Public authorities are required to make 'full and accurate records' of their activities in accordance with the Public Records Act 2002 (the Act). This Information Standard, managed and administered by Queensland State Archives, helps public authorities meet their recordkeeping obligations under the Act.
Recordkeeping practice should be a systematic part of the essential business activities of all public authorities. This enables records to be identified, captured and retained in an accessible and useable format, preserving their evidential integrity for as long as they are required. This Information Standard aims to foster continual improvement in recordkeeping practice across the Queensland public sector. The principles in this Information Standard underpin the principles of Information Standard 31: Retention and Disposal of Public Records.
Definitions for terms used in this Information Standard can be found in the Glossary of Archival and Recordkeeping Terms on the Queensland State Archives’ website.
Public authorities must ensure that their recordkeeping systems, including policies, procedures and business systems that hold records, comply with legal, administrative, cultural and business recordkeeping requirements. This will assist in ensuring that full and accurate records of Government business activities are adequately documented, preserved and made accessible. There are seven mandatory principles in this Information Standard which 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.
This Information Standard relates to the recordkeeping domain in the Information Policy Framework of the Queensland Government Enterprise Architecture (QGEA). It applies to public authorities as defined in the Public Records Act 2002.
This policy is applicable across all technological, administrative and service delivery environments in which Government business is conducted. It encompasses:
records in all formats, including electronic and other technologically-dependent formats such as audio-visual
business activities including all forms of Government, organisational and community activity undertaken by public authorities, and
outsourced Government functions and activities, such as those delivered under contractual arrangements by
– shared service providers
– funded non-government organisations, and
– Public Private Partnerships.
Issue and review
This Information Standard is issued under the authority of the State Archivist in s.25 of the Public Records Act 2002. It is published within the QGEA and is managed by the Queensland Government Chief Information Office (QGCIO).
It was developed by Queensland State Archives and approved by the Director-General, Department of Public Works on 30 June 2009. This version of the Information Standard includes elements of Information Standard 41: Managing Technology-Dependent Records which was repealed on 30 June 2009.
This QGEA Information Standard will be reviewed periodically. The next review date is June 2012.
The authority for implementation of mandatory principles for this Information Standard is primarily derived from the Public Records Act 2002.
This Standard was first issued in mid 2001. Full implementation of Information Standard 40 was to be achieved by December 2006 for State Government Departments and Local Governments and by December 2007 for Statutory Entities and Government Owned Corporations. Those agencies which are not yet fully compliant should continue to work towards attaining and maintaining recordkeeping compliance. Public authority structures and functions may be subject to change, and compliance with recordkeeping standards should be assessed if such changes occur. Information management reforms, such as those progressed through the legislation around information privacy and the Right to Information, provide additional impetus for the regular review of recordkeeping.
A Guideline for Recordkeeping provides an introduction to recordkeeping and supports this Information Standard. Detailed policy advice is published by Queensland State Archives on a range of specific topics related to recordkeeping.
Queensland State Archives publishes a whole-of-Government Recordkeeping Policy Framework which identifies the key policies, advice, guidelines and tools relevant to Queensland public authorities.