Government Recordkeeping Update Allegra Huxtable Manager Government Recordkeeping

Overview • • • New Guidelines & Advice Revised Guidelines & Advice Disposal Schedules Projects Training & Other initiatives

New Guidelines & Advice Information Security Advice • Implementing Information Security for Information Managers (Advice 32) • Implementing Information Security classification in EDRMS (Advice 34) • Legislative Mapping for Information Managers (Advice 36) • Keeping Digital Records Accessible (Advice 37) • Information Custodians and Digital Continuity (Advice 38) • Checklist: Testing for continuity of a digital information asset

New Guidelines & Advice Information Security Advice • Developing an Information Asset Register (Advice 39) • The Role of an Information Asset Owner (Advice 40) • Managing records on shared network drives (Advice 41) and Sample procedures for staff • Structuring shared network drives for recordkeeping (Advice 42)

New Guidelines & Advice Information Security Advice – To be developed • Implementing Information Security Classification for Information Managers (Advice 33) • Information Governance (Advice 35) • Migrating Documents from Network Drives to EDRMS (Advice 43) • Recordkeeping Metadata (Advice 44)

New Guidelines & Advice Information Security Advice – To be developed continued • Implementing a Records Management Program (Advice 45) • Vital Records(Advice 46) • Information Security Policy, Planning and Governance (Advice 47) • Stakeholder Engagement (Advice 51)

New Guidelines & Advice • • Digitisation Dilemmas ( Advice 30) Managing Records of Project (Advice 33) Treating records with mould ( Advice 46) Recordkeeping for Local Government Councillors (Advice 49) • Certification for secondary storage providers (Guideline 13) • Records required for legal proceedings Implications for Tasmanian Government Agencies (Guidelines 20) • Approved destruction methods for State records (Guideline 21)

Revised Guidelines & Advice Revised Guidelines • Management of source records that have been copied, converted or migrated (Guideline 8) • Outsourcing of government business: recordkeeping issues (Guideline 10)

New Guidelines & Advice 2014 • Recordkeeping Metadata (Guideline) • Business Process Mapping for Information Managers (Advice) • Information Architecture for Information Managers (Advice) • Business Systems Migration - Recordkeeping considerations (Advice)

Focus for 2014 Disposal • Reviewing the General Disposal Schedule 2157 and the local government Disposal Schedule 2200 • Continuing our review of how we develop schedules, what they look like, how we can build them into business systems easily.

Disposal Schedules • Marine and Safety Tasmania (2013: DA 2417) • Retirement Benefits Fund (2013: DA 2416) • Department of Primary Industries, Parks, Water and Environment - Environmental Management (2013: DA 2297) • Workers' Rehabilitation and Compensation Tribunal (2013: DA 2222) • Schools Registration Board (2013: DA 2422)

Training • New Training Course – Managing Your Digital Records within existing resources • Updating writing a disposal schedule training course • Continue with our program of training with the Tasmanian Training Consortium • Specific Agency Training • Presentations to Agency Executive

Projects • DPIPWE – Lands department historical maps transfer • Floppy Disks in agencies • Council amalgamation records transfer • Secondary Storage Providers certification • Contacting agencies who have never transferred

Secondary Storage Providers Certification • Guideline 20 Certification of secondary storage providers • Guideline 21 Destruction Methods • Includes inspection and certification of secondary storage providers

Working Groups • Training Review Group • Disposal Schedule Working Group • Disposal Workshop

Questions Contact Us 91 Murray St HOBART TASMANIA 7000 Telephone: 03 6233 7232 Facsimile: 03 6233 7902 Email GRK@education. tas. gov. au Allegra. Huxtable@education. tas. gov. au Deborah. Drinkell@education. tas. gov. au David. Bloomfield@education. tas. gov. au