Records Management

Good records management is a necessary element of good governance and integrity.

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.

Glossary

A Glossary of Terms used in the State Records Commission and State Records Office Publications is available for use.

Assistance

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. 

Local Government

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.

NOTE: Local Government Records Relating to Cemetery Management

In accordance with the circular issued by the State Records Office on 13 June 2019 all local government organisations with responsibility for cemetery management under the Cemeteries Act 1986 (WA) are not to destroy any cemetery management records until further notice. This applies to all records relating to the care, control and management of a cemetery or crematorium.

If you need specialist advice with any aspect of records management please contact us at sro@sro.wa.gov.au.

Frequently Asked Questions

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COVID-19 - How do I collect evidence of vaccination status?

As per our Records Management Advice that accompanies DA2021-10, Ad Hoc Disposal Authority - COVID-19 Health and Vaccination Information the SRO strongly recommends that only the minimum information required is collected with regard to Evidence of Vaccination Status.

See Advice on State Recordkeeping and COVID-19 – Updated at https://www.wa.gov.au/government/publications/records-management-advice-advice-state-recordkeeping-and-covid-19-updated

Where information is collected incidentally that is not (or no longer) required for this purpose, and your organisation plans to dispose of this information (data etc), it is recommended that you make a record of what data has been disposed of and/or modified, when, and the purpose for which this was done.

 

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.

Announcements

Page reviewed 11 October 2022