C.17 Territory records

Records Management Program

ACT Health’s Records Management Program was approved by the Chief Executive of ACT Health in June 2009. The Records Management Program has been lodged with the Director of the Territory Records Office and continues to be the instrument under which ACT Health works.

Records management procedures

The Records Management Program comprises ACT Health’s policy statement, detailed procedures, the Business Classification Scheme and a set of disposal schedules. In line with the Territory Records Act 2002, the directorate’s Records Management Policy outlines a Records Management Program for ACT Health and details how the agency will adhere to the requirements of the Act.

This procedure provides a framework for ACT Health to create, systematically capture, register, classify, use, store, dispose of and retain records.

During 2011‑12, a review commenced of ACT Health’s Administrative Records Management Procedures Manual 2005 in consultation with the Territory Records Office. The revised Records Management Procedures and Guidelines have now been placed on the intranet and are available for all staff to view. The Records Management intranet site is under review. The updated site will include links to the Territory Records Office’s standards and guidelines.

Records disposal schedules

A list of approved records disposal schedules is outlined below.

 

Records disposal schedule name Effective Year and number
Community Relations 8 March 2012 NI2011-84
Compensation 11 March 2012 NI2012-183
Equipment and Stores 13 April 2012 NI2912-186
Establishment 11 September 2009 NI2009-437
Financial Management 2 September 2011 NI2011-482
Fleet Management 13 April 2012 NI2012-187
Government Relations 8 March 2011 NI2011-88
Industrial Relations 8 March 2011 NI2011-90
Information Management 8 March 2011 NI2011-92
Legal Services 11 September 2009 NI2099-443
Occupational Health and Safety 11 September 2009 NI2009-444
Personnel 8 March 2011 NI2011-97
Property Management 11 December 2009 NI2009-625
Publication 11 September 2009 NI2009-450
Strategic Management 11 September 2009 NI2009-453
Technology and Telecommunications 11 September 2009 NI2009-454
Patient Services Administration 8 May 2009 NI2009-210
Population Health Care Management and Control 8 May 2009 NI2009-209

 

Training

Throughout 2012‑13, the policy and procedures were promoted to staff through formal and in-the-workplace training and education sessions, thereby ensuring compliance across ACT Health.

A Records Management training module is included in the Managers Orientation program, conducted monthly and coordinated by the Staff Development Unit, and 117 managers have completed the program ( see C.8 Learning and development ).

Records Management staff provide in-classroom and on-the-job training to clients. An e-learning package and other records management training material are at an advanced stage of development and are being evaluated prior to finalisation.

A new TRIM user manual and fact sheets are available to all staff and these will be updated as required on the healthHUB (ACT Health’s intranet).

Customised client-specific TRIM tutorials have been developed. Additionally, TRIM classroom-style training material and a syllabus have been finalised and training will commence in the near future.

Over 2012‑13, a number of quality improvement initiatives were undertaken to evaluate the training provided. As a result of these evaluations, a number of improvements to the training program have been implemented, as noted. The training provided will continue to be evaluated and adjusted as required.

Preservation of Aboriginal and Torres Strait

Islander information

Administrative records containing content about Aboriginal and Torres Strait Islander people mainly belong to the general record series about Health Community Programs, Health and Welfare Issues and Policy.

All Records Management staff understand the sensitivities relating to records about Aboriginal and Torres Strait Islander peoples and the need for these records to be preserved for possible future access and reference.

The current disposal schedule has identified a small selection of records for Aboriginal and Torres Strait Islander peoples for permanent retention.

Public access to Territory records

In 2012‑13, Health Records Management staff liaised closely with the Territory Records Office’s Reference Archivist in response to public access requests under section 26 of the Territory Records Act 2002. During this period, six requests were received for access to records.