Exhibition Item

The Amended Draft Records Management Policy has been updated to enhance the framework for Maitland City Council’s records management program, ensuring alignment with legislative requirements, organisational role changes, and modernised practices. The policy outlines principles for maintaining the Council’s corporate memory, enabling informed decision-making, operational efficiency, and legal compliance.

Key features of the policy include:

• Records Management Framework: Establishing best practices for the creation, collection, maintenance, storage, and disposal of Council records in both physical and electronic formats.
• Roles and Responsibilities: Detailed accountabilities for the General Manager, Councillors, Information Services Team, and all staff in managing and safeguarding records.
• Access and Security: Ensuring records are accessible for operational needs while maintaining their confidentiality and integrity.
• Archiving and Disposal: Adherence to standards GA-39 and GA-45 for the retention and destruction of records.
• Vital Records: Identifying and protecting records critical for Council’s operations and recovery in case of disasters.

Notable Amendments in This Draft:

• Expanded responsibilities of the Information Services Team, emphasising that record-keeping is a shared responsibility.
• Updated provisions for storage and security of electronic records in compliance with contemporary technology standards.
• Inclusion of additional related policies, reflecting an integrated approach to records and data management.
• Adjustments to reflect updated Council roles and organisational changes, as well as new branding.

This amended draft aims to uphold transparency, accountability, and operational excellence in Council’s records management practices. Public feedback is welcomed during the exhibition period to ensure the policy aligns with community expectations and legal standards.