Under Principle 6 of SRC Standard 2: Recordkeeping Plans, government organizations鈥 annual reports must include statements about compliance with their Recordkeeping Plans.
As a minimum, annual report statements are to address the following four points:
1. Evaluation of recordkeeping systems
- Describe any evaluation of the organization鈥檚 recordkeeping systems (including the Recordkeeping Plan) that has taken place, or is planned for a future reporting period:
- 鈥淩ecordkeeping systems鈥 - can include any recordkeeping infrastructure or processes in place within the organization, including policies, procedures, related documents, and records management software.
- 鈥淓valuation鈥 - may be conducted via formal assessments (such as audits) or informal checks.
- The description may include the review methodology; areas reviewed; results; and remedial actions planned or undertaken. Statistics may be included as appropriate.
NOTE: Recordkeeping systems must be evaluated not less than every 5 years.
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2. Recordkeeping training program
- Describe the training mechanisms in place within the organization:
- Training may either be via a formal program or an informal provision of relevant information to staff as required.
- The description may include training delivery methods and topics covered. Statistics may be included as appropriate.
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3. Evaluation of the recordkeeping training program
- Describe any evaluation of the recordkeeping training program that has taken place:
- 鈥Evaluation鈥 - may be conducted via formal assessments (such as surveys) or informal checks.
- The description may include the review methodology; areas reviewed; results; and remedial actions planned or undertaken. Statistics may be included as appropriate.
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4. Recordkeeping induction program
- This statement must confirm whether the induction program addresses employee roles and responsibilities in regard to compliance with the Recordkeeping Plan:
- Other information about the induction program may be provided if not already included in the description of the training program, in point 2 above.
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The State Records Commission sponsors an annual specialist award as part of the Institute of Public Administration鈥檚 (WA) W.S. Lonnie Awards. The State Records Commission Award recognises excellence in reporting against the compliance requirements of SRC Standard 2, Principle 6. Details of current and past winners are published on the State Records Office鈥檚 website. Organizations are encouraged to view the winning entries for further examples of annual report statements.
For further information, contact the State Records Office via email at sro@sro.wa.gov.au.
