The benefits and importance of regular recordkeeping monitoring

Benefits of regular monitoring

Regularly monitoring records and information management is important for all public offices. It helps ensure that records are properly kept, managed, and used. But monitoring goes beyond just checking if rules are being followed – it actively helps public offices improve their work.

Shared responsibility

The monitoring of records and information management is a shared responsibility between State Records NSW and public offices. The State Records Act 1998 sets out rules for monitoring and places certain responsibilities on public offices to make sure records are properly managed.

Regular monitoring helps public offices improve how they manage records, reduce risks, and make better decisions, all while complying with legal requirements.

How monitoring helps public offices

Embedding good practices: Monitoring helps make sure that good processes and habits are built into everyday work, ensuring records are managed the right way.

Measuring progress: Monitoring can show how mature and effective the organisation’s records management program is. This information can be used to improve systems and processes across the whole organisation.

Finding efficiencies: Regular monitoring helps identify ways to manage records more efficiently, saving time and reducing unnecessary work or costs.

Managing information risks: Monitoring can also help identify risks related to managing information, like losing vital records or not protecting sensitive data. This helps minimise risks and keep information secure.

Understanding the value of information: Monitoring can demonstrate the importance of investing in good records management. It shows that high-quality records are valuable assets that support decision-making, policy development, and public service delivery. 

Supporting decision-making and public services

Monitoring ensures that records, information, and data are reliable and accurate. This allows the organisation to make better decisions, develop effective policies, and deliver high-quality public services. Properly managed records are also trustworthy and authentic, providing solid evidence of government actions.

Regulatory framework

The State Records Act establishes State Records NSW as the regulator of records management and recordkeeping within NSW public offices.

The Regulatory Framework explains how State Records NSW will use its powers to support our regulatory activities. The framework is currently under review.

You can read the Regulatory Framework online or download:

Regulatory powers

State Records NSW can issue:

• standards for records management
• codes of best practice for measuring processes, practices and systems against industry standards
• retention and disposal authorities to identify how long records should be retained. 

Support and services

State Records NSW also offers:

• guidance, advice and resources to help public offices understand their responsibilities and implement requirements
• training for all public office employees to improve records management.