The Archives Authority of New South Wales
Total Page：16
File Type：pdf, Size：1020Kb
annual report THE ARCHIVES AUTHORITY OF NEW SOUTH WALES 1993-94 The Hon. Peter Collins, Q.C., M.P. Minister for the Arts Parliament House SYDNEY NSW 2000 28 October 1994 Dear Mr Collins, The Archives Authority of New South Wales takes pleasure in forwarding, for presentation to Parliament in accordance with the provisions of the Annual Reports (Statutory Bodies) Act, 1984 and of the Archives Act, 1960, its thirty fourth Annual Report and Financial Statements, covering the year ended 30 June 1994. On behalf of the Authority, Yours sincerely, Ur- 'P'(**-f f K.W. Knight D.T. Richmond Chairperson Deputy Chairperson The Archives Authority The Archives Authority of New South Wales of New South Wales Peter Collins Q.C., M.P. Minister for the Arts NEW SOUTH WALES Minister for the Arts The Archives Authority has managed not only to maintain but to increase, its revenue raising activities in 1994. Total revenue earned exceeded that of previous years. The Authority's financial operations now form an integral part of its corporate strategy. Profits generated by the Government Records Repository have largely funded construction of the Stage 3 extension to the Repository complex at Kingswood, which was officially opened on Monday 18 April, 1994. This new "state of the art" storage facility takes the Authority's total storage capacity to 160,000 linear metres. During the year strong emphasis continued to be placed on customer service initiatives and strategies to promote community awareness of the functions and services of the Authority, particularly the view that archives and good records management are vital to the activities of government and a key to accountability. A new corporate logo based on the infinity symbol, signifying the permanent and continuing nature of the work of the Authority, was also developed. February 1994 saw publication of the inaugural issue of For the Record: Managing Records in the New South Wales Public Sector, and in March the Authority republished, in a limited edition, Major T.L. Mitchell's Map of the Colony of New South Wales, 1834, from the original engraved copper plates. In addition, work began on development of standards and codes of best practice for the management of official records, in preparation for new archives legislation, and the General Records Disposal Schedule: Accounting Records, was completely revised. This schedule identifies permanently valuable accounting records for retention and provides for the continuing and timely destruction of the remainder, resulting in substantial cost savings to government agencies. I congratulate the Members of the Authority and the staff on their fine work, their commitment to quality archives and records services and on the achievement of successful results during 1994. Peter Collins, Q.C., M.P. Minister for the Arts REPORT OF THE ARCHIVES AUTHORITY OF NEW SOUTH WALES 1993-94 Table of Contents Index to Annual Report Requirements vii I The Archives Authority Of New South Wales 1 ' Charter 1 Mission 1 Objectives 1 Membership 1 Attendances at Meetings 3 Committees 3 The Authority's Senior Managers 4 Membership of Professional Organisations 4 Structure 4 II Overview 1993-94 7 Accommodation 7 Financial Strategies 7 Development of Standards 7 The Records Management Office 7 ICAC 8 Supreme Court of New South Wales Records 8 Electronic Concise Guide 8 Public Relations Activities 8 Legislation 9 Corporate Strategies 9 Information Technology Plan 9 Processing 9 Program Evaluation 9 III The Programs of the Archives Authority 11 The Records Management Office Of New South Wales — Records Management 11 Financial Management 11 New Directions 11 Consultancy 11 Training 12 Keyword Classification 12 Publications 13 //; The Government Records Repository — Records storage and associated services 13 Strategy 14 Performance Measurement ..14 Financial Management 14 Accommodation 15 Staff 15 Holdings 16 Non-State Government Records 16 Records Retrieval Service 17 Disposal of Records 18 Consultancy Services 18 Archives Processing and Reference Work 19 The Archives Office — Records disposal, archives processing, preservation and use 19 Disposal Services 19 Disposal— Policy and Practice 19 Disposal Recommendations 19 Retention of public records 20 Destruction of public records 20 Disposal Schedules 20 Consultancy Services 21 Special Appraisal Activity 21 Other Services 21 Systems 21 The Concise Guide 21 Development of computerised control systems 22 Royal Commissions 22 Other Activities 23 Collection Services 24 Overview 24 Accessions 24 Processing 25 Access Policy and Conditions 25 State Archives on Loan 25 Preservation Services 27 Conservation and Binding 27 Microfilming 27 Photography 27 Reference Services 27 Public Access and