❓ Question on Notice regarding the cost of records management and archiving services for various government agencies within the Culture and the Arts portfolio, and the process for accessing records held offsite.
AnsweredQoN 1359Legislative Council
QuestionView source ↗
I
refer to records management and archiving, and I ask: (a) for
each of the last five financial years finishing 2016-17, for each Government
agency within the Minister’s portfolio, could the Minister please provide the
cost of records archiving services including: (i) collection; (ii) storage; (iii) retrieval; and (iv) destruction; (b) for each of the last five financial years,
finishing 2016-17, for each Government agency within the Minister’s portfolio,
could the Minister please provide the cost of records management consultancy
services provided by: (i) the
State Records Office; and (ii) private consultants and/or consultancy
businesses; and (c) for
each Government agency reporting to the Minister, could the Minister please
explain the process by which records held offsite by third-party private
companies can be searched and accessed by: (i) members of the agency; (ii) members of other Government agencies; (iii) members of academia; and (iv) members of the public?
refer to records management and archiving, and I ask: (a) for
each of the last five financial years finishing 2016-17, for each Government
agency within the Minister’s portfolio, could the Minister please provide the
cost of records archiving services including: (i) collection; (ii) storage; (iii) retrieval; and (iv) destruction; (b) for each of the last five financial years,
finishing 2016-17, for each Government agency within the Minister’s portfolio,
could the Minister please provide the cost of records management consultancy
services provided by: (i) the
State Records Office; and (ii) private consultants and/or consultancy
businesses; and (c) for
each Government agency reporting to the Minister, could the Minister please
explain the process by which records held offsite by third-party private
companies can be searched and accessed by: (i) members of the agency; (ii) members of other Government agencies; (iii) members of academia; and (iv) members of the public?
AnswerView source ↗
Answered
22 August 2018
Responded by
Leader of the House representing the Minister for Culture and the Arts
Response time
10 days
Former Department of Culture and the Arts
(a)(i-iv)
2016-17
2015-16
2014-15
2013-14
2012-13
$16 130.17
$41 951.82
$27 759.85
$33 112.95
$39 197.91
(b)(i-ii)
2016-17
2015-16
2014-15
2013-14
2012-13
Nil
Nil
Nil
$147.76
Nil
Department of Local Government, Sport and Cultural Industries
(c)(i) Members of the agency can search in TRIM, to find records which are listed as ‘offsite’. They then contact the IM Team to retrieve those records if appropriate.
(ii) Members of other Government Agencies have no access to search or access these records unless a request for information is approved.
(iii) Members of academia have no access to search, but can request access through the FOI process.
(iv) Members of the public have no access to search, but can request access through the FOI process.
Art Gallery of Western Australia
(a)
(i)
(ii)
(iii)
(iv)
2012-13
$558.41
$2 583.13
$505.97
$92.18
2013-14
$127.49
$2 765.56
$485.18
$43.34
2014-15
$390.90
$2 932.48
$451.54
$0.00
2015-16
$57.04
$2 532.66
$388.65
$0.00
2016-17
$100.25
$1 486.92
$111.35
$0.00
(b)(i-ii)
2016-17
2015-16
2014-15
2013-14
2012-13
Nil
Nil
Nil
Nil
Nil
(c) (i) Staff can search the AGWA electronic document and records management system, Content Manager 9.2, to find information and then request Information Management staff to retrieve the files from offsite storage.
(ii) Members of other Government Agencies have no access to search or access these records unless a request for information is approved.
(iii) Members of academia have no access to search, but can request access through the FOI process.
(iv) Members of the public have no access to search, but can request access through the FOI process.
Perth Theatre Trust
(a)(i-iv)
2016-17
2015-16
2014-15
2013-14
2012-13
$13 852.24
$8 196.11
$4 575.48
Not available 1
Not available 1
1 Please note the financial figures for 2012-13 and 2013-14 are with DCA as they were managing PTT’s Records.
(b)(i-ii)
2016-17
2015-16
2014-15
2013-14
2012-13
Nil
Nil
Nil
Nil
Nil
(c) (i) Information Management, DLGSC are the only staff who can recall hard copy records from offsite storage.
(ii) Members of other Government Agencies have no access to search or access these records unless a request for information is approved.
(iii) Members of academia have no access to search, but can request access through the FOI process.
(iv) Members of the public have no access to search, but can request access through the FOI process.
State Library of Western Australia – including the State Records Office
(a)(i-iv)
2016-17
2015-16
2014-15
2013-14
2012-13
Nil
Nil
Nil
Nil
Nil
(b)(i-ii)
2016-17
2015-16
2014-15
2013-14
2012-13
Nil
Nil
Nil
Nil
Nil
(c)(i-iv) Not Applicable.
