C17 - Territory records

ESDD’s document management system (Objective) integrates the management of electronic and paper records and complies with the Territory Records Act 2002.

The system helps ESDD comply with recordkeeping requirements and centralises control over classifying, managing and disposal procedures through an integrated thesaurus, system procedures and disposal schedules.

It provides a consistent approach to managing ESDD’s records, regardless of the many formats those records can take, including:

  • electronic records such as documents, emails and web pages
  • paper files and documents such as Territory lease files, DAs, licensing documents and contracts
  • correspondence received and sent
  • facsimiles
  • physical artefacts
  • financial information.

In compliance with s. 16 of the Territory Records Act, (i) ESDD operates under a Records Management Program endorsed by the Director-General in 2011. This program is regularly reviewed by ESDD to ensure the Directorate is following best practice standards for records management.

ESDD is committed to ensuring records containing sensitive information, including those containing personal information and those enabling people to establish links with their Aboriginal and Torres Strait Islander heritage, are appropriately managed and preserved.

Training in records management is available to all staff in a variety of forms. ESDD has developed and continues to deliver training sessions in records management and use of its Electronic Document and Records Management System to staff to provide and/or enhance their knowledge of records management and how it is applied. This training will continue to ensure all staff undertake training and re-training as necessary. Staff can also access training in records management as required from records management staff. Procedural documents on recordkeeping are held electronically and are available to new and current staff.

ESDD is actively represented in Whole-of-Government Community of Practice forums and working groups related to records management and related areas.

Table: Records disposal schedules

Records Disposal Schedule Name

Effective

Year and No.

Land, Planning and Building Records

16 April 2004

2004 Notifiable Instrument NI2004–91

ESDD worked with ACT Archives and the Territory Records Office to preserve records identified with historical value for future access. ESDD will continue to work with other agencies to identify and preserve valuable records as part of its records management program. ESDD utilises the tools developed by Archives ACT to assist members of the community to interpret older records that are released for public access.

In 2012–13 ESDD continued to assess the application of s. 28 of the Territory Records Act, which relates to how records are publicly accessed. ESDD received 50 applications for access via Archives ACT.