Government information is created, received, stored and sent primarily in electronic form.

This includes emails and their attachments, word processing or spreadsheet documents, web pages and databases.
Formal documents such as tax returns, licence and permit applications and other documents lodged with agencies generally originate in electronic format.
Digital information is at high risk of being lost due to constantly changing technology.

Government needs to be able to access information over a long period so as to be able to review, evaluate and develop policies which help in conducting business and to prepare for the future:

Digital records provide evidence about people's rights and entitlements including:

  • births, deaths and marriage records
  • court decisions and
  • lands title records.

Digital records also document Government's achievements and constitutes our future history and heritage.

What is information and what are records?

Information is codified knowledge, which is transferred and stored by means of:

  • documents and records
  • publications and databases
  • images and plans
  • sound and video recordings.

Information is used by State and Local Government agencies to meet their strategic, operational and legal needs.

Records are a special subset of 'information' which have evidential, legal, administrative or historical value

Records have special retention, accessibility and retrieval requirements.

Standards

Document and Records Management Systems 

South Australian Recordkeeping Metadata Standard

EDRMS Design 

EDRMS Functional Specifications

Management of Official Records in a Business System 

Functional Specification for Records in a Business System 

Australian Standard HB 171-2003 Guidelines for the management of IT evidence available from http://www.standards.org.au

South Australian Government IT Standards for State Government agencies can be found on the Office of the Chief Information Officer.

Guidelines

Cloud Computing and Records Management

Digitisation of Official Records

EDRMS Procurement and Pre-implementation 

Email as Official Records

GDS 21 Guidance - Certification Process

Advice Sheets

RK017 - Recordkeeping Metadata

RK027 - Digital Rights Management and Records Management 

RF032 - Electronic Records Management

RK033 - Managing Normal Administrative Practice (NAP) in an EDRMS

RK039 - Technical Requirements for the Scanning of Official Records

RK041 - Microsoft SharePoint Server and EDRMS

RK043 - Management of Hybrid Files

RK045 - Metadata Mapping