Use 28 General trends 28 Search Room Services 28 Official Use of State Archives 29 Research Service 29 Extension and Educational Activities 31 Publications 37 Photographic Service 33 Royal Commission into Aboriginal Deaths in Custody — Implementation of Recommendations 34 Freedom of Information 34 IV Performance Measurement— Overview 34 Records Management Office 34 Government Records Repository 34 Archives Office 35 Collection Services 35 Reference Services 35 Search Room Services 35 Research Service 36 Publications 36 Photographic Service 36 Consumer Response 37 Archives Office 37 IV Corporate Services 38 Human Resources 38 Staffing 38 Consultants and Contractors 40 Performance Management 40 Job Evaluation 40 Equal Employment Opportunity (EEO) 40 Staff Training and Staff Development 41 Leave 41 Promotions and Appointments 42 Resignations and Retirements 42 Professional Activities 42 Financial Resources 45 Expenditure of Financial Resources 45 Revenue 46 Capital Works 46 Payment Performance Indicators 46 Risk Management and Insurance 48 V Financial Report 51 Statement from the Archives Authority 52 Contents of the Notes to the Financial Statements 53 Operating Statement 54 Statement of Financial Position 55 Cash Flow Statement 56 Notes to the Cash Flow Statement 57 Notes to and forming part of the Financial Statements 58 Auditor-General's Certificate 66 Detailed Budget for 1993-94 67 Budget for 1994-95 68 v VI Additional Information 69 Appendices 1-3 — Corporate Services Appendix 1: Organisation Structure 71 Appendix 2: Permanent Staff 72 Appendix 3: Code of Conduct 73 Appendix 4 — Freedom of Information Part 1: Supplementary Information required under the Freedom of Information Act 1989 80 Part 2: Freedom of Information Statistics 82 Appendices 5-8 — The Programs of the Archives Authority Appendix 5: Collection Services Statistics 86 Appendix 6: Preservation Services Statistics 88 Appendix 7: Reference Services Statistics 89 Appendix 8: Current Publications of the Archives Authority 92 VI INDEX TO ANNUAL REPORT REQUIREMENTS Access 6 Internal Audit Program 45 After Balance Date Events n/a Investment Management Performance n/a Aims and Objectives 1 Land Disposal n/a Annual Report, cost and number of Legislation 9 copies printed 45 Liability Management Performance 48-49 Audit Opinion 66 Management: Activities 7-49 Budgets 67-68 Structure 4-5,71 Charter 1 Operations: Factors Affecting Achievement of Chief and Senior Executive Officers 39 Operational Objectives 7-10 Report 7-49 Code of Conduct 38,74-78 Summary Review 7-10 Consultants 40 Payment of Accounts 46-48 Consumer Response 37 Promotion/Publications.... 13, 16, 21, 31-33,92-95 Disclosure of Approved Exemptions n/a Research and Development n/a Equal Employment Opportunity 40-41 Response to Matters Raised by Auditor Freedom of Information 34, 79-84 General in Management Letters n/a Financial Statements 51-68 Risk Management and Insurance Activities ..48-49 Grants to Community Organisations n/a Royal Commission into Aboriginal Deaths in Custody 34 Guarantee of Service 37 Subsidiaries/Partnerships/Joint Ventures n/a Human Resources 38-39 VII THE ARCHIVES AUTHORITY OF NEW SOUTH WALES Authority. Appointment is for a three year term, and a member may hold office for up to three consecutive terms. The Cultural Institutions (Miscellaneous Amendments) Act, 1989 provides that of these members: D one is to be nominated jointly by the President of the Legislative Council and the Speaker of the Legislative Assembly >• The Hon. John F. Ryan, B.A. (Hons.), Dip.Ed., M.L.C. Chairman, Government Community Services Committee Chairman, Government Environment Committee Member, Government Ethnic Affairs Committee Member, Government Education Committee Member, Joint Standing Committee of Legislative Council on Social Issues Member, Joint Select Committee on Water Board Member, Joint Select Committee on Waste Management D one is to be nominated by the Chief Justice of the Supreme Court >• The Hon. Thomas W. Waddell, Q.C., formerly Chief Judge in Equity, Supreme Court of New South Wales (retired 16 April 1993) Chairman, Board of Management, Seymour Theatre Centre Director, Earth Foundation Australia Ltd • one is to be nominated by the Premier >- Mr David T. Richmond, M.Ec. (Deputy Chairperson) Executive Director, Benevolent Society of NSW Chairman, NSW Government Accessible Transport Forum Member, Home Care Service Advisory Board Member, Guardianship Board of NSW • six are to be nominated by the Minister and must include at least one person who has knowledge of, or experience in, tertiary education >• Mr Graham R. Ireland, LL.B. Consultant to Abbott Tout — Solicitors Executive Advisor to Insurance Council of Australia Board member, WorkCover Authority of NSW Board member, SGIO Insurance Ltd (WA) Fellow, University of Technology,