Resources and tools for records management
Key Resources
Resource | How it will help your public authority |
|---|---|
Sets the mandatory requirements for how we manage work-related public records in the Queensland Public Sector. | |
Improve capability and establish a fit-for-purpose records management framework. This policy applies to public authorities as defined under s.8 of the Public Records Act 2023. Public authorities must have regard to this policy in making or managing a public record under s.12(b) of the Public Records Act 2023. Implementing the Records governance policy advice and Recordkeeping maturity assessment tool complement the policy, and support your public authority to operationalise best practice records management. | |
Understand the management of ministerial records. All Queensland Government Ministers and Assistant Ministers must have regard to this policy in making or managing a public record under s.12(b) of the Public Records Act 2023. | |
| Appraisal Statement | While appraisal is relevant to all public records, this Appraisal Statement will focus on the characteristics guiding the identification and appraisal of public records for permanent retention. |
Understand the mandatory requirements for the disposal of public records. Dispose of source records helps you understand disposal of original public records after they have been migrated, converted or digitised. You can use Search for a retention and disposal schedule to find your core business, sector, functional or general retention and disposal schedule. |
Advice to public authorities
Previous standards and guidelines were revoked with the commencement of the Public Records Act 2023 and where appropriate, are provided as advice to public authorities:
Queensland recordkeeping metadata standard and guideline | Refer to National Archives of Australia Australian Government Recordkeeping Metadata Standard and Office of the National Data Commissioner Guide on Metadata Attributes until included as outcome-based principle in mandatory standard(s) |
| Records governance policy implementation guideline | Implementing the Records governance policy advice |
| Dispose of source records guideline | |
Building and information modelling (BIM) guideline | |
| Proactive protection of vulnerable persons guideline |
Forms and requests
Forms for records management details forms, requests, and required instructions to assist your public authority to meet its records management obligations.
Additional resources and tools
You will find advice, resources, forms, templates and tools to support your everyday records management practices here:
Advice has been developed to assist you understand your recordkeeping requirements for the following record types and activities:
- Artificial Intelligence and public records
- Backups of your public records
- Building and information modelling (BIM) records
- Cloud based storage and services
- Commissions of inquiry
- Digital images, audio and video public records
- Digitise physical public records
- Digital signatures
- Dispose of source records
- Emails and email accounts
- Grants and grant funding public records
- High value, high risk and vital public records
- Implementing the Records governance policy
- Legacy public records
- Lobbyist public records
- Local government public records
- Machinery of Government (MoG) changes
- Managing identity documents
- Manage your public records and Microsoft 365
- Meetings, conversations and messages
- Mobile and smart devices
- Paper less, digital first
- Public records in private accounts
- Public records required for legal proceedings and RTI requests
- Outsourcing arrangements, third party and shared service providers
- Surveillance and monitoring public records
- Social media public records
- Transitory and short-term public records
- Vulnerable persons records management toolkit
- Web content, websites and online resources
Advice
- Appraisal statement
- Microsoft 365 Compliance
- Storage, Retrieval and Destruction services
- Superseded disposal authorisation numbers
Templates
- Appraisal Log template
- How to complete Appraisal Log template
- Disposal memo template
- Destruction log template
- Certificate of destruction template
- Summary of changes template
- Background Information template
- How to complete Background Information template
- Identifying legislative recordkeeping requirements
- Legislative mapping template
- How to complete Legislative Mapping template
- Retention and Disposal Schedule template
- How to complete Retention and Disposal Schedule template
Tools
Advice
- Archival quality paper and board products
- Cloud computing - Public Record Office Victoria
- Cloud computing implementation model - Queensland Government Enterprise Architecture
- CD and DVD preservation - National Archives of Australia
