Outsourcing

Outsourcing your records management

Even if your agency outsources its records management, it remains responsible for all records management issues and for having complete and accurate records of the outsourced function.

Records need to support your business and accountability requirements now and in the future.

Your agency will need the capability to monitor the contract and set policies and procedures for the records management function.

The respective responsibilities of the contractor and agency staff need to be clearly defined and communicated to all staff.

You will also need to ensure that contractual arrangements are in place dealing with records management after the contract expires − records are your agency's corporate assets.

Ensuring the accountability of outsourced business

Outsourcing some aspects of government business is common practice. However, outsourcing does not lessen an agency’s responsibilities.

When outsourcing business, the following records-related issues should be considered:

• what are the recordkeeping risks related to this business?
• what records does the agency need to document the business?
• has the service provider taken responsibility for creating and maintaining these records?
• have all records created as a part of this service delivery been defined as Australian Government records?

The contract or agreement should set out all relevant legislative and records management requirements and indicate how the service will be monitored using both qualitative and quantitative measures.

The National Archives provides advice in Records Issues for Outsourcing including General Disposal Authority 25 (pdf, 111kb).

Outsourcing storage – data centres, digital repositories and the cloud

Outsourcing digital data storage can relieve pressure on storage capacity and ICT resources as well as reducing costs. Potential risks to the viability, access and use of the records must be recognised and mitigated where possible.