Record Authorities Review 2019

The review of the following Records Authorities (RAs) relating to the activities of the Department of the Environment and Energy (the Department):
• Australian Antarctic Division (AAD) RA 2005/00049707
• Australian Antarctic Division (AAD) RA 2010/00178266
• Department of the Environment RA 2007/00380834
• Department of Industry, Tourism and Resources RA 2007/00307997
Anticipated activities will include:
1. Liaise with National Archives of Australia (NAA) to understand the requirements and process, based on the scope and complexity of the changes needed and the best approach for making them.
a) Document a process and a schedule, for agreement by the Department and the NAA.
2. Review the above RAs against the Department’s current business functions with the intent to streamline the activities similarly to Administrative Functions Disposal Authority (AFDA) Express. Note: Existing reports and resources will be provided to support this review. Some interviews with business areas may be required.
a) Assess records classes currently categorised as agency specific classes, considering:
- whether they are more appropriately covered by General Records Authorities (GRAs) or the Administrative Functions Disposal Authority (AFDA).
- whether the existing RA’s have been implemented in the respective business systems.
- links to work on an agency Information Classification Model (to be provided) and the Australian Government Records Interoperability Framework (AGRIF).
b) Undertake a gap analysis to identify new or changed business functions and include/amend and consider the relevancy of existing coverage.
c) In the case of RA 2007/00307997, clarify and review the activities relevant to the Department and articulate the steps required for including in the Department’s RA and the impact on other agencies to which the RA relates.
3. Deliver draft updated and streamlined RAs, aiming to consolidate both the overall number of RAs and the number of classes.
4. Collaborate with the Department and AAD records and business areas, and the NAA, to prepare draft Records Authority submissions with supporting information (or equivalent documentation as agreed with NAA).
5. Deliver a report detailing any issues identified with the non-application of RA’s in the respective business systems, and provide guidance documents regarding a transition to the new RA’s including:
• clear documentation of next steps regarding finalisation of the RAs, including NAA endorsement
• map old agency RA to the new RA
• map agency specific RA to AFDA or GRAs.