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Recordkeeping Plans
Section 19 of the State Records Act 2000 requires that every government organisation must have a Recordkeeping Plan that has been approved by the State Records Commission.
As of April 2007 all State and local government organisations have an approved Recordkeeping Plan (RKP). Section 28 of the State Records Act 2000 requires that no more than 5 years must elapse between approval of a government organisation’s Recordkeeping Plan and its review. An organisation may amend its Recordkeeping Plan to reflect significant changes to its functions or recordkeeping practices.
Templates and guidelines have been updated to assist organisations in the preparation of their RKP documentation.
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The Recordkeeping Plan shall comprise one or more documents which, when assessed as a whole, will provide an accurate reflection of the recordkeeping program within the organisation.
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Recordkeeping Plan templates are available for use by State and local government organisations when developing and amending their Recordkeeping Plans.
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A Self-Evaluation Checklist and associated Guidelines must be utilised by State and local government organisations when developing and amending their Recordkeeping Plans.
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Government organisations are to review their RKP's and submit a report of the review to the State Records Commission, via the State Records Office, no more than 5 years after approval.
Introduction
The State Records Act 2000 is an Act to provide for the keeping of State records and for related purposes. Section 19 of the Act requires that every government organisation must have a Recordkeeping Plan that has been approved by the State Records Commission.
Parliamentary departments are required under Section 12 of the Act to have a Recordkeeping Plan that is approved by the President of the Legislative Council or the Speaker of the Legislative Assembly.
Government organisations listed in Schedule 3 are required, under Section 27 of the Act, to have a Recordkeeping Plan approved by their relevant Minister.
The State Records Commission is required, under Section 25 of the Act, to have a Recordkeeping Plan approved by the Minister.
A government organisation's Recordkeeping Plan sets out the matters about which records are to be created by the organisation and how it is to keep its records.
The Recordkeeping Plan shall comprise one or more documents which, when assessed as a whole, will provide an accurate reflection of the recordkeeping program within the organisation. More specifically, documentation regarding the organisation's recordkeeping system/s, disposal arrangements, policies, practices and processes will be the essential components of the Recordkeeping Plan. The inclusion of such documentation will constitute evidence of compliance. Each government organisation will be expected to present sufficient evidence that best practices have been implemented within the organisation.
Copies of the State Records Act 2000 and the companion State Records (Consequential Provisions) Act 2000 are available for purchase from the State Law Publisher.
The online version of the State Records Act 2000 can be viewed at the State Law Publisher website.
To view the Principles and Standards established by the State Records Commission click here.
Recordkeeping Plan Templates
Recordkeeping Plan templates are available for use by new State and local government organisations when developing their Recordkeeping Plans. Recordkeeping Plan templates are also available for use by existing State and local government organisations when amending their Recordkeeping Plans.
Please note that all Recordkeeping Plans (RKP) must be accompanied by an RKP Self-Evaluation Checklist and Transmittal Letter (see Recordkeeping Plan Guidelines below).
Recordkeeping Plan Templates – State Government Organisations - updated 23rd June 2008
The State Records Office has developed two Recordkeeping Plan templates for use by government organisations.
- Template for NEW Recordkeeping Plans for State Government Organisations
- Template for AMENDED Recordkeeping Plans for State Government Organisations
Please refer to the associated instructions for using this template.
Recordkeeping Plan Templates - Local Government Organisations - updated 23rd June 2008
The State Records Office, in conjunction with the Local Government Records Management Group (LGRMG) and the WA Local Government Association (WALGA), has developed two Recordkeeping Plan templates for use by local government organisations.
- Template for NEW Recordkeeping Plans for Local Government Organisations
- Template for AMENDED Recordkeeping Plans for Local Government Organisations
Please refer to the associated instructions for using this template.
Recordkeeping Plan Guidelines
The State Records Office has developed a Self-Evaluation Checklist and associated Guidelines which must be utilised by State and local government organisations when developing and amending their Recordkeeping Plans. The checklist and transmittal letter are to be submitted with each Recordkeeping Plan (RKP).
Please use the appropriate letter when you are ready to submit your Recordkeeping Plan to the State Records Office.
State Government
- State Government organisation RKP Self-Evaluation Checklist
- State Government organisation RKP Self-Evaluation Guidelines - updated 23rd June 2008
Local Government
- Local Government RKP Self-Evaluation Checklist
- Local Government RKP Self-Evaluation Guidelines - updated 23rd June 2008
Recordkeeping Plan Reviews
Section 28 of the Act requires that no more than 5 years must elapse between approval of a government organisation's Recordkeeping Plan and its review.
Government organisations are required to review their RKPs and submit a report of the review to the State Records Commission, via the State Records Office, prior to the expiration of the 5 year period. An organisation may determine, depending on the results of the review, that their RKP is to be amended. Refer to the Recordkeeping Plan Templates for the relevant templates for amended Recordkeeping Plans.
A guideline has been developed to assist government organisations with preparing the RKP review report.
Download the Guideline for Recordkeeping Plan Review Reports.
Recordkeeping Plan Training
A Recordkeeping Plan Seminar Presentation is available to download.
Further information on Recordkeeping Training is available.
Further Information
If you require further information on Recordkeeping Plans that is not covered within this section please contact the Manager: State Recordkeeping on (08) 9427 3371 or via email at sro@sro.wa.gov.au.
