❓ A WA parliamentary question on notice examines agency compliance with digital recordkeeping standards (SRC 8) across the Minister's portfolios, revealing varying levels of implementation and transparency.
AnsweredQoN 2943Legislative Assembly
Asked
19 May 2010
Member
Portfolio
Commerce; Science and Innovation; Housing; Minister Assisting the Treasurer
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 Commerce; Science and Innovation; Housing; Minister Assisting the Treasurer
Response time
34 days
ChemCentre
(a) None
(b) No
(i) Records of archival value are specified in the Retention and Disposal Schedule. Hard copies of archival records are maintained to date.
(c) Not applicable as no archival value digital records exist that have not been converted to hardcopy.
(d) None
Commerce
The Department of Commerce advises:
(a) There are currently 38 databases containing digital archives.
(b) Yes.
(c) Not applicable.
(d) No funding has been provided from the State Records Office, however there is a normal Corporate Information budget to ensure compliance with SRC 8.
Housing
The Department of Housing advises:
(a) The archiving of records is determined by the approved Disposal Schedules:
· RD 2008006; Retention and Disposal Schedule for Functional Records (Department of Housing and Works)
· RD 990002; General Disposal Authority for Human Resource Management Records
· RD 2005010; General Disposal Authority for Financial and Accounting Records
· RD 2003016; General Disposal Authority for Administrative Records
There are 166 references across all Disposal Schedules where a record will be archived
(b) No. Section 73 (1) (d) (Director's functions) of the
State Records Act 2000
provides the [Director] is to create and maintain a register of all State archives, including those that are not in the State archives collection.
(i) Refer to answer for (b).
(c) The Department of Housing uses an approved electronic and document records management system (CUA 8005). Documents held on network drives are generally printed and filed in paper.
(d) The Department of Housing's annual costs to date for Online Recordkeeping training is approximately $28,000.
SBDC
(a) Nine (9) datasets have been identified for preservation as digital archives pursuant to Principle 5 of SRC Standard 8.
(b) The SBDC maintains an approved Retention and Disposal Schedule that describes classes of records identified as digital archives and the public may request access.
(c) Not Applicable
(d) No funds are specifically allocated to comply with SRC Standard 8, however compliance with State Records Office requirements including SRC Standards and Practices forms part of the SBDC's wider training program for all staff.
WAIRC
(a) Four data sets
(b) No
(i) Included as part of the Department's Retention and Disposal Schedule
(c) The Department's Retention and Disposal Schedule complies with the
State Records Act
and SRC 8.
(d) None
WorkCover
(a) WorkCover WA currently retains all its corporate records in hardcopy. WorkCover WA is scheduled to implement an electronic document records management system in 2011 and will identify digital records to be preserved in digital archives at that time.
(b) WorkCover WA maintains an approved Retention and Disposal Schedule. However, no data sets or digital State Archives have been identified at this time.
i) Electronic document records management system has not yet been implemented.
(c) Not applicable
(d) None
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(a) None
(b) No
(i) Records of archival value are specified in the Retention and Disposal Schedule. Hard copies of archival records are maintained to date.
(c) Not applicable as no archival value digital records exist that have not been converted to hardcopy.
(d) None
Commerce
The Department of Commerce advises:
(a) There are currently 38 databases containing digital archives.
(b) Yes.
(c) Not applicable.
(d) No funding has been provided from the State Records Office, however there is a normal Corporate Information budget to ensure compliance with SRC 8.
Housing
The Department of Housing advises:
(a) The archiving of records is determined by the approved Disposal Schedules:
· RD 2008006; Retention and Disposal Schedule for Functional Records (Department of Housing and Works)
· RD 990002; General Disposal Authority for Human Resource Management Records
· RD 2005010; General Disposal Authority for Financial and Accounting Records
· RD 2003016; General Disposal Authority for Administrative Records
There are 166 references across all Disposal Schedules where a record will be archived
(b) No. Section 73 (1) (d) (Director's functions) of the
State Records Act 2000
provides the [Director] is to create and maintain a register of all State archives, including those that are not in the State archives collection.
(i) Refer to answer for (b).
(c) The Department of Housing uses an approved electronic and document records management system (CUA 8005). Documents held on network drives are generally printed and filed in paper.
(d) The Department of Housing's annual costs to date for Online Recordkeeping training is approximately $28,000.
SBDC
(a) Nine (9) datasets have been identified for preservation as digital archives pursuant to Principle 5 of SRC Standard 8.
(b) The SBDC maintains an approved Retention and Disposal Schedule that describes classes of records identified as digital archives and the public may request access.
(c) Not Applicable
(d) No funds are specifically allocated to comply with SRC Standard 8, however compliance with State Records Office requirements including SRC Standards and Practices forms part of the SBDC's wider training program for all staff.
WAIRC
(a) Four data sets
(b) No
(i) Included as part of the Department's Retention and Disposal Schedule
(c) The Department's Retention and Disposal Schedule complies with the
State Records Act
and SRC 8.
(d) None
WorkCover
(a) WorkCover WA currently retains all its corporate records in hardcopy. WorkCover WA is scheduled to implement an electronic document records management system in 2011 and will identify digital records to be preserved in digital archives at that time.
(b) WorkCover WA maintains an approved Retention and Disposal Schedule. However, no data sets or digital State Archives have been identified at this time.
i) Electronic document records management system has not yet been implemented.
(c) Not applicable
(d) None
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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