Section 14(1) of the State Records Act, 1997 (SR Act) allows State Records to with the approval of the Minister, issue standards relating to the information management practices of agencies.
Part 5 of the Act makes it clear that Standards issued under the Act are binding on agencies and must be complied with to ensure the care and management of information assets.
The term ‘information asset’ incorporates the definition of official information assets as defined by section 3(1) of the SR Act, and includes information, data and records, in any format (whether digital or hardcopy), where it is created or received through the conduct of government business.
As new standards are released, there will be impacts on previous guidance documents published to our website. We are progressively reviewing guidance documents to ensure appropriate advice is available.
Policies are available on the Policies and Guidelines page.
Please contact us if you require any advice.
Information Management Strategy
In 2019, we released a new South Australian Government Information Management Strategy 2019-2022 (the Strategy) and Information Management Standard (the Standard) replacing the Adequate Records Management Standard.
The Strategy establishes the principles that government agencies must follow to ensure their data and information assets can be relied upon and trusted.
The five principles outlined in the Strategy are:
- The value of information is known: Information is treated as an asset of the agency: its value, both current and future, is determined, understood and leveraged to improve business outcomes.
- Information assets are created and managed appropriate to risk: Agencies understand what information needs to be created, and kept, to support business objectives, meet compliance obligations and mitigate risk.
- Ownership of information assets is assigned: Responsibility for the governance of information is assigned appropriately in order to ensure information assets are managed for the best outcomes of the agency, its customers and broader community.
- Information assets can be relied upon: Policies, practices and systems are implemented that ensure information assets can be relied upon as trusted and authentic evidence of decisions made and actions taken.
- Information assets are available as required: Information is accessible for as long as needed and is shared appropriately (subject to access, security, and privacy rules) within a protected and trusted environment.
Information Management Standard
The Information Management Standard expands on these principles by outlining the behaviours expected of agencies in managing government information to achieve their own business objectives and to meet legislative and policy obligations.
The behaviours identified in the Standard can be directly implemented by agencies to improve the management of their information.
Information Session 1: Information Management Strategy and Standard
Information Session: Information Management Strategy and Standard
Agencies must use the Appraisal Standard when undertaking appraisal for disposal purposes or determining whether information assets should be kept permanently as part of the State Archive.
The standard establishes the criteria agencies must assess against when determining whether an information asset has permanent value.
This Standard is to be used in conjunction with the Disposal Standard.
This standard replaces the 2003 Appraisal of Official Records - Policy and Objectives.
Information Session 2: Appraisal Standard
Information Session: Appraisal Standard
Managing Digital Records in Systems Standard
Agencies must use the Managing Digital Records in Systems Standard to ensure that all business systems and information management systems maintain the integrity and reliability of the digital information stored in them.
This standard is to be used in conjunction with the Minimum Recordkeeping Metadata Requirements Standard, and will also assist agencies in the procurement of new systems.
This Standard replaces numerous previous standards that addressed the design and procurement for electronic document and records management systems and the management of digital records through business systems including:
- Document and Records Management Systems (2009)
- EDRMS Functional Specifications (2009)
- EDRMS Design Standard (2009)
- Functional Specification for Records in a Business System (2011)
- Management of Official Records in a Business System (2011)
Minimum Recordkeeping Metadata Requirements Standard
Agencies must use the Minimum Recordkeeping Metadata Requirements Standard to ensure they are creating and managing metadata appropriate to the business activity that is occurring in their systems.
This standard is to be used in conjunction with the Managing Digital Records in Systems Standard.
This Standard replaces the 2015 South Australian Recordkeeping Metadata Standard (SARKMS).
Information Session 3:
Managing Digital Records in Systems Standard and Minimum Recordkeeping Metadata Requirements Standard
Information Session: Managing Digital Records in Systems Standard and Minimum Recordkeeping Metadata Requirements Standard
Agencies must use the Disposal Standard to ensure they are disposing of government information lawfully and efficiently.
This Standard is to be used in conjunction with the Appraisal Standard.
This Standard does not replace an existing standard.
The Disposal Standard sets out the mandatory principles and requirements agencies must adhere to when disposing of government information.
Information Session 4: Disposal Standard
Information Session: Disposal Standard