National Archives of Australia - Annual reports

National Archivesof Australiaand National Archives of AustraliaAdvisory Council1011Annual Reports

Published by the National Archives of Australianaa.gov.au© Commonwealth of Australia 2011This work is copyright. You may download, display, print and reproduce the material in anunaltered form only (retaining this notice) for your personal, non-commercial use or use withinyour organisation. Apart from any use as permitted under the Copyright Act 1968, all other rightsare reserved.ISSN 1400-8961ISBN 978-1-920807-88-7Prepared by the Governance, Risk and Compliance section and the Communications andPrograms section of the National Archives of Australia.Photographs by the Digital and Online Access section of the National Archives of Australia(except where otherwise noted).Contact OfficerRequests for authorisation and/or enquiries regarding these reports should be directed to:Annual Report CoordinatorNational Archives of AustraliaPO Box 7425Canberra Business Centre ACT 2610Telephone: (02) 6212 3498Fax: (02) 6212 3649Email: annualreports@naa.gov.auAn online version of this publication can be found at: naa.gov.au/about-us/organisation/accountability/annual-reports.aspxCover image: Photographers from the Archives’ Imaging Services team at work in thePhotographic Studio. Each year, Imaging Services produces digital and photographic images ofthe Archives’ records to assist people access its holdings. Photographer: Jen Everart.

Our reference: 2011/747The Hon Brendan O’Connor MPMinister for Privacy and Freedom of InformationParliament HouseCANBERRA ACT 2600Dear MinisterWe have pleasure in forwarding to you the annual reports on the operations of the National Archives ofAustralia and the National Archives of Australia Advisory Council for the year ended 30 June 2011.The reports are submitted in accordance with subsections 68(1) and 68(2) of the Archives Act 1983,which require the Archives and the Advisory Council to furnish you with reports of their operations andproceedings during the preceding 12 months as soon as practicable after 30 June each year.The Archives’ annual report is also made under section 70 of the Public Service Act 1999. Subsection70(1) of the Act requires the report to be given to you for presentation to Parliament. The report has beenprepared in accordance with the guidelines approved on behalf of Parliament by the Joint Committee ofPublic Accounts and Audit as required by subsection 70(2) of the Public Service Act.Yours sincerelyDr Stephen EllisThe Hon Dr John Bannon AODirector-General (A/g)Chairman, Advisory Council9 September 2011 9 September 2011

ContentsLetter of transmittaliiiNational Archives of Australia Annual Report 2010–11 1Director-General’s review of 2010–11 3Agency overview 7Establishment and functions 7Outcome and program structure 7Governance and organisational structure 8Report on performance 13Outcome 1Outcome 2Authentic, reliable and useable Commonwealth records throughthe provision of information management products and servicesto Australian Government agencies 13Program 1.1 Delivering information management products and services 13Greater understanding of our heritage and democracy through preserving,describing and providing access to the national archival collection 19Program 2.1 Securing, describing and preserving records of nationalarchival value 19Program 2.2 Providing an accessible, visible and interpreted nationalarchival collection 24Management and accountability 37State office co-location project 37Corporate governance 37External scrutiny 40Information technology management 41Human resource management 42Ecologically sustainable development and environmental performance 45Asset management 46Procurement 48Financial management 48Financial statements and supporting notes for the year ended 30 June 2011 51Contents v

Appendixes 109Appendix A Resources allocated to the Archives 110Appendix B Records authorities issued 112Appendix C National and international strategic relations 113Appendix D Selected records transferred and described 116Appendix E Exhibitions program 122Appendix F Publications program 124Appendix G Service Charter standards 125Appendix H Freedom of information 126Appendix I Ecologically sustainable development and environmental performance 129Appendix J Consultancies, advertising and market research 132Appendix K Volunteers 135Appendix L Representation on professional organisations 136Appendix M Occupational health and safety 138Correction of material errors in previous annual report 138National Archives of Australia Advisory CouncilAnnual Report 2010–11 139Glossary and indexes 147Glossary 147Shortened forms 149List of requirements 150List of figures and tables 153Index 155National Archives of Australia addresses and contact details 164vi Annual Reports 2010–11

National Archivesof AustraliaAnnual Report 2010–11

The Mayor of CheongjuCity, Beum-deuk Han,presents Dr Stephen Ellis theUNESCO/Jikji Memory of theWorld Prize at the CheongjuArts Centre, Cheongju City,Republic of South Korea.‘The 2011 UNESCO/JikjiMemory of the World Prizerecognises the Archives’ability to be innovative, ourwillingness to share theresults of our research andour professional leadership.’Dr Stephen EllisDirector-General (Acting)National Archives of AustraliaSoonhwan Jung

Director-General’sreview of 2010–11The year 2010–11 presented a few challenges and some significantachievements for the National Archives of Australia. The Archivescontinued to review and implement innovative solutions to providethe Australian Government and the public with archival servicescomparable with the best international standards and practice.InnovationDr Stephen EllisDirector-General (Acting)National Archives of AustraliaSam CooperDuring 2010–11, the Archives found new ways of providingaccess to its records, such as the Constitution for a Nationinteractive feature, which explores the history of the creation ofthe Constitution through rich visual and auditory media. In addition,a new display using touch-screen technologies to provide moreinteraction for visitors was installed in our Memory of a Nationexhibition in the National Office in Canberra. The Archivesrepurposed its hardcopy magazine to a more accessible e-magazine,Your Memento, and its online research system, RecordSearch,was revised to improve useability.Amendments to the Archives Act 1983, approved by Parliamentin May 2010, reduced the closed period for most Commonwealthrecords from 30 to 20 years, and for Cabinet notebooks from50 to 30 years. The examination of records was prioritised tosupport the accelerated release of Cabinet records required bythese amendments.During the year we released Check-up 2.0, a secure web-basedtool developed to assist Australian Government agencies assessthe state of their information management. Check-up 2.0, basedon the original Check-up released in 2007, helps agencies to buildtheir information management capability and to plan improvements.In May 2011, the ACT Branch of the Records and InformationManagement Professionals Association Australasia announcedthat Check-up 2.0 had won the inaugural Rob Barnett Award forInnovation and Excellence.The Archives also upgraded its own recordkeeping technologies.This upgrade ensures that the Archives’ electronic recordkeepingsystem continues to support our business needs and accountabilityrequirements. It also helps us adhere to the guidelines we provide toother agencies.Director-General’s review of 2010–11 3

International recognitionIn May 2011 the Director-General of UNESCOannounced that the Archives had been awardedthe 2011 UNESCO/Jikji Memory of the World Prizefor innovation in preserving digital records andheritage documents. The award, funded by the Cityof Cheongju in the Republic of Korea, recognisesthe Archives’ innovation in this area, our willingnessto share research results and our professionalleadership. The award also recognises the Archivesfor its investigation into the conservation issuessurrounding parchment documents written in irongall ink, which are vulnerable to iron gall corrosion.The effects of this ink on paper have been widelyresearched, but the effects on parchment onlyrarely investigated. Some of the most importantrecords the Archives holds are on parchment.The Archives has long been recognisedinternationally as a leader in informationmanagement. As part of a memorandum ofunderstanding between the Archives and theArsip Nasional Republik Indonesia (NationalArchives of Indonesia), in May 2011 the Archiveswas invited to present a three-day training programin Indonesia. The training program focused onthe approach the Archives takes in providinginformation management advice and services toAustralian Government agencies. Thirty participantsfrom various Indonesian government archives andagencies attended.Leadership changesThe Hon Dr John Bannon AO was appointedChairman of the National Archives of AustraliaAdvisory Council on 28 May 2011. Dr Bannonreplaced former Chairman Mr Paul Santamaria SC,who retired from the Council in December 2010.Mr Ross Gibbs PSM came to the end of his tenureas Director-General on 31 March 2011, havingserved in this position for eight years. Mr Gibbssubsequently took up the role of State Director inour Melbourne Office.Services to regionalAustraliaDuring 2010–11, the Archives and some of ourstate and territory counterparts took significantsteps towards an improved service deliverymodel. Under this model the public receivesface-to-face services to assist them to search andaccess records across federal, state and territoryjurisdictions from a single site in their capital city.The Archives co-located with the State Recordsof South Australia on 4 April 2011. During thereporting period, significant work was alsocompleted to achieve co-location with theTasmanian Archive and Heritage Office in late 2011,and plans to co-locate with the Northern TerritoryArchives Service in mid-2012 progressed.The achievement of co-located services hasbeen made possible through strong cooperativearrangements that have existed between theCommonwealth, state and territory archivesservices for many years.Our peopleDuring 2010–11, the Archives continued to invest inour people to ensure alignment with our businessneeds, changing demographics, employee needsand the competitive employment market.The Archives has continued to provideopportunities for increasing staff skills during theyear. The development of management capabilityin APS 3 to APS 6 staff through the ManagementFoundations Program is of particular note. During2010–11, the Archives reviewed its organisationpriorities and workforce to identify critical staffpositions and to predict future demands onworkforce planning capability. This review willcontribute to the development of successionplanning, recruitment and staff developmentactivities in the future.Ms Phyllis Williams, Director of the Darwin andAdelaide offices, was awarded the Public ServiceMedal in the Queen’s Birthday Honours List.4 Annual Reports 2010–11

Ms Williams received the award for outstandingpublic service in driving significant reforms tocommunications and service delivery in theArchives, particularly in relation to IndigenousAustralians in the Northern Territory.The staff of the Archives continued to providehigh-quality advice and services to the governmentand the public. Australia Day Achievementmedals, recognising outstanding performance ina project or core duties, were awarded to fourstaff members: Greg Angenent, Ritchie George,Sean Debenham and Fiona McInnes. In addition,the Communications and Programs sectionreceived a team award. A Director-General specialcommendation was awarded to the Transfer,Location and Lending system development team,which consisted of staff from the Operationsand Preservations branch, and Information andCommunication Technology section.FinanceThe Australian National Audit Office provided anunqualified audit opinion on the Archives’ 2010–11financial statements. Income was $68.207 millionwhile expenses totalled $75.153 million, resultingin a net deficit of $6.946 million. While this is adecline from last financial year’s net surplus of$7.275 million, it was largely a consequence ofthe accounting treatment for the replacementof the Archives’ assets now being recognisedas an equity injection. Expenses also rose andare expected to increase further in 2011–12 andbeyond, particularly in relation to employees andsuppliers. These cost pressures will continue tobe carefully managed by the Archives to meetits challenges and deliver on key priorities andresponsibilities in the coming year.The year aheadIn accordance with government financial budgeting,the Archives will move to a rolling five-year planningframework to ensure that operational and strategicpriorities are harmonised.In the 2011–12 Budget, the government approveda strategy to extend and improve the Archives’preservation and storage capacity. This strategyincludes commitments for two building projects.The Archives will also fund one further projectfrom its existing capital budget. Together, the threeclosely integrated projects will ensure the Archivesis able to accept transfers of paper and audiovisualrecords until at least 2031. The three projects are:• upgrade of the repository at Chester Hill inSydney• construction of the National ArchivesPreservation Facility in the ACT region• major refurbishment of the existing buildingat Mitchell in the ACT.The National Archives Preservation Facility willaccommodate 150 staff, and include contemporarypreservation and conservation laboratory areas,records processing and handling areas, and staffamenities. It will be a passive green facility, whichwill minimise energy and resource use, greenhousegas emissions and its environmental footprint.The facility is expected to be completed in 2016.In June 2011, the Australian Government agreedto a new policy to move government agenciesto digital recordkeeping for efficiency purposes.The Archives has a leading role in delivering thisnew information and records management policy.The policy also requires agencies to rationalise andreduce any existing stockpiles of paper recordsthat are overdue for destruction under recordsauthorities issued by the Archives.The Archives’ role in implementation of thispolicy complements its already established roleof providing standards, guidance and adviceto agencies on information management. TheArchives will work to promote the policy morewidely and to develop a number of productsto support agencies in their transition to digitalinformation management.The Archives will report to the Minister each yearfor three years on the progress of agencies inachieving the policy goals. In 2014 the Minister willreport to the Prime Minister on overall progressacross the government.Dr Stephen EllisDirector-General (Acting)Director-General’s review of 2010–11 5

New map and plan cabinets,Mitchell (ACT) repository.During 2010–11, anextensive project to replacethe existing cabinets wascompleted. This has resultedin better storage capacity forthe Archives’ cartographicrecords and ensures theirpreservation and accessibilityin the future.‘It’s exciting seeing our storageand research facilities changeand grow. The NationalArchives Preservation Facilityand the Chester Hillrepository upgrade are thenext big things for us as wecontinue to keep our recordssafe and secure.’Andy PelukoAssistant Director, State Operations CoordinatorFacilitiesCorporate ServicesGilbert Herrada

Agency overviewEstablishment andfunctionsThe National Archives of Australia was establishedunder the Archives Act 1983. It is a budget-fundedagency within the Department of the Prime Ministerand Cabinet portfolio. The Archives is an executiveagency under section 65 of the Public Service Act1999. The head of the Archives is the Director-General, a position created under the Archives Act.The roles and responsibilities of the Archives areset out in the Archives Act and can be broadlygrouped into the areas of:• helping Australian Government agenciesaddress their information management needs• transferring archival-value records fromagencies and securing, describing andpreserving them• providing access to archival records held inaccordance with the Archives Act.Outcome and programstructureThe Archives is funded by the AustralianGovernment to achieve two agreed outcomes andthree programs (Table 1). The Archives’ outcomeand program structure has been developed toensure that financial and non-financial performancecan be evaluated against each core business area.The resources allocated to the outcomes andprograms are detailed in Appendix A.Table 1: Outcomes and programs, 2010–11Outcome 1Outcome 2Authentic, reliable and useable Commonwealth records through the provision of informationmanagement products and services to Australian Government agenciesProgram 1.1 Delivering information management products and servicesGreater understanding of our heritage and democracy through preserving, describing andproviding access to the national archival collectionProgram 2.1 Securing, describing and preserving records of national archival valueProgram 2.2 Providing an accessible, visible and interpreted national archival collectionAgency overview 7

Governance andorganisational structureGovernanceMinisterUnder the Archives Act, the Minister may givedirections consistent with the Act to theDirector-General relating to his powers andperformance of duties under the Act.The Hon Brendan O’Connor MP, Minister forPrivacy and Freedom of Information, becameresponsible for the Archives on 14 September2010, succeeding Senator the Hon Joe Ludwig.National Archives of AustraliaAdvisory CouncilEstablished under the Archives Act, the NationalArchives of Australia Advisory Council providesadvice to the Minister and Director-General onmatters relating to the Archives’ functions. TheMinister or the Director-General may refer mattersto the Council for advice. The Council providesits own annual report to the Australian Parliamentunder the Archives Act. Its report for 2010–11 ison pages 139–45.Governance frameworkA governance framework for the Archives, currentat 30 June 2011, is shown at Figure 1.Organisational structureThe Director-General and five AssistantDirectors-General form the Leadership Team,which is responsible for the overall managementof the Archives. The Assistant Directors-Generalare each responsible for a branch of theArchives (Figure 2).The Hon Brendan O’Connor MPThe Archives’ National Office is in Canberra. TheArchives also has offices in all state capitals andDarwin. A list of addresses and contact details isavailable on page 164.Figure 1: Governance framework, 30 June 2011ParliamentMinisterDepartment of thePrime Ministerand CabinetNational Archivesof AustraliaAdvisory CouncilChairmanNational Archivesof AustraliaDirector-General8 Annual Reports 2010–11

Leadership TeamThe responsibilities of each member of theLeadership Team as at 30 June 2011 areoutlined below.Director-General (Acting)The Director-General (Acting), Dr Stephen Ellis,is the Chief Executive of the Archives. Dr Ellisassumed this responsibility on 2 April 2011 pendingthe appointment of a new Director-General.Assistant Director-General, GovernmentInformation ManagementMargaret Chalker is primarily responsible foractivities associated with delivering Program1.1. This includes providing advice and practicalassistance to agencies regarding informationmanagement, in particular promoting integrateddigital information management, and implementingthe disposal provisions of the Archives Act.Assistant Director-General, Operations andPreservation (Acting)Cornel Platzer is primarily responsible for activitiesassociated with delivering Program 2.1. Thisincludes arranging transfer of archival records fromagencies, documenting, describing, indexing andstoring these records, as well as preserving andconserving records at risk of deterioration.Assistant Director-General, Access andCommunicationAnne Lyons is primarily responsible for activitiesassociated with delivering Program 2.2. Thisincludes research facilities and services, recorddigitisation, websites, exhibitions, educationprograms and events that help the publicaccess, research and interpret the recordsheld by the Archives.Emily HanlonThe Archives’ Leadership Team: Stephen Ellis,Karen Griffith, Cheryl Watson, Margaret Chalker,Cornel Platzer and Anne Lyons.10 Annual Reports 2010–11

Assistant Director-General, NationalCoordinationKaren Griffith is primarily responsible for corporategovernance, personal records, security andsupport for the National Archives of AustraliaAdvisory Council. Other key responsibilities includeidentification of records exempt from public access,coordination of international activities, oversight ofthe Archives’ state and territory offices, and deliveryof co-located services.Assistant Director-General, Corporate ServicesCheryl Watson is primarily responsible for managingand developing the Archives’ people managementand capability framework, finances, procurement,information and communications technology, libraryservices and national property management.Agency overview 11

Flood damage sustainedin January 2011. Followingthe natural disasters acrossAustralia in early 2011, theArchives provided adviceand assistance to AustralianGovernment agencies whoserecords had been damaged.‘The Agency Service Centreprovides advice to individualagencies, including adviceabout records damaged in thenatural disasters in 2011.When working in the AgencyService Centre I saw firsthand how invaluable andimportant our services are.’ROD COVELLProject OfficerAgency RelationsGovernment Information ManagementJohn Oxley Library, State Library of Queensland, Neg: 27803–0001–0308

Report on performanceThis report on performance is based on theoutcome and program structure set out in the2010–11 Portfolio Budget Statements (page 7).This report shows for each outcome and programa clear relationship between the targets in thePortfolio Budget Statements and the resultsachieved by the Archives in 2010–11. The reportalso addresses the key performance indicators setout in the 2010–11 Portfolio Budget Statements.Outcome 1Authentic, reliable anduseable Commonwealthrecords through theprovision of informationmanagement products andservices to AustralianGovernment agenciesOutcome 1 ensures that Australian Governmentagencies create and manage records appropriatelyso that their decisions and actions are documentedaccountably and so that Australians can accessthem now and in the future in accordance with law.Under Outcome 1, the Archives promotesimproved practice in information management toAustralian Government agencies by:• providing practical assistance via informationmanagement products and advice• advising on changes in informationmanagement approaches and technologies• developing and consulting on broaderinformation management approachesthat meet government expectations fortransparency and accountability, and agencybusiness needs.Program 1.1Delivering informationmanagement productsand servicesProgram 1.1 objectiveThe objective of Program 1.1 is to strengthenAustralian Government agencies’ capability tocreate and manage information. This ensures thatinformation relating to the business of governmentcan be accessed in the public interest. It alsoensures that the integrated management ofgovernment information underpins accountabilityand effective and efficient business.Program 1.1 deliverablesThe Archives identifies records of nationalsignificance by developing records authorities inconjunction with Australian Government agencies.As a result records authorities meet agencybusiness and government needs, and the Archives’objectives. This involves:• negotiating with agencies to identify recordsof national significance and encouraging theirappropriate management• authorising and encouraging appropriatedestruction of records that do not havenational significance, taking into account therights and entitlements of individuals and ofthe Commonwealth• negotiating and authorising the transferof records held outside the Commonwealthinto the Archives’ custody or ownership,where appropriate.Report on performance 13

The Archives also develops best practiceinformation management standards, policiesand guidance. This includes:• creating and promoting integrated informationmanagement approaches across theAustralian Government• developing and maintaining productivestrategic relationships with the widerinformation management industry –both within and outside the AustralianGovernment.Services provided to agencies to enhance theirinformation management capabilities include:• relevant and targeted training programs(Table 2)• information management advice and policyimplementation guidance• practical information management toolsand products• forums to identify and address informationmanagement issues and opportunities• regular surveys to establish the state ofinformation management and to identifyareas for business improvement within theAustralian Government• advice to assist in the transition to a fullyintegrated digital information environment.Program 1.1 key performance indicatorsTo determine the effectiveness of Program 1.1,the Archives measures the satisfaction withinformation management products and servicesthrough formal evaluation. It also records thenumber of people and percentage of agenciesparticipating in information management trainingand events. Usage rates of online informationmanagement products are also measured (Table 3).Program 1.1 summary of performanceTables 2 and 3 present the Archives’ performancein relation to Program 1.1. Details of the Archives’activities supporting the achievement of keyperformance targets relating to Program 1.1 follow.Advice to Australian Government agenciesDuring 2010–11, the Archives worked withAustralian Government agencies to improvebusiness efficiency and effectiveness in informationmanagement. The Archives actively encourages theshift from paper-based practices, and governmentagencies are increasingly managing their recordsand information in digital formats.Following the January 2011 floods inQueensland and natural disasters in other states,the Archives wrote to the heads of all governmentagencies to inform them of the advice publishedon its website on recovering damaged records.Table 2: Program 1.1 deliverable, 2010–11Program deliverableTarget in 2010–11 PortfolioBudget StatementsAchievement in2010–11Locations of training and events (number) 10 10Table 3: Program 1.1 key performance indicators, 2010–11Key performance indicatorIncrease in the number of hits for online informationmanagement products (%)‘Satisfaction’ rating on information managementproducts, services and advice (%)Target in 2010–11 PortfolioBudget StatementsAchievement in2010–115 477 96Participants in training and events (number) 1 100 1 005Australian Government agencies participating intraining and events (%)65 8514 Annual Reports 2010–11

This advice includes links to other specialisedinformation on disaster recovery. The Archivesalso developed a records authority to streamlineapproval to destroy records damaged beyondrecovery (see page 17).The Archives’ Agency Service Centre, whichresponds to requests from government agenciesfor advice on information management, received811 enquiries during 2010–11. Of these, 90 percent were responded to within five working days,and 7 per cent within 10 working days. Commonenquiries concerned requirements for keepingand destroying records, requirements forscanning physical records, managing records inbusiness systems and databases, application of asuperannuation records disposal freeze (preventingthe destruction of specified superannuation andpersonnel records until 31 December 2015),machinery of government change issues andarchiving websites.During 2010–11, the Archives participated in aworking group convened by the Australian PublicService Commission to improve advice to agenciesfollowing machinery of government changes.Machinery of government changes may involve themovement of functions within the same portfolioor from one portfolio to another. Following theAugust 2010 federal election, the Archives joinedwith the Australian Public Service Commissionand the Department of Finance and Deregulationto present a forum to provide up-to-date adviceon machinery of government changes. The forum,held in Canberra, was attended by 110 agencyrepresentatives.GAIN AustraliaDuring 2010–11, the Archives launched GAINAustralia (Government Agencies InformationNetwork Australia) to support the sharing ofinformation and records management expertiseand experiences across agencies, including thosein regional centres. The GAIN Australia initiativeincorporates face-to-face forums, an e-bulletinand an online discussion forum. Face-to-faceforums provided updates on recent changes andinitiatives for managing digital information, and wereheld throughout the reporting period in Sydney,Hobart, Canberra, Brisbane and Darwin. Staff from67 agencies attended the forums, and providedpositive feedback.The GAIN Australia online discussion forumsupplements face-to-face forums and providesanother mechanism for sharing information. Topicssuch as the application of the superannuationrecords disposal freeze, establishing vital recordsprograms, and using social media in governmenthave been discussed in the forum. The onlineforum was accessed by 448 agency staff duringthe reporting period.Christine Johnston, Director,Agency Relations, GovernmentInformation Management, speaksto participants at the Machineryof Government Forum held at theNational Archives of Australia,September 2010.Angus KendonReport on performance 15

Training for Australian Government agenciesThe Archives continued to provide training to guideagencies in contemporary information managementpractice. In 2010–11, 32 training sessions involving483 participants from 86 government agencieswere held in all capital cities. Customised trainingwas provided to staff from the Department ofDefence at Royal Australian Air Force (RAAF) basesin Darwin and Glenbrook (NSW).Feedback on training courses conducted in2010–11 indicated an overall satisfaction ratingof 4.3 out of 5 in meeting participants’ objectives,and content and presentation expectations.The training, along with a series of new trainingworkbooks, generated considerable agency interestand provided participants with comprehensivematerials for future reference.To supplement face-to-face training, the Archivesdeveloped an online learning module to providetraining to participants in their workplace. Thisallows the Archives to provide briefings and shorttraining sessions to agency staff unable to attendface-to-face training.Digital information managementThe Archives actively encourages agencies tomanage their information digitally and to transferrecords to the Archives in digital formats. TheArchives also encourages agencies to use recordsauthorities to destroy records that are no longerneeded in order to reduce the accumulation ofpaper records. A specific project undertaken during2010–11 was the transfer of electoral rolls in digitalformat from the Australian Electoral Commissionto the Archives. In addition, the Archives providedadvice to Centrelink on its initiative to reducethe use of paper and better manage all forms ofcorrespondence between Centrelink sites andits record management units.During 2010–11, the Archives published advicefor agencies on planning and implementing anelectronic document and records managementsystem. Based on the experiences of a numberof agencies, the advice highlights key issuesfor agencies to consider when implementingthese systems.Advice on digitising accumulated physical recordswas published online. This advice covers a rangeof issues for agencies to consider when planningdigitisation projects and assists with recordsprotection, storage and future access.In keeping with the government’s interest inpromoting the use of Web 2.0 technologies, theArchives also published advice on managingrecords from social media applications, and onthe legal and information management issues thatagencies should take into account when venturinginto cloud computing.Check-up 2.0Check-up 2.0, a web-based application to assistagencies assess the state of their informationmanagement, was released during 2010–11.Based on the original Check-up released in2007, Check-up 2.0 helps agencies to build theirinformation management capability and to planimprovements. Check-up 2.0 also enables theArchives to use agency results for benchmarkingand to target areas needing assistance. It hasreceived more than 10,000 hits since its releasein March 2011.Records management standardsThe AGLS Metadata Standard is a set ofdescriptive properties that helps web users findgovernment resources, including online informationand services. The Archives maintains the AGLSMetadata Standard and is the lead agencyon the Standards Australia AGLS MetadataSubcommittee.In 2010–11, the Archives provided additionalguidelines to help agencies implement the AGLSMetadata Standard. The Archives promoted thestandard at cross-agency forums, and collaboratedwith the Australian Government InformationManagement Office to develop a basic set ofmetadata, based on the AGLS Metadata Standard,for data sets uploaded to data.gov.au (a centralpoint of access to government data).The Archives continued to provide practicaladvice to agencies on the use of the AustralianGovernment Recordkeeping Metadata Standard,16 Annual Reports 2010–11

which sets out the descriptive and contextualinformation that needs to be captured for recordsto retain their integrity and accessibility over timeand to aid discovery.During the reporting period, the Archives endorsedPrinciples and Functional Requirements forRecords in Electronic Office Environments –issued in 2011 as International Standard ISO16175 – for use by the Australian Government.This standard supports better management ofinformation in records management software andbusiness systems. Earlier versions of the standardproduced by the Archives provided the basis forthe International Standard.Arrangements for authorising destruction,retention and transfer of CommonwealthrecordsApproved arrangements for the retention,destruction and transfer to the Archives of recordsare provided through records authorities issuedunder section 24(2)(b) of the Archives Act. Recordsauthorities are based on an agency’s accountabilityrequirements, ongoing business needs and risks,and community interest including the need tosupport the entitlements of Australians as well aslong-term historical and cultural interests. The mostimportant agency records, identified as records ofnational significance, are transferred to the Archivesfor preservation and eventual public access.Practices followed or approved by the Archivesregarding the disposal of Commonwealth recordsremain consistent with Why Records Are Kept:directions in appraisal, a publication that outlinesthe Archives’ objectives and criteria for selectingrecords as national archives. During 2010–11, therewere no changes to these practices to report inaccordance with section 25(1) of the Archives Act.Twenty-nine records authorities were approvedby the Archives in 2010–11. Of these, 24 werefor specific agencies and five applied to multipleagencies. A full list of records authorities issued in2010–11 is at Appendix B.In October 2010, the Archives issued a recordsauthority approving the transfer of significantTasmanian railway records from the Commonwealthto the Tasmanian Government following the state’sresumption of control of the railway system. Theserecords include maps and plans relating to theearliest times of Tasmanian railways, as well asrecords necessary for the continued running ofthe system by the Tasmanian Government. TheArchives worked with the Australian GovernmentDepartment of Infrastructure, Transport, RegionalDevelopment and Local Government, and theTasmanian Department of Infrastructure, Energyand Resources in developing this records authorityand arranging physical transfer of the records tothe Tasmanian Archive and Heritage Office.In February 2011, the Archives issued a recordsauthority that streamlined approval to destroyrecords damaged beyond recovery in a naturaldisaster, an emergency or other unforeseencircumstance. The ability to destroy records quicklyis important where contamination may cause healthand safety issues.Ross Gibbs, then Director-Generalof the Archives, and Terry Moran,Secretary of the Department ofthe Prime Minister and Cabinet,discuss Royal Commission recordson display, Royal CommissionsRecords Authority signingceremony, National Archives ofAustralia, July 2010.Alanna BishopReport on performance 17

In March 2011, the Archives issued an authority tocover the records of four land councils: NorthernLand Council, Central Land Council, Tiwi LandCouncil and Anindilyakwa Land Council. Thisrecords authority was developed in cooperationwith the land councils using the ‘cluster approach’to cover similar areas of business in multipleagencies.The Archives also developed a records authoritytemplate for use by Australian Governmenttribunals or agencies with responsibility for theoperation of tribunals. These agencies haveresponded positively to the efficiencies that thistemplate offers.Following the High Court’s decision in Cornwellv The Commonwealth of Australia (2005) andsubsequent appeals, the Archives issued a disposalfreeze to prevent destruction of selected personnel,superannuation, workplace and policy records.These records could be required to ensure therights and entitlements of affected individuals, orby the Australian Government in defending claims.The Archives sent a letter to all agency heads inJanuary 2011 advising them of the freeze. TheDepartment of Finance and Deregulation requestedbroadening of, and extension to, the freeze tosupport ongoing litigation. To assist agenciesimplement the freeze the Archives, in conjunctionwith the Department of Finance and Deregulation,held two information sessions in Canberra inFebruary 2011. A total of 84 people from 59agencies attended.Strategic relationshipsThe Archives works closely with stakeholders tobuild information management capability. Theseinclude government, information managementindustry bodies, tertiary education institutions andthe private sector. During 2010–11, the Archivesactively liaised with key government agenciesincluding the Office of the Australian InformationCommissioner, the Australian GovernmentInformation Management Office and the AustralianNational Audit Office. The Archives also participatedin government working groups, including theSpatial Data Management Group (sponsored bythe Office of Spatial Data Management), and across-agency Metadata Community of Interest.An Archives staff member was seconded to theAustralian National Audit Office in January 2011to assist in a series of audits on recordkeeping,including management of electronic records. Suchaudits are a valuable source of information forthe government and the Archives on the state ofinformation management in agencies. They alsoprovide an indication of where additional guidancemay be useful.The Archives was represented by the AssistantDirector-General, Government InformationManagement on the Government 2.0 SteeringGroup. This group was established to implementthe work program arising from the government’sresponse to the Government 2.0 Taskforce report,Engage: getting on with Government 2.0.The Archives is a member of the Cloud InformationCommunity, which is hosted by the AustralianGovernment Information Management Office. Thepurpose of the Cloud Information Community is todevelop whole-of-government guidance on cloudcomputing. The Archives is a key agency providingadvice on these matters.May 2011 was Information Awareness Month,a national initiative supported by the informationindustry and professional bodies. As part ofInformation Awareness Month, the Archives hosteda forum on e-discovery and the law in whichguest speaker, Seamus Byrne, a director withKordaMentha Pty Ltd, discussed digital recordsas evidence and recent court practices. The forumwas attended by 90 people.More information on the Archives’ strategicactivities relating to the information managementindustry is at Appendix C.18 Annual Reports 2010–11

