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{\creatim\yr1998\mo2\dy9\hr16\min28}{\revtim\yr1998\mo6\dy15\hr13\min40}{\version2}{\edmins0}{\nofpages32}{\nofwords7765}{\nofchars44265}{\*\company Archives & Museum Informatics}{\vern57431}}

\paperw11907\paperh16840\margl1418\margr1418\margt1418\margb1418 \facingp\deftab709\widowctrl\ftnbj\aenddoc\noextrasprl\prcolbl\cvmme\sprsspbf\brkfrm\swpbdr\hyphcaps0\fracwidth \fet0\sectd \binfsxn2\binsxn2\psz9\linex0\endnhere {\headerl \pard\plain 

\s18\qj\ri360\widctlpar\tqr\tx9072 \f49\fs20\lang3081 {\b\f4\fs24 Electronic Records Research 1997: Resource Materials

\par }\pard\plain \s15\qj\widctlpar\tqr\tx9072 \f49\fs20\lang3081 {\f4 Compilation Copyright, Archives & Museum Informatics 1997

\par Article Copyright, Author

\par }\pard\plain \s18\qj\ri-1\widctlpar\brdrb\brdrs\brdrw15\brsp20 \tqr\tx9072 \f49\fs20\lang3081 {\f4 \tab Records Management Survey 1996

\par }}{\headerr \pard\plain \s18\qj\ri360\widctlpar\tqr\tx9072 \f49\fs20\lang3081 {\b\f4\fs24 Electronic Records Research 1997: Resource Materials

\par }\pard\plain \s15\qj\widctlpar\tqr\tx9072 \f49\fs20\lang3081 {\f4 Compilation Copyright, Archives & Museum Informatics 1998

\par Article Copyright, Author

\par }\pard\plain \s18\qj\ri-1\widctlpar\brdrb\brdrs\brdrw15\brsp20 \tqr\tx9072 \f49\fs20\lang3081 {\f4 \tab Records Management Survey 1996}

\par }{\footerl \pard\plain \s15\qj\widctlpar\tqr\tx9072\pvpara\phmrg\posxo\posy0 \f49\fs20\lang3081 {\field{\*\fldinst {\cs20\f4 PAGE  }}{\fldrslt {\cs20\f4\lang1024 32}}}{\cs20\f4 

\par }\pard \s15\qj\fi360\ri-1\widctlpar\brdrt\brdrs\brdrw15\brsp20 \tqr\tx9072 {\scaps\f4 \tab The Archives Authority of New South Wales

\par }}{\footerr \pard\plain \s15\qj\ri-1\widctlpar\brdrt\brdrs\brdrw15\brsp20 \tqr\tx9072 \f49\fs20\lang3081 {\scaps\f4 The Archives Authority of New South Wales\tab p. }{\field{\*\fldinst {\cs20\f4  PAGE }}{\fldrslt {\cs20\f4\lang1024 1}}}{\cs20\f4 .}{\f4 



\par }}{\*\pnseclvl1\pnucrm\pnstart1\pnindent720\pnhang{\pntxta .}}{\*\pnseclvl2\pnucltr\pnstart1\pnindent720\pnhang{\pntxta .}}{\*\pnseclvl3\pndec\pnstart1\pnindent720\pnhang{\pntxta .}}{\*\pnseclvl4\pnlcltr\pnstart1\pnindent720\pnhang{\pntxta )}}

{\*\pnseclvl5\pndec\pnstart1\pnindent720\pnhang{\pntxtb (}{\pntxta )}}{\*\pnseclvl6\pnlcltr\pnstart1\pnindent720\pnhang{\pntxtb (}{\pntxta )}}{\*\pnseclvl7\pnlcrm\pnstart1\pnindent720\pnhang{\pntxtb (}{\pntxta )}}{\*\pnseclvl8

\pnlcltr\pnstart1\pnindent720\pnhang{\pntxtb (}{\pntxta )}}{\*\pnseclvl9\pnlcrm\pnstart1\pnindent720\pnhang{\pntxtb (}{\pntxta )}}\pard\plain \qj\sb120\sa120\widctlpar \f4\lang3081 {\b\f49\fs36 Table of Contents

\par }\pard\plain \s22\sb120\sa120\widctlpar\tqr\tldot\tx9071 \b\caps\f4\fs20\lang3081 {\field\fldedit{\*\fldinst  TOC \\o "1-2" }{\fldrslt {\lang1024 Introduction\tab }{\field{\*\fldinst {\lang1024  GOTOBUTTON _Toc384797112  }{\field{\*\fldinst {\lang1024 

