❓ A WA parliamentary question on notice requests information on record management practices across various departments and agencies, including hard copy archives, staff training, and digital archive management. The responses reveal varying levels of compliance and expertise across different entities.
AnsweredQoN 3366Legislative Assembly
Asked
28 June 2018
Member
Portfolio
Treasurer; Minister for Finance; Energy; Aboriginal Affairs
QuestionView source ↗
For each department, agency, government trading enterprise or organisation within your portfolios, can you please advise: (a) how many lineal meters of hard copy documents are held by the organisation, which would be transferred to the State Records Office as State Archives, if transfers were being accepted; (b) how many FTE have specific training in the State Records Act 2000 ; (c) how many FTE have specific training in, or knowledge of the long-term care and preservation of State Archives; and (d) how many FTE have specific training in, or knowledge of the management of digital archives?
AnswerView source ↗
Answered
14 August 2018
Response time
1 days
Department of Treasury
(a) 894
(b) 219
(c) The Department of Treasury utilise the Department of Finance FTEs (service provider) for this service.
(d) See above (c).
Department of Finance
(a) 369
(b) 699
(c) 3
(d) 3
Western Australia Treasury Corporation
(a) 7
(b) 2
(c) 2
(d) 1
Economic Regulation Authority
(a) 0
(b) 1
(c) 0
(d) 0
Department of Planning, Lands and Heritage
Please refer to the answer to Legislative Assembly Question on Notice 3363.
Aboriginal Policy and Coordination Unit
Please refer to the answer to Legislative Assembly Question on Notice 3376.
Western Power
(a) Information in the format requested is not available. Western Power does not keep these records as there is no commercial or compliance reason to do so.
State archives remaining in the custody of Western Power will be kept in accordance with the State Records Commission Standard 7: Storage of State Archives retained by State Organisations through an approved Recordkeeping Plan. Details of State archives that will not be transferred to the State Records Office are included in RD2009.
(b) All Western Power personnel (including employees and contractors) are required to complete an online recordkeeping compliance training based on the principles and standards for records management best practice and the Western Power Recordkeeping Plan. This in turn stems from our obligations under the State Records Act 2000. Western Power’s Information Compliance team currently have 2.6 FTE records management staff with relevant professional studies, training, experience and/or knowledge of the State Records Act 2000.
(c) Western Power currently has 1.8 FTE with relevant professional studies, training, experience and/or knowledge of the long term care and preservation of state archives.
(d) Western Power currently has 1.8 FTE that have relevant professional studies, training, experience and/or knowledge of the management of digital archives.
Synergy
(a) Synergy does not currently have any records that have been identified and confirmed as State Archives. A plan is in place to address this during the current financial year.
(b) Synergy does not have current records detailing how many FTE have specific training in the State Records Act 2000.
(c-d) Synergy does not have any FTE with specific training in, or knowledge of the long-term care and preservation of State Archives and the management of digital archives.
Recordkeeping training is mandatory and assigned to all Synergy staff and contractors when they commence working at Synergy. The training explains recordkeeping obligations and details how to use Synergy’s document management system.
Horizon Power
(a) 60.5
(b) 1
(c) 1
(d) 1
Government Employees Superannuation Board
(a) 52
(b) 1
(c) 1
(d) 0
Fire and Emergency Services Superannuation Fund
(a) FESSB has custody of 162 GB of digital records/information/data i.e. network drives, email applications, Bluedoor, Spiderdocs etc excluding backups.
FESSB has not yet estimated the volume of archival and temporary hard copy records as the recently approved retention and disposal schedule has not yet been fully implemented.
These estimates will be calculated before the review of this Plan becomes due in 2022
(b) 0
(c) 0
(d) 0
Insurance Commission of Western Australia
(a) 30
(b) 343
(c) 0
(d) 0
Office of the Auditor General
(a) 8
(b) All staff are made aware of their obligations as public servants under the State Records Act 2000 through the Office of the Auditor General’s mandatory induction program
(c) 2
(d) 2
(a) 894
(b) 219
(c) The Department of Treasury utilise the Department of Finance FTEs (service provider) for this service.
(d) See above (c).
Department of Finance
(a) 369
(b) 699
(c) 3
(d) 3
Western Australia Treasury Corporation
(a) 7
(b) 2
(c) 2
(d) 1
Economic Regulation Authority
(a) 0
(b) 1
(c) 0
(d) 0
Department of Planning, Lands and Heritage
Please refer to the answer to Legislative Assembly Question on Notice 3363.
Aboriginal Policy and Coordination Unit
Please refer to the answer to Legislative Assembly Question on Notice 3376.
Western Power
(a) Information in the format requested is not available. Western Power does not keep these records as there is no commercial or compliance reason to do so.
State archives remaining in the custody of Western Power will be kept in accordance with the State Records Commission Standard 7: Storage of State Archives retained by State Organisations through an approved Recordkeeping Plan. Details of State archives that will not be transferred to the State Records Office are included in RD2009.
(b) All Western Power personnel (including employees and contractors) are required to complete an online recordkeeping compliance training based on the principles and standards for records management best practice and the Western Power Recordkeeping Plan. This in turn stems from our obligations under the State Records Act 2000. Western Power’s Information Compliance team currently have 2.6 FTE records management staff with relevant professional studies, training, experience and/or knowledge of the State Records Act 2000.
(c) Western Power currently has 1.8 FTE with relevant professional studies, training, experience and/or knowledge of the long term care and preservation of state archives.
(d) Western Power currently has 1.8 FTE that have relevant professional studies, training, experience and/or knowledge of the management of digital archives.
Synergy
(a) Synergy does not currently have any records that have been identified and confirmed as State Archives. A plan is in place to address this during the current financial year.
(b) Synergy does not have current records detailing how many FTE have specific training in the State Records Act 2000.
(c-d) Synergy does not have any FTE with specific training in, or knowledge of the long-term care and preservation of State Archives and the management of digital archives.
Recordkeeping training is mandatory and assigned to all Synergy staff and contractors when they commence working at Synergy. The training explains recordkeeping obligations and details how to use Synergy’s document management system.
Horizon Power
(a) 60.5
(b) 1
(c) 1
(d) 1
Government Employees Superannuation Board
(a) 52
(b) 1
(c) 1
(d) 0
Fire and Emergency Services Superannuation Fund
(a) FESSB has custody of 162 GB of digital records/information/data i.e. network drives, email applications, Bluedoor, Spiderdocs etc excluding backups.
FESSB has not yet estimated the volume of archival and temporary hard copy records as the recently approved retention and disposal schedule has not yet been fully implemented.
These estimates will be calculated before the review of this Plan becomes due in 2022
(b) 0
(c) 0
(d) 0
Insurance Commission of Western Australia
(a) 30
(b) 343
(c) 0
(d) 0
Office of the Auditor General
(a) 8
(b) All staff are made aware of their obligations as public servants under the State Records Act 2000 through the Office of the Auditor General’s mandatory induction program
(c) 2
(d) 2
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