Since 2006, the State Records Commission has sponsored a special W S Lonnie Award in partnership with the Institute of Public Administration Australia (WA Division). This specialist award, the State Records Commission Award, recognises excellence in reporting against the compliance requirements of SRC Standard 2, Principle 6 in Annual Reports.
The Annual Reports of all State government organizations are considered for this Award and progress through two short listing phases. The Annual Reports in the final short list are evaluated by an independent judging panel, according to how well the following criteria are addressed:
- the efficiency and effectiveness of the organization’s recordkeeping systems are evaluated not less than once every five years;
- the organization conducts a recordkeeping training program;
- the efficiency and effectiveness of the recordkeeping training program are reviewed from time to time; and
- the organization’s induction program addresses employees’ roles and responsibilities in regard to their compliance with the agency’s recordkeeping plan.
2013 Winner – Economic Regulation Authority
At the Institute of Public Administration Australia’s W S Lonnie Awards presentation on 1 March 2013, the State Archivist and Executive Director State Records, Ms Cathrin Cassarchis, was delighted to announce the Economic Regulation Authority (ERA) as the recipient of this year’s State Records Commission Award for Excellence in Compliance Reporting. The Award was presented to Ms Pam Herbener, Manager, Corporate Services (pictured right - photograph courtesy of IPAA).
The ERA’s annual report statement clearly demonstrates the agency’s commitment to building a solid information culture and meeting the compliance requirements of the State Records Act 2000. While recordkeeping compliance already features in their reporting structure, the ERA has implemented a three year audit plan to further strengthen its information compliance framework.
The agency’s most recent internal audit focussed on 39 risk areas associated with records management. Some of those were identified for continuous improvement supported with policy and processes, along with regular efficiency checks in line with the business requirements.
Mandatory training for all staff, with refreshers every 18 months, underpins the ERA’s determination to enable staff to understand their recordkeeping responsibilities. This training is supported by quick reference guides; analysis and review of staff feedback and induction programs for new employees.
The ERA’s robust audit and training framework is all the more impressive considering the small size of the agency, employing fewer than 50 staff.
2013 Special Commendation – Department of Mines and Petroleum
A special commendation was awarded to the Department of Mines and Petroleum for reporting on its work to evaluate and improve recordkeeping processes.
The Department’s report describes a comprehensive training and induction program to inform staff about their recordkeeping roles and responsibilities, as well as providing more specific information tailored to particular employee groups. The Department also documented its work to improve records management practices, particularly with integrating major business databases with the corporate electronic records management system, leading to more effective control and management of information across the agency.
The State Records Commission and the State Records Office extend congratulations to both organizations for their impressive entries.
Past winners of the Award
- 2012 Winner: Disability Services Commission - Special commendation: Main Roads Western Australia
- 2011 Winner: Western Australia Police - Special commendation: Main Roads Western Australia
- 2010 Winner: Fremantle Port Authority - Special commendation: Disability Services Commission
- 2009 Winner: Disability Services Commission - Special commendation: Fremantle Port Authority
- 2008 Winner: Department of the Attorney General - Special commendations: Botanic Gardens and Parks Authority; C Y O’Connor College of TAFE
- 2007 Winner: Central West College of TAFE - Special commendations: Disability Services Commission; Fremantle Port Authority
- 2006 Winner: South West Regional College of TAFE - Special commendation: Not awarded