 PAGEREF _Toc384797112 }}{\fldrslt {\lang1024 1}}}}}{\lang1024 

\par }\pard\plain \s23\li240\widctlpar\tqr\tldot\tx9071 \scaps\f4\fs20\lang3081 {\lang1024 Background\tab }{\field{\*\fldinst {\lang1024  GOTOBUTTON _Toc384797113  }{\field{\*\fldinst {\lang1024  PAGEREF _Toc384797113 }}{\fldrslt {\lang1024 1}}}}}{\lang1024 



\par }\pard\plain \s22\sb120\sa120\widctlpar\tqr\tldot\tx9071 \b\caps\f4\fs20\lang3081 {\lang1024 Executive Summary\tab }{\field{\*\fldinst {\lang1024  GOTOBUTTON _Toc384797114  }{\field{\*\fldinst {\lang1024  PAGEREF _Toc384797114 }}{\fldrslt {\lang1024 1}}}

}}{\lang1024 

\par }\pard\plain \s23\li240\widctlpar\tqr\tldot\tx9071 \scaps\f4\fs20\lang3081 {\lang1024 Records Management Functions and Responsibilities\tab }{\field{\*\fldinst {\lang1024  GOTOBUTTON _Toc384797115  }{\field{\*\fldinst {\lang1024  PAGEREF _Toc384797115 }

}{\fldrslt {\lang1024 1}}}}}{\lang1024 

\par Records Management Program\tab }{\field{\*\fldinst {\lang1024  GOTOBUTTON _Toc384797116  }{\field{\*\fldinst {\lang1024  PAGEREF _Toc384797116 }}{\fldrslt {\lang1024 1}}}}}{\lang1024 

\par Creation and Capture\tab }{\field{\*\fldinst {\lang1024  GOTOBUTTON _Toc384797117  }{\field{\*\fldinst {\lang1024  PAGEREF _Toc384797117 }}{\fldrslt {\lang1024 1}}}}}{\lang1024 

\par Storage\tab }{\field{\*\fldinst {\lang1024  GOTOBUTTON _Toc384797118  }{\field{\*\fldinst {\lang1024  PAGEREF _Toc384797118 }}{\fldrslt {\lang1024 1}}}}}{\lang1024 

\par Disposal\tab }{\field{\*\fldinst {\lang1024  GOTOBUTTON _Toc384797119  }{\field{\*\fldinst {\lang1024  PAGEREF _Toc384797119 }}{\fldrslt {\lang1024 1}}}}}{\lang1024 

\par Control\tab }{\field{\*\fldinst {\lang1024  GOTOBUTTON _Toc384797120  }{\field{\*\fldinst {\lang1024  PAGEREF _Toc384797120 }}{\fldrslt {\lang1024 1}}}}}{\lang1024 

\par Training\tab }{\field{\*\fldinst {\lang1024  GOTOBUTTON _Toc384797121  }{\field{\*\fldinst {\lang1024  PAGEREF _Toc384797121 }}{\fldrslt {\lang1024 1}}}}}{\lang1024 

\par Recordkeeping\tab }{\field{\*\fldinst {\lang1024  GOTOBUTTON _Toc384797122  }{\field{\*\fldinst {\lang1024  PAGEREF _Toc384797122 }}{\fldrslt {\lang1024 1}}}}}{\lang1024 

\par Electronic recordkeeping\tab }{\field{\*\fldinst {\lang1024  GOTOBUTTON _Toc384797123  }{\field{\*\fldinst {\lang1024  PAGEREF _Toc384797123 }}{\fldrslt {\lang1024 1}}}}}{\lang1024 

\par Recordkeeping systems\tab }{\field{\*\fldinst {\lang1024  GOTOBUTTON _Toc384797124  }{\field{\*\fldinst {\lang1024  PAGEREF _Toc384797124 }}{\fldrslt {\lang1024 1}}}}}{\lang1024 

\par Electronic Document Management\tab }{\field{\*\fldinst {\lang1024  GOTOBUTTON _Toc384797125  }{\field{\*\fldinst {\lang1024  PAGEREF _Toc384797125 }}{\fldrslt {\lang1024 1}}}}}{\lang1024 

\par Issues\tab }{\field{\*\fldinst {\lang1024  GOTOBUTTON _Toc384797126  }{\field{\*\fldinst {\lang1024  PAGEREF _Toc384797126 }}{\fldrslt {\lang1024 1}}}}}{\lang1024 

\par }\pard\plain \s22\sb120\sa120\widctlpar\tqr\tldot\tx9071 \b\caps\f4\fs20\lang3081 {\lang1024 Report\tab }{\field{\*\fldinst {\lang1024  GOTOBUTTON _Toc384797127  }{\field{\*\fldinst {\lang1024  PAGEREF _Toc384797127 }}{\fldrslt {\lang1024 1}}}}}{

\lang1024 

\par }\pard\plain \s23\li240\widctlpar\tqr\tldot\tx9071 \scaps\f4\fs20\lang3081 {\lang1024 Records Management Functions and Responsibilities\tab }{\field{\*\fldinst {\lang1024  GOTOBUTTON _Toc384797128  }{\field{\*\fldinst {\lang1024  PAGEREF _Toc384797128 }

