Deliver recordkeeping training and awareness programs

Training and awareness programs can be used to ensure staff understand their responsibilities and have the right knowledge and skills to make and keep records.

A recordkeeping training and awareness program will usually cover:

  • what employees need to do–their recordkeeping responsibilities
  • why they need to do it–the legal recordkeeping obligations of your agency
  • how they are going to do it–examples of records that employees need to keep and how they can capture, keep and lawfully destroy them.

The type of training and awareness program you choose, and how it is implemented and delivered will depend on your agency.

1. Format of training

Training and awareness should be delivered in the best format for your agency:

Online

  • Flexible
  • Can combine visual and audio content
  • Reporting functionality can be used to monitor participation.

Technology-based

  • Useful for practical training in the use of recordkeeping applications and technology
  • Experience in training environments is good for employee confidence.

Procedures

  • Procedural documents can be used alone, or to support other training methods
  • Publish procedures for easy access
  • Present procedures during induction processes.

Informal face-to-face

  • Integrate recordkeeping into team meetings, workshops or other training sessions
  • Tailor messages to the audience or subject matter.

Formal face-to-face

  • Regular training and awareness sessions allow employees to attend when it is convenient for them
  • These sessions might be longer, more comprehensive and tailored to the audience (e.g. new employee induction).

Informal publications

  • Regular reminders, tips, or announcements can be put in blog posts, intranet articles, newsletters or social media updates.

On-the-job training

  • Informal training can be fostered through the appointment of ‘champions’–responsible for promoting recordkeeping in their workgroup.

Find out more about marketing your recordkeeping team’s services.

2. Training to capture records

Ensure that staff know how to create and capture records, including:

  • how to identify a record–adapt and use what records do I need to keep? (DOC, 47 KB)
  • what recordkeeping solutions should be used to capture your high-value business records
  • the specifics of capturing records, like how to title records and apply proper security.

Document this information in your recordkeeping procedures as a collection of work instructions, a guideline, a manual or a web-based tool.

Find out more about developing processes and procedures.

3. Training provided by QSA

QSA provides 2 online recordkeeping training modules.

Both training tools:

  • can be used for staff inductions, as a refresher or as part of a wider records management program in your agency
  • are suitable for all employees–from experienced recordkeepers to new starters
  • are free and available under the training section
  • can be hosted internally on your agency’s e-learning management system–contact us for more details.

Recordkeeping and You–Recordkeeping awareness training

QSA’s Recordkeeping and you training is an interactive, web-based training module designed to introduce employees to the who, what, why and how of good recordkeeping.

It outlines in simple terms the things you need to be aware of to do good recordkeeping, including your obligations and responsibilities.

The training consists of a 4 minute “edumercial” and a single module training package that takes you through the recordkeeping basics. It takes approximately 20 minutes to complete.

The program is web-based and can be accessed via the ForGov website or you can host it internally on your agency’s e-learning management system.

Read the overview of the Recordkeeping and you awareness training (PDF, 157 KB).

Records management challenge

The Records management challenge is a step up from the Recordkeeping and You training.

This learning tool allows public service employees to consolidate their recordkeeping knowledge and skills in a simulated work situation.

The module uses gamification techniques to guide learners through their records management responsibilities while building a new park in the fictional town of Lamingtown.

It highlights the consequences to business processes, service delivery and community outcomes if staff don’t properly create and manage records.

The training is based on the award-winning City of Sydney Records Challenge and has been customised for Queensland and Queensland State Archives with permission under a creative commons licence.

Read the overview of the Records management challenge (PDF, 154 KB).

4. Training provided by other recordkeeping and archival organisations

We recommend both the Records and Information Management Professionals Australia (RIMPA) and the Australian Society of Archivists (ASA) for information on accredited courses in information management, recordkeeping, archiving, and library and information services.