NATIONAL ARCHIVES OF AUSTRALIA

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1 NATIONAL ARCHIVES OF AUSTRALIA Section 1: Entity overview and resources 1.1 STRATEGIC DIRECTION STATEMENT The functions of the National Archives of Australia (the Archives) are defined in the Archives Act In particular, the objects of the Archives Act are: to provide for a National Archives of Australia, whose functions include: identifying the archival resources of the Commonwealth; and preserving and making publicly available the archival resources of the Commonwealth; and overseeing Commonwealth record-keeping, by determining standards and providing advice to Commonwealth institutions; and to impose record-keeping obligations in respect of Commonwealth records. The Archives fulfils these functions by undertaking a range of business activities, supported by strategic direction setting, governance and corporate areas. The Archives has a single-programme structure designed to ensure that key performance measures can be reported in each area of core business. The Archives will continue to: respond to changes in the information environment, including the requirement to move Commonwealth entities towards a comprehensive digital information and records management regime assist entities to build capability to meet information management requirements, including those associated with whole-of-government initiatives, and promote accountability in information and records management. As the rate of records transferred to digital form increases, the Archives will monitor and, as appropriate, expand its capability to manage, preserve and make those records available for public access. The Archives will continue to oversee the delivery of additional preservation and storage capacity foster effective relationships with entities and strategic stakeholders, including the information and communication technology and cultural sectors. The Archives will work closely with other key information and security entities across government to ensure that digital records management issues are addressed through information strategies, standards and policies accept transfer of paper and digital records from entities. This includes working with entities to improve business efficiency across government by enhancing the ability to retrieve and reuse information and reducing stockpiles of paper records. 353

2 The Archives is committed to providing access to the collection. The public has shown a strong preference for online access and technologies. In response, the Archives has continued to improve access to the collection through its websites. The Archives will explore opportunities for promotion of and access to the collection, and will continue to identify and provide opportunities for public engagement with the collection through exhibitions, public programmes and online services, particularly highlighting anniversaries of key people and events. This will include delivery of services to all Australians, in cities and regional areas. 1.2 ENTITY RESOURCE STATEMENT Table 1.1 shows the total resources from all sources. Table 1.1: Entity resource statement Budget s for as at Budget May 2015 Actual available appropriation Estimate of prior year amounts available in Proposed at Budget Total ORDINARY ANNUAL SERVICES(a) Departmental appropriation Prior year appropriations(b) 21,120 20,539 20,539 Departmental appropriation(c) 64,920 65,044 65,044 s 74 retained revenue receipts(d) 2,699 2,290 2,290 Total ordinary annual services 88,739 20,539 67,334 87,873 Total available annual appropriations 88,739 20,539 67,334 87,873 Total net resourcing for entity 88,739 20,539 67,334 87,873 All figures are GST exclusive. (a) Appropriation Bill (No. 1). (b) Estimated adjusted balance carried forward from previous year. (c) Includes an amount of $5.868m in for the departmental capital budget (see Table for further details). For accounting purposes this amount has been designated as contributions by owners. (d) Estimated retained revenue receipts under section 74 of the Public Governance, Performance and Accountability Act

3 1.3 BUDGET MEASURES Measures announced in the Mid-Year Economic and Fiscal Outlook (MYEFO) and other measures not previously reported in a portfolio statement are summarised in Part 2 of Table 1.2. Table 1.2: Entity Budget measures Part 1: Measures announced since the MYEFO The Archives has no new post-myefo measures. Part 2: MYEFO measures and other measures not previously reported in a portfolio statement Measures Programme Smaller Government collection agencies consolidation of back office functions(a) 1.1 Departmental expenses (50) (464) (416) (416) Total (50) (464) (416) (416) Prepared on a Government Finance Statistics (fiscal) basis. (a) This measure was originally announced in the Budget (see page 63 of Budget Paper No. 2 for further information). 355

