Records Management Procedures

A record (also known as a state archive) that is to be preserved permanently (never to be destroyed) because of its enduring value (i.e. historical, evidential etc.).

An organised collection of hardware, software, supplies, policies, procedures and people, which stores, processes and provides access to an organisation’s business information; or an automated system that creates or manages data about an organisation’s activities.

This includes applications with the primary purpose of facilitating transactions between an organisational unit and its customers - for example, an e-commerce system, client relationship management system, purpose-built or customised database, finance or human resources systems.

Provide evidence of the business activity of the organisation. Corporate records are those that:

• contain information which is of administrative, legal, fiscal, evidential or historical value and is not recorded elsewhere on the public record; including electronic messaging (see Appendix A for examples);
• document important communication and/or a transaction between employees or between an employee and another party; and
• document the rationale behind policy, senior employee decisions and directives.

Any ‘record of information’ within the meaning of section 3 of the State Records Act 2000 that exists in binary form, and that requires combinations of computer hardware and software to be read and understood. These records may include, but not limited to:

• emails;
• sms mobile text messages;
• web sites;
• database applications;
• word processed documents;
• spreadsheets; and
• digitised reproductions of documents.

The removal of records from the organisation and their subsequent destruction or transfer to the State archives collection for permanent retention as state archives.

For the purposes of the Records Management Policy and Procedures employee is defined as:

• a person employed under the School Education Act 1999 or the Public Sector Management Act 1994; or
• a person who is engaged by the Department, whether under a contract of services or otherwise; and
• including, in the case of a government organisation referred to in item 5 or 6 of Schedule 1 (State Records Act 2000), a ministerial officer (as defined in the Public Sector Management Act 1994 ) assisting the Department.

A record which has only short-term value to the organisation with little or no on-going administrative, fiscal, legal, evidential, or historical value and do not need to be captured into the corporate recordkeeping system.

Any ’record of information’, however recorded, pursuant to section 3 of the State Records Act 2000, and including:

• anything on which there is writing or Braille;
• a map, plan, diagram or graph;
• a drawing, pictorial or graphic work, or photograph;
• anything on which there are figures, marks, perforations, or symbols, having a meaning for persons qualified to interpret them;
• anything from which images, sounds or writings can be reproduced with or without the aid of anything else; and
• anything on which information has been stored or recorded, either mechanically, magnetically, or electronically.

The systematic organisation and control of recorded information in any format from the time it is created to its final disposition.

A document that sets out how an organisation manages its records as required under Parts 2 and 3 of the State Records Act 2000.

A system to capture, maintain and provide access to records over time that displays features for ensuring authentic, reliable, complete and usable records that function as evidence of business transactions.

A systematic approach to the creation, maintenance, use and disposition of records.

Establishes the minimum retention period for each type of record listed in the schedule regardless of medium, and dictates the final action for the record.

The name of the mandated electronic document and records management system used by the Department of Education central services and education regional offices to support compliant recordkeeping practices.

Criminal Code Act Compilation Act 1913 (WA)

Electronic Transactions Act 2011 (WA)

Evidence Act 1906 (WA)

Freedom of Information Act 1992 (WA)

Limitation Act 2005 (WA)

Privacy Act 1988 (Cth)

Public Sector Management Act 1994 (WA)

School Education Act 1999 (WA)

School Education Regulations 2000 (WA)

State Records Act 2000 (WA)

State Records Commission Standards

 

Enrolment in Public Schools

Recordkeeping Plan central and regional services and school (staff only)

Manage records at your school (staff only)

Manage records in central and regional services (staff only)

State Records Commission Standard 8: Managing Digital Information

State Records Office Records Management – Advice