❓ A WA parliamentary question on notice examines agency compliance with digital recordkeeping standards (SRC 8) across the Sport and Recreation; Racing and Gaming portfolios, inquiring about data set identification, public registers, assurance of compliance, and training funding. The responses reveal varying levels of compliance and transparency among agencies.
AnsweredQoN 2934Legislative Assembly
Asked
19 May 2010
Member
Portfolio
Sport and Recreation; Racing and Gaming; Minister Assisting the Minister for Health
QuestionView source ↗
In Western Australia, a mandatory requirement for agencies to identify and manage State archives in digital format was introduced when the State Records Commission adopted SRC 8 (Digital Recordkeeping) with the Standard coming into operation in February 2008. In relation to each agency and department in the Minister’s portfolios, I ask:
(a) how many data sets and/or digital records have been identified by each agency for preservation as digital archives pursuant to Principle 5 of SRC 8;
(b) is there is a publicly accessible register that describes data sets and classes of records identified as digital archives in the Minister’s departments and agencies; and
(i) if not, why not, and when is it the Minister’s intention to publish such a register;
(c) if such a transparent register does not currently exist, what assurance can the Minister give that digital archives of the State within his portfolios are being identified and managed in accordance with the requirements of SRC 8; and
(d) what funding has been allocated within the Minister’s portfolios, or provided by the State Records Office, to provide agencies with training and instruction on how to comply with SRC 8?
(a) how many data sets and/or digital records have been identified by each agency for preservation as digital archives pursuant to Principle 5 of SRC 8;
(b) is there is a publicly accessible register that describes data sets and classes of records identified as digital archives in the Minister’s departments and agencies; and
(i) if not, why not, and when is it the Minister’s intention to publish such a register;
(c) if such a transparent register does not currently exist, what assurance can the Minister give that digital archives of the State within his portfolios are being identified and managed in accordance with the requirements of SRC 8; and
(d) what funding has been allocated within the Minister’s portfolios, or provided by the State Records Office, to provide agencies with training and instruction on how to comply with SRC 8?
AnswerView source ↗
Answered
22 June 2010
Responded by
Minister for Sport and Recreation; Racing and Gaming; Minister Assisting the Minister for Health
Response time
34 days
DEPARTMENT OF SPORT AND RECREATION
(a) Nil. All records currently identified as having archival value are recorded in hard copy format.
(b) No.
(i) Approved Retention & Disposal Schedule identifies archival records and is accessible under FOI legislation.
(c) Refer to (b)(i).
(d) Training on all matters relating to Records Management is provided to all Department Staff with current allocated budget.
VENUESWEST
(a) One. In 2009-10 VenuesWest rolled-in finance functions to the shared services environment. The financial data-set contained in the legacy financial system is historical financial information and will be preserved for the necessary timeframe in accordance with the General Disposal Authority for Financial Records and pursuant to Principle 5 of SRC8.
In addition, back-up and storage of all digital data records, including emails, web data and any documents created or received in the normal course of conducting business are stored in electronic format on the agency's servers and retained in accordance with the agency's approved RecordKeeping Plan.
(b) No.
(i) A register has not been prepared for public availability as the data sets are freely available for any FOI or other relevant and appropriate scrutiny as required. It is not the intention of VenuesWest to publicly publish such a register.
(c) VenuesWest is currently undertaking an audit of its recordkeeping practices and processes with a view to ensuring it maintains compliance with all the relevant State Records Commission of WA Principles and Standards.
(d) Funding for a consultancy and an additional permanent FTE has been identified in VenuesWest's budget from 2010-11 to ensure compliance with all the relevant State Records Commission of WA Principles and Standards, including the education of staff.
WA INSTITUTE OF SPORT
(a - d) Not Applicable.
DEPARTMENT OF RACING, GAMING AND LIQUOR
(a) The Department's Retention and Disposal Schedule for Functional Records, RD2007039, identifies 20 data sets for preservation and pursuant to Principle 5 of SRC8.
(b) No.
(i) The Department's Freedom of Information Policy is available to the general public at its corporate web-site. Within this policy, the broad functions and classes of electronic information are listed which provides sufficient guidance to inform applicant's of the types of information that are available.
(c) In accordance with the guidance given in SRC 8, all matters relating to management of digital records is contained within the Departments Record Keeping Plan.
(d) Any training is provided for within the Department's corporate training budget.
BURSWOOD PARK BOARD
(a) All archive records are retained in a hardcopy format and some records are preserved as digital archives.
(b) No.
(i) Data sets and classes of records identified as digital archives are included on the hardcopy retention and disposal scheduled and the public may request access.
(c) Refer to (b)(i).
(d) Compliance with SRC8 will be implemented within the Board's budget.
WESTERN AUSTRALIAN GREYHOUND RACING ASSOCIATION
(a - d) Not Applicable.
HEALTH DEPARTMENT
Response will be forthcoming from the Minister for Health.
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(a) Nil. All records currently identified as having archival value are recorded in hard copy format.
(b) No.
(i) Approved Retention & Disposal Schedule identifies archival records and is accessible under FOI legislation.
(c) Refer to (b)(i).
(d) Training on all matters relating to Records Management is provided to all Department Staff with current allocated budget.
VENUESWEST
(a) One. In 2009-10 VenuesWest rolled-in finance functions to the shared services environment. The financial data-set contained in the legacy financial system is historical financial information and will be preserved for the necessary timeframe in accordance with the General Disposal Authority for Financial Records and pursuant to Principle 5 of SRC8.
In addition, back-up and storage of all digital data records, including emails, web data and any documents created or received in the normal course of conducting business are stored in electronic format on the agency's servers and retained in accordance with the agency's approved RecordKeeping Plan.
(b) No.
(i) A register has not been prepared for public availability as the data sets are freely available for any FOI or other relevant and appropriate scrutiny as required. It is not the intention of VenuesWest to publicly publish such a register.
(c) VenuesWest is currently undertaking an audit of its recordkeeping practices and processes with a view to ensuring it maintains compliance with all the relevant State Records Commission of WA Principles and Standards.
(d) Funding for a consultancy and an additional permanent FTE has been identified in VenuesWest's budget from 2010-11 to ensure compliance with all the relevant State Records Commission of WA Principles and Standards, including the education of staff.
WA INSTITUTE OF SPORT
(a - d) Not Applicable.
DEPARTMENT OF RACING, GAMING AND LIQUOR
(a) The Department's Retention and Disposal Schedule for Functional Records, RD2007039, identifies 20 data sets for preservation and pursuant to Principle 5 of SRC8.
(b) No.
(i) The Department's Freedom of Information Policy is available to the general public at its corporate web-site. Within this policy, the broad functions and classes of electronic information are listed which provides sufficient guidance to inform applicant's of the types of information that are available.
(c) In accordance with the guidance given in SRC 8, all matters relating to management of digital records is contained within the Departments Record Keeping Plan.
(d) Any training is provided for within the Department's corporate training budget.
BURSWOOD PARK BOARD
(a) All archive records are retained in a hardcopy format and some records are preserved as digital archives.
(b) No.
(i) Data sets and classes of records identified as digital archives are included on the hardcopy retention and disposal scheduled and the public may request access.
(c) Refer to (b)(i).
(d) Compliance with SRC8 will be implemented within the Board's budget.
WESTERN AUSTRALIAN GREYHOUND RACING ASSOCIATION
(a - d) Not Applicable.
HEALTH DEPARTMENT
Response will be forthcoming from the Minister for Health.
Notice: This document is created or edited using unregistered or evaluation copy of rtLib valid for testing or development purposes only. To use it for productive or any other purposes please register it. You may purchase the license on
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