Outcome 2Greater understanding ofour heritage anddemocracy throughpreserving, describing andproviding access to thenational archival collectionThrough preserving, describing and providingaccess to the national archival collection, theArchives contributes to all Australians developinga greater understanding of their heritage anddemocracy.The Archives achieves this outcome through twoprograms: the first ensures that records of nationalsignificance are secured, described and preserved;the second makes these records accessible, andunderstandable, by all Australians.Program 2.1Securing, describing andpreserving records of nationalarchival valueProgram 2.1 objectiveThe objective of Program 2.1 is to ensure thatAustralians have access to the accumulatedarchive of records from successive ministries ofthe Australian Government.Program 2.1 deliverablesThe Archives assesses a small proportion ofrecords generated by Australian Governmentagencies as having archival value that justifiestheir ongoing preservation. For these records tobe managed and protected appropriately, theArchives Act provides that they be transferred tothe Archives, or an alternative as approved by theArchives. Once they are in custody, the Archivesensures appropriate storage and preservationto support continued use of the records bythe government and the public. Program 2.1deliverables include:• transferring archival records to the Archives(or appropriate alternatives) when no longerrequired by agencies• negotiating the transfer of the most valuablerecords (including digital records)• reviewing records to confirm theirarchival value• providing and managing sufficient andsuitable storage for archival records inrelevant locations• providing appropriate environments andstorage arrangements for archival records(Table 4).The Archives describes archival records to enablethem to be controlled, discovered and accessible.This includes:• maintaining the administrative history of themachinery of government, ensuring thatchanges are reflected within six monthsTable 4: Program 2.1 deliverables, 2010–11Program deliverableTarget in 2010–11 PortfolioBudget StatementsAchievement in2010–11Transfer of records into archival custody (km) 3 4.7Review of records to confirm their archival value (km) 5 6Items added to RecordSearch (number) 800 000 451 494*Items provided preservation treatment (number) 550 000 124 573*Records stored in appropriate environments (%) 86 82* Due to an unexpected reduction in anticipated digital transfer activity, the number of items added to RecordSearch and providedpreservation treatment were below the Portfolio Budget Statements targets.Report on performance 19

• registering the provenance of all records incustody, and ensuring their locations arerecorded• describing records at item level to increaseaccessibility by enabling online searching.The Archives also preserves records at risk ofsignificant deterioration, prioritising those mostlikely to be affected within the next five years. Thisincludes preservation treatments for records at riskof loss or inaccessibility owing to deterioration ortechnological obsolescence.Program 2.1 key performance indicatorsTo determine the effectiveness of Program 2.1,the Archives measures the quantity of agencyrecords transferred into the Archives, the proportionof holdings described at item level, and thepercentage of records requiring preservation thatreceive treatment (Table 5).Program 2.1 summary of performanceTables 4 and 5 present the Archives’ performancein relation to Program 2.1. Details of the Archives’activities supporting the achievement of keyperformance targets relating to Program 2.1 follow.Transfer of recordsRecords transferred to the Archives are primarilyfrom Australian Government agencies. TheArchives’ national transfer service facilitates thetransfer and intellectual control of these recordsthrough their planning, tracking and management.Under the national transfer plan, the Archivesaccepts records from agencies when they nolonger serve a business need, and have beenidentified as ‘retain as national archives’ inaccordance with a current records authority orare at risk of loss or destruction.Records that meet these criteria are identifiedthrough agency requests to transfer records,surveys of records in agency custody, andthe Archives’ own transfer priorities. TheArchives liaises with agencies to ensuretransfers are made in accordance withstandards for controlling, describing andpackaging archival records.In 2010–11, the Archives received transfers of4.7 kilometres of records from 47 per cent ofagencies with a records authority entitling themto transfer records. Exceeding the target ofthree kilometres of transfers, while not meetingthe 60 per cent target of eligible agencies,is the result of agency identification of largerquantities of records for transfer. Ongoing transfers,as well as increased demand from agenciesfor transfer services as a result of new recordsauthorities, have placed increased pressure onthe diminishing space within the Archives’ storagefacilities. A statistical breakdown of the numberand types of records transferred to the Archivesis shown in Table 6.Table 5: Program 2.1 key performance indicators, 2010–11Key performance indicatorReduction in the quantity of archival records held byagencies (%)Eligible agencies that have transferred records over thefour-year period* (%)Total holdings described at item level to enable theirready discovery and retrieval (%)Items targeted for preservation treatment that havereceived treatment (%)Target in 2010–11 PortfolioBudget StatementsAchievement in2010–1111 1660 4722 23100 97* An eligible agency is one that has a current records authority.20 Annual Reports 2010–11

Table 6: Records transferred to the Archives, 2006–07 to 2010–112006–07 2007–08 2008–09 2009–10 2010–11Transfers (number) 1 025 1 335 2 536 786 829*Quantity of paper and audiovisualrecords transferred (shelf metres)Quantity of digital recordstransferred (gigabytes)2 954 3 389 3 797 6 312 4 743**19 5 2 132 220* While the number of transfers increased compared with 2009–10, the quantity of paper and audiovisual records transferreddecreased. This is due to a lower item–shelf metre ratio in 2010–11. This is predominantly for audiovisual records, where filmtransfers can be as low as three items per shelf metre.** In 2010–11, there was a return to closer to the average number of paper transfers following a higher quantity in 2009–10. Theincrease in 2009–10 was due to the Sydney and Canberra offices’ ability to dedicate some resources to legacy projects to controlrecords already in custody, and also agencies such as the Department of Defence, Department of Immigration and Citizenship,and Department of Foreign Affairs and Trade targeting sentencing and transfer projects.Control and description of recordsThe Archives controls and describes records toenable their management in storage, retrieval anduse by government and the public. Records arekept in the order they were accumulated by theoriginating agency to preserve the context in whichthey were used and to enhance understanding oftheir meaning.Description involves providing standardisedinformation about the nature and content ofrecords. The Archives documents, describesand indexes records at item level on its researchdatabase, RecordSearch, which is availablethrough the Archives’ website (Table 7).The Archives has an ongoing program to describerecords already in its custody to make them moreaccessible. During 2010–11, twentieth-centuryimmigration records continued to be a priority,along with records that are highly significant orin high demand, or that require preservationtreatment. A selection of records for whichdescriptive work was undertaken in 2010–11is at Appendix D.Storage of recordsThe Archives operates storage facilities in allcapital cities. Most are purpose-built with fireprotection and physical security systems, andappropriate environmental controls. However, somenon-airconditioned facilities are still in use whereappropriate for the record type. Records are furtherprotected in archival-quality folders and boxesstored on suitable shelving.As part of planning for the co-location of theArchives’ Darwin and Adelaide offices with stateand territory archival institutions, 1438 shelfmetres of records were relocated from Darwin tothe Brisbane Office, and 357 shelf metres fromAdelaide to the Sydney Office. These recordscomprised photographic material requiring specialstorage conditions, and records digitised andmade available via RecordSearch. In addition,approximately 10 shelf metres of records werereturned from Sydney to Adelaide.Table 7:Records described and made available to the public via RecordSearch, 2006–07 to2010–11 (cumulative)2006–07 2007–08 2008–09 2009–10 2010–11Item descriptions (number) 6 922 542 7 216 234 7 549 804 7 854 280 8 104 905Increase over previous year (%) 6 4 5 4 3Report on performance 21

Following the transfer of the railway functionfrom the Commonwealth to the TasmanianGovernment in October 2010, 3257 shelf metresof Tasmanian railway records were transferred fromthe Archives to the Tasmanian Archive and HeritageOffice. Approximately 30 shelf metres of recordswere retained and relocated to the Archives’Sydney Office.Information relating to the distribution of recordsby state and territory, and by format is available atTable 8 and Table 9, respectively.Preservation of recordsTo facilitate future access to its records, theArchives conducts extensive preservation works.Preservation of paper, photographic, audiovisualand digital media is ongoing.Preservation planThe Archives’ preservation plan prioritises recordsmost at risk of damage. The records may be at riskdue to technological obsolescence, instability of therecord material or high use. The plan’s key prioritiesinclude preservation of:• audiovisual records, including those relianton obsolete technology for playback,and those based on cellulose nitrate andcellulose acetate• digital records, such as emails and websites• photographs with acidic deterioration andcolour fade• paper records, maps and plans whose highuse has resulted in deteriorated condition.Table 8:Record holdings by state and territory offices, 2006–07 to 2010–11 (shelf metres)Location 2006–07 2007–08 2008–09 2009–10 2010–11Canberra 103 316 104 592 105 315 102 683 110 548Sydney 145 065 146 269 149 844 155 563 161 262Melbourne 51 639 51 984 51 499 52 407 52 267Brisbane 23 129 23 239 23 262 23 398 24 802Perth 19 324 19 336 19 293 19 620 19 697Adelaide 3 132 3 145 3 139 3 178 3 730Hobart 6 519 6 548 6 556 6 771 3 484Darwin 4 025 4 025 4 028 4 010 2 580Total 356 149 359 138 362 936 367 630 378 370Note: Statistics for 2010–11 include the number of shelf metres allocated to incoming transfers, as well as the growth in shelfmetres for existing holdings as a result of repackaging, rehousing and relocating records for preservation purposes.Table 9:Format of records held, 2006–07 to 2010–11 (shelf metres)Format 2006–07 2007–08 2008–09 2009–10 2010–11Audio 588 798 1 803 1 897 2 014Audiovisual 17 070 19 745 23 380 23 448 28 585Bound volume 18 522 18 373 18 361 18 646 19 109Cartographic 19 810 19 866 20 721 21 635 26 754Electronic record 131 97 147 143 187Microform 882 936 936 943 939Paper file or document 298 586 295 975 294 106 297 315 296 270Photographic 2 906 3 074 3 356 3 435 4 358Other format* 257 275 199 201 229* Includes three-dimensional records and textiles.22 Annual Reports 2010–11

Each year, the Archives reviews its preservation planto ensure those records most at risk are targetedfor treatment.Paper and photographic preservationThe Archives employs specialist paper andphotographic preservation staff who are responsiblefor treating at-risk paper and photographic records.They undertake intensive conservation treatment,create digital copies and repackage records.A total of 66,111 paper records receivedpreservation attention in 2010–11, includingsuch records as nineteenth-century registers oftrademarks and records of the Ranger UraniumEnvironmental Inquiry.A total of 32,226 photographic records receivedpreservation attention in 2010–11, including thosefrom the Australian Overseas Information Service(Department of Foreign Affairs and Trade), andCommonwealth building sites and Department ofWorks activities.In 2010–11, freezers were acquired for the storageof the most fragile photographic records in order tostop further deterioration.Audiovisual preservationThe Archives’ audiovisual holdings represent adiverse range of film, video and audio contentdating back to the early 1900s. Audiovisual recordscontain some of the Archives’ most at-risk materialas it is subject to rapid deterioration (film) andformat obsolescence (audio and video).In 2010–11, the Archives acquired film-digitisationequipment that will transcribe analogue film tohigh-quality digital content. This acquisition meansthat the Archives has high-quality digitisation unitsfor a broad range of film, video and audio formats.Analogue content can now be transcribed into digitalpreservation masters that, in contrast with traditionalanalogue formats, enable wider access and a moresustainable audiovisual preservation program.A total of 18,686 audiovisual items receivedpreservation treatment in 2010–11. Theseincluded records from the Department of ForeignAffairs and Trade, Film Australia, CommonwealthScientific and Industrial Research Organisation,Royal Australian Air Force (RAAF), AustralianBroadcasting Commission and AustralianAntarctic Division. Projects were also undertakento transcribe the near-obsolete formats of 2 inchaudio tapes and 8mm film to digital copies.Gilbert HerradaThe Hon Brendan O’Connor MP and Director-General(Acting) Dr Stephen Ellis unveil a rediscovered annotatedlegend to Marion Mahony Griffin’s View from Summit ofMount Ainslie, National Archives of Australia, May 2011.The legend was part of Walter Burley Griffin’s winningentry in the 1912 Federal Capital Design Competition anduntil recently was considered lost. Prior to its unveiling,the drawing received preservation treatment by Archivesconservators to stabilise the brittle and fragile paper.Report on performance 23

Digital preservationEarly in 2011, the Archives commenced a projectto review the last 10 years of digital preservationactivity and to determine the strategic directionfor the medium and long term. The digitalrecords priorities project conducted an extensivesurvey of digital preservation activities aroundAustralia and the world, and will be used as akey document to inform business planning withinthe Archives.Program 2.2Providing an accessible,visible and interpretednational archival collectionProgram 2.2 objectiveThe objective of Program 2.2 is to ensurethat Australians have a greater understandingof their heritage and democracy as a resultof access to, and interpretation of, theArchives’ holdings.Program 2.2 deliverablesThe Archives provides timely and appropriateaccess to its records. Australians, regardlessof where they live, can access the Archives’records through:• a network of reading rooms operatingin each state and territory capital, whichprovides the public with access tooriginal records• the National Reference Service, whichresponds to enquiries with information,guidance and copies of records• the National Digitisation Service, whichresponds to requests for digital copiesof records• the Archives’ websites.The Archives makes its holdings more accessibleby increasing the number of records describedand the number of records that can be viewedonline (Table 10).Members of the public are able to learn abouttheir heritage and democracy by participating inthe Archives’ education and information programs.These include:• displays, events and seminars, whichhighlight the diversity and richness of theArchives’ records, and their role in andimpact on Australian democracy, cultureand way of life• a national touring exhibition program,which takes the records to urban andregional centres• school tours and online learning through a‘virtual reading room’ (Vrroom website)• historical, informative and interpretivewebsites, which allow the public to find andengage with the Archives’ records• marketing and information programs, such associal media, newsletters and media events• guides, finding aids and historicalpublications, which help the public researchthe records and enhance their understandingof the Archives.Program 2.2 key performance indicatorsTo determine the effectiveness of Program 2.2,the Archives measures the number of recordsaccessed, visits to its websites, public participationTable 10: Program 2.2 deliverables, 2010–11Program deliverableRecord pages added to the Archives’ website(RecordSearch) (number)Target in 2010–11 PortfolioBudget StatementsAchievement in2010–111 100 000 1 127 490Archives website availability (%) 95 95Reference enquiries responded to within 30 days (%) 90 94Records examined and cleared within 90 days (%)* 100 91* Includes simple and complex access examinations (see page 28).24 Annual Reports 2010–11

in information and education activities, and thepercentage of participants reporting an increasedawareness and understanding of Australia’sheritage and democracy (Table 11).Program 2.2 summary of performanceTables 10 and 11 present the Archives’performance in relation to Program 2.2.Details of the Archives’ activities supporting theachievement of key performance targets relatingto Program 2.2 follow.Access to recordsNational Reference ServiceIn 2010–11, the Archives received 84,295 referenceenquiries from the public (Table 12). The records ofthose who served in the Australian defence forcesin World War I and World War II, and records aboutpeople who migrated to Australia after World War IIcontinued to be in high demand.Most people access records through digital copieson the Archives’ website (via RecordSearch).A total of 1,928,552 records were accessed viaRecordSearch in 2010–11 (Table 13).Table 11: Program 2.2 key performance indicators, 2010–11Key performance indicatorRecords accessed in reading rooms or through theNational Reference Service (number)Target in 2010–11 PortfolioBudget StatementsAchievement in2010–11100 000 110 562Records accessed online (number) 1 100 000 1 928 552Unique visits to the Archives’ websites (number) 1 600 000 5 174 156*Participants in information and education activities (number) 100 000 207 911Participants in Archives activities who are satisfied (%) 90 96Participants in Archives activities who report an increasedawareness and understanding of Australia’s heritage anddemocracy (%)90 94* Consistently high achievement in relation to this key performance indicator has resulted in the setting of a stretch target of5 million visits to the Archives’ websites for 2011–12.Table 12: Reference enquiries from the public, 2006–07 to 2010–11Reference enquiries received by theNational Reference Service, telephoneor online, including requests through theNational Digitisation Service2006–07 2007–08 2008–09 2009–10 2010–11103 362 87 037 74 614 69 105 65 148Visits to reading rooms 20 372 21 320 22 290 22 604 19 147Total reference enquiries 123 734 108 357 96 904 91 709 84 295Table 13: Records accessed by the public, 2006–07 to 2010–112006–07 2007–08 2008–09 2009–10 2010–11Digital copies via RecordSearch 1 485 145 2 023 328 1 991 126 2 071 396 1 928 552Original records accessed in reading rooms 49 496 48 275 57 341 54 484 57 805Original records accessed or copied bystaff for researchers75 910 78 031 62 167 62 860 49 803Total original records accessed 125 406 126 306 119 508 117 344 107 608Report on performance 25

Changes to the public access provisions ofthe Archives Act 1983 were implemented on1 January 2011. The most significant change sawthe open period (the time when Commonwealthrecords, including Cabinet records, are eligible forrelease under the Archives Act) commence after20 years instead of 30. Cabinet notebooks willbe released after 30 years, not 50 years as waspreviously the case. Each year until 2020, twoyears of Commonwealth records enter the openperiod while three years of Cabinet notebooks willbe eligible for release.In May 2011, the Archives released a pilot onlineforum for users of RecordSearch to raise issues,ask questions, share tips and provide feedback.The RecordSearch Forum facilitates ongoinginteraction between users of the online service andArchives staff, and within the first month of operationthe forum had generated 21 discussion topics.Late in 2010–11, the Archives procured an onlinereference-enquiry management tool. This willenable the Archives to manage the process ofassisting the public access records more effectively.The tool is being customised and will be availableon the Archives’ website in 2011–12.National Digitisation ServiceThe National Digitisation Service continued toprovide online access to digital copies of theArchives’ records. An extensive digitisationprogram, which focuses on high-value,high-use or at-risk records, underpins thisservice. Records digitised through the serviceare accessible via RecordSearch at no cost. Thepublic is able to view lists of current and completeddigitisation projects, and propose future projects onthe Archives’ website.If a person requires online access to records beforethey are available under the National DigitisationService, they can identify and, for a fee, orderdigital copies.Digitisation Officer Steph Katzer at work, NationalArchives of Australia, 2011. More than 23 million pagesof the Archives’ records have been digitised.In 2010–11, digitisation priorities continued tofocus on Cabinet, immigration and defenceservice records. In addition, the Archives’ stateand territory offices focused on digitising high-userecords (such as immigration and post officerecords), and records of significance to localcommunities. At 30 June 2011, 23,167,826 pageswere digitised and published on RecordSearch –an increase of 1,102,222, or 5 per cent, over theprevious financial year (Table 14).Online access to recordsRecordSearch is the Archives’ online researchdatabase. It is the quickest and most efficientway of finding out what is held by the Archives.RecordSearch enables members of the public tolocate records, order copies or request access torecords if they have not yet been made availablefor public access.In accordance with established internationalarchival practice, RecordSearch allows peopleto trace the relationships between individualGilbert HerradaTable 14: Digitised pages and photographs, 2006–07 to 2010–11 (cumulative)2006–07 2007–08 2008–09 2009–10 2010–11Digitised pages on RecordSearch 18 985 128 19 858 157 21 035 756 22 065 604 23 167 826Digitised photographs on PhotoSearch 173 891 196 153 224 265 268 175 293 443Total 19 159 019 20 054 310 21 260 021 22 333 779 23 461 26926 Annual Reports 2010–11

ecords and the agencies that created themin administering functions of the AustralianGovernment since 1901.RecordSearch describes more than 7.5 millionindividual items, such as files, photographs, mapsand plans, films and audio material. It also containsmore than 23 million digital pages (images) ofarchived material. Additional content is added toRecordSearch each week.NameSearch, PhotoSearch and the PassengerArrivals Index are modules of RecordSearch.NameSearch allows more effective searching forrecords about a particular person and PhotoSearchcontains descriptions and images of 293,443photographs. The images and their captions areexposed to a larger audience through PictureAustralia – an online service that allows searchingof multiple image collections (pictureaustralia.org).The Passenger Arrivals Index, which has beencompiled under work experience programs,includes nearly 880,000 names of passengers whoarrived by ship in Fremantle and other WesternAustralian ports between 1921 and 1949, or atPerth airport between 1944 and 1949. During2010–11, the project focused on indexing thenames of overseas passengers who arrived atWestern Australian ports other than Fremantlebetween 1921 and 1949.Aboriginal and Torres Strait Islander peopleinterested in linking up with family andcommunity continued to use the Archives’Bringing Them Home name index, which hasmore than 420,000 entries.Access by Australian Government agenciesThe Archives assists Australian Governmentagencies to access records in its holdings.Accredited agency staff may seek assistancethrough the Archives’ National Reference Service,view records in the Archives’ reading rooms or,in certain circumstances, temporarily withdrawrecords from the Archives’ custody.Table 15: RecordSearch sessions, 2006–07 to 2010–112006–07 2007–08 2008–09 2009–10 2010–11Sessions 3 855 960 6 956 444 5 249 213 5 273 193 3 527 355Table 16: Access services provided to Australian Government agencies, 2006–07 to 2010–112006–07 2007–08 2008–09 2009–10 2010–11Records accessed by Australian Government agenciesRecords made available on therequesting agency’s premises30 648 40 534 32 086 23 868 20 466*Records made available in readingrooms or via the National ReferenceService1 228 633 830 373 4 656**Total records accessed 31 876 41 167 32 916 24 241 25 122Reference enquiries from Australian Government agenciesReference enquiries received by theNational Reference Service700 696 860 1 563 1 322Visits to reading rooms 595 443 589 622 664Total reference enquiries 1 295 1 139 1 449 2 185 1 986* From 1 November 2010, a change to subsection 30(2) of the Archives Act encouraged agencies to look at records more than15 years old on the Archives’ premises, rather than records more than 25 years old as had previously been the case. This saw adecrease in the number of records made available on agency premises.** Heavy use of agency records for departmental histories and the change to agency lending practices outlined above increasedthe number of records viewed by agencies on the Archives’ premises.Report on performance 27

In 2010–11, the Archives assisted staff workingon behalf of a number of agencies undertakingresearch for official histories, including thecentenary history of the Australian TaxationOffice and the Department of the Prime Ministerand Cabinet. Table 16 shows the number ofrecords accessed and reference enquiries made byAustralian Government agencies.Access examinationThe Archives Act provides a general right of accessto most records in the open period. Records maybe withheld from public release if they fall withinone or more of the 16 exemption categoriesdefined in section 33 of the Archives Act. Thesecategories include national security, defence,international relations and personal affairs.Before a record is released, Archives staff assessit to identify any information that may be exempt.In the case of national security, defence andinternational relations, the Archives seeks expertadvice from the agencies that created the records.The process of identifying exemptions is called‘access examination’. Where exemptions exist, all orpart of a record may be withheld from public release.Records are examined for access in response toa request from a member of the public or as partof the Archives’ program of proactive examinationof records that are likely to be of most interest.Once examined and released, records are madeavailable through the Archives’ reading rooms,National Reference Service or National DigitisationService. During 2010–11, the Archives released170,616 records for public access, and partiallyor completely withheld 5021 (Table 17).The Archives Act allows for appeals againstdecisions to partially or completely withholda record from public access. Those who aredissatisfied with an Archives decision to withholdaccess can apply to the Archives for internalreconsideration. If they remain dissatisfied,they can further appeal to the AdministrativeAppeals Tribunal.Table 17: Records examined for public release, 2006–07 to 2010–112006–07 2007–08 2008–09 2009–10 2010–11Reason for access examination of recordsArchives access examination program 255 153 90 010 141 349 260 645 137 011Applications from researchers 36 019 46 841 43 759 46 985 38 625Total records examined for release 291 172 136 851 185 108 307 630 175 636Access decisions resulting from examinationWholly released 286 211 132 339 182 525 303 383 170 616Partially released 4 732 4 064 3 316 4 027 4 732Withheld from public access 299 448 267 250 289Simple access examinationApplications responded to within 90 days n/a n/a 35 109(97%)Applications responded to after 90 days n/a n/a 1 105(3%)Complex access examinationApplications responded to within 90 days n/a n/a 788(38%)Applications responded to after 90 days n/a n/a 1 294(62%)41 669(98%)788(2%)3 469(77%)1 059(23%)53 220(93%)4 124(7%)1 142(25%)3 443(75%)n/a = not available.Note: Simple access examination is managed within the Archives. Complex access examination generally requires referral to otheragencies for expert advice on exemptions. This category includes material with ongoing national security, defence and internationalrelations sensitivities.28 Annual Reports 2010–11

Table 18: Internal reconsideration of access decisions, 2006–07 to 2010–112006–07 2007–08 2008–09 2009–10 2010–11Internal reconsideration of access decisionsCarried over from the previous year 27 28 31 25 0New requests received during the year 34 48 49 220 28Internal reconsideration applications processedDecision maintained 7 22 41 217 23Decision modified 22 23 14 4 5Request withdrawn 4 0 0 0 0Time taken to respond to internal reconsideration applications0–14 days 4(12%)More than 14 days 29*(88%)* Most required referral to other agencies for expert advice on exemptions.19(42%)26(58%)12*(22%)43*(78%)4(2%)217*(98%)9(32%)19(68%)In 2010–11, the Archives received 28 applications forinternal reconsideration. Decisions were modified in18 per cent of cases, resulting in additional materialbeing released (Table 18). Where consultation withanother Australian Government agency or foreigngovernment is required, internal reconsiderations arerarely achieved within the 14-day statutory period.In 2010–11, the Administrative Appeals Tribunalreceived one application from a researcher who wasdissatisfied with decisions made by the Archives.The Archives also responded to two cases theAdministrative Appeals Tribunal received in previousyears (see page 40).Education programsTo encourage students to engage with archivalrecords, the Archives offers a range of educationalactivities and programs. Interstate and localschool visits to the Archives’ permanent exhibition,Memory of a Nation, continued to steadilyincrease with a total of 6688 students visitingthe National Office in 2010–11 (compared with5936 in 2009–10). Special programs focusing onthe Federation documents were delivered at theACT Schools Constitution Convention for Year 11students and the National Schools ConstitutionConvention for Year 12 students.Archives staff memberAndrew McEntee actsas a journalist from 1975to explain the events ofGough Whitlam’s dismissalto students at the ACTSchools ConstitutionConvention, NationalArchives of Australia,September 2010.Trudie HargraveReport on performance 29

Angus KendonVisitors dressed in vintage fashion swing dance in thefoyer of the Archives’ National Office at The Big Sleepfilm screening, held in conjunction with the Femme Fatalevisiting exhibition, August 2010.The Archives awards prizes to entrants in theNational History Challenge, and sponsors itsown category – Using Archival Records fromthe National Archives. The competition is opento students from Year 9 to Year 12. In 2010–11Alice Han, a Year 11 student from Pymble Ladies’College, won the Archives’ category with heressay, ‘Celebrating and remembering: the specialrelationship’, which discussed the significance ofGough Whitlam’s visit to China in 1971.ExhibitionsExhibitions are an effective way for the Archivesto provide access to its records. While touringexhibitions enable the Archives to reach morepeople across regional Australia, the permanentexhibition at the National Office allows visitors toview some of the real treasures from the Archives’holdings. Further information about the Archives’exhibitions program can be found at Appendix E.The Archives’ permanent exhibition, Memoryof a Nation, displays stories of ordinary andextraordinary Australians. During 2010–11,it continued to be the focus of public interest,particularly for school groups. Its regularpreservation changeover program wasimplemented during the reporting period, andnew graphic panels were produced to improvelegibility of text for visitors.An interactive display, ‘Touch and Connect’,was developed and installed. Using multi-celltouch screens, visitors are able to access recordsin a digital format and to connect differentaspects of the records, such as dates, locations,events and people, in a manner not available in aphysical exhibition.Touring exhibitions provide opportunities for peoplein regional areas to engage with the Archives’records. In 2010–11, 119,679 people visited oneor more of the Archives’ four touring exhibitions30 Annual Reports 2010–11

or participated in a related workshop. The fourexhibitions are Summers Past: golden days in thesun 1950–1970, Max Dupain on Assignment, Strikea Pose ... with Lee Lin Chin and Shell-shocked:Australia after Armistice. These exhibitions travelledto 19 venues across Australia. Each exhibitionwas assisted by funding from the AustralianGovernment’s Visions of Australia grant program.The Archives hosts exhibitions from otherorganisations as an avenue to attract newvisitors to its galleries and to raise awarenessof its services. During 2010–11, 29,527 peopleattended the National Office to view six visitingexhibitions: Femme Fatale: the female criminal(Historic Houses Trust of New South Wales),The Waterhouse Natural History Art Prize 2010(South Australian Museum), Capital Arts PatronsOrganisation 2010, Quest for the South MagneticPole (South Australian Maritime Museum),Frank Hurley: journeys into Papua (AustralianMuseum) and Built for the Bush: the greenarchitecture of rural Australia (Historic HousesTrust of New South Wales).Public eventsThe Archives conducts public events to highlightits records, and to create an understanding andawareness of them. Open days, public lectures,school holiday programs and exhibition tours wereheld throughout 2010–11.Shake Your Family Tree DayOn 25 February 2011, the Archives held its fourthnationwide event for genealogists (family historyresearchers) – Shake Your Family Tree Day.Genealogists are the biggest users of the Archives.Archives state and territory offices hosted a seriesof seminars and tours to provide information formembers of the public interested in researchingtheir family history. A total of 3231 people attendedevents on the day. In Canberra, Shake Your FamilyTree Day was officially opened by the Minister, theHon Brendan O’Connor MP, followed by the keyevent – a panel discussion with special guestsgardener Peter Cundall, journalist James Massolaand author Jackie French.Constitution DayThe Archives held three major events overthe period 1–9 July 2010 to commemorateConstitution Day. The Australian Constitution ondisplay at the Archives is one of Australia’s mostvalued archival records. On 1 July, ProfessorGreg Craven, Professor Carmen Lawrence, theHon Michael Kirby AC, CMG and ProfessorLarissa Behrendt engaged in a thought-provokingdiscussion on the Constitution at ParliamentHouse in Canberra. A Constitution for AllAustralians Speakers Forum was moderated byDamien Carrick, host of ABC Radio National’sThe Law Report, and broadcast on ABC’s Big Ideas.A total of 290 people attended.On 8 July, Chief Justice of the High Court, theHon Robert French AC, presented the ConstitutionFounders Lecture on John Forrest, Premier ofWestern Australia in the 1890s and WesternAustralia’s representative at the constitutionalconventions. Professor Helen Irving, constitutionallawyer and member of the National Archives ofAustralia Advisory Council, also spoke at this eventwhere culinary legend Maggie Beer unveiled herspecially created Constitution Cake. A total of190 people attended.Queen, Cake and Constitution at the Archives, anall-day event for families held on 9 July, includedstorytelling by an actor portraying Queen Victoria,calligraphy workshops, tours of the FederationGallery and the launch of the History Mysterychildren’s activity book. More than 370 parentsand children attended.The Archives also participated in citizenshipceremonies in Canberra, Sydney, Melbourne,Perth and Adelaide on 9 July.Sharing Histories: kiap tribute eventTo recognise the role Australian patrol officers(kiaps) played in Papua New Guinea and therecords held by the Archives, a tribute day washeld at the National Office in November 2010.More than 250 ex-kiaps, their families and peoplewith an interest in Papua New Guinea attended theevent to share their memories and experiences.Senator the Hon Kate Lundy presented a formaladdress acknowledging the history of the kiaps,Report on performance 31

former Governor-General Major General MichaelJeffery AC, CVO, MC (Retd) and Papua NewGuinea High Commissioner His ExcellencyMr Charles Lepani also gave an address.LecturesPublic lectures are a means by which the Archivescreates awareness of and interprets the records itholds. During 2010–11, the lecture series includedinvited speakers who discussed a range of topicalor historical subjects, including:• ‘Designing for Canberra’ – a discussionwith the architect of Parliament House,Aldo Giurgola and former partners atMitchell/Giurgola & Thorp Architects,Hal Guida and Pamille Berg. The eventincorporated a display of original drawingsby Aldo Giurgola and Marion MahonyGriffin in the Archives. A total of 130people attended.• ‘Discovering the South Magnetic Pole’ –in conjunction with the temporary exhibitionQuest for the South Magnetic Pole, Australianscientist Dr Charles Barton provided anexplanation of the science and history ofthe search for the magnetic poles. A total of115 people attended.• ‘Australian policy towards Rhodesia/Zimbabwe, 1979–1980’ – the fifth address inthe RG Neale lecture series was presentedby historian Ian Hancock. It was held at theDepartment of Foreign Affairs and Trade.More than 150 people attended.• ‘Gwalwa Daraniki’ – part of NationalReconciliation Week, this event focusedon the Larrakia petition, which is a keydocument held by the Archives. A discussionwith Dr Bill Day, consulting anthropologistinvolved in the creation of the petition, andDaniel May from the Larrakia Nation providedan insight into the history and significance ofthe petition. A total of 75 people attendedthe event.In addition, during 2010–11 each state and territoryoffice held workshops and seminars on topicssuch as Chinese migration and the development ofAustralia as a nation.Many of these lectures were recorded and madeavailable through the Archives’ website, reachingwider audiences than was previously possible.A list of lectures published by the Archives in2010–11 is available at Appendix F.Visitors gather to look at afacsimile reproduction of theLarrakia petition which, alongwith the original petition, was ondisplay at the Gwalwa DaranikiSpeakers Corner presentation,National Archives of Australia,May 2011.Gilbert Herrada32 Annual Reports 2010–11

