Transmittal Certificate
Compliance Statement
The 2018-19 Director of Territory Records Annual Report must comply with the 2019 Annual Report Directions (the Directions). The Directions are found at the ACT Legislation Register.
The Compliance Statement indicates the subsections, under the six Parts of the Directions that are applicable to the Director of Territory Records Annual Report, and the location of information that satisfies these requirements:
Part 1 Directions Overview
The requirements under Part 1 of the Directions relate to the purpose, timing and distribution, and records keeping of annual reports. The Director of Territory Records Annual Report complies with all subsections of Part 1 under the Directions.
In compliance with section 15 Feedback, Part 1 of the Directions, contact details for Director of Territory Records are provided within the 2018-19 Director of Territory Records Annual Report to provide readers with the opportunity to provide feedback.
Part 2 Directorate and Public Sector Body Annual Report Requirements
The requirements within Part 2 of the Directions are mandatory for reporting entities and the Director of Territory Records complies with all subsections. The information that satisfies the requirements of Part 2 is found in the 2018-19 Director of Territory Records Annual Report as follows:
- A. Transmittal Certificate, see page 345;
- B. Organisational Overview and Performance subsections 1 and 2, see pages 347-362. Subsections 3 to 9 are contained within the 2018-19 CMTEDD Annual Report; and
- C. Financial Management Reporting, inclusive of all subsections, is contained within the 2018-19 CMTEDD Annual Report.
Part 3 Reporting by Exception
The Director of Territory Records has nil information to report by exception under Part 3 of the Directions for the 2018‐19 reporting period.
Part 4 Directorate and Public Sector Body Specific Annual Report Requirements
There are no specific annual report requirements for the Director of Territory Records.
Part 5 Whole of Government Annual Reporting
All subsections of Part 5 of the Directions apply to the Director of Territory Records.Consistent with the Directions, the information satisfying these requirements is reported in the one place for all reporting entities, as follows:
- L. The 2018-19 Justice and Community Safety Annual Report includes the following subsections:
- L.1 Bushfire Risk Management;
- L.2 Human Rights;
- L.3 Legal Services Directions;
- M. The 2018-19 CMTEDD Annual Report includes the annexed 2018-19 Director of Territory Records Annual Report; and
- Public Sector Standards and Workforce Profile, see the 2018-19 ACT Public Service State of the Service Report.
View the ACT Public Service directorate annual reports.
Organisational Overview and Performance
The Territory Records Office supports the Director of Territory Records to provide leadership to the ACT Public Service on policy and practice for records management. The Director has particular responsibilities to develop recordkeeping standards for ACT Government agencies, to oversee the disposal of government records and to assist members of the public to have access to ACT government archives.
The main purposes of the Territory Records Act 2002 (Territory Records Act) are to:
- encourage open and accountable government by ensuring that Territory records are made, managed and if appropriate, preserved in accessible form;
- support the management and operation of Territory agencies;
- preserve Territory records for the benefit of present and future generations; and
- ensure that public access to records is consistent with the principles of the Freedom of Information Act 2016 (FOI Act).
The Territory Records Act enables the Director of Territory Records to encourage consistency in records management between agencies, examine the operation and compliance of agencies’ records management programs and to give assistance and advice on records management.
The Territory Records Act establishes the statutory position of the Director of Territory Records. The Territory Records Office is an administrative unit within Policy and Cabinet in CMTEDD. The Office is made up of ten full time equivalent staff, including the Director and project staff.
The current Director of Territory Records is Ms Danielle Wickman. The Director is a senior executive appointed under both the Public Sector Management Act 1994 and the Territory Records Act 2002. The Director’s remuneration is as determined for all ACT Senior Executives under the Remuneration Tribunal’s Determination 2 of 2019 – Head of Service, Directors-General and Executives.
The Director’s responsibilities are to lead the work of the Territory Records Office and to provide advice to the Minister, the Strategic Board, CMTEDD Executives and ACT Government agencies on archives, records and information governance matters. The Director also exercises powers and functions under the Territory Records Act, including approving standards for government recordkeeping, authorising the disposal of Territory records, and making determinations regarding the restriction of records from public access.
Territory Records Advisory Council
The Territory Records Advisory Council is established by the Territory Records Act and advises the Director on a range of records management issues, particularly in relation to access to and disposal of records, and on the protection of records about Aboriginal and Torres Strait Islander heritage.
Members of the Council are appointed on a part-time basis by the Minister, and appointments must be made from the range of categories set out in section 44 of the Territory Records Act. The Director of Territory Records is also a member of the Council. Members, apart from the Director, are appointed for a term of three years and may be reappointed. Members are paid a sitting fee in accordance with the ACT Remuneration Tribunal’s Determination 5 of 2019 – Part Time Public Office Holders.