}{\fldrslt {\lang1024 1}}}}}{\lang1024 

\par Records management program\tab }{\field{\*\fldinst {\lang1024  GOTOBUTTON _Toc384797129  }{\field{\*\fldinst {\lang1024  PAGEREF _Toc384797129 }}{\fldrslt {\lang1024 1}}}}}{\lang1024 

\par Creation and capture\tab }{\field{\*\fldinst {\lang1024  GOTOBUTTON _Toc384797130  }{\field{\*\fldinst {\lang1024  PAGEREF _Toc384797130 }}{\fldrslt {\lang1024 1}}}}}{\lang1024 

\par Storage\tab }{\field{\*\fldinst {\lang1024  GOTOBUTTON _Toc384797131  }{\field{\*\fldinst {\lang1024  PAGEREF _Toc384797131 }}{\fldrslt {\lang1024 1}}}}}{\lang1024 

\par Disposal\tab }{\field{\*\fldinst {\lang1024  GOTOBUTTON _Toc384797132  }{\field{\*\fldinst {\lang1024  PAGEREF _Toc384797132 }}{\fldrslt {\lang1024 1}}}}}{\lang1024 

\par Control\tab }{\field{\*\fldinst {\lang1024  GOTOBUTTON _Toc384797133  }{\field{\*\fldinst {\lang1024  PAGEREF _Toc384797133 }}{\fldrslt {\lang1024 1}}}}}{\lang1024 

\par Training\tab }{\field{\*\fldinst {\lang1024  GOTOBUTTON _Toc384797134  }{\field{\*\fldinst {\lang1024  PAGEREF _Toc384797134 }}{\fldrslt {\lang1024 1}}}}}{\lang1024 

\par Recordkeeping\tab }{\field{\*\fldinst {\lang1024  GOTOBUTTON _Toc384797135  }{\field{\*\fldinst {\lang1024  PAGEREF _Toc384797135 }}{\fldrslt {\lang1024 1}}}}}{\lang1024 

\par Electronic recordkeeping\tab }{\field{\*\fldinst {\lang1024  GOTOBUTTON _Toc384797136  }{\field{\*\fldinst {\lang1024  PAGEREF _Toc384797136 }}{\fldrslt {\lang1024 1}}}}}{\lang1024 

\par Recordkeeping systems\tab }{\field{\*\fldinst {\lang1024  GOTOBUTTON _Toc384797137  }{\field{\*\fldinst {\lang1024  PAGEREF _Toc384797137 }}{\fldrslt {\lang1024 1}}}}}{\lang1024 

\par Electronic Document Management\tab }{\field{\*\fldinst {\lang1024  GOTOBUTTON _Toc384797138  }{\field{\*\fldinst {\lang1024  PAGEREF _Toc384797138 }}{\fldrslt {\lang1024 1}}}}}{\lang1024 

\par Issues\tab }{\field{\*\fldinst {\lang1024  GOTOBUTTON _Toc384797139  }{\field{\*\fldinst {\lang1024  PAGEREF _Toc384797139 }}{\fldrslt {\lang1024 1}}}}}{\lang1024 

\par }\pard\plain \qj\sb120\sa120\widctlpar \f4\lang3081 }}\pard\plain \qj\sb120\sa120\widctlpar \f4\lang3081 

\par \page \sect \sectd \psz9\linex0\endnhere \pard\plain \s1\sb240\sa120\keepn\widctlpar \b\f49\fs32\lang3081 {\*\bkmkstart _Toc384797029}{\*\bkmkstart _Toc384797112}Introduction{\*\bkmkend _Toc384797029}{\*\bkmkend _Toc384797112}

\par \pard\plain \qj\sb120\sa120\widctlpar \f4\lang3081 

The 1996 Records Management Survey is the first in a series of annual records management surveys to be conducted by the Archives Authority of New South Wales.  The primary purpose of the surveys are to acquire empirical data to enable the Archives Authori

ty to measure its performance in achieving one of its key objectives \emdash  to improve the quality and keeping of official records so that they facilitate the transaction, monitoring and auditing of official business \emdash 

 across the New South Wales Government over time.

\par \pard\plain \s2\sb180\sa120\keepn\widctlpar \b\f49\lang3081 {\*\bkmkstart _Toc384797030}{\*\bkmkstart _Toc384797113}Background{\*\bkmkend _Toc384797030}{\*\bkmkend _Toc384797113}

\par \pard\plain \qj\sb120\sa120\widctlpar \f4\lang3081 

A Masters of Information Management - Archives/Records student from the University of New South Wales, Ms Dorit Beck, designed and tested the survey questionnaire as the project for her practicum attachment with the Records Management Office during June a

nd July 1996.  The questionnaire was thoroughly teste

d with a pilot group comprising a cross section of agencies, including large and small, and centralised and decentralised, agencies.  The survey was distributed in December 1996 to 160 agencies.  The covering letter was addressed to the CEO of each agency

, which may explain the high rate of return (65%). 