Western Australian Museum
(a)
(i)
(ii)
(iii)
(iv)
2012-13
$0.00
$2 478.00
$0.00
$74.00
2013-14
$401.92
$3 634.22
$232.58
$151.69
2014-15
$268.68
$3 036.64
$303.13
$32.51
2015-16
$374.95
$2 725.70
$461.86
$0.00
2016-17
$289.20
$2 673.96
$168.10
$20.24
(b)(i-ii)
2016-17
2015-16
2014-15
2013-14
2012-13
Nil
Nil
Nil
Nil
Nil
(c)(i) Access to Museum records held offsite by third-party private companies (RECALL) are restricted to only Museum Senior Records Officer. All requests are approved by the director and forwarded to the Senior Records Officer for retrieval.
(ii) Members of other Government Agencies have no access to search or access these records unless a request for information is approved.
(iii) Members of academia have no access to search, but can request access through the FOI process.
(iv) Members of the public have no access to search, but can request access through the FOI process.
(a)(i-iv)
2016-17
2015-16
2014-15
2013-14
2012-13
$16 130.17
$41 951.82
$27 759.85
$33 112.95
$39 197.91
(b)(i-ii)
2016-17
2015-16
2014-15
2013-14
2012-13
Nil
Nil
Nil
$147.76
Nil
Department of Local Government, Sport and Cultural Industries
(c)(i) Members of the agency can search in TRIM, to find records which are listed as ‘offsite’. They then contact the IM Team to retrieve those records if appropriate.
(ii) Members of other Government Agencies have no access to search or access these records unless a request for information is approved.
(iii) Members of academia have no access to search, but can request access through the FOI process.
(iv) Members of the public have no access to search, but can request access through the FOI process.
Art Gallery of Western Australia
(a)
(i)
(ii)
(iii)
(iv)
2012-13
$558.41
$2 583.13
$505.97
$92.18
2013-14
$127.49
$2 765.56
$485.18
$43.34
2014-15
$390.90
$2 932.48
$451.54
$0.00
2015-16
$57.04
$2 532.66
$388.65
$0.00
2016-17
$100.25
$1 486.92
$111.35
$0.00
(b)(i-ii)
2016-17
2015-16
2014-15
2013-14
2012-13
Nil
Nil
Nil
Nil
Nil
(c) (i) Staff can search the AGWA electronic document and records management system, Content Manager 9.2, to find information and then request Information Management staff to retrieve the files from offsite storage.
(ii) Members of other Government Agencies have no access to search or access these records unless a request for information is approved.
(iii) Members of academia have no access to search, but can request access through the FOI process.
(iv) Members of the public have no access to search, but can request access through the FOI process.
Perth Theatre Trust
(a)(i-iv)
2016-17
2015-16
2014-15
2013-14
2012-13
$13 852.24
$8 196.11
$4 575.48
Not available 1
Not available 1
1 Please note the financial figures for 2012-13 and 2013-14 are with DCA as they were managing PTT’s Records.
(b)(i-ii)
2016-17
2015-16
2014-15
2013-14
2012-13
Nil
Nil
Nil
Nil
Nil
(c) (i) Information Management, DLGSC are the only staff who can recall hard copy records from offsite storage.
(ii) Members of other Government Agencies have no access to search or access these records unless a request for information is approved.
(iii) Members of academia have no access to search, but can request access through the FOI process.
(iv) Members of the public have no access to search, but can request access through the FOI process.
State Library of Western Australia – including the State Records Office
(a)(i-iv)
2016-17
2015-16
2014-15
2013-14
2012-13
Nil
Nil
Nil
Nil
Nil
(b)(i-ii)
2016-17
2015-16
2014-15
2013-14
2012-13
Nil
Nil
Nil
Nil
Nil
(c)(i-iv) Not Applicable.
Western Australian Museum
(a)
(i)
(ii)
(iii)
(iv)
2012-13
$0.00
$2 478.00
$0.00
$74.00
2013-14
$401.92
$3 634.22
$232.58
$151.69
2014-15
$268.68
$3 036.64
$303.13
$32.51
2015-16
$374.95
$2 725.70
$461.86
$0.00
2016-17
$289.20
$2 673.96
$168.10
$20.24
(b)(i-ii)
2016-17
2015-16
2014-15
2013-14
2012-13
Nil
Nil
Nil
Nil
Nil
(c)(i) Access to Museum records held offsite by third-party private companies (RECALL) are restricted to only Museum Senior Records Officer. All requests are approved by the director and forwarded to the Senior Records Officer for retrieval.
(ii) Members of other Government Agencies have no access to search or access these records unless a request for information is approved.
(iii) Members of academia have no access to search, but can request access through the FOI process.
(iv) Members of the public have no access to search, but can request access through the FOI process.
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