Australian Museum

Corporate restructures within the Australian Museum saw the records management function transferred to the Governance and Compliance team in Corporate Services. The transfer of the function saw a split in responsibility over the governance of records management functions and processes, and the governance of the Museums archives.

Client

Australian Museum

Industry

Government

Service

Information Management Strategic Reviews, Records and Information Management Frameworks

Context

The Museum implemented Content Manager as the corporate recordkeeping system. This system provides recordkeeping controls over the Museums digital records including those that are identified as State Archives. The splitting of the functional responsibilities for records management and archives management has implications for the management of records into the future, and the Museums continued compliance with NSW Government recordkeeping requirements and standards, for example:

• Issues around ownership and access

• Ensuring the records management program continues to meet records management standards.

• Responsibilities for recordkeeping activities such as disposal processes

• Preservation of archival records

In addition to above, Content Manager also had outdated retention and disposal schedules implemented, hampering ability to sentence and dispose of records in line with current retention schedules. To support development of a sound approach to organisational changes and Content Manager reliability, the Museum engaged the services of RKIC to:

• Provide strategic advice and a report regarding the administrative separation of responsibility for the records management and archives functions, including required policy and guidelines, and system changes.

• Implementing updated retention and disposal schedules in Content Manager, and applying updated disposal classes to records

• Provide a report on disposal review and recommendations to support disposal of records.

Project Objectives were:

Define approach for management of administrative split for governance of records management and archives functions.
Ensure currency of retention and disposal controls in Content Manager

Our Role

Provide a strategic report relating to implications of administrative split and required actions to manage the separation of duties and collections.
Implement updated retention and disposal schedules in Content Manager.
Assign updated disposal classes to Content Manager records.

Client Outcomes

Clearly defined roles and responsibilities for governance of records management and archives functions
Identification of ownership of records across both the corporate records management and archives functions
Ability to sentence and dispose of records housed in Content Manager in line with current retention and disposal schedules

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Australian Museum

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