The Public Records Act 2023 marks a significant step forward in ensuring the proper management of public records across Queensland. Following its enactment in December 2024, Queensland State Archives (QSA) has been working closely with public authorities to develop Mandatory Standards that will support compliance with the Act. These standards will set out the minimum recordkeeping requirements for all public authorities.
Recently, we hosted our first round of consultation with public sector stakeholders to gather insights and refine our approach. We want to extend our appreciation to the 219 attendees from 131 public authorities across various government sectors who contributed their expertise and perspectives. Your feedback is invaluable in shaping a framework that balances clarity, flexibility, and practical implementation.
What Are the Mandatory Standards?
The proposed Mandatory Standards will support compliance with the Public Records Act 2023, ensuring public authorities effectively manage their records. The standards in development include the following topics:
- Make and Keep – Focused on the creation, capture, storage and preservation of public records.
- Disposal – Establishing authorised processes for record retention and lawful disposal.
Mandatory standards will provide minimum requirements public authorities must meet while allowing flexibility to accommodate the diverse needs of public authorities.
Key Takeaways from Consultation Round #1
Our first consultation focused on gathering feedback on our proposed standards and exploring how they can best support public authorities. Here are some of the most significant insights:
• The Need for Clarity – While many stakeholders support an outcomes-based approach (similar to models in Victoria and NSW), there is a strong demand for clear, minimum compliance requirements to ensure consistency across agencies.
• Metadata Requirements Matter – There was overwhelming support for defining minimum metadata requirements, which would aid in record discoverability and interoperability.
• Leadership Accountability – Assigning clear recordkeeping roles and responsibilities, particularly at the senior leadership level, was seen as crucial to ensuring compliance and driving cultural change.
• Training – Stakeholders raised the need for training on recordkeeping requirements to improve awareness and compliance across all levels of government.
• Records in Digital Systems – Public authorities raised concerns about managing records across multiple systems, highlighting the importance of considering records management in IT system design.
What’s Next? – Key Milestones
📌 April-May 2025 – Further consultation rounds
📌 Mid-2025 – Draft Standards refined based on feedback
📌 June 2025 – Consultation with Chief Executives
📌 Late 2025 – Final standards released & implementation guidance provided
Stay Engaged!
We encourage all stakeholders to stay connected and contribute to the ongoing discussion and stay informed to prepare your public authority to implement the new Mandatory Standards.
If you missed Session 1, we encourage you to stay engaged and contribute to upcoming consultations on the next Mandatory Standards. For more information about these consultation sessions, please visit the QSA News and events webpage.
Your insights are crucial in ensuring a balanced and effective recordkeeping framework. The success of these standards relies on collaboration, engagement, and shared expertise. Together, we can build a robust, forward-thinking records management framework that meets the needs of all public authorities and ensures the integrity of Queensland’s public records for generations to come.
Records Connect 
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