Make a record advice for record managers

Making a record deserves special attention when your agency develops and promotes its records management practices.

It is vital that all officers understand the value in creating something that has meaning, will last and is able to be used over time.

Policy requirements

Records governance policy requirements 1, 2 and 3 addresses making a record.

Workplace culture

Your agency should foster an environment where records management is every officer's responsibility.

Good records management will become normal practice across your agency when:

• Senior and executive staff set clear expectations
• Requirements are included in key workplace documents such as position descriptions, project and strategic plans, and policies and procedures
• Training and education is made available to all officers including annual mandatory training programs
• A plan is in place to identify issues and address needs across your workplace.

Governance

Your records management framework should be documented and easily available.

It's important that it aligns with existing frameworks and is included as a standing item in your strategic and operational planning.

You should regularly review, monitor, and report on your records management. This helps your agency keep your records management fit-for-purpose and suited to your needs.

Remember to take care of high-value and high-risk records more frequently.

Creating records

You should determine and document what information or activities is the best evidence of your agency's work.

The records should:

• Be trusted and any context around the decision or activity understood
• Meet any legal requirements specific to your agency
• Be captured into business processes and systems.

Resources and tools

Resources and tools for records management have been developed to help you implement best practice records management in your agency.