Key details to document
To ensure records are full, accurate, and reliable, document the following:
- What? What happened? What decisions were made?
- Where? Location of the event or action.
- When? Date and time.
- Why? Reason for the decision.
- Who? Participants and their roles.

Learn how to manage digital assets
Born digital images
Learn how to manage born digital images.
Text messages as business records
Learn how to capture and retain important messages.
Digital audio and video file formats
Learn about key concepts like coding, encoding, codecs, and file formats.
Recordings of virtual meetings
Learn how to manage recordings of virtual meetings.
Social media recordkeeping for councillors
Learn how to manage social media content in local government.
Webcasting of council meetings
Councils must webcast meetings on their website (audio or audio-visual), except closed sessions.
Sustainable record formats
Formats: .docx (Word), .xlsx (Excel), .pptx (PowerPoint).
These store text documents, spreadsheets, or presentations.
Formats: .csv, .xml, .json.
These store information in a structured way, like spreadsheets or databases.
Formats: .dxf, .dwg, .step.
These store technical drawings or 3D models.
Format: SMS Backup (.xml), iMessage Backup (.db) and MBOX (.mbox), SMS Backup and Restore (.zip).
These save single SMS messages from your phone and stores many messages together in one file.
Formats: .tiff, .jpeg, .png, .svg.
These store photos or illustrations.
Formats: .wav, .mp3, .mp4, .flac.
These store music or other sounds.
Formats: ZIP File format (.zip).
These stores multiple files and folders in a smaller, more manageable size.
Learn about managing metadata
Assisted metadata production
Learn how to create dropdown menus to ensure consistent and accurate metadata values, reducing errors across NSW public sector organisations.
Minimum requirements for metadata for authoritative records and information
Learn how to ensure that records are reliable, authentic, and usable over time.
Principles for implementing metadata for records and information
Learn how to plan, scale, document, and link your records to ensure reliable, long-term records management.
Mapping between AS/NZS 5478:2015 and the minimum metadata required for authoritative records
Learn how to maintain records using the Recordkeeping Metadata Property Reference Set (RMPRS) under the AS/NZS 5478:2015 standard.
Resources for records and information managers
Records management policy checklist
The records and information management policy sets the rules for how your organisation creates, manages, uses, and disposes of records and information.
Recordkeeping guidance for ministerial offices
Learn more on creating and managing the records of ministers’ offices.
Recordkeeping reminders
Learn specific situations in which public officials in NSW should make and save records.