Sydney Ports operates Sydney Harbour and Botany Bay port facilities. Sydney Ports manages the navigational, security and operational needs of commercial shipping, while protecting the environment and planning future port requirements. Sydney Ports operates in a high visibility, high risk and politically sensitive area, with numerous stakeholders and consequently there is a need for accurate, up to date and accessible information to inform its decisions.
The agency was re-locating so the amount of storage space provided for hardcopy records had to be significantly reduced within a short timeframe to prepare the agency for its new office premises. There was a change in policy and the records services delivery model, making business units more responsible for managing their own records within a corporate recordkeeping policy, but this initiative required staff training and system improvements - a lot of change all happening at the same time.
Sydney Ports needed a plan to manage the immediate logistics of assessing and culling inactive hardcopy records, identifying business critical records for re-location and planning the new storage requirements, moving inactive records to off-site storage and to target for conversion those records that are required for immediate access into electronic formats by scanning.
Over the short project timeframe Recordkeeping Innovation provided project management and expertise for records retention, sentencing and disposal. This required new policies and procedures, TRIM software implementation planning and the development of a business functions based classification system that was accepted by stakeholders.
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