University of Tasmania, Australia

The Tasmanian Archive & Heritage Office has released several new State Recordkeeping Advices this week, one discussing information security and two discussing the management of records in shared drives.

The Tasmanian Archive & Heritage Office (TAHO) is the State Government agency responsible for overseeing records management at State government agencies and statutory authorities (which includes the University of Tasmania). They periodically issue State Records Guidelines, which are mandatory, and State Recordkeeping Advices, which are optional recommendations based on best practice. For a complete list of TAHO Guidelines and Advices, see the TAHO website.

State Recordkeeping Advice 32: Implementing Information Security for Information Managers examines how records management techniques and practices can assist in meeting information security objectives and provides examples from agencies and a list of expected outputs. It should be read in conjunction with the UTAS ICT Security Policy.

State Recordkeeping Advice 41: Managing Records on Shared/Network Drives and State Recordkeeping Advice 42: Structuring Shared/Network Drives for Recordkeeping discuss the issues and problems shared drives have when it comes to recordkeeping and describe how to improve the recordkeeping capabilities of shared drives through the use of controlled folder structures, document naming conventions, security controls, and clear procedures and training for users. Much of this advice replicates the guidance given in RMU Information Sheet 11: Storing Records in Shared Drives, but the new advices may still be of assistance to business areas currently storing their electronic records in their shared drive.