Digital Dataworks by awr19309

VIEWS: 10 PAGES: 48

More Info
									                                                                    RMAA Local Government Chapter Records Survey


                                                              RECORDS MANAGEMENT SOFTWARE
                                                              When did                    Is your Records
                                                              you                         Management Software
                                                              purchase                    system integrated with
                                             What RM software this      How many user     other business           If yes, please list the software
                         ACLG                do you use to    software licences are       management               applications e.g. ProClaim,
COUNCIL                  Category Population manage records? ?          installed?        applications?            Finance 1 etc
Isis Shire Council       RAL            5900 Dataworks             1998              30   NO
Boonah Shire Council     RAL            8403 RecFind               1996               2
Nebo Shire Council       RAM            2095 Dataworks             2003              13
Waggamba Shire Council RAM              2997 Dataworks             1996              25
Pittsworth Shire Council RAM            4741 None
Fitzroy Shire Council    RAV           10010 None
Laidley Shire Council    RAV           13110 RecFind               1995               2   NO
Jondaryn Shire Council   RAV           13229                                              YES                      Practical
Esk Shire Council        RAV           14869                                              NO
Whitsunday Shire Council RAV           15995 RecFind               1997               8
Mareeba Shire Council    RAV           18579 Dataworks                               45   NO
Toowoomba City Council UDL             91187 PowerDOCS and                                NO
                                             PowerRM
Logan City Council       UDV          169433 DOCS RM               2000             700   YES                      Geac - Property System
                                                                                                                   (Pathways), GIS
                                                                                                                   GEAC Pathways (Property
Caboolture Shire Council   UFL        116992     Trim             2002            128     YES                      Database)
Redland Shire Council      UFL        120371     IN HOUSE         2002                    NO
Beaudesert Shire Council   UFM         56612     DataWorks        1991            100     YES                      Lattitude
Ipswich City Council       UFV        128976     DataWorks        2001            300     YES                      Pathway
Caloundra City Council     URL         78798     RecFind          1995              30    NO
Hervey Bay City Council    URM         44402     DOCS Open        1997              50    NO
Rockhampton City Council   URM         59410     DataWorks        1997 SITE LICENCE       YES                      Pathway
MT Isa City Council        URS         20785     DataWorks        1998              25    YES                      PCS
Warick Shire Council       URS         21387     DataWorks        1996              20    YES                      AS 400 property , MS office, GIS
                                                                                                                   Latitude
Cairns City Council        URV        119256 PCDOCs               1998             412 YES                         Authority
Maroochy Shire Council     URV        131395 RecFInd              1997              30 NO




      0e540e8e-486b-4d13-aeed-fbaffb151189.xls                                                                                                        1
0e540e8e-486b-4d13-aeed-fbaffb151189.xls   2
                 A                 B          C            D     E           F            G           H                   I                     J
1                                                              RMAA Local Government Chapter Records Survey
2
3                                                  RECORDS MANAGEMENT CONTROL & PROCESSES

                                                                                                           What are the top 3
                                                                                                           business activities
                                                                      Is the records                       (Council services) that       Which key
                                                  Does the            management     Do you use            EDMS supports? E.g.           Council area
                                                  council    If no,   system based an                      Regulatory Services,          of your
                                                  have a     please   on managing    electronic            Development                   organisation
                                                  corporate  describe only hard copy document What EDM Compliance,                       uses/consume
                                                  records    the      paper records, managemen software Development approvals,           s most of the
                               ACLG     Populatio manageme configura files/document t system    product is Building approvals, Shire     recordkeeping
4 COUNCIL                      Category n         nt system? tion.    s?             (EDMS)     used?      Services etc                  resources?
  Isis Shire Council           RAL          5900 NO                                  YES        Dataworks 1.Development Approvals        Property
                                                                                                           2.General
                                                                                                           Correspondence
5                                                                                                          3.Property
     Boonah Shire Council      RAL          8403 NO                   YES            YES        RecFInd


6
     Nebo Shire Council        RAM            2095 YES                 NO             YES         Dataworks

 7
 8 Waggamba Shire Council      RAM            2997   YES               YES            NO
 9 Pittsworth Shire Council    RAM            4741   YES               YES            NO
10 Fitzroy Shire Council       RAV           10010   YES               YES            NO                                                 ALL
   Laidley Shire Council       RAV           13110   YES               YES            YES         RecFind     1. Regulatory Services     Property/Rating
                                                                                                              2. Building
11
   Jondaryn Shire Council      RAV           13229                                                            1.rates management         administration
12                                                                                                            2.development 3.building
13 Esk Shire Council           RAV           14869                                                                                       Planning Dept
   Whitsunday Shire Council    RAV           15995 YES                 NO             YES         RecFind
14
   Mareeba Shire Council       RAV           18579 YES                 NO             YES         DataWorks 1.Licencing 2. General Administration
15                                                                                                          Correspondence 3.Rates




        0e540e8e-486b-4d13-aeed-fbaffb151189.xls                                                                                                           3
                A                     B      C         D   E         F         G       H                    I                     J
     Toowoomba City Council     UDL          91187 YES         NO        YES       Power      1.Correspondence
                                                                                   Docs       Management
                                                                                              2.Development
                                                                                              Applications
                                                                                              3.Internal Processes eg.
                                                                                              Personnel Management,
16                                                                                            Projects
     Logan City Council         UDV         169433 YES         NO        YES       DocsRM     Logan's EDMS services all    Regulatory
                                                                                              areas of Council, however,   Services - they
                                                                                              our busiest areas would      use both a
                                                                                              be: 1. Regulatory Services   electronic &
                                                                                              2. Development               paper system.
                                                                                              Assessment 3. Rates
17
     Caboolture Shire Council   UFL         116992 YES         YES       NO        Will use                                Compliance
                                                                                   Trim                                    Services and
                                                                                                                           Development
18                                                                                                                         Units
     Redland Shire Council      UFL         120371 YES         YES       NO        TESTING                                 Assessment
19                                                                                 ADI                                     Services
     Beaudesert Shire Council   UFM          56612 YES         NO        YES       DataWorks 1. Licencing and              Licencing and
                                                                                             compliance                    compliance
                                                                                             2. Development
20                                                                                           3. Rates
21
     Ipswich City Council       UFV         128976 YES         NO        YES       DataWorks All equally                   Planning &
                                                                                                                           Development



22
     Caloundra City Council     URL          78798 YES         YES       NO                                                City Assets (
                                                                                                                           formerly
                                                                                                                           Program
23                                                                                                                         Management )
     Hervey Bay City Council    URM          44402 YES         NO        YES       DOCs       1. Corporate Services        Development
                                                                                   Open       2. Development Services      Services
                                                                                              3. Community &
24                                                                                            Recreation




        0e540e8e-486b-4d13-aeed-fbaffb151189.xls                                                                                             4
                A                  B         C         D   E         F         G       H                  I                      J
     Rockhampton City Council   URM          59410 YES         NO        YES       DataWorks 1. Building Services         Environmental
                                                                                             2. Regulatory Services       Services (48%)
                                                                                             3. Health Services




25
     MT Isa City Council        URS          20785 YES         NO        YES       DataWorks 1. All of council business   All
                                                                                             2. General business
                                                                                             3.Property and building
26
     Warick Shire Council       URS          21387 YES                   YES       DataWorks 1.Administration -           Planning &
                                                                                             Document Tracking            Development
                                                                                             2.Administration -
                                                                                             Document Distribution
                                                                                             3.Customer Services -
                                                                                             Customer requests
27                                                                                           (Automatic workflow)
     Cairns City Council        URV         119256 YES         NO        YES       PCDOCS ALL                             Building
                                                                                                                          Regulation




28
     Maroochy Shire Council     URV         131395 YES         YES       NO                                               IDAS &
                                                                                                                          Regulatory
                                                                                                                          Services
29




