Recordkeeping for chief executives

Learn the key responsibilities of chief executives under the State Records Act 1998 and explore essential resources to ensure compliance, effective records management, and transparency within NSW public offices.

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Having good records and good recordkeeping practices help you and your organisation:

  • meet legislative and regulatory requirements
  • protect the rights and entitlements of your staff, customers and members of the community
  • support better performance of your organisation’s services and activities  
  • mitigate organisational risks, such as legal challenges  
  • demonstrate transparency, accountability and procedural fairness, especially in relation to expenditure of public funds, decision-making processes for policy development or programs impacting the community, and ongoing functions of the NSW Government and public sector. 

As a chief executive you have a legal duty to ensure your organisation's compliance with the requirements of the State Records Act. 

Specifically, you must:

  • ensure your organisation makes and keeps records of its actions, decisions and communications with stakeholders
  • establish and maintain a records management program
  • ensure safe custody and proper preservation of your organisation's records
  • protect records from unauthorised access, alteration, transfer, loss or destruction. 

State Records NSW recommends that you work closely with your organisation's senior responsible officer (SRO). This ensures that good recordkeeping practices are embedded into the organisation's core and strategic functions and activities.  

Public offices

Public offices are public sector bodies such as NSW Government agencies, local councils, local health districts, state owned corporations and universities.

The State Records Act 1998 sets out the mandatory requirements or key obligations for the creation, management and protection of the records of NSW public offices.

An overview has been developed to help you understand the key sections of the Act.

State Records Act 1998 

 

Resources for chief executives

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Regulatory framework

This describes State Records NSW approach to regulating records management in public offices. 

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Senior executives fundamentals

This Premier's Department resource provides key information to help senior executives thrive and survive in the NSW public sector.

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Records management

This summarises your obligations as a senior executive in records management.

Introduction to good recordkeeping video

3:34

Introduction to Good Recordkeeping

Read transcript
Video transcript

Introduction to Good Recordkeeping

[Music]

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

 

Recordkeeping responsibilities

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Public office employees

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Recordkeeping and information managers

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Senior responsible officers

For changes to your organisations chief executive, senior responsible officer or records and information management

Please email govrec@staterecords.nsw.gov.au with the following information:

  • name
  • email address
  • telephone number
  • role: chief executive, senior responsible officer or records and information management contact
  • name of the public office.
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