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​Records Management Principles

Update January 2018: These are our old Records Management Principles. We are developing a new Framework.

The Records Management Principles are intended to assist agencies to develop a strategic approach to records management practice. The Archives Act 1983 requires relevant authorities to keep proper records of the business of their organisation. The principles highlight the processes and practices that will assist agencies to meet their obligations under the Act.

The table below provides an overview of the specific themes behind each principle.

More detailed information, including formal statements and related tools, can be found by clicking on each principle's title.

Principle 1: Create + Capture Principle 2: Govern Principle 3: Store Principle 4: Access Principle 5: ​​Dispose
Legislative and government environment (legislative maps)

Information Asset Management (Asset Registers)

​Captured regardless of format

Records are appraised

Records are classified & include metadata

Records are captured into systems with recordkeeping functionality​
Accountability & responsibility assigned

Agency Records Management Program (policies, procedures, plans)

Aligned with agency risk, audit, disaster recovery and information security processes

Participation in TAHO recordkeeping audits

Culture of continuous improvement (quality, monitoring, analysis, review)

Appropriate skills/resources​
Appropriate media, hardware & formats

Records stored in suitable containers, locations and systems

Digital continuity

Agency storage management strategies (disaster management, vital records, digital records preservation plans)

Managed according to security status

Agency uses approved storage providers​

​Access is managed, monitored & maintained according to:

  • information security classification
  • sensitivity 
  • retention requirements

Access is maintained during:

  • agency change
  • outsourcing
  • system migration



Current, approved Retention + Disposal schedule

Active disposal program

Appropriate disposal methods

Permanent records retained until transfer to TAHO

Disposal of source records must meet TAHO requirements

The agency must not decommission or migrate business systems without consulting TAHO​​​