\par The survey was not intended to measure compliance with the draft standards and policies, although some components of the questionnaire drew on these documents, nor was it intended to collect detail about specific agencies\rquote 

 systems and processes. It was designed to gain a general quantitative overview of programs and practices, which could be analysed statistically.  In addition to providing a basis for measuring our own performance, it was intended that th

e survey would enable us to identify trends in aspects of records management across Government over time and would provide valuable intelligence for planning the development of guidance, training and other products and services.

\par The questionnaire covered an extensive range of issues organised into 12 themes:

\par {\pntext\pard\plain\lang3081 1.\tab}\pard\plain \s21\fi-709\li709\sa120\widctlpar{\*\pn \pnlvlbody\pndec\pnstart1\pnindent709\pnhang{\pntxta .}}\f4\lang3081 records management functions and responsibilities

\par {\pntext\pard\plain\lang3081 2.\tab}records management programs

\par {\pntext\pard\plain\lang3081 3.\tab}creation and capture

\par {\pntext\pard\plain\lang3081 4.\tab}storage 

\par {\pntext\pard\plain\lang3081 5.\tab}disposal

\par {\pntext\pard\plain\lang3081 6.\tab}control

\par {\pntext\pard\plain\lang3081 7.\tab}training

\par {\pntext\pard\plain\lang3081 8.\tab}recordkeeping

\par {\pntext\pard\plain\lang3081 9.\tab}electronic recordkeeping

\par {\pntext\pard\plain\lang3081 10.\tab}recordkeeping systems

\par {\pntext\pard\plain\lang3081 11.\tab}electronic document management

\par {\pntext\pard\plain\lang3081 12.\tab}issues.

\par \pard\plain \qj\sb120\sa120\widctlpar \f4\lang3081 Despite extensive testing, some agencies still experienced problems in completing the survey. The main problems were that:

\par {\pntext\pard\plain\f1\lang3081 \'b7\tab}\pard\plain \s17\fi-709\li709\sa120\widctlpar{\*\pn \pnlvlblt\pnf1\pnstart1\pnindent283\pnhang{\pntxtb \'b7}}\f4\lang3081 the terminology used was occasionally regarded as confusing

\par {\pntext\pard\plain\f1\lang3081 \'b7\tab}the multiple choice boxes did not always allow for the full range of answers.

\par \pard\plain \qj\sb120\sa120\widctlpar \f4\lang3081 

In addition, many respondents found their surveys difficult to complete because their agencies had decentralised and divergent practices or because their information technology divisions were often responsible for issues relating to electronic records. As

 far as possible, these kinds of problems will be remedied prior to future surveys.

\par The Authority intends to undertake a similar survey each year, although the content in some 

areas is likely to change in conjunction with the establishment of compliance monitoring and reporting arrangements under new State records legislation, currently being drafted.

\par \pard \sb240\sa120\widctlpar {\b \sect }\sectd \psz9\linex0\endnhere \pard\plain \s1\sb240\sa120\keepn\widctlpar \b\f49\fs32\lang3081 {\*\bkmkstart _Toc384797031}{\*\bkmkstart _Toc384797114}Executive Summary{\*\bkmkend _Toc384797031}

{\*\bkmkend _Toc384797114}

\par \pard\plain \qj\sb120\sa120\widctlpar \f4\lang3081 The following is a basic summary of findings. The main report contains more extensive analysis and graphical information.

\par \pard\plain \s2\sb180\sa120\keepn\widctlpar \b\f49\lang3081 {\*\bkmkstart _Toc384797032}{\*\bkmkstart _Toc384797115}Records Management Functions and Responsibilities{\*\bkmkend _Toc384797032}{\*\bkmkend _Toc384797115}

\par \pard\plain \qj\sb120\sa120\widctlpar \f4\lang3081 This part of the survey sought to ascertain whether responsibility had been assigned for records management programs 

and whether agencies have programs which are identifiable. 80% of respondents reported that they have an identifiable program and most named the staff responsible. 

\par Under the draft new State records legislation, as currently drafted, \lquote each public office must establish and maintain a records management program\'85in conformity with standards and codes of best practice approved by the Authority.\rquote 

  On this basis, 20% of agencies would not currently be able to meet a fundamental obligation of the new legislation.