        0e540e8e-486b-4d13-aeed-fbaffb151189.xls                                                                                           5
           K         L        M         N         O         P         Q         R         S         T        U         V         W           X         Y
1
2
3
                                                                                                                                                 Is the
                                                                                                                                                 'Workflo
             Do you                                                                                                                              w'
             capture                                                                                                        Do you     Do you    functiona
             other                                                                                                          scan       use       lity
             electroni                                                                                                      hard       workflow installed
  Do you     c                                                                                                              copy       to        within
  capture e- documen                                                                                                        records    manage the
  mails in ts in their                                                                                                      and        the       RM/EDM
  their      original                                                                                             others,   capture    electroni S
  original media as                  MSPower MSPublis MSOutlo MS                    Word                Multimedi please    into the   c         software
4 media?     follows: MSWord MSExcel Point   her      ok      Access                Perfect   CAD       a         list      EDMS?      records? ?
  YES        YES                                                                                                            YES        YES       YES


5
   NO;         NO        NO       NO        NO        NO        NO        NO        NO        NO        NO        NO        NO         NO        YES
   captured
   as hard
 6 copy
   NO          YES       YES      YES       YES       YES       YES       NO        NO        NO        NO                  YES        YES       YES
   Scanned
 7 In
 8 NO          YES
 9
10 NO          YES       YES      YES       YES       YES       YES       YES       NO        YES       NO                  NO         NO        NO
   YES         YES       YES      YES                                                                                       YES        NO        YES

11

12
13
     YES       YES       YES      YES       NO        NO        YES       NO        NO        NO        NO        PHOTO,    YES        NO        YES
14                                                                                                                CD'S
     YES       YES       YES      YES       NO        NO        NO        NO        YES       NO        NO        NO        YES        YES       YES
15




       0e540e8e-486b-4d13-aeed-fbaffb151189.xls                                                                                                            6
           K         L      M           N         O         P         Q         R        S        T        U        V         W         X         Y
     YES       YES       YES      YES       YES       NO        NO         NO       NO       NO       NO                   YES    YES       NO




16
     YES       YES       YES      YES       YES       YES       NO         NO       NO       NO       ?                    YES    YES       NO
                                                                converts
                                                                to MS
                                                                Word


17
     YES       YES                                                                                             PDF,               YES
                                                                                                               JPG, TIFF

18
     NO        NO        NO       NO        NO        NO        NO         NO       NO       NO       NO       NO          NO     NO        NO
19
     NO        YES       YES      YES       YES       YES       YES        NO       NO       NO       NO                   YES    YES       YES
     Scanned

20
21
     No        YES       YES      YES       YES       NO        NO         NO       NO       NO       NO       YES PDF YES        YES       YES
     Converted
     to MS
     Word

22
     NO        NO        NO       NO        NO        NO        NO         NO       NO       NO       NO       NO          NO     NO        NO


23
     YES       YES       YES      YES       YES       NO        YES        NO       NO       NO       NO       NO          YES    NO        NO


24




       0e540e8e-486b-4d13-aeed-fbaffb151189.xls                                                                                                       7
           K         L      M           N         O         P         Q         R        S         T        U        V      W         X         Y
     YES       YES       YES      YES       YES       YES       YES       NO        NO       NO        NO       NO       YES    YES       YES




25
     YES       YES       YES      YES       YES       YES       YES       NO        NO       YES       NO       NO       YES    YES       YES


26
     NO        NO        NO       NO        NO        NO        NO        NO        NO       NO        NO       NO       YES    YES       YES




27
               YES       YES      YES       YES       YES       YES       YES       NO       NO        NO       NO       YES    NO        NO




28
     NO        NO        NO       NO        NO        NO        NO        NO        NO       NO        NO       NO       NO     NO        NO


29




       0e540e8e-486b-4d13-aeed-fbaffb151189.xls                                                                                                     8
           Z        AA        AB        AC          AD             AE                 AF      AG            AH             AI            AJ             AK
1
2
3

  Do you                          Is your                How do you                                Do you file
  capture                         Business               capture and file                          issues that are
  Web                             Classific    Do you    Rate Collection                  Do you   property
  Sites &                Have you ation        have a    correspondence          Do you   file     related e.g.         Do you     If yes, do you:
  Web                    adopted Guide         Security e.g 1. Filed by          file     'Reports Complaints,          capture    1. Scan all
  Pages        Do you    the NSW structure     Classific individual Property     Minutes to        drainage on a        inwards    correspondence
  into the     have a    AAA      d on         ation     files; or               and      Council' Property based       correspo   ?
  records      Business Thesauru Function      Scheme 2. all Rates issues        Agendas with      file system or       ndence     2. If "No" list
  managem      Classific s For    s and        for       filed by activity or    together agendas by                    by         documents that
  ent          ation     Local    Activities   council   subject; or             on one   and or   functions/activi     scanning   are not
4 system?      Guide?    Govt     ?            records? 3. other?                file?    minutes? ties?                ?          scanned.
  NO           NO        NO       NO           NO        Individual Properties   YES      YES      All filed directly   YES        YES
                                                                                                   to property

5
     NO        YES       NO        NO          NO


6
     NO        NO        NO        YES         YES

 7
 8 NO          YES       NO        YES         YES
 9             NO                              NO
10 NO          YES       NO        YES         NO         Activity or Subject    NO        NO        function/activity NO
   NO          YES       NO        NO          NO         Property               NO        YES       Property          YES         YES

11

12
13
     YES       YES       NO        YES         YES
14
     NO        YES       NO        YES         YES        All of the 3           YES       YES       YES                YES        Scan all documents
15




       0e540e8e-486b-4d13-aeed-fbaffb151189.xls                                                                                                              9
           Z      AA          AB      AC       AD          AE             AF             AG           AH           AI         AJ         AK
     NO        YES      NO         YES      YES     Combination of 1&2 YES          NO          Drainage        YES     All




16
     YES       NO       NO         ?        YES     There is a Rates file YES       NO          Property Based YES      Scan all
                                                    created for every                           files                   documents
                                                    property in the
                                                    system.


17
     NO                 NO         YES      YES     Rates documents    NO           YES         Property Based NO
                                                    are Property Based                          files

18
     NO        YES      NO         YES      YES                           YES                   Property        NO
19
     NO        NO;       NO        YES      YES     Individual Property   NO        YES         Property        YES
               developin                            Files
               g
20
21
     NO        YES      NO         YES      NO      Through our           Don't     Reports     Stored in       YES     NO Oversized
                                                    EDMS                  "file"    filed as    electronic              and voluminous
                                                                          them on   documen     Customer                docs not
                                                                          a file    ts in the   Requests                scanned
                                                                                    EDMS        system                  completely
22
     NO        NO       NO         NO       YES     Subject files         NO        YES         Subject files   NO


23
     NO        YES      YES        YES      NO      Function & Activities YES       YES         Functions       YES     Not ALL
                                                                                                &Activities

24




       0e540e8e-486b-4d13-aeed-fbaffb151189.xls                                                                                               10
           Z      AA       AB        AC           AD            AE              AF        AG          AH      AI            AJ        AK
     YES       YES      YES       YES       NO         Linked to both        YES     NO        Both        YES     Ephemeral
                                                       Subject and                                                 documents such
                                                       Property files.                                             as, promotional
                                                                                                                   material,
                                                                                                                    rough drafts of
                                                                                                                   reports,
                                                                                                                   correspondence,
25                                                                                                                 invitations.
     NO        YES      NO                  YES                              YES     NO        Property


26
     NO        YES      NO        YES       YES




27
     NO        NO       NO        YES       NO         We capture rates        NO    NO        NO          YES     NO
                                                       information by
                                                       activity and
                                                       category with the
                                                       assessment and
                                                       parcel number put
                                                       into the profile of the
                                                       document.
28
     NO        YES      YES       YES       NO         1. Mostly filed by   NO       NO        YES         NO
                                                       individual property
                                                       but will be changing
29                                                     to activity




