❓ A WA parliamentary question on notice seeks information on the management of state archives within the Deputy Premier's portfolios, revealing inconsistencies in record-keeping practices and training across various health agencies.
AnsweredQoN 3375Legislative Assembly
Asked
28 June 2018
Member
Portfolio
Deputy Premier; Minister for Health; Mental Health
QuestionView source ↗
For each department, agency, government trading enterprise or organisation within your portfolios, can you please advise: (a) how many lineal meters of hard copy documents are held by the organisation, which would be transferred to the State Records Office as State Archives, if transfers were being accepted; (b) how many FTE have specific training in the State Records Act 2000 ; (c) how many FTE have specific training in, or knowledge of the long-term care and preservation of State Archives; and (d) how many FTE have specific training in, or knowledge of the management of digital archives?
AnswerView source ↗
Answered
15 August 2018
Response time
2 days
Department of Health advises:
(a) 2814.90 lineal meters.
(b) 807 FTE have undertaken Records Keeping Awareness Training.
Health Support Services advises:
(a) Nil.
(b) 1020 FTE have undertaken Records Keeping Awareness Training.
Children and Adolescent Health Service advises:
(a) Approximately 16.1 lineal meters.
(b) Unable to advise per FTE, 3,894 staff have undertaken Records Keeping Awareness Training.
East Metropolitan Health Service advises:
(a) The East Metropolitan Health Service (EMHS) advises the records classed as State Archives are currently stored alongside other temporary records either onsite or in offsite commercial storage. EMHS does not have a centralised register, therefore, is unable to separate out State Archives to provide an accurate answer.
(b) 4,533 FTE have undertaken Records Keeping Awareness Training.
North Metropolitan Health Service advises:
(a) 1,140,380 lineal meters.
(b) Unable to advise per FTE, 11,027 staff have undertaken Records Keeping Awareness Training.
South Metropolitan Health Service advises:
(a) The South Metropolitan Health Service (SMHS) Recordkeeping Plan (approved by the State Records Commission on the 20 March 2015) advises the majority of records in SMHS custody which may be State Archives will currently be stored alongside other records either onsite or in offsite commercial storage and are not identified as State Archive or otherwise.
(b) Unable to advise per FTE, 6,870 staff have undertaken Records Keeping Awareness Training
WA Country Health Service advises:
(a) 368 lineal meters.
(b) Unable to advise per FTE, 9,156 staff have undertaken Records Keeping Awareness Training.
(c - d) Department of Health and health service providers are unable to provide the information requested. The information required is extremely labour intensive and time-consuming. If the Member has a specific question, I will endeavour to provide an answer.
Mental Health Commission advises:
(a) Nil; no records at the Mental Health Commission have been classified as State Archives (i.e. retained permanently) at this time.
(b) As at 10 August 2018, 341 Mental Health Commission Employees have completed the Recordkeeping Awareness Training online course.
(c - d) Nil
Health & Disability Services Complaints Office (HaDSCO) advises:
(a) HaDSCO is currently reviewing records management within the agency therefore at this stage is not able to determine the number of lineal metres of documents held by HaDSCO.
(b) 10
(c) 5
(d) 1
Healthway advises:
(a) 147 lineal meters.
(b - d) Nil
Animal Resource Authority advises:
(a) 90 lineal meters.
(b) 1
(c) 7
(d) 1
(a) 2814.90 lineal meters.
(b) 807 FTE have undertaken Records Keeping Awareness Training.
Health Support Services advises:
(a) Nil.
(b) 1020 FTE have undertaken Records Keeping Awareness Training.
Children and Adolescent Health Service advises:
(a) Approximately 16.1 lineal meters.
(b) Unable to advise per FTE, 3,894 staff have undertaken Records Keeping Awareness Training.
East Metropolitan Health Service advises:
(a) The East Metropolitan Health Service (EMHS) advises the records classed as State Archives are currently stored alongside other temporary records either onsite or in offsite commercial storage. EMHS does not have a centralised register, therefore, is unable to separate out State Archives to provide an accurate answer.
(b) 4,533 FTE have undertaken Records Keeping Awareness Training.
North Metropolitan Health Service advises:
(a) 1,140,380 lineal meters.
(b) Unable to advise per FTE, 11,027 staff have undertaken Records Keeping Awareness Training.
South Metropolitan Health Service advises:
(a) The South Metropolitan Health Service (SMHS) Recordkeeping Plan (approved by the State Records Commission on the 20 March 2015) advises the majority of records in SMHS custody which may be State Archives will currently be stored alongside other records either onsite or in offsite commercial storage and are not identified as State Archive or otherwise.
(b) Unable to advise per FTE, 6,870 staff have undertaken Records Keeping Awareness Training
WA Country Health Service advises:
(a) 368 lineal meters.
(b) Unable to advise per FTE, 9,156 staff have undertaken Records Keeping Awareness Training.
(c - d) Department of Health and health service providers are unable to provide the information requested. The information required is extremely labour intensive and time-consuming. If the Member has a specific question, I will endeavour to provide an answer.
Mental Health Commission advises:
(a) Nil; no records at the Mental Health Commission have been classified as State Archives (i.e. retained permanently) at this time.
(b) As at 10 August 2018, 341 Mental Health Commission Employees have completed the Recordkeeping Awareness Training online course.
(c - d) Nil
Health & Disability Services Complaints Office (HaDSCO) advises:
(a) HaDSCO is currently reviewing records management within the agency therefore at this stage is not able to determine the number of lineal metres of documents held by HaDSCO.
(b) 10
(c) 5
(d) 1
Healthway advises:
(a) 147 lineal meters.
(b - d) Nil
Animal Resource Authority advises:
(a) 90 lineal meters.
(b) 1
(c) 7
(d) 1
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