The State Records Commission
The State Records Commission (the Commission) was established in July 2001 under the terms of Part 8 of the State Records Act 2000. The Commission consists of four members: the Auditor General, the Information Commissioner, the Ombudsman, and an appointee with recordkeeping experience from outside Government (that is, someone who is not a public service officer under the terms of the Public Sector Management Act 1994). The fourth Commissioner is appointed by the Governor for a three year term.
The Commission's functions are set out in the State Records Act 2000 and include:
- monitoring the operation of and compliance with the Act;
- monitoring compliance by government organisations with their recordkeeping plans; and
- inquiring into breaches or possible breaches of the Act.
Under the Act the Commission is responsible for establishing principles and standards to govern recordkeeping by government organisations, and is required to produce guidelines outlining the requirements for government organisations' recordkeeping plans. The development of recordkeeping plan requirements and the approval of agencies' recordkeeping plans is a core function of the Commission. Recordkeeping plans identify all records created by an agency and specify how long records must be retained by an organisation, and which records, if any, are to be retained permanently as State archives and transferred to the State Records Office. Recordkeeping plans also outline how records are to be managed in the context of an organisation's functions.
All recordkeeping plans must be submitted to the Commission for approval, and government organisations are required to report periodically to the Commission in order to demonstrate continued compliance with their recodkeeping plan. The Commission also authorises the restricted access status of State archives as identified in an organisation's plan.
To assist with the process of approving recordkeeping plans for government agencies the Commission has established a committee to advise it about State records that should be archives, retention periods for those State records that are not to be State archives, and associated matters. This committee is the State Records Advisory Committee.
In addition to monitoring the compliance of government organisations with their recordkeeping plans the Commission is also empowered to inquire into breaches of the legislation. The Commission reports directly to Parliament and is required to provide Parliament with an annual report on the operation of the legislation. It can at any time submit a written report to Parliament about contraventions of the Act by a Government organization.
In performing these functions the Commission aims to ensure that best practice recordkeeping is adhered to by State and Local Government agencies, and that, subject to the law, government records are made accessible to the public.
For administrative and resourcing purposes the operational arm of the recordkeeping functions of the Commission is vested in the State Records Office under the Director of State Records. Those functions are aimed at supporting agencies in continued improvement of their records and archives management activities.
The State Records Commission is committed to improving the standard of recordkeeping across the public sector and to ensuring the continued preservation of Government archives for the people of Western Australia. This is demonstrated by the membership of the Commission, which is at a level commensurate with the high degree of accountability and transparency that are hallmarks of the legislation.
Vision 2011
During 2006 the Commission developed a five year strategic vision statement which will act as a blueprint for the Commission and the State Records Office for the next five years.
Commission Meeting Dates
The Commission is due to meet on the following dates in 2008:
- Tuesday, 18 March
- Wednesday, 18 June
- Friday, 3 October
- Friday, 5 December
To view the Commission's Freedom of Information policy click here.
To view the Commission's Annual Report 2006/2007 click here
To view the Commission's Annual Report 2005/2006 click here
To view the Commission's Annual Report 2004/2005 click here
To view the Commission's Annual Report 2003/2004 click here
To view the Commission's Annual Report 2002/2003 click here
To view the Commission's Annual Report 2001/2002 click here
To view the Commission's Recordkeeping Plan 2002 click here
To view details of the current members of the Commission click here
