For senior management and business managers

As a senior leader or business manager, you are responsible for the actions and decisions you make on behalf of your organisation. And as a government employee, your actions and decisions need to be recorded and managed as evidence of how and why they were made.

Effective information governance is fundamental to your agency’s accountability and governance.

Good business outcomes

If you manage information and records properly then reliable information can assist effective decision making and efficient service delivery. As a senior manager, you can benefit from effective information and records management through:

  • better business processes for faster access to information
  • less staff time spent looking for specific information
  • greater sharing of information in your agency and between agencies
  • re-using valuable information by government and the Australian community
  • lower compliance costs and enhanced ability to provide accurate, timely and transparent responses to legislative and regulatory requirements
  • mitigation of business and reputational risks resulting in improved business continuity.

Legislation

All information your agency creates, uses or receives as part of its business is subject to the Archives Act 1983 and it needs to be managed according to its value.

There are other laws such as the Freedom of Information Act, the Privacy Act and the Crimes Act that affect the management of and access to information and records.

Senior leaders or business managers are responsible for ensuring their agency meets legislative requirements for managing information and records. Your role includes endorsing information and records management policies and procedures and directing staff to follow them.

You may have specific responsibility for managing information and records in your agency including:

  • allocating roles and responsibilities to staff for managing information and records
  • providing skilled people and appropriate resources to ensure information and records are effectively managed
  • seeking the advice of skilled people when required.

Digital Continuity 2020

If you are an IT manager or are responsible for managing systems that create or manage business information or data, you need to be aware of the Business Systems Assessment Framework. It is based on Part 3 of ISO 16175, the international standard for systems that create or manage digital information. This framework should be considered whenever you are reviewing or updating an existing system, or procuring a new one.

Capability in your agency

We have developed a Digital information and records management capability matrix that describes the skills and knowledge agencies need to effectively manage digital information and records. You can use this matrix to assess:

  • capabilities for specialists in information and records management
  • capabilities for ICT staff
  • generic capabilities for all staff.

Check-up Digital is an online survey to help government agencies assess their digital information management maturity and set direction for improved digital practices.

Support

If you or your staff need assistance about what information and records should be kept and where they should be stored, check with your information and records management area. The Archives has a range of short videos and eLearning modules to support your agency's development in information and records management capability.

Copyright National Archives of Australia 2017