D.4 Territory Records Act

Records Management Program

ACT Health's Records Management Program was approved by the Chief Executive of ACT Health in June 2009 and lodged with the Director of the Territory Records Office. It continues to be the instrument under which ACT Health works. ACT Health Records Management Program has responsibility only for administrative records of ACT Health, not clinical or patient records.

The ACT Health Records Management Program comprises policy statement, detailed procedures, and nominated functional disposal schedules. The Records Management Policy incorporates the requirements of the Territory Records Act 2002, under which the agency must have, and comply with, a records management program. That details how the agency adheres to the requirements of the Act. All ACT Health staff make and maintain accurate records of their administrative activities in accordance with this policy.

Public access

The Records Management Program is available for inspection by the public upon request in writing to the agency principal officer.

Access to administrative records that are less than 20 years old is available only under the provisions of the Freedom of Information Act 1989. These records are not available through the Reference Archivist and an application must be lodged through the ACT Health Freedom of Information Officer to gain access.

Public access to Territory records

In 20130-14, Health Records Management staff liaised closely with the Territory Records Office's Reference Archivist in response to public access requests under part 3 of the Territory Records Act 2002, Access to Records. During this period, five requests were received for access to records.

Records management procedures

The Administrative Recordkeeping Manual provides a framework for ACT Health to create, systematically capture, register, classify, use, store, dispose of and retain records.

The Administrative Recordkeeping Manual is available for all staff to view and refer to on the Records Management intranet site. The intranet site is updated regularly and includes links to the Territory Records Office's standards and guidelines.

Records disposal schedules

A list of nominated approved Records Disposal Schedules appears 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
Health Treatment and Care 23 December 2013 NI2013-589
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
Patient Services Administration 8 May 2009 NI2009-210
Personnel 8 March 2011 NI2011-97
Population Health Care Management and Control 8 May 2009 NI2009-209
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

 

Training

Throughout 2013-14, the policy and Administrative Recordkeeping Manual were promoted to staff through formal and in-the-workplace training and education sessions regarding compliance with legislation across all ACT Health sites.

A Records Management module has been incorporated in ACT Health's Managers Orientation Program, run monthly by the Staff Development Unit.

Records Management staff offer on-the-job training to ACT Health staff. An e-learning package has been developed and is available to ACT Health staff to reinforce awareness of the requirements for compliant record keeping and management.

A TRIM user manual and fact sheets are available to all staff through the intranet. This information is currently under review.

In 2013-14, a number of quality improvement initiatives were undertaken to evaluate the training provided. A number of improvements to the training program were implemented. Training provided will continue to be evaluated and adjusted as required.

Compliance schedule

As reported in the annual Assurance on Compliance e-System (ACeS) compliance report, ACT Health, under section 16 (1) of the Territory Records Act 2002, makes, maintains and disposes of records in a systematic manner and controls the quality of its records and the facility, and responds appropriately to applications for access to health information.

Records are kept and stored appropriately in ACT Health facilities.

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 people 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 people for permanent retention.