Queensland State Archives

Annual Report 2009–10

PAGE 1 The Hon Robert Schwarten MP at the media release of the 1979 Queensland Cabinet Minutes, December 2009

The Honourable Robert Schwarten MP Minister for Public Works and Information and Communication Technology Level 7, 80 George Street Brisbane Qld 4000

28 September 2010

Dear Minister

I am pleased to submit Queensland State Archives’ Annual Report on the administration of the Public Records Act 2002 for the financial year ended 30 June 2010. This document is the eighth Annual Report presented to Parliament in accordance with the Act.

Yours sincerely The cover illustration features two of the convict records held at Queensland State Archives entered onto the UNESCO Australian Memory of the World Register in 2009. Left: Extract from Plan of Female Factory, Brisbane Town, Ms Janet Prowse Moreton Bay, 1837 Executive Director & State Archivist Queensland State Archives, Queensland State Archives Digital Image ID 5236 Right: Extract from Layout of Brisbane Town, Moreton Bay, 20 September 1839 An Annual Report of the State Archivist of Queensland as required under section 56 Queensland State Archives, Digital Image ID 5211 of the Public Records Act 2002.

PAGE 2 Contents

5 About us 6 Highlights 8 Outcomes and achievements 11 Future directions 13 Status of government recordkeeping 17 The Public Records Review Committee 19 Corporate profile 20 Appendices Appendix 1 Queensland State Archives' organisational structure Department of Public Works' organisational structure

Appendix 2 Public Records Review Committee members

PAGE 3 The year 2010 marks the 75th anniversary of the commencement of the construction of Brisbane's iconic Story Bridge. This image from the collection held at Queensland State Archives shows a bridge inspector preparing to inspect the Story Bridge's foundation for the eastern cylinder of Pier 26, 29 April 1936 Queensland State Archives, Digital Image ID 3657

PAGE 4 About us

Queensland State Archives is the custodian of the largest and most significant documentary heritage collection in Queensland. It manages, preserves and facilitates public access to the state’s permanent archival public records.

Above: Queensland State Archives celebrated its 50th anniversary in November 2009

As the lead agency for recordkeeping, Functions Department of Public Works’ Queensland State Archives is also Under sections 24 and 25 of the Public values responsible for the development and Records Act 2002, Queensland State The Department of Public Works’ REFLECT implementation of a whole-of- Archives has a range of functions and philosophy stipulates the behaviour Government recordkeeping policy powers, including the ability to: sought from all levels of the organisation. framework. The framework ensures • issue standards regulating the a consistent approach to the creation, Respect for each other, our clients, the creation, management, disposal, management, disposal, storage, diversity of skills in the workforce and storage and preservation of preservation and retrieval of diverse cultural backgrounds government information. government records • conduct research and provide advice Efficiency in the way business is Queensland State Archives is part of to public authorities about the conducted and in dealing with clients the Information and Communication making, managing and preserving Technology Division within the Flexibility in working arrangements, of public records Department of Public Works. dealing with clients and dealing • issue policies, standards and with problems guidelines to achieve compliance with Our vision the legislative policy frameworks for Leadership that provides clear Connecting people to the recorded best-practice records management organisational strategic direction; that memory of government. • ensure the archival collection is encourages teamwork to achieve the accessible to government and the strategic direction; that is visible and Our mission people of Queensland consistent; that leads by example; and To provide leadership in the • identify and preserve public records that allows management and employees management of public records for of permanent value as the state’s to be partners present and future generations. archives Encouragement in career progression, • provide climate-controlled storage in personal development and in thinking Our values facilities for permanent archival of innovative ways of doing business Queensland State Archives commits to records. Communication that is open, consistent the following values: and two-way • our connection with the recorded Trust between management and memory of government employees, and between the • the democratic right to access department and its clients. government information • professional integrity • collaboration, co-operation and mutual support.

PAGE 5 Highlights

'Top 150: Documenting Queensland' and 'Queensland Firsts' at Cobb & Co. Museum, Toowoomba

