❓ WA Parliamentary Question on Notice regarding agencies' compliance with digital recordkeeping standards (SRC 8). Reveals varying levels of compliance and transparency across different agencies within the Planning; Culture and the Arts portfolios.
AnsweredQoN 2935Legislative 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 Planning; Culture and the Arts
Response time
34 days
Department of Planning
(a) Six
(b) No
(i) An information Asset Register was developed for the former Department for Planning and Infrastructure (DPI). This is now out of date and is currently being further developed and updated specifically for the Department of Planning (DoP).
(c) Digital datasets and records are identified and managed through the approved Recordkeeping Plan and the Retention and Disposal Schedule which is currently being amended following the split of DPI.
The databases have audit or transaction logs associated with them, and are part of DoP's normal back-up process.
Digital records are stored in Objective, the Electronic Document and Records Management System, and can only be deleted in accordance withan approved disposal authority. A disaster recovery plan for Objective is in place.
(d) Existing Planning resources (staff and recurrent budget) are utilised to undertake this activity as required. The State Records Office provides no funding.
Armadale Redevelopment Authority
(a) 1,386 digital records
b) i) No, we have a register, but it is not publically available.
ii) Armadale Redevelopment Authority (ARA) is currently reviewing and rewriting its Recordkeeping Plan for submission to the State Records Commission (SRC) in March 2011. This will involve the submission of anew records disposal authority to more accurately identify ARA's State archives. ARA plans to make a list of its State archives publically available after its revised disposal authority has been approved by the SRC in 2011.
(c) ARA has been managing digital records since July 2008, when it implemented an approved electronic records management system - Objective. The management of archival records in this system is supported by ARA's records management policy and procedures and all staff are provided with relevant training.
(d) In house resources are being used to review, rewrite and resubmit ARA's Recordkeeping Plan to make it compliant with all SRC standards. Completion of the new Recordkeeping Plan is an action ARA's 2010/11 Business Plan. On approval of the new Recordkeeping Plan, all staff will be provided with training on relevant aspects of the Plan and additional training on managing their digital records.
East Perth Redevelopment Authority; Subiaco Redevelopment Authority
(a) EPRA - 5 data sets; 192,360 records
SRA - 5 data sets; 36,480 records
(b) No
(i) EPRA is not required to publish a register under the State Records Act or associated legislation.
(c) EPRA addresses and subsequently manages this issue via its recordkeeping plan.
(d) Not applicable
Midland Redevelopment Authority
(a) The Midland Redevelopment Authority (MRA) has two (2) data sets; a single onsite server and offsite backup tapes; holding all digital records which the MRA has identified for future preservation as digital archives.
(b) No
(b)(i) When MRA's digital records reach the archive stage, a publically accessible register will be created and maintained in accordance with the requirements of SRC 8.
(c) MRA future digital archives have been identified and will be managed in accordance with the MRA's State Records Office approved Recordkeeping Plan, Records Management Policy & Procedures and Retention & Disposal Schedule.
(d) None
Department of Culture and the Arts, ScreenWest, Perth Theatre Trust
(a) The Department of Culture and the Arts has an approved Retention and Disposal Schedule (RD 2007004) this includes the records of Perth Theatre Trust and ScreenWest, it applies to all categories of records of the Department and applies torecords in all formats. The schedule states that all electronic records of the Department will be managed in accordance with SRC Standard 8.
(b) The State Records Office Retention and Disposal Schedule serves as a register that describes classes of records identified as digital archives and the public may request access.
(c) Not applicable
(d) Nil
State Library of Western Australia
(a) Nil
(b) The State Library's Retention and Disposal Schedule serves as a register that describes classes of records identified as digital archives and the public may request access.
(c) The State Library has developed a draft Record Keeping Plan that includes the capture of electronic documents and this is currently being evaluated by StateRecords Office in accordance with the requirements of SRC Standard 8.
(d) Nil
WA Museum
(a) All the Museum's records in digital format that are state archives are identified within the Museum's approved Retention & Disposal Authority.
(b) The Museum's approved Retention & Disposal Authority is the register that describes the classes of records that are identified as digital archives. This is a publicdocument to which people can request access.
(c) Not applicable
(d) Nil
Art Gallery of Western Australia
(a) Electronic records are subject to the provisions of the
Art Gallery Retention and Disposal Schedule
in the same way as hard copy records. Where they are not printed and put on a hard copy file they are managed in electronic form, including migration through successive upgrades of hardware and software, for as long as they are required in accordance with the Schedule and SRC Standard 8.
(b) The
Art Gallery Retention and Disposal Schedule
describes data sets and classes of records identified as digital archives. The Schedule has been approved by the State Records Advisory Committee and is available if requested.
(c) Not applicable
(d) Nil
State Records Office
(a) The State Records Office's digital records that are State archives are identified in the Office's approved Retention and Disposal Schedule.
