National Archives of Australia - Annual reports

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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
Page 2 and 3: National Archivesof Australiaand Na
Page 4: Our reference: 2011/747The Hon Bren
Page 7 and 8: Appendixes 109Appendix A Resources
Page 9 and 10: The Mayor of CheongjuCity, Beum-deu
Page 11 and 12: International recognitionIn May 201
Page 13 and 14: New map and plan cabinets,Mitchell
Page 15: Governance andorganisational struct
Page 18 and 19: Assistant Director-General, Nationa
Page 20 and 21: Report on performanceThis report on
Page 22 and 23: This advice includes links to other
Page 24 and 25: which sets out the descriptive and
Page 28 and 29: Table 6: Records transferred to the
Page 30 and 31: Each year, the Archives reviews its
Page 32 and 33: in information and education activi
Page 34 and 35: ecords and the agencies that create
Page 36 and 37: Table 18: Internal reconsideration
Page 38 and 39: or participated in a related worksh
Page 40 and 41: Release of Cabinet recordsOn 1 Janu
Page 42 and 43: Access service standardsThe Archive
Page 44 and 45: Management and accountabilityState
Page 46 and 47: Holly Schutle and Marcus HaymanSecu
Page 48 and 49: Privacy CommissionerThe Privacy Com
Page 50 and 51: Table 20: Classification and gender
Page 52 and 53: • reflecting Australia’s cultur
Page 54 and 55: with emphasis on assets that suppor
Page 56 and 57: Total income decreased by $11.923 m
Page 58 and 59: Financial statements andsupporting
Page 60 and 61: Financial statements 53
Page 62 and 63: STATEMENT OF COMPREHENSIVE INCOMEfo
Page 64 and 65: STATEMENT OF CHANGES IN EQUITYfor t
Page 66 and 67: SCHEDULE OF COMMITMENTSas at 30 Jun
Page 68 and 69: SCHEDULE OF ASSET ADDITIONSfor the
Page 70 and 71: SCHEDULE OF ADMINISTERED ITEMS2011
Page 72 and 73: Note 1: Summary of Significant Acco
Page 74 and 75: Interest revenue is recognised usin
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The Archives makes employer contrib
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1.15 Property, Plant and EquipmentA
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1.17 InventoriesInventories held fo
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2011 2010$'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
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Ageing of financial assets that wer
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Notes to the Schedule of Administer
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Appropriation ActAnnualAppropriatio
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Note 16: Special AccountsThe Nation
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Note 18: Reporting of OutcomesThe A
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Departmental Assets:Outcome 1 Outco
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A retrieved card is scannedby a Len
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Appendix AResources allocated to th
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Appendix BRecords authorities issue
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Records and Information ManagementP
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Appendix DSelected records transfer
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Personal records transferred to the
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Table 32: A selection of records de
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Appendix EExhibitions programTempor
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Appendix FPublications programBooks
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Appendix HFreedom of informationMos
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The National Archives Northern Terr
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Table 39: Solar energy generated an
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Appendix JConsultancies, advertisin
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Advertising and marketresearch amou
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Appendix LRepresentation on profess
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Appendix MOccupational health and s
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The South AustralianArchives Centre
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Absent: Mr DavidIrvine AOTrudie Har
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National Archives of AustraliaAdvis
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Glossary and indexesGlossaryAccessA
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Shortened formsAGLSAPSCAARAEDRMSELF
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DescriptionManagement and accountab
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List of figures and tablesFiguresFi
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IndexAboriginal Advisory Group, Vic
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Craven, Greg 31CSIROaudiovisual rec
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Indigenous AustraliansArchives empl
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Pacific Regional Branch of the Inte
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storage of records 5, 21-2storage r
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National Archives of Australia - Annual reports

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