Making a record is the process of creating something that can last and be used over time, however only certain information and data is required to be turned into a government record in Queensland.
You are required to make complete and reliable accounts of all your work-related duties that contribute towards your agencies' transactions, activities and decisions, including:
- A decision made
- An action undertaken when a recommendation, advice or instruction is given or received
- The explanation or evidence supporting a decision or action undertaken.
Content not format is important
A key thing to understand is that the format of the information doesn’t make it a government record, the content does.
Business information includes emails sent and received, tweets posted, photos taken, reports, spreadsheets and presentations.
For example, a project approval is a record regardless of whether it is in the form of a signed memo, an email, or a text message.
Some of the information and data you work with is captured automatically through the business applications and systems you use. In some instances, you will need do more with the information and data to turn into a government record.
In these situations, make sure you include:
- A short description
- The date and time
- Decisions or recommendations made
- Advice or instructions given
- Actions taken
- People involved.