Territory Records Act
The Directorate’s Electronic Document and Records Management System (Objective) integrates the management of electronic and paper records in compliance with the Territory Records Act 2002.
The system assists in achieving compliance 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 the Directorate’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, development applications, licensing documents and contracts
- correspondence received and sent
- physical artefacts
- financial information.
- In compliance with s. 16(i) of the Territory Records Act, the Directorate operates under a Records Management Program endorsed by the Director-General in 2011. In 2013–14 the Directorate commenced an extensive review of the program to incorporate recommendations that resulted from an internal audit of records management. It is anticipated the revised program will be completed in late 2014.
The Directorate 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. The Directorate has developed and delivers training in records management and use of Objective to provide and/or enhance staff knowledge of records management and how it is applied. This training will continue to ensure all staff are trained and re-trained as necessary. Staff can also access training as required from records management staff. Procedural documents on recordkeeping are held electronically and are available to staff.
The Directorate is actively represented in whole-of-government Community of Practice forums and working groups related to records management and related areas.
The Directorate uses an extensive range of common administrative disposal schedules as outlined in the Records Management Program, and also uses the specific schedules outlined below.
|Records Disposal Schedule Name||Became effective||Year and No.|
Land, Planning and Building Records
16 April 2004
2004 Notifiable Instrument NI2004–91
The Directorate worked closely with Archives ACT and the Territory Records Office to preserve records identified with historical value for future access. The Directorate will continue to work with other agencies to identify and preserve valuable records as part of its records management program.
In 2013–14 an internal policy on Processing Public Access Requests was developed to assist staff and the community in understanding how public access requests are managed by the Directorate. This policy has been made available via the Directorate’s website and can be provided in hard copy by contacting the Information Management team via email to EPDRecords@act.gov.au.
In 2013–14 the Directorate continued to assess the application of s. 28 of the Territory Records Act 2002, which relates to how records are publicly accessed. Of 68 applications for access via Archives ACT, 61 related to land, planning and building and seven related to heritage.