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 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.
SSO is an authentication process that allows you to access multiple services and applications with one username and password.
Most Queensland Government agencies use SSO. If your agency doesn't use SSO, contact your agency IT service desk and let them know you would like to use it.
Most government-owned corporates, non-government organisations, and statutory authorities do not currently use SSO. If your organisation doesn't use SSO, contact your IT service desk and let them know you would like to use it.