State Records Commission of Western Australia Standard 6 - Outsourcing
To comply with the State Records Commission Standard 6 – Outsourcing (available at http://www.sro.wa.gov.au/src/policies.asp) Main Roads is required to manage records produced by contractors.
A Record Keeping Code of Practice for the Management of Contract Records has been developed by Main Roads and is intended as a guide for compliance with the State Records Commission Standard.
Purpose
The purpose of this Standard, established under Section 61(1)(b) of the State Records Act 2000, is to define principles and standards governing contracts or arrangements entered into by State organizations with persons to perform any aspect of recordkeeping for the organization.
Background
The State Records Act 2000 is an Act to provide for the keeping of State records and for related purposes. Section 61(1) of the Act requires that the State Records Commission is to establish principles and standards for record keeping.
It is of the utmost importance that the integrity of State records be maintained and that proper procedures ensuring correct capture, management and maintenance are put in place at the time that any contract or agreement is entered into. Such contracts or agreements may involve contracting an individual or an organization to act as the State organization’s agent to deliver services to clients, or for the State organization’s own use.
Contracts should provide that the contractor create records that meet the organization’s accountability requirements, in relation to the functions performed or services provided for the organization. Such contracts should also provide that the contractor maintain those records according to standards acceptable to the organization, for as long as the records are required and return them to the organization when the contract expires.
Scope
The principles and minimum compliance requirements in this Standard apply to all State organizations as defined in Section 3 of the State Records Act 2000. Contracts and agreements must be developed in accordance with government guidelines supplied by the State Supply Commission and the Department of Industry and Technology.