       0e540e8e-486b-4d13-aeed-fbaffb151189.xls                                                                                            11
                                                       RMAA Local Government Chapter Records Survey


                                     RECORDS MANAGEMENT ANCILLARY HARDWARE
                                          Do you                                                  Do you use
                                          use      Number                                         Portable
                     ACLG     Populatio   scanners of       Type eg Colour, B/W, A4, A3,          Bar Code
COUNCIL              Category n           ?        scanners A0, desktop, high speed etc           Readers?
Isis Shire Council RAL            5900    YES             1 A4 Colour                             NO
Boonah Shire Council RAL          8403    NO                                                      NO
Nebo Shire Council RAM            2095    YES             1 B/W A4                                NO
                     RAM
Waggamba Shire Council            2997    YES             1 Fujitsu M3096E A3 40 ppm              NO
                     RAM
Pittsworth Shire Council          4741    NO                                                      NO
Fitzroy Shire CouncilRAV         10010    NO                                                      NO
                                                            RICOH AFICIO 1501 BLACK &
Laidley Shire Council AV
                    R            13110    YES             2 WHITE                                 NO
                    RAV
Jondaryn Shire Council           13229
Esk Shire Council RAV            14869
                                                               2 High Speed (1 Colour and 1
                                                               B&W), 1 A0 black and white, 1 A3
Whitsunday Shire Council
                   RAV           15995 YES                 4   Colour                             NO
                   RAV
Mareeba Shire Council            18579 YES                 1   A3 Kofax                           NO
                   UDL
Toowoomba City Council           91187 YES                 3   B/W A4, A3, A0                     NO
                                                               2 High Speed A3Coloured
Logan City Council UDV          169433    YES              3   scanners, 1 A0 scanner             YES
                   UFL
Caboolture Shire Council        116992    NO                                                      YES
                   UFL
Redland Shire Council           120371    NO                                                      NO
                   UFM
Beaudesert Shire Council         56612    YES              5 3 b&w high speed 2 colour            NO
                                                             2 x A3 Auto feed; 1 x A4 Colour; 5
Ipswich City Council UFV        128976 YES                 8 x A4 flatbed                       NO
                     URL
Caloundra City Council           78798 NO                                                       NO
                     URM
Hervey Bay City Council          44402 YES                 2 B/W A3 Desktop (Fujitsu Duplex) NO
                                                             9 x A4 colour scanners and 2 x
Rockhampton City Council
                  URM            59410 YES                11 A3 B/W                             NO
                                                             High speed A3 non colour and A4
MT Isa City Council URS          20785 YES                 2 colour                             NO
                                                             Fujitsu (1x M3096 ex ( A3 ADF), 2
Warick Shire CouncilURS          21387 YES                 7 x Scanpartner 620c A4 colour ; 4x NO
                                                             3 fujitsus, 1 A4 colour scanner
Cairns City Council URV         119256 YES                 5 and 1 A0 colour scanner            NO
                    URV
Maroochy Shire Council          131395 NO                                                       YES




      0e540e8e-486b-4d13-aeed-fbaffb151189.xls                                                                 12
                                                          RMAA Local Government Chapter Records Survey


                                                             ARCHIVAL MANAGEMENT
                                                                                                                                    Do you
                                                                                         Do you                Are the inactive     have
                                              Do you      Do you use                     provide               electronic records   inactiv   Have you
                                              have a      a                              an                    appraised and        e         converted       If yes,
                                              purpose     commercial                     inactive              sentenced as per     record    inactive hard   describe the
                                              built in    service        What software   storage      Are your the QSA General      s         copy records    media
                                              house       provider for   do you use to   service to   Inactive Disposal &           stored    to other        types, eg
                           ACLG               inactive    the storage    managed the     other        records Retention Schedule    on        mediums for     microfilm,
                           Categor            records     of Inactive    inactive        external     stored for Local Govt         microfi   long term       CDs, digital
COUNCIL                    y       Population facility?   records?       records?        clients?     onsite? Records?              lm?       storage?        etc
Isis Shire Council         RAL          5900 NO           NO             MS ACCESS       NO           YES      YES                  NO        NO
                                                                                                                                                              Microfilm,
Boonah Shire Council       RAL            8403 YES        NO             RecFInd           NO         YES     YES                   YES       YES             CD
                                                                         Practical/Datawor
Nebo Shire Council         RAM            2095 YES        NO             ks                NO         NO      NO                    NO        NO
                                                                                                                                              Some old
Waggamba Shire Council     RAM           2997    YES      NO             Dataworks       NO           NO                            YES       items
Pittsworth Shire Council   RAM           4741    NO       NO
Fitzroy Shire Council      RAV          10010    YES      NO             None            NO           NO      NO                    NO        NO
Laidley Shire Council      RAV          13110    YES      NO             None            NO           YES     NO                    NO        NO
Jondaryn Shire Council     RAV          13229
Esk Shire Council          RAV          14869
Whitsunday Shire Council   RAV          15995 YES         NO             RecFind/Excel   NO           NO      YES                   NO        NO
Mareeba Shire Council      RAV          18579 YES         NO             Excel           NO           YES     YES                   YES       YES             CD
Toowoomba City Council     UDL          91187 NO          NO             PowerRM         NO           YES     YES                   YES       YES             Microfilm
                                                                                                                                                              Scanned to
Logan City Council         UDV         169433    YES      NO             DOCS RM         NO           Some    YES                   YES       YES             CD
Caboolture Shire Council   UFL         116992    YES      NO             TRIM Captura    NO           YES     NO                    YES       YES             Microfilm
Redland Shire Council      UFL         120371    NO       YES            CRIMS           NO           NO      NO                    YES       YES             Microfilm
Beaudesert Shire Council   UFM          56612    NO       NO             Dataworks       NO           YES     YES                   YES       YES             Scanned
Ipswich City Council       UFV         128976    YES      NO             Excel           NO                   NO                    YES       YES             Microfilm
Caloundra City Council     URL          78798    NO       YES            Excel/RecfInd   NO           NO      YES                   YES       NO
Hervey Bay City Council    URM          44402    NO       YES            DOCS Open       NO           YES     YES                   NO        NO
Rockhampton City Council   URM          59410    NO       YES            DataWorks       NO           Some    YES                   YES       NO
MT Isa City Council        URS          20785    YES      NO             DataWorks       NO           YES     YES                   NO        NO
Warick Shire Council       URS          21387    YES      NO             DataWorks       NO           YES     YES                   YES       NO
                                                                                                                                                              Microfilm,
Cairns City Council        URV         119256 NO          YES            None            NO           Some    YES                   YES       YES             CD
Maroochy Shire Council     URV         131395 YES         NO             RecfInd         YES          YES     YES                   YES       NO



      0e540e8e-486b-4d13-aeed-fbaffb151189.xls                                                                                                                         13
                                                                                    RMAA Local Government Chapter Records Survey


                                                                                       POLICIES & PROCEDURES




                             ACLG                    Do you have corporate recordkeeping             Do you have corporate       Do you have recordkeeping
COUNCIL                      Category Population     policies that meet the requirements of IS 40?   recordkeeping procedures?   guidelines?
Isis Shire Council           RAL              5900   NO                                              NO                          YES
Boonah Shire Council         RAL              8403   NO                                              NO                          NO
Nebo Shire Council           RAM              2095   YES                                             YES                         YES
Waggamba Shire Council       RAM              2997   NO                                              YES                         NO
Pittsworth Shire Council     RAM              4741                                                   YES                         NO
Fitzroy Shire Council        RAV             10010   NO                                              NO                          NO
Laidley Shire Council        RAV             13110   NO                                              YES                         YES
Jondaryn Shire Council       RAV             13229
Esk Shire Council            RAV             14869
Whitsunday Shire Council     RAV             15995   NO                                              YES                         YES
Mareeba Shire Council        RAV             18579   YES                                             YES                         YES
Toowoomba City Council       UDL             91187   YES                                             YES                         YES
Logan City Council           UDV           169433    YES                                             YES                         NO
Caboolture Shire Council     UFL           116992    YES                                             YES                         YES
Redland Shire Council        UFL           120371    NO                                              YES                         YES
Beaudesert Shire Council     UFM             56612   YES                                             YES                         NO
Ipswich City Council         UFV           128976    YES                                             YES                         YES
Caloundra City Council       URL             78798   NO                                              YES                         YES
Hervey Bay City Council      URM             44402   YES                                             YES                         YES
Rockhampton City Council     URM             59410   NO                                              YES                         YES
MT Isa City Council          URS             20785   NO                                              YES                         YES
Warick Shire Council         URS             21387   NO                                              YES                         YES
Cairns City Council          URV           119256    YES                                             YES                         YES
Maroochy Shire Council       URV           131395    NO                                              NO                          NO