Release of Cabinet recordsOn 1 January each year, the Archives releases tothe public Australian Government Cabinet recordsas they reach the open period. To assist journalistsunderstand the context of the records, the Archivesholds a media briefing each December and therecords are made available to journalists underembargo four weeks prior to their public release.As a result of changes to the access provisions ofthe Archives Act, Cabinet records created in 1980and 1981 reached the open period on 1 January2011. On 7 December 2010, the Archives hosteda media briefing to provide information about the1980 and 1981 Cabinet records. The briefingfeatured two speakers: the Archives’ historicalconsultant Dr Jim Stokes and editor-at-large ofThe Australian, Paul Kelly.At the briefing, 1980 Cabinet records were madeavailable to the media. The titles of 1981 recordswere also made available to allow the media toselect records of interest. Throughout the first halfof 2011, the Archives released key 1981 Cabinetrecords. A further release of 1981 Cabinet recordsis planned for the second half of 2011.During the reporting period, planning continuedfor the 2012 release of selected 1982 and 1983Cabinet records, which will include the final Cabinetrecords of the Fraser government and the firstof the Hawke government. The Archives workedwith stakeholders to ensure that 1982 and 1983Cabinet records of most interest will be madeavailable for public access.Publications and websitesThe Archives’ publications program promotes itsrecords and services to the general public and thearchival profession. A list of publications producedduring 2010–11 is provided at Appendix F.The Archives’ corporate website continued to bethe primary means by which most people obtainedaccess to records and services. In 2010–11, therewere 5,174,156 unique visits to the Archives’websites – substantially more than the set targetof 1.6 million visits (Table 19).Table 19: Visitation to the Archives’ websites, 2008–09 to 2010–112008–09 2009–10 2010–11National Archives of Australia – naa.gov.au 2 407 044 3 634 966 3 272 371National Archives Shop – shop.naa.gov.au 79 307 27 531 25 823Our History – ourhistory.naa.gov.au 11 953 31 074 29 700Australia’s Prime Ministers – primeministers.naa.gov.au 284 476 424 206 447 329Documenting a Democracy* – foundingdocs.gov.au 215 705 424 348 288 787Mapping Our Anzacs – mappingouranzacs.naa.gov.au 130 565 616 285 398 499Uncommon Lives – uncommonlives.naa.gov.au 128 442 168 694 55 403Vrroom – vrroom.naa.gov.au 68 156 363 427 277 685Whitlam Research Portal** – whitlam.naa.gov.au 3 149 3 814 2 969Australasian Digital Recordkeeping Initiative – adri.gov.au 7 071 43 925 35 321Archivenet – archivists.org.au 41 978 126 144 70 826Australian Government Locator Service – agls.gov.au n/a 179 718 269 443Total 3 377 846 6 044 132 5 174 156n/a = not available.* The Documenting a Democracy website was transferred to the Museum of Australian Democracy at Old Parliament Housein June 2011.** The Whitlam Research Portal was redirected to the Australia’s Prime Ministers website in April 2011.Report on performance 33

The majority of the Archives’ business is conductedonline. The Archives’ websites are therefore subjectto ongoing development and improvement toensure that existing audience expectations are metand new audiences are engaged. During 2010–11,the Archives continued to explore ways in which itcan use Web 2.0 technologies to build audiencesand engage them with its records and services.Grant programsThe Archives operates three research grantprograms to promote archival research in Australiaand encourage scholarly use of the records itholds. Awards and fellowships are designed tohelp scholars complete an innovative and qualityresearch project that:• is significant for Australian audiences• makes substantial use of the records held bythe Archives• produces as its outcome a public lecture,article, book, website, exhibition, film or eventto promote the Archives.Further information about the grant programs isavailable on the Archives’ website.Ian Maclean AwardIn 2010 the Ian Maclean Award was jointlyawarded to Dr Shannon Faulkhead, ResearchFellow, Centre for Australian Indigenous Studies atMonash University and Kirsten Thorpe, Aboriginaland Torres Strait Islander Project Officer at theUniversity of Technology Sydney. Their project willestablish a network and web portal to connectpeople working with Indigenous knowledgeresources in archives, libraries, museums, galleries,keeping places and communities.Margaret George AwardDr Daniel Leach, Honorary Fellow, Department ofHistory at the University of Melbourne was awardedthe Margaret George Award in 2010. His project,‘The other allies’, will examine domestic securityattitudes towards nationals of occupied countriesresident in Australia during World War II.Under the Margaret George Award, Dr LyndonMegarrity received assistance towards copyingdocuments. Dr Megarrity’s project will look atAustralian overseas student policy at the end ofthe Colombo student era (1972–80).Frederick Watson FellowshipDr Peter Copeman, Assistant Professor, AcademicSkills Program at the University of Canberra andDr Susan Lever, Honorary Associate, Department ofEnglish at the University of Sydney were awardedFrederick Watson Fellowships in 2010. Dr Copemanwill write a biographical play about Walter Burleyand Marion Mahony Griffin, intended for productionin 2013 during Canberra’s centenary celebrations.Dr Lever will work on the creative role of Australianwriters in early ABC television drama to 1981.Community Heritage GrantsIn 2010–11, the Archives again joined with theNational Library of Australia, the National Museumof Australia, the National Film and Sound Archive,and the Department of the Prime Minister andCabinet Office for the Arts to fund the eighteenthround of the Community Heritage Grants program.This program provides small organisations withfunds to help identify and preserve communityowned,but nationally significant, heritagecollections. Applicants include museums, libraries,archives, historical societies, art galleries, andmigrant, Indigenous and religious organisations.In 2010–11, the Archives contributed $20,000towards the grant pool and participated in thegrants steering committee, assessment paneland workshops for first-time grant recipients.Grants were awarded to 70 different communityorganisations, at a value of $418,000.Australian Research Council grantsThe Archives also participates in collaborativeresearch with universities and other culturalinstitutions through the Australian Research Councilgrants scheme. During 2010–11, the Archivessupported Australian Research Council grantsprojects on ‘Anzac Day at home and abroad:a centenary history of Australia’s national day’,‘Women and leadership in a century of Australiandemocracy’, ‘Gough Whitlam: a living democracy’and ‘An approach to preserving accounting andbusiness archival materials: enhancing accessibilityto inform research and practice’.34 Annual Reports 2010–11

Access service standardsThe Archives strives for excellence in its deliveryof services that facilitate access to its records,including reference and digitisation services,exhibitions, publications and websites. TheArchives’ Service Charter sets out the servicesavailable to the public, the standards applyingto each, and the mechanism for comments andcomplaints. The Service Charter is available onthe Archives’ website and detailed information onperformance against Service Charter standards in2010–11 can be found at Appendix G.Disability strategies are incorporated into thedevelopment and continuous improvement ofaccess services. All Archives reading roomsare wheelchair accessible, and researchers areprovided with reading aids, such as reading slopes,magnifying glasses and cushions to support heavyvolumes. The Archives’ exhibition galleries are alsoaccessible for people with a disability. The Archivesis working in accordance with the Web AccessibilityNational Transition Strategy to achieve Level Acompliance with the Web Content AccessibilityGuidelines 2.0 by the end of 2012, and Level AAcompliance by the end of 2015.Report on performance 35

Visitors complete the HistoryMystery activity booklet in theArchives’ Memory of a Nationexhibition, Constitution Day,July 2010.‘Each year, Constitution Daygets biggerand bigger. So muchgoes on behind the scenes thatit’s a buzz when everythingcomes together on the day.’Dave WilsonGraphic DesignerCommunicationsAccess and CommunicationEmily Hanlon

Management and accountabilityState office co-locationprojectIn line with the government’s commitment tomaintaining face-to-face archives services in eachstate and territory, the Archives has identifiedopportunities and progressed arrangements forco-locating with state and territory archives. Thekey aim of co-location is to improve operationalefficiencies, ensuring long-term sustainability forcross-jurisdictional archive services. A furtherbenefit is the provision of a single point of accessfor the public to Commonwealth and state orterritory records.Since April 2011 the Archives and the StateRecords of South Australia have operated a sharedreading room in the South Australian ArchivesCentre in Adelaide. The new arrangements havebeen very well received by the public.During 2010–11, the Archives continued to work onarrangements for co-location with the TasmanianArchive and Heritage Office, with a shared readingroom scheduled to open in Hobart in 2011–12.The Archives and the Northern Territory Governmenthave signed a memorandum of understandingregarding co-location with the Northern TerritoryArchives Service in Darwin, and co-located servicesare expected to commence in mid-2012.Corporate governanceThe National Coordination branch manages theArchives’ key governance structures and activities.The branch is responsible for the Archives’compliance with its responsibilities as an executiveagency under the Public Service Act 1999 and,in conjunction with the Corporate Services branch,the Financial Management and Accountability Act1997. The branch’s major corporate governanceactivities consist of:• coordinating strategic planning and internaland external reporting• coordinating advice to the Minister for Privacyand Freedom of Information, the Departmentof the Prime Minister and Cabinet, and otherkey stakeholders• developing and maintaining risk managementpolicies and plans, including the FraudControl Policy, fraud control plan, businesscontinuity management plans and emergencyresponse plan• providing secretariat support for the NationalArchives of Australia Advisory Council, theArchives’ Audit Committee, and BusinessContinuity and Emergency PlanningCommittee• managing the Archives’ businessinsurance portfolio.Corporate planning and reviewThe Archives’ Corporate Plan 2009–12 outlinesits values, outcomes and core businessresponsibilities, as well as identifying fivestrategic priorities:• securing appropriate storage for the archive• enhancing the Archives’ ability to manage,preserve and provide access to informationin a digital environment• contributing to the government’s policy ofaccountability through an examination ofpotential reforms to the Archives Act 1983• valuing and developing staff so they cancontinue to operate effectively in a dynamicand demanding environment• increasing the Archives’ business efficiencyand effectiveness.Management and accountability 37

Each strategic priority is aligned to the relevantoutcomes and programs identified in the Archives’Portfolio Budget Statements, and is reflected inbranch business plans and section work plans.During 2010–11, the Archives commenced aforward planning business cycle, which setspriorities for the next five years. It is expected thatthe five-year strategic plan will be finalised in thefirst half of 2011–12.Governance committeesThe Archives’ governance committees include:• Business Continuity and EmergencyPlanning Committee• Audit Committee• Information and Communications TechnologyStrategic Planning Committee (page 41)• Digitisation Steering Committee (page 41)• Workplace Relations Committee (page 44)• Capital Budget Committee (page 47).AuditThe Audit Committee aims to:• enhance the Archives’ internal controlframework• improve the objectivity and reliability offinancial information• help the Archives comply with legislative andother obligations• provide assurance to the Director-Generalthat the Archives’ responsibilities under theFinancial Management and Accountability Actare being met, and risks are being identifiedand mitigating action taken.The Committee also reviews the Archives’ riskmanagement framework, including fraud, legaland compliance risks, major projects and anyimplications for insurance arrangements.The current membership of the Committeecomprises the Assistant Director-General, NationalCoordination (Chair), the Assistant Director-General,Corporate Services, and two external members –Geoff Knuckey and Kevin Patchell.The Committee met five times during 2010–11,including a special meeting to examine theArchives’ annual financial statements.Each year an internal audit plan covering a range ofcompliance and performance audits is developed.Internal audits also include assessments againstbetter practice guidelines and benchmarkingagainst like agencies, where applicable. During2010–11, the internal audit function wasoutsourced to RSM Bird Cameron. The subjectsof audit reviews commenced or completed in2010–11 include:• internal budgeting• probity in procurement• financial management compliance• information technology security• acquisition of personal records.Risk managementThe Archives maintains and reviews its policiesfor the oversight and management of materialbusiness risk and the internal control framework tomeet changing business demands. The risk andcontrol framework is regularly reported to the AuditCommittee and the Archives’ Leadership Team.In 2011 the Archives participated in the annualComcover Risk Management BenchmarkingSurvey. The survey report identified a number ofstrengths and weaknesses, which in turn informeda consultancy undertaken by the Archives to reviewits strategic risk register, and risk managementframework and documentation.Business continuity andemergency planningFollowing a review of governance committees in2010–11, the Archives’ Business Continuity andEmergency Planning Committee was reconstitutedto integrate the monitoring and review of businesscontinuity plans and testing, and to ensure that thepersonnel, procedures and resources needed foran appropriate and timely response to emergenciesare available, monitored and improved.38 Annual Reports 2010–11

Holly Schutle and Marcus HaymanSecure storage at the Archives’Mitchell (ACT) repository. During2010–11, a review of the Archives’security arrangements at itsrepositories was undertaken toensure they remain sound.The chair of the Committee is the Director,Governance, Risk and Compliance. Themembership includes the emergency wardens,Agency Security Adviser, Occupational Healthand Safety Officer, Risk and Insurance Manager,representatives of business continuity responseteams, and other members and observers fromkey business areas.The Committee held its first meeting in May 2011.Fraud measuresDuring 2010–11, the Archives had no instancesof fraud.The consultancy to update the Archives’ strategicrisk register and risk management frameworkand documentation also reviewed the Archives’fraud risk register and associated fraud controldocumentation, particularly in light of updated fraudcontrol guidance issued in 2011 by the Attorney-General’s Department, Australian National AuditOffice and Australian Federal Police.SecurityIn 2010–11, an internal audit of the Archives’information technology security arrangementswas undertaken. The Archives also reviewed itssecurity arrangements to ensure alignment withthe new Protective Security Policy Framework.This involved a review of physical access toexhibition areas and repositories. This reviewforms part of a model being developed forall Archives sites. The purpose of the reviewis to provide assurance that the Archives’physical and personnel security arrangementsremain sound.CERTIFICATE OF FRAUD MEASURESI certify that the Archives complies with the Commonwealth Fraud Control Guidelines 2002 byensuring that:• a fraud risk assessment is conducted• a fraud control plan is prepared and implemented• appropriate fraud prevention, detection, investigation and reporting procedures are in place• annual fraud control data is collected and reported to the Attorney-General’s Department.Dr Stephen EllisDirector-General (Acting)Management and accountability 39

During the reporting period, security remaineda focus of the Audit Committee and theLeadership Team. The Agency SecurityAdviser regularly reported to these bodies onaspects of security training, risk reviews andrisk management.In 2010–11, 165 staff attended securityawareness training. All ongoing andnon-ongoing staff, contractors andconsultants were briefed by the AgencySecurity Adviser’s office on commencementof their employment.Ethical standardsThe Archives continued to create and maintaina safe, healthy and productive workplace, freefrom discrimination, harassment and other formsof harmful behaviour. Training and information areprovided to all staff on their obligations under thePublic Service Act.During 2010–11, two confirmed breaches of theAustralian Public Service Code of Conduct werereported and resolved. No requests to review ahuman resource decision were received, and noappeals to external authorities were made.External scrutinyThe Archives is subject to scrutiny by theAdministrative Appeals Tribunal, the FederalCourt of Australia, the Auditor-General, theCommonwealth Ombudsman, parliamentarycommittees and the Privacy Commissioner.Administrative AppealsTribunalApplicants dissatisfied with the result ofreconsideration of an Archives decision regardingaccess to records can seek an AdministrativeAppeals Tribunal review. In 2010–11, the Tribunalreceived one new application from a persondissatisfied with access decisions made by theArchives. Two cases from previous years werealso before the Administrative Appeals Tribunal.The outcomes of these cases are as follows:• On 16 July 2010, the Tribunal set aside partof a previous decision of 29 February 2008.The applicant was not granted any furtherinformation as it was exempt under otherprovisions of the Archives Act.• On 28 March 2011, the Tribunal ruled that42 documents were exempt but somematerial contained in 25 of them couldbe released.As at 30 June 2011, there was one case before theAdministrative Appeals Tribunal.Federal Court of AustraliaThere were no new cases before the Federal Courtof Australia in 2010–11. Two cases, adjournedindefinitely in April 2009 pending arrangementsfor the appellant to appear, progressed no furtherduring the reporting period.Auditor-GeneralIn 2010–11, the Archives was not the subjectof any Australian National Audit Officeperformance audits.Commonwealth OmbudsmanDuring 2010–11, the Commonwealth Ombudsmaninvestigated two new complaints about theArchives. Both complaints related to delays inresponding to access applications.One complaint was concluded with no adversefinding about the Archives. Another complaintwas not resolved within the reporting period.In July 2010, a complaint lodged in 2009–10was resolved with no adverse finding aboutthe Archives.Parliamentary committeesThe Archives appeared before the Senate Financeand Public Administration Legislation Committeeon one occasion in 2010–11: Senate BudgetEstimates on 24 May 2011. The Archives did notappear before any other parliamentary committee,nor were any reports received on issues ofparticular relevance to the Archives.40 Annual Reports 2010–11

Privacy CommissionerThe Privacy Commissioner made no reports undersection 30 of the Privacy Act 1988 concerningactions taken or practices by the Archivesduring 2010–11.Freedom of informationIn 2010–11, the Archives received one validrequest for access to documents under theFreedom of Information Act 1982 (see alsoAppendix H).Information technologymanagementThe Archives manages its information technologyneeds through two committees: the Informationand Communications Technology StrategicPlanning Committee, and the DigitisationSteering Committee.Information andCommunications TechnologyStrategic Planning CommitteeThe Information and Communications TechnologyStrategic Planning Committee comprisesfour Assistant Directors-General, the Director,Information and Communication Technology,the Chief Finance Officer and one state director.The Committee:• oversees development and maintenance ofinformation and communications technologystrategy and governance• determines priorities and directions for projectdevelopment, infrastructure, applicationdevelopment and maintenance• provides input into the Archives’budget deliberations• makes recommendations to the Director-General about major informationtechnology infrastructure decisions andexpenditure proposals.The Committee met four times during 2010–11.Digitisation SteeringCommitteeThe Digitisation Steering Committee directs andcoordinates development and implementationof the national digitisation strategy and nationaldigitisation plan.The Committee comprises the Assistant Director-General, Access and Communication, AssistantDirector-General, Operations and Preservation,Director, Reference and Information Services,Director, Information and CommunicationTechnology, Director, Digital and Online Access,Director, Records Services and Preservation,Assistant Director, Access Imaging and one statedirector. The Committee:• delivers and ensures the upkeep of thenational digitisation strategy and the nationaldigitisation plan• facilitates improvements to, and coordinationof, online service delivery through digitisationof the Archives’ records• ensures coordination of the nationaldigitisation plan with other national plans• oversees and endorses the Archives’digitisation policies, procedures and standards.The Committee met four times during 2010–11.Information and recordsmanagementDuring 2010–11, the Archives completedCheck-up 2.0 and identified improvements to itsinformation management practices. A sentencingproject was conducted on paper files, whichidentified 552 ‘retain as national archives’ files and1500 files for destruction.An upgrade of the Archives’ recordkeepingsoftware to TRIM Context 6.2.5 was completedduring the reporting period. Staff training courseswere conducted in Melbourne, with one-on-onetraining held throughout the year in Canberra.TRIM Context 6.2.5 was also implemented in theArchives’ access examination area, providing asecure electronic records management system forsecurity-classified material. Staff captured 103,552records into the Archives’ electronic recordkeepingsystem in 2010–11.Management and accountability 41

Internal informationmanagementThe Archives’ intranet – Infonet – is used todisseminate information to staff across all Archivessites. The Infonet’s KnowledgeBase provides asingle access point for all Archives policies, userguides, guidelines, manuals and procedures.Throughout 2010–11, a number of featureswere introduced to further enhance access toinformation on the Infonet, including:• updating the website to ensure it meets theaccessibility standards specified by the WebContent Accessibility Guidelines 2.0• provision of controlled access to a reportshowing details of non-ongoing andacting staff• provision of a ‘daily digest’, which allows staffto subscribe to an email that notifies themabout any updates made to the Infonet overthe last 24 hours• ability for all pages to be re-directed to apage outlining emergency evacuation pointsand what to do when building alarms aretriggered• improving the capacity of staff to identifyand manage their personal details andto determine whether key online servicesaccessed via the Infonet, such as theEmployee Self Service, are available.Library servicesThe Archives has a distributed library, located inthe National Office and state offices. Its primarypurpose is to provide a reference service forpublicly available information to staff in order tosupport their work and professional development.The library collects comprehensively in the fields ofarchives, records management, paper conservationand preservation. Archival students, the archivaland information management community,government agencies and members of the publicare able to access the Archives’ library throughdocument delivery services. During 2010–11,216 items were added to the library’s collection,bringing the total items to 21,451. A total of 915research enquiries were conducted, and 324 staffmade use of the library’s collection.Human resourcemanagementThe major focus of human resource activity during2010–11 was workforce planning and strategies,and negotiations for a new enterprise agreement.The Archives continued its focus on workforceplanning, implementing key components of theStrategic Workforce Plan 2010–2014, includingorganisation-wide workforce profiling, identifyingbusiness critical positions and issues, and definingstrategies to address these issues. Further refiningof, and detail in, the regular metrics reportingenhanced workforce planning and development.The Archives provided ongoing support and adviceto staff affected by the co-location of the DarwinOffice with the Northern Territory Archives Service,the Adelaide Office with the State Records ofSouth Australia, and the Tasmanian Office with theTasmanian Archive and Heritage Office.Instruments of employmentDuring 2010–11, the National Archives of AustraliaEnterprise Agreement 2010–2011 commencedoperation and had a nominal expiry date of30 June 2011. At 30 June 2011, 459 employeeswere covered by the Agreement and of these, fiveExecutive Level 1 or 2 employees had IndividualSupplementation Arrangements in place underclause 11 of the Agreement. In addition, oneemployee was covered by an Australian WorkplaceAgreement. Five Senior Executive Service (SES)employees were covered under subsection24(1) of the Public Service Act. The Agreementalso contained provision for Individual FlexibilityAgreements to attract and retain people withparticular skills or knowledge by supplementingtheir terms and conditions.Following the release of the revised AustralianPublic Service Bargaining Framework in January2011, bargaining commenced in March for a newenterprise agreement.42 Annual Reports 2010–11

Table 20: Classification and gender by salary range, 30 June 2011Classification Salary range Male Female TotalMinimum ($) Maximum ($) Full time Part time Full time Part timeAPS 1 39 565 43 531 7 4 10 2 23APS 2 45 227 49 335 15 2 14 13 44APS 3 50 818 55 064 22 4 15 0 41APS 4 56 624 61 017 29 3 38 6 76APS 5 62 431 66 969 30 4 32 4 70APS 6 70 418 78 132 30 7 45 5 87EL 1 87 114 123 658 26 3 32 10 71EL 2 104 537 127 469 8 1 17 3 29Professional 1 52 269 66 969 1 1 4 5 11Public Affairs 2 72 487 80 505 0 0 3 0 3Public Affairs 3 95 834 105 167 1 0 3 0 4SES – – 0 0 5 0 5Director-General – – 1 0 0 0 1Total – – 170 29 218 48 465Senior Executive ServiceremunerationThe Archives determines SES remuneration withregard to the annual Department of Education,Employment and Workplace Relations AustralianPublic Service Remuneration Survey. The basesalary is negotiated between the Director-Generaland individual SES officers under subsection24(1) determinations. Each SES officer develops aperformance agreement with the Director-Generaland is assessed against a five-scale rating system.No bonuses are payable to SES officers.A range of non-salary benefits is available toSES officers, subject to the nature of workundertaken and approval arrangements.Benefits may include provision of laptopcomputers, mobile phones, airline loungemembership, motor vehicle cash in-lieu payments,or support for professional development.Workforce planning, staffturnover and retentionIn 2010–11, overall staffing numbers reflecteda slight decrease compared with 2009–10. Thenumber of employees working full time increased to83 per cent as at 30 June 2011, from 75 per centas at 30 June 2010. The Archives continued tohave a higher representation of female employees(57 per cent) (Table 20).The 2010–11 separation rate for the Archives was9.1 per cent, an increase from the 2009–10 rate of7.3 per cent. This includes all ongoing separations,such as terminations, redundancies, resignations,retirements and movements to other AustralianGovernment agencies. The majority of the Archives’ongoing separations in 2010–11 were a result ofresignations or permanent moves to other agenciesthrough either transfer or promotion.Table 21: Staff distribution by office, 30 June 2011OfficeNumberCanberra 333Sydney 59Melbourne 38Perth 11Brisbane 10Hobart 6Adelaide 4Darwin 4Total 465Note: Number basis is headcount and does not includeinoperative staff.Management and accountability 43

Learning and developmentThe Archives continued to provide a range oflearning and development opportunities to supportbusiness priorities and professional development.These were included in the corporate learningand development calendar and the Archives’ staffdevelopment program.During 2010–11, the corporate learning anddevelopment calendar included training in:• career and self-development• leadership development• governance and regulation• human resources and people management• communication and stakeholder engagement• corporate systems.The staff development program consists of specificprograms to assist staff increase their skills andstrengthen their leadership capability within theArchives. These programs include:• Cultural Management Development Program• Advanced Workplace Skills Program• Emerging Leaders Program• Management Foundations Program• Studies Assistance Program.During 2010–11, 27 Archives employees undertooka range of study through the Studies AssistanceProgram, including a Graduate Certificate inAudiovisual Archiving, Masters in InformationSciences, and Bachelor of Arts.Work–life balanceThe National Archives of Australia EnterpriseAgreement 2010–2011 and supporting policiesprovide flexible working arrangements to assist staffbalance their work and other responsibilities.The Archives’ policies detail the flexible workingarrangements that staff can access, including:• part-time work• job sharing• home-based work• teleworking (for Information andCommunication Technology staff)• flextime and other flexible workinghour arrangements• flexible leave arrangements (including14 weeks’ paid maternity and adoption leave,10 days’ supporting partners leave, and theoption of purchasing additional annual leaveor taking annual leave at half pay)• confidential, professional counselling servicesto assist with personal or work-relatedproblems through the Archives’ EmployeeAssistance Program.Archives staff continued to strongly support thesework–life balance initiatives. In the Archives’ 2010staff survey, 79 per cent of staff indicated theywere satisfied with their work–life balance, and89 per cent indicated they were satisfied with theiraccess to flexible working arrangements.Workplace RelationsCommitteeConsultations regarding decisions that affectstaff continued to take place through theWorkplace Relations Committee. Membershipof the Committee comprised four staff-electedrepresentatives (two Canberra based and twostate office based), three management-appointedrepresentatives, and a representative from theCommunity and Public Sector Union and theMedia, Entertainment and Arts Alliance.In 2010–11, the Committee met three times toconsider a range of employment issues, including:• office co-locations• workplace diversity program• Workplace Harassment Policy andassociated guidelines• review of the Employment Actions Policy• a strategy to reduce absenteeism.DiversityThe Archives’ Workplace Diversity Program2010–12 focuses on:• awareness raising• attraction and retention of staff fromdiverse backgrounds• provision of a discrimination-free workplace• embedding diversity into management andwork team practices44 Annual Reports 2010–11

• reflecting Australia’s cultural diversity in theArchives’ records and ensuring they areaccessible to all.In 2010–11, the Archives commenceddevelopment of an Indigenous employmentstrategy and a people with disabilityemployment strategy. The number of Archives staffidentifying as belonging to one of three diversitygroupings has decreased over the last three years(Table 22). These new strategies aim to increasethe representation of these diversity groupings inthe Archives’ workforce.All Archives employment policies, proceduresand practices comply with the requirementsof the Disability Discrimination Act 1992.Learning and development activities take intoaccount the particular needs of staff with adisability. During the recruitment process,assistance is provided to applicants who identifyas having particular needs. Provision is also madefor reasonable adjustment within the workplace toassist staff with a disability.Ecologically sustainabledevelopment andenvironmental performanceThe Archives is committed to ecologicallysustainable development and improving itsenvironmental performance. Details of Archivesactivities supporting this are provided below.Statistical data about the Archives’ ecologicallysustainable development and environmentalperformance can be found at Appendix I.Environmental managementsystemIn response to Australian National Audit Officerecommendations, in 2010–11 the Archivesdeveloped a draft environmental managementsystem. The system was developed to meetAS/NZS ISO 14001:2004 EnvironmentalManagement Systems: requirements with guidancefor use. Following an independent external review,a number of recommendations to improve thesystem were provided, including:• enhancements to the Archives’ environmentalperformance and measurement targets• site-specific recommendations• identified green procurement requirements• strengthening staff awareness training.These recommendations will result in theenvironmental management system being updatedwith an implementation plan to meet benchmarksand targets over a five-year period.Energy useThe Archives uses energy 24 hours a day, sevendays a week to ensure the strict range of roomtemperatures and relative humidity required for thelong-term preservation of archival records.Implementation of energy-reduction measures,including a trial that involved increasing the rangeof temperature and humidity parameters in storagerepositories, resulted in energy savings during2010–11. Ongoing monitoring of energy use atArchives sites allows a timely response whenabnormal usage patterns arise. A significant risein gas and electricity consumption at the Archives’East Burwood (Victoria) site – associated withTable 22: Number of employees by diversity grouping, 2009–11Diversity grouping 2009 2010 2011Aboriginal or Torres Strait Islander 2 1 1Person with a disability 8 7 6Culturally and linguistically diverse 90 82 65Total 100 90 72Management and accountability 45

humidity issues surrounding a prolonged period ofwet weather in Melbourne – identified the need tore-program the building management system tocompensate for the climatic conditions.The upgrading or replacement of ageing buildingplant, such as dehumidifiers and airconditioningunits in Chester Hill (NSW) and Cannon Hill(Queensland), is also expected to deliver energyusage efficiencies.Joint energy procurementIn 2010–11, the Archives participated in thewhole-of-government electricity supply contractapproach, administered by the Department ofDefence. The new contract is expected to providesavings. Ten per cent of the Archives’ electricity usein the Canberra offices was sourced from greenenergy technologies during the reporting period.Canberra-based cultural institutions undertook ajoint procurement for the provision of gas. This newcontract will result in a discount on retail marketgas prices.Solar energyThe Archives’ solar-energy installations atits offices in Parkes (ACT) and Cannon Hill(Queensland) continued to contribute greenenergy, with a significant contribution towardsreducing CO 2emissions. These two Archivessolar-energy systems contributed to a reductionof approximately 277 tonnes in greenhouse gasesduring the reporting period.Paper useEnvironmentally friendly recycled paper is used bythe Archives. In 2010–11, the Archives continued apolicy of purchasing paper with a recycled contentof at least 50 per cent, and processes wereimplemented to record paper use in all Archivessites to improve reporting capability. The Archivesuses acid-free cardboard boxes to package andprotect records from dust, moisture and mites.Water useInstallation of water-saving devices acrossthe Archives’ sites continued to reducewater consumption.Waste disposalThroughout 2010–11, waste from the Archives’ACT sites – including paper and paper products,toner cartridges, classified waste, photocopiers,printers and mobile phones – continued to beweighed and disposed of appropriately throughrecycling arrangements.All new procurement processes for cleaningservices and/or waste removal services include therequirement for the contracted provider to measureand report on quantities and types of wasteremoved from the Archives’ sites. This includesdata on quantities recycled or sent to landfill.This data will allow the Archives to develop andimplement strategies to increase the recycling ofwaste and reduce landfill.VehiclesDuring 2010–11, the Archives’ leased vehicle fleetwas reduced by one vehicle to seven generalvehicles. Vehicle selection was consistent with theDepartment of Finance and Deregulation’s FleetMonitoring Body Policy, the Green Vehicle Guide,and providing safe and effective vehicles to meetthe Archives’ operational needs.Asset managementThe Archives manages diverse and complexassets, including:• fitout• building plant supporting critical infrastructuresuch as low-temperature film vaults• preservation equipment• high-quality digital imaging equipmentand cameras• corporate information technologyinfrastructure.Asset management policyThe Archives applies best practice assetmanagement principles to its facilities andassociated assets. During 2010–11, theArchives further refined its infrastructure, plantand equipment asset management strategy tobetter reflect whole-of-life asset management,46 Annual Reports 2010–11

with emphasis on assets that support criticaloutputs. Identification of critical assets nearedcompletion during the reporting period and thedevelopment of lifecycle management plans forthese critical assets will commence in 2011–12.The Capital Budget Committee assists the Archivesdevelop and maintain the assets it requires to fulfilits legislative obligations and improves the accuracyof budget estimates (both internal and external) forcapital acquisitions. During 2010–11, membershipof the Committee comprised the AssistantDirector-General, Corporate Services (Chair),Assistant Management Accountant (Secretariat),staff with responsibility for particular assets –including the Director, Facilities, Director, NationalPreservation Coordination, Director, Information andCommunication Technology, and Director, Digitaland Online Access – and other members from keybusiness areas.During 2010–11, the Capital Budget Committeeoversaw improvements to management, reportingand delivery of annual capital budget projects. TheCommittee met quarterly at key financial budgetingor reporting times, and monitored the progress oncurrent capital projects. The Archives developed afive-year capital asset-replacement plan, which isreviewed and monitored by the Committee.Heritage assetsThe Archives’ National Office occupies East Blockin Queen Victoria Terrace, Parkes (ACT). Thisbuilding is on the Commonwealth Heritage List.A conservation plan for the building was written in1995, before its refurbishment in 1997–98. As thesole tenant of the building, the Archives is deemedto control this heritage asset and manages it inaccordance with the conservation plan.The Archives’ National Office, East Block, Parkes (ACT).This building is on the Commonwealth Heritage List.Management and accountability 47

