Principles, Policies and Standards

Introduction
Principles & Standards
Guidelines
Policies & Standards Manual
Ordering the Policies & Standards Manual
Glossary of Terms
Further Information

Introduction

In accordance with Section 61 of the State Records Act 2000 the State Records Commission is required to produce principles and standards to govern recordkeeping by State organisations, and to support the implementation and development of agency recordkeeping plans. The principles and standards approved by the State Records Commission represent the core recordkeeping requirements for State and Local Government agencies in Western Australia.

Prior to the development of standards the State Records Office formulated policies, standards and guidelines to promote best practice recordkeeping throughout State and Local Government agencies, which are distinct from the principles and standards produced by the State Records Commission. Policies and standards were developed to assist agencies with changes in recordkeeping that result from changing practices within Government. Issues addressed to date include recordkeeping aspects of the amalgamation or corporatisation of agencies, microfilming of State records, and the management of electronic records. The State Records Office's policies and standards remain current until they are incorporated within the framework of the overarching principles and standards issued by the State Records Commission.

Principles and Standards

Principles and standards established by the State Records Commission in accordance with its requirements under the State Records Act 2000, aim to formalise best practice recordkeeping requirements for State and Local Government agencies. The principles and standards govern aspects of recordkeeping such as the requirements for agency recordkeeping plans, restricted access periods for State archives, and the rationale underpinning the identification of State archives.

The principles and standards approved by the Commission are published in the Government Gazette and are effectively Government regulations, as defined in the Interpretation Act 1984 (WA), that must be complied with by all State organisations subject to the State Records Act 2000.

Development of the principles and standards has been carried out by the State Records Commission in consultation with State and Local Government agencies. To date the following standards have been developed by the State Records Commission:

Additional principles and standards will be released by the State Records Commission from time to time and published in the Government Gazette. The State Records Office will inform State and Local Government agencies of any new principles and standards issued by the State Records Commission.

Guidelines

Guidelines established by the State Records Commission aim to formalise best practice recordkeeping in accordance with its requirements under the State Records Act 2000.

To date the following guidelines have been developed and approved by the State Records Commission:

SRC Guideline 1 (withdrawn).
SRC Guideline 2: Storage of State Archives retained by Government agencies (withdrawn).
SRC Guideline 2: Checklist (withdrawn).
SRC Guideline 3. Published as Recordkeeping in Western Australia: Who is responsible?

Additional guidelines will be released by the State Records Commission from time to time. The State Records Office will inform State and Local Government agencies of any new guidelines issued by the State Records Commission.

Draft SRO Guidelines - Request for Comment

The State Records Office (SRO) is pleased to call for comment as part of the external stakeholder consultation phase for two proposed guidelines - SRO Guideline: Management of Digital Records and SRO Guideline: Management of Email. For further information and to download a copy of the guidelines, please visit the Request for Comment page.

Policies and Standards Manual

Policies and standards created by the State Records Office have been distributed to State and Local Government agencies as part of the State Records Office publication the Policies and Standards Manual.

The purpose of this manual is to support and promote efficient and effective records management in Government agencies by providing sound and consistent operational policies and standards. These polices and standards provide a framework upon which to base reliable services and systems for the management of information.

Each policy and standard applies to the whole of the Western Australian public sector, and comprises rationale and guidelines which define its scope. A Standard supports the policy and refers to minimum performance standards that provide the basis of best practice for development and implementation of individual procedures.

To date the State Records Office has issued the following policies and standards:

Public Records Policy 1: Disposal Authorities
Public Records Policy 2: Standards for Records Management
Public Records Policy 3: Training for Records Officers
Public Records Policy 4: Use of the Intermediate Records Repository
Public Records Policy 5: Mail Management
Public Records Policy 6: Standards for Public Records in the Amalgamation of Agencies
Public Records Policy 7: Standards for Public Records in Agencies which are to be Corporatised
Public Records Policy 8: Policy for the ongoing management of electronic records designated as having archival value
Public Records Standard 1: Records Management Standards for Document Imaging Systems
Public Records Standard 2: Guidelines for the Use of Commercial Repositories
Public Records Standard 3: Guidelines for Microfilming Public Records
State Records Standard 4: Management of Electronic Mail (E-Mail)
State Records Standard 5: Management of Electronic Documents in Networked Computer Environments
State Records Standard 6: Management of Electronic Documents in Stand - Alone Computer Environments

New policies and standards are issued from time to time, and existing policies and standards are reviewed and updated as required. Copies of all new or revised policies and standards are distributed free of charge to all State and Local Government agencies upon publication. Additional copies must be purchased from the State Records Office.

These policies and standards will remain current until they are incorporated within the framework of the overarching principles and standards issued by the State Records Commission.

Ordering the Policies & Standards Manual

To purchase the Policies and Standards Manual it is necessary to download the Publications Order Form.

The Publications Order Form should be completed and returned either by fax on (08) 9427 3368 or by post to the:

For any queries relating to ordering publications, contact Doug Carrie at the State Records Office by telephone on (08) 9427 3365, by fax on (08) 9427 3368, or via email at sro@sro.wa.gov.au.

Glossary of Terms

A Glossary of Terms used in State Records Commission and State Records Office publications is available for download.

Further Information

Inquiries regarding principles, policies and standards should be directed to the Recordkeeping Services Team on (08) 9427 3371 or via email at sro@sro.wa.gov.au.

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