Resources and tools for records management

The key resources your agency will need to understand and follow to meet its records management obligations are:

Resource	How it will help your agency
Public Records Act 2002	Sets the mandatory requirements for how we manage work-related information, data and records in the Queensland Government. An overview has been developed to help you understand the key sections of the Act covering records management practices.
Records governance policy	Improve capability and establish a fit-for-purpose records management framework. Records governance policy implementation guideline and Recordkeeping maturity assessment tool complement the policy, and support your agency to operationalise best practice records management.
Retention and disposal schedule	Understand the mandatory requirements for the disposal of records. Dispose of source records guideline helps you understand disposal of original records after they have been migrated, converted or digitised. You can use Search for a retention and disposal schedule to find your agency, sector, functional or general schedule.
Metadata standard and guideline	Understand metadata requirements and implementation.
Proactive protection of vulnerable persons guideline	Identify and manage records that may relate to vulnerable persons. Vulnerable persons records management toolkit is available to guide government and non-government agencies.
Ministerial records policy	Understand the management of ministerial records.
Building information modelling guideline	Understand records management requirements for major construction projects costing $50 million or more.

You will find advice, resources, forms, templates and tools to support your everyday records management practices here:

Workplace culture Records governance policy requirement 1: Agencies must ensure records management is supported at all levels of the business

Advice

• The benefits of recordkeeping in government video - Queensland State Archives

Training

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.

• Recordkeeping and you eLearning -  Queensland State Archives
• Records management challenge eLearning -  Queensland State Archives
• Councillor governance - Department of State Development, Infrastructure, Local Government and Planning

Governance Records governance policy requirement 2: Agencies must systematically manage records using governance practices that are integrated and consistent with broader agency frameworks

Advice

• Corruption prevention advisories - Crime and Corruption Commission Queensland
• Councillor information - Department of State Development, Infrastructure. Local Government and Planning
• Council records: a guideline for mayors, councillors, CEOs and government employees - Queensland State Archives and Crime and Corruption Commission Queensland
• Delegation of recordkeeping responsibilities
• Information and privacy guidelines - Office of the Information Commissioner Queensland
• Machinery of government changes: advice for agencies -  Queensland State Archives
• Public records: Advice for all employees of a public authority - Queensland State Archives and Crime and Corruption Commission Queensland
• Role clarity in councils: understanding the respective roles of Mayor and CEO - Crime and Corruption Commission Queensland
• QGEA Policies, Standards and Guidelines - Queensland Government Enterprise Architecture

Templates

• Recordkeeping requirements template
• Recordkeeping policy template
• Recordkeeping procedure template

Tools

• Records management checklist

Creating records Records governance policy requirement 3: Agencies must create complete and reliable records

Advice

• Electronically approve documents and expenditure - Queensland Audit Office
• Electronic signatures guideline - Queensland Government Enterprise Architecture
• Payment Card Industry Data Security Standard guidelines -  Security Standards Council
• Recordkeeping examples for mayors and councillors: advice for local government
• Records you need to keep overview
• Recordkeeping when you're working from home video - Queensland State Archives
• Social Media Records of Ministers – Council of Australasian Archives and Records Authorities (CAARA)

Prioritisation and risk Records governance policy requirement 4: Agencies must actively manage permanent, high-value and high-risk records and information as a priority

Advice

• A Guide to Risk Management - Queensland Treasury
• A Guide to Salvaging Water Damaged Documents - Queensland State Archives
• Disaster Preparedness video - Queensland State Archives
• Information security and handling - Crime and Corruption Commission Queensland
• Security and management of Cabinet information - Department of the Premier and Cabinet
• Information security classification framework (QGISCF) - Queensland Government Enterprise Architecture

Tools

• Risk assessment matrix and register template

Protect and find records Records governance policy requirement 5: Agencies must make records discoverable and accessible for use and re-use