Bustard Head Lighthouse plans To mark Queensland's 150th anniversary, the National Archives of Australia presented Queensland with a framed copy of plans for the building of the historic Bustard Head Lighthouse near the Town of 1770. Completed in 1868, the Bustard Head Lighthouse was the second The Hon Robert Schwarten MP, Minister for Public one erected on our coast, after Cape Works and Information and Communication Moreton, and the first to be built by the Technology, with Mr Robert Sharman, new government of Queensland. Queensland's first Archivist, in November 2009 Ms Natalie MacDonald, the Associate Director- General of the Department of Public Works Celebrating the state’s history Digital Content Strategy – and Mr Ross Gibbs, the Director-General of Statement of Intent the National Archives of Australia, at the More than 100 000 Queenslanders handover of the Bustard Head Lighthouse viewed Queensland State Archives’ two In February 2010 Queensland State plans in October 2009 exhibitions ‘Top 150: Documenting Archives and State Library of Queensland published Towards a Queensland Digital Queensland’ and ‘Queensland Firsts’, Australian Memory of the Content Strategy: A Statement of Intent when they toured to 32 venues around the World Register (UNESCO) state from February 2009 to April 2010. to outline the policy context within which digital content is being created, managed The significance of convict records held in The exhibitions were part of Queensland and made accessible. The statement Queensland State Archives’ collection State Archives’ events and exhibition documents the challenges and was recognised through a certificate of program which contributed to the state’s opportunities for Queensland in this inscription onto the Australian Memory Q150 celebrations, marking the 150th area and the leadership role of the State of the World Register (UNESCO). anniversary of Queensland’s separation Library of Queensland and Queensland The Australian Memory of the World from New South Wales. State Archives as custodians of the state’s Register (UNESCO) is a selective list of Queensland State Archives celebrated its largest and most significant documentary Australia's significant documentary own 50th anniversary in November 2009 heritage collections. heritage. It is maintained by the with an on-site display and a morning The Statement of Intent acknowledges Australian Memory of the World Program, tea attended by previous staff members, that fostering the creation, use and which safeguards, protects and facilitates including Queensland’s first Archivist, re-use of digital content is a critical access to and the use of documentary Mr Robert Sharman. element for achieving economic and heritage and is one of over 60 similar In addition, the Executive Director and cultural outcomes. programs worldwide. State Archivist, Ms Janet Prowse, addressed the members of the Royal Online services Historical Society of Queensland about In December 2009 Queensland State the past achievements and future direction Archives received the results of research of Queensland State Archives, to mark its into client needs and expectations 50th anniversary. regarding online service delivery. The research findings informed the Parliament House celebrated its 150th subsequent development of an Online anniversary in May 2010. To mark the Services Plan to guide work in this area event, Queensland State Archives over the next three years. displayed the historic plans and records of Parliament House. Over 2000 people Dr Jackie Huggins AM, Ms Janet Prowse Initial actions delivered under the plan and Mr Ian Cook, Deputy Chair of the include establishing mechanisms for attended a Parliament House Open Day Australian Memory of the World Committee, on 22 May, where the banners were at the UNESCO Australian Memory of the online client feedback and releasing a on display. World Register presentation in October 2009 new electronic communication bulletin.

PAGE 6 Highlights continued

In order to improve access to Queensland Industry conference State Archives’ extensive image Queensland State Archives contributed collection, a search interface Image to the 2009 joint conference of the Queensland was launched in June 2010. Australian Society of Archivists, the This interface, available through the Archives and Records Association of New Queensland State Archives’ website, will Zealand and the Pacific Regional Branch of support improved access to digitised items. the International Council on Archives, held in Brisbane from 14 to 17 October 2009. Multicultural initiatives The conference, which centred on the Supporting the Department of Public themes of memory, integrity and Harmony Day celebrations at the Queensland Works’ Multicultural Action Plan, sustainability, provided an international Russian Community Centre, March 2010 Queensland State Archives provides L–R Ms Janet Prowse, Ms Irina Bruk, Russian forum for discussions on contemporary assistance to multicultural groups by Honorary Consul and the Hon Annastacia recordkeeping, archival and information Palaszczuk, Minister for Disability Services offering guided tours of its repositories management issues. and Multicultural Affairs and presenting tailored seminars and themed displays. Queensland Government Toward Outreach services To celebrate Harmony Day in March 2010, Q2 through ICT (2009–2014) Queensland State Archives conducted a strategy Queensland State Archives continues to seminar, developed a display and held an provide community outreach programs In September 2009, the Premier launched event celebrating the contribution of the to highlight its collections and services. the Toward Q2 through ICT (2009–2014) Queensland Russian community. The event In 2009–10, 29 seminars were held in strategy, a five-year plan to support the at the Queensland Russian Community locations such as Toowoomba and Queensland Government’s vision for the Centre at Woolloongabba was hosted by Redland Bay with 917 participants. the Honourable Annastacia Palaszczuk, state. The strategy has a strong focus Minister for Disability Services and on improving the way government Initiatives for improvements in Multicultural Affairs. information is managed and accessed government recordkeeping and is a significant driver for information Other highlights included participation in Queensland State Archives continued management reforms across the sector. the National Aboriginal and Islander Day its work to improve government Observance Committee Family Day in Queensland State Archives is responsible recordkeeping. Achievements in Musgrave Park and attendance at the for two key actions under the ICT strategy: 2009–10 included: Queensland Government Multicultural • continuing to implement the Right • conducting the inaugural Festival in October 2009. to Information reforms through the Recordkeeping Baseline Survey roll-out of recordkeeping training and • developing components under the Collection management awareness programs and the ongoing recordkeeping assessment Over 1.2 linear kilometres of registers, files, implementation of the recordkeeping framework maps, plans and images were added assessment framework • launching the recordkeeping to the state’s archival collection during awareness program 2009–10. The impressive results are linked • reviewing digital archiving methods • commissioning a training needs to Queensland State Archives’ strategic across government and developing analysis and implementing transfers program, developed to coincide an approach to this issue, including recordkeeping training for public with the recently expanded archival facility. the potential for a Queensland Digital sector staff Archive. As a first step in this work, The introduction of the Right to • publishing a range of new policies Information reforms has focused Queensland State Archives released including the Custody and attention on the availability of a discussion paper in May 2010 to Ownership Guideline and the Queensland Government records and raise awareness of the importance Recordkeeping Guideline for was a contributing factor in these of this complex problem and to seek Small Public Authorities. record transfers. feedback on how Queensland public authorities are responding, or Archival staff continue to preserve and planning to respond, to the challenge. conserve selected items from the collection, and the Collections and Records Disaster Management Plan has been updated.

