❓ A WA parliamentary question on notice addresses the identification and management of digital archives within the Energy, Training and Workforce Development portfolios, pursuant to State Records Commission Standard 8 (SRC8). The responses reveal varying levels of compliance and transparency across different agencies.
AnsweredQoN 2936Legislative 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 Energy; Training and Workforce Development
Response time
34 days
Office of Energy
(a) The Office of Energy has identified 2,797 datasets (files) in its Information Management System for preservation as digital archives pursuant to Principle 5 of the SRC8 across all its applicable Retention Schedules.
(b) The Office of Energy has no publicly accessible register of record datasets defined as State Archives.
(i) There is no legal requirement under the
State Records Act 2000
for the agency to publish its Retention and Disposal Schedule on the internet. However, the agency's statement under the Western Australian
Freedom of Information Act 1992
is published on the internet and identifies various categories of documents that may be held.
(c) The Office of Energy has a contract in place for Information Management Services which delivers against a range of records and information activities. As a part of this contract the qualification of digital records and datasets (files), as applicable to Principle 5 SRC8, is incorporated and the management of such datasets is controlled to the required standard.
(d) The Office of Energy has budgeted for Information Management Services within its Corporate plans and as such the training to staff in the management and identification of records is incorporated. The agency is actively ensuring that all employees understand their obligations under the
State Records Act
.
Department of Training and Workforce Development
(a) The Department's digital archives are identified in its approved Retention and Disposal schedule. There are 7,806 digital records in its electronic document records management system (EDRMS) that are identified as archival records. As the Department of Training and Workforce Development still shares a common EDRMS with the Department of Education, there are a further 35,525 records that can only be identified as Department of Education and Training. These figures have been included in the Department's response.
(b) No.
(i) There is no legal requirement under the
State Records Act 2000
for the Department to publish its Retention and Disposal Schedule on the internet. However, the Department's
Information Statement,
which is published on the internet, identifies categories of records regardless of format, created by the Department.
(c) To ensure staff are aware of their obligations and they can adhere to record keeping practices the Department has implemented an online records awareness course and regularly offers training in the use of its electronic document management system. Internal audits are undertaken to monitor compliance against the documented record keeping practices.
(d) Currently no specific funding has been provided by the State Records Office to provide training and instruction on how to comply with SRC 8. Internal funding was used to develop the online records awareness course and is used to provide training in the use of the electronic document management system.
Department of Education Services
(a) 12.
(b) Yes.
(b)(i) Not Applicable.
(c) Not Applicable.
(d) Included within the Department's overall professional development budget item.
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(a) The Office of Energy has identified 2,797 datasets (files) in its Information Management System for preservation as digital archives pursuant to Principle 5 of the SRC8 across all its applicable Retention Schedules.
(b) The Office of Energy has no publicly accessible register of record datasets defined as State Archives.
(i) There is no legal requirement under the
State Records Act 2000
for the agency to publish its Retention and Disposal Schedule on the internet. However, the agency's statement under the Western Australian
Freedom of Information Act 1992
is published on the internet and identifies various categories of documents that may be held.
(c) The Office of Energy has a contract in place for Information Management Services which delivers against a range of records and information activities. As a part of this contract the qualification of digital records and datasets (files), as applicable to Principle 5 SRC8, is incorporated and the management of such datasets is controlled to the required standard.
(d) The Office of Energy has budgeted for Information Management Services within its Corporate plans and as such the training to staff in the management and identification of records is incorporated. The agency is actively ensuring that all employees understand their obligations under the
State Records Act
.
Department of Training and Workforce Development
(a) The Department's digital archives are identified in its approved Retention and Disposal schedule. There are 7,806 digital records in its electronic document records management system (EDRMS) that are identified as archival records. As the Department of Training and Workforce Development still shares a common EDRMS with the Department of Education, there are a further 35,525 records that can only be identified as Department of Education and Training. These figures have been included in the Department's response.
(b) No.
(i) There is no legal requirement under the
State Records Act 2000
for the Department to publish its Retention and Disposal Schedule on the internet. However, the Department's
Information Statement,
which is published on the internet, identifies categories of records regardless of format, created by the Department.
(c) To ensure staff are aware of their obligations and they can adhere to record keeping practices the Department has implemented an online records awareness course and regularly offers training in the use of its electronic document management system. Internal audits are undertaken to monitor compliance against the documented record keeping practices.
(d) Currently no specific funding has been provided by the State Records Office to provide training and instruction on how to comply with SRC 8. Internal funding was used to develop the online records awareness course and is used to provide training in the use of the electronic document management system.
Department of Education Services
(a) 12.
(b) Yes.
(b)(i) Not Applicable.
(c) Not Applicable.
(d) Included within the Department's overall professional development budget item.
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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