A government organisation's Record Keeping Plan (RKP) captures key information about processes and systems used by government organisations to manage records of information. These plans also set out actions for the retention and eventual disposal or transfer to the State Archives.
Record Keeping Plans
All government organisations, parliamentary departments, and government organisations listed in Schedule 3 are required, under Sections 12(1), 19 and 27 of the State Records Act 2000, to have approved Record Keeping Plans.
Record Keeping Plan Reviews
Reviews of RKPs are to be undertaken within five years of their approval or most recent review under Sections 14(2), and 28(5) of the Act. The Act requires that organisations submit a report of the review.
The report of the review may either be in the form of:
- An amended RKP; OR
- An RKP Review Report. Depending on the results of the review, an organisation may determine that their RKP is to be amended. A RKP Review Report template is provided to assist organisations in completing their reviews (see links below).
Submitting RKPs or RKP Review Reports
RKP documentation, including all relevant attachments, is to be submitted to the State Records Office (SRO) via email to sro@sro.wa.gov.au in electronic format, preferably MS Word, so that feedback can be provided within the document/s.
If files are large, submission can be undertaken via online file sharing mechanisms if arranged in advance with the SRO.
If preferred, organisations can submit RKP drafts to the State Records Office (SRO) before being signed off by their Chief Executive Officer.
All submitted documentation will be reviewed by SRO officers in a consultative process with the organisation. Once the final draft is agreed upon, the documents will be submitted for the State Records Commission’s consideration.
Please note that the final draft of all RKPs must be accompanied by an RKP Self-Evaluation Checklist and Transmittal Letter signed by the organisation’s principal officer (see templates below).
Refer to the process map for Record Keeping Plans and RKP Reviews for more information.
RKP Processes (PDF)
Templates for Organisation Use
RKP templates are available for use by new and existing State and local government organisations when developing, amending, or reviewing their RKPs.
Record Keeping Plan Template - State Government Organisations
Record Keeping Plan Template - Local Government Organisations
Record keeping Plan Transmittal Letter, Checklist and Guidelines
- State Government organisation RKP self-evaluation checklist
- State government organisation RKP self-evaluation guidelines
- Local Government organisation RKP self-evaluation checklist
- Local government organisation RKP self-evaluation guidelines
- Transmittal letter for new organisations' recordkeeping plans
- Transmittal letter for amended recordkeeping plans
Recordkeeping Plan Review Report Template
