What’s in the Public Authority Toolkit?

The Public Authority Toolkit is a curated collection of practical records management resources developed in response to feedback from public authorities. Bringing together foundational factsheets, videos, guidance and tools, it helps you explore some of the key concepts and responsibilities involved in managing public records.

The essentials of records management, brought together in one toolkit

Need to know what a public record is? We have a factsheet to help you get started. Looking for an introduction to metadata, disposal or digital recordkeeping? You’ll find resources on those topics too. Working through something more complex, like decommissioning a business system? There is guidance for that as well. The Public Authority Toolkit highlights practical resources on key records management topics, from foundational concepts through to more complex activities. Whether you’re new to records management or looking to refresh your knowledge, it’s designed to help you find relevant resources when you need them.

Updated Act, refreshed resources

The Public Records Act 2023 (the Act) modernises records management for the digital age in Queensland’s public sector. As Queensland State Archives develops the new proposed requirements that will support the Act, we’re also refreshing and expanding our records management resources.

During consultation, public authorities told us that practical guidance on the fundamentals remains important. What is a public record? Why is metadata important? What records do I need to keep? Alongside more detailed guidance, the Public Authority Toolkit highlights resources that help answer these questions and build records management capability across the public sector.

Key records management topics

The Public Authority Toolkit includes a mix of new and updated resources. Some are available now, while others are currently in development and will be released progressively. All resources are available on Queensland’s State Archives ForGov pages, or our public channels (eg. YouTube).

Getting started with records management

Whether you’re new to records management or looking to refresh your understanding of the Public Records Act 2023, these resources introduce key concepts, responsibilities and obligations.

Available now

• Know your Act (video)
• Know your Act (factsheet)
• What are public records? (factsheet)

Making, keeping and disposing of public records

Good records management starts with understanding what records need to be kept, how long they need to be retained and how they can be disposed of appropriately. These resources focus on the practical aspects of managing public records throughout their lifecycle.

Available now

• Records you need to keep (factsheet)
• Records Ministerial Offices need to keep (factsheet)
• Disposal of public records (factsheet)
• Integrity of records (factsheet)

Coming soon

• Risk and public records (factsheet)

Maintaining digital records

These resources explore digital recordkeeping, metadata and the records management considerations that arise when maintaining digital records systems.

Available now

• Digital by default (blog post)
• Anatomy of a digital record (blog post)
• Managing public records when decommissioning business systems methodology
• Migration quality assurance checklist
• Decommissioning business systems (factsheet)
• Digital records management (factsheet)
• Metadata (factsheet)

Stay updated on the Public Authority Toolkit

We’ll share updates on new or refreshed resources through two key channels:

• the Public Records Information Management Engagement (PRIME) Network, a community of practice for Queensland public servants working in records and information management.
• our quarterly newsletter, Updates from the Archives.

If you’re not yet part of PRIME, it’s an opportunity to connect with peers, share knowledge, and explore key issues affecting records and information management in the Queensland public sector. You can join PRIME and subscribe to our newsletter to stay informed.