Induction training for recordkeeping

Why is induction training about recordkeeping so important?

Induction training about recordkeeping is more than just knowing how to use the organisation’s electronic document records management system (EDRMS) or SharePoint.

It is about understanding the importance of good recordkeeping and the role every staff member, contractor and volunteer plays in creating, capturing, protecting and using information to meet the requirements of the State Records Act 1998, and the mandatory standards issued under the Act. 

Implementing records and information management training as part of the onboarding process for staff is the primary way a public office can meet minimum compliance requirement 1.6 of the Standard on records management:

“Staff and contractors understand the records and information management responsibilities of their role, the need to make and keep records, and relevant policies and procedures.”

Including recordkeeping in your organisation’s induction training is also important for ensuring that employees understand their recordkeeping responsibilities in the Ethical Framework and the Code of Ethics and Conduct for NSW Government Sector Employees.

What should be covered in induction training?

• Records Management 101:
  • what is a record?
  • why do we keep records?
  • what kinds of records do we have?
  • risks in not keeping records.
  • when to create records,
  • how to create and capture records,
  • where to store and how to handle/protect records,
  • when to dispose of records.
• Obligations of the organisation under the State Records Act 1998
• Business continuity or disaster management processes
• Responsibilities of key personnel in the organisation
• Policies and procedures, business rules for particular types of business processes – and where to find them
• Using the organisation’s electronic document and records management systems (EDRMS) or equivalent (e.g. Microsoft SharePoint)
• e-Learning training modules – provided by State Records NSW and/or developed internally by the organisation
• Who to contact in the organisation when there are questions about recordkeeping such as the Records and Information Management team.

Monitoring and reviewing induction training

It’s important that induction training is fit-for-purpose. Review periodically how the training is run, what content is included in the training, and how well it is received and implemented by participants to ensure that the training is effective and is meeting the organisation’s resourcing capacity and business requirements.

Does State Records NSW provide training or resources?

While State Records NSW does not offer face-to-face training, we do have a range of free e-learning training modules on records management and recordkeeping available on the website for use. 

We suggest that public office employees undertake the following modules:

• Recordkeeping Concepts
• Recordkeeping and you
• Email management
• Digital Recordkeeping concepts

These modules can also be provided as a distributed SCORM file solution to embed in your organisation’s local learning management system.

We also provide:

• short introductory animations on good recordkeeping for all employees
• recordkeeping reminder leaflets
• recordkeeping presentation templates
• specific guidance and advice on our website.

For more information, please see our training resources page.