Elected members have a unique and pivotal role within the local government and the community. They represent the interests of electors, residents and ratepayers, participate in local government decision making at council and committee meetings, and facilitate communication between the community and the Council.
The State Records Commission policy regarding the records of local government elected members requires the creation and retention of records of the:
“…communications and transactions of elected members which constitute evidence affecting the accountability of the Council and the discharge of its business.”
This policy applies regardless of a record’s format or where it was received.
Under the Local Government Act 1995, the CEO of a local government is responsible for ensuring that all records of that local government are kept in accordance with relevant legislation. Accurately created and managed records provide reliable, legally verifiable evidence of decisions and actions.
Records created or received by elected members that relate to local government business must be captured as part of the local government's corporate memory in accordance with the local government's recordkeeping plan.
- Government records include:
- Correspondence and communications
- File notes made after verbal communications, meetings, phone calls etc.
- Video and audio recordings
- Photographs
- Social Media posts (e.g. Facebook, Twitter)
- Databases
- Websites
- Messages from Apps (e.g. WhatsApp, Messenger)
- TXT messages
When to create and capture a record:
- Information is related to council business
- An action is required
- A decision or commitment is made
- Business need: for future reference by yourself or others
- Historical: identifies Council activity over time.
Which records should be captured?
| YES - forward to your local government administration |
|---|
|
Communications, such as:
|
| Lobbying – correspondence or petitions, relating to lobbying matters |
| Telephone, meetings and other verbal conversations – regarding local government projects or business activities |
|
Social Media – where the posts:
|
| Work diaries / Appointment books – containing information that may be significant to the conduct of the elected member on behalf of the local government |
| Allowances, benefits and gifts records |
| Addresses / Speeches / Presentations – delivered as part of an elected member’s official duties |
| NO – do not need to be forwarded to your local government |
|---|
| Duplicate copies – of Council meeting agenda, minutes and papers |
| Draft documents or working papers – which are already captured at the local government |
| Publications – such as newsletters, circulars and journals |
| Invitations – to community events where an elected member is not representing Council or the local government |
|
Telephone, meetings and other verbal conversations which:
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| Electioneering – or party-political information |
| Personal records – not related to an elected member’s official duties |
Confidential Documents / Records
Records held within an information system or on hard copy files can be restricted so that only the appropriate officers can access them. If the elected member believes that some of the documentation required for capture into the IMS is of a highly sensitive or confidential nature, the Elected Member should advise the local government to treat the information as confidential and restrict access to those records.
For further information, contact your local government administration or the State Records Office.
For further information on elected member training, refer to the Department of Local Government, Sport and Cultural Industries Operational guideline on elected member induction; or contact the WALGA training services team training@walga.asn.au for more information about the Council Members Essentials mandatory training.