- Collection care - Australian Institute for the Conservation of Cultural Material
- Digital file formats - Council of Australasian Archives Records Authorities (CAARA)
- Find a conservator - Australian Institute for the Conservation of Cultural Material
- ICT-as-a-service decision framework overview - Queensland Government Enterprise Architecture
- ICT-as-a-service deployment model selection guideline - Queensland Government Enterprise Architecture
- ICT-as-a-service policy - Queensland Government Enterprise Architecture
- ICT-as-a-service risk assessment annexe - Queensland Government Enterprise Architecture
- ICT-as-a-service risk assessment guideline - Queensland Government Enterprise Architecture
- Information security classification framework (QGISCF) - Queensland Government Enterprise Architecture
- Information security policy (IS18:2018) - Queensland Government Enterprise Architecture
- Legal deposit for publishers and authors - State Library Of Queensland
- Magnetic media preservation - National Archives of Australia
- Managing public records when decommissioning business systems methodology
- Metadata management principles - Queensland Government Enterprise Architecture
- Motion picture film preservation - National Archives of Australia
- Preserve your collections - State Library Of Queensland
- Procurement and disposal of ICT products and services (IS13) policy - Queensland Government Enterprise Architecture
- Recommended technical specifications for long-term digital storage and preservation
- Storage recommendations
Tools
Advice
- Corruption prevention advisories - Crime and Corruption Commission Queensland
- Councillor information - Department of Local Government, Water and Volunteers
- Council records: a guideline for mayors, councillors, CEOs and government employees - Queensland State Archives and Crime and Corruption Commission Queensland
- Delegation of recordkeeping responsibilities
- Information and privacy guidelines - Office of the Information Commissioner Queensland
- Machinery of government changes: advice for public authorities - Queensland State Archives 270.4 KB)
- Public records: Advice for all employees of a public authority - Queensland State Archives and Crime and Corruption Commission Queensland
- Role clarity in councils: understanding the respective roles of Mayor and CEO - Crime and Corruption Commission Queensland
- QGEA Policies, Standards and Guidelines - Queensland Government Enterprise Architecture
Templates
Tools
Recordkeeping and archival organisations
- Records and Information Management Professionals Australasia (RIMPA)
- Australian Society of Archivists (ASA)
- International Council on Archives (ICA)
Suppliers
Queensland State Archives does not endorse suppliers. It is your responsibility to discuss your requirements with intended suppliers.
Records storage, retrieval and destruction services (HSQ97042) details suppliers under the whole-of-government standing offer arrangements.
Archival products (material and equipment)
| Name | Services | Contact |
|---|---|---|
| Albox Australia | Polypropylene ring binders, folders, boxes, etc. | Phone: 1300 799 209 Address: 75 Manton Street, Hindmarsh SA 5007 |
| Authorised Albox Reseller - Studio 105 | Studio 105 is the authorised reseller of Albox products in Queensland. | Phone: (07) 3870 2675 Address: 1/109 Indooroopilly Road, Taringa QLD 4068 |
Archival quality storage products and equipment. | Phone: 1300 781 199 | |
| Conservation Resources | Archival quality storage products and equipment. | Phone: 1800 641 277 Address: PO Box 210, Enmore NSW 2042 |
| GuisePak [GuiseGroup Pty Ltd] | Manufacture archival quality packaging including paper, board and box material. | Phone: (03) 9584 8388 Address: 18 Taunton Drive, Cheltenham VIC 3192 |
| Plastics Australia | Specialise in polypropylene products including folder, box and filing system materials. | Phone: (07) 3266 1200 or 1800 100 717 (regional) Address: 53 Union Street, Toombul QLD 4012 |
Consultancy and workshop/ seminar services. Provide archival quality storage products. | Phone: 1300 651 408 | |
State Library Shop [State Library of Queensland] | Archival papers, polypropylene and polyester materials in small quantities. | Phone: (07) 3840 7576 |
Produce Ty-Tite file fasteners. | Phone: (03) 9555 7057 | |
| Zetta Florence | Archival quality storage products including polypropylene albums and boxes, archival quality boxes and albums and NAA compliant 500 year papers. | Phone: (03) 9417 3365 Address: 197B Brunswick Street, Fitzroy VIC 3065 |
Specialist photographic and audiovisual services
| Name | Services | Contact |
|---|---|---|
Treatment, digitisation and digital asset management services for a range of film, video, audio and optical formats. | Phone: (02) 6242 6456 | |
