TITLE: RECORDS AND INFORMATION MANAGEMENT POLICY

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1 TITLE: RECORDS AND INFORMATION MANAGEMENT POLICY REFERENCE NUMBER: 14/ RESPONSIBLE DEPARTMENT: Crprate Services APPLICABLE LEGISLATION: State Recrds Act 1997 Lcal Gvernment Act 1999 Crpratins Act 2001 Electrnic Transactin Act 2000 Evidence Act 2001 Financial Transactins Reprts Act 1988 Incme Tax Assessment Act 1997 Freedm f Infrmatin Act 1991 AS:ISO Infrmatin and Dcumentatin Recrds Management STRATEGIC PLAN: Strategies 5.4 Infrmatin Prvider RELATED POLICIES: Cde f Cnduct fr Cuncil Emplyees Cde f Cnduct fr Cuncil Members Electrnic User Agreement SUPPORTING PROCEDURES: Recrds Management Prcedure fr Cuncil Members ENDORSED BY COUNCIL: 15 December 2014 NEXT REVIEW DATE: December 2018 Prcedure Dcument and Recrds Management (Staff) 1. POLICY STATEMENT The Cuncil is cmmitted t implementing best practice in the management f ur recrds and infrmatin, ensuring that it is dne in accrdance with ur business and legislative requirements. 2. PURPOSE The District Cuncil f Munt Barker (the Cuncil) recrds are a vital asset that supprt ur daily functins and peratins by prviding evidence f actins and decisins that have been made, therefre demnstrating gd gvernance and enhancing the reputatin f the Cuncil thrugh transparent and accuntable gvernment. This plicy prvides the framewrk fr the Cuncil t effectively fulfill its bligatins and statutry requirements under the State Recrds Act Recrds and Infrmatin Management Plicy > P age 1 15 December 2014

2 3. DEFINITIONS This sectin prvides definitins fr terms that have particular meaning r have a need fr sme interpretatin related t this plicy. TERM DEFINITION / EXAMPLES ASSOCIATED TERMS RECORDS Any infrmatin that yu create r receive as part f yur wrk fr the Cuncil, regardless f frmat, fr example: Databases Digital dcuments (Wrd, Excel, PwerPint, PDF) Digital images (phtgraphs, micrfilm, micrfiche) Instant Messages Ledgers, vlumes Physical Recrds (hard cpy dcuments) Scial Media (Twitter, Facebk, wikis, blgs, YuTube) Website and Intranet Cntent METADATA data describing the cntext, cntent and structure f recrds and their management thrugh time. 4. RESPONSIBILITIES Specific respnsibilities and accuntabilities fr recrds and infrmatin management at the Cuncil include: COUNCIL MEMBERS Cuncil Members must prvide recrds t Cuncil t be stred in HP TRIM. CHIEF EXECUTIVE OFFICER As prescribed by Sectin 99 f the Lcal Gvernment Act 1999, the Chief Executive Officer is respnsible fr ensuring that systems are in place t cause all recrds required under any legislatin t be kept and maintained prperly. GENERAL MANAGERS General Managers are respnsible fr ensuring staff are aware f and cmply with plicies, prcedures r systems designed t effect the apprpriate cllectin, strage and maintenance f business recrds. SENIOR RATES AND PROPERTY OFFICER The Senir Rates and Prperty Officer will ensure that staff are made aware f the new Plicy which will be placed n Cuncil s website and intranet. ALL EMPLOYEES All members f staff (including vlunteers and thse under cntract) have a respnsibility t create, capture and manage apprpriately cmplete and accurate recrds f the Cuncil s business, including recrds f decisins made, actins taken and transactins f daily business. Recrds and Infrmatin Management Plicy > P age 2 15 December 2014

3 All members f staff (including vlunteers and thse under cntract) must cmply with the Cuncils Infrmatin Gvernance Prgram as dcumented in its plicies, prcedures and prcesses. Respnsibilities fr Capture, Cntrl, Dispsal, Strage an Access t recrds are rganised as lists f tasks that must be cmpleted by an individual r department. RECORDS AND INFORMATION MANAGEMENT DEPARTMENT The Recrds and Infrmatin Management Department is respnsible fr the efficient management f the Cuncil s Electrnic Dcument Recrds Management System (EDRMS), ensuring that sund recrdkeeping principles and recrds management best practice guidelines are fllwed and adhered t. Recrds and Infrmatin Management staff are respnsible fr: Ensuring new users are added t the EDRMS as part f the new user inductin prgram Ensuring recrds are captured unifrmly acrss the Cuncil and stred in apprved crprate systems Maintaining the integrity and authenticity f recrds Managing the strage f hardcpy recrds lcated nsite and ffsite Managing the dispsal f recrds under apprved dispsal schedules and maintaining the register f destryed recrds Onging review and amendment f dispsal schedules Ensuring the system is accessible and perfrming apprpriately n a day t day basis Respnding t user requests fr assistance with recrds management r EDRMS issues. 5. SCOPE This plicy applies t the capture, cntrl, strage, access and dispsal f recrds and applies t all Cuncil emplyees, Cuncil Members, representatives, cnsultants, and cntractrs emplyed r engaged by the Cuncil and ther authrised persnnel ffered access t Cuncils resurces. This plicy applies t recrds f all wrk undertaken by r n behalf f the Cuncil, and in all media r frmats that are cntained in all business systems. Emplyees f Cuncil are required t adhere t the requirements f this plicy in accrdance with the Cde f Cnduct fr Cuncil Emplyees. Cuncil Members are required t adhere t the requirements f this plicy in accrdance with the Cde f Cnduct fr Cuncil Members RECORDKEEPING SYSTEMS The Cuncils endrsed recrdkeeping systems is HP TRIM. Emplyees must nly use HP TRIM r the Business Systems, as detailed in this sectin, t manage their recrds. Emplyees must nt stre r manage recrds in the fllwing areas: Cuncil System Lcal Drives Recrds and Infrmatin Management Plicy > P age 3 15 December 2014

