Question On Notice No. 1356 asked in the Legislative Council on 12 June 2018 by Hon Alison Xamon
Question Directed to the: Minister for Environment representing the Treasurer
Parliament: 40 Session: 1
Question
I
refer to records management and archiving, and I ask:
(a) for
each of the last five financial years finishing 2016-17, for each Government
agency within the Minister’s portfolio, could the Minister please provide the
cost of records archiving services including:
(i) collection;
(ii) storage;
(iii) retrieval; and
(iv) destruction;
(b) for each of the last five financial years,
finishing 2016-17, for each Government agency within the Minister’s portfolio,
could the Minister please provide the cost of records management consultancy
services provided by:
(i) the
State Records Office; and
(ii) private consultants and/or consultancy
businesses; and
(c) for
each Government agency reporting to the Minister, could the Minister please
explain the process by which records held offsite by third-party private
companies can be searched and accessed by:
(i) members of the agency;
(ii) members of other Government agencies;
(iii) members of academia; and
(iv) members of the public?
Answered on 21 August 2018
Department of Treasury
(a) The Department of Treasury’s cost and containment is within the Department of Finance response (unable to be split) between Treasury/Finance.
(b)(i) See above.
(ii) See above.
(c)(i) Requests are submitted to Department of Finance Corporate Services (Records Branch) for assessment and actioning. Where required record is held by a third party private storage facility then the Records Branch will arrange retrieval of the record back to the agency.
(ii) Requests are received by Department of Finance Corporate Services (Manager FOI) for assessment and actioning.
(iii) Members of academia would be required to make a request under the Freedom of Information Act 1992.
(iv) Members of the public would be required to make a request under the Freedom of Information Act 1992.
Western Australia Treasury Corporation
(a)
|
|
2012/13
|
2013/14
|
2014/15
|
2015/16
|
2016/17
|
|
(i) Collection
|
$373
|
$375
|
$561
|
$291
|
$489
|
|
(ii) Storage
|
$1,210
|
$1,220
|
$855
|
$1,410
|
$1,485
|
|
(iii) Retrieval
|
$870
|
$876
|
$1,262
|
$777
|
$627
|
|
(iv) Destruction
|
$190
|
$192
|
$417
|
$0
|
$155
|
|
TOTAL
|
$2,643
|
$2,663
|
$3,095
|
$2,478
|
$2,756
|
(b)
|
|
2012/13
|
2013/14
|
2014/15
|
2015/16
|
2016/17
|
|
(i) State Records Office
|
$0
|
$0
|
$0
|
$0
|
$0
|
|
(ii) Private Consultant
|
$16,956
|
$15,550
|
$12,800
|
$5,280
|
$0
|
|
TOTAL
|
$16,956
|
$15,550
|
$12,800
|
$5,280
|
$0
|
(c)(i) Western Australian Treasury Corporation's (WATC's) inactive records are stored offsite with a third party company. These records are registered and managed through WATC's electronic document and records management system (TRIM). All WATC staff have access to TRIM and, depending on their security and access controls, are able to identify and request access to records held offsite. WATC Information Management staff (2) are the only staff authorised to lodge and retrieve offsite records. Access and use of TRIM is restricted to WATC staff only.
(ii) Members of other Government agencies do not have access to WATC records and would have to contact WATC should they require access to information or records held by WATC.
(iii) Members of academia would be required to make a request under the Freedom of Information Act 1992.
(iv) Members of the public would be required to make a request under the Freedom of Information Act 1992.
Economic Regulation Authority
(a)(i-iii) Separating the costs associated with collection, retrieval & storage was not practicable, so these are combined figures for the Economic Regulation Authority
· 2016/17 $ 3,206.71
· 2015/16 $ 3,571.30
· 2014/15 $ 3,716.18
· 2013/14 $ 3,861.13
· 2012/13 $ 3,672.43
(iv) Nil
(b)(i-ii) Nil
(ii)
(c)(i) The ERA maintains in its records management system details of all records held offsite. If staff require these files, they inform the Records Coordinator who will order the files in from offsite.
(ii) As an independent agency, ERA records are not openly available to other government agencies. Should they require access to ERA records or information they would need to formally request it through the appropriate staff. Because of the ERA’s role in monitoring the Wholesale Electricity Market, the ERA has a data share arrangement with several government bodies to ensure specific information is shared. Information is also shared automatically when required under legislation or regulations. However in both cases, such information is not maintained offsite.
(iii) Members of academia would be required to make a request under the Freedom of Information Act 1992.
(iv) Members of the public would be required to make a request under the Freedom of Information Act 1992.
Government Employees Superannuation Board
(a)
|
Financial Year
|
(i) Collection
|
(ii) Storage
|
(iii) Retrieval
|
(iv) Destruction
|
|
2012/2013
|
$759.59
|
$16 001.86
|
$223.45
|
$1 106.53
|
|
2013/2014
|
$559. 57
|
$16 772.72
|
$177.59
|
$1 121.28
|
|
2014/2015
|
$350.81
|
$17 370 26
|
$1 411.06
|
$477.36
|
|
2015/2016
|
$164.98
|
$17 092.56
|
$297.20
|
$0.00
|
|
2016/2017
|
$54.25
|
$14 734.18
|
$205.18
|
$0.00
|
Please note the above figures are ex-GST.
(b)(i-ii) Nil
(c)
(i) GESB staff would contact the relevant officer at the third party private company to request records.
(ii) Members of other Government agencies would be required to make a request to the relevant Officer in the Agency.
(iii) Members of academia would be required to make a request under the Freedom of Information Act 1992.
(iv) Members of the public would be required to make a request under the Freedom of Information Act 1992.
Fire and Emergency Services Superannuation Fund
(a) 2012/2013 - $4,093.65
2013/2014 - $6,731.79
2014/2015 - $4,361.29
2015/2016 - $5,272.32
2016/2017 - $3,301.44
(b) (i-ii) Nil
(c) (i) An email request is sent to the company that stores our records
(ii-iv) No access available, would need to request access through our office
Insurance Commission of Western Australia
(a)
2012 to 2013 – $163,760.00 (excl. GST)
2013 to 2014 – $131,929.10 (excl. GST)
2014 to 2015 – $116,213.10 (excl. GST)
2015 to 2016 – $106,115.40 (excl. GST)
2016 to 2017 – $68,556.80 (excl. GST)
(b)
2012 to 2013 – Nil
2013 to 2014 – Nil
2014 to 2015 – $7,400.00 (excl. GST)
2015 to 2016 – Nil
2016 to 2017 – Nil
(c)(i) Insurance Commission staff can search for records held offsite via registers held by the Insurance Commission, and can request those records from the offsite manager.
(ii-iv) Requests from other government agencies, academia and members of the public for access to Insurance Commission records can be made directly to the Insurance Commission.
Office of the Auditor General
(a) All figures are ex-GST:
(i) 2012/13 = $497.87
2013/14 = $377.94
2014/15 = $275.34
2015/16 = $230.05
2016/17 = $142.82.
(ii) 2012/13 = $5,358.71
2013/14 = $5,749.59
2014/15 = $6,130.19
2015/16 = $5,953.01
2016/17 = $4,448.50
(iii) 2012/13 = $556.74
2013/14 = $124.33
2014/15 = $200.67
2015/16 = $188.16
2016/17 = $90.12
(iv) 2015/16 = $160.00
2012/13; 2013/14; 2014/15; 2016/17 = not applicable
(b)(i-ii) Nil
(c)(i) Via the Office's Electronic Records Information Management System and through recall of archive boxes from the Office's offsite storage service provider.
(ii-iv) By request to the Office and subject to appropriate approval.