,302.93
37,180.54
31,077.83
Retrieval
7,022.17
5,859.18
5,243.91
8,430.44
11,356.69
Destruction
Nil
Nil
19.54
Nil
143.18
(b) (i - ii)
2012-2013
2013-2014
2014-2015
2015-2016
2016-2017
State Records Office
Nil
Nil
Nil
Nil
Nil
Private consultants
7,422.20
Nil
13,050.00
4,505.00
2,925.00
Health Support Services (HSS):
(a) (i - iv)
2012-2013
2013-2014
2014-2015
2015-2016
2016-2017
Collection
30,117.34
39,019.05
53,418.36
50,351.12
43,400.26
Storage
Retrieval
Destruction
Nil
Nil
Nil
Nil
Nil
(i to iii) Costs for collection, storage and retrieval are all allocated to a single cost centre; itemised information is not available.
(b) (i - ii) Nil
Children and Adolescent Service (CAHS):
(a) (i - iv)
2012-2013
2013-2014
2014-2015
2015-2016
2016-2017
Collection
439,519.00
347,775.00
659,538.00
496,465.00
528,533.00
Storage
Retrieval
Destruction
(b) (i - ii) Nil
East Metropolitan Health Service (EMHS):
(a) (i - iv)
2012-2013
2013-2014
2014-2015
2015-2016
2016-2017
Collection
Nil
Nil
Nil
Nil
403,949.00
Storage
Nil
Nil
Nil
Nil
261,751.00
Retrieval
Nil
Nil
Nil
Nil
348,422.00
Destruction
Nil
Nil
Nil
Nil
13,726.00
(b) (i - ii) Nil
North Metropolitan Health Service (NMHS):
(a) (i - iv)
2012-2013
2013-2014
2014-2015
2015-2016
2016-2017
Collection
$48,974.00
$18,352.00
$18,378.00
$40,770.00
$30,870.00
Storage
$255,835.00
$363,925.00
$381,604.00
$739,682.00
$408,271.00
Retrieval
$26,424.00
$48,020.00
$68,952.00
$73,419.00
$44,766.00
Destruction
Nil
Nil
$485.00
$4,102.00
$206.00
(b) (i - ii)
2012-2013
2013-2014
2014-2015
2015-2016
2016-2017
State Records Office
Nil
Nil
Nil
Nil
Nil
Private consultants
Nil
Nil
Nil
Nil
$3,600.00
South Metropolitan Health Service:
(a) (i - iv)
2012-2013
2013-2014
2014-2015
2015-2016
2016-2017
Collection
$881,989.00*
$1,100,881.00*
$1,265,405.00*
$1,404,656.00*
$361,812.00
Storage
Retrieval
Destruction
(b) (i - ii)
2012-2013
2013-2014
2014-2015
2015-2016
2016-2017
State Records Office
Nil
Nil
Nil
Nil
Nil
Private consultants
$22,950.00*
$65,880.00*
Nil*
Nil*
Nil
The information was derived by reviewing General Ledger transactions for each of the financial years, and searching by vendor and by keywords related to Records Management Costs.
*The responses in parts (a) and (b) for financial years 2012/13 to 2015/16 include information related to the previous SMHS management structure, which incorporates Armadale Hospital, Royal Perth Hospital and Bentley Hospital. The new SMHS governance structure was established on 1 July 2016, following the enactment of the Health Services Act 2016.
WA Country Health Service (WACHS):
(a)(i - iv)
2012-2013
2013-2014
2014-2015
2015-2016
2016-2017
Collection
318,283.81
$416,803.67
$735,770.46
$814,772.50
$704,250.05
Storage
Retrieval
Destruction
(i to iv) Costs for collection, storage and retrieval are all allocated to a single cost centre; itemised information is not available.
(b) (i - ii) Nil.
(c) (i) For Department of Health and health service providers, searching and access to records is limited to authorised agency staff and controlled by government agency specific Electronic Records and Document Management System (EDRMS) or legacy recordkeeping processes.
(ii - iv) For Department of Health and health service providers, access to and searching of the records stored within third party private companies is not available to members of other Government agencies, members of academia or members of the public. Access to these records as with all other records captured within these Government Agencies are subject to the legislated release of information provisions under the Freedom of Information Act 1992 and agency specific mandated requirements.
Health & Disability Services Complaints Office advises:
(a)
2012-13
2013-14
2014-15
2015-16
2016-17
(i) Collection
135.78
210.48
160.59
170.95
52.16
(ii) Storage
1661.58
1767.57
1839.38
1682.51
1236.74
(iii) Retrieval
35.27
21.13
17.10
25.00
5.25
(iv) Destruction
Nil
Nil
Nil
Nil
Nil
Note: All figures are inclusive of GST
(b) Nil
(c)(i) The Health and Disability Services Complaints Office’s (HaDSCO) administrative records and complaint records are archived offsite by a third-party. The Administrative Coordinator of the Office coordinates the searching and accessing of records at the direction of the Corporate Executive.
(ii) Members of other Government agencies cannot directly access or search HaDSCO records held offsite by third-party private companies. Other Government Agencies are required to provide official correspondence for any request to search and access HaDSCO records. Upon written approval from the Office’s Corporate Executive and depending on the confidential nature of the record requested, the process will be as above under (c)(i).
(iii) Members of academia cannot directly access or search HaDSCO records held offsite by third-party private companies. Upon written request to the Office’s Corporate Executive and depending on the confidential nature of the record requested, the process will be as above under (c)(i).
(iv) Members of the public cannot directly access or search HaDSCO records held offsite by third-party private companies. Upon written request to the Office’s Corporate Executive and depending on the confidential nature of the record requested, the process will be as above under (c)(i).
Healthway advises:
(a) (i – iv) The following figures represent total costs covering collection, storage, retrieval and destruction. As the overall costs each year are minor, Healthway has only used one financial code for the overall cost, and we are therefore unable to further breakdown the annual expenditure on these services.
2012-2013
2013-2014
2014-2015
2015-2016
2016-2017
Total Costs
$852.41
$1,685.31
$1,276.92
$1,421.40
$977.74
(b)(i) Nil
(ii)
2012-2013
2013-2014
2014-2015
2015-2016
2016-2017
Total Costs
$39,090.82*
$1,267.20
$2,324.96
$9,108.00
Nil
*Note: Healthway introduced electronic records management in 2012/13.
(c) (i) Appropriate records can be retrieved after request and approval.
(ii - iv) Request made to Healthway, request approved and Healthway staff can retrieve appropriate records.
Animal Resources Authority advises:
(a)(i – iii) Not applicable
(iv)
2013-2014
2014-2015
2015-2016
2016-2017
2017-2018
Destruction
Nil
$10.84
$91.80
$50.60
$60.72
(b) Nil
(c) (i – iv) No records are held off site by the agency.
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