Advice

• Archival quality paper and board products
• Cloud computing - Public Record Office Victoria
• Cloud computing implementation model - Queensland Government Enterprise Architecture
• CD and DVD preservation - National Archives of Australia
• Collection care - Australian Institute for the Conservation of Cultural Material
• Digital file formats - Council of Australasian Archives Records Authorities (CAARA)
• Find a conservator - Australian Institute for the Conservation of Cultural Material
• ICT-as-a-service decision framework overview - Queensland Government Enterprise Architecture
• ICT-as-a-service deployment model selection guideline - Queensland Government Enterprise Architecture
• ICT-as-a-service policy - Queensland Government Enterprise Architecture
• ICT-as-a-service risk assessment annexe - Queensland Government Enterprise Architecture
• ICT-as-a-service risk assessment guideline - Queensland Government Enterprise Architecture
• Information security classification framework (QGISCF) - Queensland Government Enterprise Architecture
• Information security policy (IS18:2018) - Queensland Government Enterprise Architecture
• Legal deposit for publishers and authors - State Library Of Queensland
• Magnetic media preservation - National Archives of Australia
• Managing public records when decommissioning business systems methodology
• Metadata management principles - Queensland Government Enterprise Architecture
• Motion picture film preservation - National Archives of Australia
• Preserve your collections - State Library Of Queensland
• Procurement and disposal of ICT products and services (IS13) policy - Queensland Government Enterprise Architecture
• Recommended technical specifications for long-term digital storage and preservation
• Storage recommendations

Tools

• Storage standard criteria assessment tool

Disposal Records governance policy requirement 6: Agencies must dispose of records in a planned and authorised way

Advice

• Microsoft 365 Compliance
• Storage, Retrieval and Destruction services

Appraisal

Advice

• Appraisal statement

Forms

• Special circumstances appraisal application

Templates

• Appraisal Log template
• How to complete Appraisal Log template

Retention and disposal schedule

Forms

• Development or review a schedule application
• Amend or create a record class in a schedule application

Templates

• Summary of changes template
• Background Information template
• How to complete Background Information template
• Legislative mapping template
• How to complete Legislative Mapping template
• Retention and Disposal Schedule template
• How to complete Retention and Disposal Schedule template

Tools

• Using a retention and disposal schedule workflow
• Retention and disposal schedule development or review checklist

Disposal authorisation

Advice

• Superseded disposal authorisation numbers

Forms

• Early or one-off disposal authorisation application
• Dispose of damaged or missing public records application

Templates

• Disposal memo template

Transfer

Advice

• Setting restricted access periods: a practical guide
• Managing users and locations: ArchivesGateway user guide
• Transferring records: ArchivesGateway user guide
• Searching and search requests service: ArchivesGateway user guide
• File issue service: ArchivesGateway user guide
• Reading room request service: ArchivesGateway user guide
• Using ArchivesGateway – Accessing ArchivesGateway and managing your account video
• Using ArchivesGateway - Advanced search, searching within a series and downloading a digital copy video
• Using ArchivesGateway – Controlled Records (Basic search) video
• Using ArchivesGateway – My File Issue (Requests) video
• Using ArchivesGateway – My File Issue (Physical/Digital) video
• Using ArchivesGateway – Reading Room requests video
• Using ArchivesGateway – Search requests video
• Using ArchivesGateway - Senior Agency Administrator video
• Using ArchivesGateway - Agency Administrator video
• Using ArchivesGateway – Transfers video
• Using ArchivesGateway – Transfer Proposals video

Forms

• Restricted access period application
• Access to restricted records authorisation application
• Delegation of authority application

Templates

• Item list template

Tools

• Restricted access period review process workflow

Destruction

Templates

• Destruction log template
• Certificate of destruction template

Outsourcing

Advice

• Status of records under outsourcing arrangement
• Responsibilities under outsourcing arrangement
• Sample clauses for agreements

Templates

• Transfer batch list template
• Transfer memo template
• Transfer letter template

Tools

• Sample clauses for agreements checklist

Machinery of government changes

Advice

• Sample clauses for agreements

Templates

• Planning for change template
• Transfer batch list template
• Transfer memo template
• Transfer letter template

Tools

• Sample clauses for agreements checklist
• Determine ownership of impacted records workflow
• Identify impacted records workflow
• Plan and draft an agreement for the transfer and management of impacted records workflow
• Transfer and manage impacted records workflow

Advice for specific record types and activities

Advice has been developed to assist you understand your recordkeeping requirements for the following record types and activities:

• Artificial Intelligence and public records
• Backups of your records
• Cloud based storage and services
• Commissions of inquiry
• COVID
• Digital images, audio and video records
• Digitise physical records
• Digital signatures
• Emails and email accounts
• Grants and grant funding records
• High value, high risk and vital records
• Legacy records
• Lobbyist records
• Local government records
• Machinery of government changes (MoG)
• Managing identity documents
• Manage your records and Microsoft 365
• Meetings, conversations and messages
• Mobile and smart devices
• Paper less, digital first
• Public records in private accounts
• Records required for legal proceedings and RTI requests
• Outsourcing arrangements, third party and shared service providers
• Surveillance and monitoring records
• Social media records
• Transitory and short-term records
• Web content, websites and online resources

Key contacts and suppliers

Recordkeeping and archival organisations

• Records and Information Management Professionals Australasia (RIMPA)
  • RIMPA Queensland Chapter
  • RIMPA Business Directory
• Australian Society of Archivists (ASA)
  • ASA Consultants Register
• International Council on Archives (ICA)

Suppliers

Queensland State Archives does not endorse suppliers.  It is your responsibility to discuss your requirements with intended suppliers.

