Regional RecordsStorage | Pilbara Regional Council
Pilbara Regional Council
Pilbara, Pilbara Regional Council, PRC
18283
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Regional Records
Storage

Activities / Current Activities

Regional Records Storage

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Records management in local government is a challenging space. Proven efficiencies can be achieved by leveraging technology to digitalise records, which will enhance efficiency in storage and ease of retrieval.

 

Through records digitalisation, and a regional approach to corporate records storage, member local governments will be able to achieve cost, time and effort savings. Such a technological solution is compliant with State Government legislation. This technological solution will be compliant with State Government legislation.

Given the historic nature of the documents and the varied practices not only across member local governments, but within member departments, an audit of current practices will be the first and most vital step in ensuring that all the relevant details are available, before searching for a technological solution to the problem.

Proposed Outcomes
  • Less paper records, and reduced historic paper record stockpiles
  • Technology is employed to enhance records management practices
DELIVERABLE 1
  • Agreed scope
  • Regional Records Storage Feasibility Assessment

KEY RESULTS & TARGETS
  • Confirmation of objectives and deliverables with members.
  • Requirements for digital and hard copy records investigated and published to members
  • Members policy alignment with Records Act investigated and provided to RG
  • Future needs analysis for records storage facility investigated with members based on above
  • Based on feasibility assessment, regional records storage and digitisation of records storage investigated, including cost, timeframes and benefits of each option
EXPECTED BENEFITS
  • Confirmation of scope and benefits expected by the members for this activity.
DELIVERABLE 2
  • Business discovery and audit report
  • Implementation depending on above

KEY RESULTS & TARGETS
  • Desktop research conducted to review best practice examples.
  • Existing strategies, policies and other data collected from the members
  • Audit plan prepared and issued to members.
  • Extensive consultation to complete audit plans.
  • Individual members and overarching regional opportunity report published.
EXPECTED BENEFITS
  • Understanding and quantifying the opportunities to limit paper records storage requirements
DELIVERABLE 3
  • Proposal development

KEY RESULTS & TARGETS
  • Outcomes of the business discovery and opportunities highlighted in a proposal format.
  • Cost benefit analysis and financial modelling conducted to identify the viability and benefits to member LGAs.
  • Economic impacts and contributions discussed, including qualitative benefits
  • Asset and management requirements, purchase operation, and maintenance considered
  • Planning, design and construction standard requirements identified
  • Published proposal for member CEOs’ consideration
  • Next steps discussed and agreed with CEO group
EXPECTED BENEFITS
  • Comprehensive review and consideration of potential strategies available to member LGAs
  • Ensure proposed activities will result in outcome aligned to members expectations.
  • Provide a clear and tangible pathway toward reducing paper stockpiles and normalising digital records