PAGE 7 Outcomes and achievements

Outcome: Improving the delivery of government services and information to the community In 2009–10 Queensland State Archives:

• hosted two meetings for the Public Records Review Committee to advise the Minister for Public Works and Information and Communication Technology and the State Archivist on L–R: Mr Tony Hayes, Associate Director-General, Department of Communities; Ms Janet Prowse, Executive Director and State Archivist; Ms Julie Kinross, Information Commissioner; Ms Natalie the administration and enforcement MacDonald, Associate Director-General, Department of Public Works; Dr Marianne Broadbent, of the Public Records Act 2002 Senior Partner, EWK International; Ms Margaret Allison, Public Service Commission Chief Executive and Mr Mal Grierson, Director-General, Department of Public Works at the Information • issued, with the State Library of Management for the Non-Information Management Executive briefing Queensland, Towards a Queensland Digital Content Strategy: A Statement • developed a guideline for public • issued eight comprehensive or partial of Intent for Queensland that authorities titled Digital Rights retention and disposal schedules establishes the policy context Management Technologies and Public for the Department of Environment within which digital content is Records to provide advice on the and Resource Management, the being created, managed and used recordkeeping implications of digital Prostitution Licensing Authority, the • issued the inaugural Recordkeeping rights management technology Land Court, the Electoral Commission Baseline Survey under the new of Queensland, the university sector, • developed a Recordkeeping Guideline recordkeeping assessment program the Department of Employment, for Small Public Authorities to assist and published the findings of the Economic Development and staff in certain public authorities to survey Innovation, Queensland University understand and implement basic of Technology and Queensland • revised and reissued the Digitisation recordkeeping practices and to meet State Archives Disposal Policy, with the addition of their obligations under the Public a toolkit of resources to assist public Records Act 2002 • provided advice on contemporary authorities with implementation recordkeeping issues to public • contributed to leading information authorities, including local • approved General Retention and management forums, including the governments and government-owned Disposal Schedule for Original Paper Australasian Digital Recordkeeping corporations, through presentations Records that have been Digitised Initiative, to consider the challenges at six Records Management associated with the long-term • developed a Custody and Ownership Association of Australasia events preservation of electronic records Guideline to provide advice on the • provided advice on recordkeeping and responsibility for managing public • organised three recordkeepers’ information management issues in records during outsourcing, shared forums, two in Brisbane and one response to 1078 specific enquiries service arrangements, privatisations in Townsville, with a total of 348 from public authorities and public-private partnerships representatives from 127 agencies, on a range of strategic issues including • conducted information management Government 2.0, recordkeeping training for senior executives implications of the Right to Information reforms and web content management

PAGE 8 Outcomes and achievements continued

– four information governance Outcome: Providing the masterclasses for senior community with access to executives, with 83 representatives from 53 public authorities the state’s historical and – training materials, including cultural records presentation and speaking notes for customisation and use within public In 2009–10 Queensland State Archives: authorities • toured two exhibitions, 'Top 150: • published new and updated public Documenting Queensland' and records briefs under the following 'Queensland Firsts', to 32 venues titles: throughout Queensland to Researcher Mr Chris Salisbury studies celebrate the 150th anniversary of the 1979 Queensland Cabinet Minutes – Custody and Ownership of Public Records and Information Asset Queensland’s separation from Custodianship New South Wales. The exhibitions • delivered a recordkeeping seminar – Managing Public Records during were viewed by more than 100 000 series in Brisbane, Cairns, Mt Isa, Privatisation Queenslanders. Townsville, Maroochydore, – Managing Public Records during • received recognition of the value Rockhampton, Longreach and Outsourcing of Queensland convict records Toowoomba to raise awareness of – Custody and Ownership through their inscription on the recordkeeping requirements and Guideline – an Overview Australian Memory of the World to assist attendees to advocate for – Digital Rights Management Register UNESCO recordkeeping best practice in their Technologies and Public Records • publicly released the 1979 Cabinet agencies, with 257 participants from Guideline – an Overview Minutes on 1 January 2010 99 public authorities – Information Privacy and the • continued the implementation of management of public records • provided public access to 21 764 the recordkeeping awareness – Revised Recordkeeping Information public records for 7050 clients in the program through the distribution Standards Public Search Room at Queensland of promotional material – Machinery-of-Government changes State Archives in Runcorn, Brisbane and the management of public • rolled out a recordkeeping training • answered 19 120 reference enquiries records program including: in the Public Search Room – Right to Information Act 2009 and – two online training modules the management of public records • responded to 5126 written and – 18 facilitator-led training courses – Developing a Recordkeeping Policy. telephone reference queries state-wide, covering the development and implementation • recorded 7.64 million hits from of retention and disposal schedules 458 850 unique visitors to the and disaster preparedness, with Queensland State Archives’ website 185 participants from 124 public • received 76 transfers of public authorities records measuring 1259 linear metres, including records from the Department of Education and Training, the Public Trustee of Queensland, the Supreme Court and the Port of Brisbane Authority

Senior Archivist, Mrs Jane Wassell, addresses an audience at the Redlands Museum in July 2009 to celebrate Queensland's 150th birthday

