Records Management Policy

Purpose. This policy sets out how the department creates, captures, classifies, keeps and disposes of records so that it meets the Public Records Act 1973 and can account for every decision.

1.Purpose

A public record is any document created or received in the course of the department's business. Complete and reliable records let the department show why a grant was approved, why a provider was sanctioned or what advice was given to the Minister. Records are also the evidence relied on by auditors, courts, the Ombudsman and freedom of information applicants.

2.Creating and capturing records

Employees must create a record of every decision, approval, meeting with an external party and significant conversation, and must capture it in the approved records system on the day. Emails that document business must be saved to the file, not left in mailboxes. Text messages and chat about business decisions must be summarised into a file note.

3.Classification and file structure

Records must be filed against the correct function and activity in the business classification scheme, with a title that describes the content, and must carry the security classification required by the protective security framework. Grant, contract, compliance and ministerial files each have a standard structure that must be followed.

• Use the standard file titles for grants, contracts, cases and briefs
• Apply the security classification before saving
• Record the author, date and version on every document
• Link related records across systems by reference number

4.Retention and disposal

Records must be kept for the period in the retention and disposal authority issued by the Public Record Office Victoria and must not be destroyed without authorised disposal. Grant and contract records are kept for at least seven years after the agreement ends, compliance and investigation files for fifteen years, and ministerial records permanently.

5.Access and security

Access to records is controlled by role and by security classification. Employees must not remove records from approved systems, must not store business records on personal devices and must report lost or damaged records to the records manager on the day.

6.Responsibilities

The records manager in Corporate Services maintains the classification scheme, trains staff and audits compliance. Managers must ensure their teams keep complete records. Every employee is responsible for the records they create and receive.