Digitisation for a range of audio formats. | Phone: (03) 9484 8814 | |
Treatment, digitisation and digital asset management services for a range of film, video, audio and optical formats. | Phone: (02) 9417 8666 | |
Lab services including developing, printing and scanning of various photographic film and print materials. | Phone: (07) 3229 5083 | |
| Prolab | Lab services including developing, printing and scanning of various photographic film and print materials. | Phone: (07) 3195 4919 Address: Suite 1 Unit 2/38 Bishop Street, Kelvin Grove QLD 4059 |
Data capture services (including microfilming and scanning)
| Name | Services | Contact |
|---|---|---|
| Micrographic Applications | Microfilming and digitisation of cards, documents; maps/plans and microforms. | Phone: (07) 3348 9577 Address: 17b Graystone Street, Tingalpa QLD 4173 |
| Queensland Micrographics | Variety of microfilming and digitisation services. | Phone: (07) 4724-0492 Address: 272 Sturt Street, Townsville QLD 4810 |
| Avantix | Large format scanning and printing, document, aperture card, photographic, x-ray and microfilm roll and fiche digitisation. | Phone: (07) 3211 7710 Address: Unit 3/20 Smallwood Place, Murarrie QLD 4172 |
| Filescan | Range of digitisation services. | Phone: 0417 611 621 Address: Suite 329/421 Brunswick Street, Fortitude Valley QLD 4006 |
Advice
- Electronically approve documents and expenditure - Queensland Audit Office
- Electronic signatures guideline - Queensland Government Enterprise Architecture
- Payment Card Industry Data Security Standard guidelines - Security Standards Council
- Recordkeeping examples for mayors and councillors: advice for local government
- Records you need to keep factsheet
- Records Ministerial Offices need to keep factsheet
- Recordkeeping when you're working from home video - Queensland State Archives
- Social Media Records of Ministers – Council of Australasian Archives and Records Authorities (CAARA)
Advice
- A Guide to Risk Management - Queensland Treasury
- A Guide to Salvaging Water Damaged Documents - Queensland State Archives
- Disaster Preparedness video - Queensland State Archives
- Information security and handling - Crime and Corruption Commission Queensland
- Security and management of Cabinet information - Department of the Premier and Cabinet
- Information security classification framework (QGISCF) - Queensland Government Enterprise Architecture
Tools
Advice
- Practical guide to determining public records access
- Managing users and locations: ArchivesGateway user guide
- Transferring records: ArchivesGateway user guide
- Searching and search requests service: ArchivesGateway user guide
- File issue service: ArchivesGateway user guide
- Reading room request service: ArchivesGateway user guide
- Using ArchivesGateway – Accessing ArchivesGateway and managing your account video
- Using ArchivesGateway - Advanced search, searching within a series and downloading a digital copy video
- Using ArchivesGateway – Controlled Records (Basic search) video
- Using ArchivesGateway – My File Issue (Requests) video
- Using ArchivesGateway – My File Issue (Physical/Digital) video
- Using ArchivesGateway – Reading Room requests video
- Using ArchivesGateway – Search requests video
- Using ArchivesGateway - Senior Agency Administrator video
- Using ArchivesGateway - Agency Administrator video
- Using ArchivesGateway – Transfers video
- Using ArchivesGateway – Transfer Proposals video
Tools
Advice
Training
Training and awareness programs can be used to ensure staff understand their responsibilities and have the right knowledge and skills to make and keep public records.
A recordkeeping training and awareness program will usually cover:
- what employees need to do–their recordkeeping responsibilities
- why they need to do it–the legal recordkeeping obligations of your public authority
- how they are going to do it–examples of public records that employees need to keep and how they can capture, keep and lawfully destroy them.
The type of training and awareness program you choose, and how it is implemented and delivered, will depend on your public authority.
- Recordkeeping and you eLearning - Queensland State Archives
- Records management challenge eLearning - Queensland State Archives
- Councillor governance - Department of Local Government, Water and Volunteers
Please note QSA will develop further training on the new Recordkeeping policy framework under the Public Records Act 2023 including mandatory standards once this is in place later in 2025.
Relevant or responsible public authority search
Search | Search for the entity which received control of the public records when a public authority no longer exists or no longer carries out the function to which particular records relates (see s16, 17 or 18 of Public Records Act 2023) |