PAGE 9 Outcomes and achievements continued

• launched online indexes to: • participated in Heritage Week • provided copies of 37 662 pages of – Wills 1901–1920 celebrations in May 2010 public records to clients – Prisoners who were held at • hosted a booth and presented a • registered and described 1114 series St Helena Penal Establishment seminar at the Local and Family of public records, including new series 1863–1900 History Fair in May 2010 and updates to existing series – Nominated Immigrants 1908–1922 – The Assistant Immigration • participated in Queensland Week • added over 133 209 item Agent, Maryborough 1875–1907 celebrations with a seminar and an descriptions to the Archives One – Chronological Register of Convicts online ‘Daily dose of history’ catalogue, including new items and 1824–1839 promotion in June 2010 revisions of existing descriptions – Brisbane Hospital Registers of • sponsored the annual Queensland • applied preservation treatments to Deaths and Special Removals Day Dinner of the Royal Historical 1961 items including maps, plans, 1899–1913 Society of Queensland in June 2010 Births, Deaths and Marriage registers, – Brisbane Hospital Admission • presented 29 seminars on collections Lands files and items required for Registers 1872–1887 and services with a total of 917 exhibitions • produced a monthly online bulletin to participants, including two joint • microfilmed 151 835 pages of public provide information on public events seminars in conjunction with the records and collection updates to email State Library of Queensland and the • digitised 71 308 public records subscribers National Archives of Australia, • introduced Image Queensland, an Brisbane Office • hosted visits by archival representatives from China online interface for digitised images, • provided 32 tours of Queensland State and Vanuatu in June 2010 Archives’ facilities to visitors from • participated in the National Aboriginal local and family history groups, • recognised the contributions of and Islander Day Observance schools, public authorities, 15 volunteers at Queensland State Committee (NAIDOC) Day in July community organisations and the Archives. In 2009–10 the volunteers 2009 to provide information on general public reached a milestone of creating 500 000 searchable entries for public records relating to Indigenous • presented papers at the Australian online indexes. Queenslanders Society of Archivists’ conference • hosted a stall at the Queensland in Brisbane October 2009 and Government’s Multicultural Festival in other forums October 2009

• celebrated the role of Russian immigrants in the history of Queensland with a Harmony Day seminar and an event with the Russian community in March 2010, featuring a portable display of public archival records from the collection and provided the display for Russian National Day celebrations in Canberra in June 2010

• celebrated the 150th anniversary of Parliament with a display at the Parliament House Open Day in May 2010

Queensland State Archives hosted a delegation from Shanghai in December 2009

PAGE 10 Future directions

Strategic disposal framework The inaugural Recordkeeping Baseline Survey of public authorities revealed many agencies are experiencing challenges in ensuring comprehensive programs are in place to regulate the retention and disposal of the public records throughout their enterprises. In 2011, Queensland State Archives will develop a strategic disposal framework to assist public authorities to comply with Information Standard 31: Retention and Disposal of Public Records. The framework will provide further clarity around the legislative and policy requirements in this area.

Queensland State Archives will release Principal Research Analysts, Ms Anna Morris and Ms Rowena Loo, review the digital archiving a disposal freeze policy in late 2010 to methods of government outline for chief executives the conditions under which the State Archivist Developing an approach will survey public authorities in 2010–11 may issue a freeze upon an existing to digital archiving on their current approaches and plans disposal decision for certain public in this area. A report on the findings, to records. In Australia, disposal freezes Governments are increasingly conducting be available in early 2011, will be used to have generally been initiated by archival business in the electronic environment, inform a whole-of-Government research authorities in circumstances where an using new technologies to improve service and development program and to identify event has generated substantial public delivery. As a result, the volume and options for suitable ways forward. In 2011, interest or the threat of legal action is complexity of the electronic information Queensland State Archives hopes to raise pending. The documented policy will be being created, received, managed and further awareness about the complex the first of its kind in Australia and may accessed is increasing exponentially. problem of digital preservation, which be considered for endorsement by the The roll-out of the National Broadband is not simply a technology issue but has Council of Australasian Archives and Network will also see an increased push wider business, policy and economic Records Authorities as a model for for electronic content. A key information impacts for the state. possible use in other jurisdictions. management challenge facing governments in the digital age is the Further advice will also be developed on long-term management and preservation issues associated with machinery-of- of electronic information assets to Government changes, to clarify support organisational sustainability, recordkeeping priorities and compliance accountability and decision-making requirements during such scenarios. effectiveness.

The Toward Q2 through ICT (2009–2014) strategy requires Queensland State Archives to review digital archiving methods across the Queensland Government and develop an approach to this issue, including the potential for a Ms Katherine Brennan, Manager Business future digital archive. In accordance with Services and Planning with Mrs Lisa Shultz, this mandate, Queensland State Archives Senior Project Officer June 2010

PAGE 11 Future directions continued

Right to Information reforms Online service delivery

In 2010–11, Queensland State Archives Improving online service delivery is a will continue to play an important role in priority for Queensland State Archives, supporting the Queensland Government’s in order to meet growing public demand Right to Information reforms and in for digital content and online services. promoting open and accountable Effective and innovative modes of delivery government. Queensland State Archives will be investigated and suitable public will support the Right to Information Day records will be identified for conversion in September 2010, an initiative of the into digital formats. Underpinning the Office of the Information Commissioner. work in this area will be a review of the Also supported by the Department of the supporting ICT infrastructure and the Premier and Cabinet and the Department Mr Lauri Korhonen, Reprography Supervisor, Queensland State Archives' website. digitising records May 2010 of Justice and Attorney-General, the Other planned initiatives include improved initiative includes the annual Solomon searching of the online indexes to the Lecture, followed by a national forum Digital content strategy archival collection, and providing to discuss significant information Following the release of Toward a online access to the popular immigration management and access issues. Queensland Digital Content Strategy: registers. In 2010–11, Queensland State Queensland State Archives will continue A Statement of Intent in February 2010, Archives will undertake a survey of its to deliver initiatives under its successful Queensland State Archives and the State clients to gauge their satisfaction with recordkeeping awareness and training Library of Queensland are seeking to current services and to determine any programs to reinforce the importance develop a supporting joint Digital Content areas of service delivery improvement. of sound recordkeeping practices. Action Plan. As custodians of the largest A recordkeeping 'road map' and maturity and most significant documentary model will be released under the heritage collections in the state, the recordkeeping assessment framework, two organisations are committed to assist public authorities with their to publishing more archival and compliance efforts. The 'road map' will cultural material to meet the growing provide a methodology for public public demand for online access to authorities to identify current levels of digital content. recordkeeping maturity and to set targets for future performance, relevant to the size and complexity of the authority. Under the strategic transfers program, public authorities will be encouraged to continue to send archival records to Queensland State Archives so that these can be catalogued and made available for public access, subject to any restricted access conditions. Under the recordkeeping Ms Mariette Waters, Archivist with Archival policy program, a survey on the use of Collections, processes a transfer of records, May 2010 Web 2.0 in government will be used to inform the development of subsequent recordkeeping advice in this area.