4 Section 2: Outcomes and planned performance 2.1 OUTCOMES AND PERFORMANCE INFORMATION Government outcomes are the intended results, impacts or consequences of actions by the government on the Australian community. Commonwealth programmes are the primary vehicle by which government entities achieve the intended results of their outcome statements. Entities are required to identify the programmes that contribute to government outcomes over the budget and forward years. The Archives outcome is described below together with its related programme, specifying the performance indicators and targets used to assess and monitor the performance of the Archives in achieving government outcomes. Outcome 1: To promote the creation, management and preservation of authentic, reliable and usable Commonwealth records and to facilitate Australians access to the archival resources of the Commonwealth Outcome 1 strategy Government records management Australian Government entities face challenges in managing information and records in a rapidly changing digital environment. With increased demands for openness and new ways of creating, storing and accessing information, the Archives will guide entities in building their digital records and information management capability to better equip them to meet their business requirements and their obligations under the Archives Act in appropriate, contemporary and cost-effective ways. Management of the archival collection The collection is large, unique and complex. The Archives will continue to develop the collection through the identification and transfer of records of national archival value from entities. The Archives will also continue to refine the collection by reviewing records in custody to ensure it contains only records of national archival value. To ensure the collection remains accessible, the Archives will describe and preserve the records, focusing on describing significant and popular records and preserving those at risk of loss through deterioration, obsolescence or high use. To maintain the authenticity and reliability of the collection, the Archives will register the provenance and location of all records, and provide appropriate, secure and controlled storage environments. 356

5 Access and participation The Archives will provide access to, promote, interpret and communicate the collection and foster engagement with Australians through its national network of reading rooms and reference services. The Archives websites and the national digitisation service will enhance the accessibility of the collection by increasing the number of record pages available online. The Archives will also enable Australians to learn about their heritage and democracy, and the role of the Archives, by providing lifelong education and information programmes and interactive experiences. Outcome 1 expense statement Table 2.1 provides an overview of the total expenses for Outcome 1, by programme. Table 2.1: Budgeted expenses for Outcome 1 Outcome 1: To promote the creation, management and preservation of authentic, reliable and usable Commonwealth records and to facilitate Australians access to the archival resources of the Commonwealth Programme 1.1: National Archives of Australia Estimated actual expenses Estimated expenses Departmental expenses Departmental appropriation(a) 61,708 61,466 Expenses not requiring appropriation in the budget year(b) 11,880 12,819 Total expenses for Outcome 1 73,588 74,285 Average staffing level (number) Note: Departmental appropriation splits and totals are indicative s and may change in the course of the budget year as government priorities change. (a) Departmental appropriation combines Ordinary annual services (Appropriation Bill No. 1) and Revenue from independent sources (s 74). (b) Expenses not requiring appropriation in the budget year are made up of depreciation expenses, amortisation expenses, make-good expenses and audit fees. 357

6 Contributions to Outcome 1 Programme 1.1: National Archives of Australia Programme 1.1 objective The Archives seeks to promote the creation, management and preservation of authentic, reliable and usable Commonwealth records and to facilitate Australians access to the archival resources of the Commonwealth by: guiding entities in building their digital records and information management capability to better equip them to manage their business requirements and meet their obligations under the Archives Act in an appropriate, contemporary and cost-effective way identifying and protecting records of national archival value by transferring them from entities to appropriate custody for secure storage, description and preservation to support continued use by the Australian Government and the public providing access to, promoting and interpreting the collection through research, reading rooms and online services, and enabling Australians to learn about their heritage and democracy developing archival initiatives that will strengthen Australia s ties with other countries maintaining governance and financial frameworks in the Archives that support organisational excellence and the proper use and management of the Archives appropriation and assets to ensure its continued sustainability. Programme 1.1 expenses Estimated actual Budget Annual departmental expenses Departmental item 61,708 61,466 74,007 67,561 68,342 Expenses not requiring appropriation in the budget year(a) 11,880 12,819 12,819 12,819 12,819 Total programme expenses 73,588 74,285 86,826 80,380 81,161 (a) Expenses not requiring appropriation in the budget year are made up of depreciation expenses, amortisation expenses, make-good expenses and audit fees. 358

