Deciding on what is to happen to agency information, records, data and records management systems is a key component of due diligence during the Machinery of Government (MOG) changes. The types and scale of MOG changes vary in each organisation and is likely to require different actions. The Evidence Act 1995 prescribes the rules of evidence and affects the admissibility of documentary evidence and the weight of that evidence, including digital records and copies.
Internet documents such as websites are important resources and have to be preserved. Prior to 30 June 2017, the SRO advised all government agencies to create a copy of their website/s for ongoing reference, business and evidential needs. A copy of your organisation’s website/s for recordkeeping purposes must be retained in accordance with the General Disposal Authority for State Government Information and the State Records Act 2000. It is critical that individual agencies also capture social media exchanges (Facebook, Twitter, Instagram, YouTube, etc.) relevant to their business operations as corporate records.
The Public Sector Commission has published Machinery of Government structural changes - Checklist for agencies which provides ICT requirements related to websites. If required, a number of open source programs are available to create copies of your website, such as HTTrack.
For further consultation contact the State Records Office on (08) 9427 3661 or email at email@example.com.