The State Records Act 2000 (the Act) governs record keeping within State organisations in Western Australia. Under the Act, every employee of a State organisation (including temporary staff and contractors) will have some responsibility for creating and keeping records relating to their work.
What is a record?
A record can be defined as any recorded information, in any format, created or received by a government organisation in the course of its business or conduct of its affairs. A record provides evidence of activities. Examples of records include letters, files, emails, word processed documents, databases, photographs, text messages, and social media posts relevant to the business of the organisation. State records also include records created or received by a State organisation, or by an employee or contractor in the course of their work for that organisation.
Why do I need to keep records?
Records provide evidence of what an organisation has done, and why. Keeping records of business activity enables an organisation to account for its actions, meet legislative requirements, and make informed and consistent decisions.
What are my responsibilities as a government employee?
Every employee of a State organisation (including temporary staff, contractors, consultants) has a responsibility to capture records of their work. While specific responsibilities will differ depending on the work role, employees should ensure that records of their activities, transactions and decisions are captured into the appropriate record keeping and business systems.
When should I create a record?
A record should be created when an activity or transaction takes place, or a decision is made, which relates to the organisation’s business activity. If you are not sure whether to create a record, ask yourself:
- Does the matter relate to my work?
- Did I write, receive or send this in the course of my work?
- Is action required?
- Is this something I have used to do my work or to reach a decision?
- Will I need this information again?
- Will someone else need this information at some stage?
If the answer is “yes” to any one of these questions, a record should be created.
What do I do with records once they are created?
Records of business activity should be entered into the organisation’s official record keeping or business system. By doing this, records relating to particular work matters are kept together and are available for all relevant staff to refer to.
How long do I need to keep records?
Records can only be disposed of in accordance with a disposal authority that has been approved by the State Records Commission. It is illegal to dispose of records unless authorised to do so.
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