7 Programme 1.1 deliverables Facilitate the development and use of records authorities for the retention, disposal and transfer of Commonwealth records to meet entities business needs and the Archives objectives in ensuring records are accessible to the government and Australian people over time. Develop best practice records and information management standards, policies and guidance appropriate for a contemporary information environment. Provide services that enhance entities digital records and information management capability. Assist entities to continue to implement their transition to digital records and information management, and monitor and report on their improvements in digital capability and practices. Contribute to, and consult widely on, broader information and records management approaches that meet government expectations for transparency and accountability, and entities business needs. Negotiate the transfer of records of national archival value to the Archives (or appropriate alternatives) when their business use in entities has ended. Provide and manage secure and controlled environments for records of national archival value. Maintain the master administrative record of the Commonwealth machinery of government. Register the provenance of all records. Describe records at item level to enable their access through online searching. Preserve records so that they are accessible now and into the future. Provide a national reference and digitisation service to enable access to records online and in reading rooms around the country. Provide interactive websites, exhibitions, public programmes and events that allow Australians to engage with and explore the Archives, the collection and its role and impact on Australia s democracy, culture and way of life. Provide a national touring exhibition programme and an online learning programme that take the collection to city and regional centres, and a schools and community education programme that introduces regional visitors to Canberra, the Archives and the collection. Develop marketing and information programmes, including through social media, newsletters and media engagement, to inform a diverse national audience about the Archives and its services. Produce publications that assist Australians to research and be informed by the collection. Ensure proper use and management of the Archives appropriation and assets in accordance with the Public Governance, Performance and Accountability Act Continue to review the Archives governance framework to ensure a high level of accountability and improved services. 359

8 Programme 1.1 deliverables (continued) Deliverables Transfers Estimated actual Budget Percentage of National Transfer Plan (entity transfers) completed 95% 95% 95% 95% 95% Preservation Number of at-risk items provided preservation treatment 230, , , , ,000 Access Number of records pages added to the Archives website (RecordSearch) 1.1m 1.5m 1.5m 1.5m 1.5m Percentage of items issued to the public and entities within service standards 95% 95% 95% 95% 95% Percentage of reference enquiries responded to within 30 days 90% 85% 85% 85% 85% Percentage of records examined and cleared within 90 days 90% 100% 100% 100% 100% National reading room network business opening hours met 99% 90% 90% 90% 90% Number of records accessed through the national reference service 75,000 75,000 75,000 75,000 75,000 Archives website availability 99% 99% 99% 99% 99% 360

9 Programme 1.1 key performance indicators Key performance indicators Estimated actual Government interaction Budget Satisfaction rating on information and records management products, services and advice 90% 90% 90% 90% 90% Percentage of entities involved in Archives information management training and events 75% 75% 75% 80% 80% Percentage of entities reporting against Check-up Digital (annually) na 95% 95% 95% 95% Collection management Percentage of the total collection described at item level 31% 32% 33% 34% 35% Access, visitors and online engagement Total number of visitors to the Archives 125, , , , ,500 Total number of onsite visits by students as part of an organised educational group na 68,500 71,250 74,500 78,000 Total number of visitors participating in public and outreach programmes na 90, , , ,500 Percentage of visitors who are satisfied with their visit experience 90% 90% 90% 90% 90% Percentage of visitors and participants in programme activities who report an increased awareness and understanding of the Archives and Australia s heritage and democracy 90% 90% 90% 90% 90% Number of records accessed online through RecordSearch 12.0m 12.0m 15.0m 17.0m 17.0m Total number of visits to the Archives websites 5.0m 5.0m 5.0m 5.0m 5.0m Number of page views on the Archives websites 12.0m 15.0m 15.0m 15.0m 15.0m 361

