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Background
Operating context
The State Records Authority NSW (State Records NSW) is responsible for records management standards, regulation, advice, education and policy. State Records NSW was established on 31 December 2022 as part of changes to the State Records Act 1998 providing for State Records NSW to take a stronger regulatory and oversight role in relation to public sector recordkeeping and for Museums of History NSW (MHNSW) to implement improved arrangements for the transfer of archives and access to records.
Good recordkeeping, and our role in championing this, is an important foundation for our democracy and society and in creating trust in government. Indeed, there is growing scrutiny of government decisions, and expectation by citizens that the NSW Government’s recordkeeping is appropriate to understand government decisions and policies.
Our role
The functions and powers of State Records NSW are established in the State Records Act 1998
Section 66
The Authority has the following functions—
(a) to oversee recordkeeping by public offices of the State, including by determining standards and providing advice,
(b) to identify State records that have enduring value and should be retained as State archives,
(c) other functions conferred on it by this Act or another Act or law.
- The Authority has power to do all things that are supplemental or incidental to the exercise of the Authority’s functions.
- The Authority has power to charge and receive fees for a service provided by the Authority under this Act.
Our vison and plan
Our vision - Transparent and accountable government
Our work
As an expert, best practice, responsive regulator we foster good public recordkeeping in NSW.
Under the State Records Act 1998, public offices are required to create and maintain records of government activities.
State Records NSW works to make public offices aware of these obligations and assists them to develop the capability and expertise to meet them.
We make choices that best direct available resources to achieve the highest positive impact for the government and people of NSW.
We recognise that government actions – past and present – have had a disproportionate impact on some individuals, families and communities, and in particular First Nations peoples, and we aim to embed principles of equity, fairness and cultural responsiveness into our work to meet their needs.
We focus our efforts on education and collaboration, assisting public offices and providing contemporary intelligence to our stakeholders on opportunities for improvement. We leverage our impact by working visibly and collaboratively with other oversight agencies.
Through our actions we ensure that key government records are retained in perpetuity as part of the State Archives Collection which is cared for by MHNSW.
We are guided by the values of the NSW Government: Integrity, Trust, Service and Accountability.
By fostering good recordkeeping, State Records NSW sustains important transparency mechanisms which ensure government remains accountable to the people of NSW.
Our plan
- Transparent and accountable Government
- As an expert, best practice, responsive regulator we foster good public recordkeeping in NSW
Policy leadership and support
Develop evidence-based policies, and support public offices to apply best practice standards.
Champion quality and responsive practice
Promote awareness of how quality records management systems benefit both public offices and the community.
Operational excellence
Be customer and community focused and responsive. Create a culture of people at their best.
Performance and initiatives
Measuring our performance
- Policy leadership and support
- Reduction in number of aged disposal authorities
- Increase in public office compliance maturity*
- Champion quality and responsive practice
- Increase in number of public offices with records and information strategies*
- Increase in number of public offices with records management monitoring programs*
- Increase in public office engagement*
- Operational excellence
- Customers and community members feel engaged and satisfied with services
- Employees are retained and feel valued and supported
Measures above marked with an asterisk (*) are drawn from the Recordkeeping Monitoring Exercise that State Records NSW has conducted in 2022, 2023 and 2024.
The RME was not conducted in 2025 to accommodate the review of the two key standards and the code of best practice issued by State Records NSW, and allow public offices time to implement changes flowing from the revised instruments.
From 2026 the RME will be held every two years. This reflects advice from the Public Sector Advisory Committee that this cadence will achieve a balance between activities to implement internal improvement programs and organisational focus on records and information management priorities.
