Implementing the actions on this page will help your agency implement fit-for-purpose information management processes, practices and systems that meet identified needs for information asset creation, use and re-use. This is a requirement of the Building trust in the public record policy.
We have provided resources to help you meet each of the policy actions.
Actions and resources
Action 9: Manage all digital information assets created from 1 January 2016, digitally. Information assets created digitally from this date, that are eligible for transfer to the National Archives, will be accepted in digital format only
This is a mandatory action.
Resources:
- Developing an information management policy. Advice updated June 2021.
- Information management policy template. Advice updated March 2022.
- Digital authorisations and workflows.
- Digital authorisations framework (PDF 2.1 MB).
- Retaining, managing and disposing of data and datasets.
Action 10: Ensure business systems, including whole-of-government systems, meet minimum metadata and other functional requirements for information management. This includes ensuring systems have import and export capability
Resources:
- Business System Assessment Framework (BSAF).
- Electronic document and records management systems. Advice added September 2022.
- Classifying information. Advice updated October 2024
- Develop a Business or Records Classification Scheme. Advice released October 2024.
- Using Business and Records Classification Advice. released October 2024.
- Australian Government Recordkeeping Metadata Standard (AGRkMS).
- Metadata for the web. Advice released July 2023.
- AGLS Metadata Standard. This resource was de-commissioned in December 2023.
- Australian Government Metadata Validator. Withdrawn in December 2023.
- AGLS user guide. Withdrawn in December 2023.
- Australian Government Metadata Generator. Withdrawn in December 2023.
- Managing social media and instant messaging. Advice updated February 2023.
- Metadata for interoperability.
- Minimum metadata set. Advice updated June 2022.
- Metadata management. Advice released September 2021. Updated June 2022 with accompanying advice on developing a business glossary.
- Metadata eLearning module. Resource released September 2021.
- Metadata for Information Assets eLearning module. Resource released November 2023.
- Managing records in Microsoft 365. Advice released February 2022.
Action 11: Contribute to interoperability programs by ensuring that metadata management, migration and disposal functionality meet information management requirements
Resources:
- Building interoperability.
- Interoperability development phases resource (PDF 1.4 MB).
- Interoperability scenarios (PDF 2.4 MB).
- Data Interoperability Maturity Model (DIMM).
- DIMM assessment tool (PDF 5.3 MB).
- Comparing the Data Interoperability Maturity Mode with the Data Maturity Assessment Tool. Released July 2024
- Archival Control Model (ACM).
- Australian Governments' Interactive Functions Thesaurus (AGIFT).
- Minimum metadata set. Advice updated June 2022.
- Metadata management. Advice released September 2021. Updated June 2022 with accompanying advice on developing a business glossary.
- Mapping the ONDC and National Archives' metadata requirements. Resource released February 2023.
Action 12: Implement strategies, including storage and preservation strategies, for the management of all information assets
Resources:
- Electronic document and records management systems. Advice added September 2022.
- Storing information.
- Cloud computing and information management.
- Outsourcing digital storage.
- Records management risk assessment template (PDF 214 KB).
- Data management plan template (DOCX 176 KB). Advice updated March 2022.
- Digital preservation e-learning module. Resource released September 2021.
- Preserving information. Advice updated June 2021.
- Emulation as a preservation strategy. Advice released April 2022.
- Managing social media and instant messaging. Advice updated February 2023.
Action 13: Create digital information assets in sustainable digital formats
Resources:
- Born digital file format standards.
- Preservation digitisation standards.
- Digitisation specifications for paper records in agencies.
- Digital preservation planning.
- Digital formats e-learning module. Resource released September 2021.
- Using General Records Authority (GRA 31) to support digitisation. Advice released June 2023.