❓ A WA parliamentary question on notice regarding the cost and processes for records management and archiving across various government agencies within the Transport portfolio. The response details costs for archiving and consultancy, and access procedures for different user groups.
AnsweredQoN 1347Legislative 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
Minister for Environment representing the Minister for Transport
Response time
10 days
Department of Transport
(a)
(i)-(iv)
2016-17 – $284,175.58
2015-16 – $384,735.59
2014-15 – $444,429.22
2013-14 – $427,850.71
2012-13 – $391,289.34
(b)
(i)
2016-17 – $152.73
2015-16 – $114.77
2014-15 – $365.29
2013-14 – $9,715.75
2012-13 – $7,781.67
(ii)
2016-17 – $65,566.16
2015-16 – $3,090.01
2014-15 – nil
2013-14 – nil
2012-13 – nil
(c)
(i) Through the Department of Transport’s Information Management Services (IMS). Providing the requesting staff member has sufficient authorisation and a legitimate business reason to access the file, IMS will order the record and loan it out to the requestor.
(ii) Unless there is an existing arrangement in place, only with approval by the business unit responsible for the record.
(iii)-(iv) Through the Freedom of Information process
Main Roads Western Australia
(a)
(i)-(iv)
2016-17 – $58,141
2015-16 – $61,526
2014-15 – $69,137
2013-14 – $66,362
2012-13 – $58,394
(b)
(i) Nil
(ii)
2016-17 – nil
2015-16 – nil
2014-15 – nil
2013-14 – nil
2012-13 – $28,000
(c)
(i)-(iv)
Main Roads uses two offsite storage providers, Zircodata for storing corporate files and Recall Iron Mountain for storing all other forms of records. Any staff member may use the electronic records system in use at Main Roads - Trim (RM8.3) to find records that may be stored offsite. All external parties may make enquiries concerning free availability of information outside of the Freedom of Information process through the Main Roads Customer Information Centre.
All retrieval requests for access to records stored with Main Roads’ offsite storage providers can only be made by authorised users and this list of authorised users is strictly controlled through each provider’s portal configuration. Authorised users include members of the Main Roads Information Management Branch and the Business Services Manager at Heavy Vehicle Services, who has been records trained to meet local high volume business needs.
Public Transport Authority
(a)
(i)-(iv)
2016-17 – $75,228.26
2015-16 – $78,108.01
2014-15 – $95,973.07
2013-14 – $60,739.69
2012-13 – $15,767.01
(b)
(i)-(ii) Nil
(c)
(i) The Public Transport Authority’s (PTA) employees have access to an Electronic Document and Records Management System which enables them to identify records that are held offsite. All documents stored offsite can be recalled by PTA’s Records Services Section. The ability for an employee to identify and access records varies depending on the security classification of the information.
(ii) Requests of this nature can be facilitated where appropriate and require approval by PTA.
(iii) Requests of this nature can be facilitated where appropriate and require approval by PTA. Researchers and academics also have access to the Freedom of Information process.
(iv) Requests of this nature can be facilitated where appropriate and require approval by PTA. The public also has access to the Freedom of Information process.
Mid West Ports Authority
(a)
(i)-(iv)
2016-17 – $3,652.73
2015-16 – $4,335.71
2014-15 – $4,149.96
2013-14 – $3,616.59
2012-13 – $3,135.26
(b)
(i) Nil
(ii)
2016-17 – $750
2015-16 – $700
2014-15 – nil
2013-14 – nil
2012-13 - $37,805.90
(c)
(i) Staff can access physical records by contacting the Records Management Officer (RMO). A retrieval form is submitted by the RMO to the offsite company requesting the delivery of any such records. Approximately 60-70% of these records are already in digital format so can be searched by staff within the EDRMS, provided they have the adequate security privileges.
(ii) Members of other government agencies will need to request access to MWPA records by providing in written form to MWPA’s CEO and Information Manager along with the justification for access to these records. Based on this, the CEO or Information Manager will determine the legitimacy of the request, and if approved, will advise the RMO to make the required retrieval arrangements.
(iii)-(iv) Through MWPA’s Freedom of Information process.
Fremantle Ports Authority
(a)
(i)-(iv)
2016-17 – $10,243.73
2015-16 – $10,329.25
2014-15 – $8,955.45
2013-14 – $6,556.25
2012-13 – $5,592.79
(b) Nil
(c)
(i) Through Fremantle Ports’ Records team, providing the requesting staff member has sufficient authorisation and a legitimate business reason to access the file, Records will order the record and loan it out to the requestor.
