Policies define your agency's approach to a particular topic and are the basis for consistent decision making. Policies also indicate agency or senior management endorsement for a position.

A records management policy is an essential tool for supporting good corporate governance and demonstrates an agency's commitment to effective records management practices.

It is advisable that your agency has one comprehensive records management policy. In addition, you may have other policies covering particular record types, such as emails and web-based records, if these formats are problematic.

Policies that relate to particular areas of work need to include references to record creation and management requirements. Procedures and guidelines should be developed to help staff manage records to meet the needs of the agency and accountability requirements. Procedures and guidelines should:

• be easily accessible to all staff
• specify records creation and capture into a records management system.

The effectiveness of policies, procedures and guidelines will depend on the extent to which endorsed practices are adopted throughout an agency. Training and user education programs relating to policies, procedures and guidelines must be recognised as an integral and ongoing component of an agency’s records management framework.

The National Archives also has advice on understanding the needs of your staff when creating records policies as well as on integrating good records practice into your business. We also have advice on how to develop your records management policy and our own policy (PDF 216kb) is available to help you.