We are currently reviewing all information management policy to reduce complexity and ensure that the advice is current, clearly understood and easy to implement.
Section 14(1) of the State Records Act, 1997 allows State Records to, with the approval of the Minister, issue standards relating to the record management practices of agencies. Part 5 of the Act makes it clear that Standards issued under the Act are binding on agencies and must be complied with to ensure the care and management of official records.
As new standards are released, there will be impacts on previous guidance documents published to our website. We are progressively reviewing guidance documents to ensure appropriate advice is available.
In 2019, we released a new South Australian Government Information Management Strategy 2019-2022 (the Strategy) and Information Management Standard (the Standard) replacing the Adequate Records Management Standard.
The Strategy establishes the principles that government agencies must follow to ensure their data and information assets can be relied upon and trusted.
The five principles outlined in the Strategy are:
Information is treated as an asset of the agency: its value, both current and future, is determined, understood and leveraged to improve business outcomes.
Agencies understand what information needs to be created, and kept, to support business objectives, meet compliance obligations and mitigate risk.
Responsibility for the governance of information is assigned appropriately in order to ensure information is managed for the best outcomes of the agency, its customers and broader community.
Policies, practices and systems are implemented that ensure information can be relied upon as trusted and authentic evidence of decisions made and actions taken.
Information is accessible for as long as needed and is shared appropriately (subject to access, security, and privacy rules) within a protected and trusted environment.
The Standard expands on these principles by outlining the behaviours expected of agencies in managing government information to achieve their own business objectives and to meet legislative and policy obligations.
The behaviours identified in the Standard can be directly implemented by agencies to improve the management of their information and will form the basis of assessment and improvement tools.
Agencies must use this Standard to ensure that all business systems and record 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.
This Standard replaces numerous previous standards that addressed the design and procurement for electronic document and records management systems and the management of digital records through business systems including:
- Document and Records Management Systems (2009)
- EDRMS Functional Specifications (2009)
- Functional Specification for Records in a Business System (2011), and
- Management of Official Records in a Business System (2011)
Agencies must use this Standard to ensure they are creating and managing metadata appropriate to the business activity that is occurring in their systems.
This standard is to be used in conjunction with the Managing Digital Records in Systems Standard.
This Standard replaces the 2015 South Australian Recordkeeping Metadata Standard (SARKMS).
Agencies must use the process and criteria outlined in this Standard when developing a Records Disposal Schedule (RDS).
The new Appraisal Standard sets out the criteria agencies must apply when considering whether a record can be destroyed or whether it needs to be kept forever as a State archive. This criteria includes:
- Records that support Aboriginal people and culture
- Records that demonstrate the impact of government services on people
- Records that support rights and entitlements
- Records that demonstrate an impact on place; and
- Records that document public policy, government accountability and authority.
This standard replaces the 2003 Appraisal of Official Records - Policy and Objectives.
We are holding information sessions about newly implemented standards and policies from March to June 2021. The Refreshing Information Management Policy for South Australian government sessions will include the Information Management Strategy and Standard, Appraisal and Systems and Metadata Standards.
Please contact us for more information about these sessions. A recording of each session will be made available below.