❓ A WA parliamentary question seeks information on the identification and management of digital archives within the Mines and Petroleum, Fisheries, and Electoral Affairs portfolios, specifically regarding compliance with State Records Commission Standard 8. The responses reveal varying levels of compliance and transparency across the different agencies.
AnsweredQoN 2929Legislative 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 representing the Minister for Mines and Petroleum; Fisheries; Electoral Affairs
Response time
34 days
DEPARTMENT OF MINES & PETROLEUM
a) 18.
b) No.
(i) Such a register is not required by SRC 8, and no requirement is seen for a register.
c) The Department of Mines and Petroleum makes data available to the public regardless of the manner in which it is stored. The data that is available can be searched on the Department's internet site.
d) Funding is provided as part of the Department's operational budget.
MINERALS & ENERGY RESEARCH INSTITUTE OF WESTERN AUSTRALIA
To date there has been no need for MERIWA to archive any records.
(a) Nil
(b)-(d) Not applicable
DEPARTMENT OF FISHERIES
(a) The Department's Retention and Disposal Schedule identifies three digital records types and a further eighteen mixed records types, being both paper-based and digital, to be held for archival.
(b) The Department's Retention and Disposal Schedule serves as a register of the Department's digital archives. The Retention and Disposal Schedule is available to the public on request.
(i) Not applicable.
(c) Not applicable.
(d) Funding is provided as part of the Department's operational budget.
WESTERN AUSTRALIAN ELECTORAL COMMISSION (WAEC)
(a) State Records Commission (SRC) Standard 8 does not prescribe that State organisations must move to digital record keeping but provides principles for agencies that do. The WAEC has not fully implemented digital record keeping maintaining hard copy records in line with the
State Records Act 2000
. The State electoral roll as a data set in a digital format is identified as a preserved digital archive.
(b) No. The State electoral roll is itself publically available at the WAEC office and it is not necessary that it be identified on a register.
(i) Not applicable
(c) Not applicable
(d) The WAEC is developing a business case to introduce digital record keeping and document management and will be seeking funding for system development along with related training and instruction that SRC Standard 8 requires.
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a) 18.
b) No.
(i) Such a register is not required by SRC 8, and no requirement is seen for a register.
c) The Department of Mines and Petroleum makes data available to the public regardless of the manner in which it is stored. The data that is available can be searched on the Department's internet site.
d) Funding is provided as part of the Department's operational budget.
MINERALS & ENERGY RESEARCH INSTITUTE OF WESTERN AUSTRALIA
To date there has been no need for MERIWA to archive any records.
(a) Nil
(b)-(d) Not applicable
DEPARTMENT OF FISHERIES
(a) The Department's Retention and Disposal Schedule identifies three digital records types and a further eighteen mixed records types, being both paper-based and digital, to be held for archival.
(b) The Department's Retention and Disposal Schedule serves as a register of the Department's digital archives. The Retention and Disposal Schedule is available to the public on request.
(i) Not applicable.
(c) Not applicable.
(d) Funding is provided as part of the Department's operational budget.
WESTERN AUSTRALIAN ELECTORAL COMMISSION (WAEC)
(a) State Records Commission (SRC) Standard 8 does not prescribe that State organisations must move to digital record keeping but provides principles for agencies that do. The WAEC has not fully implemented digital record keeping maintaining hard copy records in line with the
State Records Act 2000
. The State electoral roll as a data set in a digital format is identified as a preserved digital archive.
(b) No. The State electoral roll is itself publically available at the WAEC office and it is not necessary that it be identified on a register.
(i) Not applicable
(c) Not applicable
(d) The WAEC is developing a business case to introduce digital record keeping and document management and will be seeking funding for system development along with related training and instruction that SRC Standard 8 requires.
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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