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QueenslandStateArchivesWelcome and
IntroductionOctober 2006
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QueenslandStateArchivesIntroduction to QSA
IS40 ComplianceOctober 2006
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Queensland State Archives

• Custodian of the most significant documentary
  heritage collection in Queensland
• Lead agency for recordkeeping in Queenslands
  public sector
• Issues recordkeeping standards, policies and
  guidelines to more than 650 public authorities in
  Queensland

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QSAs Clients

• 25 State Government Departments
• 125 local governments
• 15 Aboriginal local governments
• 20 GOCs
• 18 Ministers
• The Governor
• Executive Council
• The Courts
• More than 400 statutory entities

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DPW Organisational Chart
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DPW Organisational Chart
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QSA Organisational Chart
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Recordkeeping Tools and Resources

• Agency Services Unit
• whole-of-Government guidelines
• retention and Disposal Schedules for public
  records
• assists government clients
• provides advice on storage and retrieval services

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QSAs Units

• Collections and Access
• Manages and preserves the collection
• Manages public access to the collection
• prepares publications about records held at QSA
• organises public seminars and exhibitions
• storage and retrieval services for Government
  clients

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QSAs Units

• Digital Government Unit
• improving the management of electronic records
• e-Government Policy Framework for Electronic
  Records Management
• Business Case for the Queensland Governments
  Digital Archives
• represents QSA on strategic working groups and
  projects associated with the long term
  preservation of electronic records

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QSAs Units

• Business Services and Planning
• financial management
• workforce planning
• strategic and operational planning
• risk management
• asset management
• information technology management
• marketing and communications
• records management

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QSAs Units

• Policy Research Unit
• current and emerging trends
• guidelines and standards for the management of
  public records
• advice to government on strategic information
  management issues
• Capacity development framework
• Queensland Governments Recordkeeping Policy
  Framework
• audit and compliance framework for recordkeeping

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Public Records Act 2002 Information Standard
40 Recordkeeping

• Purpose of the Act - public records are made,
  kept, managed and preserved in an accessible and
  useable format for the benefit of present and
  future generations
• Purposes of IS40
• to help public authorities meet their
  recordkeeping obligations under the Act
• to foster recordkeeping best practice
• Compliance deadline for local governments is
  December 2006

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Recordkeeping Principles

• Recordkeeping must ensure public authorities are
  compliant and accountable
• Recordkeeping must be monitored and audited for
  compliance
• Recordkeeping activity must be assigned and
  implemented
• Recordkeeping must be managed
• Recordkeeping systems must be reliable and secure
  
• Recordkeeping must be systematic and
  comprehensive
• Full and accurate records

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Strategic Recordkeeping Implementation Plans

• Purpose of SRIPs
• for agencies to document what steps they plan to
  take to comply with IS40
• to ensure that all public authorities incorporate
  recordkeeping as a key activity in their
  strategic planning frameworks
• Progress so far
• 24 out of 25 State Government Departments
• 76 of local governments

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Capacity Development

• Awareness
• Attitude
• Skills and Tools

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Capacity Development

• Awareness
• I know what my recordkeeping responsibilities are
• I know all public sector employees play a role in
  ensuring Queenslands public records are created
  and captured

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Capacity Development

• Attitude
• I accept my responsibilities
• Im willing to create and capture records of the
  decisions I make, transactions I undertake and
  business activities I undertake in my official
  role

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Capacity Development

• Skills and Tools
• I have the skills to undertake my recordkeeping
  responsibilities
• On-the-job training
• Formal training
• Tertiary study
• I have the resources and tools I need to
  undertake my recordkeeping responsibilities
• Queensland State Archives
• Other archival institutions e.g. NAA
• Professional associations e.g. RMAA

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Audit and Compliance Framework

• Compliance deadline for State and Local
  Governments December 2006
• Compliance deadline for GOCs and statutory
  entities December 2007
• Self-assessment check-list and guidelines

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Audit and Compliance Frameworks