A draft heritage strategy was developed forthe building in accordance with section 341Aof the Environment Protection and BiodiversityConservation Act 1999. This strategy will integrateheritage conservation and management withinthe Archives’ overall property planning andmanagement framework.Capital worksIn 2010–11, a number of plant and equipmentitems were replaced as they neared the endof their useful life. These included a forkliftand building management system fieldmonitoringdevices in Chester Hill (NSW),and dehumidifiers at Chester Hill and CannonHill (Queensland). A number of assets wereupgraded to provide improved or increasedservices. These included CCTV installations atCannon Hill and East Victoria Park (WA), and anational access control system and conversionof a general repository into a classified recordsstorage vault at Mitchell (ACT).ProcurementThe Archives employs a devolved procurementframework that places responsibility forprocurement with directors. It conductsprocurement and purchasing activitiesin accordance with the CommonwealthProcurement Guidelines (2008), the Archives’Chief Executive Instructions and administrativeprocedures, all of which are available to staff onthe intranet.Contract committeesThe Archives’ Chief Executive Instructions requirecontract committees to be established to examinethe letting of any contract valued at more than$80,000 (including GST). Contract committeesinclude both independent representatives andthose with expertise in the relevant area. Allcommittees examining contracts valued at$1 million or more (including GST) must includea member of the Leadership Team.ConsultantsThe Archives engages consultants when therequired expertise is unavailable within the agencyor when required specialised skills are not availablewithout diverting resources from higher-prioritytasks. In accordance with the CommonwealthProcurement Guidelines, consultants are selectedthrough open tender, select tender, direct sourcingor panel arrangements.During 2010–11, 20 new consultancy contractswere entered into, involving total actual expenditureof $973,444 (including GST) (see Appendix J).Information on the value of contracts andconsultancies is available on the AusTender website(tenders.gov.au).Australian National AuditOffice access clauseThe Archives’ standard contract templatesinclude an Australian National Audit Office accessclause. All contracts signed during the reportingperiod for $100,000 or more (including GST) hadprovision for the Auditor-General to access thecontractors’ premises.Exempt contractsDuring 2010–11, the Archives had noexempt contracts.Financial managementThe net deficit for the Archives in 2010–11 was$6.946 million, which was the result of both higherexpenses and lower income when compared withthe previous year. Total expenses increased by$2.298 million (3 per cent), with increases recordedfor all but one category of expense (finance costs).Further increases in costs, particularly in relationto employees and suppliers, are anticipated for2011–12 and will be carefully managed to ensurekey strategic priorities can be achieved, includingappropriate ongoing storage of the Archives’records, supporting Australian Governmentagencies to transition from paper-based recordsmanagement to digital records management, andthe co-location of services in selected states.48 Annual Reports 2010–11

Total income decreased by $11.923 million(15 per cent) and was the result of the withdrawalof depreciation and amortisation funding for allasset classes except the collection, with effectfrom 1 July 2010. Funding for the replacement ofassets in these classes is now recognised as anequity injection. Also contributing to the decreasein income was a reduction in other revenue, whichwas largely due to a decline in revenue recognisedfrom the intake of records from AustralianGovernment agencies.Total assets increased slightly by $0.958 millionwhile total liabilities increased by $2.183 million(14 per cent). This increase was the result of asignificant rise in suppliers payable and anticipatedgrowth in employee provisions.Management and accountability 49

Archives staff member EmmaBuckley and staff from theTonga public service takea break during trainingworkshops held on thePARBICA RecordKeeping forGood Governance Toolkit,May 2011.‘Delivering the PARBICAToolkit training in Tonga wasa career highlight for me. Igained an appreciation of therecordkeeping issues faced inthe Pacific, and theimportance of the Toolkit inaddressing these issues.’Emma BuckleyExecutive OfficerStrategic Relations and Personal RecordsNational Coordination

Financial statements andsupporting notes for theyear ended 30 June 2011Independent auditor’s report 52Statement by the Director-General and Chief Finance Officer 54Statement of comprehensive income 55Balance sheet 56Statement of changes in equity 57Cash flow statement 58Schedule of commitments 59Schedule of asset additions 61Notes 65Financial statements 51

52 Annual Reports 2010–11

Financial statements 53

54 Annual Reports 2010–11

STATEMENT OF COMPREHENSIVE INCOMEfor the period ended 30 June 20112011 2010Notes $'000 $'000EXPENSESEmployee benefits 3A 34 539 34 409Supplier expenses 3B 21 769 21 115Grants 3C 45 25Depreciation and amortisation 3D 17 446 16 547Finance costs 3E 146 186Write-down and impairment of assets 3F 70 6Losses from asset sales 3G 1 028 549Other 3H 110 18Total expenses 75 153 72 855LESS:OWN-SOURCE INCOMEOwn-source revenueSale of goods and rendering of services 4A 1 189 1 344Rental income 4B 66 62Other revenue 4C 11 847 16 325Total own-source revenue 13 102 17 731GainsOther gains 4D 77 110Total gains 77 110Total own-source income 13 179 17 841Net cost of/(contribution by) services 61 974 55 014Revenue from Government 4E 55 028 62 289Surplus/(Deficit) attributable to the Australian Government ( 6 946) 7 275OTHER COMPREHENSIVE INCOMEChanges in asset revaluation reserves ( 1 741) 2 596Total other comprehensive income ( 1 741) 2 596Total comprehensive income/(loss) attributable to theAustralian Government ( 8 687) 9 871The above statement should be read in conjunction with the accompanying notesFinancial statements 55

BALANCE SHEETas at 30 June 20112011 2010Notes $'000 $'000ASSETSFinancial AssetsCash and cash equivalents 5A 175 417Trade and other receivables 5B 16 690 12 006Total financial assets 16 865 12 423Non-Financial AssetsProperty, plant and equipment 6A,B 1 395 276 1 398 578Intangibles 6C,D 12 443 12 374Inventories 6E 248 414Other non-financial assets 6F 957 1 042Total non-financial assets 1 408 924 1 412 408Total Assets 1 425 789 1 424 831LIABILITIESPayablesSuppliers 7A 4 362 2 608Other payables 7B 1 116 1 124Total payables 5 478 3 732ProvisionsEmployee provisions 8A 9 049 8 741Other provisions 8B 2 850 2 721Total provisions 11 899 11 462Total Liabilities 17 377 15 194Net Assets 1 408 412 1 409 637EQUITYContributed equity 7 734 272Reserves 270 812 272 553Retained earnings 1 129 866 1 136 812Total equity 1 408 412 1 409 637The above statement should be read in conjunction with the accompanying notes56 Annual Reports 2010–11

STATEMENT OF CHANGES IN EQUITYfor the period ended 30 June 2011Retained earningsAsset revaluationreservesContributedequity/capital Total equity2011 2010 2011 2010 2011 2010 2011 2010$'000 $'000 $'000 $'000 $'000 $'000 $'000 $'000Opening balanceBalance carried forward from previous period 1 136 812 1 215 560 272 553 269 957 272 272 1 409 637 1 485 789Adjustment for errors - ( 2) - - - - - ( 2)Adjusted opening balance 1 136 812 1 215 558 272 553 269 957 272 272 1 409 637 1 485 787Comprehensive incomeOther comprehensive income - - ( 1 741) 2 596 - - ( 1 741) 2 596Surplus/(deficit) for the period ( 6 946) 7 275 - - - - ( 6 946) 7 275Total comprehensive income ( 6 946) 7 275 ( 1 741) 2 596 - - ( 8 687) 9 871Transactions with ownersDistributions to ownersReturns of capital - - - - - ( 86 021) - ( 86 021)Contributions by ownersDepartmental Capital Budget (DCB) - - - - 7 462 - 7 462 -Sub-total transactions with owners - - - - 7 462 ( 86 021) 7 462 ( 86 021)Transfers between equity components - ( 86 021) - - 86 021 - -Closing balance as at 30 June 2011 1 129 866 1 136 812 270 812 272 553 7 734 272 1 408 412 1 409 637Closing balance attributable to the AustralianGovernment 1 129 866 1 136 812 270 812 272 553 7 734 272 1 408 412 1 409 637The above statement should be read in conjunction with the accompanying notesFinancial statements 57

CASH FLOW STATEMENTfor the period ended 30 June 20112011 2010Notes $'000 $'000OPERATING ACTIVITIESCash receivedAppropriations 51 179 61 096Goods and services 1 397 1 876Net GST received 2 304 2 351Other cash received 98 147Total cash received 54 978 65 470Cash usedEmployees 34 106 34 399Suppliers 22 291 24 139Grants 45 25Section 31 receipts transferred to OPA 888 1 441Other cash used 109 18Total cash used 57 439 60 022Net cash from/(used by) operating activities 9 ( 2 461) 5 448INVESTING ACTIVITIESCash receivedProceeds from sales of property, plant and equipment 25 3Total cash received 25 3Cash usedPurchase of property, plant and equipment 3 147 3 661Purchase of intangibles 2 121 1 785Total cash used 5 268 5 446Net cash from/(used by) investing activities ( 5 243) ( 5 443)FINANCING ACTIVITIESCash receivedContributed equity 7 462 -Total cash received 7 462 -Net cash from/(used by) financing activities 7 462 -Net increase/(decrease) in cash held ( 242) 5Cash and cash equivalents at the beginning of thereporting period 417 412Cash and cash equivalents at the end of thereporting period 5A 175 417The above statement should be read in conjunction with the accompanying notes58 Annual Reports 2010–11

SCHEDULE OF COMMITMENTSas at 30 June 20112011 2010$'000$'000BY TYPECommitments receivableSublease rental income ( 99) ( 45)GST recoverable on commitments ( 3 869) ( 3 907)Total commitments receivable ( 3 968) ( 3 952)Commitments payableCapital commitmentsProperty, plant and equipment 62 -Intangibles - -Total capital commitments 62 -Other commitmentsOperating leases 36 620 41 471Other 5 776 1 550Total other commitments 42 396 43 021Net commitments by type 38 490 39 069BY MATURITYCommitments receivableOperating lease incomeOne year or less ( 38) ( 45)From one to five years ( 61) -Over five years - -Total operating lease income ( 99) ( 45)Other commitments receivableOne year or less ( 1 111) ( 976)From one to five years ( 2 196) ( 2 271)Over five years ( 562) ( 660)Total other commitments receivable ( 3 869) ( 3 907)Commitments payableCapital commitmentsOne year or less 62 -From one to five years - -Over five years - -Total capital commitments 62 -Operating lease commitmentsOne year or less 9 271 9 804From one to five years 21 167 24 405Over five years 6 182 7 262Total operating lease commitments 36 620 41 471Financial statements 59

2011 2010$'000$'000Other CommitmentsOne year or less 2 855 978From one to five years 2 921 572Over five years - -Total other commitments 5 776 1 550Net commitments by maturity 38 490 39 069Note: Commitments are GST inclusive where relevantCapital commitments are for IT equipment.Other commitments are for a range of business services including cleaning, security, facilities management,maintenance, couriers and human resource services including payroll.The Archives in its capacity as lessor has sublease agreements for fixed terms and amounts.The Archives in its capacity as lessee has agreements for office accommodation and motor vehicles, whichare effectively non-cancellable. Contingent rental payments are determined by market reviews and changesin the Consumer Price Index (CPI). Several of these agreements include options to extend the existing leaseterm.This schedule should be read in conjunction with the accompanying notes.60 Annual Reports 2010–11

SCHEDULE OF ASSET ADDITIONSfor the period ended 30 June 2011The following non-financial non-current assets were added in 2010-11:OtherHeritage & cultural property, plantand equipment Intangibles Total$'000 $'000 $'000 $'000Additions funded in the current yearBy purchase - appropriation ordinary annual servicesDepartmental Capital Budget - 3 116 2 121 5 237Ordinary operating costs 1 - - 1Assets received as gifts/donations 11 756 - - 11 756Total funded additions funded in the current year 11 757 3 116 2 121 16 994Additions recognised in 2010-11 - to be funded in future yearsMake-good - 14 - 14Total future years/unfunded additions - 14 - 14Total additions 11 757 3 130 2 121 17 008Financial statements 61

The following non-financial non-current assets were added in 2009-10:OtherHeritage & cultural property, plantand equipment Intangibles Total$'000 $'000 $'000 $'000Additions funded in the current yearBy purchase - appropriation ordinary annual servicesDepartmental Capital Budget - - - -Ordinary operating costs 2 3 659 1 785 5 446Assets received as gifts/donations 16 273 - - 16 273Total additions 16 275 3 659 1 785 21 719Additions recognised in 2009-10 - to be funded in future yearsMake-good - - - -Total future years/unfunded additions - - - -Total additions 16 275 3 659 1 785 21 71962 Annual Reports 2010–11

SCHEDULE OF ADMINISTERED ITEMS2011 2010Notes $ $Income administered on behalf of Governmentfor the period ended 30 June 2011RevenueNon-taxation revenueInterest 14 1 533 -Total non-taxation revenue 1 533 -Total revenues administered on behalf of Government 1 533 -This schedule should be read in conjunction with the accompanying notesFinancial statements 63

SCHEDULE OF ADMINISTERED ITEMS2011 2010$ $Administered cash flowsfor the period ended 30 June 2011OPERATING ACTIVITIESCash receivedInterest 1 533 -Total cash received 1 533 -Net cash flows from operating activities 1 533 -Net increase in cash held 1 533 -Cash and cash equivalents at the beginning of thereporting period - -Cash to the Official Public Account for:Transfer from other entities (Finance - Whole of Government) ( 1 533) -Cash and cash equivalents at the end of thereporting period - -This schedule should be read in conjunction with the accompanying notes64 Annual Reports 2010–11

Note 1: Summary of Significant Accounting Policies1.1 Objectives of the National Archives of AustraliaThe National Archives of Australia (the Archives) is an Australian Government controlled entity. Theobjective of the Archives is to maintain the records created by Australian Government agencies that form thearchival resources of the Commonwealth.The Archives is structured to meet two outcomes:Outcome 1: Authentic, reliable and useable Commonwealth records through the provision of informationmanagement products and services to Australian Government agencies.Outcome 2: Greater understanding of our heritage and democracy through preserving, describing andproviding access to the national archival collection.The continued existence of the Archives in its present form and with its present programs is dependent onGovernment policy and on continuing funding by Parliament for the Archives' administration and programs.Activities contributing toward these outcomes are classified as either departmental or administered.Departmental activities involve the use of assets, liabilities, income and expenses controlled or incurred bythe Archives in its own right. Administered activities involve the management and oversight by the Archives,on behalf of Government, of items controlled or incurred by the Government.The Archives does not generally conduct administered activities. However, in 2010-11, the Archives receiveda payment of penalty interest, on behalf of Government, from the Australian Taxation Office, which wasclassified as administered.1.2 Basis of Preparation of the Financial StatementsThe financial statements are general purpose financial statements and are required by section 49 of theFinancial Management and Accountability Act 1997.The financial statements have been prepared in accordance with:a) Finance Minister’s Orders (or FMOs) for reporting periods ending on or after 1 July 2010; andb) Australian Accounting Standards and Interpretations issued by the Australian Accounting StandardsBoard (AASB) that apply for the reporting period.The financial statements have been prepared on an accrual basis and in accordance with the historical costconvention, except for certain assets and liabilities at fair value. Except where stated, no allowance is madefor the effect of changing prices on the results or the financial position.The financial statements are presented in Australian dollars and values are rounded to the nearest thousanddollars unless otherwise specified.Unless an alternative treatment is specifically required by an accounting standard or the FMOs, assets andliabilities are recognised in the balance sheet when and only when it is probable that future economic benefitswill flow to the entity or a future sacrifice of economic benefits will be required and the amounts of the assetsor liabilities can be reliably measured. However, assets and liabilities arising under executory contracts arenot recognised unless required by an accounting standard. Liabilities and assets that are unrecognised arereported in the schedule of commitments or the schedule of contingencies.Unless alternative treatment is specifically required by an accounting standard, income and expenses arerecognised in the statement of comprehensive income when and only when the flow, consumption or loss ofeconomic benefits has occurred and can be reliably measured.Financial statements 65

Administered revenues, expenses, assets and liabilities and cash flows reported in the Schedule ofAdministered items and related notes are accounted for on the same basis and using the same policies asfor departmental items, except where otherwise stated in Note 1.19.1.3 Significant Accounting Judgements and EstimatesIn the process of applying the accounting policies listed in this note, the Archives has made the followingjudgements that have the most significant impact on the amounts recorded in the financial statements:a) the fair value of heritage and cultural assets is informed by independent valuation, and was last revaluedon 30 June 2009; andb) the fair value of other property, plant and equipment is informed by independent valuation, and was lastrevalued on 30 June 2010.1.4 New Australian Accounting StandardsAdoption of New Australian Accounting Standard RequirementsNo accounting standard has been adopted earlier than the application date as stated in the standard. Of thenew standards, revised standards, interpretations and amending standards issued prior to the signing of thestatement by the Director-General and Chief Financial Officer, that are applicable to the current reportingperiod, none had a material financial impact on the entity.Future Australian Accounting Standard RequirementsOf the new standards, revised standards, interpretations, and amending standards issued by the AustralianAccounting Standards Board prior to the signing of the statement by the Director-General and Chief FinancialOfficer, that are applicable to future reporting periods, none are expected to have a material financial impacton the entity.1.5 RevenueRevenue from the sale of goods is recognised when:a) the risks and rewards of ownership have been transferred to the buyer;b) the Archives retains no managerial involvement or effective control over the goods;c) the revenue and transaction costs incurred can be reliably measured; andd) it is probable that the economic benefits associated with the transaction will flow to the entity.Revenue from rendering of services is recognised by reference to the stage of completion of contracts at thereporting date. The revenue is recognised when:a) the amount of revenue, stage of completion and transaction costs incurred can be reliably measured;andb) the probable economic benefits associated with the transaction will flow to the entity.The stage of completion of contracts at the reporting date is determined by reference to:a) surveys of work performed;b) services performed to date as a percentage of total services to be performed; orc) the proportion that costs incurred to date bear to the estimated total costs of the transaction.Receivables for goods and services, which have 30 day terms, are recognised at the nominal amounts dueless any impairment allowance account. Collectability of debts is reviewed at the end of reporting period.Allowances are made when collectability of the debt is no longer probable.66 Annual Reports 2010–11

Interest revenue is recognised using the effective interest method as set out in AASB 139 FinancialInstruments: Recognition and Measurement .Resources Received Free of ChargeResources received free of charge are recognised as revenue when, and only when, a fair value can bereliably determined and the services would have been purchased if they had not been donated. Use of thoseresources is recognised as an expense. Resources received free of charge are recorded as either revenueor gains depending on their nature.Contributions of assets at no cost of acquisition or for nominal consideration are recognised as revenue attheir fair value when the asset qualifies for recognition, unless received from another Government agency orauthority as a consequence of a restructuring of administrative arrangements (refer to Note 1.7).Revenue from GovernmentAmounts appropriated for departmental appropriations for the year (adjusted for any formal additions andreductions) are recognised as Revenue from Government when the Archives gains control of theappropriation, except for certain amounts that relate to activities that are reciprocal in nature, in which caserevenue is recognised only when it has been earned. Appropriations receivable are recognised at theirnominal amounts.Parental Leave Payments SchemeThe Archives offset amounts received under the Parental Leave Payments Scheme (for payment toemployees) by amounts paid to employees under that scheme, because these transactions are onlyincidental to the main revenue-generating activities of the Archives. Amounts received by the Archives butnot yet paid to employees are presented gross as cash and a liability (payable). The total amount receivedunder this scheme is disclosed as a footnote to Note 4E: Revenue from Government.1.6 GainsResources Received Free of ChargeResources received free of charge are recognised as gains when, and only when, a fair value can be reliablydetermined and the services would have been purchased if they had not been donated. Use of thoseresources is recognised as an expense.Resources received free of charge are recorded as either revenue or gains depending on their nature.Contributions of assets at no cost of acquisition or for nominal consideration are recognised as gains at theirfair value when the asset qualifies for recognition, unless received from another Government agency orauthority as a consequence of a restructuring of administrative arrangements (Refer to Note 1.7).Sale of AssetsGains from disposal of assets are recognised when control of the asset has passed to the buyer.1.7 Transactions with the Government as OwnerEquity InjectionsAmounts appropriated which are designated as ‘equity injections’ for a year (less any formal reductions) andDepartmental Capital Budgets (DCBs) are recognised directly in contributed equity in that year.Financial statements 67

Restructuring of Administrative ArrangementsNet assets received from or relinquished to another Government entity under a restructuring of administrativearrangements are adjusted at their book value directly against contributed equity.Other Distributions to OwnersThe FMOs require that distributions to owners be debited to contributed equity unless in the nature of adividend.1.8 Employee BenefitsLiabilities for ‘short-term employee benefits’ (as defined in AASB 119 Employee Benefits ) and terminationbenefits due within twelve months of end of reporting period are measured at their nominal amounts.The nominal amount is calculated with regard to the rates expected to be paid on settlement of the liability.Other long term employee benefits are measured as net total of the present value of the defined benefitobligation at the end of the reporting period minus the fair value at the end of the reporting period of planassets (if any) out of which the obligations are to be settled directly.are measured at the present value of the estimated future cash outflows to be made in respect of servicesLeaveThe liability for employee benefits includes provision for annual leave and long service leave. No provisionhas been made for sick leave as all sick leave is non-vesting and the average sick leave taken in future yearsby employees of the Archives is estimated to be less than the annual entitlement for sick leave.The leave liabilities are calculated on the basis of employees’ remuneration at the estimated salary rates thatwill be applied at the time the leave is taken, including the Archives' employer superannuation contributionrates to the extent that the leave is likely to be taken during service rather than paid out on termination.The liability for long service leave has been determined by reference to the work of an actuary as at 30 June2011. The estimate of the present value of the liability takes into account attrition rates and pay increasesthrough promotion and inflation.Separation and RedundancyProvision is made for separation and redundancy benefit payments. The Archives recognises a provision fortermination when it has developed a detailed formal plan for the terminations and has informed thoseemployees affected that it will carry out the terminations.SuperannuationThe Archives' staff are members of the Commonwealth Superannuation Scheme (CSS), the Public SectorSuperannuation Scheme (PSS) or the PSS accumulation plan (PSSap).The CSS and PSS are defined benefit schemes for the Australian Government. The PSSap is a definedcontribution scheme.The liability for defined benefits is recognised in the financial statements of the Australian Government and issettled by the Australian Government in due course. This liability is reported by the Department of Financeand Deregulation as an administered item.68 Annual Reports 2010–11

The Archives makes employer contributions to the employee's superannuation scheme at rates determinedby an actuary to be sufficient to meet the current cost to the Government. The Archives accounts for thecontributions as if they were contributions to defined contribution plans.The liability for superannuation recognised as at 30 June 2011 represents outstanding contributions for thefinal fortnight of the year.1.9 LeasesA distinction is made between finance leases and operating leases. Finance leases effectively transfer fromthe lessor to the lessee substantially all the risks and rewards incidental to ownership of leased assets. Anoperating lease is a lease that is not a finance lease. In operating leases, the lessor effectively retainssubstantially all such risks and benefits.Where an asset is acquired by means of a finance lease, the asset is capitalised at either the fair value of thelease property or, if lower, the present value of minimum lease payments at the inception of the contract anda liability is recognised at the same time and for the same amount.The discount rate used is the interest rate implicit in the lease. Leased assets are amortised over the periodof the lease. Lease payments are allocated between the principal component and the interest expense.Operating lease payments for leases with fixed increases are expensed on a straight-line basis which isrepresentative of the pattern of benefits derived from the leased assets.1.10 CashCash is recognised at its nominal amount. Cash and cash equivalents include:a) cash on hand;b) demand deposits in bank accounts with an original maturity of 3 months or less that are readilyconvertible to known amounts of cash and subject to insignificant risk of changes in value;c) cash held by outsiders; andd) cash in special accounts.1.11 Financial AssetsThe Archives classifies its financial assets as receivables. The classification depends on the nature andpurpose of the financial assets and is determined at the time of initial recognition. Financial assets arerecognised and derecognised upon trade date.Effective Interest Rate MethodThe effective interest method is a method of calculating the amortised cost of a financial asset and ofallocating interest income over the relevant period. The effective interest rate is the rate that exactlydiscounts estimated future cash receipts through the expected life of the financial asset, or, whereappropriate, a shorter period.Income is recognised on an effective interest rate basis except for financial assets that are recognised at fairvalue through profit or loss.Financial statements 69

ReceivablesTrade receivables and other receivables that have fixed or determinable payments that are not quoted in anactive market are classified as ‘receivables’. Receivables are measured at amortised cost using the effectiveinterest method less impairment. Interest is recognised by applying the effective interest rate.Impairment of Financial AssetsFinancial assets are assessed for impairment at the end of each reporting period.Financial assets held at amortised cost - if there is objective evidence that an impairment loss has beenincurred for receivables, the amount of the loss is measured as the difference between the asset’s carryingamount and the present value of estimated future cash flows discounted at the asset’s original effectiveinterest rate. The carrying amount is reduced by way of an allowance account. The loss is recognised in thestatement of comprehensive income.1.12 Financial LiabilitiesFinancial liabilities are recognised and derecognised upon ‘trade date’.Other Financial LiabilitiesOther financial liabilities are initially measured at fair value, net of transaction costs. These liabilities aresubsequently measured at amortised cost using the effective interest method, with interest expenserecognised on an effective yield basis.The effective interest method is a method of calculating the amortised cost of a financial liability and ofallocating interest expense over the relevant period. The effective interest rate is the rate that exactlydiscounts estimated future cash payments through the expected life of the financial liability, or, whereappropriate, a shorter period.Supplier and other payables are recognised at amortised cost. Liabilities are recognised to the extent that thegoods or services have been received (and irrespective of having been invoiced).1.13 Contingent Liabilities and Contingent AssetsContingent Liabilities and Contingent Assets are not recognised in the balance sheet but are reported in therelevant schedules and notes. They may arise from uncertainty as to the existence of a liability or asset orrepresent an asset or liability in respect of which the amount cannot be reliably measured. Contingent assetsare disclosed when settlement is probable but not virtually certain and contingent liabilities are disclosedwhen settlement is greater than remote.1.14 Acquisition of AssetsAssets are recorded at cost on acquisition except as stated below. The cost of acquisition includes the fairvalue of assets transferred in exchange and liabilities undertaken. Financial assets are initially measured attheir fair value plus transaction costs where appropriate.Assets acquired at no cost, or for nominal consideration, are initially recognised as assets and income attheir fair value at the date of acquisition, unless acquired as a consequence of restructuring of administrativearrangements. In the latter case, assets are initially recognised as contributions by owners at the amounts atwhich they were recognised in the transferor accounts immediately prior to the restructuring.70 Annual Reports 2010–11

1.15 Property, Plant and EquipmentAsset Recognition ThresholdPurchases of property, plant and equipment are recognised initially at cost in the balance sheet, except forpurchases of IT equipment costing less than $1,000 (ex. GST) or for all other plant and equipment costingless than $2,000 (ex. GST), which are expensed in the year of acquisition (other than where they form part ofa group of similar items which are significant in total).The initial cost of an asset includes an estimate of the cost of dismantling and removing the item andrestoring the site on which it is located. This is particularly relevant to "make good" provisions in propertyleases taken up by the Archives where there exists an obligation to restore the premises to its originalcondition. These costs are included in the value of the Archives' leasehold improvements with acorresponding provision for the "make good" recognised.RevaluationsFair values for each class of asset are determined as shown below:Asset ClassFair value measured atLeasehold improvementsDepreciated replacement costOther property, plant andMarket selling priceequipmentHeritage and cultural assets Market selling priceFollowing initial recognition at cost, property plant and equipment are carried at fair value less subsequentaccumulated depreciation and accumulated impairment losses. Valuations are conducted with sufficientfrequency to ensure that the carrying amounts of assets do not differ materially from the assets’ fair valuesas at the reporting date. The regularity of independent valuations depends upon the volatility of movements inmarket values for the relevant assets.Revaluation adjustments are made on a class basis. Any revaluation increment is credited to equity underthe heading of asset revaluation reserve except to the extent that it reverses a previous revaluationdecrement of the same asset class that was previously recognised in the surplus/deficit. Revaluationdecrements for a class of assets are recognised directly in the surplus/deficit result except to the extent thatthey reverse a previous revaluation increment for that class.Any accumulated depreciation as at the revaluation date is eliminated against the gross carrying amount ofthe asset and the asset restated to the revalued amount.DepreciationDepreciable property, plant and equipment assets are written-off to their estimated residual values over theirestimated useful lives to the Archives using, in all cases, the straight-line method of depreciation.Depreciation rates (useful lives), residual values and methods are reviewed at each reporting date andnecessary adjustments are recognised in the current, or current and future reporting periods, as appropriate.Financial statements 71

72 Annual Reports 2010–11

1.17 InventoriesInventories held for sale are valued at the lower of cost and net realisable value.Inventories held for distribution are valued at cost, adjusted for any loss of service potential.Costs incurred in bringing each item of inventory to its present location and condition are assigned as follows:a) raw materials and stores – purchase cost on a first-in-first-out basis; andb) finished goods and work-in-progress – cost of direct materials and labour plus attributable costs that canbe allocated on a reasonable basis.Inventories acquired at no cost or nominal consideration are initially measured at current replacement cost atthe date of acquisition.1.18 TaxationThe Archives is exempt from all forms of taxation except Fringe Benefits Tax (FBT) and the Goods andServices Tax (GST).Revenues, expenses and assets are recognised net of GST except:a) where the amount of GST incurred is not recoverable from the Australian Taxation Office; andb) for receivables and payables.1.19 Reporting of Administered ActivitiesAdministered revenues, expenses, assets and liabilities and cash flows are disclosed in the schedule ofadministered items and related notes.Administered items are accounted for on the same basis and using the same policies as for departmentalitems, including the application of Australian Accounting Standards.Financial statements 73

Note 3: Expenses2011 2010$'000$'000Note 3A: Employee BenefitsWages and salaries 24 774 25 161Superannuation:Defined contribution plans 1 424 1 346Defined benefit plans 3 247 3 519Leave and other entitlements 4 656 4 275Separation and redundancies 309 -Other 129 108Total employee benefits 34 539 34 409Note 3B: SuppliersGoods and servicesOffice equipment and supplies 1 565 1 651Communications 862 834Professional services 2 457 2 252Travel 760 742Exhibitions and advertising 267 362Employee related expenses 1 134 1 127Utilities 1 306 1 085Other property operating expenses 3 938 3 854Other 546 396Total goods and services 12 835 12 303Goods and services are made up of:Provision of goods - related entities 18 3Provision of goods - external parties 742 987Rendering of services - related entities 906 887Rendering of services - external parties 11 169 10 426Total goods and services 12 835 12 303Other supplier expensesOperating lease rentals - related entities:Minimum lease payments 1 538 1 538Contingent rentals 170 170Operating lease rentals - external parties:Minimum lease payments 5 606 5 837Contingent rentals 1 097 966Sublease - -Workers compensation expenses 523 301Total other supplier expenses 8 934 8 812Total supplier expenses 21 769 21 115Note 3C: GrantsOther 45 25Total grants 45 25Financial statements 75