\par \pard\plain \s2\sb180\sa120\keepn\widctlpar \b\f49\lang3081 {\*\bkmkstart _Toc384797033}{\*\bkmkstart _Toc384797116}Records Management Program{\*\bkmkend _Toc384797033}{\*\bkmkend _Toc384797116}

\par \pard\plain \qj\sb120\sa120\widctlpar \f4\lang3081 Most records management programs are located within the area of Corporate Services or Administration.  5% reported that their programs were in the \lquote corporate governance\rquote 

 area, while a significant number are located in an information technology or information management area.

\par Only approximately one third of agencies have produced policies and strategic plans for their records areas, although 62% have documented user procedures and guidelines. Policies, procedures and guidelines for

 electronic records are often not compiled. The Archives Authority is developing a range of guidance to help agencies in this area. 

\par Only 37% of agencies conduct regular performance audits of their records management programs, 23% within the last year.

\par \pard\plain \s2\sb180\sa120\keepn\widctlpar \b\f49\lang3081 {\*\bkmkstart _Toc384797034}{\*\bkmkstart _Toc384797117}Creation and Capture{\*\bkmkend _Toc384797034}{\*\bkmkend _Toc384797117}

\par \pard\plain \qj\sb120\sa120\widctlpar \f4\lang3081 

It is important that agencies ensure that adequate evidence of business activity is made, both to support efficient business operations and to ensure accountability.  However, most agencies do not have policies or guidance in place for do

cumenting business conducted orally, rather than by written communication.  48% reported that they do not have policies or guidelines for meetings and the figure rose to 60% for telephone discussions, 60% for oral decisions and commitments and 62% for voi

ce mail. Only a small percentage reported that they have policies and guidelines in preparation. 

\par The results in this area are of serious concern, given the range of clear requirements applying here.  The Archives Authority needs to provide more guidance in this area.

\par \pard\plain \s2\sb180\sa120\keepn\widctlpar \b\f49\lang3081 {\*\bkmkstart _Toc384797035}{\*\bkmkstart _Toc384797118}Storage{\*\bkmkend _Toc384797035}{\*\bkmkend _Toc384797118}

\par \pard\plain \qj\sb120\sa120\widctlpar \f4\lang3081 

66% of agencies have identified their vital records: those records which are necessary for the agency to function effectively.  However, only 34% have developed a disaster recovery plan and 39% reported that they have disaster provisions for electronic re

cords. 

\par It appears that most agencies are taking measures to protect the integrity of paper based records, with 88% maintaining them with appropriate security or access restrictions and 68% ensuring that paper records of known or likely 

long term retention are maintained in controlled environments. 

\par \pard\plain \s2\sb180\sa120\keepn\widctlpar \b\f49\lang3081 {\*\bkmkstart _Toc384797036}{\*\bkmkstart _Toc384797119}Disposal{\*\bkmkend _Toc384797036}{\*\bkmkend _Toc384797119}

\par \pard\plain \qj\sb120\sa120\widctlpar \f4\lang3081 

Only 54% of agencies regularly cull and dispose of their own records using authorised disposal schedules and 74% reported that their records are not totally covered by schedules. The Archives Authority therefore needs to improve the guidance provided in t

his area. Encouragingly, however, 40% of respondents indicated that the disposal status of their paper based files were decided at creation and 15% reported the same trend for their electronic records. 

\par 71% have documented procedures in place for the disposal of records and 81% document disposal actions.  While superficially high figures, the lack of documented procedures in the remaining agencies, with the greater risk of unmanaged or unauthorised dispo

sal, is a cause for concern.

\par \pard\plain \s2\sb180\sa120\keepn\widctlpar \b\f49\lang3081 {\*\bkmkstart _Toc384797037}{\*\bkmkstart _Toc384797120}Control{\*\bkmkend _Toc384797037}{\*\bkmkend _Toc384797120}

\par \pard\plain \qj\sb120\sa120\widctlpar \f4\lang3081 

Classification assists many of the processes involved in records management.  Business classification schemes focus on the function, activities and transactions of an organisation.  58% reported that they have a classification scheme in place derived from

 an analysis of their business activities and 2% reported that they are preparing this. 78% of responding agencies have a controlled vocabulary for paper-based records, and 29% for electronic records. 65% reported that they use some form of thesaurus in t

he classification of their paper based records and 13% for their electronic records. 

\par Only 35% of agencies could claim that their procedures allowed them to know who had access to all their records.

\par \pard\plain \s2\sb180\sa120\keepn\widctlpar \b\f49\lang3081 {\*\bkmkstart _Toc384797038}{\*\bkmkstart _Toc384797121}Training{\*\bkmkend _Toc384797038}{\*\bkmkend _Toc384797121}

\par \pard\plain \qj\sb120\sa120\widctlpar \f4\lang3081 

Training in practices and systems is vital to the success of a records management program.  51% of agencies recorded that staff are trained in recordkeeping practices.  Of those who do train, 35% do so by the use of records management tools, 30% by presen

ting briefing sessions, 24% via the agency\rquote s induction program and 25% by software training in office systems.  Skills audits of records management staff are conducted regularly or annually by 32% of agencies.