4 Prtable Strage Devices Shared Drives Persnal Place f Residence Emplyees are prhibited frm string r managing recrds in the abve areas as the capture, cntrl, strage, access and dispsal f recrds in these areas cannt be applied. The fllwing table details Cuncil Business Systems, which in their wn right are Cuncil recrds due t the metadata and in sme cases dcuments they cntain, and hw they interact with the Cuncil s recrdkeeping system HP TRIM. BUSINESS SYSTEM DESCRIPTION RECORDS MANAGEMENT AUTHORITY EXPONARE IMPS MY DATA Cuncil s main Crprate Database. A fully integrated sftware system that allws real time sharing f data between all mdules. EXPONARE is an interactive map interface that displays a large range f spatial data including displaying attribute infrmatin frm integrated Crprate Systems (Authrity and MyData) in additin extends t bi directin integratin t HP TRIM fr recrd retrieving thrugh the Map2HP TRIM middleware. Database that cntains immunisatin and vaccinatin recrds fr members f the public that have participated in the Cuncils Immunisatin Prgram. Detailed infrmatin n Cuncil infrastructure assets e.g. buildings, rads, ftpaths, strm water pipes and pits, waste water pipes and access pints, retentin and detentin basins, seal and unsealed rads, pen space and playgrunds. All dcuments generated thrugh Authrity are autmatically captured int the Cuncil s recrdkeeping system HP TRIM. Only metadata is held within EXPONARE n dcuments are stred within the system. Querying the system dynamically returns recrds frm HP TRIM as required and metadata frm Authrity, HP TRIM and MyData as needed. Only metadata is held within IMPS n dcuments are stred within the system. Recrds relating t the metadata are Only metadata is held within MY DATA n dcuments are stred within the system. Recrds relating t the metadata are Recrds and Infrmatin Management Plicy > P age 4 15 December 2014

5 BUSINESS SYSTEM DESCRIPTION RECORDS MANAGEMENT PLANET FOOTPRINT Web based platfrm that crdinates the capture f all the Cuncils energy, water, greenhuse and ther perfrmance data Only metadata is held within PLANET FOOTPRINT n dcuments are stred within the system. Recrds relating t the metadata are SYSTEM MANAGEMENT SYSTEM (SMS) A database system which manages data regarding HACC clients and services. Only metadata is held within SMS n dcuments are stred within the system. Recrds relating t the metadata are VOLUNTEER 2 Vlunteer Management Sftware assists the Cuncil t engage vlunteers effectively and efficiently. Includes nline applicatin frms, searchable database, flexible scheduling. Only metadata is held within Vlunteer 2 n dcuments are stred within the system. Recrds relating t the metadata are 5.2. DIGITISATION The Cuncil is cmmitted t undertaking the digitisatin f recrds wherever pssible in rder t realise the fllwing benefits: Facilitate streamlined capture f recrds and infrmatin int business systems Minimise csts assciated with the strage and retrieval f physical recrds Enable greater infrmatin discvery thrughut the rganisatin Cuncil emplyees will ensure that digitisatin activities will be carried ut in accrdance with the rganisatinal digitisatin prcedures. The digitisatin prcedures will establish and maintain cmpliance f digitisatin activities with legislative, regulatry and industry best practice requirements ARCHIVING AND DISPOSAL All recrds are t be stred and maintained within an apprved strage facility with an envirnment that will facilitate the safe and efficient preservatin and access f recrds and infrmatin. Recrds that are n lnger required fr peratinal r regulatry cmpliance purpses will be managed in accrdance with apprved retentin and dispsal schedules which dcument the minimum retentin perids applicable befre a dcument can be dispsed f legally. Cuncil emplyees will ensure that archiving and dispsal activities will be carried ut in accrdance with the rganisatinal archiving and dispsal prcedures. The archiving and dispsal prcedures will establish and maintain cmpliance f archiving and dispsal activities with legislative, regulatry and industry best practice requirements. Recrds and Infrmatin Management Plicy > P age 5 15 December 2014

6 5.4. BUSINESS CLASSIFICATION SCHEME (BCS) The BCS is the definitive classificatin tl utilised by the rganisatin. The BCS is a centralised file structure that is designed t allw recrds and infrmatin t be classified accrding t the functin r activity that they relate t. The BCS dcument cntains an indicatin f the develpment and review prcess fr future changes t the classificatin. 6. REVIEW This Plicy will be reviewed every fur (4) years r earlier in the event f changes t legislatin r related Plicies and Prcedures r if deemed necessary by the Senir Rates and Prperty Officer. 7. ACCESS TO THE POLICY The Plicy is available fr public inspectin at the Custmer Service Centre, at the Lcal Gvernment Centre, 6 Duttn Rad, Munt Barker, Suth Australia and n the Cuncil s website 8. FURTHER INFORMATION Fr further infrmatin n this Plicy, please cntact: Title: Senir Rates and Prperty Officer Address: PO Bx 54, Munt Barker Suth Australia, SA, 5251 Telephne: Recrds and Infrmatin Management Plicy > P age 6 15 December 2014

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