PAGE 12 Status of government recordkeeping

Right to Information reforms the above program of work to support To support the Right to Information their compliance endeavours, a continued reforms, in 2009–10 Queensland State investment and commitment is needed in Archives undertook an extensive program order to translate increased awareness of work covering four areas: into sustainable best practice. • revised Information Standard 40: Inaugural Recordkeeping Recordkeeping and Information Baseline Survey Standard 31: Retention and Disposal In 2009 Queensland State Archives issued of Public Records to clarify the the inaugural Recordkeeping Baseline minimum compliance requirements Survey to formally measure compliance, and to ensure the standards’ with the minimum requirements of the alignment to wider information revised Information Standard 40: Record- Ms Louise Howard, Policy Officer, Ms Elizabeth management reforms keeping and Information Standard 31: O'Brien, Principal Policy Officer and Ms Karen Morris, Manager Policy and Research • developed a recordkeeping Retention and Disposal of Public Records. assessment framework, including The survey was issued to 243 public a baseline survey to measure Overview authorities responsible for managing recordkeeping compliance Under section 56 of the Public Records their own records and those of other • undertook recordkeeping training Act 2002 (the Act), Queensland State entities. The survey enabled public programs to enhance capability, and Archives is required to report annually on authorities to self-assess compliance levels and to identify areas requiring the status of government recordkeeping. • introduced recordkeeping awareness improvements. Some 600 public authorities are covered programs to highlight the value of by the Act, including state government good recordkeeping. A total of 132 public authorities responded departments, local governments, to the survey, giving a response rate of The implementation of Right to government-owned corporations, 54.3 per cent. The full results are available Information reforms across the sector statutory entities and universities. on Queensland State Archives’ website. has served to keep recordkeeping and In order to track recordkeeping information management issues in For the purpose of analysis, the developments in public authorities, the spotlight. While many public respondents were grouped by sector. Queensland State Archives conducts authorities in general have embraced The response rate by each government research, undertakes surveys and sector is shown in Figure 1. consultation, holds forums, monitors annual reports and reviews the public reports of a range of public sector Local Government agencies for recordkeeping issues, Boards including the Queensland Audit Office, Executive Government the Crime and Misconduct Commission Queensland Government Bodies and the Queensland Ombudsman. Tertiary Institutions Government-Owned Corporations Public authorities are required to Authorities have due regard to the standards and Public authority sector Government Departments guidelines issued by the State Archivist Commissions under the Act. Government Offices Tribunals

0 10 20 30 40 50 60 70 80 Response rate

Total Agencies invited Responding Agencies

Fig 1: Public authorities by sector and response rate

PAGE 13 Status of government recordkeeping continued

In addition to these specific findings, 3. Extent of retention and disposal three key strategic issues emerged: schedule coverage The survey indicated potential 1. Impact of machinery-of-Government capacity challenges in developing and changes implementing retention and disposal In the past two years there have been schedules in accordance with the extensive machinery-of-Government requirements of Information Standard 31: changes, including the local government Retention and Disposal of Public Records. reform process, changes to state government departments, a water As shown in Figure 3, a third of responding sector restructure and reviews of public authorities indicated that they Recordkeeping strategy endorsed - 82% tribunals, boards and other bodies. do not have a retention and disposal No recordkeeping strategy - 18% The survey responses overwhelmingly schedule approved by the State indicated these changes have had a Archivist that covers all of their core Fig 2: Percentage of public authorities with substantial impact on the ability of business records. a recordkeeping strategy affected public authorities to meet the Local government authorities were among requirements of the Public Records Act some of the public authorities indicating Key findings of baseline survey 2002 and the recordkeeping Information a lack of such a schedule. However, as Analysis of the baseline survey results Standards. the Local Government Sector Retention revealed a number of findings about the 2. Challenges of enterprise-wide and Disposal Schedule is available for status of government recordkeeping. compliance use by all local government authorities, Responses to the survey indicated Many public authorities are still working this response may indicate the survey that almost all respondents met key towards ensuring the requirements of questions around Information Standard 31 recordkeeping requirements, including the recordkeeping Information Standards were unclear. documenting their business activities and are implemented across the entire having a recordkeeping strategy endorsed Another factor affecting this statistic may organisation. The survey responses by their chief executive. have been the lack of an option in the showed that, in many cases, recordkeeping survey for a public authority to indicate While this is encouraging, the ongoing tools and practices did not cover, or that a retention and disposal schedule challenge of effectively managing records were not implemented across, the whole was under development. A number of in different formats is also evident, with public authority. public authorities indicated in their many agencies still in the process of This lack of comprehensive coverage free-text responses that they were defining and implementing systematic may be connected to the machinery-of- undertaking this process. processes for creating and storing both Government changes, or may also electronic and physical records. Reflecting the lack of comprehensive highlight the time required to move retention and disposal schedule Another area of challenge identified from a development phase to full coverage in many public authorities, the was the ability to measure and monitor implementation. Differences in the survey results also showed challenges in recordkeeping within the public implementation of recordkeeping implementing records disposal practices. authority. Under the recordkeeping practices within a public authority may Through the recordkeeping training assessment framework, of which the also reflect the impact of varying program, courses have been developed baseline survey forms one component, management support across each to assist public authorities with these Queensland State Archives will continue agency’s separate business units. responsibilities. to develop advice to assist public authorities to monitor their own record- keeping performance. No retention and disposal schedule