     0e540e8e-486b-4d13-aeed-fbaffb151189.xls                                                                                                            14
0e540e8e-486b-4d13-aeed-fbaffb151189.xls   15
                                                                               RMAA Local Government Chapter Records Survey


                                                                                  TRAINING & DEVELOPMENT
                                                  Does your                                                                     Would your council be
                                                  organisation have   What is the frequency of the     How many Records         agreeable to participating
                                                  a recordkeeping     induction? Eg as required,       Staff have TAFE or       in a Job Exchange
                           ACLG                   induction           weekly, monthly, quarterly,      tertiary recordkeeping   program for records
COUNCIL                    Category Population    program?            annually                         qualifications?          staff.
Isis Shire Council         RAL             5900   NO                                                                0           NO
Boonah Shire Council       RAL             8403   NO                                                                0
Nebo Shire Council         RAM             2095   NO                                                                0
Waggamba Shire Council     RAM             2997   NO                                                                0
Pittsworth Shire Council   RAM             4741   NO                                                                0
Fitzroy Shire Council      RAV           10010    NO                                                                0           NO
Laidley Shire Council      RAV           13110    NO                                                                0           NO
Jondaryn Shire Council     RAV           13229                                                                                  YES
Esk Shire Council          RAV           14869                                                                                  YES
Whitsunday Shire Council   RAV           15995 YES                    Quarterly                                   0
Mareeba Shire Council      RAV           18579 YES                    as required                                 0             NO
Toowoomba City Council     UDL           91187 YES                    Monthly                                     0             NO
Logan City Council         UDV          169433 YES                    Weekly                                      3             YES
Caboolture Shire Council   UFL          116992 YES                    Monthly                                     0             NO
Redland Shire Council      UFL          120371 NO                                                                 4             YES
Beaudesert Shire Council   UFM           56612 YES                    Quarterly                                   0             YES
Ipswich City Council       UFV          128976 YES                    Monthly                                     3             YES
Caloundra City Council     URL           78798 YES                    Monthly                                     0
Hervey Bay City Council    URM           44402 YES                    Monthly                                     0             YES
Rockhampton City Council   URM           59410 NO                                                                 0             YES
                                                                      When a new staff employee
                                                                      starts. A refresher is offered
MT Isa City Council        URS            20785   YES                 every three months.                         1             NO
Warick Shire Council       URS            21387   YES                 As required                                 0             YES
Cairns City Council        URV           119256   NO                                                              0             YES
Maroochy Shire Council     URV           131395   YES                 Weekly                                      1             YES




      0e540e8e-486b-4d13-aeed-fbaffb151189.xls                                                                                                               16
0e540e8e-486b-4d13-aeed-fbaffb151189.xls   17
                                                                            RMAA Local Government Chapter Records Survey


                                                                                       COMMUNICATION
                                                 Do you have an internal   Do you
                                                 intranet page to          promote/market
                           ACLG                  communicate               recordkeeping within
COUNCIL                    Category Population recordkeeping issues?       the organisation?    How do you promote/market recordkeeping?
Isis Shire Council         RAL              5900 NO                        YES                  NO
Boonah Shire Council       RAL              8403 NO                        NO
Nebo Shire Council         RAM              2095 NO                        YES                  Internal training
Waggamba Shire Council     RAM              2997
Pittsworth Shire Council   RAM              4741 NO                        NO
Fitzroy Shire Council      RAV            10010 NO                         YES
Laidley Shire Council      RAV            13110 YES                        NO                  NO
Jondaryn Shire Council     RAV            13229
Esk Shire Council          RAV            14869
Whitsunday Shire Council   RAV            15995 NO                         YES                 Newsletters
Mareeba Shire Council      RAV            18579 NO                         YES
Toowoomba City Council     UDL            91187 NO                         YES                 Induction
Logan City Council         UDV             169433 YES                      YES                 Branch Meeting Invitations
                                                                                               Via induction and staff newsletter, outlook updates
Caboolture Shire Council   UFL             116992 YES                      YES                 (email)
Redland Shire Council      UFL             120371 YES                      YES                 Via Council's monthly publication -'Interaction'
Beaudesert Shire Council   UFM              56612 NO                       Through training

                                                                                               Refer Q. 1; also have the role ID'd in a position
Ipswich City Council       UFV             128976 YES                      YES                 Description
Caloundra City Council     URL              78798 YES                      NO
Hervey Bay City Council    URM              44402 YES                      NO
                                                                                               Internal newsletter distributed to all Council
                                                                                               employees,
Rockhampton City Council   URM             59410 YES                       YES                  the Intranet and DataWorks tips
                                                                                               Every 4 months I may send a tip of a "Did you
MT Isa City Council        URS             20785 NO                        YES                 know". Or "Don't forget"
                                                                                               Email notifications, Training sessions, assistance
Warick Shire Council       URS              21387 NO                       YES                 as required
Cairns City Council        URV             119256 NO                       NO
Maroochy Shire Council     URV             131395 YES                      YES




0e540e8e-486b-4d13-aeed-fbaffb151189.xls                                                                                                             18
0e540e8e-486b-4d13-aeed-fbaffb151189.xls   19
                                                            RMAA Local Government Chapter Records Survey


                                                           PERFORMANCE MANAGEMENT
                                                    Do you have Key                      If so, which
                                                    Performance       Do you bench       organisation     Are the Records
                                                    Indicators for    mark your          or standard do   Services in your
                            ACLG                    recordkeeping     recordkeeping      you bench        organisation
COUNCIL                     Category Population     issues?           services           mark against?    quality assured?
Isis Shire Council          RAL              5900   NO                NO                                  NO
Boonah Shire Council        RAL              8403   NO                NO                                  NO
Nebo Shire Council          RAM              2095   NO                NO                                  NO
Waggamba Shire Council      RAM              2997   NO                NO                                  NO
Pittsworth Shire Council    RAM              4741   NO                NO                                  NO
Fitzroy Shire Council       RAV            10010    NO                NO                                  NO
Laidley Shire Council       RAV            13110    NO                NO                                  NO
Jondaryn Shire Council      RAV            13229
Esk Shire Council           RAV            14869
Whitsunday Shire Council    RAV            15995    YES               NO                                  NO
Mareeba Shire Council       RAV            18579    NO                NO                                  NO
Toowoomba City Council      UDL            91187    YES               NO                                  NO
Logan City Council          UDV           169433    NO                NO                                  NO
Caboolture Shire Council    UFL           116992    YES               YES                IS40; IS41       NO
Redland Shire Council       UFL           120371    YES               NO                                  NO
Beaudesert Shire Council    UFM            56612    YES               NO                                  NO

Ipswich City Council        UFV            128976   NO                NO; not formally                    NO
Caloundra City Council      URL             78798   YES               NO                                  NO
Hervey Bay City Council     URM             44402   YES               NO
Rockhampton City Council    URM             59410   NO                NO                                  NO
MT Isa City Council         URS             20785   NO                NO                                  NO
Warick Shire Council        URS             21387   YES               NO                                  NO
Cairns City Council         URV            119256   YES               NO                                  YES
Maroochy Shire Council      URV            131395   YES               NO                                  NO




