Recordkeeping in government

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Working to deliver better programs and services is the commitment we make to the people of NSW every day. The NSW Government is increasingly delivering services digitally and therefore requires appropriate organisation and storage of information.

Good Recordkeeping

Behind the scenes, there is an essential element helping us achieve this: good recordkeeping. Having a record of all actions, events, and decisions is crucial for delivering quality services to the people and communities of our State. Good recordkeeping is the backbone of good information governance. It empowers us to make data-informed decisions to help manage risk, save money, and protect citizens' rights and entitlements. Above all, good recordkeeping ensures transparency for all government policies and decisions, now and into the future.

Once they leave business use, records identified as having enduring value become part of the State Archives Collection.

What Does Good Recordkeeping Look Like?

For public office employees like Juanita, it means making and saving a record of all her work-related activities. Records can be in any format and from any source. If one isn't automatically made, Juanita does so manually, like after conversations or meetings. To get better at recordkeeping, Juanita can utilise local resources tailored to her organisation or speak to someone from her records management team.

Like Simon, who is a Records and Information Manager. He supports his organisation's record systems to ensure that all information is captured accurately. To learn more, Simon can subscribe to newsletters or attend forums from State Records NSW to network with other experts in their field.

As a Chief Executive, good recordkeeping systems allow Sabrina to deliver better business outcomes for her organisation's customers and stakeholders. Sabrina works closely with Senior Responsible Officer Mark and the records and information management team to ensure all official business is managed appropriately, and that all records are safe. Mark ensures records are only disposed of or destroyed when authorised. He completes an annual report assessing the organisation’s recordkeeping performance, which provides insights into where they can improve. Mark also oversees the transfer of records that have enduring value to the State Archives Collection.

To become better recordkeepers, Mark can access resources and guidance from State Records NSW, as well as draw on support from his team, while Sabrina can receive briefings from State Records NSW and attend executive forums to collaborate with other chief executives.

No matter what our role is in a public office, we are all recordkeepers who have a role to play. State Records NSW helps public offices develop the capability and expertise to implement and maintain mature recordkeeping systems. To learn more about how to improve your recordkeeping, visit: www.staterecords.nsw.gov.au