Communique June 2012 - Port Pirie Regional Council - SA.Gov.au

MEETING: COMMUNIQUE REPORT
DATE: June 2012
12
DEPARTMENT:
OFFICER:
Administrative Services
Colin Byles, Manager Administrative Services
REPORT ITEM: 2.0
REPORT TITLE:
RECORD OFFICER’S REPORT
Implementation
Budget Impact
Risk Assessment
File Reference
Ongoing
N/A
N/A
605.77 – Records Management
STRATEGIC REFERENCE:
Goal 5
Outcome 5.1
Target 5.1.2
Organisational Excellence
Governance
Provide a high quality, efficient and effective administrative service to
Council and the community.
INFORMATION ONLY
2.1 LOCAL GOVERNMENT RECORDS MANAGEMENT ASSESSMENT SURVEY
Work is progressing on the various tasks and actions to be carried out to
progressively improve our records management practices in line with government
requirements and in doing so positively impact on the efficiency and effectiveness of
business operations.
Outcome 1
Creation of Records
Official records need to be created in all instances where there is a need for an
agency or individual to be accountable for and/or provide evidence of decisions made
and actions taken.
Official records contain the evidence of decisions made, procedures enacted and
policies developed by agencies. They are essential for providing what was said,
done or approved. Official records must be created whenever evidence of business
activity is required.
Failure to do so may leave evidence of the agency’s business affairs incomplete and
expose the agency to increased liabilities.
The Records Officer completed Thesaurus training with State Records on 2 nd April
2012 and electronic copies of the GDS 20 4 th Ed. & Thesaurus have been obtained
and are presently with IT for checking & uploading into Synergy.
A review has commenced of all business processes to map creation requirements of
official records.