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GRS Annual Report 2018

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GRS Annual Report 2018 Government Records Service Annual Report 20 1 8 d Contents Contents ................................................................................................................................ 2 Message from Government Records Service Director ............................................................ 3 About Government Records Service ...................................................................................... 6 Our Vision, Mission and Values ..................................................................................... 7 Our Organisational Structure ........................................................................................8 Our Staff........................................................................................................................ 13 Our Facilities ................................................................................................................ 14 Our Performance Pledges and Indicators ................................................................... 16 The Records Management Regime in the Government .......................................................... 18 Obligations and Responsibilities .................................................................................. 19 Recordkeeping Requirements ...................................................................................... 19 Public Access ................................................................................................................. 22 Compliance and Enforcement ...................................................................................... 23 Training ........................................................................................................................ 23 What’s Next ................................................................................................................... 24 Documentary Heritage of Hong Kong .................................................................................. 25 Records Appraisal and Acquisition of Archival Records ............................................ 26 Archival Stock .............................................................................................................. 28 Records Open to Public Access ..................................................................................... 29 Access to Records .......................................................................................................... 34 Programme / Project Highlights ................................................................................. 36 Management of Archival Records ........................................................................................ 39 Preservation and Conservation .................................................................................. 40 Digitisation of Archival Records .................................................................................. 42 Digital Archive .............................................................................................................. 43 Management of Government Records .................................................................................. 44 Records Scheduling and Disposal ................................................................................ 45 Records Management Review ...................................................................................... 46 Training and Advisory Services ................................................................................... 47 Publications and Guidelines ........................................................................................ 48 Intermediate Storage of Inactive Records .................................................................. 48 Electronic Records Management ................................................................................. 49 Reaching Out ....................................................................................................................... 50 Support to Public Organisations .................................................................................. 51 Communications with Archives Profession ................................................................. 52 Environmental Report .......................................................................................................... 55 Environmental Objectives and Green Measures ......................................................... 56 Energy-cum-carbon Management .............................................................................. 58 Abbreviations ...................................................................................................................... 59 Annex ................................................................................................................................... 61 2 Message from Government Records Service Director Message from Government Records Service Director “Image of the Month (March 2018)”: Nowadays, many families in Hong Kong have TV sets at home. But in the 1960s, it was a luxury item. At that time, a small TV set placed in Victoria Park for all to watch could already attract a large crowd. (Reference No: HKRS365-1-247-2) 3 Message from Government Records Service Director I am very pleased to present to you the study on archives law and give suggestions on 2018 Annual Report of the Government Records further enhancement of the records management Service (GRS), which is the first annual report practices in B/Ds. after I took up the office of GRS Director in January 2019. Apart from the above, GRS has been striving to improve in its service to the public and support The Year 2018 was a major milestone in the for the B/Ds over the past years. Here are the development of the records and archives major achievements we accomplished in 2018. management regime in Hong Kong. The Chief Executive, in her Policy Address of October 2018, In February, we launched the thematic exhibition reiterated that the current-term Government “Tracking Winds and Clouds: A Century of attached importance to the integrity of Archived Stories of the Observatory” in government records and held a positive view cooperation with the Hong Kong Observatory. towards the enactment of an archives law. The More than 40 pieces of archival holdings were Law Reform Commission (LRC) of Hong Kong, at displayed at our Exhibition Hall. Under this the same time, has completed its study on the theme, we also launched roving exhibitions at existing records management system and relevant four public libraries and a thematic web page on laws of other jurisdictions, and conducted a public our website. consultation from 6 December 2018 to 5 March 2019, with an aim to consulting the public as to In March, we revamped a number of records whether reform of the current public records management publications covering a wide range management regime is needed, and if so, what of topics, including file management, subject kind of reform is to be preferred. filing, microfilming services and guidelines cum checklists for proper records management Pending the final recommendations of LRC after practices. Through updating them with the latest the public consultation, the Government requirements and practices, these publications continues to work incessantly in improving the could serve as a set of more comprehensive, present records and archives management work. practical and user-friendly guidelines for B/Ds. To get better prepared for the forthcoming challenges, GRS has implemented a number of In April, we organised the first workshop under a initiatives and formulated plans to help bureaux more structured Train-the-Trainer programme and departments (B/Ds). Internally, GRS has for the potential trainers of B/Ds. Thereafter, made a reorganisation plan in 2018, which was more officers and managers will be able to help effected on 2 January 2019, to set up a dedicated promote good records management practices and team, namely the Legislation and Planning Office train the staff in their day-to-day work. to support and follow up the work relating to the study of archives law as well as to conduct In September, we launched the first online research and planning on records and archives training package, namely “Online Self-learning management. Work plans were started to be and Training on Records Management” for drawn up in 2018 to implement the measures government staff to acquire knowledge and obtain under the Chief Executive’s Policy Address in tips about good records management practices respect of formulating a more comprehensive anywhere and anytime. records management training plan for B/Ds, providing more professional training programmes In December, we launched the new Online for staff of GRS, reviewing the implementation Catalogue of Public Record Office holdings known progress of electronic recordkeeping systems as @PRO to replace the Integrated Information (ERKSs), etc. Externally, the Administration Access System. By streamlining the archives Wing and GRS have been organising a number of management workflow and providing more briefings for senior management as well as staff of functionalities, @PRO is able to enhance user different B/Ds, grades and ranks and to keep experience in searching our archival holdings. them abreast of the latest development of LRC’s 4 Throughout the year, GRS received delegations from overseas archives and visited both local and overseas archival institutions to foster a closer partnership
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