Information Governance

records & archives image

Recordkeeping Framework

The University is subject to the NSW State Records Act 1998. The Act requires public offices, which include universities, to 'make and keep full and accurate records' of their activities and to 'establish and maintain a records management program' in conformity with standards and codes of best practice.

In order to fulfil its recordkeeping responsibilities, UNSW has developed policies, standards and guidelines that support and assist staff to create adequate records and to maintain these records for as long as required in appropriate recordkeeping systems. This framework also ensures that records that are of permanent value to UNSW will eventually be kept in the University Archives.


UNSW's recordkeeping responsibilities are primarily defined by the State Records Act 1998 and State Records Regulation 2015.

State Records Act 1998

The State Records Act commenced on 1 January 1999 and replaced the 1960 Archives Act. Under the Act the jurisdiction of the State Records Authority was broadened to cover universities. A significant impact on universities arising from the Act is the requirement to comply with standards issued by the State Records Authority and to follow their principles.

State Records Regulation 2015

The State Records Regulation 2015 commenced on 1 September 2015. It prescribes guidelines as to what constitutes normal administrative practice; prescribes a number of public offices for the purpose of exempting their collections of private records from the Act; updates the list of other legislation authorising the disposal or alteration of State records.

Other Legislation

The following legislation also forms part of our recordkeeping responsibilities at UNSW:

UNSW Recordkeeping Policy

The Recordkeeping Policy defines the recordkeeping principles of the University and the framework for enforcing them.

UNSW Recordkeeping Principles

  • Information in the form of records is:
    • ready for re-use, and remains accessible for as long as needed.
    • discoverable across our organisation by those with a legitimate need.
    • accurate, up-to-date and complete.
  • Governance mechanisms ensure that information management practices support good decision making and promote accountability and transparency to deliver good business outcomes.
  • Systems protect information from unauthorised access, alteration, deletion or misuse.
  • People understand and appreciate the value of information as an asset for the organisation and the State of NSW, and as the intellectual property of the State and cultural heritage of our people.

The Policy also defines the primary recordkeeping responsibilities of staff and systems.

UNSW Recordkeeping Standard

This standard provides further detail on the requirements of the UNSW Recordkeeping Policy and specifies the recordkeeping procedures and responsibilities to meet these requirements.

This document is also informed by the NSW Standard on records management.

Recordkeeping Standard