The activities of the Council are funded from within the Territory Records Office’s budget, and financial oversight, including risk management, audit and fraud control arrangements, are managed within CMTEDD’s control systems. No specific code of conduct has been established for Territory Records Advisory Council members, but members are required to sign a conflict of interest declaration as part of the appointment process. The Council has not established any sub committees.
The Territory Records Advisory Council met four times during 2018–19.
Membership of the Council during the year and the number of meetings each member attended is as follows:
Name | Role | Meetings attended |
---|---|---|
Mr Michael Piggott (Chair) | Records management and archives | 4/4 |
Ms Liesl Centenera (Deputy Chair) | Public administration, governance, public accountability | 4/4 |
Mr David Brumby~ | Records management and archives | 0/1 |
Ms Narelle Rivers | Aboriginal and Torres Strait Islander heritage | 2/4 |
Dr Roslyn Russell# | History and heritage | 3/3 |
Mr Geoffrey Rutledge | ACT Government agencies | 3/4 |
Mr Nick Swain* | History and heritage | 1/1 |
Dr Martin Thomas | History and heritage | 4/4 |
Ms Michelle Woodcroft+ | Records management and archives | 2/2 |
Mr Keith Young | Public administration, governance, public accountability | 3/4 |
Ms Danielle Wickman | Director of Territory Records | 4/4 |
~ Mr David Brumby’s appointment to the Council expired in September 2018
# Dr Roslyn Russell was appointed to the Council in October 2018
* Mr Nick Swain’s appointment to the Council expired in September 2018.
+ Ms Michelle Woodcroft was appointed to the Council in October 2018 and resigned her appointment in February 2019
During the year, the Council farewelled Mr David Brumby and Mr Nick Swain, whose terms had expired. In addition, Professor Martin Thomas and Ms Michelle Woodcroft also departed from the Council. Both Professor Thomas and Ms Woodcroft resigned from the Council to pursue other opportunities. Professor Thomas has been appointed to the Keith Cameron Chair of Australian History at University College Dublin and Ms Woodcroft has been appointed to a role with the Territory Records Office. Council members congratulated both departing colleagues on their new roles and thanked all departing members for their service. A process to appoint new members to both positions is underway.
The Council receives regular reports on public access, relations with government agencies and progress against the Territory Records Office’s business plan. The Director keeps the Council informed of and seeks its advice on, significant initiatives of the Office. During 2018-19, the Council considered and advised on matters such as recordkeeping requirements arising from the Royal Commission into Institutional Responses to Child Sexual Abuse, as well as the Office’s significant budget-funded projects.
The Council has a particular role in advising the Director on the disposal of ACT Government records. The retention and disposal of records is authorised through Records Disposal Schedules, issued under section 19 of the Territory Records Act. All draft schedules are referred to the Council for advice before they are approved by the Director. During 2018–19 the Council considered five new or revised Records Disposal Schedules. This is comparable to the four schedules examined by the Council in 2017-18, and a reduction on the total of 22 schedules for 2016-17, when the Territory Records Office conducted a large scale review of its Common Functions Thesaurus and associated disposal schedules.
The Council has maintained its interest in the Territory Records Office’s work to influence digital recordkeeping practices in the ACT Public Service. Members were supportive of the Digital Records for Digital Government projects that were funded in the 2018-19 ACT Budget. Council also takes seriously its role in advising on issues relating to publicly accessible records. The Council meeting agenda also includes a standing item on decisions to restrict archives from public access under section 28 of the Act. There were 14 requests from agencies for section 28 declarations during 2018-19, of which the Director approved 12. All section 28 declarations are published on the ArchivesACT website. Council members were also pleased to note the continuing success of the Find of the Month and the Chief Minister’s Governance Lecture, in bringing ACT Government archives to a wider audience.
On 13 March 2019, ArchivesACT officially opened its new facility at 255 Canberra Avenue Fyshwick, with several Council members in attendance. After the Council held its May 2019 meeting at the new facility, members noted that the premises would enhance opportunities for ArchivesACT to work with collection materials on site, representing an important step towards a successful integrated archives facility for the community.
