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Parliamentary Questions


Question On Notice No. 1342 asked in the Legislative Council on 12 June 2018 by Hon Alison Xamon

Question Directed to the: Leader of the House representing the Minister for Community Services
Parliament: 40 Session: 1


Question

I refer to records management and archiving, and I ask:
(a) for each of the last five financial years finishing 2016-17, for each Government agency within the Minister’s portfolio, could the Minister please provide the cost of records archiving services including:
(i) collection;
(ii) storage;
(iii) retrieval; and
(iv) destruction;
(b) for each of the last five financial years, finishing 2016-17, for each Government agency within the Minister’s portfolio, could the Minister please provide the cost of records management consultancy services provided by:
(i) the State Records Office; and
(ii) private consultants and/or consultancy businesses; and
(c) for each Government agency reporting to the Minister, could the Minister please explain the process by which records held offsite by third-party private companies can be searched and accessed by:
(i) members of the agency;
(ii) members of other Government agencies;
(iii) members of academia; and
(iv) members of the public?

Answered on 21 August 2018

This answer includes the response for before 1 July 2017, for the former Department for Child Protection and Family Support, Housing Authority, Disability Services Commission and the Communities component of the Department of Local Government and Communities, for the period prior to amalgamation.

 

This answer covers multiple Ministers’ portfolios, including Disability Services, Volunteering, Seniors and Ageing, Housing, Youth, Veterans Issues, as well as my Child Protection, Women’s Interests, Prevention of Family and Domestic Violence and Community Services portfolios.

 

(a) The Department was unable to breakdown the costs into the specific categories. A total cost, which includes the four categories, is provided under each former Department.

 

(i-iv) The former Department of Child Protection and Family Support:

2012-13 $183 197

2013-14 $165 605

2014-15 $190 860

2015-16 $135 534

2016-17  $96 760

 

(i-iv) The former Department of Local Government and Communities:

2012-13 $29 549

2013-14 $17 922

2014-15 $21 748

2015-16 $14 278

2016-17 $16 854

 

(i-iv) The former Housing Authority:

2012-13  $158 217

2013-14  $198 338

2014-15  $233 591

2015-16  $185 037

2016-17  $166 284

 

(i-iv) The former Disability Services Commission:

2012-13 $35 502

2013-14 $72 917

 2014-15 $51 875

2015-16 $45 116

2016-17 $35 512

 

(b)(i)The former Department of Child Protection and Family Support:

2012-13 $2 222

2013-14 $1 350

2014-15 $1 042

2015-16 $1 111

2016-17 $273

 

(b)(i)The former Department of Local Government and Communities, Housing Authority and the Disability Services Commission.

2012-13 nil

2013-14 nil

2014-15 nil

2015-16 nil

2016-17 nil

 

(b)(ii)The former Department of Child Protection and Family Support:

2012-13 $92 760

2013-14 $39 913

2014-15 $116 785

2015-16 $92 760

2016-17 $27 720

 

(b)(ii)The former Department of Local Government and Communities:

2012-13 nil

2013-14 $14 795

2014-15 $94 160

2015-16 $22 000

2016-17 $50 000

  

(b)(ii)The former Housing Authority:

2012-13 $45 000

2013-14 $60 000

2014-15 $57 000

2015-16 $35 000

2016-17 $15 000

  

(b)(ii)The former Disability Services Commission:

2012-13 $110 495

2013-14 $47 050

2014-15 $99 880

2015-16 $177 771

2016-17 nil

 

(c) 

(i) In accordance with the Department of Finance's mandatory whole-of-government Common Use Agreement, an approved offsite storage provider must maintain a register of nominated authorised officers. These officers can access boxes of records stored with them and access is only permitted to these authorised officers. The authorised officers are provided a secure logon to the storage providers website where they can search and request access to stored boxes.

 

(ii) Non agency people requiring access to records must make a formal request in writing under the Freedom of Information Act 1992. The Housing division of the Department of Communities does have a Memorandum of Understanding in place with nominated government agencies to make requests outside of the Freedom of Information process.

 

(iii) Non agency people requiring access to records must make a formal request in writing under the Freedom of Information Act 1992.

 

(iv) Non agency people requiring access to records must make a formal request in writing under the Freedom of Information Act 1992.