\par \pard\plain \s2\sb180\sa120\keepn\widctlpar \b\f49\lang3081 {\*\bkmkstart _Toc384797039}{\*\bkmkstart _Toc384797122}Recordkeeping{\*\bkmkend _Toc384797039}{\*\bkmkend _Toc384797122}

\par \pard\plain \qj\sb120\sa120\widctlpar \f4\lang3081 

80% of agencies have identified authoritative sources such as legislation and business rules that affect recordkeeping.  While this is a positive figure, the remaining agencies represent a significant area of risk for the Government as a whole.  Far fewer

 agencies have applied these rules to designing or redesigning recordkeeping systems

, documenting recordkeeping systems, training records practitioners and other employees, converting records to new recordkeeping systems, and setting standards and measuring compliance.  

\par Only 30% of agencies are incorporating the Australian Standard AS 4390, {\i Records Management} into their records management  practices, despite its adoption as a benchmark by the Archives Authority in February 1996.

\par \pard\plain \s2\sb180\sa120\keepn\widctlpar \b\f49\lang3081 {\*\bkmkstart _Toc384797040}{\*\bkmkstart _Toc384797123}Electronic recordkeeping{\*\bkmkend _Toc384797040}{\*\bkmkend _Toc384797123}

\par \pard\plain \qj\sb120\sa120\widctlpar \f4\lang3081 Electronic records present a wide range of challenges for agencies.  Only 17% of  agen

cies have developed policies, 29% guidelines and 18% procedures for dealing with electronic records.  Many agencies maintain their records by printing and filing them into paper based systems (26%), although there are 20% who retain them within the origin

al system.  With electronic messages, 27% of agencies are \lquote printing and filing,\rquote  while only 12% are capturing messages directly into an electronic recordkeeping system.

\par 31% of agencies have developed strategies for maintaining electronic records of continuing value, while 41% have started to forge partnerships with their IT areas for the management of electronic records.

\par The Authority has established a project to help agencies apply sound strategies for making and maintaining records generated in the electronic environment.

\par \pard\plain \s2\sb180\sa120\keepn\widctlpar \b\f49\lang3081 {\*\bkmkstart _Toc384797041}{\*\bkmkstart _Toc384797124}Recordkeeping systems{\*\bkmkend _Toc384797041}{\*\bkmkend _Toc384797124}

\par \pard\plain \qj\sb120\sa120\widctlpar \f4\lang3081 The survey revealed that the majority of agencies have identified their recordkeeping systems for paper (95%) but only 46% have identified systems for electronic records.

\par Measures adopted to maintain reliable paper ba

sed recordkeeping systems include security controls (73%), training of staff (68%) and the development of standard procedures to report system failure (43%).  Again audits and testing of guidelines are not common.

\par \pard\plain \s2\sb180\sa120\keepn\widctlpar \b\f49\lang3081 {\*\bkmkstart _Toc384797042}{\*\bkmkstart _Toc384797125}Electronic Document Management{\*\bkmkend _Toc384797042}{\*\bkmkend _Toc384797125}

\par \pard\plain \qj\sb120\sa120\widctlpar \f4\lang3081 

Electronic document management (EDM) tools and techniques enable agencies to manage electronic documents effectively as a corporate information resource.  Unfortunately the terminology tends to cause confusion and 50% of respondents chose not to answer ou

r question as to what document management products are in use.  Others confused electronic document management products with records management products.  {\i PC Docs }

was the highest percentage for EDM products (9%).  The majority of agencies (66%) have not developed procedures for electronic document management.

\par \pard\plain \s2\sb180\sa120\keepn\widctlpar \b\f49\lang3081 {\*\bkmkstart _Toc384797043}{\*\bkmkstart _Toc384797126}Issues{\*\bkmkend _Toc384797043}{\*\bkmkend _Toc384797126}

\par \pard\plain \qj\sb120\sa120\widctlpar \f4\lang3081 

The issues section of the survey sought to discover what agencies saw as the challenges in recordkeeping, what their goals are for the next five years, what they regard as their major strengths and what pil

ot projects they would like to see developed by the Archives Authority of New South Wales.  Electronic recordkeeping issues featured prominently in the challenges, 5 year plans and pilot projects sections.  The skills and efficiency of staff and the suppo

rt of management were regarded as the major strengths.

