Make a public record advice for record managers

Making a public record deserves special attention when your public authority develops and promotes its records management practices.

It is vital that all officers understand the value in creating public records that are complete and reliable and is able to be used over time.

Policy requirements

Records governance policy requirements 1, 2 and 3 address making a public record.

Workplace culture

Your public authority should foster an environment where records management is every officer's responsibility.

Good records management will become normal practice across your public authority when:

• Senior and executive staff set clear expectations
• Requirements are included in key workplace documents such as position descriptions, project and strategic plans, and policies and procedures
• Training and education is made available to all officers including annual mandatory training programs
• A plan is in place to identify issues and address needs across your workplace.

Governance

Your records management framework should be documented and easily available.

It's important that it aligns with existing frameworks and is included as a standing item in your strategic and operational planning.

You should regularly review, monitor, and report on your records management. This helps your public authority keep your records management fit-for-purpose and suited to your needs.

Creating public records

You should determine and document what information or activities is the best evidence of your public authority’s work.

The public records should:

• Be trusted and any context around the decision or activity understood
• Meet any legal requirements specific to your agency
• Be captured into business processes and systems.

Resources and tools

Resources and tools for records management have been developed to help you implement best practice records management in your agency.