❓ A WA parliamentary question on notice investigates the compliance of agencies within the Water and Mental Health portfolios with digital recordkeeping standards (SRC 8). The responses reveal varying levels of compliance and transparency across different agencies.
AnsweredQoN 2939Legislative Assembly
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 Water; Mental Health
Response time
34 days
For Aqwest:
(a) Nil
(b) No
(i) With the review of Records Keeping Plan in June 2012.
(c) Managed in accordance with current Records Keeping Plan requirements.
(d) Budget provision to be made in Aqwest's 2011/2012 Budget.
For Busselton Water Board:
(a) Nil
(b) No
(i) All data sets are in current use and it is unknown when archiving will be necessary.
(c) Busselton Water is cognizant of Standard 8.
(d) None
For the Water Corporation:
(a) 19 074 data sets and 621 320 digital records have been identified for preservation as digital archives.
(b- i) The Water Corporation's approved Retention and Disposal Schedule RD2004278 is held by the State Records Commission and is accessible by the public.
(c) The Water Corporation Record Keeping Plan is tabled in Parliament with its attached Retention and Disposal Schedule. The Retention and Disposal Schedule is approved by, and accessible through, the State Records Commission. Documents are available through Freedom of Information and, where possible, provided to legitimate researchers on request.
(d) None
For the Department of Water:
(a) The Department of Water (DoW) has a Retention and Disposal Schedule. The schedule covers all functional records in all formats held in all locations of the DoW.
(b) No
(i) The DoW has no business reason or legislative requirement to publish such a register.
(c) The DoW has a Recordkeeping Plan that describes how all forms of records, including digital records, are to be managed. The DoW is currently reviewing its strategies for the preservation and maintenance of digital records.
(d) $22 500 has been provided from within the DoW for training and instruction on how to comply with SRC 8.
For the Mental Health Commission:
(a) Categories of records identified for preservation as digital archives are contained within the Department of Health's approved Retention and Disposal Schedules.
(b) The Department of Health's approved Retention and Disposal Schedules identify classes of records identified as archives. Access can be provided by contacting Records Services at the Department of Health.
(i) Not applicable
(c) Not applicable
(d) None
Note: The above answer has been provided for the Mental Health Commission since its establishment on 8 March 2010 to 30 April 2010.
For the period 23 September 2008 to 7 March 2010 the Mental Health Division (now known as the Mental Health Commission) formed part of the Department of Health which was in the Minister for Health's portfolio. For the period 23 September 2008 to 30 April 2010 the mental health services in the Area Health Services formed part of the Department of Health and of hospitals boards which are in the Minister for Health's portfolio. As a consequence, information concerning the Mental Health Division and mental health services (provided by Area Health Services) is included in the answer provided in respect of the Department of Health as a whole by the Minister for Health.
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(a) Nil
(b) No
(i) With the review of Records Keeping Plan in June 2012.
(c) Managed in accordance with current Records Keeping Plan requirements.
(d) Budget provision to be made in Aqwest's 2011/2012 Budget.
For Busselton Water Board:
(a) Nil
(b) No
(i) All data sets are in current use and it is unknown when archiving will be necessary.
(c) Busselton Water is cognizant of Standard 8.
(d) None
For the Water Corporation:
(a) 19 074 data sets and 621 320 digital records have been identified for preservation as digital archives.
(b- i) The Water Corporation's approved Retention and Disposal Schedule RD2004278 is held by the State Records Commission and is accessible by the public.
(c) The Water Corporation Record Keeping Plan is tabled in Parliament with its attached Retention and Disposal Schedule. The Retention and Disposal Schedule is approved by, and accessible through, the State Records Commission. Documents are available through Freedom of Information and, where possible, provided to legitimate researchers on request.
(d) None
For the Department of Water:
(a) The Department of Water (DoW) has a Retention and Disposal Schedule. The schedule covers all functional records in all formats held in all locations of the DoW.
(b) No
(i) The DoW has no business reason or legislative requirement to publish such a register.
(c) The DoW has a Recordkeeping Plan that describes how all forms of records, including digital records, are to be managed. The DoW is currently reviewing its strategies for the preservation and maintenance of digital records.
(d) $22 500 has been provided from within the DoW for training and instruction on how to comply with SRC 8.
For the Mental Health Commission:
(a) Categories of records identified for preservation as digital archives are contained within the Department of Health's approved Retention and Disposal Schedules.
(b) The Department of Health's approved Retention and Disposal Schedules identify classes of records identified as archives. Access can be provided by contacting Records Services at the Department of Health.
(i) Not applicable
(c) Not applicable
(d) None
Note: The above answer has been provided for the Mental Health Commission since its establishment on 8 March 2010 to 30 April 2010.
For the period 23 September 2008 to 7 March 2010 the Mental Health Division (now known as the Mental Health Commission) formed part of the Department of Health which was in the Minister for Health's portfolio. For the period 23 September 2008 to 30 April 2010 the mental health services in the Area Health Services formed part of the Department of Health and of hospitals boards which are in the Minister for Health's portfolio. As a consequence, information concerning the Mental Health Division and mental health services (provided by Area Health Services) is included in the answer provided in respect of the Department of Health as a whole by 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
http://www.rtlib.com
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