Question On Notice No. 1341 asked in the Legislative Council on 12 June 2018 by Hon Alison Xamon
Question Directed to the: Minister for Regional Development representing the Minister for Water
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
Aqwest
(a) No breakdown of costs has been provided as Aqwest is not invoiced this way.
(i)-(iii) Not applicable.
(iv)
2012-2013 $0
2013-2014 $0
2014-2015 $1 281 (including GST)
2015-2016 $0
2016-2017 $77.00 (including GST)
(b)(i) Not applicable.
(ii)
2012-2013 $660 (including GST)
2013-2014 $19 676.25 (including GST)
2014-2015 $18 675.80 (including GST)
2015-2016 $0
2016-2017 $3 555 (including GST)
(c)(i)-(iv) Aqwest currently does not store records offsite. All records are retrievable onsite through the relevant records management procedures including any information required for Freedom of Information requests.
Busselton Water
(a) No breakdown of costs has been provided as Busselton Water is not invoiced this way.
(i)-(iv)
2012-2013 $577.50 (including GST)
2013-2014 $0
2014-2015 $0
2015-2016 $0
2016-2017 $1 347.48 (including GST)
(b)(i) $0
(ii)
2012-2013 $0
2013-2014 $0
2014-2015 $0
2015-2016 $74 827.51 (including GST)
2016-2017 $11 071.85 (including GST)
(c)
(i) The Executive Assistant with approval from the General Manager Business Services requests return of records to Busselton Water from the offsite storage facility and emails the requestor a PDF copy.
(ii) No direct access is given. All requests must be received, approved and documents accessed by Busselton Water.
(iii)-(iv) as above.
Department of Water and Environmental Regulation
(a)(i)-(iv)
2012-2013 $13 336 (excluding GST)
2013-2014 $18 244 (excluding GST)
2014-2015 $34 875 (excluding GST)
2015-2016 $27 582 (excluding GST)
2016-2017 $24 845 (excluding GST)
Question (a)(i) – (iv) cannot be broken down into the four categories due to the financial account code being the same.
(b)(i) Nil
(ii) Nil
(c)(i) – (ii) All electronic and physical records are tracked using the Department’s Record Keeping System. Upon request by members of the agency or other Government Departments, the Department’s Information Management Section processes and emails the requestor a PDF copy.
(iii)–(iv) Information is provided through a Freedom of Information request in accordance with the Freedom of Information Act 1992.
Water Corporation
(a)(i)-(iv) No breakdown of costs has been provided as the Water Corporation is not invoiced this way.
2012-2013 $146 138.50 (excluding GST)
2013-2014 $152 496.58 (excluding GST)
2014-2015 $150 382.69 (excluding GST)
2015-2016 $101 874.48 (excluding GST)
2016-2017 $68 695.66 (excluding GST)
(b)(i) Not applicable.
(b)(ii)
2012-2013 $74 019.11
2013-2014 $38 727.97 (excluding GST)
2014-2015 $4 796.62 (excluding GST)
2015-2016 $110 903.65 (excluding GST)
2016-2017 $40 808.24 (excluding GST)
(c)(i) Staff member will contact the Water Corporation’s Records and Compliance Team. This team will verify that the requestor has permission to access the record. If access is approved, the file is requested from the offsite facility using their online system. Once the record has been received, this is loaned against the staff member’s name and provided to them.
(ii) A request will be sent to the Water Corporation’s Records and Compliance Team. The team will complete an ‘Approval to release Water Corporation Records to External parties’ form with the requestor’s details and file information. The form is sent to the responsible Section Manager for authorisation. When approval is received, the file is requested from the offsite facility using their online system. Once the record has been received, the Government agency is contacted and a date and time is arranged to view the record/s at the respective Water Corporation office.
(iii)-(iv) An FOI request is required to be completed and is initiated by the Water Corporation’s Legal Team to the Records and Compliance team. The FOI request will be very specific and only that information will be released. Once the record has been requested from the offsite facility using their online system and received, the member of academia or public is contacted and a date and time is arranged to view the record/s at the respective Water Corporation office.