Annual Report 2008-2009 - Department of Transport

Requirement 3:
The efficiency and effectiveness of the recordkeeping
training program is reviewed from time-to-time.
The online Recordkeeping Awareness Training was made mandatory for all
staff in 2008. Training assessment is integrated into the package and feedback
from staff who have completed the course is reviewed and responded to.
For Department-specific information regarding processes, staff are referred
to the Intranet. Content is reviewed periodically to ensure it reflects current
operational and administrative practices and processes.
A comprehensive training package in the use of the Objective Electronic
Document and Records Management System is available and all staff must
attend 3.5 hours of hands-on training in document management and a 1.5
hour presentation on email management. Follow-up assistance is through
a roaming training and support officer. There is additional training available
in searching and security and quick reference guides available through the
intranet to assist staff.
Requirement 4:
The organisation’s induction program addresses employee
roles and responsibilities in regard to their compliance with
the organisation’s recordkeeping plan.
A presentation on recordkeeping is included in the Department’s induction
program, which advises employees of their roles and responsibilities in
creating, managing and maintaining government records. All new staff are
expected to complete the online Recordkeeping Awareness Training which
covers roles and responsibilities in regard to recordkeeping and compliance
with the Recordkeeping Plan. Additionally, there is a brochure available on
Recordkeeping: Your Responsibilities included in a series of information
brochures designed to assist staff in dealing with different aspects of
recordkeeping. New staff are also required to undertake training in the use
of the Objective Electronic Document and Records Management System.
Disclosures and Legal Compliance
Information systems
As part of its responsibilities under the State Records Act, the Department
has transferred data held on its three legacy recordkeeping systems to its
new Electronic Document and Records Management System (EDRMS).
The EDRMS allows the Agency to deal with digital as well as paper records
within an integrated environment. Rollout of the system to all staff is near
to completion.
Reconciliation Action Plan
In September 2008, the Department established a Reconciliation Action
Plan (RAP) Working Group to lead the development and deployment of the
Department’s first RAP.
The RAP Working Group developed the RAP in consultation with staff across
all areas of the Department and identified reconciliation initiatives in line
with the key RAP elements:
• relationships;
• respect; and
• opportunities.
The plan includes initiatives that are unique to the Department’s business
and services and the Aboriginal and Torres Strait Islander people who
access those services. The RAP also focuses on increasing employment
opportunities for Aboriginal and Torres Strait Islander people in the
Department and raising awareness of cultural diversity. The RAP was
approved by Reconciliation Australia in January 2009 and officially launched
by the Department in March 2009.
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