Recordkeeping for records and information managers

Understand the key responsibilities of records and information managers under the State Records Act 1998 and explore essential resources to ensure compliant and effective records management, and transparency within NSW public offices.

Public sector organisations in NSW have records management obligations under the State Records Act. Understanding these obligations is an essential part of your role as a records and information manager.

In particular, you manage:

  • the development and implementation of records and information management policies, procedures, and strategies
  • the disposal of records, information and data
  • notification of damaged records to your organisation’s designated Senior Responsible Officer (SRO)
  • the transfer of records required as State archives to Museums of History NSW
  • submission of the 5-yearly transfer plan and access directions to Museums of History NSW
  • notification of changes to key contacts (such as your SRO) to State Records NSW
  • the assessment and approval of the physical storage of records, e.g. storage areas are secure and appropriate for the storage of records, and
  • promotion and monitoring of good recordkeeping within your organisation.

Below are the key resources you and your organisation need to understand, to meet your records management obligations. 
 

Public offices

Public offices are public sector bodies such as NSW Government agencies, local councils, local health districts, state owned corporations and universities. See Public offices under the State Records Act 1998 for further information.

Standards and policy resources

Retention and disposal authorities

Understand the mandatory requirements for the legal disposal of records. 

You can search for the RDAs issued to your organisation in our RDA library - records retention and disposal authorities

 

Raising awareness of recordkeeping responsibilities

Raising awareness of individual recordkeeping responsibilities within the organisation is an ongoing process to ensure that recordkeeping is being done correctly and consistently. Learn how to raise awareness of recordkeeping responsibilities within your organisation and understand the importance of the ongoing promotion of recordkeeping responsibilities.  

 

Templates for Public Offices

State Records NSW has created several templates for Public Offices to use and adapt to help in meeting recordkeeping responsibilities. Find them below:

 

Resources for records and information managers

Monitoring

Understand how monitoring of records management works, including the regulatory framework, public offices’ role in monitoring records management, and monitoring tools.

GIPA and recordkeeping requirements

Learn about creating and capturing records that document activities relating to the Government Information (Public Access) Act 2009.

Strategic records management

Use this guidance to help you enhance your organisation’s information practices.

Recordkeeping reminders

Learn about common situations where NSW public officials must make and save records.

For the Record (FTR) newsletter

View the current and past issues of the State Records NSW newsletter.

Transfer plans and access directions

Contact Agency Services at Museums of History NSW.

Storage library and document graphic

 

 

The State Records Act 1998 sets out the mandatory requirements or key obligations for the creation, management and protection of the records of NSW public offices.

An overview has been developed to help you understand the key sections of the Act.

State Records Act 1998 

Recordkeeping responsibilities

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Public office employees

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Chief executives

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Senior responsible officers

Keep your contact details up to date

Help us stay up to date with changes to your NSW public office's chief executive, senior responsible officer or records and information manager so we can keep you informed and support you better.  

Please click the appropriate link below to share current contact details with State Records NSW.

Chief Executive   Senior Responsible Officer   Records, Information & Data Managers

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