2011 2010$'000$'000Note 3D: Depreciation and AmortisationDepreciation:Heritage and cultural assets 10 070 9 435Other property, plant and equipment 5 324 5 271Total depreciation 15 394 14 706Amortisation:Software 1 264 1 120Other intangibles 788 721Total amortisation 2 052 1 841Total depreciation and amortisation 17 446 16 547Note 3E: Finance CostsUnwinding of discount 146 186Total finance costs 146 186Note 3F: Write-Down and Impairment of AssetsAsset write-downs and impairment from:Impairment of financial assets 70 1Impairment of heritage and cultural assets - -Impairment of other property, plant and equipment - 5Write-down - heritage and cultural assets - -Write-down - other property, plant and equipment - -Write-down - computer software - -Write-down - other intangibles - -Total write-down and impairment of assets 70 6Note 3G: Losses from Asset SalesHeritage and cultural assets:Carrying value of assets sold 894 439Other property, plant and equipment:Proceeds from sale ( 26) ( 3)Carrying value of assets sold 160 72Computer software:Carrying value of assets sold - 16Other intangibles:Carrying value of assets sold - 25Total losses from asset sales 1 028 549Note 3H: Other ExpensesSpecial account expenses 110 18Total other expenses 110 18Note 3I: Operating Expenditure for Heritage and Cultural Assets *Operating expenditure 21 377 21 766Total 21 377 21 766* Operating expenditure is contained in the statement of comprehensive income; however, it is not disclosedas a separate line item. It is merely a representation of expenditure already reported in Note 3A to 3Hrelating to heritage and cultural assets.76 Annual Reports 2010–11

Note 4: Income2011 2010$'000$'000OWN-SOURCE REVENUENote 4A: Sale of Goods and Rendering of ServicesProvision of goods - related entities 44 46Provision of goods - external parties 706 781Rendering of services - related entities 161 184Rendering of services - external parties 278 333Total sale of goods and rendering of services 1 189 1 344Note 4B: Rental IncomeOperating lease:Other 66 62Total rental income 66 62Note 4C: Other RevenueResources received free of charge:Acquisition of heritage and cultural assets at no cost 11 756 16 272Special account revenue 80 40Other 11 13Total other revenue 11 847 16 325GAINSNote 4D: Other GainsOther 77 110Total other gains 77 110REVENUE FROM GOVERNMENTNote 4E: Revenue from Government*Appropriations:Departmental appropriation 55 028 62 289Total revenue from Government 55 028 62 289* The Archives received $9,120 (2010: nil) under the Paid Parental Leave Scheme; these amounts wereoffset against the amounts paid to employees in the Statement of Comprehensive IncomeFinancial statements 77

Note 5: Financial Assets2011 2010$'000$'000Note 5A: Cash and Cash EquivalentsSpecial Accounts 36 66Cash on hand or on deposit 139 351Total cash and cash equivalents 175 417Note 5B: Trade and Other ReceivablesGoods and services:Goods and services - related entities 51 125Goods and services - external parties 31 51Total receivables for goods and services 82 176Appropriations Receivable:For existing programs 16 148 11 412Total appropriations receivable 16 148 11 412Other Receivables:GST receivable from the Australian Taxation Office 450 402Other 10 16Total other receivables 460 418Total trade and other receivables (gross) 16 690 12 006Total trade and other receivables (net) 16 690 12 006Receivables are expected to be recovered in:No more than 12 months 16 690 12 006More than 12 months - -Total trade and other receivables (net) 16 690 12 006Receivables are aged as follows:Not overdue 16 666 11 993Overdue by:0 to 30 days 5 830 to 60 days 16 261 to 90 days - 1More than 90 days 3 2Total receivables (gross) 16 690 12 00678 Annual Reports 2010–11

Reconciliation of the Impairment Allowance Account:Movements in relation to 2011Goods andservices$'000Otherreceivables$'000Total$'000Opening balance - - -Amounts written off ( 70) - ( 70)Amounts recovered and reversed - - -Increase/decrease recognised in net surplus 70 - 70Closing balance - - -Movements in relation to 2010Goods andservices$'000Otherreceivables$'000Total$'000Opening balance - - -Amounts written off ( 1) - ( 1)Amounts recovered and reversed - - -Increase/decrease recognised in net surplus 1 - 1Closing balance - - -Financial statements 79

Note 6: Non-Financial Assets2011 2010$'000$'000Note 6A: Property, Plant and EquipmentHeritage and cultural:Archival records - fair value 1 394 178 1 383 319Accumulated depreciation ( 19 500) ( 9 434)Accumulated impairment losses ( 1 769) ( 28)Total heritage and cultural 1 372 909 1 373 857Other property, plant and equipment:Work in progress 1 215 21Fair value 26 413 24 770Accumulated depreciation ( 5 261) ( 70)Total other property, plant and equipment 22 367 24 721Total property, plant and equipment 1 395 276 1 398 578All revaluations are conducted in accordance with the revaluation policy stated at Note 1, however norevaluation of heritage and cultural assets or other property, plant and equipment assets were conducted atthe class level during 2010-11.Indicators of impairment were found for a number of items of property, plant and equipment. Impairmentlosses in relation to these items have been recognised, in the statement of comprehensive income or in theasset revaluation reserve, where they have previously been revalued.A number of items of other property, plant and equipment are expected to be sold or disposed of within thenext 12 months.80 Annual Reports 2010–11

Note 6B: Reconciliation of the Opening and Closing Balances of Property, Plant and Equipment (2010-11)Other property,Heritage and cultural plant andequipment Total$'000 $'000 $'000As at 1 July 2010Gross book value 1 383 319 24 791 1 408 110Accumulated depreciation ( 9 434) ( 70) ( 9 504)Accumulated impairment losses ( 28) - ( 28)Net book value 1 July 2010 1 373 857 24 721 1 398 578Additions* 11 757 3 130 14 887Revaluations and impairments recognised in other comprehensive income ( 1 741) - ( 1 741)Impairments recognised in the operating result - - -Depreciation expense ( 10 070) ( 5 324) ( 15 394)Disposals:Other ( 894) ( 160) ( 1 054)Net book value 30 June 2011 1 372 909 22 367 1 395 276Net book value as of 30 June 2011 represented by:Gross book value 1 394 178 27 628 1 421 806Accumulated depreciation ( 19 500) ( 5 261) ( 24 761)Accumulated impairment losses ( 1 769) - ( 1 769)1 372 909 22 367 1 395 276* Disaggregated additions information is disclosed in the Schedule of Asset AdditionsFinancial statements 81

Note 6B (Cont'd): Reconciliation of the Opening and Closing Balances of Property, Plant and Equipment (2009-10)Other property,Heritage and cultural plant andequipment Total$'000 $'000 $'000As at 1 July 2009Gross book value 1 367 484 37 845 1 405 329Accumulated depreciation - ( 12 222) ( 12 222)Net book value 1 July 2009 1 367 484 25 623 1 393 107Additions* 16 275 3 659 19 934Revaluations and impairments recognised in other comprehensive income ( 28) 787 759Impairments recognised in the operating result - ( 5) ( 5)Depreciation expense ( 9 435) ( 5 271) ( 14 706)Disposals:Other ( 439) ( 72) ( 511)Net book value 30 June 2010 1 373 857 24 721 1 398 578Net book value as of 30 June 2010 represented by:Gross book value 1 383 319 24 791 1 408 110Accumulated depreciation ( 9 434) ( 70) ( 9 504)Accumulated impairment losses ( 28) - ( 28)1 373 857 24 721 1 398 578* Disaggregated additions information is disclosed in the Schedule of Asset Additions82 Annual Reports 2010–11

2011 2010$'000$'000Note 6C: IntangiblesComputer software:Internally developed - in progress 574 236Internally developed - in use 12 344 12 027Purchased 2 888 2 475Accumulated amortisation ( 8 356) ( 7 285)Total computer software 7 450 7 453Other intangibles:Internally developed - in progress 79 49Internally developed - in use 8 703 7 873Accumulated amortisation ( 3 789) ( 3 001)Total other intangibles 4 993 4 921Total intangibles 12 443 12 374No indicators of impairment were found for intangible assets.No intangibles are expected to be sold or disposed of within the next 12 months.Financial statements 83

Note 6D: Reconciliation of the Opening and Closing Balances of Intangibles (2010-11)ComputersoftwareinternallydevelopedComputersoftwarepurchasedOtherintangiblesinternallydeveloped Total$'000 $'000 $'000 $'000As at 1 July 2010Gross book value 12 263 2 475 7 922 22 660Accumulated amortisation ( 5 764) ( 1 521) ( 3 001) ( 10 286)Net book value 1 July 2010 6 499 954 4 921 12 374Additions* 656 605 860 2 121Amortisation expense ( 777) ( 487) ( 788) ( 2 052)Disposals:Other - - - -Net book value 30 June 2011 6 378 1 072 4 993 12 443Net book value as of 30 June 2011 represented by:Gross book value 12 918 2 888 8 782 24 588Accumulated amortisation ( 6 540) ( 1 816) ( 3 789) ( 12 145)6 378 1 072 4 993 12 443* Disaggregated additions information is disclosed in the Schedule of Asset Additions84 Annual Reports 2010–11

Note 6D (Cont'd): Reconciliation of the Opening and Closing Balances of Intangibles (2009-10)ComputersoftwareinternallydevelopedComputersoftwarepurchasedOtherintangiblesinternallydeveloped Total$'000 $'000 $'000 $'000As at 1 July 2009Gross book value 11 840 3 084 7 260 22 184Accumulated amortisation ( 5 052) ( 2 365) ( 2 296) ( 9 713)Net book value 1 July 2009 6 788 719 4 964 12 471Additions* 422 660 703 1 785Amortisation expense ( 711) ( 409) ( 721) ( 1 841)Disposals:Other - ( 16) ( 25) ( 41)Net book value 30 June 2010 6 499 954 4 921 12 374Net book value as of 30 June 2010 represented by:Gross book value 12 263 2 475 7 922 22 660Accumulated amortisation ( 5 764) ( 1 521) ( 3 001) ( 10 286)6 499 954 4 921 12 374* Disaggregated additions information is disclosed in the Schedule of Asset AdditionsFinancial statements 85

2011 2010$'000$'000Note 6E: InventoriesInventories held for sale:Finished goods 237 253Total inventories held for sale 237 253Inventories held for distribution 11 161Total inventories 248 414During 2010-11, $17,915 of inventory held for sale was recognised as an expense (2009-10: $16,380).During 2010-11, $170,289 of inventory held for distribution was recognised as an expense (2009-10:$105,898).No items of inventory were recognised at fair value less costs to sell.Not all inventory is expected to be sold or distributed in the next 12 months.Note 6F: Other Non-Financial AssetsPrepayments 957 1 042Total other non-financial assets 957 1 042Total other non-financial assets - are expected to be recovered in:No more than 12 months 902 971More than 12 months 55 71Total other non-financial assets 957 1 042No indicators of impairment were found for other non-financial assets.86 Annual Reports 2010–11

Note 7: Payables2011 2010$'000$'000Note 7A: SuppliersTrade creditors and accruals 4 361 2 595Operating lease rentals 1 13Total supplier payables 4 362 2 608All supplier payables are expected to be settled within 12 months:Related entities 253 160External parties 4 109 2 448Total supplier payables 4 362 2 608Settlement is usually made within 30 daysNote 7B: Other PayablesSalaries and wages 649 543Superannuation 110 90Prepayments received/unearned income 357 491Other - -Total other payables 1 116 1 124Total other payables are expected to be settled in:No more than 12 months 1 116 1 124More than 12 months - -Total other payables 1 116 1 124Financial statements 87

Note 8: Provisions2011 2010$'000$'000Note 8A: Employee ProvisionsLeave 9 049 8 741Total employee provisions 9 049 8 741Employee provisions are expected to be settled in:No more than 12 months 2 745 2 707More than 12 months 6 304 6 034Total employee provisions 9 049 8 741Note 8B: Other ProvisionsProvision for restoration obligations 2 850 2 721Total other provisions 2 850 2 721Other provisions are expected to be settled in:No more than 12 months 86 30More than 12 months 2 764 2 691Total other provisions 2 850 2 721Provision forrestorationobligations$'000Carrying amount 1 July 2010 2 721Additional provisions made 14Amounts used ( 29)Amounts reversed ( 2)Unwinding of discount or change in discount rate 146Closing balance 30 June 2011 2 850The Archives currently has 12 agreements for the leasing of premises which have provisions requiring theArchives to restore the premises to their original condition at the conclusion of the lease. The Archives hasmade a provision to reflect the present value of this obligation.88 Annual Reports 2010–11

Note 9: Cash Flow Reconciliation2011 2010$'000$'000Reconciliation of cash and cash equivalents as per BalanceSheet to Cash Flow StatementCash and cash equivalents as per:Cash flow statement 175 417Balance sheet 175 417Difference - -Reconciliation of net cost of services to net cash fromoperating activities:Net cost of services ( 61 974) ( 55 014)Add revenue from Government 55 028 62 289Adjustments for non-cash itemsDepreciation / amortisation 17 446 16 547Net write down of non-financial assets - 5Net loss on disposal of assets 1 028 549Revaluation of make good provision 17 1 836Resources received free of charge - goods ( 11 756) ( 16 274)Changes in assets / liabilities(Increase) / decrease in net receivables ( 4 684) ( 2 352)(Increase) / decrease in inventories 166 ( 95)(Increase) / decrease in prepayments 85 ( 312)Increase / (decrease) in employee provisions 308 ( 139)Increase / (decrease) in supplier payables 1 754 ( 140)Increase / (decrease) in other payables ( 8) 198Increase / (decrease) in other provisions 129 ( 1 650)Net cash from / (used by) operating activities ( 2 461) 5 448Financial statements 89

Note 10: Contingent Liabilities and AssetsQuantifiable ContingenciesThe Archives had no quantifiable contingencies as at 30 June 2011 (2010: nil).Unquantifiable ContingenciesThe Archives had no unquantifiable contingencies as at 30 June 2011 (2010: nil).Significant Remote ContingenciesThe Archives had no significant remote contingencies as at 30 June 2011 (2010: nil).90 Annual Reports 2010–11

Note 11: Senior Executive RemunerationNote 11A: Senior Executive Remuneration Expense for the Reporting Period2011 2010$'000$'000Short-term employee benefits:Salary 876 709Annual leave accrued 72 5Performance bonuses 53 33Allowances 140 107Other - 7Total short-term employee benefits 1 141 861Post-employment benefits:Superannuation 137 127Total post-employment benefits 137 127Other long-term benefitsLong-service leave 62 18Total long-term benefits 62 18Termination benefits - -Total 1 340 1 006Notes:1. Note 11A was prepared on an accrual basis (so the performance bonus expenses disclosed above differfrom the cash "Bonus paid" in Note 11B).2. Note 11A excludes acting arrangements and part-year service where remuneration expensed was lessthan $150,000.Financial statements 91

Note 11B: Average Annual Remuneration Packages and Bonus Paid for Substantive Senior Executives as at the end of the Reporting PeriodSeniorExecutivesFixed Elements and Bonus Paid 1 No.Total remunerationas at 30 June 2011 as at 30 June 2010Fixed elements Fixed elementsSalary($)Allowances($)Total($)Bonuspaid 2($)SeniorExecutivesNo.(including part-time arrangements):$150,000 to 179,999 5 150,200 22,000 172,200 10,574 5 138,290 20,394 158,684 6,616$180,000 to 209,999 - - - - - 1 170,451 38,163 208,614 -Total 5 6Salary($)Allowances($)Total($)Bonuspaid 2($)Notes:1. This tables reports on substantive senior executives who are employed by the Archives as at the end of the reporting period. Fixed elements are based on theemployment agreement of each individual - each row represents an average annualised figure (based on headcount) for the individuals in that remunerationpackage band (i.e. the Total column).2. Represents average actual bonuses paid during the reporting period. The "Bonus Paid" is excluded from the "Total" calculation (for the purpose of determiningremuneration package bands). The "Bonus Paid" within a particular band may vary between financial years due to factors such as individual commencing with orleaving the Archives during the financial year.Variable ElementsWith the exception of performance bonuses, variable elements are not included in the "Fixed Elements and Bonus Paid" table above. The following variableelements are available as part of senior executive's remuneration package:(a) Performance bonuses:Performance bonuses are calculated as a variable percentage of salary and based on the performance of individual senior executive staff.(b) On average senior executives are entitled to the following leave entitlements:20 working days annual leave, 20 working days personal leave and 9 calendar days long service leave, per annum.(c) Senior executives are members of one of the following superannuation funds:Commonwealth Superannuation Scheme (CSS) and the Public Sector Superannuation Scheme (PSS).(d) Salary sacrifice arrangements:Senior executives may elect to enter into salary sacrifice arrangements with the Archives' salary sacrifice provider.Note 11C: Other Highly paid StaffDuring the reporting period, there were no employees whose salary plus performance bonus was $150,000 or more, other than those disclosed in the tablesabove.92 Annual Reports 2010–11

Note 12: Remuneration of Auditors2011 2010$'000$'000Financial statement audit services were provided free of charge tothe Archives.The fair value of the services provided was:Financial statements audit 75 74Total 75 74No other services were provided by the auditors of the financial statements.Financial statements 93

Note 13: Financial Instruments2011 2010$'000$'000Note 13A: Categories of Financial InstrumentsFinancial AssetsCash and receivables:Cash and cash equivalents 175 417Trade receivables 82 176Total 257 593Carrying amount of financial assets 257 593Financial LiabilitiesOther liabilities:Supplier payables 4 362 2 608Total 4 362 2 608Carrying amount of financial liabilities 4 362 2 608There was no income or expense arising from financial assets and liabilities in 2010 and 2011.The carrying amount of financial instruments is a reasonable approximation of fair value.94 Annual Reports 2010–11

Note 13B: Credit RiskThe Archives is exposed to minimal credit risk as its financial assets consist only of cash and trade receivables. The maximum exposure to creditrisk is the risk that arises from potential default of a debtor. This amount is equal to the total amount of trade receivables.The Archives holds no collateral to mitigate against credit risk.The following table illustrates the Archives' gross exposure to credit risk, excluding any collateral or credit enhancements.2011 2010$'000 $'000Financial assetsCash and receivablesCash and cash equivalents 175 417Trade receivables 82 176Total 257 593Financial liabilitiesOther liabilitiesSupplier payables 4 362 2 608Total 4 362 2 608Credit quality of financial instruments not past due or individually determined as impairedNot past duenor impaired2011$'000Not past duenor impaired2010$'000Past due orimpaired2011$'000Past due orimpaired2010$'000Cash and receivablesCash and cash equivalents 175 417 - -Trade receivables 58 163 24 13Total 233 580 24 13Financial statements 95

Ageing of financial assets that were past due but not impaired for 20110 to 30 days$'00031 to 60 days$'00061 to 90 days$'00090+ days$'000ReceivablesTrade receivables 5 16 - 3 24Total 5 16 - 3 24Total$'000Ageing of financial assets that were past due but not impaired for 20100 to 30 days$'00031 to 60 days$'00061 to 90 days$'00090+ days$'000ReceivablesTrade receivables 8 2 1 2 13Total 8 2 1 2 13Total$'00096 Annual Reports 2010–11

Note 13C: Liquidity riskThe Archives' financial liabilities are payables. The exposure to liquidity risk is based on the notion that the agency will encounter difficulty inmeeting its obligations associated with financial liabilities. This is unlikely due to receiving appropriation funding and internal policies aimed atensuring there are appropriate resources to meet financial obligations as and when they fall due.Maturities for non-derivative financial liabilities 2011On demand$'000within 1 year$'0001 to 2 years$'0002 to 5 years$'000>5 years$'000 TotalOther liabilitiesSupplier payables - 4 362 - - - 4 362Total - 4 362 - - - 4 362Maturities for non-derivative financial liabilities 2010On demand$'000within 1 year$'0001 to 2 years$'0002 to 5 years$'000>5 years$'000 TotalOther liabilitiesSupplier payables - 2 608 - - - 2 608Total - 2 608 - - - 2 608Note 13D: Market RiskThe Archives holds basic financial instruments that do not expose the Archives to significant market risks. The Archives is not exposed to "interest rate risk","currency risk" or "other price risk".Financial statements 97

Notes to the Schedule of Administered ItemsNote 14: Income Administered on Behalf of Government2011 2010$ $REVENUENon-Taxation RevenueNote 14A: InterestInterest from overdue debts 1 533 -Total interest 1 533 -98 Annual Reports 2010–11

Note 15: AppropriationsTable A: Annual Appropriations (Recoverable GST exclusive)2011 AppropriationAppropriation Act FMA ActAnnualAppropriation($'000)Appropriationsreduced (a)($'000)Section 30($'000)Section 31($'000)Section 32($'000)Totalappropriation($'000)Appropriationapplied in 2011(current andprior years)($'000)DEPARTMENTALOrdinary annual services 55 028 - 124 888 - 56 040 53 709 2 331Other servicesEquity 7 462 - - - 7 462 5 268 2 194Total departmental 62 490 - 124 888 - 63 502 58 977 4 525Variance($'000)Notes:(a) Appropriations reduced under Appropriation Acts (No. 1,3,5) 2010-11: sections 10, 11, 12 and 15 and under Appropriation Acts (No. 2,4,6) 2010-11: sections 12,13, 14 and 17. Departmentalappropriations do not lapse at financial year-end. However, the responsible Minister may decide that part or all of a departmental appropriation is not required and request the Finance Minister to reducethat appropriation. The reduction in the appropriation is effected by the Finance Minister's determination and is disallowable by Parliament.Financial statements 99

Appropriation ActAnnualAppropriation($'000)Appropriationsreduced (a)($'000)2010 AppropriationFMA ActSection 30($'000)Section 31($'000)Section 32($'000)Totalappropriation($'000)Appropriationapplied in 2010(current andprior years)($'000)DEPARTMENTALOrdinary annual services 62 389 ( 100) 13 1 441 - 63 743 61 125 2 618Other servicesEquity - - - - - - -Total departmental 62 389 ( 100) 13 1 441 - 63 743 61 125 2 618Variance($'000)Notes:(a) Appropriations reduced under Appropriation Acts (No. 1,3,5) 2009-10: sections 10, 11, 12 and 15 and under Appropriation Acts (No. 2,4,6) 2009-10: sections 12,13, 14 and 17. Departmentalappropriations do not lapse at financial year-end. However, the responsible Minister may decide that part or all of a departmental appropriation is not required and request the Finance Minister to reducethat appropriation. The reduction in the appropriation is effected by the Finance Minister's determination and is disallowable by Parliament. On 18 March 2011, the Finance Minister determined a reductionin departmental appropriations following a request by the Minister for Privacy and Freedom of Information. The amount of the reduction determined under Appropriation Act (No. 1) 2009-2010 was:$100,000.100 Annual Reports 2010–11

Table B: Unspent Departmental Annual Appropriations (Recoverable GST exclusive)2011 2010Authority $'000 $'000Appropriation Act (No. 1) 2007-2008 - 1 947Appropriation Act (No. 1) 2008-2009 - 7 080Appropriation Act (No. 1) 2009-2010 - 2 385Appropriation Act (No. 1) 2010-2011 16 148 -Total 16 148 11 412Financial statements 101

Note 16: Special AccountsThe National Archives of Australia has recently become aware that there is an increased risk of noncompliancewith Section 83 of the Constitution where payments are made from special accounts incircumstances where the payments do not accord with conditions included in the relevant legislation. TheNational Archives of Australia will investigate these circumstances and any impact on its special accountsshown below, seeking legal advice as appropriate.Australian Archives Projects and Sponsored Activities SpecialAccount (Departmental)2011$'0002010$'000Appropriation: Financial Management and Accountability Act 1997 section 20Establishing Instrument: Financial Management and Accountability Determination 2006/59Purpose: Conduct projects to promote reliable record keeping; or preserve, develop, interpret and makeaccessible, the national archival collectionBalance brought forward from previous period 66 45Other receipts 73 43Total increase 73 43Available for payments 139 88Payments made ( 103) ( 22)Total decrease ( 103) ( 22)Total balance carried to the next period 36 66Other Trust Moneys - National Archives of Australia SpecialAccount (Departmental)Appropriation: Financial Management and Accountability Act 1997 section 202011$'0002010$'000Establishing Instrument: Financial Management and Accountability Determination 2006/60Purpose: disburse amounts temporarily held on trust or otherwise for the benefit of a person other than theCommonwealth; and repay amounts where an Act or other law requires or permits the repayment of anamount received.Balance brought forward from previous period - -Costs recovered 7 ( 3)Total increase 7 ( 3)Available for payments 7 ( 3)Payments made ( 7) 3Total decrease ( 7) 3Total balance carried to the next period - -102 Annual Reports 2010–11

Note 17: Compensation and Debt ReliefDepartmentalNo 'Act of Grace' expenses were incurred during the reporting period (2010: No expenses).No waivers of amounts owing to the Australian Government were made pursuant to subsection 34(1) of theFinancial Management and Accountability Act 1997. (2010: No waivers).No payments were provided under the Compensation for Detriment caused by Defective Administration(CDDA) Scheme during the reporting period. (2010: No payments).No ex-gratia payments were provided for during the reporting period. (2010: No payments)No payments were provided in special circumstances relating to APS employment pursuant to section 73 ofthe Public Service Act 1999 (PS Act) during the reporting period. (2010: No payments)Financial statements 103

Note 18: Reporting of OutcomesThe Archives uses an Activity Based Costing system to determine the attribution of its shared items. The allocation of shared items to outcomes was calculated forthe 2010-11 Budget. The basis for attribution in the table below is consistent with the basis used for the Budget.Note 18A: Net Cost of Outcome DeliveryOutcome 1 Outcome 2 Total2011$'000ExpensesDepartmental 5 094 4 949 70 059 67 906 75 153 72 855Total 5 094 4 949 70 059 67 906 75 153 72 8552010$'0002011$'0002010$'0002011$'0002010$'000Income from the non-government sectorDepartmentalActivities subject to cost recovery 78 88 906 1 026 984 1 114Other 18 18 216 207 234 225Total departmental 96 106 1 122 1 233 1 218 1 339Total 96 106 1 122 1 233 1 218 1 339Other own-source incomeAdministered - - 2 - 2 -Departmental 16 19 11 945 16 483 11 961 16 502Total 16 19 11 947 16 483 11 963 16 502Net cost/(contribution) of outcome delivery 4 982 4 824 56 990 50 190 61 972 55 014Outcomes 1 and 2 are described in Note 1.1. Net costs shown include intra-government costs that are eliminated in calculating the actual Budget Outcome. Referto outcome 1 and outcome 2 resourcing tables in the annual report.104 Annual Reports 2010–11

Note 18B: Major Classes of Departmental Expense, Income, Assets and Liabilities by OutcomesDepartmental Expenses:Outcome 1 Outcome 2 Total2011$'000Employee benefits 2 738 2 718 31 801 31 691 34 539 34 409Supplier expenses 1 726 1 668 20 043 19 447 21 769 21 115Grants - - 45 25 45 25Depreciation and amortisation 522 504 16 924 16 043 17 446 16 547Finance costs 12 15 134 171 146 186Write-down and impairment of assets 6 - 64 6 70 6Losses from asset sales 81 43 947 506 1 028 549Other 9 1 101 17 110 18Total 5 094 4 949 70 059 67 906 75 153 72 8552010$'0002011$'0002010$'0002011$'0002010$'000Departmental Income:User charges 94 106 1 095 1 238 1 189 1 344Income from government 4 362 4 921 50 666 57 368 55 028 62 289Rental income 5 5 61 57 66 62Other revenue 7 4 11 840 16 321 11 847 16 325Gains 6 9 71 101 77 110Total 4 474 5 045 63 733 75 085 68 207 80 130Financial statements 105

Departmental Assets:Outcome 1 Outcome 2 Total2011$'000Cash and cash equivalents 14 33 161 384 175 417Trade and other receivables 1 323 949 15 367 11 057 16 690 12 006Property, plant and equipment 1 773 1 953 1 393 503 1 396 625 1 395 276 1 398 578Intangibles 591 589 11 852 11 785 12 443 12 374Inventories 20 33 228 381 248 414Other non-financial assets 76 82 881 960 957 1 042Total 3 797 3 639 1 421 992 1 421 192 1 425 789 1 424 8312010$'0002011$'0002010$'0002011$'0002010$'000Departmental Liabilities:Suppliers 346 206 4 016 2 402 4 362 2 608Other payables 88 89 1 028 1 035 1 116 1 124Employee provisions 717 691 8 332 8 050 9 049 8 741Other provisions 226 215 2 624 2 506 2 850 2 721Total 1 377 1 201 16 000 13 993 17 377 15 194Outcomes 1 and 2 are described in Note 1.1. Net costs shown include intra-government costs that were eliminated in calculating the actual Budget Outcome.Note 18C: Major Classes of Administered Expense, Income, Assets and Liabilities by OutcomesOutcome 1 Outcome 2 Total2011$'000Administered Income:Interest - - 2 - 2 -Total - - 2 - 2 -2010$'0002011$'0002010$'0002011$'0002010$'000Outcomes 1 and 2 are described in Note 1.1.106 Annual Reports 2010–11

Note 19: Comprehensive Income/(Loss) Attributable to the Archives2011 2010$'000$'000Total comprehensive income/(loss) attributable to theArchivesTotal comprehensive income/(loss) attributable to the AustralianGovernment 1 ( 8 687) 9 871Plus: non-appropriated expensesDepreciation and amortisation expenses 17 446 9 435Total 8 759 19 3061. As per the Statement of Comprehensive IncomeFor the year ended 30 June 2010, depreciation funding was not provided for the heritage and culturalcollection however, for the year ended 30 June 2011, depreciation and amortisation funding was not providedfor all asset classes.Financial statements 107

A retrieved card is scannedby a Lending Officer asa means of tracking thelocation of the Archives’records, 2011.‘We have nearly 400 shelfkilometres of records in ourenvironmentally controlledrepositories. Records need tobe kept safe and accessible,so they can be delivered toour users on time.’Phil BellManager, Environments, Control and MovementServices – Lending ServicesOperations and PreservationAngus Kendon

AppendixesAppendix A Resources allocated to the Archives 110Appendix B Records authorities issued 112Appendix C National and international strategic relations 113Appendix D Selected records transferred and described 116Appendix E Exhibitions program 122Appendix F Publications program 124Appendix G Service Charter standards 125Appendix H Freedom of information 126Appendix I Ecologically sustainable development and environmental performance 129Appendix J Consultancies, advertising and market research 132Appendix K Volunteers 135Appendix L Representation on professional organisations 136Appendix M Occupational health and safety 138Appendixes 109

Appendix AResources allocated to the ArchivesTable 23: Resources allocated – aggregate figures, 2010–11Actual availableappropriation for2010–11($’000)(a)Payments made2010–11($’000)(b)Balanceremaining($’000)(a)–(b)Ordinary annual servicesBalance brought forward 1 11 762 11 762 –Departmental appropriation 2 63 502 47 215 16 287Total ordinary annual services 75 264 58 977 16 287Special accountsOpening balance 66Non-appropriation receipts 80Payments made 110Closing balance 36Total special accounts 146 110 36Total net resourcing 75 410 59 087 16 323Notes:1 Prior year departmental appropriations.2 Includes Appropriation Act No. 1 (2010–11), including an amount of $7.462 million for the Departmental Capital Budget,which was designated as ‘contributions by owners’, section 30 repayments to the Commonwealth and section 31 relevantagency receipts.Shaded cells indicate no data is required.Table 24: Resources allocated to Outcome 1, 2010–11Outcome 1: Authentic, reliable and useableCommonwealth records through the provision ofinformation management products and servicesto Australian Government agenciesBudget2010–11($’000)(a)Actualexpenses2010–11($’000)(b)Variation2010–11($’000)(a)–(b)Program 1.1: Delivering information management products and servicesDepartmental expensesOrdinary annual services 4 362 4 350 12Revenue from independent sources 114 114 –Special accounts – 9 –9Expenses not requiring appropriation in the budget year 1 708 621 1 087Total for Program 1.1 6 184 5 094 1 090Total expenses for Outcome 1 6 184 5 094 1 090Average Staffing Level (number) 2009–10 2010–1143 33110 Annual Reports 2010–11

Table 25: Resources allocated to Outcome 2, 2010–11Outcome 2: Greater understanding of ourheritage and democracy through preserving,describing and providing access to the nationalarchival collectionBudget2010–11($’000)(a)Actualexpenses2010–11($’000)(b)Variation2010–11($’000)(a)–(b)Program 2.1: Securing, describing and preserving records of national archival valueDepartmental expensesOrdinary annual services 32 205 32 765 –560Revenue from independent sources 189 189 –Special accounts 20 64 –44Expenses not requiring appropriation in the budget year 12 375 15 155 –2 780Total for Program 2.1 44 789 48 173 –3 384Program 2.2: Providing an accessible, visible and interpreted national archival collectionDepartmental expensesOrdinary annual services 18 461 17 995 466Revenue from independent sources 940 940 –Special accounts 10 37 –27Expenses not requiring appropriation in the budget year 7 409 2 914 4 495Total for Program 2.2 26 820 21 886 4 934Total expenses for Outcome 2 71 609 70 059 1 550Average Staffing Level (number) 2009–10 2010–11400 386Appendixes 111