Performance Overview and Highlights for 2018–2019
The 2018-19 reporting year has been significant for the Office as we embark on important budget-funded work to support the ACT’s transition to a paper-light environment in the new Government Office Buildings. We have also completed our first engagements with agencies as part of our Better Records Advice and Support Service (BRASS) initiative. To improve public access to government information, we completed the move of our public reading room from Woden to Fyshwick and transitioned our support for the WoG Open Access Information regime to business as usual operations. These initiatives reflect the increasing engagement of the Office with ACTPS agencies and the community, and our greater capacity to provide both strategic and practical solutions to recordkeeping challenges.
The Office’s core functions are framed by the Territory Records Act, and centre around our complementary roles of information governance advisor to agencies and archival service provider to the community. To fulfil our functions under the Act, the Office continues to:
- sponsor a community of practice amongst ACT Government agency records and information management practitioners;
- manage copyright licensing arrangements on behalf of agencies;
- authorise schedules for the disposal of Territory records, and monitor their implementation by agencies;
- update and extend our advice to agencies on records management issues;
- provide a friendly, effective and timely service to members of the public accessing ACT Government archives; and
- promote the archival resources of the ACT to our community.
Supporting Digital Information Governance
The 2018-19 digital records budget initiative provided policy support, as well as additional funding, to assist ACT Government agencies to transition from paper to digital recordkeeping practices. This initiative, which commenced in January 2019, has three key elements:
- developing a long-term vision and strategy for digital recordkeeping. With additional budget funding the TRO has recruited a project manager to identify the preferred future state of recordkeeping for a digital ACT Government. The project manager commenced in February 2019 and has commenced information gathering on the current state of ACT digital records management, as well as working to identify current and future agency requirements. The final project report is expected to be complete in December 2019;
- preparing for paper-light office accommodation. The 2018-19 budget also provided funding for a small team in the Territory Records Office to advise agencies on the proper management of their existing paper records as they prepare to move into new government office accommodation and transition to activity based working. The project team was established in February 2019 and is working closely with agencies to survey their current paper holdings and to make recommendations for action. The project team will continue in place until December 2020, following the occupation of the new office accommodation; and
- supporting the increased adoption of electronic document and recordkeeping systems. Shared Services Records Services received funding to increase the rollout of electronic document and records management systems (EDRMS) across the ACTPS. The Territory Records Office works closely with Records Services on its plans and processes to implement these systems and is part of the governance framework for the project. This work will continue into 2021.
Our work with Shared Services to deliver additional EDRMS capability seeks to build on the successful pilot completed in 2016. That pilot established a standard configuration and governance framework for managing these complex recordkeeping systems on a WoG basis. In 2018 the Office commissioned a review of the implementation of HPE Content Manager (also known as TRIM). That review made a number of recommendations for change, such as adjusting change management processes and providing additional information for users about some software features and functionality.
The Office has been working with Records Services and the agencies using these systems to implement the recommendations. Some of these are long term, such as future integration with other business systems, and will be considered as part of the future digital strategy being developed through the Digital Records for Digital Government initiatives.
The transition from paper to digital recordkeeping processes can be challenging for agencies and their records management staff. The Territory Records Office continues to support information governance professionals across the ACTPS by sponsoring the Records and Information Management Community of Practice. Under the auspices of the community, the TRO is working with a group of records managers to develop clear guidance for agencies on normal records management tasks, and where to find advice and support for implementing them. The Community of Practice met seven times in 2018-19 and provides a forum for agency staff to share information and solutions for common information governance challenges and priorities. This year the Community has had a particular focus on identifying the functionality required for digital recordkeeping systems, and a number of meetings were held to allow members to view and discuss current and emerging records management software tools.
The Office introduced a full program of reviews under its Better Records Advice and Support Service in 2018-19. The first engagement examined agency arrangements for maintaining their staff’s records management capability. The second review looked at arrangements for identifying and authorising disposal arrangements for agency records.
In addition to two BRASS reviews, the TRO also coordinated work to enable all ACT Government directorates to complete a self-assessment of their records management maturity using the Office’s maturity model. All directorates reported an overall maturity level of ‘essential’, meaning that they are able to meet their critical records management responsibilities. Arrangements for correctly disposing of records were identified generally as a strength in directorates, reflecting the current priorities of most records management units as they prepare to process their legacy paper records prior to moving into the new Government Office Buildings. Areas identified for potential improvement include access to skilled records management capabilities, and processes to integrate records management into other ICT processes and projects. The Territory Records Office intends to focus on these areas in its BRASS program for 2019-20 to provide more detailed advice for agencies on how to make improvements in these areas.