10 Section 3: Explanatory tables and budgeted financial statements Section 3 presents explanatory tables and budgeted financial statements that provide a comprehensive snapshot of entity finances for the budget year. It explains how budget plans are incorporated into the financial statements and provides further details of the reconciliation between appropriations and programme expenses. 3.1 EXPLANATORY TABLES Movement of administered funds between years The Archives has no administered funds Special accounts The Archives has no special accounts Australian Government Indigenous expenditure The Archives has no Indigenous-specific expenses. 3.2 BUDGETED FINANCIAL STATEMENTS Differences in entity resourcing and financial statements There is no material difference between the entity resourcing and financial statements Analysis of budgeted financial statements Comprehensive income statement After adjusting for depreciation and amortisation expense, the Archives is budgeting for a surplus of $9.440m, representing revenue recognised from the intake of records of national archival value from government entities net of withdrawal and destruction of collection items. Other revenue is d to remain steady in the budget and forward years, and is directly related to the d intake of collection items. Revenue from the sale of goods and rendering of services and rental income is d to remain steady. In , revenue from government and total expenses increase by $12.507m, primarily due to funding provided in the Budget for the National Archives Preservation Facility to cover additional rent and other costs associated with the new facility. In , revenue from government reduces by $6.462m, as only the ongoing net additional rent for the new facility is funded. 362

11 Budgeted departmental balance sheet Equity is d at $1.478b at 30 June 2016, reflecting the net effect of the operating result and contributions by owners for asset replacement. Equity is d to increase over the forward s period largely as a result of the increase in value of heritage and cultural assets due to the intake of new collection items. At 30 June 2016 total assets are d at $1.498b, of which 96% is heritage and cultural assets. Budgeted liabilities total $19.118m, which comprises payables of $4.513m and provisions of $14.605m. 363

12 3.2.3 Budgeted financial statements tables Table 3.2.1: Comprehensive income statement (showing net cost of services) for the period ended 30 June EXPENSES Estimated actual Budget Employee benefits 37,229 39,717 38,175 38,463 39,248 Suppliers 23,576 21,785 35,868 29,134 29,130 Grants Depreciation and amortisation 12,183 12,183 12,183 12,183 12,183 Finance costs Losses from asset sales Total expenses 73,588 74,285 86,826 80,380 81,161 LESS: OWN-SOURCE INCOME Own-source revenue Sale of goods and rendering of services 2,575 2,166 2,198 2,211 2,224 Rental income Other 10,000 10,000 10,000 10,000 10,000 Total own-source revenue 12,699 12,290 12,324 12,340 12,356 Gains Other Total gains Total own-source income 12,775 12,366 12,400 12,416 12,432 Net cost of (contribution by) services 60,813 61,919 74,426 67,964 68,729 Revenue from government 59,009 59,176 71,683 65,221 65,986 Surplus (deficit) attributable to the Australian Government (1,804) (2,743) (2,743) (2,743) (2,743) OTHER COMPREHENSIVE INCOME Changes in asset revaluation surplus Total other comprehensive income Total comprehensive income (loss) (1,804) (2,743) (2,743) (2,743) (2,743) Total comprehensive income (loss) attributable to the Australian Government (1,804) (2,743) (2,743) (2,743) (2,743) Note: Impact of net cash appropriation arrangements Total comprehensive income (loss) excluding depreciation/amortisation expenses previously funded through revenue appropriations 10,379 9,440 9,440 9,440 9,440 Less depreciation/amortisation expenses previously funded through revenue appropriations 12,183 12,183 12,183 12,183 12,183 Total comprehensive income (loss) as per the statement of comprehensive income (1,804) (2,743) (2,743) (2,743) (2,743) Prepared on Australian Accounting Standards basis. 364

