Accessing your agency information

To make it easier and more efficient to access information in your agency:

  • when describing information apply meaningful metadata including descriptive titles 
  • systems should not be cluttered with information that can be destroyed or transferred, see destruction and transfer
  • procedures should be developed to ensure information is captured into the right systems, see capture
  • the media (for physical records such as paper files, photographs and film) as well as the information content should be preserved
  • information that should not be available to everybody should be properly secured

Tracking your records

Developing efficient tracking systems for both physical and digital information is important. A tracking system means that you will be able to:

  • know where information is located, and where it has been previously located (physical)
  • know who has the record (physical)
  • know how often the information has been accessed and by whom (physical and digital)
  • know what changes have been made to the information and by whom (digital)

For more information about what metadata (information about the records), your system need to be collecting, see describing information.

An information census or audit gathers data to confirm or update a tracking system. The frequency of this activity will depend on the importance of the information. The Australian Government Protective Security Policy Framework released by the Attorney General's Department has guidelines about tracking classified information.

Copyright National Archives of Australia 2019