0e540e8e-486b-4d13-aeed-fbaffb151189.xls                                                                                     20
0e540e8e-486b-4d13-aeed-fbaffb151189.xls   21
                                                                                              RMAA Local Government Chapter Records Survey


                                                                                                                SERVICES
                                               Do you offer for sale to the
                           ACLG                public any records? E.g.                                                 Do you provide any other services to
COUNCIL                    Category Population House Owner's Bld Plans        If yes , please list the types of records the public? (Please describe)
Isis Shire Council         RAL            5900 YES                            Building Plans
Boonah Shire Council       RAL            8403
Nebo Shire Council         RAM            2095
Waggamba Shire Council     RAM            2997
Pittsworth Shire Council   RAM            4741
Fitzroy Shire Council      RAV           10010 YES                            Registers, Agendas, Minutes             NO
Laidley Shire Council      RAV           13110 NO                                                                     NO
Jondaryn Shire Council     RAV           13229 NO                                                                     NO
Esk Shire Council          RAV           14869 NO                                                                     NO
Whitsunday Shire Council   RAV           15995
Mareeba Shire Council      RAV           18579 NO                                                                     NO
Toowoomba City Council     UDL           91187 NO                                                                     YES Historical Research
Logan City Council         UDV          169433 YES                                                                    NO
                                                                              Rates Searches, Public Registers,
                                                                              Minutes, Policies, Local Laws,
Caboolture Shire Council   UFL             116992 YES                         Subordinate Local Laws, etc..
                                                                                                                      File retrieval e.g building & plumbing
Redland Shire Council      UFL             120371 YES                         Building plans, aerial maps             plans
Beaudesert Shire Council   UFM              56612 YES                         BLD Plans                               NO
Ipswich City Council       UFV             128976 NO                                                                  NO
                                                                              Building plans, Certain property
Caloundra City Council     URL             78798 YES                          Information to estate agents            YES
                                                                              Building Plans
                                                                              Plumbing Plans
Hervey Bay City Council    URM             44402 YES                          Survey Plans                            YES
                                                                              Copies of building plans,
                                                                              geographical maps of the city
                                                                              as well as corporate documents,
                                                                              such as the corporate plan, annual
Rockhampton City Council URM               59410 YES                          report                                  YES
                                                                              Building search, property
                                                                              search.Corporate plan, Operational
                                                                              plan, Register of General charges,
                                                                              Budget, Annual Report,Town
MT Isa City Council        URS             20785 YES                          planning scheme and maps                NO




0e540e8e-486b-4d13-aeed-fbaffb151189.xls                                                                                                                       22
                                                        Property Plans etc and other docs as Historical Information , Cemetery
Warick Shire Council     URS                21387 YES   listed in statement of affairs       Geneology searches
Cairns City Council      URV               119256 NO                                         NO


Maroochy Shire Council   URV               131395 NO                                         YES




0e540e8e-486b-4d13-aeed-fbaffb151189.xls                                                                                         23
rvey




       Photocopying
       Faxing




       FOI




       0e540e8e-486b-4d13-aeed-fbaffb151189.xls   24
Archive storage and
photocopying services (we do not
advertise so as not to compete




0e540e8e-486b-4d13-aeed-fbaffb151189.xls   25
                                                                                        RMAA Local Government Chapter Records Survey


                                                                                                          PROBLEMS
                           ACLG                 List the top three issues that
COUNCIL                    Category Population cause you the most problems:
Isis Shire Council         RAL             5900 Resources (storage & staff time)
                                                DEALING WITH HARD COPY                POLICIES & PROCEDURES NOT
Boonah Shire Council       RAL             8403 INFORMATION                           IN PLACE                  TRAINING
Nebo Shire Council         RAM             2095
Waggamba Shire Council     RAM             2997
Pittsworth Shire Council   RAM             4741 1 Misplaced documents                 2 Misfiled documents                3 Misplaced files
                                                1 Staff keeping separate record       2 Resources to improve record       3 Staff do not understand the importance of
Fitzroy Shire Council      RAV           10010 systems                                management                          recordkeeping
Laidley Shire Council      RAV           13110 1. Accuracy                            2. Lack of Staff Training           3. Lack of staff
Jondaryn Shire Council     RAV           13229
Esk Shire Council          RAV           14869
                                                1. Indecision and indifferences       2. Lack of information from        3. Poor setup of existing database.
                                                with other depts of coding and        departments on job specificiations
                                                classification and general records    etc.
Whitsunday Shire Council   RAV           15995 operations
                                                                                                                         3 Having an upgrade installed at our
                                                 1 People leaving the organisation    2 Small errors that result in not  organisation that has errors appearing in it -
                                                 that have a very good general        being able to locate a document    Time taken to rectify problems effects overall
Mareeba Shire Council      RAV             18579 knowledge                            within a reasonable time frame     performance of organisation.
                                                                                      Balancing appropriate access and
                                                                                      restriction to files and documents
Toowoomba City Council     UDL             91187 email management
                                                 Having an electronic RMS but still   Having to keep the original paper
                                                 having to use paper and physical     document after it has been
Logan City Council         UDV            169433 files for some areas                 scanned                             Council staff not using the system effectively
                                                 Non-Compliance by Unit staff to      Resources required to maintain
Caboolture Shire Council   UFL            116992 record all mail into RM database     Disposal & Archive program          Resources required for training

                                                 Recruitment - securing staff for the Lack of recognition of value of  Failure to remunerate accordingly and no
Redland Shire Council      UFL            120371 longer and not short term            some key recordkeeping functions career path in DMS
Beaudesert Shire Council   UFM             56612 Resources                            Culture                          Time

                                                 Organisation recognition of RK
Ipswich City Council       UFV            128976 responsibilities                     Records staff attitude to job       "Real" management support
                                                 1 Lack of co-operation by staff
Caloundra City Council     URL             78798 adhering to records procedures       2 Recfind                           3 Position classifications




        0e540e8e-486b-4d13-aeed-fbaffb151189.xls                                                                                                                           26
Hervey Bay City Council    URM            44402 Resources - Staff                  Budget Allocation - lack of     Location of Hard Files (in outside sheds)
Rockhampton City Council   URM            59410
                                                                                                                   Other departments keeping records that
                                                                                                                   should be put in the Records system after
                                               Others not knowing what exactly     No time to maintain old         repeated emails to tell them that they must
MT Isa City Council        URS           20785 the Records Dept does.              paperbased records              be sent to Records.
Warick Shire Council       URS           21387 1 Cultural Change                   2 Resources                     3 Systems and procedures
                                               No appreciation of records
Cairns City Council        URV          119256 management                          Poor profiling                  Poor utilisation of the system
                                               1. Lack of EDMS forces us to
                                               work with physical files in an      2. Limited access to Records    3. Changing culture - There is a constant
                                               environment with many remote        Management System - customers   struggle to change the way the organisation
                                               sites - control of records is       do not have the tools to self   and even Records staff think about Records
Maroochy Shire Council     URV          131395 extremely difficult- no workflow.   manage records                  Managment




       0e540e8e-486b-4d13-aeed-fbaffb151189.xls                                                                                                                  27
0e540e8e-486b-4d13-aeed-fbaffb151189.xls   28
                                                                                        RMAA Local Government Chapter Records Survey


