28.15 A central component of data security is protecting personal information from misuse and loss. The importance of measures to protect personal information. Home Currently selected; Executive guidance. Directive on the security of Government business; Overarching protective security policy statement; Protective Security.
Defence Records Management Policy Manual (POLMAN 3)back to contents. Chapter 1. Introduction. Aim. 1. 1 the purpose of this Manual is to outline the principles that everyone working for Defence needs to know about managing Commonwealth records. The Manual has been updated and structured to be consistent with or otherwise adopt the Commonwealth records management processes detailed on the National Archives of Australia (NAA) website http: //www. Australian Standard International Organisation for Standardisation (AS ISO) 1.
Records management (2. AS ISO 1. 54. 89.
COMMONWEALTH OF MASSACHUSETTS. The object classes and object codes contained in this Expenditure Classification Handbook. rehabilitative, or protective. Back to contents. Defence Records Management Policy Manual. Defence has recordkeeping obligations which are linked to being openly accountable for its actions.
CODE OF PRACTICE Security of Radioactive Sources Radiation Protection Series Publication No. 11 January 2007 This publication was approved by the Radiation Health. PROSECUTORS’ MANUAL: DOMESTIC VIOLENCE. Director of Elder Protective Services. Commonwealth of Massachusetts.
NAA, which is responsible for defining all Commonwealth Government recordkeeping policies, determining standards, and providing advice. Defence records management policy meets AS ISO 1. NAA record management requirements.
The Child Protection Branch provides consultation and state program guidance for child protective services cases. Central office staff helps develop standards of. Welcome to the Federal Register of Legislation which incorporates all content previously published on ComLaw including the Federal Register of Legislative Instruments. General Michael Hayden, Former Director, National Security Agency; Former Director, Central Intelligence Agency; Author, Playing to the Edge: American Intelligence in. Find the latest information about the Australian Government ICT Awards program. This program recognises and acknowledges excellence in ICT projects, and the.
There is a clear business need for agencies to encourage and support good recordkeeping of their work. Records are valuable assets and good recordkeeping supports improved productivity because it enables easy access to all relevant and available information needed to make informed decisions. Effective recordkeeping assists all personnel to quickly and accurately respond to requests from ministers, the Parliament and the public.
Retaining the corporate memory of Government, in the form of records, helps all Defence personnel, make consistent decisions and or will set out in detail the rationale for a particular decision. Audience of the Manual. The policy in this Manual applies to all persons undertaking relevant functions for or on behalf of Defence. This obligation extends to: all persons employed under the Public Service Act 1. Australian Public Service employees); all members of the Australian Defence Force; a person on exchange with or on loan to Defence; andany individual or firm contracted by Defence where there is a contractual requirement to comply with all Commonwealth and Defence policies.
Sponsor of the Manual. Deputy Secretary Strategy is the sponsor and Enterprise Process Owner for records management policy.
Chapter 2 Framework. Records management principles. The National Archives of Australia (NAA) is responsible for managing the Commonwealth records, and has adopted Australian Standard International Organisation for Standardisation (AS ISO) 1. Records management (2. This standard applies to all Commonwealth records produced and used in Defence, regardless of format. Defence uses the definitions of Commonwealth record and record as provided for in the Archives Act 1.
AS ISO 1. 54. 89. This Manual is consistent with and complies with the AS ISO 1. The AS ISO 1. 54. In accordance with the AS ISO 1.
Defence activities to meet legal, evidential and accountability requirements; to promote and support efficiency and economy, both in the management of records and in Defence activity as a whole, through sound practices; to provide a service for the management of records that meets the needs of and protects the interests of Defence and its personnel; to ensure that every Defence record is managed correctly throughout its continuum from capture or creation through to disposal and preservation; andto manage records as valuable Defence assets and information resources. For policy on the life cycle or continuum management of records see the following chapters: chapter 3—‘Create, capture and describe’; chapter 4—‘Keep, destroy or transfer’; chapter 5—‘Secure, store and preserve’; andchapter 6—‘Access’. What is a record? By way of overview the NAA is of the view all information you create, send and receive in the course of carrying out your job is potentially a record. Whether something is a record or not depends on the information and the context. Basically if it is related to the business of Defence then it is a record. The Freedom of Information Act 1.
