Publications Related to Records Management

• Glossary of Records Management Terminology
• Disposal Schedules
• Thesauri to Classify Records
• Guidelines for Records Management
• Parliamentary Records Guidelines
• Recordkeeping Practices
• Standards for Records Management
• Strategies for Records Management
• Standards and Guidelines for Temporary Records

State Records of South Australia has produced a variety of publications to assist government agencies achieve Adequate Records Management under the State Records Act, 1997.

Some of these publications may be purchased in hardcopy from State Records by contacting Publications.

Most of these publications may be downloaded from our website at no cost.

Related Information:

• Adequate Records Management

Glossary of Records Management Terminology

State Records has produced a Glossary of Records Management Terms relating to Adequate Records Management. This can be browsed for reference purposes and then printed at no cost.

Related Information:

• Glossary of Records Management Terms

Disposal Schedules

General Disposal Schedules (GDS) are available in hardcopy format from State Records. To purchase a hardcopy, complete an order form or contact Publications.

Pricing and an order form can be found in Records Management Publications.

The following General Disposal schedules are available for purchase:

• GDS 15
  
• GDS 18
  
• GDS 20

The General Disposal Schedules are explained in detail in the section Disposal Schedules. This section has pointers for downloading copies of the schedules (GDS 15, GDS 18, GDS 20, GDS 21) at no cost. It also supplies additional material that outlines changes from the previous version of a schedule.

The Disposal Schedules section also outlines the role of Operational Records Disposal Schedules (RDS) and when to use an RDS as opposed to a GDS. A variety of documents to help with the development of an RDS can be downloaded from this section at no cost.

Related Information:

• Disposal Schedules
• General Disposal Schedule No.15
• General Disposal Schedule No.18
• General Disposal Schedule No.20
• Ordering Records Management Publications

Thesauri to Classify Records

State Record has produced thesauri for South Australian State Government Agencies and Local Government Authorities to assist them in classifying their records using their Document and Records Management Systems.

Currently, the Keyword AAA thesaurus, for use by State Government Agencies in conjunction with General Disposal Schedule 15 for classifying and subsequently disposing of their records, is only available for purchase as a hardcopy.

However, for Local Government Authorities, State Records has produced a variety of documentation to support the use of the Local Government thesaurus in conjunction with General Disposal Schedule 20 for classifying and subsequently disposing of their records.

The supporting documentation for the Local Government thesaurus can be downloaded from this website at no cost.

Related Information:

• What is a Thesaurus?
• Local Government Thesaurus
• Ordering Records Management Publications

Guidelines for Records Management

State Records has produced a number of guidelines covering a variety of requirements related to operating under State Records Act, 1997. These publications are available in Guidelines for Records Management and they can be downloaded at no cost.

Related Information:

• Guidelines for Records Management

Parliamentary Records Guidelines

State Records has produced some special guidelines covering records that have been produced by Members of Parliament in South Australia - both past and present. These guidelines cover the processes involved in deciding whether the records are of historical value and should be managed under the State Records Act, 1997. These publications are available in Members of Parliament and Records and they can be downloaded at no cost.

Related Information:

• Members of Parliament and Records

Recordkeeping Practices

State Records has produced a number of information sheets covering requirements and good recordkeeping practices. These have been produced to assist agencies in achieving their accreditation needs to meet adequate records management under the State Records Act, 1997.

These Information Sheets for Adequate Records Management include:

• An Introduction to Adequate Records Management
• Australian Standard AS ISO 15489 - Records Management
• Planned Management of Official Records
• Designing and Implementing a Records System
• Creating Official Records
• Capturing Official records
• Classifying Official Records
• Storing Official Records
• Finding Official Records
• Managing Access to Official Records
• Records Management Reporting
• Disposal of Official Records
• Reliability of Official Records
• The Need for Policies, Procedures and Practices
• Records Management Training
• Disaster Management.

The details of the Information Sheets can be found in the section Recordkeeping Practices where they can be downloaded at no cost.

Related Information:

• Recordkeeping Practices

Standards for Records Management

State Records has produced standards to support the development of Adequate Records Management practices within State and Local Government in South Australia.

Additionally, State Records has endorsed the Australian Standard AS ISO 15489 2002 for Recordkeeping practices in South Australia.

The key standards covering records management in South Australia include:

• Adequate Records Management Standard 2002
• South Australian Recordkeeping Metadata Standard
• Introduction to Electronic Records Management
• Australian Standard AS ISO 15489 2002.

Further details can be found in the section Standards for Records Management where the South Australian standards can be downloaded at no cost.

The Australian Standard AS ISO 15489 2002 may be purchased in hardcopy on-line from SAI Global WebShop.

Related Information:

• Standards for Records Management

Strategies for Records Management

The State Records Act, 1997 requires State Records of South Australia to provide a Records Management Governance Framework and services to assist Agencies and Authorities of South Australian Government incrementally improve their records management, tools systems and practices.

State Records has recently produced a number of Strategies for Agencies and Authorities to comply with in the next five years. These can be downloaded at no cost from the section Strategies for Adequate Records Management.

Related Information:

• Strategies for Adequate Records Management

Standards and Guidelines for Temporary Records

State Records has ceased its involvement in the storage of agency records of temporary value.

To facilitate this agency requirement, State Records has set up an alternative capability and produced a range of publications to cover this. These publications include:

• Standard and Guideline for the Management and Storage of Temporary Value Records
• A User Guide for the Approved Storage Providers
• A Flowchart to outline the options available for secondary storage of Temporary Value Records
• Process Descriptions to Cover the Transfer and Destruction of Temporary Records
• Reporting Forms.

These publications can be accessed in Temporary Records and they can be downloaded at no cost.

Related Information:

• Temporary Records