Part 5 of the State Records Act 1997 (SR Act) allows State Records to, with the approval of the Minister, issue standards relating to the information management practices of agencies. The Act makes it clear all Standards issued under the Act are binding on agencies and must be complied with to ensure the care and management of information assets.
Of the numerous standards issued, the following have a direct impact on how information assets are stored.
The Information Management Standard outlines the behaviours expected of your agency in managing government information to achieve their own business objectives and to meet legislative and policy obligations.
When considering storage in particular, the following behaviours must be achieved:
- – Manage information assets digitally unless there are specific reasons for keeping hardcopy information assets.
- – Design and implement systems according to relevant standards so that they support the effective management and disposal of information assets.
- - Manage and store information assets appropriately, to ensure they remain accessible for as long as required.
- - Ensure information assets are saved into systems in a timely manner that meet relevant Standards and whole of government security Frameworks to ensure they are protected from compromise.
The Managing Digital Records in Systems Standard ensures all business systems and information management systems maintain the integrity and reliability of the digital information stored in them.
This standard is to be used in conjunction with the Minimum Recordkeeping Metadata Requirements Standard and will also assist agencies in the procurement of new systems.
The Minimum Recordkeeping Metadata Requirements Standard ensures your agency is creating and managing metadata appropriate to the business activity that is occurring in its systems.
This standard is to be used in conjunction with the Managing Digital Records in Systems Standard.
The Contracting and Information Assets Standard sets out the mandatory principles and requirements your agency must adhere to when contracting out information management responsibilities to contracted service providers.
The Management and Storage of Temporary Value Information Assets Standard ensures information assets of temporary value managed and stored by services providers are secure, kept in good condition and accessible for as long as required.
This Standard is to be used in conjunction with the Deed of Agreement for State Records Storage Approved Service Providers List (the Deed). The Deed establishes a list of Approved Service Providers (ASPs) which agencies can engage with for storage, retrieval and destruction services for temporary value records. For more information on the Deed contact State Records.
Our Information Management Strategy and Standards webpage has more information about the Standards issued under the SR Act.