Improving Information Access
In the previous reporting year, the TRO had a key role in supporting the ACTPS in the introduction of the Open Access Information scheme under the FOI Act. During 2018-19 we have established our internal processes to support ACT Government agencies in their maintenance of Open Access material. Section 95 of the FOI Act introduced a new requirement for the Chief Minister to make an annual statement about improving the accessibility of government information. The Office was pleased to support the development of the Chief Minister’s first section 95 statement, which was formally notified on 6 May 2019.
Another key improvement in information accessibility has been the introduction of Creative Commons as the default licensing arrangement for ACT Government publications. The Territory Records Office developed the ACT’s Creative Commons policy on behalf of the ACTPS and has provided training to nominated ACT Intellectual Property officers in agencies. Creative Commons is a standardised licensing scheme that encourages the sharing and use of intellectual property. It is an important element of the ACT’s Open Government philosophy. The adoption of Creative Commons licensing makes it clear that most ACT Government information is available for use and reuse by the community, as long as the ACT’s original ownership of the work is acknowledged.
One of the most significant tasks for the Office during the reporting year was the move of our public reading room from Woden to Fyshwick. ArchivesACT is the unit within the Territory Records Office that assists members of the public to identify and use ACT Government archival records. For many years ArchivesACT has worked from a space in the ACT Library at Woden, alongside the ACT Heritage Library. Our two institutions share a core customer group who make use of both of our services. While we have different missions and functions, we continue to work closely together. With the fitting out of specialist archives storage and access facilities for the ACT Heritage Library, we have been able to more closely integrate our two services. We were very pleased to hold a joint official opening of the new facilities at 255 Canberra Avenue on 13 March. This event incorporated the launch of the Library’s exhibition Track Me to the Moon, which incorporated materials from both institutions’ collections. We also worked together with our Library colleagues, as in previous years, for the 2019 Canberra and Region Heritage Festival, highlighting our Repat and Rabbits website alongside the Library’s display of author Jenny Horsfield’s Soldier Settlers of Tuggeranong exhibition.
Alongside these key initiatives we continued with our core public outreach initiatives – our very popular Find of the Month, and the growing Chief Minister’s Governance Lecture. We were particularly excited to have our Finds acknowledged by our peers at the Australian Society of Archivists. Find of the Month was awarded the Society’s Mander Jones Award in September 2018 for the best publication to engage and communicate with clients or potential clients of an Australian archive or archival collection about Australia. Find of the Month is an avenue for bringing the joys of the ACT Government’s archival collections to a broad community. During 2018-19 we have told the stories of the hunt for a site for the Australian National University, the highs and lows of being a single public servant in Mulwala House, and the missed opportunity of the Jerrabomberra water sports complex.
Like the Find of the Month, our aim for the Chief Minister’s Governance Lecture is to share the knowledge available in government archives with members of the community who may never visit our public reading room. On 3 December 2018 we held our fourth Lecture. Our latest lecturer was the ACT Chief Digital Officer, Ms Bettina Konti, who explored the theme 'Data and Government: Opportunity and Trust'. On Canberra Day each year the Territory Records Act allows us to release to the public records that have become 20 years old. Ms Konti’s Lecture drew on the events and archives of 1997, including the introduction of the ACT’s Health Records (Privacy and Access) Act 1997, to examine what can make us trust or distrust governments in the digital realm.
Outlook
In 2019-20 the Territory Records Office intends to focus on a small number of key projects that we believe will help to transform the way the ACTPS creates and provides access to its records.
During 2018-19 we elected to defer the development of our ACT Memory database to concentrate on the move of our public reading room. Now that we are established in our new premises, we expect to return to our development of ACT Memory. This database will allow members of the public to have greater visibility of the ACT Government archives that are available for public access. To establish this service our work involves analysing the data available in ACTPS recordkeeping systems to determine how best to reflect this to the public.
In 2019-20, the Office also intends to develop methodologies that will assist agencies to better identify and account for recordkeeping requirements in their business systems. We plan to work with ACT Government agencies to identify and document a ‘records by design’ methodology. This approach will help to ensure that business systems are designed to create and keep the records of ACT Government business that the community expects. This approach is consistent with Australian and International standards on records management. Recordkeeping by design has the potential to better support the continuity of government business processes, reduce reliance on paper records, and make the creation and capture of records a more seamless part of public servants’ work.
Key ongoing work will be to deliver the projects funded by the 2018-19 ACT Government Budget. We will deliver our statement of strategy for the digital records future of the ACTPS in 2019-20, and will continue to support agencies as they prepare to transition to new office accommodation and electronic document and recordkeeping systems.
Whole of Government Reporting on Territory Records
The ACT Government’s Annual Report Directions require information about reporting entities’ records management arrangements to be consolidated in the Director of Territory Records’ Annual Report. The reporting requirements and reporting entities responses are set out below.