(ii) Government agencies approach the relevant Fremantle Ports branch manager or the Executive Officer to make the initial request. Subject to the request being a legitimate business reason to access the file, the branch manager or Executive Officer will make the request on the agency’s behalf to the Fremantle Ports Records team, and section i) process will apply, with the exception that copies are provided, not a loan of the record.
(iii) Academia approach the relevant Fremantle Ports branch manager or the Executive Officer to make the initial request. Subject to the request being part of a legitimate study, the branch manager or Executive Officer will make the request on the agency’s behalf to the Fremantle Ports Records team, and section i) process will apply, with the exception that copies are provided, not a loan of the record
(iv) Through the Freedom of Information process.
Pilbara Ports Authority
(a)
(i)-(iv)
2016-17 – $1,470.00
2015-16 – $1,665.97
2014-15 – $4,995.36
2013-14 – $4,485.21
2012-13 – $7,598.73
(b)
(i) Nil
(ii)
2016-17 – $388,403.52*
2015-16 – $413,124.67*
2014-15 – $463,031.26*
2013-14 – $214,795.60*
2012-13 – $18,137.50*
*The project costs related to an assessment of PPA’s Information Management governance, records management systems and processes, which resulted in the development of PPA’s Electronic Document Records Management System.
(c)
(i) Access to and searching of records held offsite by PPA employees would be via a request for information to PPA’s Information Services team. Appropriate records would be made available by PPA’s Information Services team.
(ii) Access to and searching of records held offsite by other government agencies would require a request for information via PPA’s Information Services team. Any such request would require appropriate General Manager and Chief Executive Officer approval before records are released.
(iii)-(iv) Members of academia and/or members of the public seeking access to PPA records held offsite would need to contact PPA’s Corporate and Government Affairs team with a request for information. Any such request would require appropriate General Manager and Chief Executive Officer approval.
Kimberley Ports Authority
(a)
(i)-(iv)
2016-17 – $152.24
2015-16 – $74.77
2014-15 – $841.60
2013-14 – $840.41
2012-13 – $515.73
(b) Nil
(c) KPA does not store records off site.
Southern Ports Authority
(a)
(i)-(iv)
2016-17 – $10,897.73
2015-16 – $9,477.23
2014-15 – $7,060.30
(b)
(i) Nil
(ii)
2016-17 – nil
2015-16 – nil
2014-15 – $13,200
(c)
(i) Retrieval is processed through the records team by request.
(ii)-(iv) Through the Freedom of Information process
(a)
(i)-(iv)
2016-17 – $284,175.58
2015-16 – $384,735.59
2014-15 – $444,429.22
2013-14 – $427,850.71
2012-13 – $391,289.34
(b)
(i)
2016-17 – $152.73
2015-16 – $114.77
2014-15 – $365.29
2013-14 – $9,715.75
2012-13 – $7,781.67
(ii)
2016-17 – $65,566.16
2015-16 – $3,090.01
2014-15 – nil
2013-14 – nil
2012-13 – nil
(c)
(i) Through the Department of Transport’s Information Management Services (IMS). Providing the requesting staff member has sufficient authorisation and a legitimate business reason to access the file, IMS will order the record and loan it out to the requestor.
(ii) Unless there is an existing arrangement in place, only with approval by the business unit responsible for the record.
(iii)-(iv) Through the Freedom of Information process
Main Roads Western Australia
(a)
(i)-(iv)
2016-17 – $58,141
2015-16 – $61,526
2014-15 – $69,137
2013-14 – $66,362
2012-13 – $58,394
(b)
(i) Nil
(ii)
2016-17 – nil
2015-16 – nil
2014-15 – nil
2013-14 – nil
2012-13 – $28,000
(c)
(i)-(iv)
Main Roads uses two offsite storage providers, Zircodata for storing corporate files and Recall Iron Mountain for storing all other forms of records. Any staff member may use the electronic records system in use at Main Roads - Trim (RM8.3) to find records that may be stored offsite. All external parties may make enquiries concerning free availability of information outside of the Freedom of Information process through the Main Roads Customer Information Centre.
All retrieval requests for access to records stored with Main Roads’ offsite storage providers can only be made by authorised users and this list of authorised users is strictly controlled through each provider’s portal configuration. Authorised users include members of the Main Roads Information Management Branch and the Business Services Manager at Heavy Vehicle Services, who has been records trained to meet local high volume business needs.
