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Memento : Issue 23
may 2003 memento 9 Is your agency drowning in documents that have already been scanned into an electronic system? Are there old data files clogging up the hard drive when reproductions have long since been migrated to new software? Help is at hand. There is more to storing agency records than finding an empty basement or cheap warehouse. The location, design and management of storage facilities can be crucial in ensuring records last as long as they are needed for legal, business and other purposes. Making the wrong choice can jeopardise the physical condition of records and compromise their security, or at worst, end in disaster. Our publication Storing to the Standard: Guidelines for Implementing the Standard for the Physical Storage of Commonwealth Records is designed to guide government agencies in the storage of important business records. It includes a checklist of nearly 250 criteria for assessing the quality of storage facilities and services. Storing to the Standard is now available online at www.naa.gov.au/ recordkeeping/storage/standard.html Every day thousands of public service employees create thousands of records in the course of their jobs. How do agencies ensure that these records are captured in their recordkeeping systems so they are accessible to those who need them, now and in the future? We have developed a new training package about good recordkeeping for agencies to use in the workplace. Designed for presentation by agency records and information managers, the training package includes presenter's notes, a PowerPoint presentation, a booklet and a ready reference card. All materials are available on our website and can be customised to include an agency's rules and procedures. We are currently holding seminars for records managers on how to use these materials in their own agencies. Those interested in attending these seminars should email us at email@example.com for further information. Training update Training for Commonwealth Recordkeepers 7 May 2003, Perth 27 May 2003, Canberra 23 June 2003, Canberra 9 July 2003, Sydney Developing a Functions Thesaurus 15 May 2003, Canberra Introduction to DIRKS 27 May 2003, Melbourne 17 June 2003, Canberra The more detailed practical DIRKS workshops are being programmed as needed for Commonwealth agencies undertaking DIRKS projects and for recordkeeping consultants. For more information, please look under 'Recordkeeping -- Training' on our website at www.naa.gov.au or telephone (02) 6212 3764. Keeping the copy Car toon by Hinze/Scratch! Media We have released a new general disposal authority (GDA) that allows Commonwealth agencies to destroy original records, subject to certain conditions and exclusions, if they have been reproduced by copying, conversion or migration processes. With extensive explanatory notes and implementation guidance, this GDA is sure to help clean up the office! The new General Disposal Authority for Source Records that have been Copied, Converted or Migrated replaces and extends GDA 22. It is available on our website under 'Recordkeeping -- Recordkeeping Publications. For more information, email us at firstname.lastname@example.org. Training the trainers Out of sight, out of mind?