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Skip Navigation LinksQueensland State Archives > Recordkeeping for government > Recordkeeping governance

Recordkeeping governance

Recordkeeping governance refers to the framework of processes, policies, standards, guidelines and legislation that Queensland State Archives (QSA) operates within and administers. The framework governs and ensures a consistent approach to the creation, management, storage, preservation, retrieval and disposal of government information within all Queensland public authorities.

The Queensland Government recordkeeping policy framework includes the following:

Public records are the corporate memory of government. They provide evidence of actions, decisions and communications and are at the basis of government accountability. Effective recordkeeping systems, practices and programs support:

  • business continuity
  • efficient public administration
  • delivery of Government business and services
  • E-government
  • accountability
  • the preservation of Queensland's cultural heritage.

The objectives of the Public Records Act 2002 are to:

  • Facilitate the documentation, management and preservation of Government business through full and accurate records, irrespective of the technological or administrative environment in which Government business is conducted or the custodial arrangements for public records.
  • Better align access principles for public records in the custody of QSA with certain access principles and procedures in the Right to Information Act 2009 and the Information Privacy Act 2009.

See the table below for more information on the Public Records Act 2002 and other legislation.

Information Standard 40: Recordkeeping 

Information Standard 40: Recordkeeping is designed to help public authorities meet their recordkeeping obligations under the Public Records Act 2002 and promote recordkeeping best practice across the public sector.

There are seven mandatory principles in this Information Standard and they are:

Principle 1:          Public authority recordkeeping must be compliant and accountable
Principle 2:          Recordkeeping must be monitored and audited for compliance
Principle 3:          Recordkeeping activity must be assigned and implemented
Principle 4:          Recordkeeping must be managed
Principle 5:          Recordkeeping systems must be reliable and secure
Principle 6:          Recordkeeping must be systematic and comprehensive
Principle 7:          Full and accurate records must be made and kept for as long as they are required for business, legislative, accountability and cultural purposes.

See the table below for more information.

Information Standard 31: Retention and disposal of public records

Information Standard 31: Retention and disposal of public records is designed to help public authorities meet their recordkeeping obligations as set out in the Public Records Act 2002.

Each public authority is responsible for assessing and retaining records to meet the accountability, legal, administrative, financial and research needs of Government and the community.

As outlined in the Public Records Act 2002, records must be retained for as long as they are required. A public record can only be disposed of with consent from the State Archivist. Consent is given through an approved retention and disposal schedule.

See the table below for more information.

Policies, guidelines, tools and advice

QSA develops policy and provides a range of information, advice, guidelines, tools and other resources to help Queensland public authorities meet their recordkeeping obligations and improve the way they keep and dispose of public records.

See the table below for more information.

Training and awareness

QSA has developed an extensive Recordkeeping Training and Awareness Program. Online training tools, face-to-face training opportunities and forums, information sheets, brochures, and other resources are available from the QSA web site.

See the table below for more information.

Recordkeeping Assessment Framework

To meet the challenges of managing records in the current business environment, each public authority must establish recordkeeping as an essential and routine part of its business operations. The Recordkeeping Assessment Framework outlines a range of strategies, policies and tools to help public authorities meet their recordkeeping obligations under Information Standard 40: Recordkeeping.

See the table below for more information.

These governance mechanisms combine to create a Recordkeeping Policy Framework (DOC, 68KB), as seen in the diagram below.

 

The table below provides more information on specific governance issues.

For information on…

go to…

legislation for recordkeeping in Queensland

Public Records Act 2002 (PDF, 422KB)
Public Records Act 2002: A Plain English Guide (PDF, 83KB)

other legislation impacting on recordkeeping including the Right to Information Act 2009 and the Information Privacy Act 2009

Queensland legislation
Information Privacy and the Management of Public Records (PDF, 55KB)
Right to Information Act 2009 and the Management of Public Records (PDF, 50KB)

meeting the recordkeeping obligations outlined by the Public Records Act 2002

Information Standard 40: Recordkeeping.

meeting retention and disposal requirements outlined by the Public Records Act 2002

Information Standard 31: Retention and Disposal of Public Records.
Appraisal Statement (PDF, 114KB)

publications including policies, guidelines, public records briefs and schedules developed by Queensland State Archives

Publications by type
Developing a Recordkeeping Policy (PDF, 52KB)



      Last updated 14 August 2014