                                                                                                          WISH LIST
                                                 If you had sufficient funding, list the
                           ACLG                  three top initiatives you would like to
COUNCIL                    Category Population action.
Isis Shire Council         RAL              5900 Building of fire proof recordkeeping storage
Boonah Shire Council       RAL              8403 Imaging
Nebo Shire Council         RAM              2095 Training
Waggamba Shire Council     RAM              2997
Pittsworth Shire Council   RAM              4741 1 Electronic filing                          2 Full compliance with all record keeping iniatives
                                                                                              2 Electronic Record System to        3 Training for all staff in best
Fitzroy Shire Council      RAV            10010 1 More Resources                              control records better               practice recordkeeping
Laidley Shire Council      RAV            13110 1. Training                                   2. Upgrade to RMS                    3. More space
Jondaryn Shire Council     RAV            13229
Esk Shire Council          RAV            14869
Whitsunday Shire Council   RAV            15995 1. New database structure                     2. New storage building              3. Completed archiving and disposal
Mareeba Shire Council      RAV            18579
Toowoomba City Council     UDL            91187
                                                 Conduct back scanning of physical            Develop & implement a specific
                                                 documents older then May 2000 of all         Record Management Induction          Redevelop & implement a new user
Logan City Council         UDV           169433 active files                                  Program                              friendly file plan
                                                 RM Specialists for each of the 3 Council     Additional staff member to manage Additional staff member to assist
Caboolture Shire Council   UFL           116992 Groups                                        Archive Repository                   with FOI
Redland Shire Council      UFL           120371 Staff training                                Remuneration
                                                 Recording all documentation that needs                                            Implement knowledge management
Beaudesert Shire Council   UFM            56612 recording                                     Improve storage facilities           system
Ipswich City Council       UFV           128976
                                                                                                                                   3 Appointment of fulltime Archives
Caloundra City Council     URL            78798 1 EDMS package                                2 Improved office space              Officer
                                                 Workflow tool                                Specialised training for staff       Extra resources to support research
Hervey Bay City Council    URM            44402                                                                                    requests
Rockhampton City Council   URM            59410

                                                   Maintenance of all paperbased property      Maintenance of our Archive section
MT Isa City Council        URS               20785 files kept in Records.                      and a bigger archive storage area. A colour A3 high speed scanner.
                                                   1 Complete review of System &               2 Resource projects for quick      3 Training in reccomended
Warick Shire Council       URS               21387 Procedures                                  completion of problems identified  procedures for all staff
                                                                                                                                  scanning of old council information
                                                   Training in Records management for all                                         that is required to be kept for 10
Cairns City Council        URV              119256 staff                                       Operational record keeping plan    years or longer




     0e540e8e-486b-4d13-aeed-fbaffb151189.xls                                                                                                                      29
                                                                                              3. Major training effort to change
                                                                                              perceptions about the need to keep
                                                                                              records and the roles and
Maroochy Shire Council    URV             131395 1. EDMS   2. Council Wide access to system   responsibilities of all council officers




     0e540e8e-486b-4d13-aeed-fbaffb151189.xls                                                                                     30
0e540e8e-486b-4d13-aeed-fbaffb151189.xls   31
                                                                                          RMAA Local Government Chapter Records Survey


                                                                                                          MENTORING
                                                 Does your organisation
                                                 possess skills that could                                                             Would your organisation be
                           ACLG                  assist other councils with their                                                      prepared to share these skills or
COUNCIL                    Category Population   recordkeeping program?           If yes, please list.                                 be used as a reference site?
Isis Shire Council         RAL            5900   NO                                                                                    NO
Boonah Shire Council       RAL            8403   NO
Nebo Shire Council         RAM            2095   NO
Waggamba Shire Council     RAM            2997   NO                                                                                    NO
Pittsworth Shire Council   RAM            4741   NO
Fitzroy Shire Council      RAV          10010    NO                                                                                    NO
Laidley Shire Council      RAV          13110    NO                                                                                    NO
Jondaryn Shire Council     RAV          13229
Esk Shire Council          RAV          14869
Whitsunday Shire Council   RAV           15995 YES                                 Develop of training guides, scanning,               YES
Mareeba Shire Council      RAV           18579 YES                                                                                     YES
Toowoomba City Council     UDL           91187
Logan City Council         UDV          169433 ?                                                                                       YES
Caboolture Shire Council   UFL          116992 YES                                 Disaster Preparedness and Recovery                  YES
                                                                                   Long experience in RM, EDMS, policies,
Redland Shire Council      UFL          120371 YES                                 procedures, training                                YES
Beaudesert Shire Council   UFM           56612
                                                                                   What NOT to do when implementing an EDMS. And
                                                                                   perhaps a load of 'general' experience with whatever
Ipswich City Council       UFV          128976 YES                                 that brings.                                         YES
Caloundra City Council     URL           78798
                                                                                   Implementing Keywork for Councils
                                                                                   Training in Corporate Systems - Cert IV Trainer &
Hervey Bay City Council    URM           44402 YES                                 Assessors                                           YES
                                                                                   Experience in a variety of systems, software and
                                                                                   transition
Rockhampton City Council   URM           59410   YES                                from paper-based system to electronic system       YES
MT Isa City Council        URS           20785   NO
Warick Shire Council       URS           21387   NO                                                                                    NO
Cairns City Council        URV          119256   NO
                                                                                   1. FOI 2. Business Classification Scheme Design 3.
Maroochy Shire Council     URV          131395 YES                                 General recordkeeping issues;                      YES




      0e540e8e-486b-4d13-aeed-fbaffb151189.xls                                                                                                                    32
0e540e8e-486b-4d13-aeed-fbaffb151189.xls   33
                                         RMAA Local Government Chapter Records Survey


                                                 GENERAL STATISTICS
                                                                                           Number        How
                                                                                Numbe      of staff      many
                                                                                r of       that have     remo
                                                 Total             Annual       Record     access to     te      Number of     Number of                Number
                                                 Num               Budget $     s staff    the           sites   Inwards       Outwards      Number     of        Number      Number
                                                 ber of   Council' allocated    employ     Records       have    Mail (hard    Mail (hard    of         outgoin   of          of
                                                 staff    s        to           ed in      Managem       acce    copy)-        copy)-        Incoming   g e-      Active      Inactive
                                                 in       Annual Records        Record     ent           ss to   specify       specify       e-mails    mails     Hard        Hard
                           ACLG                  coun     Budget Managem        s          System        the     daily,        daily,        (as        (as       Copy        Copy
COUNCIL                    Category Population   cil      $        ent          Branch     (RMS)         RMS     weekly, etc   weekly, etc   above)     Above)    files       files
Isis Shire Council         RAL            5900       65   $10M                       0.5            65   Nil     150/week      150/week      10/week    10/week       4226
Boonah Shire Council       RAL            8403       95   $12M      $100,000           2             2   Nil     30/day        15/day        10/day                   5000        3000
Nebo Shire Council         RAM            2095       53   $8M         $40,000          1            15   Nil     30/day        25/day        10/day     10/day          430   unknown
Waggamba Shire Council     RAM            2997       67   $10M                         1             4   Nil     60/day        20/day        20/day     10/day
Pittsworth Shire Council   RAM            4741       40   $5m                          1                         100/Daily     50/60 day     20/day     10/day
Fitzroy Shire Council      RAV           10010                                      0.25              Nil
Laidley Shire Council      RAV           13110     110 $10M                            4           10 Nil        750 monthly 3500 monthly 50 weekly ?                8400 unknown
Jondaryn Shire Council     RAV           13229
Esk Shire Council          RAV           14869
Whitsunday Shire Council   RAV           15995     200              $171,000          4           100     5 450/week    800/week     250/week               18,000     10,000
Mareeba Shire Council      RAV           18579     220                                2            60 Nil   150/week    250/week     20/day     15/day             Nil
Toowoomba City Council     UDL           91187     750 $110M        $390,000        7.5           400     4 3888/monthly1500/monthly 1225/daily 544/daily Nil      400lm


