‘FAQs’ Archive

Recordkeeping FAQs – Do the European Union’s new privacy laws apply to NSW public offices? May 11, 2018 No Comments

The European Union’s General Data Protection Regulation (GDPR) is new data privacy legislation introduced to protect the personal data of all citizens across the EU. The GDPR comes into effect in a matter of weeks, on May 25th 2018.

Recordkeeping FAQs – Using third party software for business transactions December 18, 2017 No Comments

Across the NSW public sector, organisations are using a variety of third party software to manage their business. The recent NSW Auditor-General’s report into agency compliance with Government travel policies has highlighted some of the advantages and disadvantages with using third party software for business transactions.

Recordkeeping FAQs – keeping records in systems that aren’t EDRMS July 27, 2017 No Comments

We have recently received a number of enquiries about managing records in specific systems used to support various business activities. These systems range from fleet management systems to child care management systems to fundraising support systems. These systems contain a mix of data input by users, data imported from other systems and scanned documents (e.g. […]

Records and information management FAQs – retention of credit card data March 22, 2016 1 Comment

We have recently received a number of enquiries from organisations about the retention of credit card data. Specifically, these organisations want to know how to keep this data in a way that meets the requirements of the Payment Card Industry – Data Security Standard (PCI-DSS), which was developed to encourage and enhance cardholder data security […]

Records and information management FAQs – what to do with removable media after records are captured into corporate systems February 9, 2016 No Comments

As organisations increasingly transact their business digitally, they may receive records on removable media such as CDs and flash drives. An example of this is the requirement set by many local councils to submit development application documentation electronically. We have recently been asked how long organisations need to keep these removable media after the records […]

Records and information management FAQs – Things to think about when deleting backups January 20, 2016 No Comments

At this time of year, many organisations take the opportunity to clean out storage areas, including network drives and servers. We have received a few enquiries recently from organisations that would like to free up some space by deleting backups. When making decisions about deleting backups, there are a few key things to consider: photo […]

Records and information management FAQs – Things to think about when it’s time to migrate (especially in relation to metadata) December 9, 2015 No Comments

During the month of December we are blogging on the topic of decommissioning. Decommissioning legacy systems may result in the migration of data to new systems. We have published some advice on effectively managing the migration of records, which outlines some important things to consider when migrating records and information between systems. This advice notes […]

Records and information management FAQs – the recordkeeping capabilities of SharePoint 2013 and SharePoint Online November 3, 2015 1 Comment

At the end of 2012, State Records published some guidance on the recordkeeping capabilities of SharePoint 2010. This guidance describes recordkeeping features and functionality that can be enabled or configured in SharePoint, and identifies where additional configuration and/or add-on software are needed to meet particular recordkeeping requirements. We have recently received a few queries from […]

Records and information management FAQs – Using cloud services based outside of NSW October 14, 2015 No Comments

In August this year, the Department of Finance, Services and Innovation issued version 2 of the NSW Government Cloud Policy. This policy notes: The positive experience of NSW agencies so far with the benefits of cloud services leads to the expectation that ICT procurements for commoditisable, non-core business solutions will be provided via cloud-based services […]

Records and information management FAQs – Are signatures the final barrier to a truly digital business environment? September 28, 2015 No Comments

I recently moved into an old, slightly creaky house, so have spent the last few months organising for various work to be done to make the house less likely to burn down, less accessible to creepy crawlies and generally more habitable. I have been continually amazed by the reliance of various tradespeople on a piece […]