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Public authorities are required to make 'complete and accurate records' in accordance with the Public Records Act 2002 (the Act). The primary purpose of this Standard is to help public authorities meet their recordkeeping obligations regarding the management of technology-dependent records. This Standard is managed and administered by Queensland State Archives.
Technology-dependent records are records requiring a technological device or machine for creating, storing, accessing and using them. Examples include:
This Information Standard falls within the Information Management Domain of the Government Information Architecture (GIA) and identifies the key principles for managing technology-dependent records as subsets of records.
Technology-dependent records generated or received in the course of Government business are public records and must be created, maintained and accessible for as long as they are required to meet legislative, accountability, business and cultural obligations.
This Standard was issued by the Director-General of the Department of Public Works and the Queensland State Archivist in February 2005. The standard has been reviewed for format consistency with other Information Standards and the existing mandatory requirements of the previous version remain unchanged.
Review of this Standard will occur on a biennial basis and the next scheduled review will be in 2006.
The implementation of this Standard must be consistent with the authority for implementation of Information Standards and the requirements outlined in the Public Records Act 2002. Based on this, the implementation dates for this Standard are:
This Information Standard should be implemented in conjunction with Information Standard 40: Recordkeeping . Full implementation of IS40 to be achieved by the end of 2006 for State Government Departments and Local Governments and by the end of 2007 for Statutory entities and Government Owned Corporations.
Implementation requirements of this version are the same as the previous version of the Standard. For further details please refer to the 'Recordkeeping Reference Sheet' located in the Recordkeeping Toolbox.
Implementation advice and toolboxes are provided to assist agencies in implementing the mandatory principles of each information Standard.
Technology-Dependent records are public records and must be managed as full and accurate records.
The evidential integrity of technology-dependent records must be preserved across successive technological platforms in accordance with cultural, legislative, business and accountability requirements.
The management of all technology-dependent records must be integrated within each public authority's recordkeeping strategy and program.
Technology-dependent records must be accessible in a useable and meaningful form, irrespective of the origin, location or format of those records.
Technology-dependent records must be maintained in their original representation or form.
Principles 6 to 10 refer to electronic records.
Recordkeeping in the electronic environment is a responsibility shared by all public sector employees, officials, contractors and other personnel undertaking business activities on the behalf of public authorities.
Recordkeeping functionality must be designed and implemented into all business information systems in which records are made and maintained.
Electronic recordkeeping must be incorporated into all government business activities conducted in the electronic environment, including electronic service delivery activities.
The structure of electronic records must be documented.
Electronic records must be able to be augmented or amended without disturbing the evidential integrity of each record.
Implementation adviceLast updated 21 Feb 2005
IS41 implementation toolbox