Public Transport Authority
(a)
(i)-(iv)
2016-17 – $75,228.26
2015-16 – $78,108.01
2014-15 – $95,973.07
2013-14 – $60,739.69
2012-13 – $15,767.01
(b)
(i)-(ii) Nil
(c)
(i) The Public Transport Authority’s (PTA) employees have access to an Electronic Document and Records Management System which enables them to identify records that are held offsite. All documents stored offsite can be recalled by PTA’s Records Services Section. The ability for an employee to identify and access records varies depending on the security classification of the information.
(ii) Requests of this nature can be facilitated where appropriate and require approval by PTA.
(iii) Requests of this nature can be facilitated where appropriate and require approval by PTA. Researchers and academics also have access to the Freedom of Information process.
(iv) Requests of this nature can be facilitated where appropriate and require approval by PTA. The public also has access to the Freedom of Information process.
Mid West Ports Authority
(a)
(i)-(iv)
2016-17 – $3,652.73
2015-16 – $4,335.71
2014-15 – $4,149.96
2013-14 – $3,616.59
2012-13 – $3,135.26
(b)
(i) Nil
(ii)
2016-17 – $750
2015-16 – $700
2014-15 – nil
2013-14 – nil
2012-13 - $37,805.90
(c)
(i) Staff can access physical records by contacting the Records Management Officer (RMO). A retrieval form is submitted by the RMO to the offsite company requesting the delivery of any such records. Approximately 60-70% of these records are already in digital format so can be searched by staff within the EDRMS, provided they have the adequate security privileges.
(ii) Members of other government agencies will need to request access to MWPA records by providing in written form to MWPA’s CEO and Information Manager along with the justification for access to these records. Based on this, the CEO or Information Manager will determine the legitimacy of the request, and if approved, will advise the RMO to make the required retrieval arrangements.
(iii)-(iv) Through MWPA’s Freedom of Information process.
Fremantle Ports Authority
(a)
(i)-(iv)
2016-17 – $10,243.73
2015-16 – $10,329.25
2014-15 – $8,955.45
2013-14 – $6,556.25
2012-13 – $5,592.79
(b) Nil
(c)
(i) Through Fremantle Ports’ Records team, providing the requesting staff member has sufficient authorisation and a legitimate business reason to access the file, Records will order the record and loan it out to the requestor.
(ii) Government agencies approach the relevant Fremantle Ports branch manager or the Executive Officer to make the initial request. Subject to the request being a legitimate business reason to access the file, the branch manager or Executive Officer will make the request on the agency’s behalf to the Fremantle Ports Records team, and section i) process will apply, with the exception that copies are provided, not a loan of the record.
(iii) Academia approach the relevant Fremantle Ports branch manager or the Executive Officer to make the initial request. Subject to the request being part of a legitimate study, the branch manager or Executive Officer will make the request on the agency’s behalf to the Fremantle Ports Records team, and section i) process will apply, with the exception that copies are provided, not a loan of the record
(iv) Through the Freedom of Information process.
Pilbara Ports Authority
(a)
(i)-(iv)
2016-17 – $1,470.00
2015-16 – $1,665.97
2014-15 – $4,995.36
2013-14 – $4,485.21
2012-13 – $7,598.73
(b)
(i) Nil
(ii)
2016-17 – $388,403.52*
2015-16 – $413,124.67*
2014-15 – $463,031.26*
2013-14 – $214,795.60*
2012-13 – $18,137.50*
*The project costs related to an assessment of PPA’s Information Management governance, records management systems and processes, which resulted in the development of PPA’s Electronic Document Records Management System.
(c)
(i) Access to and searching of records held offsite by PPA employees would be via a request for information to PPA’s Information Services team. Appropriate records would be made available by PPA’s Information Services team.
(ii) Access to and searching of records held offsite by other government agencies would require a request for information via PPA’s Information Services team. Any such request would require appropriate General Manager and Chief Executive Officer approval before records are released.
(iii)-(iv) Members of academia and/or members of the public seeking access to PPA records held offsite would need to contact PPA’s Corporate and Government Affairs team with a request for information. Any such request would require appropriate General Manager and Chief Executive Officer approval.
Kimberley Ports Authority
(a)
(i)-(iv)
2016-17 – $152.24
2015-16 – $74.77
2014-15 – $841.60
2013-14 – $840.41
2012-13 – $515.73
(b) Nil
(c) KPA does not store records off site.
Southern Ports Authority
(a)
(i)-(iv)
2016-17 – $10,897.73
2015-16 – $9,477.23
2014-15 – $7,060.30
(b)
(i) Nil
(ii)
2016-17 – nil
2015-16 – nil
2014-15 – $13,200
(c)
(i) Retrieval is processed through the records team by request.
(ii)-(iv) Through the Freedom of Information process
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