A significant amount of government information is created, received, stored and sent is in electronic form, such as email messages and their attachments,
word processing or spreadsheet documents, web pages and databases.

Even formal documents such as tax returns, licence and permit applications and other documents lodged with agencies, generally originate in electronic format.
Much of this electronic information is only in digital form.

Whilst electronic information is seemingly kept forever, national and international experience indicates digital information and records are disappearing at an alarming rate.
Digital information and records are at high risk of degrading or being irretrievably lost within seven (7) years from creation, due to constantly changing technology.

Government needs to be able to access information for much longer than this to:

  • review
  • evaluate and
  • develop policy

to conduct day-to-day business, and to prepare for the future.

Making information and records of government business accessible to citizens is the major function of a democracy.
Digital records are an essential source of evidence that documents the democratic rights and entitlements of citizens, for instance:

  • births, deaths and marriage records
  • court decisions and
  • lands title records.

A proportion of digital records also documents Government's achievements and constitutes our future history and heritage.

What is information and what are records?

'Information' is codified knowledge, which is transferred and stored by means of:

  • documents
  • records
  • publications
  • databases
  • tools
  • images
  • plans
  • sound/video recordings, etc.

Information is an asset and a resource that State and Local Government agencies harness to meet their strategic, operational and legal needs.

'Records' are a special subset of 'information' deemed to have:

  • evidential
  • legal
  • administrative or historical value

to an organisation and warranting special attention concerning retention, accessibility and retrieval.

Standards

Document and Records Management Systems  (PDF 97KB)

South Australian Recordkeeping Metadata Standard (PDF 1.6MB)

EDRMS Design  (PDF 451KB)

EDRMS Functional Specifications (PDF 375KB)

Management of Official Records in a Business System  (PDF 146KB)

Functional Specification for Records in a Business System  (PDF 300KB)

Australian Standard HB 171-2003 Guidelines for the management of IT evidence available from http://www.standards.org.au

South Australian Government IT Standards for State Government agencies can be found on the Office of the Chief Information Officer.

Guidelines

EDRMS Procurement and Pre-implementation  (PDF 214KB)

Digitisation of Official Records (PDF 200KB)

Management of Email as Official Records (PDF 489KB)

Cloud Computing and Records Management (PDF 400KB)

Advice Sheets

RF032 - Electronic Records Management (PDF 44KB)

RK033 - Managing Normal Administrative Practice (NAP) in an EDRMS (PDF 54KB)

RK017 - Recordkeeping Metadata (PDF 47KB)

RK041 - Microsoft SharePoint Server and EDRMS (PDF 194KB)

RK027 - Digital Rights Management and Records Management (PDF 78KB)

RK043 - Management of Hybrid Files (PDF 41KB)

RK039 - Technical Requirements for the Scanning of Official Records (PDF 52KB)

RK045 - Metadata Mapping (PDF 194KB)