FOI Act) does not contain an exhaustive definition of what constitutes a ‘document’. However, section 4 states that ‘document’ includes any of, or any part of any of, the following things: any paper or other material on which there is writing; a map, plan, drawing or photograph; any paper or other material on which there are marks, figures, symbols or perforations having a meaning for persons qualified to interpret them; any article or material from which sounds, images or writings are capable of being reproduced with or without the aid of any other article or device; any article on which information has been stored or recorded, either mechanically or electronically; any other record of information; any copy, reproduction or duplicate of such a thing; orany part of such a copy, reproduction or duplicate.
Library material maintained for reference purposes and Cabinet notebooks are not ‘documents’ for the purposes of the FOI Act. Plainly speaking, records come in paper, electronic and other formats and include documents and information objects (eg emails, maps, plans, databases, datasets, website pages and photographs, film, video and DVD) created, received and maintained as evidence of business communications, decisions and actions.
The value of a record is not dictated by its format, but its content (ie it’s business- related and whether it is trivial or important), its scarcity (eg whether it is unique, or one of many copies), and its context (eg the considerations that prompted its creation). Some records are considered vital to Defence being able to achieve its goals and continue conducting its business (for vital records see chapter 5). Not every piece of paper or email written or received has to be kept, and the legislation governing recordkeeping is not prescriptive. A decision must be made to create Commonwealth records and where to store them (for creation see chapter 3).
A document of an agency (such as Defence) is a document in the possession of the agency, whether it was created in the agency or received by the agency from another agency or from a source outside the Government. Documents recorded electronically, such as on a computer server, a hard drive or on a disk, are included in the definition of ‘document’ for the purposes of the FOI Act. Each extant version of a document that provides context to a decision is a separate document for the purposes of the FOI Act and each may be the subject of a request under the FOI Act. Defence’s records are created and captured in a range of formats or objects, and may be electronic or physical. Records are created when people perform processes, transactions and/or activities and document the facts about the action or event. Defence generates a diverse range of record types for administrative, functional and operational reasons which need to be captured as records for the Commonwealth. The range of record types used in Defence includes, but is not limited to: business emails and Defence military messaging; incoming and outgoing correspondence; transcripts; reports; posters and pamphlets; manuscripts; records of conversation; minutes of meetings; manuals (technical and administrative); instructions; management and preservation of paintings or other artworks; artworks of historical significance; imaged documents and graphical images; database transactions; webpages (planning, snapshot and design); maps, charts, plans or models; combat system data; video and photographic images; andoptical, magnetic and other media formats (eg sound recordings) that comply with the Defence Standard Operating Environment.
Files are collections of business records and/or objects on the same topic or business activity and should be stored together and be retrievable at a single point of search to ensure context and the chain of evidence is preserved. Documents and objects that are useful or important business information should be registered as a record on electronic or physical files. Until that occurs, even important business documents and objects remain unmanaged Defence information. What is not a record? All objects in any format, including email messages ch. Australian Government systems in the course of your work and that relate to the business of the Agency must be managed in accordance with the Archives Act 1. Commonwealth records are subject to legislation and legal processes).
However, personal items (eg job resumes, and private correspondence) are not required to be captured in a Records Management System. In accordance with Defence workplace agreements, personal or other documents that are not business- related may be stored in the personal workspace on the Defence Restricted or Secret Networks.
These items are not intended to be placed on Agency files as they do not provide evidence of business activity, and are not a Defence record, irrespective of where they were created. These items are not subject to any recordkeeping controls and may be moved or deleted from Defence networks under the normal administrative practice (NAP) process (Seechapter 4, annex A). Defence allows its personnel to use corporate email services for limited personal email traffic. Personal or social emails can be destroyed under NAP but while retained on the agency’s electronic messaging system they are subject to legislation and legal processes, such as discovery orders. In some cases personal email may constitute business records; for example, if they relate to or provide evidence of harassment or breach of Human Rights legislation. Any such personal emails should be retained as records. Governance and Accountability.
Accountability. 2. All Defence personnel are accountable for the actions and decisions they make for Defence during the course of business. Defence is required to keep full and accurate records ch. To facilitate this governance mechanisms are to be in place to ensure that it is possible to scrutinise the business or operations of Defence.
Defence has or will.