Policy leadership and support
Policy leadership and support
| No. | Initiative | Action 2025-24 |
|---|---|---|
| 1.1 | Work with public offices to ensure appropriate, current and streamlined disposal coverage |
|
| 1.2 | Evaluate available evidence to guide regulatory activity and support performance improvement |
|
| 1.3 | Mature the risk-based approach to regulation under the State Records Act |
|
| 1.4 | Support MHNSW’s work to build the State Archives Collection |
|
Champion best practice
| No. | Initiative | Action 2024-25 |
|---|---|---|
| 2.1 | Champion mature record management systems in public offices and the role of State Records NSW in fostering best practice |
|
| 2.2 | Support awareness of obligations under the State Records Act with Secretaries and CEOs |
|
| 2.3 | Build relationships with oversight and recordkeeping bodies, and with communities of practice, to promote opportunities for improved engagement and influence |
|
| 2.4 | Support records and information management officers within public offices to understand and meet their responsibilities |
|
| 2.5 | Promote understanding of the State Records Act within the broader community, and support confidence in government recordkeeping |
|
Operational excellence
| No. | Initiative | Action 2024-25 |
|---|---|---|
| 3.1 | Support the operations of the Board |
|
| 3.2 | Deliver responsive, modern, customer focused services |
|
| 3.3 | Support our people and grow their capabilities |
|
| 3.4 | Support diversity and inclusion within our organisation and in our work with public offices |
|
Summary of targets
| KPI | 2024-25 | 2025-26 | Measurement and source data | |
|---|---|---|---|---|
| Reduction in number of aged retention and disposal authorities | Target: 20 retention and disposal authorities | Achievement: 23 retention and disposal authorities | Target: 20 retention and disposal authorities 68% of RDAs are less than 10 years old | RDA Workplan. |
| Public office compliance maturity | Targets were not applied because the Recordkeeping Monitoring Exercise was paused in 2025 to allow further development of risk-based approach for future RMEs. 2023-24 = 50% | 60% of participating public offices are mature record managers | Proportion of public offices self reporting aggregated score of over 3, as a percentage of total responses. Results of the annual Recordkeeping Monitoring Exercise. | |
| Public offices with records and information strategies | Targets were not applied because the Recordkeeping Monitoring Exercise was paused in 2025 to allow further development of risk-based approach for future RMEs. 2023-24 = 60% | 65% of participating public offices have records and information strategies | Proportion of public offices self reporting aggregated score of over 3, as a percentage of total responses. Results of Question 4 in the annual Recordkeeping Monitoring Exercise. | |
| Public offices with records management monitoring programs | Targets were not applied because the Recordkeeping Monitoring Exercise was paused in 2025 to allow further development of risk-based approach for future RMEs. 2023-24 = 55% | 65% of participating public offices have a records management monitoring program | Proportion of public offices self reporting aggregated score of over 3, as a percentage of total responses. Results of Question 9 of the annual Recordkeeping Monitoring Exercise. | |
| Public office engagement | Targets were not applied because the Recordkeeping Monitoring Exercise was paused in 2025 to allow further development of risk-based approach for future RMEs. 2023-24 = 77% | Over 80% of public offices participate in RME | Results of the annual Recordkeeping Monitoring Exercise. | |
| Public office satisfaction | Target: 80% of surveyed public offices are satisfied with quality of advice or service 80% likely to recommend | Achievement: 87% of surveyed public offices are satisfied with quality of advice or service 87% likely to recommend | Target: 85% of surveyed public offices are satisfied with quality of advice or service 85% likely to recommend | Annual Satisfaction Survey. |
| Employee engagement | Target: 100% of employees with PDPs | Achievement: 100% of employees with PDPs | Target: 100% of employees with PDPs | Proportion of employees whose PDPs are approved by manager. |
| Community understanding/awareness | Target: Hold:
Publish:
No publication of State of Recordkeeping because of planning year for Recordkeeping Monitoring Exercise. | Achievement: Held:
Published:
(as at 19 .6.25) No publication of State of Recordkeeping in FY26 because of planning year for Recordkeeping Monitoring Exercise. Report for RME 2026 will be published early in FY27. | Target: Hold:
Publish:
Support the Information and Privacy Commission to hold awareness weeks | Consultation and publications data. |