The State Records Authority NSW (State Records NSW) is responsible for records management standards, regulation, advice, education and policy. State Records NSW was established on 31 December 2022 as part of changes to the State Records Act 1998 providing for State Records NSW to take a stronger regulatory and oversight role in relation to public sector recordkeeping and for Museums of History NSW (MHNSW) to implement improved arrangements for the transfer of archives and access to records.
Good recordkeeping, and our role in championing this, is an important foundation for our democracy and society and in creating trust in government. Indeed, there is growing scrutiny of government decisions, and expectation by citizens that the NSW Government’s recordkeeping is appropriate to understand government decisions and policies.
The functions and powers of State Records NSW are established in the State Records Act 1998
Section 66
The Authority has the following functions—
(a) to identify State records that have enduring value and should be retained as State archives,
(b) other functions conferred on it by this Act or another Act or law.
As an expert, best practice, responsive regulator we foster good public recordkeeping in NSW.
Under the State Records Act 1998, public offices are required to create and maintain records of government activities.
State Records NSW works to make public offices aware of these obligations and assists them to develop the capability and expertise to meet them.
We make choices that best direct available resources to achieve the highest positive impact for the government and people of NSW.
We recognise that government actions – past and present – have had a disproportionate impact on some individuals, families and communities, and in particular First Nations peoples, and we aim to embed principles of equity, fairness and cultural responsiveness into our work to meet their needs.
We focus our efforts on education and collaboration, assisting public offices and providing contemporary intelligence to our stakeholders on opportunities for improvement. We leverage our impact by working visibly and collaboratively with other oversight agencies.
Through our actions we ensure that key government records are retained in perpetuity as part of the State Archives Collection which is cared for by MHNSW.
We are guided by the values of the NSW Government: Integrity, Trust, Service and Accountability.
By fostering good recordkeeping, State Records NSW sustains important transparency mechanisms which ensure government remains accountable to the people of NSW.
Develop evidence-based policies, and support public offices to apply best practice standards.
Promote awareness of how quality records management systems benefit both public offices and the community.
Be customer and community focused and responsive. Create a culture of people at their best.
Measures above marked with an asterisk (*) are drawn from the Recordkeeping Monitoring Exercise that State Records NSW has conducted in 2022, 2023 and 2024.
We have advised public offices that we will not conduct an RME in 2025 to accommodate the review of the two key standards and the code of best practice issued by State Records NSW, and allow public offices time to implement any changes flowing from the revised instruments.
We will use 2025 as a planning year for the future roll-out of the RME program, reflecting the responsive regulatory approach outlined in our Regulatory Framework. We will conduct the RME in 2026 in line with the outcomes of the planning work, and consider the need to review the measures above in future years.
| No. | Initiative | Action 2024-25 |
|---|---|---|
| 1.1 | Work with public offices to ensure appropriate, current and streamlined disposal coverage |
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| 1.2 | Evaluate available evidence to guide regulatory activity and support performance improvement |
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| 1.3 | Mature the regulatory framework reflecting the amendments to the State Records Act |
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| 1.4 | Support MHNSW’s work to build the State Archives Collection |
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| No. | Initiative | Action 2024-25 |
|---|---|---|
| 2.1 | Champion mature record management systems in public offices and the role of State Records NSW in fostering best practice |
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| 2.2 | Promote and support awareness of obligations under the State Records Act with CEOs/Secretaries |
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| 2.3 | Build relationships with oversight and recordkeeping bodies, and with communities of practice, to promote opportunities for improved engagement and influence |
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| 2.4 | Support records and information management officers within public offices to understand and meet their responsibilities |
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| 2.5 | Promote understanding of the State Records Act within the broader community, and support confidence in government recordkeeping |
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| No. | Initiative | Action 2024-25 |
|---|---|---|
| 3.1 | Support the operations of the Board |
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| 3.2 | Deliver responsive, modern, customer focused services |
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| 3.3 | Support our people and grow their capabilities |
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| 3.4 | Support diversity and inclusion within our organisation and in our work with public offices |
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| KPI | 2022-23 | 2023-24 | 2024-25 | Measurement and source data | |
|---|---|---|---|---|---|
| Reduction in number of aged retention and disposal authorities | Baseline: 17 retention and disposal authorities | Target: 10 retention and disposal authorities | Achievement: 12 retention and disposal authorities | Target: 20 retention and disposal authorities | RDA Workplan. |
| Public office compliance maturity | Baseline: 38% of participating public offices are mature record managers | Target: 50% of participating public offices are mature record managers | Achievement: 50% of participating public offices are mature records managers | Targets will be reviewed during development of risk-based approach for future Recordkeeping Monitoring Exercises. | Proportion of public offices self reporting aggregated score of over 3 as a percentage of total responses. Results of the annual Recordkeeping Monitoring Exercise. |
| Public offices with records and information strategies | Baseline: 49% of participating public offices have records and information management strategies in place | Target: 60% of participating public offices have records and information management strategies in place | Achievement: 63% of participating public offices have records and information management strategies in place | Targets will be reviewed during development of risk-based approach for future Recordkeeping Monitoring Exercises. | Proportion of public offices self reporting aggregated score of over 3 as a percentage of total responses. Results of Question 4 in the annual Recordkeeping Monitoring Exercise. |
| Public offices with records management monitoring programs | Baseline: 49% of participating public offices have records management monitoring programs | Target: 60% of participating public offices have records management monitoring programs | Achievement: 55% of participating public offices have records management monitoring programs | Targets will be reviewed during development of risk-based approach for future Recordkeeping Monitoring Exercises. | Proportion of public offices self reporting aggregated score of over 3 as a percentage of total responses. Results of Question 9 of the annual Recordkeeping Monitoring Exercise. |
| Public office engagement | Baseline: 74% of public offices participate in the monitoring program | Target: Over 80% of public offices participate in the monitoring program | Achievement 77% of public offices participated in the monitoring program | Targets will be reviewed during development of risk-based approach for future Recordkeeping Monitoring Exercises. | Results of the annual Recordkeeping Monitoring Exercise. |
| Public office satisfaction | Public office satisfaction survey developed Baseline: 73% satisfied with quality of advice or service (n=104) | Target: 80% of surveyed public offices are satisfied with quality of advice or service | Achievement: 72% of surveyed public offices are satisfied with quality of advice or service 86% likely to recommend (n=33) | Target: 80% of surveyed public offices are satisfied with quality of advice or service 80% likely to recommend | Annual Satisfaction Survey. |
| Employee engagement | Baseline: 100% of employees with professional development plans (PDPs) | Target: 100% of employees with PDPs | Achievement: 100% of employees with PDPs | Target: 100% of employees with PDPs | Proportion of employees whose PDPs are approved by manager. |
| Community understanding/awareness | Undertake consultation with stakeholders to determine approach | Consult with stakeholders to determine the best approach to support the community through our work. | Achievement: Held:
Published:
| Target: Hold:
Publish:
No publication of State of Recordkeeping because of planning year for Recordkeeping Monitoring Exercise. | Consultation and publications data. |
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