❓ A WA parliamentary question on notice regarding the cost of retrieving paper files from private sector records management service providers for various agencies in 2008-2009 and 2009-2010. The answer details costs for the Department of Local Government, Heritage Council, National Trust, and Metropolitan Cemeteries Board, explaining the need for offsite storage and compliance with State Records Office guidelines.
AnsweredQoN 2750Legislative Assembly
Asked
22 April 2010
Member
Portfolio
Local Government; Heritage; Citizenship and Multicultural Interests
QuestionView source ↗
In regards to the retrieval of paper files annually from private sector records management service providers, how much money was expended by each agency in:
(a) 2008–2009; and
(b) 2009–2010?
(a) 2008–2009; and
(b) 2009–2010?
AnswerView source ↗
Answered
25 May 2010
Responded by
Minister for Local Government; Heritage; Citizenship and Multicultural Interests
Response time
33 days
Department of Local Government including the Office of Multicultural Interests
(a) $385.30 (Department of Local Government and Regional Development)
(b) $666.28 (Department of Local Government including the Office of Multicultural Interests)
Note: The figure for (b) above also includes costs for the Department of Regional Development and Lands.
The Department of Local Government including the Office of Multicultural Interests has a need for offsite storage due to limited space on premises. Files are therefore often called back for varying reasons such as Freedom of Information requests, records of previous decisions made and reasons they were made.
Up to approximately 5 years ago, the Department had only paper files until it was changed to both electronic and paper. Officers cannot access old electronic versions of files and volumes, therefore the physical files must be ordered in. The Department uses CUA approved offsite storage, files are also held by The State Records Office.
Heritage Council of Western Australia
(a) $1365.75
(b) $1255.14
Under the Heritage Council's Retention and Disposal schedule all of their records relating to places of cultural significance or interest, including those not on the State Register of Heritage Places are to be kept by the agency for a period of 25 years after a volume closes. After this time they are to be transferred to the State Records Office for permanent retention due to the high level of information on them that is of interest to present and future generations of West Australians.
The Office of Heritage does not have sufficient space to allow for onsite storage of closed volumes and place related materials. This includes maps, plans, Conservation Plans, Municipal Heritage Inventories, Heritage Policies and other library material.
Due to the varying places that the Office of Heritage is dealing with sometimes previous volumes of Place files are required which are kept offsite. These previous volumes help assist with development referrals, Freedom of Information requests, legal issues and provide assistance to Local Government, other Government Departments and requests from members of the public.
The Office of Heritage uses an offsite storage facility that is in compliance with guidelines set down by the State Records Office to ensure that the integrity and condition of the files that it stores is not compromised. The offsite storage provider is from the list of providers available on the current CUA through Department of Treasury and Finance.
National Trust of Australia (Western Australia)
(a)-(b) Nil
Metropolitan Cemeteries Board
(a)-(b) Nil
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(a) $385.30 (Department of Local Government and Regional Development)
(b) $666.28 (Department of Local Government including the Office of Multicultural Interests)
Note: The figure for (b) above also includes costs for the Department of Regional Development and Lands.
The Department of Local Government including the Office of Multicultural Interests has a need for offsite storage due to limited space on premises. Files are therefore often called back for varying reasons such as Freedom of Information requests, records of previous decisions made and reasons they were made.
Up to approximately 5 years ago, the Department had only paper files until it was changed to both electronic and paper. Officers cannot access old electronic versions of files and volumes, therefore the physical files must be ordered in. The Department uses CUA approved offsite storage, files are also held by The State Records Office.
Heritage Council of Western Australia
(a) $1365.75
(b) $1255.14
Under the Heritage Council's Retention and Disposal schedule all of their records relating to places of cultural significance or interest, including those not on the State Register of Heritage Places are to be kept by the agency for a period of 25 years after a volume closes. After this time they are to be transferred to the State Records Office for permanent retention due to the high level of information on them that is of interest to present and future generations of West Australians.
The Office of Heritage does not have sufficient space to allow for onsite storage of closed volumes and place related materials. This includes maps, plans, Conservation Plans, Municipal Heritage Inventories, Heritage Policies and other library material.
Due to the varying places that the Office of Heritage is dealing with sometimes previous volumes of Place files are required which are kept offsite. These previous volumes help assist with development referrals, Freedom of Information requests, legal issues and provide assistance to Local Government, other Government Departments and requests from members of the public.
The Office of Heritage uses an offsite storage facility that is in compliance with guidelines set down by the State Records Office to ensure that the integrity and condition of the files that it stores is not compromised. The offsite storage provider is from the list of providers available on the current CUA through Department of Treasury and Finance.
National Trust of Australia (Western Australia)
(a)-(b) Nil
Metropolitan Cemeteries Board
(a)-(b) Nil
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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