Appendix BRecords authorities issuedUnder section 24(2)(b) of the Archives Act 1983the Director-General issues records authoritiesfor the disposal or retention of records. Recordsauthorities are developed in partnership withindividual Australian Government agencies tocover core business responsibilities. The Archivesis also responsible for development of generalrecords authorities that cover records common toall agencies.During 2010–11, five records authorities wereissued for use by multiple agencies:• Records Damaged Beyond Recovery in aNatural Disaster, a Defined Emergency orOther Unforeseen Circumstance• Grant Management• Land Councils• Public or Official Inquiries• Superannuation Records Disposal Freeze.• Department of Infrastructure and Transport –Tasmanian Railway Records• Department of the Prime Minister andCabinet – Royal Commissions• Department of Sustainability, Environment,Water, Population and Communities• Fair Work Ombudsman• High Court of Australia• National Offshore Petroleum Safety Authority• Office of the Australian Building andConstruction Commissioner• Old Parliament House• Private Health Insurance AdministrationCouncil• Royal Australian Mint• Seacare Authority.Twenty-four records authorities were issued to 24individual agencies during the reporting period:• Australia Council for the Arts• Australian Electoral Commission(maintenance amendments)• Australian Institute of Family Studies• Australian Institute of Marine Science• Australian Learning and Teaching Council• Australian Taxation Office• Comcare• Commonwealth Superannuation Commission(ComSuper)• Department of Broadband, Communicationsand the Digital Economy• Department of Defence (Military Personnel –Disciplinary Conduct)• Department of Education, Employment andWorkplace Relations• Department of Human Services• Department of Innovation, Industry, Scienceand Research – Australian AstronomicalObservatory112 Annual Reports 2010–11

Appendix CNational and international strategic relationsThe Archives participates in a variety ofnational and international arenas. It addressescontemporary information management issuesand fosters international archives relationships.Council of AustralasianArchives and RecordsAuthoritiesThe Council of Australasian Archives and RecordsAuthorities (CAARA) is the coordinating body fornational, state and territory archives in Australiaand New Zealand. It meets biannually, and theDirector-General represents the Archives.CAARA considers issues such as:• the management of records following thetransfer of functions between governments,or between governments and the privatesector• principles for the disposal of, and access to,ministerial records• the ongoing review of copyright legislation• the state of archives in Australia.In 2010–11, CAARA maintained strong relationshipswith Blue Shield Australia, the Australian Societyof Archivists, and National and State LibrariesAustralasia. Its two active working groups –Australasian Digital Records Initiative and theStandards for Public Access Working Group –developed two policy statements: Guidelines forCAARA Institutions on Online Media Participation,and Online Access to Public Records. Several otherpolicy statements are currently being developed.The joint Archives/CAARA 2010 ResidentialSchool – Archives 2.0: interacting with the future– took place in November 2010 in Canberra. Heldevery two years, the Residential School is a keyprofessional development activity on the CAARAcalendar, and is designed to provide delegatesthe opportunity to address in detail a relevantcontemporary issue facing archivists. Over thecourse of the 2010 Residential School, delegatesheard from a diverse range of speakers includingformer National Archives of Australia AdvisoryCouncil member Senator Kate Lundy, economistNicholas Gruen, and digital curators SebastianChan and Tim Sheratt. Delegates discussedhow archives could embrace the opportunitiesoffered by Web 2.0 technologies to add valueto their services and engage more closely withtheir audience.CAARA contributions to Australian Governmentprojects in 2010–11 included reviewing theProtection of Movable Cultural Heritage Act 1986and Protection of Movable Cultural HeritageRegulations 1987. These reviews were conductedin consultation with the National Cultural HeritageCommittee and the broader community.Professional organisationsAustralian Society of ArchivistsThe Australian Society of Archivists is the peakprofessional body for archivists in Australia. Itunderwent a number of changes in 2010–11.A national office was established in Brisbane,and an executive officer and other staff wereengaged to strengthen the Society’s governanceand fiscal management.In October 2010, the Australian Society ofArchivists held its national conference inMelbourne, entitled Future Proof: resilient archives2020 and beyond. A number of Archives staffmembers presented papers at the conference:Anne Lyons, Assistant Director-General, Accessand Communication, Zoë D’Arcy, Director,Communications and Programs, Julie Faulkner,Director, Digital and Online Access, and JamesDoig, Assistant Director, National PreservationCoordination. Adrian Cunningham, Director,Strategic Relations and Personal Records,participated on the Archives 2.0 panel.Appendixes 113

Records and Information ManagementProfessionals AustralasiaFormerly known as the Records ManagementAssociation of Australasia, Records and InformationManagement Professionals Australasia (RIMPA)is the key body supporting the records andinformation management profession in Australia.In September 2010, a RIMPA convention –Inforum 2010 – was held on the Gold Coast, withthe theme ‘Information continuity: safeguardingbusiness and community identity’. MargaretChalker, Assistant Director-General, GovernmentInformation Management, Barbara Berce,Director, Policy and Strategic Projects, and DetlevLueth, Assistant Director, National PreservationCoordination, attended the convention, whichfocused on information continuity for the businessand government sectors, individuals, families,community-based organisations, and Indigenousand minority communities.Margaret Chalker chaired a workshop exploringthe requirements needed in business systemsto support information management. BarbaraBerce also presented a paper addressing theeconomic and efficiency benefits of working in adigital environment.RIMPA participated in a number of events aspart of Information Awareness Month in May2011, the theme of which was ‘Informationoverload: finding the tree in the digital forest’.A lunchtime seminar held in Canberra drew a fullhouse, with guest speaker Hans Hofman (SeniorAdvisor, Recordkeeping at the Nationaal Archief,Netherlands) offering a European perspective ondigital initiatives.International Council onArchivesThe International Council on Archives promotespreservation, development and use of the world’sarchival heritage. Its membership includes national,regional and local archives, and professionalassociations of archivists from 198 countries.The Archives is a member of, and activelyparticipates in, the Council.International Council on ArchivesCongress 2012The International Council on Archives Congressis the major international conference onarchives and is held every four years. The nextCongress in 2012 will be hosted by the Archivesin Brisbane. In preparation for the Congress,the Archives’ Director-General serves asVice-President Congress, and Archives staffmember Margaret Kenna serves as DeputySecretary-General Congress.Margaret Kenna, as Project Director for theCongress, coordinates and reports on the workof the various Congress committees and acts aslocal liaison with key partners and stakeholders.A memorandum of understanding betweenthe Archives and the International Council onArchives was signed in March 2011. It defineskey organising, managing and presentationresponsibilities for each signatory. Following atender process, the MCI Group was contractedas the professional conference organiser, and theBrisbane Convention and Exhibition Centre willbe the venue.Pacific Regional BranchThe Pacific Regional Branch of the InternationalCouncil on Archives (PARBICA) is one of 13branches of the Council. PARBICA comprisesgovernment and non-government archivalinstitutions and associations from the PacificIslands, Hawaii and Australasia. The Archives playsan active leadership role in PARBICA, and providesadministrative support to an Archives staff memberwho manages PARBICA’s website and serves asTreasurer on its part-time governing bureau.Recordkeeping for Good Governance ToolkitIn partnership with PARBICA, and with financialsupport from AusAID, the Archives continued tomanage the Recordkeeping for Good Governanceproject. Recent work focused on the developmentof Stage 5 products, which include tools andguidelines to help Pacific Island governmentsmanage their digital records. AusAID fundingenabled workshops to be held in the CookIslands and Tonga to promote and developStage 5 of the Toolkit.114 Annual Reports 2010–11

Implementation guidance and trainingmaterial for Principles and FunctionalRequirements for Records in ElectronicOffice EnvironmentsA major activity led by the Archives on behalfof the International Council on Archives is aproject to develop implementation guidelines andtraining material based on the Council’s 2008suite of publications, Principles and FunctionalRequirements for Records in Electronic OfficeEnvironments. These products are being developedby a multinational working group, which met atthe Archives in Canberra in April 2011, and will bereleased during the 2012 Congress.National Archives of theRepublic of IndonesiaUnder the auspices of a memorandum ofunderstanding with the Arsip Nasional RepublikIndonesia (National Archives of Indonesia), theArchives was invited to present a three-daytraining program in Indonesia on its approach torecords management.In May 2011, Archives staff members Kerry Moirand Mark Semmler delivered the training programentitled ‘Managing government records: the currentAustralian approach’ at Bogor, Indonesia. Thirtyparticipants attended the training program.The training covered the role of the Archiveswithin the Australian Government, and recordsmanagement principles and practices. Participantswere particularly interested in the continuummodel of records management, the relationshipbetween the Archives and other bodies, andtaking a strategic risk-based approach torecords management. Feedback indicated thatall participants found the training to be ‘effective’or ‘fully effective’.Other strategic activitiesIn August 2010, the then Director-General RossGibbs delivered a speech on ‘The disconnectbetween information technology and informationmanagement’ at the fourth annual Technologyin Government and the Public Sector Summit.The summit aimed to assist communicationbetween information and records managementprofessionals, and information and communicationstechnology professionals.In March 2011, Margaret Chalker, AssistantDirector-General, Government InformationManagement, delivered an address on socialnetworking and new kinds of records ingovernment at the TRIM User Forum conference.She also spoke on records managementin a changing legislative environment at theAustralian Government Solicitors NationalInformation Law Conference.In May 2011, Archives staff delivered presentationson the role and value of information standards atthe Institute of Information Management annualconference. Margaret Chalker presented thekeynote address on ‘Waving, not drowning: ridingthe digital wave’ at the conference.Archives staff also spoke on informationmanagement opportunities and challenges at theAustralian Computer Society conference, andwere part of the organising committee for a keymetadata conference – Meta 2011 – held in May.In addition to the training, meetings were heldwith Arsip Nasional Republik Indonesia officersto discuss ongoing links between the twoorganisations.Appendixes 115

Appendix DSelected records transferred and describedRecords transferred to the ArchivesTable 26: Records transferred to Canberra, 2010–11AgencyAttorney-General’sDepartmentIntellectual PropertyAustralia, Central OfficeSeries title and descriptionA710 – Drawings Submitted in the Federal Capital Design Competition1 item transferred – (Competitor number 29 Walter Burley Griffin – Perspective)View from Summit of Mount Ainslie (Part D)1911–12The rediscovered Marion Mahony Griffin drawing was returned to the Archives’custody by the Planning Institute of Australia, and was reunited with the otherGriffin competition drawings for the first time in a century. The drawing – theannotated legend to the View from Summit of Mount Ainslie – was used in thejudging when Walter Burley Griffin’s entry was proclaimed the winner of theFederal Capital Design Competition in May 1912.A13882 – Specification of Inventions1904–7.33 gigabytesThis series consists of the digitised records that document the officialpublication of patent grants. These digitised records were created as a sourceof reference material while the original documents are still held with the agency.Table 27: Records transferred to Sydney, 2010–11AgencyAustralian BroadcastingCorporation – Sales andArchivesAustralian BroadcastingCorporation – TelevisionArchivesSeries title and descriptionB6154 – Film and Sound Recordings of Television Programs, Segments andInserts, Annual Single Number Series with a ‘MARCH’ (Melbourne Archives)Prefix and an ‘F’ (Film) Infix1957–8999.13mThis series comprises films that form a record of many aspects of social,political, sporting, entertainment and community events and incidents thatoccurred in Victoria from 1957 to 1989. The footage from 1957 would besome of the earliest of Australian television.D1815 – Local and Interstate Syndicated Newsfilm and SA ProducedDocumentaries, Film Components, Annual Single Number Series with AARCH(Adelaide Archives) Prefix and an ‘F’ (Film) Infix1958–8514.20mThis series consists of local newsfilm and newsfilm that was sent to SouthAustralia from interstate. The series consists of both black-and-white andcolour film.116 Annual Reports 2010–11

Table 28: Records transferred to Melbourne, 2010–11AgencyDefence Corporate Support,Southern Victoria RegionGeoscience AustraliaSeries title and descriptionB6680 – War Cabinet Agenda Files, Annual Single Number SeriesB6681 – Military Board Agenda Files, Annual Single Number SeriesB6682 – Military Board Agenda Taken without Notice Files, Annual SingleNumber SeriesB6683 – War Cabinet Minutes, Annual Single Number Series1901–468.55mThese series comprise War Cabinet agenda files, Military Board agenda files,Military Board agenda taken without notice files, and War Cabinet minutes.Content of the records consists of a variety of subject matter, such as rationscale for prisoners of war, reduction of Australian Women’s Army Services,pay of instructors attached to the New Guinea volunteer rifles, peaceestablishments for militia units, and evacuation of civilians from New Guinea.B6654 – Negative Films of Aerial Survey Photographs of Australia,Single Number Series with CA PrefixB6668 – Diapositives of Aerial Survey Photography Undertaken by theAustralian Survey Office and Auslig, Single Number with ‘SO’ or ‘SOC’ PrefixB6669 – Prints of Aerial Survey Photography Undertaken by the AustralianSurvey Office and Auslig, Single Number with ‘SO’ or ‘SOC’ PrefixB6670 – Negative Films of Aerial Survey Photography of Australia,Single Number SeriesB6672 – Negative Films of Aerial Survey Photography of Australia,Single Number with ‘SO’ or ‘SOC’ PrefixB6673 – Negative Films of Aerial Survey Photography of Australia,Single Number with ‘AUS’ PrefixB6674 – Diapositives of Aerial Survey Photography Undertaken by the NationalMapping Division, Alphanumeric Series by 1:250000 Map Sheet ReferenceB6675 – Prints of Aerial Survey Photography Undertaken by the NationalMapping Division, Alphanumeric Series by 1:250000 Map Sheet ReferenceB6684 – Negative Films of Aerial Survey Photography of Australia,Single Number with ‘SCP’ Prefix1945–96772.59mThese series comprise negative films, diapositives and prints of aerial surveyphotography of Australia. The photography was captured for the purposes oftopographic mapping, hydrographic charting, exploration for the developmentof natural resources, and various engineering and agricultural applications.Table 29: Records transferred to Perth, 2010–11AgencyCSIRO, SustainableEcosystems,Western AustraliaSeries title and descriptionK1360 – Bird Research Papers, ICR Rowley1952–912.21mThis series comprises a range of files, cards, field notebooks, audio tapes andfilm accumulated by Ian Cecil Robert Rowley in relation to his research intovarious species of Australian bird life.Appendixes 117

Personal records transferred to the ArchivesA number of depositors or their families made significant transfers of personal records to the Archivesin 2010–11. They were:• The Hon Hubert Lawrence Anthony• The Rt Hon John Douglas Anthony AC, CH• The Hon Frances Esther Bailey• The Rt Hon Sir Garfield Edward John Barwick AK, GCMG, PC, Kt, QC• The Hon Michael Eric John Black AC, QC• The Hon Anthony Michael Byrne• Senator the Hon Helen Lloyd Coonan• The Rt Hon Sir Paul Meernaa Caedwalla Hasluck KG, GCMG, GCVO, KStJ, PC• The Hon David Peter Maxwell Hawker• Major General Philip Michael Jeffery AC, CVO, MC (Retd)• The Hon Henry Alfred Jenkins• David Fletcher Jones• The Hon Michael Donald Kirby AC, CMG• The Hon Robert Francis McMullan• The Hon Nicholas Hugh Minchin• Thérèse Rein• William Thomas Robertson CBE (Civil), OBE (Mil.), MC• The Hon Kevin Rudd MP• The Hon Philip Maxwell Ruddock MP• The Hon Lindsay James Tanner• The Hon Charles Wilson Tuckey.Records described by the ArchivesTable 30: A selection of records described, Canberra, 2010–11AgencyAustralian High Commission,United Kingdom, LondonAustralian High Commission,Zimbabwe, HarareSeries title and descriptionA9861 – Correspondence Files, Multiple Number Series1950–8735.28mThe records in this series cover a range of topics including postadministration, consular functions incorporating immigration activities,economic and trade relations, aid and training matters, and internal andexternal affairs.A9379 – Correspondence Files, Multiple Number Series (second uniform postsystem) (Harare)A10425 – Third Person Notes, Single Number Series with ‘HA’ Prefix (Harare)19802.20mThese series consist of records that form the main correspondence fileseries created by the Australian High Commission in Harare (Zimbabwe).The records cover a range of administrative matters as well as matters dealtwith at overseas posts.118 Annual Reports 2010–11

AgencyAustralian Embassy,United States of America,Washington, DCRoyal Commission onNorfolk IslandSeries title and descriptionA3092 – Correspondence Files, Multiple Number Series (fourth system)(Washington)A3093 – Correspondence Files, Multiple Number Series (third system)(Washington)A3094 – Correspondence Files, Multiple Number Series (first system)(Washington)1949–7054.36mThese series consist of records that form the main correspondence filesfor the Australian Embassy in the United States. Subjects include politicalintelligence, trade matters, United Nations and other international bodies,and visits by VIPs to the United States and Australia.A4326 – Subject Index Cards for CRS A703, Correspondence Files,Multiple Number Series (Canberra)A4629 – Bundles of ExhibitsA4633 – Transcripts of Proceedings, Mr JF Gallop’s SetA4634 – Transcripts of Proceedings, Mr L Dudley’s (Secretary) SetA13997 – Reference Material1975–766.00mRecords contained in these series include transcripts of proceedings, exhibits,tape recordings and reference materials from the Royal Commission onNorfolk Island.Table 31: A selection of records described, Sydney, 2010–11AgencyDepartment of Immigrationand Citizenship, New SouthWales State OfficeAustralian BroadcastingCorporation, Radio ArchivesSeries title and descriptionC321 – Case Files, Annual Single Number Series with ‘N’ (NSW) Prefix1969–70150.00mThis series consists of jacketed and registered files relating to individualimmigration cases. Subjects include naturalisation, deportation, passports,landing permits, hostel accommodation, accommodation enquiries, assistedmigration, entry and re-entry, restricted entries, assimilation, activities, socialwork, migrant education and repatriation.C100 – Radio Archives Library Recordings, Radio Audio Production Material,Multiple Single Number Series19051630.00mThis series consists of Australian Broadcasting Commission Radio Archivesmaster tapes of programs that are considered to merit permanent retention fortheir historical and/or artistic value.Appendixes 119

Table 32: A selection of records described, Melbourne, 2010–11AgencyTelstra Corporation Limited,MelbourneDepartment of Immigrationand Citizenship,Victoria State OfficeSeries title and descriptionB6286 – Telstra Historical Collection1854–1996106.85mThe Telstra Historical Collection is a diverse group of records created by manydifferent agencies and offices including the Postmaster-General’s Department,various post offices around the country, Telecom and Telstra.B44 – Immigration Case Files, Annual Single Number Series with ‘V’ (Victoria)Prefix1955–289.98mThese case files document a range of migration matters including visitors,private students from overseas, temporary employment applications andnominations, employment and business migration, refugees, family migration,independent migration, migration under various government assistanceschemes, applications for change of status, visa control and re-entry permits,criminal deportations and illegal migrants.B2060 (includes MP1190/1, M1190/2, MP1538/1, MP1538/2 and MP1538/3)– British Migrant Selection Documents, Annual Alphabetical Series1967–7751.48mThis series consists of various personal documents relating to the selectionof British individuals or families for migration to Victoria. The documentswere created by the Office of the Chief Migration Officer at the AustralianHigh Commission in London. The Office arranged for the prospectivemigrants to be interviewed, examined and selected. On finalisation ofpassage arrangements, the records were then forwarded to the departmentresponsible for immigration.Headquarters, LogisticCommand, Australian ArmyMT885/1 – General Correspondence Relating to Personnel, Multiple NumberSeries1943–5160.00mThis series consists of correspondence files of military personnel matters suchas recommendations for promotion, awards, applications for commission,redress of wrong, pension claims and compensation.Table 33: A selection of records described, Perth, 2010–11AgencyDepartment of Immigrationand Citizenship, WesternAustralia State OfficeSeries title and descriptionPP168/1 – Immigration Case Files195738.16mThis series consists of files covering a wide range of activities, includingapplications for immigration and assisted immigration, applications to sponsorimmigrants, applications for naturalisation, seamen’s desertions, deportations,voluntary repatriations, overseas students, screening and investigation ofapplicants for immigration or citizenship, reports on criminal activities, andrepresentations on migration matters from ministers and other membersof Parliament.120 Annual Reports 2010–11

Table 34: A selection of records described, Brisbane, 2010–11AgencyDepartment of Immigrationand Citizenship, QueenslandState OfficeSeries title and descriptionJ25/190 – Immigration Case Files1908–1453.77mThis series consists of case files raised for individuals or families enteringAustralia seeking permanent and temporary residence. The case files includestudents, visitors, immigration agents, migrants, people departing Australiavoluntarily or through deportation, people seeking temporary employment,permission for resident status, certificates of exemption, and applications fornaturalisation or landing permits.Appendixes 121

Appendix EExhibitions programTemporary exhibitionsIn addition to its permanent exhibitions – Memoryof a Nation and Charters of Our Nation – theArchives hosted six temporary exhibitions at itsNational Office during 2010–11:• Femme Fatale: the female criminal, from theHistoric Houses Trust of New South Wales,revealed the way female criminals have beendepicted in popular culture and contrasted itwith the grim reality of women leading a lifeof crime.• The Waterhouse Natural History Art Prize2010, from the South Australian Museum,featured the winning and highly commendedentries in Australia’s richest prize for naturalhistory art.• Capital Arts Patrons Organisation 2010exhibition and charity auction, officiallyopened by patron His ExcellencyMr Michael Bryce.• Quest for the South Magnetic Pole, from theSouth Australian Maritime Museum, displayedthe history of exploration to locate the SouthMagnetic Pole.• Frank Hurley: journeys into Papua, from theAustralian Museum, included more than80 photographs taken by the renownedphotographer and film-maker during twoexpeditions to Papua from 1921 to 1923.• Built for the Bush: the green architectureof rural Australia, from the Historic HousesTrust of New South Wales, explored someof the energy-efficient features of Australia’snineteenth-century rural homes and thereappearance of many of these traditionalpractices in contemporary sustainablearchitecture.Table 35: Permanent and temporary exhibitions, 2010–11ExhibitionDatesVisitors(number)Memory of a Nation and Charters of Our Nation 46 724Temporary exhibitionsFemme Fatale: the female criminal (Historic HousesTrust of New South Wales)The Waterhouse Natural History Art Prize 2010(South Australian Museum)12 June – 12 September 2010 8 284*24 September – 14 November 2010 6 798Capital Arts Patrons Organisation 2010 19–27 November 2010 480Quest for the South Magnetic Pole (South AustralianMaritime Museum)10 November 2010 – 6 March 2011 6 683Frank Hurley: journeys into Papua (Australian Museum) 18 March – 29 May 2011 5 266Built for the Bush: the green architecture of ruralAustralia (Historic Houses Trust of New South Wales)3 June – 11 September 2011 2 016*Total 76 251* While the exhibition dates overlap with other financial years, the attendance figures provided are for 2010–11 only.122 Annual Reports 2010–11

Touring exhibitionsTouring exhibitions provide opportunities for peoplethroughout Australia, particularly in regional areas,to engage with the Archives’ records. Four Archivesexhibitions toured across Australian in 2010–11:• Max Dupain on Assignment featuresstriking images of rural and urban Australia,architecture, industry and culture from the1940s to the 1970s• Shell-shocked: Australia after Armisticeexplores how the nation dealt with thelingering effects of World War I in the20 years following the end of the war• Strike a Pose ... with Lee Lin Chin featuresimages of Australian fashion from the 1960sand 1970s, with commentary by fashionistaLee Lin Chin• Summers Past: golden days in the sun1950–1970, displays images depictingAustralians’ love affair with the sun and seain the 1950s and 1960s.Table 36: Touring exhibitions, 2010–11Exhibition and venueDatesVisitors(number)Summers Past: golden days in the sun 1950–1970Bribie Island Seaside Museum 8 May – 4 July 2010 3 968*Pine Rivers Heritage Museum 12 August – 31 October 2010 3 079Bundaberg Arts Centre 8 December 2010 – 16 January 2011 2 184Gladstone Regional Art Gallery & Museum 27 January – 27 February 2011 1 916Qantas Founders Museum, Longreach 26 March – 7 August 2011 11 799*Max Dupain on AssignmentTamworth Regional Gallery 4 June – 25 July 2010 1 919*Western Plains Cultural Centre, Dubbo 14 August – 19 November 2010 23 322New England Regional Art Gallery & Museum, Armidale 3 December 2010 – 6 February 2011 4 654Grafton Regional Gallery 27 February – 10 April 2011 2 176Albury Library Museum 28 April – 20 June 2011 4 093Strike a Pose ... with Lee Lin ChinGrafton Regional Gallery 9 July – 29 August 2010 5 491Wagga Wagga Art Gallery 8 October – 19 December 2010 3 401Gippsland Art Gallery, Sale 8 January – 27 February 2011 2 549Port Pirie Regional Art Gallery 11 March – 24 April 2011 2 205Gladstone Regional Art Gallery & Museum 12 May – 31 July 2011 2 814*Shell-shocked: Australia after ArmisticeWA Museum – Albany 4 June – 8 August 2010 6 997*WA Museum – Geraldton 20 August – 2 November 2010 11 556WA Museum – Kalgoorlie 2 December 2010 – 30 January 2011 13 370WA Museum – Perth 11 February – 20 March 2011 12 122Total 119 615* While the exhibition dates overlap with other financial years, the attendance figures provided are for 2010–11 only.Appendixes 123

Appendix FPublications programBooks and bookletsThe Sinking of HMAS Sydney: a guide toCommonwealth government records byRichard Summerrell (new edition with a forewordby Tom Frame)National Archives of Australia and National Archivesof Australia Advisory Council Annual Reports2009–10 (print and online)1980 Cabinet Records: selected documents, 20101980 Cabinet Records: lists of submissions,memoranda and decisions, 20101980–1981 Cabinet Records: media guide, 20101981 Cabinet Records: lists of submissions,memoranda and decisions, 2010Quest for the South Magnetic Pole: expedition bookConstitution Day 2011PeriodicalsYour Memento Issues 1 and 2 (online)news@archives (monthly, online)Fact sheets248 Daniel Mannix, Catholic Archbishop of Melbourne263 Independence of ZimbabwePublished lectures‘A window onto our constitutional history’,Constitution Day Lecture, Professor Helen Irving‘Breaking the silence in the Constitution’,A Constitution for All Australians Speakers Forum,Professor Larissa Behrendt‘Designing for Canberra: a fascinating discussionwith the award-winning architect of Australia’sParliament House’, Speakers Corner, AldoGiurgola, Hal Guida and Pamille Berg‘John Forrest: founding father from the far west’,Constitution Founders Lecture, Chief JusticeRobert French‘Remembering 1980 and 1981’, Cabinet recordsrelease, Paul Kelly‘Should the Constitution protect the states fromannihilation?’, A Constitution for All AustraliansSpeakers Forum, Professor Carmen Lawrence‘The Constitution as a protector for fundamentalrights’, A Constitution for All Australians SpeakersForum, The Hon Michael KirbyInformation managementpublicationsArchiving Websites: advice and policy statementCheck-up 2.0: a tool for assessing your agency’sinformation and records managementDigitising Accumulated Physical RecordsGAIN Australia e-Bulletin, Number 1, 2011Implementing an EDRMS: key considerations‘An introduction to the Australian Constitution’,ACT Schools Constitution Convention Lecture,Professor Fiona Wheeler‘Australian federalism: an heroic defence’,A Constitution for All Australians Speakers Forum,Professor Greg Craven‘Background to the 1980 Cabinet records:the historical context and issues of interest’,Cabinet records release, Dr Jim Stokes124 Annual Reports 2010–11

Appendix GService Charter standardsStandard Performance in 2010–11Our websites will be available 24 hours a day,seven days a week.We aim to respond to reference enquiries within30 days.Our reference enquiry telephone number will beanswered from 9am to 5pm each business day.Reading rooms in Canberra and Melbourne willbe open each weekday. Sydney, Brisbane, Perth,Adelaide, Hobart and Darwin reading rooms willbe open on Wednesdays, Thursdays and Fridays.Reading rooms will be open between 9am and4.30pm as a minimum, except in Adelaide wherethe reading room is open 9.30am to 3.30pm fromTuesdays to Fridays.We aim to make records that have been cleared forpublic access available in the reading room within90 minutes of ordering in our offices, except inMelbourne and Adelaide where we deliver recordswithin 48 hours.For those records that the Archives has examined andcleared for release to the public, the Archives aimsto provide copies (online and printed) within 30 daysof a paid request being received. If the request is fora copy of a record the Archives has not cleared forpublic access, the Archives will examine the recordand notify of a decision on its availability in no morethan 90 days.Notification of an access decision will be sent nomore than 90 days after a request. We will provide aresponse within 14 days to all requests to reconsideran access decision.We aim to respond to all complaints within10 working days of receiving them.Websites were available 95 per cent of the time.94 per cent of reference enquiries were answeredwithin 30 days.The Archives’ Reference Service 1300 number wasstaffed from 9am to 5pm each business day.Reading rooms were opened as scheduled morethan 99 per cent of the time.More than 99 per cent of records were madeavailable within standard times in all Archivesreading rooms.More than 99 per cent of copies were providedwithin standards of service.87 per cent of access decisions were madewithin 90 days.36 per cent of requests to reconsider an accessdecision were made within 14 days.75 per cent of the 24 complaints received wereresponded to within 10 days.Appendixes 125

Appendix HFreedom of informationMost records held by the Archives are agencyrecords that upon reaching the open period canbe examined and, subject to the exclusion ofexempt information, are made available under theArchives Act 1983. The Archives also holds its ownadministrative records, which are accessible underthe Freedom of Information Act 1982.From 1 May 2011, Australian Governmentagencies subject to the Freedom of InformationAct are required to publish information as partof the Information Publication Scheme. Thisrequirement of the Freedom of Information Acthas replaced the former requirement to publisha section 8 statement in an annual report.An agency plan showing what information ispublished in accordance with the InformationPublication Scheme requirements is available onthe Archives’ website.Prior to 1 May 2011, section 8 of the Freedom ofInformation Act required each agency to publishdetailed information about the way it is organised,its powers, the kinds of decisions it makes, thedocuments it holds, the way members of the publiccan obtain access to these documents and anyarrangements for public involvement in the workof the agency.This Annual Report includes information about theorganisation and major functions of the Archives.The following general information supplements thatprovided in this report to conform with section 8 ofthe Freedom of Information Act as it existed priorto 1 May 2011.FunctionsThe Archives is responsible for broad managementof all records generated by the AustralianGovernment between Federation and the presentday, and of colonial records transferred to theCommonwealth at the time of Federation. Underthe provisions of section 5 of the Archives Act, incarrying out this responsibility, the Archives:• develops and provides policy advice onmanaging Commonwealth records• promotes and ensures preservation ofCommonwealth records for as long as theyare needed• determines which categories of recordsshould be retained for use and which shouldbe destroyed• provides storage and preservation servicesfor records of enduring value• provides personal and corporate recordsservices for people or organisations closelyassociated with the Australian Government• assembles and makes available managementand descriptive information about recordsand the current and former agenciesresponsible for them• gives effect to public rights of access andappeal relating to records that are within theopen period• provides reference and information servicesto agencies and the public• facilitates awareness and use of records bythe public.PowersUnder the provisions of section 6 of the ArchivesAct, the powers of the Archives that can directlyaffect members of the public are the:• determination of custodial and storagearrangements for Commonwealth recordsthat are of enduring value• authorisation (with the concurrence of theagency whose records are involved) of theretention or destruction (after a specifiedperiod) of records• regulation of public access to records inaccordance with the Archives Act and inconsultation with the agencies concerned• determination of the standards of referenceand advisory services provided to the public,including reading room hours, levels ofreference assistance and documentationprovided.126 Annual Reports 2010–11