Records storage, retrieval and destruction services (HSQ97042) details suppliers under the whole-of-government standing offer arrangements.

Archival products (material and equipment)

Name	Services	Contact
Albox Australia	Polypropylene ring binders, folders, boxes, etc.	Phone: 1300 799 209 Address: 75 Manton Street, Hindmarsh SA 5007
Authorised Albox Reseller - Studio 105	Studio 105 is the authorised reseller of Albox products in Queensland.	Phone: (07) 3870 2675 Address: 1/109 Indooroopilly Road, Taringa QLD 4068
Archival Survival	Archival quality storage products and equipment.	Phone: 1300 781 199 Address: PO Box 1139, Doncaster East VIC 3109
Conservation Resources	Archival quality storage products and equipment.	Phone: 1800 641 277 Address: PO Box 210, Enmore NSW 2042
GuisePak [GuiseGroup Pty Ltd]	Manufacture archival quality packaging including paper, board and box material.	Phone: (03) 9584 8388 Address: 18 Taunton Drive, Cheltenham VIC 3192
Plastics Australia	Specialise in polypropylene products including folder, box and filing system materials.	Phone: (07) 3266 1200 or 1800 100 717 (regional) Address: 53 Union Street, Toombul QLD 4012
Preservation Australia	Consultancy and workshop/ seminar services. Provide archival quality storage products.	Phone: 1300 651 408 Address: PO Box 210, Enmore NSW 2042
State Library Shop [State Library of Queensland]	Archival papers, polypropylene and polyester materials in small quantities.	Phone: (07) 3840 7576 Email: thelibraryshop@slq.qld.gov.au Address: State Library of Queensland–Stanley Place, South Bank, PO Box 3488, South Brisbane QLD 4101
Ty-Tite Products	Produce Ty-Tite file fasteners.	Phone: (03) 9555 7057 Address: 14 Bricker Street, Cheltenham North VIC 3192 / PO Box 144, Bentleigh East VIC 3165
Zetta Florence	Archival quality storage products including polypropylene albums and boxes, archival quality boxes and albums and NAA compliant 500 year papers.	Phone: (03) 9417 3365 Address: 197B Brunswick Street, Fitzroy VIC 3065

Specialist photographic and audiovisual services

Name	Services	Contact
DAMsmart	Treatment, digitisation and digital asset management services for a range of film, video, audio and optical formats.	Phone: (02) 6242 6456 Address: 32 Essington Street, Mitchell ACT 2911
Crystal Mastering	Digitisation for a range of audio formats.	Phone: (03) 9484 8814 Address: 77 Newman Street, Thornbury VIC 3071
FATS Media Lab	Treatment, digitisation and digital asset management services for a range of film, video, audio and optical formats.	Phone: (02) 9417 8666 Address: Unit 1B/372 Eastern Valley Way, Chatswood NSW 2067
Fotofast	Lab services including developing, printing and scanning of various photographic film and print materials.	Phone: (07) 3229 5083 Address: 200 Moggill Road, Taringa QLD 4068
Prolab	Lab services including developing, printing and scanning of various photographic film and print materials.	Phone: (07) 3195 4919 Address: Suite 1 Unit 2/38 Bishop Street, Kelvin Grove QLD 4059

Data capture services (including microfilming and scanning)

Name	Services	Contact
Micrographic Applications	Microfilming and digitisation of cards, documents; maps/plans and microforms.	Phone: (07) 3348 9577 Address: 17b Graystone Street, Tingalpa QLD 4173
Queensland Micrographics	Variety of microfilming and digitisation services.	Phone: (07) 4724-0492 Address: 272 Sturt Street, Townsville QLD 4810
Avantix	Large format scanning and printing, document, aperture card, photographic, x-ray and microfilm roll and fiche digitisation.	Phone: (07) 3211 7710 Address: Unit 3/20 Smallwood Place, Murarrie QLD 4172
Filescan	Range of digitisation services.	Phone: 0417 611 621 Address: Suite 329/421 Brunswick Street, Fortitude Valley QLD 4006