Records Management Compliance Uplift Project

Background

Port Authority must comply with the State Records Act 1998 (NSW), the State Records Regulation 2024, and mandatory standards issued under the Act, including Standard No. 15. These obligations require public offices to make and keep full and accurate records of their activities and maintain a compliant records management program.

The Act requires public offices to make and keep full and accurate records of their activities and to maintain a compliant records management program.

The Act is supported by the State Records Regulation 2024 and mandatory standards, including Standard No. 15, which public offices are expected to comply with.

Port Authority's compliance obligations are reflected in its Records Management Policy, which requires staff to create, capture and maintain evidence of business activities in accordance with legislation and as a valuable resource for future valuable business practice.

Responsibility for archives was transferred to Museums of History NSW, while State Records NSW remains responsible for regulating and monitoring government recordkeeping.

Objective

To improve Port Authority's records management compliance by:

- Implementing practical improvements identified by staff, the Compliance Manager and the Internal Audit review.
- Simplifying records management requirements for staff.
- Establishing sustainable processes, tools and governance arrangements.
- Providing recommendations for longer-term information management maturity.

Success measures

The engagement will be considered successful if it delivers:

- Improved RMAT maturity and compliance position.
- Practical records classification guidance.
- Practical records classification guidance and decision support.
- Established disposal governance.
- Increased staff awareness and accountability.
- Clear ownership, governance and operating model recommendations.
- A prioritised roadmap for longer-term information management maturity.

Anticipated duration

16 weeks to assess the current state, design pragmatic improvements, implement key controls and transfer knowledge through a contract role rather than a permanent position.

Recommended title for the role and expectations

Records & Information Management Specialist

The role is expected to focus on practical, implementable improvements rather than a broad enterprise information management redesign. Activities should prioritise records compliance, staff usability,



disposal governance, Content Manager adoption and ownership arrangements.

Detailed activities and deliverables

1. Current State Assessment

Review and assess:

- Current records management policy, procedures and standards
- RMAT self-assessment results and compliance gaps identified by the Compliance Manager
- Content Manager structure, taxonomy and usability
- Existing records saving, archiving and disposal practices
- Current record classification arrangements
- Integration points between SharePoint, Content Manager and key business systems
- Current roles and responsibilities for records management

Deliverable:

Current State Assessment Report including:

- Key compliance risks
- Priority gaps
- Root causes of non-compliance
- Quick-win opportunities

2. Records Compliance Uplift Roadmap

Develop an implementation plan that:

- Identifies actions required to achieve acceptable compliance levels
- Prioritises activities by risk and effort
- Define ownership and timeframes for each activity.

Deliverable:

- Records Compliance Uplift Roadmap

3. Records Classification Framework

Develop a simplified classification approach that enables staff to easily determine:

- What constitutes an official record
- What must be retained
- What may remain in operational systems
- Disposal requirements
- Responsibilities for creating and maintaining records

Deliverables:

- Information and Records Classification Matrix
- Record Decision Tree ("Is this a record?")

4. Simplified Staff Guidance

Develop practical end-user guidance including:

- Quick reference guides
- FAQs
- Process maps
- Records management cheat sheets
- Naming convention standards
- Guidance on final vs draft versions
- Guidance on Teams/SharePoint vs Content Manager

Deliverables:

- Records Management Made Simple guide, supported by one-page staff aids.
- Manager toolkit

5. Content Manager Review

Conduct a targeted review of Content Manager including:

- Taxonomy structure
- Folder and classification hierarchy
- User experience issues
- Accessibility of records
- Security and permissions structure





Recommend practical improvements to increase adoption and support compliance.

Deliverable:

- Content Manager Optimisation Report

6. Records Disposal Program

Review and re-establish routine records disposal processes. Scope includes:

- Disposal authorisation processes
- Disposal schedules
- Governance responsibilities
- Backlog assessment

Deliverables:

- Updated records management policy and supporting procedures, including a clear disposal procedure.
- Updated records destruction template, if required.

7. Communications and Change Plan

Develop a targeted awareness campaign working closely with the CASE Division. Scope includes:

- Key messages
- Staff engagement strategy
- Leadership messaging
- Awareness materials
- Training recommendations

The campaign should focus on:

- Why records management matters
- Legal and compliance obligations
- Individual accountability
- Practical steps staff need to take

Deliverable:

- Communications and Change Management Plan

8. Governance and Operating Model Review

Assess and recommend:

- Future ownership of records management.
- Governance arrangements.
- Roles and responsibilities.
- Relationship with broader information management and data governance activities.
- The recommendation should identify:
- Future state operating model.
- Transitional arrangements.
- Longer-term maturity pathway

Deliverable:

- Future-state operating model recommendation for Executive decision.

9. Knowledge Transfer

Provide capability uplift to nominated staff through:

- Working sessions
- Coaching
- Documentation
- Handover materials

Deliverables:

- Handover pack, including completed process documentation and workplace instructions.
- Capability uplift sessions for key personnel

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📌 Records & Information Management Specialist (Sydney)
🏢 Robert Half
📍 Sydney