Guidance on create and capture

Description

Briefing papers/notes are documents that quickly and effectively inform a decision-maker about an issue. These are typically written for senior executives or for the minister.

These records document:

• the context or background information regarding the subject of the brief
• issues raised
• advice, instructions or recommendations
• consultation that has been undertaken
• identification of any risks or financial considerations

This may include attachments or supporting documentation.

Description

Email is commonly used to document a wide range of activities:

• providing information
• providing advice, instructions or recommendations
• giving permissions and consent, and
• making decisions, commitments or agreements, including reasons for decisions or recommendations.

Email messages sent and received in the course of official business are State records. This includes messages relating to any aspect of official (government) business coming from private email accounts.

Records to create

When creating or replying to emails:

• make good use of the subject line. The subject line should clearly identify the subject/content of the email
• stick to one subject or matter per email
• be clear and unambiguous in your language
• include enough content that someone not directly involved with the matter will understand what is being communicated or decided
• include your signature block.

Avoid:

• merging multiple unrelated matters into a single email
• using text speak (shortened words abbreviation etc.) which may obscure the meaning of the communication in the future
• including inappropriate or personal sentiments as these will become part of the official record.

Description

Meetings of committees, boards, working groups.

Includes conference calls or video conferencing.

Formal meetings of committees, boards and working groups are often governed by standard procedures and rules. It is important that such procedures and rules identify records that must be created and kept of the business conducted at the meeting as well as outlining responsibilities for creating records of the meeting.

Records to create

Delegate someone to take minutes documenting:

• date and location of the meeting
• attendees
• supporting documents
• items discussed
• information provided/communicated
• advice given
• dissent or concerns expressed
• decisions or agreements
• authorisations or approvals
• actions to be taken.

Circulate and confirm the accuracy of the minutes of the meeting.

Note: Records of meetings with lobbyists are to created and managed in accordance with M2019-02 NSW Lobbyists Code of Conduct.

Description

Meetings of ad hoc groups and meetings with clients.

These may be face to face or conference calls, skype calls, video conferencing, or chats through collaboration platforms.

Records to create

Create a file note or send an email, that is, “as discussed…”, documenting:

• date and location of the meeting
• attendees
• discussions points
• information provided/communicated
• advice given
• dissent or concerns expressed
• decisions or agreements
• authorisations or approvals

Description

The need to create records of telephone conversations will ultimately depend on the nature of the business being conducted.

If business conducted via the telephone is likely to impact business (it may be open to dispute), then the information exchanged in the telephone conversation needs to be documented, for example when:

• providing advice, instructions or recommendations
• giving permissions and consent
• making decisions, commitments or agreements, including reasons for decisions or recommendations.

Records to create

Create file notes or use purpose built systems or send an email, that is, “as discussed…”, summarising the decisions or recommendations made.

Document:

• name of the person or organisation or agency
• date of contact
• matter raised
• decisions, commitments or agreements
• advice, instructions or recommendations
• file reference number.

In some Public office’s exchanges undertaken by telephone may be so contentious or significant that conversations are taped. In these situations it may not be necessary for staff to create records of their telephone conversations.

Description

Photographs, video and audio recordings are often taken as evidence of events or activities, although they are records in themselves, they should be supported by contextual information.

Records to create

Document:

• the event or purpose of creation
• date taken
• author or owner.

And where applicable or feasible:

• copyright holder
• participants or subjects