Future Proof – Protecting our digital future

We recently convened our regular hex-hebdomadal Digital Implementers Group meeting. Dr Ann Turner shared some fascinating insights into her experiences consolidating six distinct TRIM implementations into a single TRIM instance for the Department of Family and Community Services (FACS). Dr Richard Lehane spoke about the philosophy and practice of our Digital State Archives.

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FAQs:  Council Amalgamations – managing records and information through transition and administrative change

This FAQ provides some advice around recent questions State Records has received in relation to Council amalgamations.

• What information do you need to consider?
  Information is an asset needed for the business of local government to continue; this is critical at any time but is especially important to assist in transitioning to new administrative arrangements…..
• What do you need to think about?
  It is vital that records continue to be created, captured, managed and preserved throughout the change…..
• What do you do about published information, for example Annual Reports and open access information released under the Government Information (Public Access) Act 2009 (GIPA Act)?
  Information published by NSW Local Government Councils can be added to OpenGov……
• What do you do about records of former councils?
  Under section 32 of the Local Government (Council Amalgamations) Proclamation 2016, all “assets, rights and liabilities of the former councils are transferred to the new council.”…..
• Amalgamating EDRMS
  EDRMS for the respective Councils will contain information relevant for the particular Council. The merged Councils may decide to migrate to one EDRMS or to start a new EDRMS…..

FAQs:  Administrative Change Checklist

This FAQ Checklist may be useful for organisations that have had administrative changes.

To read more please click on the links.

The presentations and podcasts from the Records Managers Forum held 19^th July are now available on Future Proof.  The Forum promotes communication between NSW public sector records managers and provides an opportunity to exchange news and discuss issues of current concern.

The Records Managers’ Forum celebrated the 20^th year anniversary of AS 4390: Records Management, the first national records management standard in the world.

Here’s a quick recap of the presentations:

Geoff Hinchcliffe, Director, State Records Authority, updated the participants regarding the Authority’s current projects and initiatives, including the launch of the new website. In addition, Geoff announced that the State Records Authority has moved from Government and Corporate Services to the new ICT & Digital Government (IDG) Division of Department of Finance, Services and Innovation (DFSI). With digital being a key focus of State Records for the future, this move provides the opportunity for State Records to be at the forefront of digital innovation in our new Division.

David Roberts, former Director, State Records Authority talked about the history of the development of the AS 4390. The Standard provided an opportunity to clarify key concepts in recordkeeping and made distinction between data, records and information.

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The following is an insight from the Digital Archives team here at State Records with a fascinating look back at our recent digital history.

On 30 June 1992, First State Computing transferred the database that had been used in the recently ended Royal Commission into the Former Chelmsford Private Hospital and Mental Health Services in New South Wales (commonly known as the Chelmsford Royal Commission) to the then Archives Authority of New South Wales. The records of the Chelmsford Royal Commission were retained as State archives under the Disposal Recommendation DR4207 that was approved on 3/12/1990. First State Computing had held the database since the closure of the Commission in 1990. The transfer resulted in a substantial cost-saving to Government at the time.

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The State Library of South Australia in Adelaide recently hosted a two-day digital forensics course called “Digital Forensics for Libraries and Archives: Principles, Practices and Possibilities”. Presented by Cal Lee from the University of North Carolina, it was designed to provide an introduction to digital forensics activities for institutions in the GLAM (Galleries, Libraries, Archives and Museums) sector. Representatives from various libraries and archives around Australia attended, including yours truly from State Records NSW.

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Last week, the Digital Implementers Group, met at their regular six weekly meeting.

A diverse group attended from various tiers of government to discuss E-approvals and associated challenges. Some members have already started the process and others want to learn more.

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One of the greatest issues facing Records Management is the changing nature of our role as Information Professionals. As systems, functions, departments, and technologies evolve and integrate, so too does the requirements of our work.
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It is with sadness that State Records farewells Amanda (Mandy) Barber. After 38 years with us, Mandy is riding off into the sunset.

Mandy joined the then Archives Authority of NSW in February 1978 and worked in a range of technical positions, including being based at Parliament House where she surveyed the records of the Legislative Assembly prior to Parliament implementing their first archival program.

Mandy quickly established herself as an expert in the areas of records appraisal and legislative regulation. One of Mandy’s most significant achievements was the development and implementation of State Records’ appraisal policy for identifying the records to be retained as State archives under the new State Records Act 1998.

Mandy was appointed to the position of Manager Government Recordkeeping in 2002. Her knowledge of best practice recordkeeping in the implementation of and transition to digital records systems led to her involvement in the development of both Australian and International Standards, being a member of the NSW Government Enabling Information Sharing Working Group, and advising agencies across the State on how best to meet their responsibilities under the State Records Act.

We wish Mandy all the best for whatever adventures lie ahead. She will be missed!

Image credit: Catherine Robinson

A couple of weeks ago we published a Q&A with the NSW Information Commissioner Elizabeth Tydd about access to government information.

The Information and Privacy Commission NSW (IPC) now wants to hear about your experiences and ideas of public participation in the development of government agency policies and the exercise of agency functions in NSW.

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To celebrate Information Awareness Month 2016 we are publishing a series of Q&As with colleagues who have an interest in good records and information management. Our final post in this series features a Q&A with Warwick Hunter about public access to records under the State Records Act 1998.

Warwick is a policy officer at State Records. In this role he provides policy advice in relation to the implementation and management of public access to records more than 30 years old under the State Records Act. He also develops, manages and implements initiatives that facilitate and enhance public access to State records.

In this post, Warwick answers questions about public access to records under the State Records Act, how public access can be incorporated into information governance frameworks, and the benefits of public access to records.

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