(b) The State Records Office Retention and Disposal Schedule serves as a register that describes classes of records identified as digital archives and the public may request access.
(c) Not applicable
(d) Training and instruction may be provided on request and is funded within the Office's operational budget.
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(a) Six
(b) No
(i) An information Asset Register was developed for the former Department for Planning and Infrastructure (DPI). This is now out of date and is currently being further developed and updated specifically for the Department of Planning (DoP).
(c) Digital datasets and records are identified and managed through the approved Recordkeeping Plan and the Retention and Disposal Schedule which is currently being amended following the split of DPI.
The databases have audit or transaction logs associated with them, and are part of DoP's normal back-up process.
Digital records are stored in Objective, the Electronic Document and Records Management System, and can only be deleted in accordance withan approved disposal authority. A disaster recovery plan for Objective is in place.
(d) Existing Planning resources (staff and recurrent budget) are utilised to undertake this activity as required. The State Records Office provides no funding.
Armadale Redevelopment Authority
(a) 1,386 digital records
b) i) No, we have a register, but it is not publically available.
ii) Armadale Redevelopment Authority (ARA) is currently reviewing and rewriting its Recordkeeping Plan for submission to the State Records Commission (SRC) in March 2011. This will involve the submission of anew records disposal authority to more accurately identify ARA's State archives. ARA plans to make a list of its State archives publically available after its revised disposal authority has been approved by the SRC in 2011.
(c) ARA has been managing digital records since July 2008, when it implemented an approved electronic records management system - Objective. The management of archival records in this system is supported by ARA's records management policy and procedures and all staff are provided with relevant training.
(d) In house resources are being used to review, rewrite and resubmit ARA's Recordkeeping Plan to make it compliant with all SRC standards. Completion of the new Recordkeeping Plan is an action ARA's 2010/11 Business Plan. On approval of the new Recordkeeping Plan, all staff will be provided with training on relevant aspects of the Plan and additional training on managing their digital records.
East Perth Redevelopment Authority; Subiaco Redevelopment Authority
(a) EPRA - 5 data sets; 192,360 records
SRA - 5 data sets; 36,480 records
(b) No
(i) EPRA is not required to publish a register under the State Records Act or associated legislation.
(c) EPRA addresses and subsequently manages this issue via its recordkeeping plan.
(d) Not applicable
Midland Redevelopment Authority
(a) The Midland Redevelopment Authority (MRA) has two (2) data sets; a single onsite server and offsite backup tapes; holding all digital records which the MRA has identified for future preservation as digital archives.
(b) No
(b)(i) When MRA's digital records reach the archive stage, a publically accessible register will be created and maintained in accordance with the requirements of SRC 8.
(c) MRA future digital archives have been identified and will be managed in accordance with the MRA's State Records Office approved Recordkeeping Plan, Records Management Policy & Procedures and Retention & Disposal Schedule.
(d) None
Department of Culture and the Arts, ScreenWest, Perth Theatre Trust
(a) The Department of Culture and the Arts has an approved Retention and Disposal Schedule (RD 2007004) this includes the records of Perth Theatre Trust and ScreenWest, it applies to all categories of records of the Department and applies torecords in all formats. The schedule states that all electronic records of the Department will be managed in accordance with SRC Standard 8.
(b) The State Records Office Retention and Disposal Schedule serves as a register that describes classes of records identified as digital archives and the public may request access.
(c) Not applicable
(d) Nil
State Library of Western Australia
(a) Nil
(b) The State Library's Retention and Disposal Schedule serves as a register that describes classes of records identified as digital archives and the public may request access.
(c) The State Library has developed a draft Record Keeping Plan that includes the capture of electronic documents and this is currently being evaluated by StateRecords Office in accordance with the requirements of SRC Standard 8.
(d) Nil
WA Museum
(a) All the Museum's records in digital format that are state archives are identified within the Museum's approved Retention & Disposal Authority.
(b) The Museum's approved Retention & Disposal Authority is the register that describes the classes of records that are identified as digital archives. This is a publicdocument to which people can request access.
(c) Not applicable
(d) Nil
Art Gallery of Western Australia
(a) Electronic records are subject to the provisions of the
Art Gallery Retention and Disposal Schedule
in the same way as hard copy records. Where they are not printed and put on a hard copy file they are managed in electronic form, including migration through successive upgrades of hardware and software, for as long as they are required in accordance with the Schedule and SRC Standard 8.
(b) The
Art Gallery Retention and Disposal Schedule
describes data sets and classes of records identified as digital archives. The Schedule has been approved by the State Records Advisory Committee and is available if requested.
(c) Not applicable
(d) Nil
State Records Office
(a) The State Records Office's digital records that are State archives are identified in the Office's approved Retention and Disposal Schedule.
(b) The State Records Office Retention and Disposal Schedule serves as a register that describes classes of records identified as digital archives and the public may request access.
(c) Not applicable
(d) Training and instruction may be provided on request and is funded within the Office's operational budget.
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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