A multinational team, led by archival institutions in Australia and New Zealand, has published a global standard for recordkeeping software, an agreed set of standards for software products that are used to make and keep records. There have also been recent developments on the record keeping front in Queensland and Victoria.
The National Archives of Australia led the project which also involved Queensland State Archives and the national archives of 10 other countries. It has developed Principles and Functional Requirements for Records in Electronic Office Environments.
According to Ross Gibbs, Director-General of the National Archives of Australia “This collaboration promises significant benefits to the software industry, with an agreed set of requirements eliminating the confusion caused by varying standards.” He added, “Ultimately, this initiative is all about helping governments and other organisations to better manage their information assets in an era of rapidly evolving information and communications technology.”
Tool to Improve Public Sector Records Management in Victoria
A report on records management by the Victorian Auditor-General in March found serious shortcomings in many agencies, and made some sweeping recommendations for improvements. A new checklist has now been released to assist agencies.
The Public Record Office Victoria (PROV) has released Records Management Checklist: A tool to improve records management.. It is designed to assist government agencies fulfil their obligations under the Public Records Act 1973 and to improve the management of their records.
It was developed with advice from records managers and in consultation with PROV, selected government agencies and consultants. The checklist formed the basis for undertaking the performance audit titled Records Management in the Victorian Public Sector which was tabled in Parliament in March 2008.
Queensland Issues Guide for Record Keeping in New Authorities
Queensland State Archives recently issued a Public Records Brief setting out recordkeeping requirements for new public Authorities, to ensure a minimum level of compliance with the Public Records Act 2002 and Information Standard 40 – Recordkeeping.
It says to manage public records effectively, a public Authority needed to know what records it had created and how to locate them. “A reliable recordkeeping system or a business system with recordkeeping functionality will ensure that the organisation’s records are accessible, credible and authoritative.” More information is available from Queensland Archives.