National Archives of Australia - Annual reports

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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
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National Archivesof Australiaand Na
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Our reference: 2011/747The Hon Bren
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Appendixes 109Appendix A Resources
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The Mayor of CheongjuCity, Beum-deu
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International recognitionIn May 201
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New map and plan cabinets,Mitchell
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Governance andorganisational struct
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Assistant Director-General, Nationa
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Report on performanceThis report on
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This advice includes links to other
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which sets out the descriptive and
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Outcome 2Greater understanding ofou
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Table 6: Records transferred to the
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Each year, the Archives reviews its
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in information and education activi
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ecords and the agencies that create
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Table 18: Internal reconsideration
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or participated in a related worksh
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Release of Cabinet recordsOn 1 Janu
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Access service standardsThe Archive
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Management and accountabilityState
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Holly Schutle and Marcus HaymanSecu
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Privacy CommissionerThe Privacy Com
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Table 20: Classification and gender
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• reflecting Australia’s cultur
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with emphasis on assets that suppor
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Total income decreased by $11.923 m
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Financial statements andsupporting
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Financial statements 53
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STATEMENT OF COMPREHENSIVE INCOMEfo
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STATEMENT OF CHANGES IN EQUITYfor t
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SCHEDULE OF COMMITMENTSas at 30 Jun
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SCHEDULE OF ASSET ADDITIONSfor the
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SCHEDULE OF ADMINISTERED ITEMS2011
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Note 1: Summary of Significant Acco
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Interest revenue is recognised usin
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The Archives makes employer contrib
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1.15 Property, Plant and EquipmentA
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1.17 InventoriesInventories held fo
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2011 2010$'000$'000Note 3D: Depreci
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Note 5: Financial Assets2011 2010$'
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Note 6: Non-Financial Assets2011 20
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Note 6B (Cont'd): Reconciliation of
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Note 6D: Reconciliation of the Open
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2011 2010$'000$'000Note 6E: Invento
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Note 8: Provisions2011 2010$'000$'0
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Note 10: Contingent Liabilities and
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Note 11B: Average Annual Remunerati
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Note 13: Financial Instruments2011
Page 103 and 104: Ageing of financial assets that wer
Page 105 and 106: Notes to the Schedule of Administer
Page 107 and 108: Appropriation ActAnnualAppropriatio
Page 109 and 110: Note 16: Special AccountsThe Nation
Page 111 and 112: Note 18: Reporting of OutcomesThe A
Page 113 and 114: Departmental Assets:Outcome 1 Outco
Page 115 and 116: A retrieved card is scannedby a Len
Page 117 and 118: Appendix AResources allocated to th
Page 119 and 120: Appendix BRecords authorities issue
Page 121 and 122: Records and Information ManagementP
Page 123 and 124: Appendix DSelected records transfer
Page 125 and 126: Personal records transferred to the
Page 127 and 128: Table 32: A selection of records de
Page 129 and 130: Appendix EExhibitions programTempor
Page 131 and 132: Appendix FPublications programBooks
Page 133 and 134: Appendix HFreedom of informationMos
Page 135 and 136: The National Archives Northern Terr
Page 137 and 138: Table 39: Solar energy generated an
Page 139 and 140: Appendix JConsultancies, advertisin
Page 141 and 142: Advertising and marketresearch amou
Page 143 and 144: Appendix LRepresentation on profess
Page 145 and 146: Appendix MOccupational health and s
Page 147 and 148: The South AustralianArchives Centre
Page 149 and 150: Absent: Mr DavidIrvine AOTrudie Har
Page 151 and 152: National Archives of AustraliaAdvis
Page 156 and 157: Shortened formsAGLSAPSCAARAEDRMSELF
Page 158 and 159: DescriptionManagement and accountab
Page 160 and 161: List of figures and tablesFiguresFi
Page 162 and 163: IndexAboriginal Advisory Group, Vic
Page 164 and 165: Craven, Greg 31CSIROaudiovisual rec
Page 166 and 167: Indigenous AustraliansArchives empl
Page 168 and 169: Pacific Regional Branch of the Inte
Page 170 and 171: storage of records 5, 21-2storage r
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National Archives of Australia - Annual reports

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