Records of information are at the core of Western Australian government organisations. Records are assets which allow the government to function effectively. They provide evidence of actions taken and decisions made by government organisations and allow the government to account for its actions. Good records management is a necessary element of good governance and integrity.
The State Records Act 2000 governs the recordkeeping for all State and local government organisations in Western Australia.
Under the Act a State record is defined as any record of information (in any form) created, received, or maintained by a government organisation or parliamentary department in the course of conducting its business activities.
State records may be in any format on which information can be stored, including paper, film, magnetic and optical media.
Recordkeeping Plans capture key information about processes and systems used by government organisations to manage records of information. These plans also set-out actions for the retention and eventual disposal or transfer of records to the State Archives.
A Glossary of Terms used in the State Records Commission and State Records Office Publications is available for use.
The State Records Office provides a consultative and advisory service to local and State government organisations throughout Western Australia. The SRO team aims to assist with best practice records and information management and compliance with recordkeeping standards.
For local government organisations, information can also be found on the Department of Local Government, Sport and Cultural Industries website under Local Government operational guidelines: a list of guidelines to help local governments. This includes information on the preparation of council agendas and minutes.
If you need specialist advice with any aspect of records management please contact us at email@example.com.
Frequently Asked QuestionsShow more
COVID-19 - Do I have to register the COVID-19 contact lists in my EDRMS or BIS?
As the registers are short term records, it will not be necessary to scan the hard copy contact registers into the Organisation’s EDRMS. It will double your work load by scanning and then disposing of both hard copy and electronic.
COVID-19 - Does the CEO have to authorise the destruction of each batch of COVID-19 Contact Registers?
As these records must only be kept for 28 days it would be advisable for your organisation to set up a standing order for the destruction after the required retention period.
Under the Protection of Information (Entry Registration Information Relating to Covid-19 and Other Infectious Diseases) Act 2021
- keep contact details for 28 days
- store the information confidentially and securely
- destroy the records after 28 days as soon as reasonably practicable
New Records Management Plan (RMP) - How do I proceed if my organisation's new or amended RMP is due this year, and I want to use the new RMP template?
Please contact us to discuss the submission date for your RMP. In the meantime, we recommend you review, and, where necessary, update the following documents in preparation for completing your RMP once the new template is available:
- Policy and procedures covering all major aspects of recordkeeping in your organisation (e.g. records capture and control, security and access, digitization, disposal, etc.)
- File plan / thesaurus
- Disaster Management Plan
Organisations will be advised once the RMP template has been approved by the State Records Commission and available for use.
Organisations who complete their RKPs using the existing templates WILL NOT be required to complete another RMP when the new Standard and accompanying templates are released.