Reporting entities must provide a statement that:
- provides the date at which the most recent Records Management Program was approved by the reporting entity’s Principal Officer and submitted to the Director of Territory Records;
- provides details of how the public can inspect the Records Management Program as required by section 21(1) of the Territory Records Act;
- outlines the arrangements for preserving records containing information that may allow people to establish links with their Aboriginal or Torres Strait Islander heritage;
- outlines the areas on which the reporting entity intends to focus in the coming reporting period to improve its records management capabilities; and
- for directorates—indicates whether a recordkeeping maturity assessment has been completed in conjunction with the Territory Records Office during the reporting period.
Records Management Programs
Entity | RMP approved on this date | RMP under review, completion scheduled on this date | The RMP being developed, completion scheduled on this date | The RMP of this directorate has been adopted | Maturity Assessment completed |
---|---|---|---|---|---|
Chief Minister, Treasury and Economic Development | 2016 |
|
|
|
|
ACT Insurance Authority |
| Sep 2019 |
|
| N/A |
ACT Compulsory Third Party Regulator |
|
|
| CMTEDD | N/A |
Cultural Facilities Corporation | 2015 |
|
|
| N/A |
Director of Territory Records |
|
|
| CMTEDD | N/A |
Independent Competition and Regulatory Commission | 2018 |
|
|
| N/A |
Community Services | 2018 |
|
|
| Yes |
Housing ACT | 2018 |
|
| CSD | N/A |
Education |
| Sep 2019 |
|
| Yes |
ACT Teacher Quality Institute | 2016 |
|
|
| N/A |
Board of Senior Secondary Studies |
|
|
| EDU | N/A |
Environment, Planning and Sustainable Development | 2018 |
|
|
| Yes |
City Renewal Authority |
|
|
| EPSDD | N/A |
Commissioner for Sustainability and the Environment |
|
|
| EPSDD | N/A |
Suburban Land Agency |
|
|
| EPSDD | N/A |
Clinical Records | 2018 |
|
|
| N/A |
Justice and Community Safety | 2018 |
|
|
| Yes |
Human Rights Commission |
|
| JACS | N/A | |
Director of Public Prosecutions | Dec 2019 |
|
| N/A | |
Legal Aid | 2018 |
|
|
| N/A |
Public Trustee and Guardian | RMP under review | In progress |
|
| N/A |
Transport Canberra and City Services | 2015 |
|
|
| Yes |
ACT Health & Canberra Health Services | 2017 |
|
|
| Yes |
Entity | Records Management Program access |
---|---|
Chief Minister, Treasury and Economic Development | The public can request access to the Records Management Program by submitting a request to the Records Manager. The Program can also be found on the ACT Government Open Access webpage. |
ACT Insurance Authority | The public can inspect the Records Management Program by contacting the ACT Insurance Authority Records Management Delegate through the reception contact details found at the Authority’s website. |
Cultural Facilities Corporation | The public can inspect the Records Management Program by viewing it on the Government Open Access webpage or the CFC website or by applying to: Cultural Facilities Corporation, PO Box 939, CIVIC SQUARE ACT 2608 |
Independent Competition and Regulatory Commission | The Commission’s Records Management Program has been approved by the entity’s Principal Officer and submitted to the Director of Territory Records. The public can inspect the Records Management Program by downloading it from our website. |
Community Services | The Community Services Directorate Records Management Program was approved by the entity’s Principal Officer and submitted to the Director of Territory Records on 30 July 2018. The public can inspect the Records Management Program on the directorate’s website. |
Education | The RMP is available from our directorate website.
|
ACT Teacher Quality Institute | The public can inspect the Records Management Program by visiting the TQI office at 170 Haydon Drive, Bruce or by requesting a copy – tqi@act.gov.au. |
Environment, Planning and Sustainable Development | The public can inspect the Records, Information and Data Management Program by visiting our website or contacting the Records Manager on (02) 6207 1923. |
Justice and Community Safety | The public can inspect the Records, Information and Data Management Program by viewing it on the JACS website. |
Director of Public Prosecutions | The public can arrange to inspect the Records Management Program by contacting the Office Manger on (02) 6207 5399 |
Legal Aid | The public can inspect the Records Management Program by accessing it though Open Access or on the Legal Aid ACT external website. |
Public Trustee and Guardian | The public can inspect the Records Management Program by requesting a copy. |
Transport Canberra and City Services | The public can inspect the Records Management Program by viewing it on the TCCS website. |
Health Directorate and Canberra Health Services | The Records Management Program is published on the ACT Health Policy Register. |
Aboriginal and Torres Strait Islander Heritage
ACT Government agencies report that their records management programs, policies and procedures include specific arrangements for preserving records containing information that may allow people to establish links with their Aboriginal or Torres Strait Islander heritage. Some reporting entities also provide additional information about their arrangements to protect records relevant to Aboriginal and Torres Strait Islander identity and heritage.