Categories of documentsThe Archives holds two major groups ofdocuments. The first group covers documentsthat the Archives itself creates as an AustralianGovernment agency, namely:• general correspondence and related records• guides, finding aids and associatedadministrative histories and contextualnarratives• technical papers and reference materials• procedure manuals, internal instructionsand guidelines• publications and training materials.The Archives applies the Administrative FunctionsDisposal Authority to general administrativedocuments such as financial, personnel and routineoffice documents.The second group covers records the Archivesholds in its repositories on behalf of other agencies.The Archives is not responsible for respondingto requests for access under the Freedom ofInformation Act to documents in this group. Its roleis confined to ensuring the documents involved areavailable to the agency responding to freedom ofinformation requests.Freedom of informationprocedures and contactAnyone is entitled to apply for access todocuments under the Freedom of Information Act.However, in many cases, application under theAct may not be necessary. Potential applicantsconsidering using the freedom of informationlegislation should first direct their enquiries totheir nearest Archives office or visit the Archives’website, as the information sought may bereadily available.Freedom of information requests for access torecords not yet available in the open period, andwhich the Archives may hold in its custody onbehalf of other agencies, should be addressed tothe agency concerned.To make a formal request for access to theArchives’ own documents under the Freedomof Information Act, applicants should contactthe Archives in writing, by facsimile or email,or in person at the National Office of the Archives.Applications should be addressed to:FOI Contact OfficerGovernance, Risk and ComplianceNational Archives of AustraliaPO Box 7425Canberra Business Centre ACT 2610Tel: (02) 6212 6252Fax: (02) 6212 3649Email: foi@naa.gov.auIf any difficulty is encountered in identifying anArchives document, an officer will contact theapplicant with a view to resolving the problem.In consultation with the applicant, documents willbe made available either by mail to the addressspecified by the applicant or in the reading room ofthe Archives office nearest to the applicant’s usualplace of residence.The Director-General and Assistant Directors-General are authorised decision-makers underthe Freedom of Information Act who may refuse,defer or grant access to documents.Facilities for accessDecisions on whether original documents or copieswill be made available are reached in consultationwith the applicant. If copies are required, they willbe mailed to the address supplied by the applicantor made available online under the InformationPublication Scheme unless they relate to anindividual. Where access to the original record isrequired, applicants must visit the nearest office ofthe Archives.Current opening hours for reading rooms arepublished on the Archives’ website. Informationabout facilities for people with a disability canbe obtained from the FOI Contact Officer at theNational Office or the Director of any Archives officeoutside Canberra.Arrangements for outsideparticipationThe National Archives of Australia Advisory Councilis a prescribed authority for the purpose of theFreedom of Information Act. The Council’s AnnualReport is contained in this publication.Appendixes 127

The National Archives Northern Territory AboriginalAdvisory Group comprises representatives from theNorthern Territory Stolen Generations AboriginalCorporation, the Central Australian StolenGenerations and Families Aboriginal Corporation,and community representatives from both theTop End and Central Australia. The group meetsbiannually to discuss issues, practices, policiesand services associated with access by Indigenouspeople affected by former government removalpolicies to Commonwealth records.The Archives holds consultative forums in eachstate and territory. These meetings are chairedby the relevant state or territory Director, withrepresentatives from various community groups,historians and genealogists. Where possible,members of the Advisory Council and theAboriginal Advisory Groups also attend thesemeetings. The meetings allow stakeholders tocontribute to decisions that affect the Archives’records and services, and to articulate thecommunity’s views and expectations.An Aboriginal Advisory Group exists in Victoriaand the Archives also has a relationship withNunkuwarrin Yunti of South Australia, confirmedthrough a memorandum of understanding.128 Annual Reports 2010–11

Appendix IEcologically sustainable development andenvironmental performanceThis appendix contains statistical data relating to the Archives’ ecologically sustainable developmentand environmental performance. Discussion relating to the Archives’ performance in this area can befound on pages 45–6.Energy useTable 37: Electricity consumption, 2008–09 to 2010–11 (kilowatt hours)Location 2008–09 2009–10 2010–11Australian Capital Territory Parkes 1 379 192 1 222 328 1 248 930Mitchell 1 748 453 1 736 130 1 749 906Greenway 97 448 115 439 98 430Hume 1 565 506 466New South Wales Chester Hill 2 029 082 2 132 936 2 143 564Victoria East Burwood 308 222 334 057 461 959North Melbourne n/a n/a n/aQueensland Cannon Hill 659 541 677 639 649 926Western Australia East Victoria Park 445 866 612 741 607 593Northern Territory Darwin 333 843 355 014 373 135South Australia Adelaide 164 700 193 000 199 101Tasmania Hobart – Macquarie Street 36 293 37 276 38 257Hobart – Melville Street n/a n/a n/an/a = not available.Table 38: Natural gas consumption, 2008–09 to 2010–11 (megajoules)Location 2008–09 2009–10 2010–11Australian Capital Territory Parkes 2 280 499 1 752 715 2 233 732Mitchell 3 290 271 3 215 689 3 999 044Greenway 674 841 576 239 710 295Hume n/a n/a n/aNew South Wales Chester Hill 428 817 568 535 606 782Victoria East Burwood 1 256 782 1 694 141 2 139 347North Melbourne n/a n/a n/aQueensland Cannon Hill n/a n/a n/aWestern Australia East Victoria Park 123 913 154 297 127 380Northern Territory Darwin n/a n/a n/aSouth Australia Adelaide 63 402 50 262 60 480Tasmania Hobart – Macquarie Street n/a n/a n/aHobart – Melville Street n/a n/a n/an/a = not available.Appendixes 129

Table 39: Solar energy generated and CO 2emissions, Parkes (ACT) and Cannon Hill (Queensland) sites,2008–09 to 2010–11LocationSolar energy generated (kilowatt hours)Reduction in CO 2emissions (kilograms)2008–09 2009–10 2010–11 2008–09 2009–10 2010–11Parkes (ACT) 2 965 2 866 2 786 2 075 2 075 2 179Cannon Hill42 565 41 596 39 454 285 480 281 515 275 342(Queensland)Total 45 530 44 462 42 240 287 555 283 590 277 521Paper useTable 40: Paper used at selected sites, 2008–09 to 2010–11 (reams)Location 2008–09 2009–10 2010–11Parkes (ACT) 2 951 2 575 2 465Mitchell (ACT) 1 125 1 574 1 462New South Wales 640 625 643East Burwood (Victoria) 213 304 315Queensland 250 240 230Western Australia 150 134 126Northern Territory 63 56 54South Australia 81 75 71Tasmania (Macquarie and Melville Streets) 54 52 48Total 5 527 5 635 5 414Water useTable 41: Water consumption, 2008–09 to 2010–11 (kilolitres)Location 2008–09 2009–10 2010–11Australian Capital Territory Parkes 1 759 2 360 2 125Mitchell 6 124 3 807 3 145Greenway 4 231 111 76Hume 5 4 7New South Wales Chester Hill 2 108 2 504 2 671Victoria East Burwood 4 012 4 004 4 148North Melbourne n/a n/a n/aQueensland Cannon Hill n/a n/a n/aWestern Australia East Victoria Park 1 784 1 638 1 726Northern Territory Darwin 1 142 1 091 n/aSouth Australia Adelaide n/a n/a n/aTasmania Hobart – Macquarie Street 49 53 44Hobart – Melville Street 44 52 39n/a = not available.130 Annual Reports 2010–11

Waste disposalTable 42: Waste produced by ACT sites, 2008–09 to 2010–11 (kilograms)Type of wasteParkes Mitchell Greenway2008–09 2009–10 2010–11 2008–09 2009–10 2010–11 2008–09 2009–10 2010–11General waste 13 102 12 654 9 484 9 340 1 536 3 635 1 984 1 804 1 982Cardboard andpaper recycling12 890 11 259 10 317 1 661 1 909 1 840 1 958 1 768 1 543Total 25 992 23 913 19 801 11 001 3 445 5 475 3 942 3 572 3 525Table 43: Cardboard and paper recycling waste produced by state sites, 2008–09 to 2010–11 (kilograms)Location 2008–09 2009–10 2010–11New South Wales 10 080 6 078 8 676Victoria (East Burwood) 6 480 3 714 4 564Queensland 1 750 359 1 276Western Australia 2 880 2 640 2 640Northern Territory 1 360 1 213 1 004South Australia 1 680 1 453 1 385Tasmania (Macquarie and Melville Streets) 560 710 654Total 24 790 16 167 20 199VehiclesTable 44: Fleet vehicles, 2008–10Fleet type 2008 2009 2010General fleet 8 8 7SES fleet 1 0 0Table 45: Fleet vehicle emissions and fuel consumption, 2008–102008 2009 2010Total vehicles (number) 9 8 7Fuel consumed (litres) 15 195 14 117 13 794Energy used (gigajoules) 463 431 416Distance travelled (kilometres) 142 062 121 291 111 059Energy use intensity (megajoules per kilometre) 4 4 4Energy use intensity (litres per 100 kilometres) 9 9 9Vehicles with green score >10.5 (number) 6 6 6Appendixes 131

Appendix JConsultancies, advertising and market researchThe Archives engages consultants when therequired expertise is unavailable within theagency or when required specialist skills are notavailable without diverting resources from higherprioritytasks. In accordance with CommonwealthProcurement Guidelines (2008), consultants areselected through open tender, select tender, directsourcing or panel arrangements (Table 46).Table 46: Consultancy contracts let for amounts of $10,000 or more, 2010–11ConsultantAnalytic GroupPty LtdAuscan ITProfessionals Pty LtdDLA Phillips FoxEnterpriseKnowledge Pty LtdEric WainwrightGHD Pty LtdGrey AdvantageConsulting Pty LtdGrey AdvantageConsulting Pty LtdHBO EMTB Interiors(ACT) Pty LtdInstinct and ReasonPty Ltd*Interiors AustraliaPty LtdLink LearningPty LtdLinked TrainingGroup Pty LtdNoel Arnold andAssociates Pty LtdProperty Conceptand ManagementPty LtdDescriptionUndertake an independent compliancereviewContractprice($)Selectionprocess(1)Justification(2)10 725 Panel ADevelopment of a branch business plan 40 000 DirectsourcingProvision of legal, probity and riskmanagement servicesDevelopment of guidelines for the analysisof business activity and identification ofthe requirements for recordsResearch and develop strategic directionsfor digital archivingProvision of benchmarking and targets forthe environmental management system90 000 Panel A34 848 Directsourcing30 000 Directsourcing58 754 DirectsourcingReview of pricing structure 105 050 Panel AReview of corporate support services 154 000 Panel CReview of accommodation for Mitchell(ACT) buildingDesign, deliver and evaluate a survey totrack public awareness of the ArchivesAccommodation review: Stage 1 of theProperty Data Collection (Prodac) Projectto reconfigure office spaceDevelopment of a capability framework,mobility program, and learning andprofessional development strategyDevelopment of a capability developmentstrategyProperty risk assessment and reportingfor two sitesProvision of costings for NationalArchives Preservation Facility Stage 2business case10 780 Directsourcing52 690 Directsourcing14 168 Directsourcing121 220 Panel C42 240 Directsourcing28 336 Directsourcing36 836 DirectsourcingBBCBBCBBBB132 Annual Reports 2010–11

ConsultantProperty Conceptand ManagementPty LtdRecordkeepingInnovation Pty LtdResults ConsultingRSM Bird CameronSensory7 Pty LtdDescriptionProvision of advice on suitable sites forthe National Archives Preservation FacilityProvision of Stage 1 of a scoping studyrelating to the retention or disposal ofdata setsReview of Access and CommunicationbranchProvision of advice on the Archives’strategic risk register, fraud riskassessment and fraud control planResearch and develop recommendationsfor ICT and information management staffin Australian Government agenciesContractprice($)Total 973 444Selectionprocess(1)44 000 Directsourcing27 637 Directsourcing24 750 Directsourcing22 000 Directsourcing25 410 DirectsourcingJustification(2)BACCBNotes:(1) Explanation of selection process terms drawn from the Commonwealth Procurement Guidelines (2008):Open tender: A procurement procedure in which a request for tender is published inviting all businesses that satisfy theconditions for participation to submit tenders. Public tenders are generally sought from the Australian GovernmentAusTender website.Select tender: A procurement procedure in which the procuring agency selects which potential suppliers are invited to submittenders (this includes tenders submitted through multi-use lists, expression of interest, or by granting a specific licence or forcompliance with a legal requirement). This procurement process may only be used under certain defined circumstances.Direct sourcing: A form of restricted tendering, available only under certain defined circumstances, with a single potentialsupplier or suppliers being invited to bid because of their unique expertise and/or their special ability to supply the goodsand/or services sought.Panel: An arrangement under which a number of suppliers, initially selected through an open tender process, may eachsupply property or services to an agency as specified in the panel arrangements. Quotes are sought from suppliers that havepre-qualified on the agency panels to supply to the government. This category includes standing offers and supplier panelswhere the supply of goods and services may be provided for a pre-determined length of time, usually at a pre-arranged price.(2) Justification for the decision to use the consultancy:A – Skills currently unavailable within the agency.B – Need for specialised or professional skills.C – Need for independent research or assessment.* Also reported under advertising and market research amounts paid.Appendixes 133

Advertising and marketresearch amounts paidAdvertising is used to publicise the Archives’exhibitions and events, and to attract candidates toapply for vacant positions. In 2010–11, $145,521(including GST) was paid to advertising agenciesand media advertising organisations. Marketresearch was also conducted to gauge the level ofawareness of the Archives. In 2010–11, $52,690(including GST) was paid to market researchorganisations (this is also reported as a consultancyin Table 46). The Archives did not engage pollingorganisations or direct mailing organisations.Details of advertising and market research amountspaid of $11,200 or more (including GST) are shownin Table 47.Table 47: Advertising and market research amounts of $11,200 or more paid, 2010–11OrganisationAdcorpUniversal McCannInstinct and Reason Pty LtdPurposeRecruitment advertising, and media advertising forexhibitions and eventsRecruitment advertising, and media advertising forexhibitions and eventsDesign, deliver and evaluate a survey to track publicawareness of the ArchivesCost($)25 28486 88652 690Total 164 860134 Annual Reports 2010–11

Appendix KVolunteersThe Archives receives community support in avariety of ways. This support is valuable as itincreases the agency’s capacity and, importantly,fosters stronger relations with the community.The Archives continues to value those who havevolunteered their services to make the holdings amore accessible resource.During 2010–11, volunteers from the Heraldry andGenealogy Society of Canberra completed workon a project to document 14 metres of boundregisters of service records of various Australiandefence forces from 1896 to 1930. Most of theseservice personnel enlisted as part of the universalmilitary training scheme of 1911 to 1929. Theregisters were kept in all states of Australia.Volunteers also completed work on tworepackaging projects. The first included a groupof black-and-white photographic prints depictingfunerals of officers who died while servingwith RAAF squadrons, Royal Air Force (RAF)Operational Training Units, RAF Conversion Unitsand RAF Pathfinder squadrons in Europe andEngland during World War II. The second includedthe repackaging of original German prisoner ofwar identity cards into archival-quality folders.The cards include information about RAAF officerscaptured during World War II. In addition tophysical and personal information, they record dateand place of capture.The volunteers who contributed to theseprojects were:• Rhonda Kerr• Jo Lilienthal• Joyce Stevens• Kenneth Thomsen• Tina Davey• Helen Fawcett• Ruth Rodgers• Dick Stevens.Work for the Dole SchemeThe Perth Work for the Dole Schemerecommenced in January 2011. The projectinvolved data entry of passenger indexes.Participants entered 50,000 names into thePassenger Arrivals Index on RecordSearch.Appendixes 135

Appendix LRepresentation on professional organisationsTable 48: Representation on professional organisations, 2010–11Staff memberPositionInternational Council on ArchivesRoss Gibbs (until 31 March 2011)Stephen Ellis (from 1 April 2011)Margaret KennaAdrian CunninghamPaul DalgleishCongress – Vice PresidentExecutive Board – MemberManagement Commission – MemberProgram Commission – MemberCongress – Deputy Secretary-GeneralPacific Regional Branch – Treasurer COMMA Editorial Board – MemberWorking Group on Copyright – MemberAustralian Institute for the Conservation of Cultural MaterialIan BatterhamACT Division – PresidentAustralian Society of ArchivistsNational office holdersAdrian CunninghamPaul DalgleishJenni DavidsonAnne McLeanShirley SullivanCommittee on Descriptive Standards – ChairArchives and Manuscripts Editorial Board – MemberReference, Access and Public Programs Special Interest Group – ConvenorAwards Committee – MemberReference, Access and Public Programs Special Interest Group – Memberand newsletter editorCollecting Archives Special Interest Group – ConvenerACT BranchGina GreyJohn MachinLorien MilliganConvenorSecretaryTreasurerQueensland BranchGreg CopeSigrid McCauslandConvenorSecretaryVictorian BranchRoss LathamTreasurerWestern Australia BranchAlan RalphConvenorAustralasian Digital Recordkeeping InitiativeBarbara BerceCornel PlatzerMargaret ChalkerMemberMemberMember136 Annual Reports 2010–11

Staff memberPositionCPA AustraliaEmily JasprizzaKaren SheppardACT Public Sector Accounts Committee – Deputy ChairpersonACT Divisional CouncillorInstitute for Information ManagementChristine JohnstonACT Branch – PresidentRecords and Information Management Professionals AustralasiaRoss LathamEileen TannachionVictorian Branch – CouncillorACT Branch – CouncillorStandards AustraliaBarbara BerceDavid BromageIan BatterhamAdrian CunninghamEsther CareyFiona McInnesKaren SkeltonAGLS Metadata Subcommittee IT-021-08 – ChairRecordkeeping Metadata Subcommittee IT-021-07 – MemberAGLS Metadata Subcommittee IT-021-08 – SecretariatAustralian Standard Committee MS/48, Permanent Paper – MemberRecords Management Committee IT-021 – MemberRecords Management Classification IT-021-09 – MemberPhysical Storage Non Current Records Committee IT-012-10 – MemberRecordkeeping Metadata Subcommittee IT-021-07 – MemberOther membershipsIan BatterhamDavid BromageMargaret ChalkerAdrian CunninghamNational Collections Preservation Committee – MemberOffice of Spatial Data Management – Spatial Resource Discovery andAccess Working Group – Archives representativeAustralian Government Gov 2.0 Steering Group – Archives representativeUniversity of Canberra – Master of Information Studies Course AdvisoryGroup – MemberJournal of Archival Organization Editorial Board – MemberUNESCO Australian Memory of the World Committee – MemberAlison Daley Facility Management Association of Australia, ACT Branch Committee –MemberPaul DalgleishZoë D’ArcyRobyn GambleYvonne KennedyDetlev LuethAngela McAdamShirley SullivanJohannah WilsonAustralian Libraries Copyright Committee – Archival sector representativeCopyright in Cultural Institutions (Canberra) – MemberCouncil of Australasian Archives and Records Authorities – Standards forPublic Access Working Group – MemberNational Capital Exhibition Renewal Advisory Group – MemberAustralasian Sound Recordings Association – Board memberNational Capital Attractions Association – Archives representativeBlue Shield Australia – Committee member (representing the InternationalCouncil on Archives, appointed by the Council of Australasian Archives andRecords Authorities)Australian Publishers Association – Archives representativeFriends of the Noel Butlin Archives Centre – Committee memberNetwork of Australasian Museum Exhibitors – MemberAppendixes 137

Appendix MOccupational health and safetyOccupational health andsafety policiesThe Archives continued to take all reasonablypracticable steps to protect the health and safety ofits staff and promote a safe working environment.The Archives’ health and safety managementarrangements continued to be the overarchingpolicy throughout 2010–11.The health and safety management arrangementsdetail consultation, responsibilities of allparties, dispute-resolution mechanisms, andcommunication and training.Information on the health and safety managementarrangements are published on the Archives’ Infonet,and promoted to new staff as part of their induction.The Workplace Relations Committee continuedto function as the National Health and SafetyCommittee as outlined in the health and safetymanagement arrangements.In accordance with the arrangements, eachArchives office has at least one health andsafety representative, and a health and safetysubcommittee deals with occupational healthand safety matters. Vacancies for health andsafety representatives and their deputies werefilled in accordance with the health and safetymanagement arrangements.During 2010–11, the health and safetymanagement arrangements were reviewedand minor changes were proposed.Health and safety initiativesThe Archives continued to promote a supportivework environment by providing staff access tothe Employee Assistance Program. Workplaceinspections were conducted in all Archives offices,and workstation assessments were provided duringthe reporting period. Occupational health andsafety training was provided to staff through theArchives’ induction program, and manual handling,OHS for managers and supervisors, and OHS riskmanagement courses.Table 49: Health and safety performance, 2008–09 to 2010–11Incidents reported to Comcare under section 68 of theOccupational Health and Safety Act 1991Investigations carried out, or notices given, under sections 29, 46and 47 of the Occupational Health and Safety Act 1991Work-related incidents notifiable as per the Archives’ OHSIncident Reporting and Hazard Management Policy2008–09 2009–10 2010–113 0 10 0 057 43 37Number of staff who received the influenza vaccination 160 166 192Number of accepted compensation claims 10 8 5Correction of material errors in previous annual reportOn page 35 of the National Archives of AustraliaAnnual Report 2009–10, the number of recordsaccessed online was incorrectly reported as1,588,928. The correct figure is 2,071,396. On page36, the total of the 2009–10 column of Table 13 wasincorrectly reported as 2,188,740. The correct figureis 117,344. On page 37, the number of descriptionsand images on PhotoSearch was incorrectly reportedas 5,273,195. The correct figure is 268,175. Onpage 60, the separation rate for the Archives wasincorrectly reported as 6.3 per cent. The correctfigure is 7.3 per cent. On page 147, the total ofthe 2009–10 column of Table 38 was incorrectlyreported as 5395. The correct figure is 5635.138 Annual Reports 2010–11

National Archivesof AustraliaAdvisory CouncilAnnual Report 2010–11

The South AustralianArchives Centre, Adelaide.Since April 2011, theArchives and the StateRecords of South Australiahave operated a sharedreading room.‘It’s exciting to be co-locatedwith the State Records ofSouth Australia – a sharedreading room has created a“one stop shop” for archivalresearchers in Adelaide.’DR Sara KingArchives OfficerState and Territory OfficesNational CoordinationJeremy Sibbald

Establishment andfunctionsThe National Archives of Australia AdvisoryCouncil was established under subsection 10(1)of the Archives Act 1983. The principal functionof the Council is to furnish advice to the Ministerfor Privacy and Freedom of Information as theMinister responsible for the Archives, and to theDirector-General on matters that relate to thefunctions of the Archives.The Minister or the Director-General may refermatters relating to the functions of the Archivesto the Council for advice, or the Council mayin turn furnish advice to the Minister or theDirector-General.Council membershipThe Archives Act provides for a Council consisting of:• one Senator chosen by the Senate• one Member of the House of Representativeschosen by the House• 11 other members appointed by the Minister.Council membership during 2010–11 comprised:• Mr Paul Santamaria SC (member and Chairuntil 13 December 2010)• Ms Helen Williams AO (Deputy Chair until13 December 2010 and Acting Chair from14 December 2010 to 26 May 2011)• The Hon Dr John Bannon AO (member andChair from 27 May 2011)• Mr Roland Perry OAM• Mr David Irvine AO• Dr Dianne Snowden• Professor John Williams• Professor Helen Irving• Professor Mick Dodson AM• Dr Mickey Dewar• Mr Aladin Rahemtula OAM (member until30 August 2010, reappointed from12 May 2011).On 13 December 2010, Paul Santamaria SCstepped down as Chair of the Council, havingbeen a member since November 2000 andChair since November 2003.On 28 May 2011, the Minister appointed theHon Dr John Bannon AO as Chair of the Council.Dr Bannon is an Adjunct Professor of the AdelaideLaw School, specialising in constitutional historyand federal–state relations.Parliamentary representation• The Hon Alex Somlyay MP (member until23 February 2011)• Senator the Hon Kate Lundy (member until30 September 2010)• Senator the Hon John Faulkner (memberfrom 30 September 2010)• Mrs Jane Prentice MP (member from24 February 2011)Outgoing Member of the House of Representatives,the Hon Alex Somlyay MP, resigned from theCouncil after 14 years. Mrs Jane Prentice MP isthe new House of Representatives member.On her appointment as Parliamentary Secretary tothe Prime Minister, Senator the Hon Kate Lundystepped down from the Council. Senator the HonJohn Faulkner was appointed to the Council as herreplacement as the Senate’s representative from30 September 2010, having previously been aCouncil member.Alanna BishopThe Hon Dr JohnBannon AONational Archives ofAustralia AdvisoryCouncil ChairmanNational Archives of Australia Advisory Council 141

Absent: Mr DavidIrvine AOTrudie HargraveAlanna BishopThe National Archives of Australia Advisory Council, December 2010.Front row, left to right: Dr Mickey Dewar, Senator the Hon John Faulkner,Mr Paul Santamaria SC, Mr Ross Gibbs PSM, Professor Helen Irving.Back row, left to right: Dr Dianne Snowden, the Hon Alex Somlyay MP,Professor Mick Dodson AM, Professor John Williams, Mr Roland Perry OAM,Ms Helen Williams AO.Summary of activitiesThe Council met four times in 2010–11:• 9 July 2010 (Canberra)• 3 September 2010 (Canberra)• 2 December 2010 (Canberra)• 25 March 2011 (Canberra).Statements requiredunder the Archives ActThe Archives Act requires the Minister andDirector-General to place before the Councilcertain materials that specifically relate to disposalpractices or special access matters.Records disposal practicesSection 25 of the Archives Act requires theDirector-General to furnish the Council witha statement setting out the practices agreedbetween the Archives and Australian Governmentagencies relating to destruction or other disposal ofCommonwealth records. At each Council meeting,the Archives advises on records authorities underdevelopment with agencies. The Archives advisedno changes to existing disposal practices duringthe reporting period.In 2010–11, 29 records authorities were issued(see Appendix B).Special access to officialrecordsSection 56(2) of the Archives Act providesthat an individual may be granted access toCommonwealth records not available for publicaccess. This includes records not yet in the openperiod and records assessed as being exemptfrom public access. Applications to access closedperiod or exempt records are made directly tothe agencies responsible for controlling them.Decisions on whether to grant access are theresponsibility of these agencies. Special accessarrangements have been in place since 1988 tohelp agencies make decisions about records thatare subject to an application for special access.142 Annual Reports 2010–11

In accordance with the requirements of section56(5) of the Archives Act, at each meeting of theCouncil, the Archives tables a statement detailingrequests for, and decisions relating to, accessrequested under section 56(2).Four applications for special access to recordsunder section 56(2) were received during 2010–11.Access was granted in all cases.Personal Records ServiceDuring 2010–11, the Council received regularupdates on the acquisition of personal papersof current and former prime ministers, ministersand other significant individuals involved with theAustralian Government. The Council recognisedthe value of providing recordkeeping advice to thistarget group, particularly during the federal electionin August 2010.Council subcommitteesFrom time to time the Council may establishsubcommittees to provide strategic advice onkey initiatives.Information andCommunications TechnologyInnovation SubcommitteeDuring 2010–11, the Information andCommunications Technology InnovationSubcommittee discussed:• implications and opportunities for theArchives relating to the recommendations ofthe Government 2.0 Taskforce• approaches to digital informationmanagement in business systems• the innovative use of web-based socialnetworking technologies to enhanceinteraction between the Archives and its users.Members of the Subcommittee were SenatorKate Lundy (Chair), Dr Dianne Snowden,Mr Roland Perry, Mr Aladin Rahemtula, Dr MickeyDewar, Mr David Irvine and Archives staff memberMr Adrian Cunningham (Secretariat).Immigration MonumentSubcommitteeThe Immigration Monument Subcommittee wasestablished in September 2010 to provide adviceto the Archives on its engagement with theNational Capital Authority and Immigration PlaceAustralia (IPA) about the IPA proposal to constructa national monument to immigration in Canberra.Approval to construct the monument was given on19 December 2010 by the Minister for RegionalAustralia, Regional Development and LocalGovernment, in accordance with the approval ofthe Canberra National Memorials Committee.The National Capital Authority and the Archives arediscussing with IPA its early concept planning forthe development of the monument.The Subcommittee comprised Ms Helen Williams(Chair), Dr Dianne Snowden, Senator Kate Lundy(until her resignation from Council), and Archivesstaff member Ms Anne McLean (Secretariat).Legislative ReviewSubcommitteeThe Legislative Review Subcommittee prepareddiscussion papers for Council prior to the provisionof advice to the Archives and the Minister on theArchives’ review of the Archives Act. The reviewwill involve further consultation with the Archivesin 2011–12.Members of the Subcommittee were ProfessorJohn Williams (Chair) and Ms Helen Williams.Mr James Barr and Mr Keith Young from theArchives provided secretariat support.Constitution DaySubcommitteeThe Constitution Day Subcommittee activelyparticipated in Constitution Day activities in July2010, and continued to provide guidance to theArchives during the preparation of activities forConstitution Day 2011.The Subcommittee fulfilled its obligations and wasretired at the December meeting.National Archives of Australia Advisory Council 143

National Archives of AustraliaAdvisory Council Chairman Mr PaulSantamaria SC, Chief Justice of theHigh Court the Hon Robert FrenchAC, Ms Maggie Beer and Councilmember Professor Helen Irving atthe Constitution Founders Lecture,High Court of Australia, Canberra,July 2010.Alanna BishopConstitution Day 2010 activities involving theCouncil included A Constitution for All AustraliansSpeakers Forum, held on 1 July 2010, and theConstitution Founders Lecture, held at the HighCourt on 8 July 2010. Subcommittee membersProfessor Helen Irving and Professor JohnWilliams also provided expert review during thedevelopment of a new exhibition interactive andwebsite, Constitution for a Nation.Council members attended a Constitution DaySpeakers Forum – A Constitution for all Australians:the Top End experience – in Darwin on 30 June 2011prior to the Council meeting on 1 July 2011. Councilmember Professor Mick Dodson was one of fourhigh-profile speakers at this event, and his essay waspublished on the Archives’ Constitution Day blog.Members of the Constitution Day Subcommitteeincluded Professor Helen Irving (Chair), Mr DavidIrvine, Dr Mickey Dewar, Professor John Williams andArchives staff member Ms Zoë D’Arcy (Secretariat).Financial information andsecretariat servicesThe Council’s operation is funded from theArchives’ budget appropriation (Table 1). Majorexpenditure items consisted of members’ sittingfees, travel allowances and fares to attend Council,subcommittee and other associated meetingsas determined by the Remuneration Tribunal. Inaddition to direct financial support, the Archivesalso provides secretariat and administrativeservices to the Council.Table 1:ItemNational Archives of Australia AdvisoryCouncil expenditure, 2010–11Cost($)Remuneration 14 126Travel allowance 8 112Fares 39 804Other travel expenses 2 907Other expenses 10 642Total 75 591Freedom of informationSection 8 of the Freedom of Information Act1982 requires each agency to publish detailedinformation about the way it is organised, itspowers, the kinds of decisions it makes, thedocuments it holds, the ways members of thepublic can obtain access to these documents,and any arrangements for public involvement inthe work of the agency.The main body of this annual report explainsthe establishment and major functions of theCouncil. This statement supplements this generalinformation to meet the requirements of section 8of the Freedom of Information Act.144 Annual Reports 2010–11

OrganisationThe Archives provides secretariat andadministrative support for the Council, and theExecutive Officer is an officer employed by theArchives. The Council usually meets four timeseach year. Members serve for terms not exceedingthree years and may serve an additional term.PowersUnder section 11 of the Archives Act, the Councilis an advisory body and has no decision-makingpower or other powers directly affecting membersof the public.FunctionsThe functions of the Council are defined insection 11 of the Archives Act as:1. The Council shall furnish advice to theMinister and the Director-General with respectto matters to which the functions of theArchives relate.2. The Minister or the Director-General may referany matter of the kind referred to in subsection(1) to the Council for advice and the Councilmay, if it thinks fit, consider and advise theMinister or the Director-General on a matter ofthat kind of its own motion.AccessAll enquiries concerning access to documentsunder the Freedom of Information Act may bedirected, during normal business hours, to:Executive OfficerNational Archives of Australia Advisory Councilc/- National Archives of AustraliaPO Box 7425Canberra Mail Centre ACT 2610Fax: (02) 6212 3649Email: execoff@naa.gov.auThe Executive Officer may also be contacted withenquiries or comments about the National Archivesof Australia Advisory Council Annual Report.Facilities for access to documents are providedat the office of the National Archives of Australia,through the above address.Arrangement for outsideparticipationPeople or bodies outside the AustralianGovernment may participate in the Council’sadvisory role by making representations to theChairman or any member of the Council.DocumentsThe Council does not hold any documents that areopen to public access. The annual report of theCouncil is tabled in federal Parliament. The Councilsecretariat maintains files containing documentsabout administration of the Council, papersdiscussed at its meetings and correspondence onits activities.National Archives of Australia Advisory Council 145