                                                                                                                                                        30/month
                                                                                                                                                        captured
                                                                                                                                             900/day;   by
                                                                                                                                             300/day    Records;
Logan City Council         UDV          169433 925 $220M     898,701                19            720       18   750W         7100W          saved      600/day   86500        123000
Caboolture Shire Council   UFL          116992 700 $118.6M $253,000                   3            80        2   800 W        600W           900W       500W     120,000        20,000
Redland Shire Council      UFL          120371 1050 $96M   $1.3M                    23             27        2   2000W        ?              ?          ?         75,300       111700
Beaudesert Shire Council   UFM           56612 455 $65M                             5.5                      4   2600M        2400M
Ipswich City Council       UFV          128976 #### $180M   $800,000                13            300        4   150D                                                  0 many
Caloundra City Council     URL           78798 469 $104M    $380,000                6.5           160        1   18000/yearly 10000/yearly                        60000     9000
Hervey Bay City Council    URM           44402 346 $78M     $300,000                  5             5        1   5500/monthly8000/month 924/day         624/day        0   35,000
Rockhampton City Council   URM           59410 870 $63M     $345,000                  4           220       24   3500/month 1000/month unknown          unknown unknown unknown
MT Isa City Council        URS           20785 196 $24.575M $331,291                  3            25        1   25/day       3000/month 8/day          unknown    9,000      260




      0e540e8e-486b-4d13-aeed-fbaffb151189.xls                                                                                                                                  34
                                                                                                           4500/mthl   4500/mth
Warick Shire Council     URS            21387 225 $21M      $159,000    3    60    3 250/week   200.week   y           ly          7050     150
Cairns City Council      URV           119256 943 $39M      $420,000    5   750   15 500D       1000D      1200/day    1200/day    3628   10882
Maroochy Shire Council   URV           131395 1200 $204M   $1.2M       15   192    5                       2000d       1500d      84838   37454




      0e540e8e-486b-4d13-aeed-fbaffb151189.xls                                                                                            35
   Name of Council: Maroochy Shire Council
   Contact Details: John Andrews
   Name of Person responsible for Records Management: M/S Julie Pritchett
   e-mail:andrewsj@maroochy.qld.gov.au
   Tel Ph No: 07 5441 8619

   Mail Management                                                      Yes        No   Comments
 1 Is the Records Branch responsible for Mail Management?
 2 Does your organisation outsource the Aust Post mail?            If
   Yes, which service provider?
 3 Do you provide an internal courier service to collect and deliver
   records?
 4 Do internal customers deliver and collect records from the Records
   Unit?
 5 Is all the Inwards Mail opened and registered by the Records
   Branch?
 6 If not, please explain
 7 Is Inwards Correspondence registered by the Records Branch?
 8 If not, please explain
 9 Do non Records staff register Inwards Mail?
10 Is Outwards Mail registered by the Records Branch?
11 Do non Records staff register Outwards Mail?




                                                                              36                   0e540e8e-486b-4d13-aeed-fbaffb151189.xls
    Records Management Planning
1   Do you have a QSA approved Strategic Recordkeeping
    Implementation Plan?
2   When was the plan approved?
3   Do you have an approved Operational Recordkeeping
    Implementation Plan?
4   When was the plan adopted or approved by your council?
5   Have you commenced implementation of your Recordkeeping
    Operational Plan
6   Do your have a Records Disaster Management Plan?
7   Do you have a register or listing of your Vital records?
8   Do you have full Executive Management support for your ORIP




                                                                  37   0e540e8e-486b-4d13-aeed-fbaffb151189.xls
    Records Management Software
1   What RM software do you use to manage records?
2   When did you purchase this software?
3   How many user licences are installed?
4   Is your Records Management Software system integrated with
    other business management applications?
5   If yes, please list the software applications e.g. ProClaim, Finance
    1 etc

  Ancillary Hardware
1 Do you use scanners?
2 If yes:
  Number of scanners
  Type eg Colour, B/W, A4, A3, A0, desktop, high speed etc
3 Do you use Portable Bar Code Readers?




                                                                           38   0e540e8e-486b-4d13-aeed-fbaffb151189.xls
     Records Control & Process
 1   Does the council have a corporate records management system?
 2   If no, please describe the configuration.
 3   Is the records management system based on managing only hard
     copy paper records, files/documents?
 4   Do you use an electronic document management system (EDMS)
 5   What EDM software product is used?
 6   What are the top 3 business activities (Council services) that           1.                                2.
     EDMS supports? E.g. Regulatory Services, Development                     3.
     Compliance, Development approvals, Building approvals, Shire
     Services etc
 7   Which key Council area of your organisation uses/consumes most
     of the recordkeeping resources?
 8   Do you capture e-mails in their original media?
 9   If not, please explain
10   Do you capture other electronic documents in their original media
     as follows:
11   MSWord
12   MSExcel
13   MSPowerPoint
14   MSPublisher
15   MSOutlook
16   MS Access
17   Word Perfect
18   CAD
19   Multimedia
20   others, please list
21   Do you scan hard copy records and capture into the EDMS?
22   Do you use workflow to manage the electronic records?
23   Is the 'Workflow' functionality installed within the RM/EDMS
     software?
24   Do you capture Web Sites & Web Pages into the records
     management system?
25   Do you have a Business Classification Guide?
26   Have you adopted the NSW AAA Thesaurus For Local Govt




                                                                         39        0e540e8e-486b-4d13-aeed-fbaffb151189.xls
27 Is your Business Classification Guide structured on Functions and
   Activities?
28
   Do you have a Security Classification Scheme for council records?
29
   How do you capture and file Rate Collection correspondence e.g 1.
   Filed by individual Property files; or                        2. all
   Rates issues filed by activity or subject; or             3. other?
30 Do you file Minutes and Agendas together on one file?
31 Do you file 'Reports to Council' with agendas and or minutes?
32
   Do you file issues that are property related e.g. Complaints,
   drainage on a Property based file system or by functions/activities?
33 Do you capture inwards correspondence by scanning?
34 If yes, do you:                                               1.
   Scan all correspondence?                                    2. If "No"
   list documents that are not scanned.




                                                                            40   0e540e8e-486b-4d13-aeed-fbaffb151189.xls
    Archival Management
1   Do you have a purpose built in house inactive records facility?
2   Do you use a commercial service provider for the storage of
    Inactive records?
3   What software do you use to managed the inactive records?
4   Do you provide an inactive storage service to other external
    clients?
5   Are your Inactive records stored onsite?
6   Are the inactive electronic records appraised and sentenced as per
    the QSA General Disposal & Retention Schedule for Local Govt
    Records?
7   Do you have inactive records stored on microfilm?
8   Have you converted inactive hard copy records to other mediums
    for long term storage?
9   If yes, describe the media types, eg microfilm, CDs, digital etc




                                                                         41   0e540e8e-486b-4d13-aeed-fbaffb151189.xls
  Policies & Procedures
1 Do you have corporate recordkeeping policies that meet the
  requirements of IS 40?
2 Do you have corporate recordkeeping procedures?
3 Do you have recordkeeping guidelines?

    Training & Staff Development
1
  Does your organisation have a recordkeeping induction program?
2 What is the frequency of the induction? Eg as required, weekly,
  monthly, quarterly, annually
3 How many Records Staff have TAFE or tertiary recordkeeping
  qualifications?
4 Would your council be agreeable to participating in a Job Exchange
  program for records staff.

  Communication
1 Do you have an internal intranet page to communicate
  recordkeeping issues?
2 Do you promote/market recordkeeping within the organisation?
3 How do you promote/market recordkeeping?

  Performance Management
1 Do you have Key Performance Indicators for recordkeeping
  issues?
2 Do you bench mark your recordkeeping services
3
  If so, which organisation or standard do you bench mark against?
4 Are the Records Services in your organisation quality assured?




                                                                       42   0e540e8e-486b-4d13-aeed-fbaffb151189.xls
  Services
1 Do you offer for sale to the public any records? E.g. House Owner's
  Bld Plans
2 If yes , please list the types of records
3 Do you provide any other services to the public? (Please describe)

  Problems
1 List the top three issues that cause you the most problems:
  1
  2
  3

  Wish List
1 If you had sufficient funding, list the three top initiatives you would
  like to action.
  1
  2
  3

  Mentoring
1 Does your organisation possess skills that could assist other
  councils with their recordkeeping program?
2 If yes, please list.
3 Would your organisation be prepared to share these skills or be
  used as a reference site?




