Records management

The standardisation of Records Management (RM) functions can be a significant undertaking, where there are different systems, software and personnel that need to be integrated into the new Council.

Consideration will need to be given to the types of systems currently in use; the use of onsite or offsite storage, as well as Statutory & Legislative requirements.

Processes for designing a unified RM system need to be prepared, giving regard to possible use of Electronic document and records management system (EDRMS), file numbering and titling, as well as the use of a Key Word Thesaurus For the sake of clarity and identification, it is best not to re-label or re-number any old files, but let them naturally expire

One or more of the Councils may already be operating RM software, and it is beneficial for all users and staff if both systems are the same.

Depending on the size of the project, it may be easier to run parallel systems for a time, closing off old files as they naturally expire, and reopening them within the new system. If time and resources permit, a “big bang” approach can be applied, wherein all files are closed off – and new ones are opened as of Commencement Day.

Be aware of storage space and access permission, with regard to Personnel files and Financial records. These are essential for managing the rights and entitlements of all staff for the new Council.

Additional information and useful information can be found on the Resources page

Stage 1 - Review

  • Establish a Records Management working group in a project management framework. Critical paths and/or timelines to be established.

Business Systems

Policy, Plans and Process

  • Collate all records management policies, plans and processes, including disaster management and vital records.
  • Document initial records transfer, retention and storage procedures.

Stage 2 - Plan

Freedom Of Information

Business Systems

  • Develop a data migration plan to consolidate all records information.

Policy, Plans and Process

  • Review and compare all policies, plans and processes including disaster management and vital records. Identify better practice.
  • Commence development of a consolidated records management strategic plan and policies, including an agreed set of processes and levels of service. The 'Resources' list contains a Template Records Keeping Plan (Word, 185MB)
  • Identify a centralised archival storage arrangement.
  • Establish a central document receipt point.
  • Continue to document initial records transfer, retention and storage procedures. The NSW Government State Records provides an overview of General Retention and Disposal Authorities.

Stage 3 - Mobilise

Freedom Of Information

  • Ensure all GIPA requests are actioned in accordance with statutory guidelines.

Business Systems

  • Determine system requirements. Develop implementation plan utilising existing systems or the procurement of new systems.
  • Commence data migration.

Policy, Plans and Process

  • Finalise all policies, plans and processes including disaster management and vital records.
  • Implement archival, storage, receipt and retention processes.
  • Commence archiving.
  • Identify, record and store any historical artefacts.
  • Establish and communicate a central document receipt point for Commencement Day.
  • Continue to document initial records transfer, retention and storage procedures.

Stage 4 - Implement

Freedom Of Information

  • Ensure all GIPA requests are actioned in accordance with statutory guidelines.

Business Systems

  • Implement the records management business system.
  • Commence data migration.

Policy, Plans and Process

  • Implement new processes and levels of service.
  • Implement new / revised archival, storage, receipt and retention processes.
  • Develop and implement training program for staff.