Recordkeeping for senior responsible officers

Understand the key responsibilities of the senior responsible officer (SRO) under the State Records Act 1998 and explore essential resources for ensuring compliant and effective records management, and collaboration across NSW public sector organisations.

Your organisation's size, resources and function will influence how the SRO role is allocated and implemented. 

The SRO is a senior role designated to have corporate responsibility or oversight of records and information management within your public office.  

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.

The role of the senior responsible officer

The role of the SRO is to:

  • work with the chief executive and/or senior management to ensure compliance with the requirements of the Act
  • oversee the organisation's records management program, including developing and implementing:
    • governance frameworks
    • strategies
    • policies
    • procedures
    • program for the disposal of records, information and data
    • 5-yearly transfer plans
    • access directions
    • approval of all records storage areas and facilities
  • champion the value and importance of their effective management for:
    • records
    • information and data
  • lead records, information and data management initiatives
  • collaborate and build partnerships with relevant business stakeholders to ensure that good recordkeeping practices are embedded in all parts of the business across the organisation
  • ensure all public sector employees are aware of mandated recordkeeping practices and always consider them when carrying out their official duties
  • stay informed of compliance requirements as issued by State Records NSW, including making a submission to the biennial Recordkeeping Monitoring Exercise (RME)
  • notify State Records NSW if records are damaged, impaired, lost or destroyed without authorisation
  • advise State Records NSW of changes impacting records and information management within the organisation, including changes to personnel undertaking the SRO role.
     

For a complete checklist to guide the SRO in ensuring your organisation’s effective records and information management, please download the Senior Responsible Officer checklist (PDF 264.01KB).

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 

 

Resources for Senior Responsible Officers

Regulatory framework

This describes State Records NSW approach to regulating records management in public offices.

Creating a records and information management policy

This policy checklist outlines the governance framework for managing records, information and data in your organisation.

High-value and high-risk records, information and data

This provides information on how to identify and prioritise records of high-value and high-risk.

Recordkeeping guidance and resources

This provides resources by sector, training and tools, recordkeeping FAQs, and webinars and video resources.

Records Management Assessment Tool (RMAT)

Use this self-assessment tool to assess the maturity of your organisation’s records and information management and for your submission to RME.

Recordkeeping Monitoring Exercise (RME)

Learn more about the biennial RME and your obligations for submitting.

e-Learning modules

Find training modules specific to assist you in the role of the SRO for your public office.

Current records retention and disposal authorities

Use the search bar to find the retention and disposal authorities that apply to your organisation.

Raising awareness of recordkeeping responsibilities

Raise awareness of recordkeeping responsibilities within your organisation and understand the importance of the ongoing promotion of recordkeeping responsibilities. 

Standards and policy resources

Recordkeeping responsibilities

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Public office employees

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Chief executives

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Records and information managers

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

Submit chief executive details to State Records NSW 

Submit senior responsible officer details to State Records NSW 

Submit records and information manager details to State Records NSW 

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