                                                                            43   0e540e8e-486b-4d13-aeed-fbaffb151189.xls
     General Statistics
 1   Total Number of staff in council
 2   Council's Annual Budget $
 3   Annual Budget $ allocated to Records Management
 4   Number of Records staff employed in Records Branch
 5   Number of staff that have access to the Records Management
     System (RMS)
 6   How many remote sites have access to the RMS
 7   Number of Inwards Mail (hard copy)- specify daily, weekly, etc
 8   Number of Outwards Mail (hard copy)- specify daily, weekly, etc
 9   Number of Incoming e-mails (as above)
10   Number of outgoing e-mails (as Above)
11   Number of Active Hard Copy files
12   Number of Inactive Hard Copy files




                                                                       44   0e540e8e-486b-4d13-aeed-fbaffb151189.xls
                                                                RMAA Local Government Chapter Records Survey

                                                                         MAIL MANAGEMENT
                                                          Is the         Does your     Do you        Do          Is all the   Is Inwards        Do non     Is          Do non
                                                          Records        organisatio   provide an    internal    Inwards      Correspondenc     Records    Outwards    Records
                                                          Branch         n             internal      customer    Mail         e registered by   staff      Mail        staff
                                                          responsible    outsource     courier       s deliver   opened       the Records       register   registere   register
                                                          for Mail       the Aust      service to    and         and          Branch?           Inwards    d by the    Outwards
                                                          Management     Post mail?    collect and   collect     registere                      Mail?      Records     Mail?
                                                          ?                            deliver       records     d by the                                  Branch?
                             ACLG
                                                                                       records?      from the    Records
COUNCIL                      Category Population
                                                                                                     Records     Branch?
Isis Shire Council           RAL            5900 YES                     NO            NO            YES         YES          YES               NO         YES         NO
Boonah Shire Council         RAL            8403 YES                                                             YES          YES               NO         YES         NO
Nebo Shire Council           RAM            2095 NO                      NO                                      YES          YES               NO         NO          YES
Waggamba Shire Council       RAM            2997 YES                                                             YES          YES               NO         YES         NO
Pittsworth Shire Council     RAM            4741
Fitzroy Shire Council        RAV          10010 NO                       NO            Collection by YES         NO           NO                YES        NO          YES
                                                                                       Individuals,
                                                                                       delivery by
                                                                                       records staff
Laidley Shire Council        RAV                  13110   YES            NO            YES           YES         YES          YES               NO         YES         NO
Jondaryn Shire Council       RAV                  13229                  NO            NO            NO
Esk Shire Council            RAV                  14869                  NO            NO            NO
Whitsunday Shire Council     RAV                  15995   YES                                                    YES          YES               NO         NO          YES
Mareeba Shire Council        RAV                  18579   YES            NO            YES           YES         YES          YES               NO         NO          NO
Toowoomba City Council       UDL                  91187   NO             NO            YES           YES         NO           YES               YES        YES         YES
Logan City Council           UDV                 169433   YES            NO            NO            YES         NO           NO                YES        NO          YES
Caboolture Shire Council     UFL                 116992   NO             NO            NO            NO          NO           NO                YES        NO          YES
Redland Shire Council        UFL                 120371   YES            NO            YES           NO          YES          YES               NO         YES         NO
Beaudesert Shire Council     UFM                  56612   YES; inwards   NO            NO            YES         NO           YES               YES        YES         YES
Ipswich City Council         UFV                 128976   YES            NO            NO            YES         YES          YES               NO         YES         YES
Caloundra City Council       URL                  78798   YES            NO            YES           YES         NO           YES               YES        YES         YES
Hervey Bay City Council      URM                  44402   YES            NO            NO            YES         YES          YES               YES        YES         YES
Rockhampton City Council     URM                  59410   YES            NO            NO            YES         NO           YES               YES        NO          YES
MT Isa City Council          URS                  20785   YES            NO            YES           YES         YES          YES               NO         NO          YES
Warick Shire Council         URS                  21387   YES            NO            YES           YES         YES          YES               NO         YES         NO
Cairns City Council          URV                 119256   YES            NO            NO            YES         NO                             YES        NO          YES
Maroochy Shire Council       URV                 131395   YES            YES           YES           YES         NO           YES               YES        YES         YES

ACLG = Australian Classification of Local Govt




     0e540e8e-486b-4d13-aeed-fbaffb151189.xls                                                                                                                                45
Reference: QLD Local Govt Comparative Information 2001/2002 Dept of Local Govt & Planning




     0e540e8e-486b-4d13-aeed-fbaffb151189.xls                                               46
                                                      RMAA Local Government Chapter Records Survey


                                                   RECORDS MANAGEMENT PLANNING
                                                                                           When
                                                                           Do you have     was the    Have you                     Do you
                                              Do you have a                an approved     plan       commenced        Do your     have a
                                              QSA approved     When        Operational     adopted    implementation   have a      register     Do you have
                                              Strategic        was the     Recordkeepin    or         of your          Records     or listing   full Executive
                                              Recordkeeping    Plan        g               approved   Recordkeeping    Disaster    of your      Management
                         ACLG                 Implementation   approved    Implementatio   by your    Operational      Managem     Vital        support for
COUNCIL                  Category Population  Plan?            ?           n Plan?         council?   Plan             ent Plan?   records?     your ORIP
Isis Shire Council       RAL            5900  NO                           NO                         YES              NO          YES          YES
Boonah Shire Council     RAL            8403  YES                 Oct-02   NO                         NO               NO          NO
Nebo Shire Council       RAM            2095  YES                          NO                         NO               NO          NO
Waggamba Shire Council RAM              2997  YES                Feb-03    NO                         YES              NO          YES
Pittsworth Shire Council RAM            4741  YES               Oct-2002   NO                         YES              NO          NO
Fitzroy Shire Council    RAV           10010  YES                 Apr-03   NO                         NO               NO          NO           YES
Laidley Shire Council    RAV           13110  YES                Mar-03    NO                         NO               NO          YES          YES
Jondaryn Shire Council   RAV           13229
Esk Shire Council        RAV           14869
Whitsunday Shire Council RAV           15995 YES                   2002 NO                            NO               NO          YES
Mareeba Shire Council    RAV           18579 YES                        NO                            NO               NO          NO
Toowoomba City Council UDL             91187 NO                         NO                            NO               YES         NO
Logan City Council       UDV         169433 YES                  Oct-02 NO                            NO               NO          Partial      YES
Caboolture Shire Council UFL         116992 YES                  Sep-03 NO                            YES              YES         YES          YES
Redland Shire Council    UFL         120371 YES                Dec-2002 NO                            NO               YES         NO           YES
Beaudesert Shire Council UFM           56612 YES                 Jan-02 NO                            YES              NO                       YES
Ipswich City Council     UFV         128976 YES                  Sep-02 NO                            YES              NO          NO           ?
Caloundra City Council   URL           78798 YES                 Sep-02 NO                            YES              NO          NO
Hervey Bay City Council URM            44402 NO                         NO                            NO               NO          YES          ?
Rockhampton City Council URM           59410 YES               Jun-2002 NO                            YES              NO          NO           NO
MT Isa City Council      URS           20785 YES                        NO                            NO               YES         YES          YES
Warick Shire Council     URS           21387 YES               Sep-2002 NO                            NO               NO          YES
Cairns City Council      URV         119256 NO                          NO                            NO               NO          NO           NO
Maroochy Shire Council URV           131395 YES                  Oct-02 NO                            NO               NO          NO           YES




   0e540e8e-486b-4d13-aeed-fbaffb151189.xls                                                                                                                      47
0e540e8e-486b-4d13-aeed-fbaffb151189.xls   48

								
To top