13 Table 3.2.2: Budgeted departmental balance sheet (as at 30 June) ASSETS Financial assets Estimated actual Budget Cash and cash equivalents Trade and other receivables 21,337 21,337 21,337 21,337 21,337 Total financial assets 21,523 21,523 21,523 21,523 21,523 Non-financial assets Property, plant and equipment 18,656 18,360 18,280 18,277 18,309 Heritage and cultural assets 1,437,303 1,440,841 1,444,379 1,447,917 1,451,455 Intangibles 15,639 15,582 15,525 15,468 15,436 Inventories Other non-financial assets 1,072 1,072 1,072 1,072 1,072 Total non-financial assets 1,472,901 1,476,086 1,479,487 1,482,965 1,486,503 Total assets 1,494,424 1,497,609 1,501,010 1,504,488 1,508,026 LIABILITIES Payables Suppliers 1,940 1,940 1,940 1,940 1,940 Other payables 2,573 2,573 2,573 2,573 2,573 Total payables 4,513 4,513 4,513 4,513 4,513 Provisions Employee provisions 12,645 12,645 12,645 12,645 12,645 Other provisions 1,900 1,960 2,020 2,080 2,140 Total provisions 14,545 14,605 14,665 14,725 14,785 Total liabilities 19,058 19,118 19,178 19,238 19,298 Net assets 1,475,366 1,478,491 1,481,832 1,485,250 1,488,728 EQUITY Parent entity interest Contributed equity 32,201 38,069 44,153 50,314 56,535 Reserves 330, , , , ,752 Retained surplus (accumulated deficit) 1,112,413 1,109,670 1,106,927 1,104,184 1,101,441 Total parent entity interest 1,475,366 1,478,491 1,481,832 1,485,250 1,488,728 Total equity 1,475,366 1,478,491 1,481,832 1,485,250 1,488,728 Prepared on Australian Accounting Standards basis. 365

14 Table 3.2.3: Departmental statement of changes in equity summary of movement (budget year ) Opening balance as at 1 July 2015 Retained earnings Asset revaluation reserve Contributed equity/ capital Total equity Balance carried forward from previous period 1,112, ,752 32,201 1,475,366 Adjustment for changes in accounting policies Adjusted opening balance 1,112, ,752 32,201 1,475,366 Comprehensive income Surplus (deficit) for the period (2,743) (2,743) Total comprehensive income (2,743) (2,743) Of which: Attributable to the Australian Government (2,743) (2,743) Transactions with owners Contributions by owners Departmental capital budget 5,868 5,868 Sub-total transactions with owners 5,868 5,868 Estimated closing balance as at 30 June ,109, ,752 38,069 1,478,491 Closing balance attributable to the Australian Government 1,109, ,752 38,069 1,478,491 Prepared on Australian Accounting Standards basis. 366

15 Table 3.2.4: Budgeted departmental statement of cash flows (for the period ended 30 June) OPERATING ACTIVITIES Cash received Estimated actual Budget Appropriations 59,590 59,176 71,683 65,221 65,986 Sale of goods and rendering of services 2,699 2,290 2,324 2,340 2,356 Net GST received 3,014 3,176 3,043 3,043 3,043 Total cash received 65,303 64,642 77,050 70,604 71,385 Cash used Employees 37,213 39,797 38,388 38,659 39,248 Suppliers 26,397 24,672 38,489 31,772 31,964 Net GST paid Other Total cash used 63,783 64,642 77,050 70,604 71,385 Net cash from (used by) operating activities 1,520 INVESTING ACTIVITIES Cash used Purchase of property, plant and equipment 7,431 5,868 6,084 6,161 6,221 Total cash used 7,431 5,868 6,084 6,161 6,221 Net cash from (used by) investing activities (7,431) (5,868) (6,084) (6,161) (6,221) FINANCING ACTIVITIES Cash received Contributed equity 5,911 5,868 6,084 6,161 6,221 Total cash received 5,911 5,868 6,084 6,161 6,221 Net cash from (used by) financing activities 5,911 5,868 6,084 6,161 6,221 Net increase (decrease) in cash held Cash and cash equivalents at the beginning of the reporting period Cash and cash equivalents at the end of the reporting period Prepared on Australian Accounting Standards basis. 367

