Public release schedule

Our public release schedule highlights new, updated and existing products and advice to help your agency meet the actions outlined in the Building trust in the public record policy.

This schedule covers the period to 30 June 2023.

Last updated November 2022.

1. Manage information assets strategically with appropriate governance and reporting

Actions for Australian Government agencies Obligation Product

1. Assess your information management capability annually, using the National Archives' survey tool – Check-up.

Mandatory

Check-up survey
Survey response closes on 11 November 2022.

2. Review and update your information governance framework to incorporate enterprise-wide information management. This should include governance for records, information and data.

Develop an information governance framework if one does not exist.

Recommended

Establishing an information governance framework
Advice updated June 2021.

Information governance framework template (DOCX 161 KB)
New resource released November 2020.

3. Review and update roles and responsibilities for your Information Governance Committee and Chief Information Governance Officer to include enterprise-wide information management.

Establish an Information Governance Committee and Chief Information Governance Officer role if they do not exist.

Recommended

Establishing an information governance committee
Advice updated December 2020.

Chief information governance officer
Advice updated December 2020.

4. Create an enterprise-wide information management strategy. Recommended

Developing an information management strategy
Advice updated June 2021.

Information management strategy template (DOCX 160 KB)
New resource released November 2020.

Information management for current, emerging and critical technologies
New advice released December 2021.

5. Register your information assets where there is business value in doing so. Recommended

Conducting an information review – advice
Advice updated December 2020.

Designing and maintaining an information asset register
New advice released June 2021.

Information asset register template (XLSX 88 KB)
New resource released June 2021.

6. Identify staff capability gaps in information management, in particular for staff with specialist information management roles, and plan to address them. Recommended

Digital Archiving eLearning module
New resource released September 2021.

Information management and data capabilities
Advice updated March 2022.

Capability gap analysis template (XLSX 181KB)
New resource released March 2022.

Continuing professional development.
Updated advice merged with 'Capabilities, skills and professional development'.

Capability, skills and professional development
Advice updated June 2021.

eLearning
Advice updated September 2021.

7. Actively support information management at a senior management level and have structures in place for senior managers to engage with skilled information management professionals. Recommended

To be released in the 2022–23 financial year.

Role of senior managers – induction resource.
New advice will be released by 30 June 2023.

8. Monitor progress made towards achieving policy actions, and regularly report on progress to senior management. Document risks of not following recommended practice. Recommended

Internal progress-monitoring template
(XLXS 76KB)
New resource released May 2022.

2. Implement fit-for-purpose information management processes, practices and systems

Actions for Australian Government agencies Obligation Product

9. Manage all digital information assets, created from 1 January 2016, digitally.

Mandatory

Developing an information management policy
Advice updated June 2021.

Information management policy template
New resource released June 2021.

Digital authorisations and workflows

Digital Authorisations Framework (PDF 2.1 MB)

Retaining, managing and disposing of data and datasets

10. Ensure business systems, including whole-of-government systems, meet functional and minimum metadata requirements for information management. Recommended

Business Systems Assessment Framework (BSAF)

Electronic document and records management systems
Advice updated September 2022.

Australian Government Recordkeeping Metadata Standard (AGRkMS)

AGLS metadata standard
The AGLS Metadata Standard is a set of descriptive properties that improve the visibility and accessibility of online resources.

Australian Government Metadata Validator lets agencies check whether their online content meets AGLS standards.

AGLS user guide (PDF 638 KB)

Australian Government Metadata Generator lets agencies generate AGLS and DCMI metadata for online content.

Metadata for interoperability

Minimum metadata set
Advice updated June 2022.

Metadata management
New advice released September 2021.
Updated June 2022 with accompanying
advice on developing a business glossary.

Metadata e-learning module
New resource released September 2021.

Managing records in Microsoft 365
New advice released February 2022.

Managing social media and instant messaging
Advice updated November 2022.

11. Assess interoperability maturity based on business and stakeholder needs. Identify interoperability maturity gaps and plan to address them. Recommended

Building interoperability

Interoperability development phases resource (PDF 1.4 MB)

Interoperability scenarios (PDF 2.4 MB)

Data interoperability maturity model – advice (DIMM)

Data Interoperability Maturity Model assessment tool (PDF 5.3 MB)

Archival Control Model (ACM)

Australian Governments’ Interactive Functions Thesaurus (AGIFT)

Minimum metadata set
Advice updated June 2022.

Metadata management
New advice released September 2021.
Updated June 2022 with accompanying
advice on developing a business glossary.

12. Implement strategies, including storage and preservation strategies, for the management of all information assets. Recommended

Electronic document and record management systems
Advice updated September 2022.

Storing information

Cloud computing and information management

Outsourcing digital storage

Records management risk assessment template (PDF 214 KB)

Data management plan template (DOCX 176 KB).
Advice updated March 2022.

Digital Preservation eLearning module
New resource released 30 September 2021.

Preserving information
Advice updated June 2021.

Emulation as a preservation strategy
New advice released April 2022.

Managing social media and instant messaging
Advice updated November 2022.

13. Create digital information assets in sustainable digital formats. Recommended

Born digital file format standards

Preservation digitisation standards

Digitisation specifications for paper records in agencies

Digital preservation planning

Digital Formats e-learning module
New resource released 30 September 2021.

GRA 31 specifications and digitisation standards.
New advice will be released by 30 June 2023.

3. Reduce areas of information management inefficiency and risk

Actions for Australian Government agencies Obligation Product

14. Transfer 'retain as national archives' information assets as soon as practicable, or within 15 years of creation, to the care of the National Archives.

Mandatory

Records authorities

Preparing records for transfer to the National Archives
Advice updated June 2021.

Transferring information to the National Archives
Advice updated June 2021.

Transferring records to the Archives: Initial assessment questions
Advice updated June 2021.

Transferring digital information to the National Archives. New advice released June 2022.

Moving records from an EDRMS
New advice released March 2022

15. Identify remaining analogue processes and plan for transformation to digital, based on business need. Recommended

Business System Assessment Framework (BSAF)

Capturing information

Digital Authorisations Framework (PDF 2.1 MB)

Digital authorisations and workflows

16. Identify poorly performing legacy systems; address information management requirements when upgrading, migrating and/or decommissioning systems to meet business needs. Recommended

Data migration

Managing records in Microsoft 365
New advice released February 2022

Moving records from an EDRMS
New advice released March 2022

17. Sentence information assets regularly and promptly destroy information assets of temporary value when no longer needed. Recommended

Compliant destruction of Australian Government information

Examples of network folder structures

Retaining, managing and disposing of data and datasets

Appraisal and sentencing
Advice updated December 2020.

Sentencing worksheet (XLSX 657 KB) and instructions (PDF 1.7 MB).
New resources released September 2021.

Sentencing of digital information for different systems.
New advice currently in development.

Updates and feedback

We invite agencies and professional associations to share additional tools or guidance that support the policy. We also welcome feedback on our products. Please contact us through the Agency Service Centre.