\par \page \sect \sectd \psz9\linex0\endnhere \pard\plain \s1\sb240\sa120\keepn\widctlpar \b\f49\fs32\lang3081 {\*\bkmkstart _Toc384797044}{\*\bkmkstart _Toc384797127}Report{\*\bkmkend _Toc384797044}{\*\bkmkend _Toc384797127}

\par \pard\plain \qj\sb120\sa120\widctlpar \f4\lang3081 {\*\bkmkstart _Toc384797045}The following report includes discussion of each survey question, information as to why questions were included, results and an analysis of what these results indicate

 about records management practices in the New South Wales public sector.{\*\bkmkend _Toc384797045}

\par \pard\plain \s2\sb180\sa120\keepn\widctlpar \b\f49\lang3081 {\*\bkmkstart _Toc384797046}{\*\bkmkstart _Toc384797128}Records Management Functions and Responsibilities{\*\bkmkend _Toc384797046}{\*\bkmkend _Toc384797128}

\par \pard\plain \s3\li709\sb180\sa120\keepn\widctlpar \b\i\f4\lang3081 {\*\bkmkstart _Toc384797047}Please nominate who should be the primary contact for the Archives Authority and central agencies about records management matters.{\*\bkmkend _Toc384797047}



\par \pard\plain \qj\sb120\sa120\widctlpar \f4\lang3081 

It is often the case that several different employees from the same agency contact us regarding similar records management issues. We also need to contact your agencies on occasion, and this need will increase as we prepare for the introduction and implem

entation of the new State records legislation. Therefore, it is useful to have a nominated person as the primary contact.

\par \pard\plain \s3\fi-709\li709\sb180\sa120\keepn\widctlpar \b\i\f4\lang3081 {\*\bkmkstart _Toc384797048}1.\tab Who is filling in this questionnaire?{\*\bkmkend _Toc384797048}

\par \pard\plain \qj\sb120\sa120\widctlpar \f4\lang3081 This question was included in case we needed to clarify the survey responses received.

\par \pard\plain \s3\fi-709\li709\sb180\sa120\keepn\widctlpar \b\i\f4\lang3081 {\*\bkmkstart _Toc384797049}2.\tab Does the agency have an identifiable records management program?{\*\bkmkend _Toc384797049}

\par \pard\plain \qj\sb120\sa120\widctlpar \f4\lang3081 Under the draft new State records legislation, as currently drafted, \lquote each public office must establish and maintain a records management program\'85

in conformity with standards and codes of best practice approved by the Authority.\rquote   

\par Principle 1 of our draft {\i Standard on Records Management Programs} indicates that \lquote a records management program should be identifiable from all other corporate programs.\rquote  It should be:

\par {\pntext\pard\plain\f1\lang3081 \'b7\tab}\pard\plain \s17\fi-709\li709\sa120\widctlpar{\*\pn \pnlvlblt\pnf1\pnstart1\pnindent283\pnhang{\pntxtb \'b7}}\f4\lang3081 

distinguished from all other programs by having a separate policy statement adopted at the corporate level

\par {\pntext\pard\plain\f1\lang3081 \'b7\tab}recognised by inclusion as a result area in corporate plans

\par {\pntext\pard\plain\f1\lang3081 \'b7\tab}allocated appropriate resources to enable the program to be established and maintained

\par {\pntext\pard\plain\f1\lang3081 \'b7\tab}managed by a suitably qualified recordkeeping professional

\par {\pntext\pard\plain\f1\lang3081 \'b7\tab}staffed by personnel who possess the skills necessary to carry out the program.

\par \pard\plain \qj\sb120\sa120\widctlpar \f4\lang3081 

80% of respondents indicated that an identifiable program existed in their agency and 20% said that no program existed.  On this basis, 20% of agencies would not currently be able to meet a fundamental obligation of the new legislation.

\par \pard\plain \s3\fi-709\li709\sb180\sa120\keepn\widctlpar \b\i\f4\lang3081 {\*\bkmkstart _Toc384797050}3. \tab Who has responsibility for the records management program within the agency?{\*\bkmkend _Toc384797050}

\par \pard\plain \qj\sb120\sa120\widctlpar \f4\lang3081 We wanted to see if agencies had allocated the formal responsibility for records management programs to someone within the agency. The Australian Standard AS4390, {\i Records Management}

 indicates that records management responsibility must be formally assigned and articulated and the Authority\rquote s draft standards reflect this.  Principle 4 of the draft{\i  Standard on Records Management Programs}

, for example, says that formal responsibility of the records management program should be appropriately assigned. 

\par Most responding agencies provided a contact and these will be recorded in a database to be

 used for formal communication with agencies on records management matters.  If the person within an agency with the designated responsibility changes, we would appreciate being informed so that we can keep this database up to date.