16 Table 3.2.5: Departmental capital budget statement (for the period ended 30 June) NEW CAPITAL APPROPRIATIONS Estimated actual Budget Capital budget Bill 1 (DCB) 5,911 5,868 6,084 6,161 6,221 Total new capital appropriations 5,911 5,868 6,084 6,161 6,221 Provided for: Purchase of non-financial assets 5,911 5,868 6,084 6,161 6,221 Total items 5,911 5,868 6,084 6,161 6,221 PURCHASE OF NON-FINANCIAL ASSETS Funded by capital appropriation DCB(a) 7,431 5,868 6,084 6,161 6,221 Funded internally from departmental resources(b) 10,000 10,000 10,000 10,000 10,000 Total purchases of non-financial assets 17,431 15,868 16,084 16,161 16,221 RECONCILIATION OF CASH USED TO ACQUIRE ASSETS TO ASSET MOVEMENT TABLE Total purchases 17,431 15,868 16,084 16,161 16,221 Less gifted assets 10,000 10,000 10,000 10,000 10,000 Total cash used to acquire assets 7,431 5,868 6,084 6,161 6,221 Prepared on Australian Accounting Standards basis. DCB = departmental capital budget. (a) Does not include annual finance lease costs. Includes purchases from current and previous years DCBs. (b) Includes funding from contributions and gifts. 368

17 Table 3.2.6: Statement of asset movements (budget year ) Property, plant & equipment Heritage & cultural Computer software & intangibles Total As at 1 July 2015 Gross book value 27,831 1,459,729 33,644 1,521,204 Accumulated depreciation/amortisation and impairment (9,175) (22,426) (18,005) (49,606) Opening net book balance 18,656 1,437,303 15,639 1,471,598 CAPITAL ASSET ADDITIONS Estimated expenditure on new or replacement assets By purchase appropriation ordinary annual services(a) 4,437 1,431 5,868 Assets received as gifts/donations 10,000 10,000 Total additions 4,437 10,000 1,431 15,868 Other movements Depreciation/amortisation expense (4,733) (5,962) (1,488) (12,183) Other (500) (500) Total other movements (4,733) (6,462) (1,488) (12,683) As at 30 June 2016 Gross book value 32,268 1,469,229 35,075 1,536,572 Accumulated depreciation/amortisation and impairment (13,908) (28,388) (19,493) (61,789) Closing net book balance 18,360 1,440,841 15,582 1,474,783 Prepared on Australian Accounting Standards basis. (a) Appropriation ordinary annual services refers to funding provided through Appropriation Bill (No. 1) for depreciation and amortisation expenses, departmental capital budgets or other operational expenses. Estimated operating expenditure in income statement for heritage and cultural assets Operations and maintenance 17,812 Preservation and conservation 4,644 Total operating expenditure on heritage and cultural assets 22,

18 3.2.4 Notes to the financial statements Basis of accounting The budgeted financial statements have been prepared on an accrual accounting basis, having regard to Statements of Accounting Concepts, and in accordance with the Public Governance, Performance and Accountability (Financial Reporting) Rule 2015, Australian Accounting Standards and other authoritative pronouncements of the Australian Accounting Standards Board. Revenue from government Amounts appropriated are recognised as revenue, except for certain amounts that relate to activities that are reciprocal in nature, in which case revenue is recognised only when it has been earned. Appropriations receivable are recognised at their nominal amounts. Employee expenses Employee expenses consist of salaries, leave entitlements, redundancy expenses, superannuation and non-salary benefits. Supplier expenses Supplier expenses consist of administrative costs, consultants costs, travel expenses, property operating expenses and legal expenses. Cash Cash includes notes and coins held and any deposits held at call with a bank or other financial institution. Assets Assets are made up of cash, receivables, leasehold improvements and plant and equipment. All assets are held at fair value. Liabilities Liabilities are made up of employee salary and leave entitlement, property lease and make-good provisions and amounts owed to creditors. 370

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