A key tool to be developed is a Fully approved and implemented recordkeeping maturity model and Fully approved and partially implemented 'road map' for continuous improvement. Partial schedule only This tool will provide a methodology for Approved and implemented but requires review public authorities to not only identify Approved but not yet implemented Approved and implemented but under review current levels of recordkeeping but also 0 5 10 15 20 25 30 35 to set targets for future performance, Percentage of public authorities (%) relevant to their size and complexity.

Fig 3: Percentage of public authorities with an approved retention and disposal schedule

PAGE 14 Status of government recordkeeping continued

An investigation by the Queensland Audit Office of the processes in place to monitor the implementation of legislation, policy and guidelines within state government departments, including the implementation of the Public Records Act 2002, concluded that all the audited departments had a recordkeeping policy that sets out departmental objectives, key functions and staff responsibilities.

Public reports reviewed in 2009–10 showed that agencies responsible for Front Row: Miss Ruth Nitkiewicz, Senior Appraisal Archivist; Ms Sharon Mennis, Principal Appraisal Archivist; Ms Katrin Hurlimann-Graham, Senior Appraisal Archivist; Ms Ruth Dickson, Principal monitoring public authorities, such as Appraisal Archivist and Ms Josephine Horner, Manager Agency Services the Queensland Audit Office, have a Back Row: Mrs Ingrid MacDonald, Principal Appraisal Archivist; Mrs Patricia Byers, Research Officer strong awareness of the importance of and Mr Ken Toogood, Research Officer information management in supporting transparency and accountability of The Recordkeeping Baseline Survey Other commonly reported topics included business processes. will be repeated every two years, activities associated with: Also evident in reports examined allowing Queensland State Archives to • compliance with the Public Records was an increase in the implementation measure trends and improvements in Act 2002, the recordkeeping of electronic business and records recordkeeping over time. Public Information Standards and the Right management systems by public authorities are encouraged to use the to Information Act 2009 authorities. results of the survey to inform the • the development and implementation continuous improvement of their of core tools such as retention and Other findings relating to records and recordkeeping practices. disposal schedules, business information management include: classification schemes and • investigation by the Queensland Audit Annual reports thesauruses, and Office of the framework and In accordance with the Department of • strategic recordkeeping planning, systems that selected local the Premier and Cabinet’s Annual disaster preparedness and the governments have in place to Report Guidelines, agencies are required digitisation of records. administer grants and funding to community organisations, to report on their compliance with the Many public authorities outlined their individuals and local businesses. provisions of the Public Records Act 2002, recordkeeping achievements during the The investigation found Information Standard 40: Recordkeeping year and also indicated planned actions inconsistencies in frameworks, and Information Standard 31: Retention and future strategies. and Disposal of Public Records. While not particularly with regard to keeping all public authorities (for example local Recordkeeping implications records of grant funding and acquittal processes. governments) are required to comply with in other reports these particular guidelines, this reporting Queensland State Archives monitors the • an investigation into the process provides valuable information on public reports of a range of Queensland administration of a particular public recordkeeping trends in public authorities. public authorities, including the authority, which identified that poor Of the 169 annual reports examined Queensland Audit Office, the Crime management of public records was a for the 2008–09 financial year, 93 were and Misconduct Commission and the key deficiency in administrative required to comply with the guidelines Queensland Ombudsman to identify any practices for security classification and provide a report on recordkeeping. findings related to recordkeeping and and business decisions. It Of these, 72 agencies (77 per cent) information management issues. recommended adherence to included the required records Recordkeeping issues identified in these recordkeeping requirements under management information. Featuring public reports provide further information the Public Records Act 2002 would strongly among the recordkeeping on the current recordkeeping performance address these issues. priorities of many public authorities and information management practices in was a focus on the implementation of Queensland public authorities. electronic document and records management systems.