Canberra Health Services
The Health Records (Privacy and Access) Act 1997 requires Canberra Health Services to create and keep health records in a manner that ensures the privacy of health information.
Health records created by Canberra Health Services are confidential documents and remain the property of Canberra Health Services. Copies of health records are not released to consumers or third parties without a written request and signed authorisation from the consumer.
Chief Minister, Treasury and Economic Development Directorate
The Records Manager ensures that all records identified for disposal are actively reviewed prior to destruction to ensure that records that establish links or should otherwise be retained are properly identified.
For a comprehensive overview of progress in relation to programs, projects and/or initiatives that benefit Aboriginal and Torres Strait Islander Peoples in the ACT refer to B.9 Aboriginal and Torres Strait Islander Reporting in the 2018-19 CMTEDD Annual Report.
ACT Insurance Authority
The ACT Insurance Authority’s policy and procedures do not include specific arrangements for preserving records containing information that may allow people to establish links with their Aboriginal or Torres Strait Islander heritage. However, staff have been made aware of this requirement and instructed to let the Records Management Delegate know if a record establishes a link. The ACT Insurance Authority will ensure that specific arrangements are made when the Records Management Program is reviewed in September 2019.
Cultural Facilities Corporation (CFC)
CFC staff members understand the sensitivities relating to records about Aboriginal and Torres Strait Islander people and the need for these records to be preserved for possible future access and reference. The Canberra Museum and Gallery (CMAG) owns a number of works of art by Indigenous artists. Records of these works of art are kept both on Territory Records files and on a database.
Questions regarding access to CFC records should be directed to:
The FOI Information Officer
Cultural Facilities Corporation
PO Box 939
CIVIC SQUARE ACT 2608
Community Services Directorate (including Housing ACT)
Records that could be used to establish links are identified and noted in the directorate’s recordkeeping system (HPE Content Manager) and they are preserved in secure but readily accessible facilities.
Environment, Planning and Sustainable Development
EPSDD values and protects the natural, cultural and historical heritage of the ACT. Significant and valuable records are retained in perpetuity, using a secure Electronic Document and Records Management System (EDRMS).
ESPSDD is committed to ensuring that records, including those of cultural significance which enable people to establish links with their Aboriginal and Torres Strait Islander heritage, are appropriately managed and preserved, and made available to individuals seeking information that connects them with their heritage.
EPSDD is the steward of many significant records of the ACT including those relating to the development, protection and ongoing management of Territory land for the Canberra community and its future generations. The directorate’s policies and procedures accord with the Territory Records (Records, Information and Data) Standard 2016 (No 1). This ensures the principles of open and accountable government are upheld and the way in which Territory records are managed, preserved and accessible meets compliance requirements and community expectations.
Due to the sensitivity and significance of the records managed by the Asbestos Response Taskforce, specific procedures are in operation for the management of and access to information they hold.
EPSDD staff are advised to contact the directorate’s Records Manager to discuss any records requiring special consideration or protection to ensure appropriate arrangements are put in place.
Justice and Community Safety Directorate
The Justice and Community Safety Directorate’s policy and procedures include specific arrangements for preserving records containing information that may allow people to establish links with their Aboriginal or Torres Strait Islander heritage.
Any records that contain name and family information that could be used by people to establish links with their Aboriginal or Torres Strait Islander heritage must be preserved indefinitely in accordance with the Territory Records (Records Disposal Schedule - For preserving records containing information that may allow people to establish links with their Aboriginal and Torres Strait Islander heritage) Approval 2011 (No 1).
Human Rights Commission
The Commission is developing actions under its new Cultural Safety Charter and will seek to commit further in internal procedures to this requirement.
Transport Canberra and City Services Directorate
The Records Manager ensures that all records identified for disposal are actively reviewed prior to destruction to ensure that records that establish links or should otherwise be retained are properly identified.
Records Management Capabilities
ACT Health and Canberra Health Services
The ACT Health Directorate and Canberra Health Services will undertake a recordkeeping digitisation program to transition to digital recordkeeping across the directorate utilising the WoG EDRMS (electronic document and records management system). This will be a comprehensive project that will develop strategic digital recordkeeping skills across the directorate and enhance recordkeeping compliance.
