Get started with records management

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.

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
• Rationale
• People involved.

Advice for records managers

The information, data and records we create should be placed somewhere so it can be used by the business when required.

This means storing the information:

• somewhere that is easily accessible whether the information is digital or physical form
• with appropriate levels of security and protection
• and it is easily found (through metadata) by other users.

The approach and tools that you and your agency use will vary depending on your business systems and processes – and that's okay.

The key requirement for all agencies is that the information is easily accessed.

There are different types of recordkeeping systems and applications your agency may choose to use to manage and locate captured records including:

• electronic document and records management system, also known as eDRMS that combines document management and digital recordkeeping
• collaborative applications such as SharePoint and Teams that can enable both workplace collaboration and recordkeeping practice
• shared network drives
• paper based system where all documents are printed and physically filed.

Advice for records managers

Use a record advice for record managers provides more detailed information on establishing your systems and processes.  This is especially useful for record managers and covers Records governance policy requirements 4 and 5.

Some records can be deleted once they've been used, but others must be kept for longer—this is known as the retention and disposal period.

In most cases the information, data and records we make and use during our working day isn't of permanent value and can be deleted after its retention period has expired.

It's important that we proactively manage the deletion of records from our systems and storage arrangements:

• to reduce costs and improve our budget by reducing items being stored
• ensure that risk is managed by the removal of old data, information and records
• more efficient businesses systems and processes.

You do need to demonstrate why you deleted information. That's why there are tools and processes, such as retention and disposal schedules, that sets out when we can lawfully get rid of government information.

These schedules are comprehensive but very technical. Before deleting information, you should check with your relevant record management, legal and Right to Information areas.

Advice for records managers

Delete a record advice for record managers provides more detailed information on establishing your systems and processes. This is especially useful for record managers and covers Records governance policy requirement 6.