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eDRMS Australia News | June 24, 2019

Queensland: Crimes and Corruption Commission investigations update. 

The Crime and Corruption Commission (CCC) is an independent statutory body established to reduce the incidence of major crime and public sector corruption in Queensland, and to provide the state’s witness protection service. 
The CCC focuses on major crime that poses the greatest threat to the Queensland community and matters that erode the integrity of its public institutions. 
The CCC focuses on misuse of confidential information because of the security and privacy aspects of sensitive data. Privacy is of great concern to the community, and it is a significant corruption issue facing the Queensland public sector. 
The CCC deals with the issue of misuse of confidential information through conducting investigations, reviewing other agency investigations, audits and the development of guidance material for units of public administration.
In their last reporting period, the CCC received 157 complaints relating to the misuse of information. This currently accounts for 7 per cent of all complaints received. 
In the same period, the CCC finalised three investigations related to improper release of 'Confidential Information' and another 45 matters were referred to departments to investigate themselves subject to monitoring by the CCC. 
These matters are spread across a variety of sectors including police, housing and public works, health, corrections, education, and child safety. The CCC was satisfied with the way these departments dealt with these 25 investigations. Overall, there were 69 Criminal charges laid during this period. 
The CCC has indicated a renewed interest in recordkeeping, in particular, 'inappropriate database access'. This is now a major point of interest for eDRMS professionals. Please ensure appropriate recordkeeping, monitoring, database controls and security measures are in place. 
More details can be found at: http://www.ccc.qld.gov.au
END Recordkeeping Investigations Story

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eDRMS Australia News | June 15, 2019

Career Corner: Jobs in Record Keeping. 

We scan the job boards to reveal where the top job prospects will be in 2019. 
There are many roles in the world of eDRMS, Records Management and Recordkeeping. Popular job titles include Archivists, Curators, Records Manager and Information Manager. 
A Bachelor's Degree or higher, or at least 5 years of relevant experience is usually needed. The majority of eDRMS workers have a Degree and some have MBA's.
eDRMS Professionals perform many important organisational tasks including: 
- evaluating and preserving records for administrative, historical, legal and evidential purposes-preparing recordkeeping systems, indexes, guides and procedures for the retention and destruction of records- identifying and classifying specimens and objects and arranging restoration work,examining items and arranging examinations to determine condition and authenticity- managing eDRMS including administrative and product support - analysing and ensuring the recordkeeping needs of organisations are being met - controlling access to confidential records & information - developing codes of practice, conduct and procedures for accessing records- developing record catalogues, coding and business classification systems and monitoring and controlling their use
Career Facts:
- Sector has 5,600 Professional Members - Average Weekly Pay $1,812- Job Skill Rating - 'VERY HIGH' - 69% Employed Full-Time - Average Work Hours 41 Hours per week- Average Age is 46 Years- Gender 71% FEMALE 
Overall, the job prospects remain stable. 
See these Job Boards for more:https://www.seek.com.auhttps://au.indeed.comhttps://au.jora.com
END Records Management Story

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eDRMS Australia News| June 4, 2019

Victoria: New Digital Standards Framework is about to start. Are you ready?

Get ready for the Digital Standards Framework, which was endorsed by the Victorian Secretaries Board in July 2017 and by each Victorian Government department. The framework is Victoria's central reference for digital best practice and where they apply, "MANDATORY STANDARDS".
The framework's focus is to make best practice for digital easier to implement across the Victorian Public Service. The Digital Standards Framework is now best practice for ALL Victorian Government digital services practitioners.
The key elements of the 'Digital Standards Framework':- 12 Digital Design Principles- How-to Guides covering all Victorian Government digital activities- Range of mandatory standards comprising legal obligations, policy requirements, and industry standards- Your Digital Management Committee (or local equivalent) is responsible for the framework's governance
The 12 best practice 'Digital Design Principles':1. Easy to use: Make digital the first choice for our customers.2. Simple: Leads directly to the most used services and information.3. Available: 24/7 access.4. Useful: Designed to solve problems.5. Consistent: Works the same way for common functions, like data collection.6. Joined together: Integrated agencies.7. Mobile: Designed for mobile first.8. Complete: Customers to complete activities online - no manual steps.9. Clear: Use clear, active language.10. Fast: Quick to submit, and provide an efficient end-to-end service.11. Aware of history: Able to provide a record of past interactions.12. Aware of user: Able to use known information from previous interactions with government.
(Source: Information Technology Strategy, Victorian Government 2016-2020)
More details can be found at: https://www.vic.gov.au/about-digital-standards-framework
END Records Management Story

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eDRMS Australia News| July 8, 2019

Queensland: State Archives and Crimes and Corruption Commission Join Forces

Get ready Local Government Queensland. The Queensland State Archivist has partnered with the Crime and Corruption Commission (CCC) to develop a joint Guideline for the Local Government Sector*. 
The new Guidelines relate to the management of Public Records and it introduces some significant changes. The Guidelines contain 3 Requirements for the management of Council records. These recordkeeping requirements are further supported by the Local Government Act 2009 (LGA), and the Crime and Corruption Act 2001 (CCA) and the Public Records Act 2002 (PRA).
These new Guidelines represent a dramatic shift for Local Government. The State Archivist has always had the power to investigate breaches however they have been joined by the CCC. It is clear that the CCC's jurisdiction has been extended into the realm of Public Records Management. 
Overview of 3 Recordkeeping Requirements
Requirement 1 - Council employees, mayors and councillors are aware of and fulfil their recordkeeping obligations under the PRA.
Councils have a responsibility for their recordkeeping obligations under the PRA and LGA. Inadequate management of public records can now constitute 'corruption', which can result in dismissal and/or civil action against individuals and organisations involved. 
Note that individuals can now be charged with Criminal Offences. They can also be charged civilly, which exposes their own home and assets. 
Requirement 2 - (Part A) employees, mayors and councillors must make full and accurate public records.
Under the PRA, responsibility for recordkeeping in local government rested with the Council’s CEO. However, the recordkeeping responsibilities outlined in the PRA have been extended to include anyone who creates or receives public records, including council employees, the mayor and councillors.
Requirement 2 - (Part B) Management of records in email, text or app-based communications
Emerging technologies provide opportunities to conduct business more efficiently. Regardless of format, communication by councillors, the mayor or Council employees about the administration of business, are public records that must be both documented and captured. 
This includes messages sent and received via email, text messages, social media posts (and related comments) on channels such as Facebook or Twitter. It includes chats or direct messages through messaging apps such as Facebook and Messenger. 
Note: Using Private Email and Social Media Accounts to do Council business can been seen as "Corrupt Conduct". 
Requirement 3 - Public Records must be retained for as long as they are lawfully required to be kept
The Local Government Sector Retention and Disposal Schedule and the General Retention and Disposal Schedule establish the retention requirements for Public Records.
Examples of Records that must be retained permanently include:• a master set of council and committee meeting minutes and agendas• diaries of mayors• a speech made by a mayor or councillor on anoccasion of historical significance
Examples of Records that are only required to be retained temporarily include:• audio recordings of council meetings (once the minutes are confirmed)• mayor or councillor representation on external committees
In summary, these new requirements represent a major change in the records management landscape across Queensland. All eDRMS Professionals are advised to update and protect themselves and their organisations. 
More details about these important recordkeeping and records management changes can be found at: http://www.ccc.qld.gov.au/corruption-prevention/council-records-a-guideline-for-mayors-councillors-ceos-and-council-employees
*The Guideline is called - Council Records: A guideline for mayors, councillors and council employees.
END Recordkeeping Investigations Story

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