The ACT Health Directorate’s Recordkeeping Policy framework will be redeveloped to align with and support the whole of ACT Government Digital Strategy program direction. To facilitate the introduction of digital recordkeeping, comprehensive staff training and support resources will be developed and rolled out that will support the development of skills to improve records management capabilities and compliance.
A Director of Records Management has been appointed to oversee this project and further resources are being engaged to facilitate this project.
The digitisation project also incorporates a disposal program of paper record holdings and also a scanning program to transition high value paper records to digital format.
Chief Minister, Treasury and Economic Development Directorate
CMTEDD has a central full-time Records Manager and five full-time records management officers within the directorate. Approximately four (full-time equivalent) other staff within business areas in the directorate are engaged in maintaining and supporting recordkeeping systems and records management processes.
The directorate’s physical records sentencing project continues into the coming reporting period as an important part of the transition to the new City Office Block and a paper-light environment. Records management officers are assessing record values and carrying out disposal activities for physical records, in a variety of formats, across most business areas.
All CMTEDD staff are responsible for undertaking a range of records management activities and are supported and encouraged to undertake recordkeeping in a way that is consistent and accountable. Records management training continues to be actively promoted. Awareness provided to new staff via the induction programs and internal tailored training is delivered by records management officers. Records management capabilities around the transition to a fully digital recordkeeping environment across the directorate continues to be a training focus, including records classification and titling requirements and recordkeeping systems use (HPE Content Manager and Objective).
ACT Insurance Authority
The ACT Insurance Authority (the Authority) is presently reviewing the current Records Management Program, with an intended release in September 2019. During this process the ACT Insurance Authority will be reviewing resourcing capabilities, to ensure additional resources are acquired, if necessary. This program will also include a digitalisation framework, plan and program in line with the WoG activities.
The ACT Insurance Authority has one Records Management Delegate who is the internal and external liaison point for all records management related enquiries.
Cultural Facilities Corporation (CFC)
The CFC staff members have been advised of their responsibilities to make accurate records of their activities; to ensure that such records are incorporated into the CFC’s record-keeping system; and to comply with all Records management procedures. Records management training is available to CFC staff members.
The CFC has continued the rollout of digital records management using the HPE Content Manager/WIRE and ensures accurate record classification and disposal requirements are met. Digital records management is included in the CFC’s Corporate and Strategic Plans to ensure implementation across the CFC.
A staff member represents the CFC in the Records and Information Management Community of Practice (RIMCoP) meetings facilitated by the Territory Records Office and the Digital Records Capability Working Group meetings facilitated by Records Services.
Independent Competition and Regulatory Commission (ICRC)
The Commission is in the process of implementing Objective as our Electronic Document Management System (EDRMS) which is due for completion 5 August 2019.
Training workshops will be provided to all staff prior to the implementation and ongoing support will be provided by Shared Applications Team.
Ongoing training will be available to all new employees through the Commission’s induction process, online e-learning, staff meetings and on-the-job training.
Whilst all staff are aware of their legislative responsibilities for record keeping, the Office Manager will be the Objective Administrator and oversee the creation of all new files to ensure they conform with the naming conventions and have the correct disposal retentions applied.
The Commission has also developed an Office Manual covering higher level elements of record keeping. The Office Manual is part of our Records Management Program.
Community Services Directorate (including Housing ACT)
The Go Digital! Realising Digital Efficiencies project to assist the directorate to become a paper-light organisation commenced in 2018-19 and will run until 2021. It forms part of the Budget Business Case Digital Records for Digital Government led by the Territory Records Office. The project includes the digitisation of physical files, the analysis and redesign of paper-based processes and the roll out of electronic document and records management functionality to reduce the reliance on paper and improve access to information. This work will help inform transformation in other parts of government.
The business transformation resulting from the Go Digital project will see records as an integral component of the information lifecycle, not just an endpoint.
Records Management staff have attended various professional development opportunities and continue to progress formal learning opportunities (Cert III&IV in Records Management). As various transformational activities continue to occur within the Community Services Directorate and across the ACT Government, other development opportunities toward overarching information management are being considered.
The directorate is moving away from face-to-face training and is instead developing online training that covers critical information in a time efficient way for delivery in 2019-20. This training is intended to ensure that knowledge and skills relating to record keeping are both appropriately maintained by existing staff and acquired easily by new staff.
Education Directorate
The ACT Education Directorate is transitioning to digital record keeping in line with Activity Based Work and the WoG. Business Process improvements and Training opportunities will be provided via the WoG transition project and leveraging the Territory Records Office expertise.