PAGE 15 Status of government recordkeeping continued

• a Crime and Misconduct Commission Retention and disposal investigation into a state of public records government review process, which The Public Records Act 2002 prohibits found the absence of formal and the disposal of public records without systematic recordkeeping processes the authorisation of the State Archivist. for some activities, exposed both Information Standard 31: Retention and public sector staff and the public Disposal of Public Records (IS31), authority to speculation and risk. administered by Queensland State In response to these findings, the Archives, assists public authorities to agency improved its recordkeeping meet their retention and disposal procedures and processes to address requirements under the Act. these issues. Specific actions Recordkeeping seminar series, Longreach included the implementation of a IS31 encourages agencies to implement April 2010 recordkeeping training strategy and systematic, transparent and regular the development of a recordkeeping disposal programs which support: Information Management Skills • the efficient delivery of government framework. Action Plan services • continuity of business processes A key deliverable under the Information • accountability Management Skills Action Plan • access to government information and 2009–2014 was the delivery of targeted • the preservation of Queensland’s information management training for cultural heritage. senior executives. Titled Information A key component of IS31 is the Management for the Non-Information requirement for all public authorities Management Executive, the briefings to have a comprehensive retention and focused on the importance of information disposal schedule which covers their management leadership and the key core business records. The coverage of information management governance administrative records is supported by the and strategic planning roles for senior General Retention and Disposal Schedule government decision-makers. for Administrative Records, which is Senior executives from 53 Queensland Mr Mal Grierson, Director-General of the applicable to all public authorities. public authorities, including state and Department of Public Works, addresses the audience at the Recordkeeping and The State Archivist approved nine local government, government-owned Information Management Forum in Brisbane retention and disposal schedules in corporations and statutory entities in September 2009 2009–10, including schedules for the attended the briefings. The briefing was Department of Environment and Resource recorded and DVDs of the recording will Management, the Electoral Commission be distributed to Queensland Government of Queensland, the Land Court and the chief executives in late 2010 to further university sector. Substantial progress build the information management was made on the development of capability of senior executives. comprehensive schedules for the Department of the Premier and Cabinet, the Department of Public Works and for the non-clinical records of Queensland Health.

Queensland State Archives continues to support agencies by providing training in the development and implementation of retention and disposal schedules.

PAGE 16 The Public Records Review Committee

The Public Records Review Committee was established in March 2003 under the Public Records Act 2002 to advise the Minister for Public Works and Information and Communication Technology and the State Archivist on the administration and enforcement of the Act.

All memberships expired in March 2009 and the committee was reconstituted on 29 September 2009. Two committee meetings were held in 2009–10 at which advice was provided on:

• the program of work being progressed by Queensland State Archives under the Queensland Government’s Toward Q2 Through ICT (2009–2014) strategy and implementation plan, particularly building a strong recordkeeping culture across government, and Mr Miguel Diaz, Chair of the Public Records determining an approach to the Review Committee long-term management and preservation of electronic In addition to its advisory role, the information assets committee also has a number of dispute • addressing the reported adverse resolution functions. If requested by a impacts on a public authority’s public authority, the committee can review strategic recordkeeping programs as decisions of the State Archivist not to a result of machinery-of-Government authorise the disposal of particular public changes records. The committee can also be • improving the management of digital asked to resolve disputes between the content across government, and State Archivist and a public authority converting more of the state’s about setting restricted access periods archival collection into digital form for records. to improve access. Since its inception in March 2003, the committee has provided advice on a wide range of recordkeeping challenges and collection management issues.

PAGE 17 Queensland Parliament celebrated its 150th anniversary in May 2010. This photo shows workers taking a break during construction of Parliament House in 1878. Charles Tiffin, Queensland's first colonial architect and the designer of Parliament House, often spoke of the advantages of trade unions. He was sympathetic to the plight of the workers and introduced a day labour system under his immediate supervision for the construction of the Parliament House buildings. Queensland State Archives Digital ID 3376

PAGE 18 Corporate profile

Queensland State Archives' staff celebrate 50 years of archives

Organisational capability Volunteers guidelines. The implementation of an Queensland State Archives works within Queensland State Archives has 15 electronic document and records an integrated planning framework to registered volunteers who support management system in the 2008–09 year ensure the government’s priorities and archival work programs, including enhanced Queensland State Archives' policies, and the department’s strategic indexing projects and basic ability to capture and manage its directions, are reflected in its corporate preservation tasks. A volunteers corporate records. governance plans and performance. policy provides guidelines for the program, which is coordinated by Workplace health and safety This is achieved through: archivist Ms Saadia Thomson-Dwyer. The Workplace Health and Safety • a clear mission for the organisation Committee meets regularly to address which delivers strategic priorities Services to Indigenous people relevant issues. • a culture which treats employees with The Communities and Personal Histories courtesy, fairness and respect Workforce management • a proactive, responsive and positive Branch of the Department of Communities In 2009–10, Queensland State Archives leadership team. operates a research service for the Indigenous community from the continued to develop and implement the Equal employment opportunity Queensland State Archives’ facility workforce plan to ensure the capability of at Runcorn. its workforce to meet its legislative roles Queensland State Archives is committed and functions. to complying with the requirements of the Recordkeeping Anti-Discrimination Act 1991 (Qld) and the Financial statements Public Service Act 2008. Queensland State Archives maintains effective recordkeeping practices through The Department of Public Works’ Employment profile training, awareness of roles and Annual Report for 2009–10 incorporates responsibilities and by regular reviews Queensland State Archives’ financial As at 30 June 2010, Queensland State of its recordkeeping procedures and statements. Copies of the department’s Archives had 53 full-time equivalent Annual Report can be obtained by employees. contacting:

Equal employment opportunity External Relations Department of Public Works profile as of 30 June 2010 GPO Box 2457 People with a disability 3 Brisbane Queensland 4001 Non-English speaking background 9 Phone: (07) 3222 2652 Aboriginal and Torres Strait Islanders 0 Fax: (07) 3227 6413 Web: www.publicworks.qld.gov.au Women AO6-AO8 15 Email: [email protected] Women SO plus 1 Volunteer Mrs Narelle Penfold, indexing archival records as part of the Public Access Indexing Project

PAGE 19 Appendices

Appendix 1 Queensland State Archives’ organisational structure

Executive Director & State Archivist

Manager Manager Manager Manager Business Services Collections & Access Agency Services Policy & Research & Planning

