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171 Pages·2011·2.89 MB·English
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10 National Archives of Australia 11 and National Archives of Australia Advisory Council Annual Reports 10 National Archives of Australia 11 and National Archives of Australia Advisory Council Annual Reports Published by the National Archives of Australia naa.gov.au © Commonwealth of Australia 2011 This work is copyright. You may download, display, print and reproduce the material in an unaltered form only (retaining this notice) for your personal, non-commercial use or use within your organisation. Apart from any use as permitted under the Copyright Act 1968, all other rights are reserved. ISSN 1400-8961 ISBN 978-1-920807-88-7 Prepared by the Governance, Risk and Compliance section and the Communications and Programs section of the National Archives of Australia. Photographs by the Digital and Online Access section of the National Archives of Australia (except where otherwise noted). Contact Officer Requests for authorisation and/or enquiries regarding these reports should be directed to: Annual Report Coordinator National Archives of Australia PO Box 7425 Canberra Business Centre ACT 2610 Telephone: (02) 6212 3498 Fax: (02) 6212 3649 Email: [email protected] An online version of this publication can be found at: naa.gov.au/about-us/organisation/ accountability/annual-reports.aspx Cover image: Photographers from the Archives’ Imaging Services team at work in the Photographic Studio. Each year, Imaging Services produces digital and photographic images of the Archives’ records to assist people access its holdings. Photographer: Jen Everart. Our reference: 2011/747 The Hon Brendan O’Connor MP Minister for Privacy and Freedom of Information Parliament House CANBERRA ACT 2600 Dear Minister We have pleasure in forwarding to you the annual reports on the operations of the National Archives of Australia and the National Archives of Australia Advisory Council for the year ended 30 June 2011. The reports are submitted in accordance with subsections 68(1) and 68(2) of the Archives Act 1983, which require the Archives and the Advisory Council to furnish you with reports of their operations and proceedings during the preceding 12 months as soon as practicable after 30 June each year. The Archives’ annual report is also made under section 70 of the Public Service Act 1999. Subsection 70(1) of the Act requires the report to be given to you for presentation to Parliament. The report has been prepared in accordance with the guidelines approved on behalf of Parliament by the Joint Committee of Public Accounts and Audit as required by subsection 70(2) of the Public Service Act. Yours sincerely Dr Stephen Ellis The Hon Dr John Bannon AO Director-General (A/g) Chairman, Advisory Council 9 September 2011 9 September 2011 Contents Letter of transmittal iii National Archives of Australia Annual Report 2010–11 1 Director-General’s review of 2010–11 3 Agency overview 7 Establishment and functions 7 Outcome and program structure 7 Governance and organisational structure 8 Report on performance 13 Outcome 1 Authentic, reliable and useable Commonwealth records through the provision of information management products and services to Australian Government agencies 13 Program 1.1 Delivering information management products and services 13 Outcome 2 Greater understanding of our heritage and democracy through preserving, describing and providing access to the national archival collection 19 Program 2.1 Securing, describing and preserving records of national archival value 19 Program 2.2 Providing an accessible, visible and interpreted national archival collection 24 Management and accountability 37 State office co-location project 37 Corporate governance 37 External scrutiny 40 Information technology management 41 Human resource management 42 Ecologically sustainable development and environmental performance 45 Asset management 46 Procurement 48 Financial management 48 Financial statements and supporting notes for the year ended 30 June 2011 51 Contents v Appendixes 109 Appendix A Resources allocated to the Archives 110 Appendix B Records authorities issued 112 Appendix C National and international strategic relations 113 Appendix D Selected records transferred and described 116 Appendix E Exhibitions program 122 Appendix F Publications program 124 Appendix G Service Charter standards 125 Appendix H Freedom of information 126 Appendix I Ecologically sustainable development and environmental performance 129 Appendix J Consultancies, advertising and market research 132 Appendix K Volunteers 135 Appendix L Representation on professional organisations 136 Appendix M Occupational health and safety 138 Correction of material errors in previous annual report 138 National Archives of Australia Advisory Council Annual Report 2010–11 139 Glossary and indexes 147 Glossary 147 Shortened forms 149 List of requirements 150 List of figures and tables 153 Index 155 National Archives of Australia addresses and contact details 164 vi Annual Reports 2010–11 National Archives of Australia Annual Report 2010–11 ‘The 2011 UNESCO/Jikji Memory of the World Prize recognises the Archives’ The Mayor of Cheongju ability to be innovative, our City, Beum-deuk Han, presents Dr Stephen Ellis the willingness to share the UNESCO/Jikji Memory of the World Prize at the Cheongju results of our research and Arts Centre, Cheongju City, our professional leadership.’ Republic of South Korea. Dr Stephen elliS Director-General (Acting) National Archives of Australia g n u J n a w h n o o S Director-General’s  review of 2010–11 The year 2010–11 presented a few challenges and some significant achievements for the National Archives of Australia. The Archives continued to review and implement innovative solutions to provide the Australian Government and the public with archival services comparable with the best international standards and practice. Innovation During 2010–11, the Archives found new ways of providing access to its records, such as the Constitution for a Nation er op interactive feature, which explores the history of the creation of o C m the Constitution through rich visual and auditory media. In addition, a S a new display using touch-screen technologies to provide more Dr Stephen Ellis interaction for visitors was installed in our Memory of a Nation Director-General (Acting) exhibition in the National Office in Canberra. The Archives National Archives of Australia repurposed its hardcopy magazine to a more accessible e-magazine, Your Memento, and its online research system, RecordSearch, was revised to improve useability. Amendments to the Archives Act 1983, approved by Parliament in May 2010, reduced the closed period for most Commonwealth records from 30 to 20 years, and for Cabinet notebooks from 50 to 30 years. The examination of records was prioritised to support the accelerated release of Cabinet records required by these amendments. During the year we released Check-up 2.0, a secure web-based tool developed to assist Australian Government agencies assess the state of their information management. Check-up 2.0, based on the original Check-up released in 2007, helps agencies to build their information management capability and to plan improvements. In May 2011, the ACT Branch of the Records and Information Management Professionals Association Australasia announced that Check-up 2.0 had won the inaugural Rob Barnett Award for Innovation and Excellence. The Archives also upgraded its own recordkeeping technologies. This upgrade ensures that the Archives’ electronic recordkeeping system continues to support our business needs and accountability requirements. It also helps us adhere to the guidelines we provide to other agencies. Director-General’s review of 2010–11 3

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Photographs by the Digital and Online Access section of the National Archives of Australia. (except where otherwise noted) Archives of Australia. The year 2010–11 presented a few challenges and some significant documentation, particularly in light of updated fraud control guidance issued in
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