Glossary and indexesGlossaryAccessAccess examinationCloud computingCustodyDigital recordDigitisationDisposal freezeGenealogistLegacy recordsMachinery of governmentOpen periodPersonal recordsThe right, opportunity, or means of finding, using or retrieving information,usually subject to rules and conditions.The process of examining records to identify any exempt informationthey may contain.The delivery of computing as a service rather than a product, wherebyshared resources, software and information are provided to computersvia a network (typically the internet).The responsibility for the care of records and archives, usually based ontheir physical possession. It does not necessarily include legal ownership.A record created and/or maintained by means of digital computertechnology.The process of creating digital files by scanning or otherwise convertinganalogue materials.An instruction preventing the disposal of specified records.A family history researcher.Records that are not covered by a records authority or a generaldisposal authority.The way government business is allocated among agencies. Whenchanges are made to the machinery of government, responsibility formanaging the records relating to affected business moves to the agencyor agencies newly responsible.The time when Commonwealth records are eligible for release underthe Archives Act 1983. Once a period of 29 years has elapsed since arecord came into existence, it is in the open period. The public has ageneral right of access to Commonwealth records in the open periodsubject to certain exemptions. Changes to the public access provisionsof the Archives Act were implemented on 1 January 2011. The mostsignificant change will see the open period commence after 20 yearsinstead of 30. Cabinet notebooks will be released after 30 years insteadof 50. This change will be phased in over 10 years.The records of a person who is, or has been, associated with theCommonwealth. These records are not maintained in the recordkeepingsystems of Australian Government agencies.Glossary and indexes 147

PreservationRecordRecords authorityRetain as national archivesSentenceThe processes and operations involved in ensuring the technical andintellectual survival of authentic records through time; encompassesenvironmental control, security, creation, storage, handling and disasterplanning for records in all formats.All information created, sent and received in the course of carrying outthe business of an agency. Records have many formats, including paperand electronic. They provide proof of what happened, when it happenedand who made decisions.The legal instrument that governs how long an agency’s recordsare kept.The disposal action for Commonwealth records appraised as havingarchival value. This means that the records should be transferred to theArchives as soon as they are no longer required for business use.To identify the disposal class a record belongs to and apply thedisposal action specified in the relevant disposal authority.148 Annual Reports 2010–11

Shortened formsAGLSAPSCAARAEDRMSELFOIGAIN AustraliaGSTIPAISOOHSPARBICARAAFRAFRIMPASESUNESCOAustralian Government Locator ServiceAustralian Public ServiceCouncil of Australasian Archives and Records AuthoritiesElectronic document and records management systemExecutive LevelFreedom of informationGovernment Agencies Information Network AustraliaGoods and services taxImmigration Place AustraliaInternational Organization for StandardizationOccupational health and safetyPacific Regional Branch of the International Council on ArchivesRoyal Australian Air ForceRoyal Air ForceRecords and Information Management Professionals AustralasiaSenior Executive ServiceUnited Nations Educational, Scientific and Cultural OrganizationGlossary and indexes 149

List of requirementsDescriptionLetter of transmittalTable of contentsPageIndex 155–63Glossary 147–8Contact officer(s)Internet home page address and internet address for reportReview by Director-GeneralReview by Director-General 3–5Summary of significant issues and developments 3–5Overview of department’s performance and financial results 3–5Outlook for following year 5Significant issues and developments – portfolion/aAgency overviewRole and functions 7Organisational structure 8–9Outcome and program structure 7Where outcome and program structures differ from PB Statements/PAES or othern/aportfolio statements accompanying any other additional appropriation bills (other portfoliostatements), details of variation and reasons for changePortfolio structureReport on performanceReview of performance during the year in relation to programs and contribution to outcomes 13–35Actual performance in relation to deliverables and KPIs set out in PB Statements/PAES or 14, 20, 24–5other portfolio statementsWhere performance targets differ from the PBS/ PAES, details of both former and newtargets, and reasons for the changeNarrative discussion and analysis of performance 13–35Trend information 25Performance of purchaser/provider arrangements 48Significant changes in nature of principal functions/services 37Factors, events or trends influencing departmental performance 3–5, 13–35, 37Contribution of risk management in achieving objectives 38Social inclusion outcomes 35, 44–5Performance against service charter customer service standards, complaints data and thedepartment’s response to complaintsDiscussion and analysis of the department’s financial performance 48–9Discussion of any significant changes from the prior year or from budgetAgency resource statement and summary resource tables by outcomes 110–11Developments since the end of the financial year that have affected or may significantly affectthe department’s operations or financial results in futureiiiv–viiiiin/an/a125n/a74150 Annual Reports 2010–11

DescriptionManagement and accountabilityCorporate governanceAgency heads are required to certify that their agency complies with the CommonwealthFraud Control GuidelinesPageStatement of the main corporate governance practices in place 37–40Names of the senior executive and their responsibilities 10–11Senior management committees and their roles 38–9, 41, 44, 47Corporate and operational planning and associated performance reporting and review 37–8Approach adopted to identifying areas of significant financial or operational risk 38Policy and practices on the establishment and maintenance of appropriate ethical standards 40How nature and amount of remuneration for SES officers are determined 43External scrutinySignificant developments in external scrutiny 40–1Judicial decisions and decisions of administrative tribunals 40Reports by the Auditor-General, a parliamentary committee or the Commonwealth40OmbudsmanManagement of human resourcesAssessment of effectiveness in managing and developing human resources to achievedepartmental objectivesWorkforce planning, staff turnover and retention 43Impact and features of enterprise or collective agreements, individual flexibility arrangements(IFAs), determinations, common law contracts and AWAsTraining and development undertaken and its impact 44Occupational health and safety performance 1383942–5Productivity gains 45–6Statistics on staffing 43, 45Enterprise or collective agreements, IFAs, determinations, common law contracts and AWAs 42Performance pay 43Assets managementAssessment of effectiveness of assets management 46–8PurchasingAssessment of purchasing against core policies and principles 48ConsultantsSummary statement detailing the number of new consultancy services contracts let during 48, 132–3the year; the total actual expenditure on all new consultancy contracts let during theyear (inclusive of GST); the number of ongoing consultancy contracts that were active inthe reporting year; and the total actual expenditure in the reporting year on the ongoingconsultancy contracts (inclusive of GST). A statement noting that information on contractsand consultancies is available through the AusTender website.Australian National Audit Office Access ClausesAbsence of provisions in contracts allowing access by the Auditor-General 4842Glossary and indexes 151

DescriptionPageExempt contractsContracts exempt from the AusTender 48Financial statementsFinancial statements 51–107Other mandatory informationOccupational health and safety (section 74 of the Occupational Health and Safety Act 1991) 138Freedom of information for the period 1 July 2010 to 30 April 2011 inclusive (see terms of 126–8subsection 8(1) of the Freedom of Information Act 1982 as it existed prior to 1 May 2011)Advertising and market research (section 311A of the Commonwealth Electoral Act 1918)and statement on advertising campaignsEcologically sustainable development and environmental performance (section 516A of theEnvironment Protection and Biodiversity Conservation Act 1999)Grant programs 34Disability reporting – explicit and transparent reference to agency-level information availablethrough other reporting mechanismsCorrection of material errors in previous annual report 13813445–6, 129–3135, 44–5List of requirements 150–2152 Annual Reports 2010–11

List of figures and tablesFiguresFigure 1 Governance framework, 30 June 2011 8Figure 2 Organisational chart, 30 June 2011 9TablesTable 1 Outcomes and programs, 2010–11 7Table 2 Program 1.1 deliverable, 2010–11 14Table 3 Program 1.1 key performance indicators, 2010–11 14Table 4 Program 2.1 deliverables, 2010–11 19Table 5 Program 2.1 key performance indicators, 2010–11 20Table 6 Records transferred to the Archives, 2006–07 to 2010–11 21Table 7 Records described and made available to the public via RecordSearch, 2006–07to 2010–11 (cumulative) 21Table 8 Record holdings by state and territory offices, 2006–07 to 2010–11 (shelf metres) 22Table 9 Format of records held, 2006–07 to 2010–11 (shelf metres) 22Table 10 Program 2.2 deliverables, 2010–11 24Table 11 Program 2.2 key performance indicators, 2010–11 25Table 12 Reference enquiries from the public, 2006–07 to 2010–11 25Table 13 Records accessed by the public, 2006–07 to 2010–11 25Table 14 Digitised pages and photographs, 2006–07 to 2010–11 (cumulative) 26Table 15 RecordSearch sessions, 2006–07 to 2010–11 27Table 16 Access services provided to Australian Government agencies, 2006–07 to 2010–11 27Table 17 Records examined for public release, 2006–07 to 2010–11 28Table 18 Internal reconsideration of access decisions, 2006–07 to 2010–11 29Table 19 Visitation to the Archives’ websites, 2008–09 to 2010–11 33Table 20 Classification and gender by salary range, 30 June 2011 43Table 21 Staff distribution by office, 30 June 2011 43Table 22 Number of employees by diversity grouping, 2009–11 45Table 23 Resources allocated – aggregate figures, 2010–11 110Table 24 Resources allocated to Outcome 1, 2010–11 110Table 25 Resources allocated to Outcome 2, 2010–11 111Table 26 Records transferred to Canberra, 2010–11 116Table 27 Records transferred to Sydney, 2010–11 116Table 28 Records transferred to Melbourne, 2010–11 117Table 29 Records transferred to Perth, 2010–11 117Table 30 A selection of records described, Canberra, 2010–11 118Table 31 A selection of records described, Sydney, 2010–11 119Table 32 A selection of records described, Melbourne, 2010–11 120Glossary and indexes 153

Table 33 A selection of records described, Perth, 2010–11 120Table 34 A selection of records described, Brisbane, 2010–11 121Table 35 Permanent and temporary exhibitions, 2010–11 122Table 36 Touring exhibitions, 2010–11 123Table 37 Electricity consumption, 2008–09 to 2010–11 (kilowatt hours) 129Table 38 Natural gas consumption, 2008–09 to 2010–11 (megajoules) 129Table 39Solar energy generated and CO 2emissions, Parkes (ACT) and Cannon Hill (Queensland)sites, 2008–09 to 2010–11 130Table 40 Paper used at selected sites, 2008–09 to 2010–11 (reams) 130Table 41 Water consumption, 2008–09 to 2010–11 (kilolitres) 130Table 42 Waste produced by ACT sites, 2008–09 to 2010–11 (kilograms) 131Table 43Cardboard and paper recycling waste produced by state sites,2008–09 to 2010–11 (kilograms) 131Table 44 Fleet vehicles, 2008–10 131Table 45 Fleet vehicle emissions and fuel consumption, 2008–10 131Table 46 Consultancy contracts let for amounts of $10,000 or more, 2010–11 132Table 47 Advertising and market research amounts of $11,200 or more paid, 2010–11 134Table 48 Representation on professional organisations, 2010–11 136Table 49 Health and safety performance, 2008–09 to 2010–11 138154 Annual Reports 2010–11

IndexAboriginal Advisory Group, Victoria 128access service standards 35, 135access to Archives records 3access examination 28–9by Australian Government agencies 27–8Cabinet records and notebooks 3, 26National Digitisation Service 24, 26National Reference Service 24, 25–6online access 26–7people with a disability 35reading rooms 24, 25, 26, 27, 28special access 142–3acronyms 149ACT Schools Constitution Convention 29Adelaide, co-location of state office 21, 37, 42, 140Administrative Appeals Tribunal 28, 29, 40advertising 134advice to Australian Government agencies 14–16on digitising accumulated physical records5, 16on electronic document and recordsmanagement systems 5, 16following machinery of government change 15on recovering damaged records 14–15Agency Security Adviser 40Agency Service Centre 12, 15AGLS Metadata Standard 16Anindilyakwa Land Council 18Archives see National Archives of AustraliaArchives Act 1983 7, 8, 17, 112, 126, 141, 142–3appeals against decisions 28–9changed access conditions to Cabinet papersand notebooks 3, 26exemptions for withholding of records 28public access provisions, implementation 26records examined for public release 28Arsip Nasional Republik Indonesia 4, 115asset management 46policy 46–7assets 49, 56Assistant Directors-General 8, 10–11, 41, 47, 115,127Attorney-General’s Department 39, 116audiovisual records, preservation 22, 23Audit Committee 37, 38, 40Auditor-General 40, 48Australasian Digital Recordkeeping Initiative 33, 136Australia Day Achievement medals 5Australian Antarctic Division, audiovisual records 23Australian Army, Logistic Command, Headquarters120Australian Broadcasting Commission, audiovisualrecords 23Australian Broadcasting CorporationRadio Archives 119Sales and Archives 116Television Archives 116Australian Constitution 31Australian Electoral Commission, electoral rolls indigital format 16Australian Embassy, United States of America,Washington, DC 119Australian Federal Police 39Australian Government agenciesaccess by 27–8advice to 14–16training for 16Australian Government Information ManagementOffice 16, 18Australian Government Recordkeeping MetadataStandard 16–17Australian High CommissionUnited Kingdom, London 118Zimbabwe, Harare 118Australian Institute for the Conservation of CulturalMaterial 136Australian Museum 31, 122Australian National Audit Office 4, 18, 39, 40, 45,52–3access clause 48Glossary and indexes 155

‘Australian policy towards Rhodesia/Zimbabwe’(public lecture) 32Australian Public Service Bargaining Framework 42Australian Public Service Code of Conduct 40Australian Public Service Commission 15Australian Research Council grants 34Australian Society of Archivists 113representation on 136Australian Taxation Office, centenary history 27Australian Workplace Agreement 42Authentic, reliable and useable Commonwealthrecords through the provision of informationmanagement products and services to AustralianGovernment agencies (Outcome 1) 7, 13–18,65, 110balance sheet 56Bannon, Hon Dr John 4, 141Barton, Charles 32Beer, Maggie 31, 144Behrendt, Larissa 31best practice information standards, policies andguidance 14books and booklets 31, 36, 124Bringing Them Home name index 27Brisbane Office 21Bryce, Michael 122building projects 5Built for the Bush: the green architecture of ruralAustralia (exhibition) 31, 122business continuity and emergency planning 38–9Business Continuity and Emergency PlanningCommittee 37, 38–9Cabinet notebooks, changed access provisions3, 26Cabinet recordschanged access provisions 3, 26release of 33Canberra National Memorials Committee 143Cannon Hill (Qld) repository 48Capital Arts Patrons Organisation 2010 (exhibitionand auction) 31, 122Capital Budget Committee 38, 47capital works 5, 48carbon dioxide emissions 46, 130Carrick, Damien 31cash flow statement 58categories of documents held 127Central Australian Stolen Generations and FamiliesAboriginal Corporation 128Central Land Council 18Chalker, Margaret 10, 114, 115Chan, Sebastian 113Charters of Our Nation (exhibition) 122Check-up 2.0 3, 16, 41Chester Hill (NSW) repository 5, 6, 48citizenship ceremonies 31City of Cheongju, Republic of Korea 2, 4Cloud Information Community 18co-location services with state offices 4, 21, 37,42, 140Commonwealth Fraud Control Guidelines 2002 39Commonwealth Heritage List 47Commonwealth Ombudsman 40Commonwealth Procurement Guidelines 48, 132Community Heritage Grants program 34A Constitution for All Australians Speakers Forum31, 144Constitution Day 31, 36, 143Constitution Day Subcommittee 143–4Constitution Founders Lecture 31, 144Constitution for a Nation (interactive and website)3, 144consultancies 48, 132–3contract committees 48control and description of records see recordsdescribed by the ArchivesCopeman, Peter 34corporate governance 8, 37–40Corporate Plan 2009–12 37corporate planning and review 37–8correction of material errors in previous annualreport 138Council of Australasian Archives and RecordsAuthorities (CAARA) 113156 Annual Reports 2010–11

Craven, Greg 31CSIROaudiovisual records 23Sustainable Ecosystems, Western Australia 117Cultural Management Development Program 44Cundall, Peter 31Darwin, co-location of state office 21, 37, 42Day, Bill 32Defence Corporate Support, Southern VictoriaRegion 117defence force recordsWWI and WWII, demand for 25see also Royal Australian Air Force (RAAF)Delivering information management products andservices (Program 1.1) 7, 13–18Department of Defence at Royal Australian AirForce bases, training at 16Department of Finance and Deregulation 15, 18Department of Foreign Affairs and Trade 23Department of Immigration and CitizenshipNew South Wales State Office 119Queensland State Office 121Victorian State Office 120Western Australia State Office 120Department of Infrastructure, Energy andResources (Tasmania) 17Department of Infrastructure, Transport, RegionalDevelopment and Local Government 17Department of the Prime Minister and Cabinet 7,34, 37centenary history 27description of records see records described by theArchives‘Designing for Canberra’ (public lecture) 32destruction, retention and transfer ofCommonwealth records 5, 17–18destruction of records damaged beyondrecovery 17disposal freeze to prevent destruction of workplacerecords 18see also records authoritiesDewar, Mickey 141, 142, 143, 144digital information management 5, 16digital recordsas evidence 18pages and photographs on RecordSearch 26preservation 22, 24digitisation priorities 26digitisation service 24, 26Digitisation Steering Committee 38, 41digitising accumulated physical records, advice on5, 16Director-General 8, 10, 142, 145review of 2010–11 3–5Disability Discrimination Act 1992 145disaster recovery 12, 14–15‘Discovering the South Magnetic Pole’ (publiclecture) 32diversity (staff) 44–5Dodson, Mick 141, 142, 144Doig, James 113East Burwood (Vic) repository 45–6East Victoria Park (WA) repository 48ecologically sustainable development andenvironmental performance 45–6, 129–31education and information programs 24, 29–30electoral rolls in digital format, transfer fromAustralian Electoral Commission 16electricity consumption/procurement 45, 46, 129electronic document and records managementsystems, advice to agencies on 5, 16Ellis, Stephen 2, 3–5, 10, 23Emerging Leaders Program 44Employee Assistance Program 138, 144employees see staffenergy use 5, 45–6, 129enterprise agreement 42Environment Protection and BiodiversityConservation Act 1999 48environmental management system 45environmental performance 5, 129–31equity statement 57ethical standards 40Glossary and indexes 157

exempt contracts 48exhibitions 30–1, 122–3expenditure 4, 48external scrutiny 40–1fact sheets 124family history 31Faulkhead, Shannon 34Faulkner, Senator the Hon John 141, 142Federal Court of Australia 40Federation documents 29Femme Fatale: the female criminal (exhibition)30, 31, 122Film Australia 23financial management 4, 48–9Financial Management and Accountability Act 199737, 38financial statements 51–64notes to 65–107flood damage, recovering records following 12, 14format of records held 22Frank Hurley: journeys into Papua (exhibition)31, 122Fraud Control Policy 37fraud measures 39Frederick Watson Fellowship 34freedom of information 41, 126, 144arrangements for outside participation127–8, 145categories of documents held 127, 145facilities for access 127, 145procedures and contact 127Freedom of Information Act 1982 126, 127, 144French, Jackie 31French, Hon Robert 31, 144GAIN Australia 15online discussion forum 15gas consumption/procurement 45, 46, 129genealogists 31George, Ritchie 5Geoscience Australia 117German prisoner of war identity cards 135Gibbs, Ross 4, 17, 115, 142Giurgola, Aldo 32glossary 147–8governance 8, 37–40governance committees 37, 38–9, 40, 41, 47, 138governance framework 8Government 2.0 Steering Group 18grant programs 34Greater understanding of our heritage anddemocracy through preserving, describingand providing access to the national archivalcollection (Outcome 2) 7, 19–36, 65, 111Griffin, Marion Mahony 23, 32, 34Griffin, Walter Burley 34Griffith, Karen 10, 11Gruen, Nicholas 113‘Gwalwa Daranaki’ (public lecture) 32Hancock, Ian 32health and safety initiatives 138Heraldry and Genealogy Society of Canberra 135heritage assets 47–8Historic Houses Trust of New South Wales 31, 122historical, informative and interpretive websites 24historical publications 24History Mystery (activity booklet) 31, 36Hobart, co-location of state office 37, 42Hofman, Hans 114human resource management 4–5, 42–5see also staffIan Maclean Award 34Immigration Monument Subcommittee 143Immigration Place Australia (IPA) 143immigration records, 20th Century 21income 4, 49income statement 55independent auditor’s report 52–3158 Annual Reports 2010–11

Indigenous AustraliansArchives employment strategy 45Bringing Them Home name index 27land councils record authorities 18Larrakia petition 32representatives on Archives bodies 128Individual Flexibility Agreements 42Infonet 42, 138Information Awareness Month (May 2011) 18Information and Communications TechnologyStrategic Innovation Subcommittee 143Information and Communications TechnologyStrategic Planning Committee 38, 41information management capability, use ofCheck-up 2.0 to assess 3, 16, 41information management publications 124information and records management 41information technology management 41–2innovation 3Institute for Information Management 137Intellectual Property Australia, Central Office 116internal audit 38internal information management 42International Council on ArchivesImplementation guidance and training materialfor Principles and Functional Requirementsfor Records in Electronic Office Environments115Pacific Branch 114representations on 136International Council on Archives Congress 2012,Brisbane 114international recognition 2, 4international strategic relations 4, 114–15intranet 42Irvine, David 141, 142, 143, 144Irving, Helen 31, 141, 142, 144Jeffery, Michael 32joint energy procurement 45Kelly, Paul 33kiaps (Australian patrol officers, PNG) tribute event31–2Kirby, Hon Michael 31Knuckey, Geoff 38land councils, record authorities 18Larrakia petition 32Lawrence, Carmen 31Leach, Daniel 34leadership changes 4Leadership Team 8, 10–11, 38, 40learning and development (staff) 44lectures, public 32, 124Legislative Review Subcommittee 143Lepani, Charles 32Lever, Susan 34liabilities 49, 56library services 42list of requirements 150–2Ludwig, Senator the Hon Joe 8Lundy, Senator the Hon Kate 31, 113, 141, 143Lyons, Anne 10, 113management and accountability 37–49Management Foundations Program 4, 44Margaret George Award 34market research 134Massola, James 31Max Dupain on Assignment (touring exhibition)31, 123May, Daniel 32Megarrity, Lyndon 34Melbourne Office 4Memory of a Nation (exhibition) 3, 29, 30, 122Metadata Community of Interest 18Minister for Privacy and Freedom of Information5, 8, 37, 141, 142, 145Minister for Regional Australia, RegionalDevelopment and Local Government 143Mitchell (ACT) repository 5, 6, 39, 48Moran, Terry 17Glossary and indexes 159

NameSearch 27National Archives of Australiacategories of documents held 127corporate governance 7, 37–40establishment 7functions 7, 126Leadership Team 8, 10–11, 38, 40objectives 65organisational structure 8–11powers 126National Archives of Australia Advisory Council 8,37, 127annual report 139–45establishment 141–2financial information 144freedom of information 144, 145functions 8, 141–2, 145meetings 142membership 31, 141, 142parliamentary representation 141Personal Records Service 143powers 145secretariat services 145statements required under the Archives Act142–3subcommittees 143–4National Archives of Australia Enterprise Agreement2010–2011 42, 44National Archives Northern Territory AboriginalAdvisory Group 128National Archives Preservation Facility,ACT region 5National Archives of the Republic of Indonesia4, 115National Capital Authority 143National Cultural Heritage Committee 113National Digitisation Service 24, 26, 28National Film and Sound Archive 34National Health and Safety Committee 138National History Challenge 30National Library of Australia 34National Museum of Australia 34National Office, Canberraexhibitions 30, 122heritage building 47student visits to 29tribute day to kiaps (PNG) 31–2National Reconciliation Week 32National Reference Service 24, 25–6, 28National Schools Constitution Convention 29national strategic relations 113–14natural disasters, advice on recovery following12, 14–15newsletters 24Northern Land Council 18Northern Territory Archives Service 4, 37, 42Northern Territory Stolen Generations AboriginalCorporation 128Nunkuwarrin Yunti, South Australia 128occupational health and safety 138Occupational Health and Safety Act 1991 138O’Connor, Hon Brendan 8, 23, 31Office of the Australian InformationCommissioner 18online access to records 26–7see also RecordSearchorganisational structure 8–11Outcome 1 – Authentic, reliable and useableCommonwealth records through the provision ofinformation management products and servicesto Australian Government agencies 7, 13, 65Program 1.1 – Delivering informationmanagement products and services 7, 13–18resources allocated 110Outcome 2 – Greater understanding of our heritageand democracy through preserving, describingand providing access to the national archivalcollection 7, 19, 65Program 2.1 – Securing, describing andpreserving records of national archival value7, 19–24Program 2.2 – Providing an accessible visibleand interpreted national archival collection 7,24–36resources allocated 111160 Annual Reports 2010–11

Pacific Regional Branch of the International Councilon Archives (PARBICA) 114paper records, preservation 22, 23paper use 46, 130parliamentary committees 40Passenger Arrivals Index 27, 135Patchell, Kevin 38people with a disabilityaccess for 35employment strategy 145periodicals 3, 124permanent exhibitions 30, 122Perry, Roland 141, 142, 143Personal Records Service 118, 143photographic records, preservation 22, 23PhotoSearch 27Picture Australia 27Platzner, Cornel 10Portfolio Budget Statements 13, 20, 24, 38Prentice, Jane 141presentations by staff 113–15preservation plan 22–3preservation of records 5, 19, 20, 22–4Principles and Functional Requirements forRecords in Electronic Office Environments(ISO 16175) 17implementation guidance and training material115Privacy Act 1988 41Privacy Commissioner 41procurement 48, 132professional organisations 113–14representation on 136–7Program 1.1 – Delivering information managementproducts and services 7, 13–18deliverables 13–14key performance indicators 14objective 13summary of performance 14Program 2.1 – Securing, describing and preservingrecords of national archival value 7, 19–24deliverables 19–20key performance indicators 20objective 19summary of performance 20Program 2.2 – Providing an accessible visible andinterpreted national archival collection 7, 24–36deliverables 24key performance indicators 24–5objective 24summary of performance 25Protection of Movable Cultural Heritage Act 1986113Protection of Movable Cultural Heritage Regulations1987 113Protective Security Policy Framework 39Providing an accessible visible and interpretednational archival collection (Program 2.2) 7,24–36public events 31–2public lectures 32, 124Public Service Act 1999 7, 37, 40, 42publications program 31, 33, 36, 124Queen, Cake and Constitution at the Archives 31Quest for the South Magnetic Pole (exhibition) 31,32, 122Rahemtula, Aladin 141, 143Ranger Uranium Environmental Inquiry, records 23reading rooms 24, 25, 26, 27, 28, 35, 125record holdings by state and territory offices 22Recordkeeping for Good Governance Toolkit 114recordkeeping software upgrade 41records authorities 13, 17–18, 112, 142records described by the Archives 19–20, 21Brisbane 121Canberra 118–19Melbourne 120Perth 120Sydney 119Records and Information ManagementProfessionals Australasia (RIMPA) 3, 114representation on 137Glossary and indexes 161

ecords management standards 16–17records transferred to the Archives 20–1Canberra 116Melbourne 117personal records 118Perth 117Sydney 116RecordSearch 3, 21, 25, 26–7digitised pages and photographs 26, 27sessions 27RecordSearch Forum 26recovering damaged records, advice 14–15recycling 46, 131remunerationsenior executive service 43, 91–2staff 43repositories see storage repositoriesrepresentation on professional organisations 136–7resources allocated 110Outcome 1 110Outcome 2 111retention of Commonwealth records 17risk management 38Royal Air Force, (RAF), WWII photographic prints offunerals 135Royal Australian Air Force (RAAF)audiovisual records 23training at 16WWII photographic prints of funerals 135Royal Commission on Norfolk Island 119Royal Commissions Records Authority 17Sanatamaria, Paul 4, 141, 142, 144school tours and online learning 24Securing, describing and preserving records ofnational archival value (Program 2.1) 7, 19–24security 39–40selection of records as national archives 17Senate Finance and Public AdministrationLegislation Committee 40senior executive service (SES)employment agreement 42remuneration 91–2Service Charter standards 35, 125services provided to agencies 14services to regional Australia 4, 21, 37, 42, 140Shake Your Family Tree Day 31Sharing Histories: kiap tribute event 31–2Shell-shocked: Australia after Armistice (touringexhibition) 31, 123Snowden, Dianne 141, 142, 143social media 24solar energy generation 46, 130Somlyay, Hon Alex 141, 142South Australian Archives Centre 37, 140South Australian Maritime Museum 31, 122South Australian Museum 31, 122Spatial Data Management Group 18special access to official records 142–3staff 4–5, 42–5Australian Workplace Agreement 42classification and gender 43consultations 44distribution by office 43diversity 44–5enterprise agreement 42ethical standards 40learning and development 44presentations 115professional and strategic activities 18, 113–15remuneration 43separation rate 43training 40, 44, 138work–life balance 44see also senior executive servicestakeholders, work with 18Standards Australia 137state office co-location project 4, 21, 37, 42, 140State Records of South Australia 4, 37, 42, 140statement of changes in equity 57statement of comprehensive income 55Stokes, Jim 33162 Annual Reports 2010–11

storage of records 5, 21–2storage repositories 5, 6, 21, 39, 45–6, 48strategic relationships 18, 113–15Strategic Workforce Plan 2010–2014 42Strike a Pose ... with Lee Lin Chin (touringexhibition) 31, 123Studies Assistance Program 44Summers Past: golden days in the sun 1950–1970(touring exhibition) 31, 123Sydney Office 21, 22Tasmanian Archive and Heritage Office 4, 17, 22,37, 42Tasmanian railway records 17, 22Telstra Corporation Limited Melbourne 120temporary exhibitions 31, 122Thorpe, Kirsten 34Tiwi Land Council 18touring exhibitions 24, 30–1, 123tracking location of Archives records 108trainingfor Australian Government agencies 16staff 40, 44, 138transfer of Commonwealth records to the Archives19, 20–1arrangements for authorising 17–18see also records transferred to the Archivestribunals, records authority template 18TRIM Context 6.2.5 (recordkeeping software) 41The Waterhouse Natural History Art Prize 2010(exhibition) 31, 122Watson, Cheryl 10, 11Web 2.0 technologies 34, 113Web Accessibility National Transition Strategy 35Web Content Accessibility Guidelines 2.0 35websites (Archives) 24, 33–4, 42advice on digitising accumulated physicalrecords 16advice on recovering damaged records 14–15RecordSearch 3, 21, 25, 26visits to 33Vrroom 24Whitlam, Gough 29, 30Why Records Are Kept: directions in appraisal 17Williams, Helen 141, 142, 143Williams, John 141, 142, 143, 144Williams, Phyllis 4–5Work for the Dole Scheme 135Work–life balance (staff) 44Workplace Diversity Program 44–5Workplace Relations Committee 38, 44, 138year ahead, outlook for 5Your Memento (e-magazine) 32011 UNESCO/Jikji Memory of the World Prize,awarded to Archives 2, 4vehicles 46, 131View from Summit of Mount Ainslie (MarionMahony Griffin) 23Visions of Australia grant program 31volunteers 135Vrroom website 24waste disposal 46, 131water use 46, 130Glossary and indexes 163

National Archives ofAustralia addressesand contact detailsCanberraQueen Victoria TerraceParkes ACT 2600PO Box 7425Canberra Business Centre ACT 2610Tel: (02) 6212 3600Fax: (02) 6212 3999Email: archives@naa.gov.auSydney120 Miller RoadChester Hill NSW 2162Locked Bag 4Chester Hill NSW 2162Tel: (02) 9645 0100Fax: (02) 9645 0108Melbourne99 Shiel StreetNorth Melbourne Vic 3051PO Box 8005Burwood Heights Vic 3151Tel: (03) 9348 5600Fax: (03) 9348 5628Adelaide26–28 Leigh StreetAdelaide SA 5000GPO Box 9868Adelaide SA 5001Tel: (08) 8204 8787Fax: (08) 8204 8793Brisbane16 Corporate DriveCannon Hill Qld 4170PO Box 552Cannon Hill Qld 4170Tel: (07) 3249 4226Fax: (07) 3399 6589Perth384 Berwick StreetEast Victoria Park WA 6101PO Box 1144East Victoria Park WA 6981Tel: (08) 9470 7500Fax: (08) 9470 2787DarwinKelsey CrescentMillner NT 0810PO Box 24Nightcliff NT 0814Tel: (08) 8985 0300Fax: (08) 8985 0399Hobart85 Macquarie StreetHobart Tas 7000GPO Box 309Hobart Tas 7001Tel: (03) 6230 6111Fax: (03) 6230 6134National Reference ServicePO Box 7425Canberra Business Centre ACT 2610Tel: 1300 886 881Fax: 1300 886 882Email: ref@naa.gov.auNational Copying ServicePO Box 7425Canberra Business Centre ACT 2610Tel: 1300 886 881Fax: 1300 886 882Email: servicerecords@naa.gov.auCopyright permissionsEmail: copyright@naa.gov.au164 Annual Reports 2010–11