\par \pard\plain \s2\sb180\sa120\keepn\widctlpar \b\f49\lang3081 {\*\bkmkstart _Toc384797051}{\*\bkmkstart _Toc384797129}Records management program{\*\bkmkend _Toc384797051}{\*\bkmkend _Toc384797129}

\par \pard\plain \s3\fi-709\li709\sb180\sa120\keepn\widctlpar \b\i\f4\lang3081 {\*\bkmkstart _Toc384797052}4.\tab Where is the records management program located within the agency?{\*\bkmkend _Toc384797052} 

\par \pard\plain \qj\sb120\sa120\widctlpar \f4\lang3081 One of the issues facing an organisation establishing or reviewing its records management program is where it should be located in the organisational structure. In records managemen

t literature, the two areas commonly discussed are the Information Management or Information Technology areas, reflecting the role of records as an information resource, and \lquote Corporate Governance\rquote 

 (audit, legal areas), reflecting the role of records as evidence and an essential support for accountability. 

\par Most records management programs are located within the divisions of Corporate Services or Administration 

(see Graph 1), probably due to the fact that records management is often seen as synonymous with registry activities. Corporate Governance was included as a suggested location, where support for the primary role of the records management program \emdash 

 to capture and maintain evidence of the agency\rquote s business activities \emdash  might be highly relevant. 

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000002010100040000002d0100000300000000000000000000000000}}}}}Only 5% of respondents actua

lly have their programs in the Corporate Governance area. This figure may be low because the terminology is too new, and it confused those filling out the survey, or because in some agencies the functions of Corporate Governance such as strategic manageme

nt are actually carried out within the Corporate Services or Administration areas. Alternatively, records management programs may not have achieved this sort of profile in agencies.

\par \pard\plain \s3\fi-709\li709\sb180\sa120\keepn\widctlpar \b\i\f4\lang3081 {\*\bkmkstart _Toc384797053}5.\tab Does the records management program produce: a documented policy statement? a documented strategic plan? documented user procedures or guidelines?

{\*\bkmkend _Toc384797053}

\par \pard\plain \qj\sb120\sa120\widctlpar \f4\lang3081 

This question was formulated to discover whether records management units had produced documentation such as policies, strategic plans and user procedures and guidelines to support the records management activities within the agency. The Australian Standa

rd AS4390, {\i Records Management} indicates that these documents should be in place. The standards drafted by the Archives Authority reflect the same thinking and these documents are key compliance requirements in the draft {\i 

Standard on Records Management Programs}. 

\par Policies, plans and procedures support the process of records management and its activities. Their existence or otherwise is a concrete indication of a functioning records management program.  Documentation should cover all formats of records (that is, pa

per based and electronic) and be updated regularly to keep abreast of current trends. 

\par 32% of respondents indicated that their agencies have documented policy statements, 32% ha

ve a documented strategic plan, and 62% have documented user procedures and guidelines. A small percentage (15%, 8% and 18% respectively) are in the process of preparing them. These figures can be expected to improve with time.

\par \pard\plain \s3\fi-709\li709\sb180\sa120\keepn\widctlpar \b\i\f4\lang3081 {\*\bkmkstart _Toc384797054}6.\tab 

Does the above documentation cover the following formats: filing systems? other non-file records? electronic records? electronic messages specifically?{\*\bkmkend _Toc384797054}

\par \pard\plain \qj\sb120\sa120\widctlpar \f4\lang3081 As expected, most agencies have developed documentation for their filing systems but  policies, procedures and plans for electronic records and messages have not been developed (see Graph 2). 

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 Without advice and documentation, it is unlikely that staff will manage their electronic messages and records with consistency and accuracy. Therefore, it is a priority of the Archives Authority to provide guidance to assist agencies.  The Authority

\rquote s draft {\i Policy on Electronic Records as Messages} is already being used in the Commonwealth Government as a model and it, together with our draft {\i Policy on Electronic Recordkeeping,}

 provides a basis for agencies to develop their policies in this area.  Guidance on implementing these policies is being developed as part of the Authority\rquote s Electronic Recordkeeping Project.{\b 

\par }\pard\plain \s3\fi-709\li709\sb180\sa120\keepn\widctlpar \b\i\f4\lang3081 {\*\bkmkstart _Toc384797055}7.\tab When was the strategic plan last updated?{\*\bkmkend _Toc384797055}

\par \pard\plain \qj\sb120\sa120\widctlpar \f4\lang3081 A strategic plan for the records management program allows for long term future planning.  A well devised strategic plan will help ensure that realistic a

nd achievable goals for the program are set and can be measured.  The performance and objectives of the agency should be regularly reviewed in light of current management standards, policies and guidelines. 

\par 18% of respondents indicated that their strategic plan was updated within the last year (see Graph 3).  42% did not answer, suggesting that strategic plans for the records management program are not widespread.

\par \pard \qj\sb240\sa120\widctlpar\tqr\tlul\tx6804 {\pard\plain \qj\sb240\sa120\widctlpar\tqr\tlul\tx6804 \f4\lang3081 {\object\objemb\objsetsize\objw9061\objh4359{\*\objclass Word.Document.6}{\*\objdata 010500000200000010000000

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