Are you a culture vulture?

Welcome to the second in a series of blogs about the GRDSv8. The GRDS has gone out for whole-of-government consultation^ and we are blogging about some of the changes you may have noticed from GRDSv7.

Do you love books or enjoy going to your local museum, art gallery or theatre? You are most probably not aware, but to manage these amazing collections, there are quite a few public records that are created to manage them.

Remember back in the old days when we released the GRDS Renewal Discussion Paper, (like 2014) and challenge 2 asked you about expanding the GRDS? You answered with 100% support in expanding the GRDS and one of the suggestions you gave us was for a new Collection Management function.

The new Collection Management function covers the administrative records of libraries, information centres, museums, art galleries, theatres, archives etc., for example, loan agreements for museum exhibition items. As well as these public facing institutions, many Queensland government agencies have some sort of cultural or reference collection that needs to be managed.

What have we done

Previously, these records were inadequately covered in the GRDS under Information Management:

This new function is divided into 4 activities:

  • cultural collection management – covering museums, galleries, theatres, archives and rare book collections
  • general collection management – covering libraries and information centres
  • exhibitions
  • facility management.

What we need from you

As this is something new for the GRDS, we would really like your feedback.

Are there any collections that we have missed?

Do the scope notes make sense to you?

Do you think the retention periods are too short, too long or just right?

Are there any records you create missing from this new function?

This function will not be replacing core schedules unless your agency decides to use the GRDS instead. Contact Agency Services if you need to make any changes to your core business schedule.

You have until Friday 26th February 2016 to provide your feedback on the GRDSv8.

Remember, you can contact us at any time via email, telephone, blog, Twitter, Facebook, Instagram or Flickr.

Elizabeth Harvey

Appraisal Archivist

Featured image: Public Library, Country Exchange Service, August 1952 – Digital ID: 4478

^Please note: the GRDS Renewal project has finished. The new version of the GRDS was released on 1 September 2016.

2 thoughts on “Are you a culture vulture?

Add yours

  1. We already have RECREATION AND CULTURAL SERVICES and COMMUNITY SERVICES in QDAN480, which cover some of these type of records. While you say this will not replace core schedules, we would see no point in having them both. These are certainly more comprehensive (and long overdue) so would it not be best to remove them from QDAN 480 at the next review and just reference them? As for FACILITY MANAGEMENT, this seems to be a duplication of classes in PROPERTY MANAGEMENT. We would see it to be no different to managing other types of Facilities. Would it not be better to reference this to PROPERTY MANAGEMENT instead and keep all building maintenance and management in one place?

    1. Thanks Angie for your feedback. We agree that the Local Government sector schedule is a bit old and any duplicate activities/record classes to be removed at the next review. Thanks for the facilities management comments, we’ll have a look at this during our review of the feedback.

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