To view or download this policy as a PDF click Employee and Employment Related Policies Documents

Purpose

This policy is to outline responsibilities and obligations for all staff in the creation, capture, management and
disposal of records created or received by Central Desert Regional Council.

Council is committed to ensuring that:

• Records of the business of Council are created, captured and managed using an approved recordkeeping system,
• Disposal of corporate record is in accordance with an authorised retention and disposal schedules,
• Records are retained in an environment free from undue risk and appropriate accountability is practiced by all employees in their storage and management

Scope

This policy applies to all employees and to all records of Council from the time of receipt, creation and capture until its disposal or transfer to NT Archives Service.

Definition and Terms

Council: Central Desert Regional Council

Record: A record is a piece of information which has been created, received or used by Council to come to a decision, conduct a transaction, or in some way document government business.

Approved Electronic Document and Records Management System (EDRMS): MAGIQ and Technology1.

Employee: Includes a Council employee, apprentice or trainee, a student gaining work experience, a volunteer, a contractor or subcontractor, an employee of a contractor or subcontractor or an employee of a labour hire company, hereafter referred to as ‘employee’.

Legislation and Reference

Policy Statement

Corporate Record Keeping Systems

The EDRMS is Council's authorised corporate system to capture and manage records, both hardcopy and electronic, regardless of format, however, there are other authorised databases and software applications specific to relevant functions of the Council that are also used to capture records.

Creation of Records

All staff are required to create and maintain full and accurate records which document business activities. Every document created, sent, or received that relates to Council business is a record, regardless of its format. Records are required to be created;

• To provide evidence of a transaction.
• To defend against possible claims or future legal action.
• To support actions or decisions that has occurred.
• To enable effective and efficient decisions to be made.
• To enable business continuity.

Capture of Records

All records must be captured into an authorised corporate system. The electronic document records management system (EDRMS) is Council's authorised corporate system to capture records, both hardcopy and electronic, and regardless of format. However, there are other authorised databases and software applications specific to relevant functions of the Council. All staff must manage records, regardless of format, to ensure their authenticity, accuracy, integrity, clarity,
and completeness for the longevity of the record.

The following are prohibited for use to store records;

• Physical (hard copy) file systems not consistent with Council’s Recordkeeping Guidelines & Business Rules Manual.
• Unauthorised use of shared network drives.
• Outlook folders.
• Local PC drives.
• Portable storage devices such as usb's, portable hard drives, etc.
• Personal devices such as laptops, iPads, smart phones, portable devices etc.

Note: portable devices may only be utilised for transporting records to offsite venues and for the retention of non‐corporate records. These devices must be password protected, and maintained in a safe and secure manner to protect the loss, un‐authorised access, misuse, and destruction of the records.

Access and Security

Records captured within an authorised corporate system are accessible to all staff unless restricted access is required. The following exceptions to open access apply;

• Where information is commercial in confidence, personal in confidence, or management in confidence.
• Where information is restricted due to legislative or business requirements.

System backup for corporate servers is undertaken on a regular basis.

The use of physical files should be limited however if used are managed and maintained by the respective staff member or teams. It is the responsibility of the staff member to manage access to physical files to another staff member and ensure that files are backed up on the EDRMS.

The President and Councillors do not have direct access to operational records. In the event that access is required, a written request must be submitted by the President or Councillor to the CEO. The CEO will determine if access is appropriate. If access is considered inappropriate by the CEO, the President or Councillor may request access in accordance with the Freedom of Information Act 1982.

Staff must not disclose or provide access to Council records unless authorised or permitted by legislative requirements (this includes access to Councillors). Where there is a need for records to be accessed, other than publicly available records, the request will be dealt with under the Freedom of Information Act 1982 and/or other relevant legislations.

Disposal

The records officer is responsible for coordinating and undertaking the disposal requirements. All corporate documents captured and maintained by Council must be managed in accordance with the Recordkeeping Guidelines & Business Rules Manual.

Review History