❓ A WA parliamentary question seeks information on agencies' compliance with digital recordkeeping standards (SRC 8), focusing on identification, management, and public accessibility of digital archives within the Minister's portfolios. The responses reveal varying levels of compliance and transparency across different agencies.
AnsweredQoN 2930Legislative Assembly
Asked
19 May 2010
Member
Portfolio
Regional Development; Lands; Minister Assisting the Minister for State Development; Minister Assisting the Minister for Transport
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 Regional Development; Lands; Minister Assisting the Minister for State Development; Minister Assisting the Minister for Transport
Response time
34 days
Gascoyne, Goldfields Esperance, Great Southern, Midwest, Pilbara, Kimberley, South West, Peel and Wheatbelt Development Commissions:
(a) Nil
(b) No, as no data sets or digital records have been identified as requiring preservation as digital archives.
(c) The member is advised that SRC 8 (Digital Recordkeeping) which is referenced in the question states "It is not the intention of this document to prescribe that State organisations must move to digital recordkeeping but to provide Principles for those that do."
(d) Nil
The Department of Regional Development and Lands
(a) All Department of Regional Development and Lands (RDL) digital records are identified and maintained according to State Records Commission (SRC) Standard 8 - Digital Recordkeeping, including Principle 5 - Preserving Digital Records.
(b) No.
(i) Not required under Principle 5 SRC 8.
(c) All digital files are assigned to a retention and disposal schedule, as per State Records Office guidelines and standards.
(d) No specific funding assigned to SRC 8-specific compliance for RDL.
LandCorp
a) 2,786 digital records (2.24 gigabytes)
b) i) No, we have a register, but it is not publically available.
ii) LandCorp 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 a new records disposal authority to more accurately identify LandCorp's State archives. LandCorp 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) LandCorp 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 LandCorp'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 LandCorp's Recordkeeping Plan to make it compliant with all SRC standards. Completion of the new Recordkeeping Plan is an action in LandCorp'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.
Landgate
(a) The agency's updated Records Retention and Disposal Schedule (R&D), awaiting approval by the State Records Commission, identifies 58 digital/digitised archive data sets.
(b) No, not published online. The updated R&D identifies and describes data sets and the classes of records. The R&D will be accessible to the public once it is approved by the State Records Advisory Committee.
(i) The option to publish the approved R&D, to support Information Statement comments on the agency's corporate website, will be considered once it is approved by the State Records Advisory Committee.
(c) The agency is following the business practice reflected in the updated R&D which is awaiting approval by State Records Advisory Committee meeting.
(d) No specific funding provided to comply with SRC 8. The agency's current induction program includes Record Awareness Training, which all staff are required to successfully complete.
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(a) Nil
(b) No, as no data sets or digital records have been identified as requiring preservation as digital archives.
(c) The member is advised that SRC 8 (Digital Recordkeeping) which is referenced in the question states "It is not the intention of this document to prescribe that State organisations must move to digital recordkeeping but to provide Principles for those that do."
(d) Nil
The Department of Regional Development and Lands
(a) All Department of Regional Development and Lands (RDL) digital records are identified and maintained according to State Records Commission (SRC) Standard 8 - Digital Recordkeeping, including Principle 5 - Preserving Digital Records.
(b) No.
(i) Not required under Principle 5 SRC 8.
(c) All digital files are assigned to a retention and disposal schedule, as per State Records Office guidelines and standards.
(d) No specific funding assigned to SRC 8-specific compliance for RDL.
LandCorp
a) 2,786 digital records (2.24 gigabytes)
b) i) No, we have a register, but it is not publically available.
ii) LandCorp 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 a new records disposal authority to more accurately identify LandCorp's State archives. LandCorp 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) LandCorp 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 LandCorp'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 LandCorp's Recordkeeping Plan to make it compliant with all SRC standards. Completion of the new Recordkeeping Plan is an action in LandCorp'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.
Landgate
(a) The agency's updated Records Retention and Disposal Schedule (R&D), awaiting approval by the State Records Commission, identifies 58 digital/digitised archive data sets.
(b) No, not published online. The updated R&D identifies and describes data sets and the classes of records. The R&D will be accessible to the public once it is approved by the State Records Advisory Committee.
(i) The option to publish the approved R&D, to support Information Statement comments on the agency's corporate website, will be considered once it is approved by the State Records Advisory Committee.
(c) The agency is following the business practice reflected in the updated R&D which is awaiting approval by State Records Advisory Committee meeting.
(d) No specific funding provided to comply with SRC 8. The agency's current induction program includes Record Awareness Training, which all staff are required to successfully complete.
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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