Department of Public Works’ organisational structure 2009–10

Director General

Corporate & Executive Works ICT Services Services

Assistant Director-General Deputy Director-General Associate Assistant Director-General (Corporate and Executive (Works) Director-General (Services) Services)

DPW CIO General Manager General Manager General Manager Executive Director Executive Director Information Project Services CorpTech Shared Service Legal Services Internal Audit Agency Services

General Manager General Manager Qld Government Chief Finance Executive Director QBuild CITEC Chief Procurement Officer Human Resources Officer Finance

Executive Director General Manager General Manager Executive Director Executive Director Strategic Projects Smart Service Qld SDS Contract Services Project Governance Business Group

Executive Director Executive Director General Manager Director Director ICT Policy and Accommodation QFleet Executive Services External Relations Offie Coordination Office

Executive Director Executive Director General Manager Manager Director and State Archivist Technical Services Goprint Integrity Services Planning and Qld State Archives Unit Performance Management Executive Director Director Director Public Sector ICT Strategic Building Policy Unit Development Office Procurement Coordination Unit Director Executive Director NB-ESP Programme Telecommunications, Management Office Broadband and Digital Economy Coordination Office

PAGE 20 Appendices continued

Appendix 2 Public Records Review Committee Members

Mr Miguel Diaz – Chair Dr Jennifer Harrison – Member Director Business Development, Internationally-renowned research SkillsTech Australia historian and academic

Miguel Diaz brings more than 20 years of Dr Harrison is a research advisor with business development management The University of Queensland and is experience, working with the most associated with the post-graduate prominent names in professional services. program. Dr Harrison lectures in Australia His areas of expertise include strategic and internationally on family, local and business planning; client engagement applied history, particularly convict origins and development; negotiation and and migration trends. consultation; sales and marketing. Professor Malcolm Thomis – Member Prior to his business career, Mr Diaz spent Professor Emeritus and Honorary Research several years as a professional performer Consultant, The University of Queensland in opera, theatre and television. His experience in both business and the Professor Thomis has more than 40 years arts means that Mr Diaz brings with him of experience as an academic historian, a wealth of practical knowledge to culminating in his six years as Pro-Vice- the committee. Chancellor (Humanities) at The University of Queensland. He has been a Fellow of Ms Leonie Short – Member the Royal Historical Society for more than Senior Lecturer in Oral Health Therapy, 30 years and is a widely published author School of Dentistry and Oral Health, of history books, essays and articles. Griffith University (Gold Coast campus) Mr Chris Rose PSM – Member Ms Short, an experienced researcher Chief Executive Officer, Logan City Council and lecturer, has travelled widely to conduct international research on a range Mr Rose has extensive experience in local of issues. government, having worked in local authorities in New South Wales and Ms Short also holds positions on a range Queensland. He received a Public Service of other health and community sector Medal for services to local government organisations. in January 2010. He is a Fellow of the Australian Institute of Company Directors Mr Chris Gorry – Member and a Fellow of Local Government Founder and Director of Group Advantage. Managers Australia. Mr Rose has served Mr Gorry is founder and director of as the Chief Executive Officer of Logan City software consulting firm Group Advantage Council, currently the sixth largest council Pty Ltd. He has extensive experience in in Australia, since February 2006. senior roles in the information technology (IT) industry and has performed software and IT development roles for state and federal governments. Mr Gorry was a member of the Queensland Government’s small-to-medium Enterprises Taskforce, and is a founding member of Software Queensland and a member of the Australian Institute of Company Directors.

PAGE 21 Appendices continued

Ms Margaret Strelow – Member Mr Jeff Loof – Member Small business owner Executive Director, Chief and Senior Executive Service, Public Service Ms Strelow has demonstrated a lifelong Commission commitment to learning and education with formal qualifications in the arts, in Mr Loof has extensive experience in literacy and in education studies. She leading executive performance and is a passionate supporter of her local development programs across community and was Mayor of government. He provides creative and Rockhampton for eight years from strategic executive leadership and 2000 to 2008. management capability to the Queensland public sector and has held This followed a career based around a variety of senior positions in central education that included roles as child care government agencies. Mr Loof has director, teacher and tutor. Her special a Bachelor of Commerce, majoring in interests include the preservation of Human Resource Management and Queensland’s built heritage. Industrial Relations. Ms Robyn Hill – Member Director of Courts, Department of Justice and Attorney-General

Ms Hill was admitted to practice as a barrister of the Supreme Court of Queensland in 1993. She has extensive experience in legal practice and procedure, courts management, and justice policy and administration. From 2002 to 2005, she served as a member of the Queensland Law Reform Commission. During 2006, Robyn established a consulting business to provide strategic business advice to the private and public sectors. In February 2007, she was appointed as the Principal Registrar and Court Administrator, Supreme and District Courts Queensland.

PAGE 22 Queensland State Archives 435 Compton Road Runcorn Queensland 4113

PO Box 1397 Sunnybank Hills Queensland 4109

Phone:(07) 3131 7777 Fax: (07) 3131 7764

Web: www.archives.qld.gov.au Email: [email protected]

ISSN 1448–8426

Copyright ©The State of Queensland (Department of Public Works) 2010

Licence

Queensland State Archives’ Annual Report 2009–10 is licensed under a Creative Commons Attribution 2.5 Australia Licence. To view a copy of this licence, visit http://creativecommons.org/licenses/ by/2.5/au.

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