Teacher Quality Institute
Teacher Quality Institute provides staff training as part of the induction process. Refresher training is available. Additional training occurs as required to communicate records management changes.
Teacher Quality Institute has three staff with specific records management responsibilities.
- Assistant Director, Professional Registration Services;
- Assistant Director, Strategic Data and Digital Services; and
- Project Officer, Records Management.
Teacher Quality Institute is using an electronic document and records management system (EDRMS) framework for records management compliance. This includes the automated, real time transfer of key data from its business system to its record keeping system.
Environment, Planning and Sustainable Development
EPSDD demonstrates its commitment to best practice records management through the adoption of an EDRMS that has been identified as compliant under the Territory Records Act and through the provision of general and tailored instruction on recordkeeping requirements and the use of Objective.
EPSDD has delivered an intensive program under the Senior Leaders Management 2020 Framework. The program is designed to support senior managers across the Environment, Planning and Sustainable Development Portfolio (Portfolio) in their ability to lead teams and enhance organisational capacity in governance, legislation and finance; communication and leadership; risk management; managing people; and strategic workforce planning.
Under this program, senior leaders were provided a range of training including in information management, good administrative decision-making and integrity.
EPSDD has implemented an interactive learning framework under which online Records Management training is mandatory for all Portfolio staff. This interactive e-learning course helps staff understand how to effectively manage the records in their control and meet their obligations under the Territory Records Act.
In preparation for the move to the new Dickson office block in 2020, the EPSDD Information and Knowledge Management Team (IKMT) is implementing a records plan and working with the Territory Records Office Transition Team to assist staff in becoming paper-light for activity-based work and with the associated records management activities.
IKMT delivers records management training (including workshops and refresher sessions) and regularly attends team meetings to instigate business improvement for recordkeeping and compliance under the Territory Records Act.
Under service level agreements with the City Renewal Authority (Authority) and the Suburban Land Agency (Agency), the IKMT also offers all staff records management training sessions and technical advice.
In consultation with the Authority and Agency, IKMT will be developing a new training program for the Environment, Planning and Sustainable Development Portfolio.
The responsibilities of the IKMT include coordination, support and policy for matters relating to records management, public access to government information, and privacy.
Further resourcing of EPSDD information management services includes a dedicated team (Digital Solutions) to provide Objective support and administration of electronic information systems, two officers assigned to implementing the records plan and a designated records officer in the Asbestos Response Taskforce.
Justice and Community Safety Directorate
The Justice and Community Safety Directorate continues to implement the Electronic and Document Records Management System (EDRMS) to deliver digital recordkeeping capabilities across the directorate. The EDRMS will be rolled out to all remaining business units in 2019-20. A health check of the EDRMS has also been scheduled for 2019 to ensure the system is optimally configured to support long term recordkeeping outcomes under the Territory Records Act, whilst delivering immediate business benefits. In parallel to the rollout of digital recordkeeping, a large sentencing project was completed in 2019 to process physical records held onsite and transition relevant business units to a paper-light environment.
The Justice and Community Safety Directorate will be recruiting a Senior Records Officer in 2019 to further develop and promote appropriate records management practices utilising the EDRMS. This role will also provide advice and quality assurance on classification of files and titling.
Records Management & Territory Records Act training continues to be available through the directorate and ACT Government training calendars to educate staff on their record keeping responsibilities.
Human Rights Commission
The Commission has recently completed a tender process for a new database system, Resolve, to manage work across the organisation. The product is used by similar bodies in other jurisdictions and the Commission is hopeful it will manage records in accordance with the requirements of the Territory Records Act.
Legal Aid
Training provided to staff includes:
- Induction;
- Operational training;
- Operational Manuals; and
- ‘How to’ guides.
One Records Management Officer exists in the Commission and provides training and support to legal support staff to undertake appropriate record keeping.
The Records Management Officer will continue to undertake auditing of the Records Management systems and archiving processes and provide ongoing training and support as identified.
Office of the Director of Public Prosecutions (DPP)
The Office of the Director of Public Prosecutions is currently reviewing its record management capabilities. The Office is looking to move towards TRIM for record management along with specific training for staff.
Transport Canberra and City Services Directorate
During 2018-19 TCCS began a transition to the Electronic Document and Management System Objective. At the end of the reporting year 60% of the directorate had transitioned to the system. Recruitment is currently being undertaken to replace the long-term Records Manager.
Further information can be obtained from
Danielle Wickman
Executive Branch Manager and Director of Territory Records
Territory Records Office
+61 2 6207 0194
Dani.Wickman@act.gov.au