If you are the successor (or receiving) public authority in a machinery-of-government (MOG) or administrative change, your agency is either:
- taking on the function(s) (excludes outsourcing)
- defined by legislation as the successor public authority
- the public authority that has agreed to be responsible for the records.
You will take on all the same responsibilities for the inherited records that you have for your records. This happens as soon as the MOG or administrative change takes effect.
It is highly recommended that you have an agreement between all parties about transferring and managing records.
You must be involved in the planning stages to ensure you are prepared to receive records, especially if you are taking on a function.
You need to know:
- what records are being transferred
- what records are in storage (off-site or secondary) that you will become responsible for
- if you will become responsible for any permanent archival value records in the custody of Queensland State Archives
- what records you need in order to provide the function (if applicable)
- who needs access to the records, and applicable access or security restrictions
- if there is a retention and disposal schedule, Business Classification Scheme (BCS) or other tools that you can use (e.g. access classification framework, information asset register, open data portal)
- what format the records are in and how they are stored (e.g. electronic, photographs, on a hard drive)
- when and how the records are to be transferred
- what business systems, eDRMS, and records management software are used to manage the records.
Use this information to:
- make sure you are able to accept and continue to manage the records, and their metadata, control records, software, business systems, and equipment
- plan for the transfer, including what you need to do to receive the records (e.g. make space, assign resources and time).
Work with the different sections of your agency, particularly IT, to ensure you can receive the records and that you are prepared for the transfer.
During the transfer
Ensure you have time, space and resources available to manage the transfer.
You may need to assign one or more people to manage the transfer and work with the transferring agency to ensure it goes smoothly.
The transferring agency should supply a transfer list. Use this to check all records have been received as agreed.
Physical records should be transferred in securely packed and labelled boxes with contents lists for each included.
Unpack boxes and place them into the storage facilities in the new location as soon as practicable. You may need to prioritise records that are needed immediately.
If records are in off-site or secondary storage, ensure the storage provider is aware that you are now responsible for the records.
Each agency’s IT teams will need to be involved in planning, transfer and or migrating of digital records and carrying this out. Find out more about migrating digital records.
The transferring agency should also provide the BCS and retention and disposal schedule associated with the records.
Find out what you need to do post-transfer.
If records cannot be transferred
If records cannot be transferred now (e.g. because of technological issues), you will need to explore possible options to transfer the records now or later when issues have been rectified.
If necessary, consider outsourcing the management of the records back to the transferring agency. Records can be kept and managed in their original environment until they can be transferred or legally destroyed.
You would need to develop an outsourcing agreement to cover managing, preserving and disposing of these records.
This kind of outsourcing arrangement could be done on either a temporary or on-going basis as needed.
Note: Responsibility for the records would still be transferred even if the records are not.
Tools, forms and templates
Guidelines and advice
- Custody, ownership and responsibility for records
- Legislative responsibilities
- Migrate digital records
- Digital rights management technology and the risks to records
- Transitioning between recordkeeping systems
- Use a retention and disposal schedule
- Recordkeeping procedures and tools (including business classification schemes)
- Select storage for records
- File formats
- Moving records between office locations