Record Keeping Plans and Reviews
A State organisation's record keeping plan (RKP) captures key information about processes and systems used by State organisations to manage records of information. A RKP also sets out actions for the retention and eventual disposal or transfer of records to the State Archives Collection.
All State organisations, in accordance with sections 12(1), 19 and 27 of the State Records Act 2000 (the Act), are required to have an approved RKP.
Sections 14 and 28 of the Act require State organisations to conduct a review of their RKP within five years of approval or within five years of the previous review.
Submitting RKP Reviews
A report of the RKP review may either be in the form of:
- A RKP Review Report; OR
- An amended RKP. It is acceptable for organisations to submit an amended RKP in place of a review report.
The final draft of all RKPs must be accompanied by a RKP Self-Evaluation Checklist and Transmittal Letter signed by the organisation's Chief Executive Officer (CEO) or an authorised delegate. If preferred, organisations can submit early RKP drafts to the State Records Office (SRO) before the self-evaluation checklist has been signed by their CEO or authorised delegate. Once the final draft has been completed, the checklist can be signed.
Please note: It is expected that organisations will use the templates provided below for completing their RKP submissions. However, RKP attachments (such as evidence of record keeping procedures) may be submitted as separate documents.
RKP documentation, including all relevant attachments, is to be submitted to the SRO email address: sro@sro.wa.gov.au.
For large files that cannot be sent via email, it is recommended that organisations arrange with the SRO to submit documentation via online file sharing mechanisms.
SRO officers will review RKP documentation in a consultative process with the organisation. Once the final draft is ready, it will be submitted to the State Records Commission for approval.
For more information on the record keeping plan and RKP review processes, please refer to the RKP Processes map.
RKP Processes (PDF)
Templates for Organisation Use
RKP templates are available for use by new and existing State organisations for developing, amending, or reviewing their RKPs.
Record Keeping Plan Review Report Template
Record Keeping Plan Template, Self-Evaluation Checklist and Guidelines - State Government Organisations
- Template for NEW and AMENDED Record Keeping Plans for State Government Organisations
- State Government organisation RKP self-evaluation checklist
- State government organisation RKP self-evaluation guidelines
Record Keeping Plan Template, Self-Evaluation Checklist and Guidelines - Local Government Organisations
- Template for NEW and AMENDED Record Keeping Plans for Local Government Organisations
- Local Government organisation RKP self-evaluation checklist
- Local government organisation RKP self-evaluation guidelines
Record Keeping Plan Transmittal Letter
- Transmittal letter for new organisations' recordkeeping plans
- Transmittal letter for amended recordkeeping plans
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