Section Planned Improvement Progress Achieved SRC Standard Six: Outsourcing The purpose of this Standard, established under Section 61(1)(b) of the State Records Act 2000, is to define principles and standards governing contracts or arrangements entered into by State organizations with persons to perform any aspect of record keeping for the organization. State organizations may enter into contracts or other arrangements whereby an individual or an organization is to perform a function or service for the State organization, or act as the State organization’s agent to deliver services to clients, or for the State organization’s own use. The general term is used for such arrangements. ‘outsourcing’ Contractual arrangements should provide that the contractor create and maintain records that meet the State organization’s legislative, business and accountability requirements. Compare the information provided in the approved RKP against current recordkeeping practices. Maturity No Section Compliance Requirement Yes No Rating Outsourced Functions Does your organization outsource any functions? Eg, Computing Services; Project Management; Road 7.1 Building; Waste Management; Legal Services; Environmental Management etc. Recordkeeping Issues Are recordkeeping requirements included in all contracts 7.2 Included in Contracts for outsourced functions? (if applicable) Are recordkeeping requirements included in new contracts 7.3 when the organization is planning to outsource a function? Do contract clauses address ownership and use of State 7.4 records created and received by the contractor? Do contract clauses require the contractor to create and 7.5 control records, regardless of format, in accordance with the organization’s RKP? Do contract clauses require the contractor to retain and 7.6 dispose of State records in accordance with an approved disposal authority? Do contract clauses address the organization’s 7.7 requirements to access State records held by the contractor? Do contract clauses address custody arrangements, 7.8 including provision of adequate storage and security for State records stored on and offsite by the contractor? Do contract clauses address arrangements for custody, 7.9 ownership, disposal and transfer of State records on contract completion? If you have answered to any of the above, please briefly explain in the table below: ‘NO’
Section Planned Improvement Progress Achieved SRC Standard Six: Outsourcing The purpose of this Standard, established under Section 61(1)(b) of the State Records Act 2000, is to define principles and standards governing contracts or arrangements entered into by State organizations with persons to perform any aspect of record keeping for the organization. State organizations may enter into contracts or other arrangements whereby an individual or an organization is to perform a function or service for the State organization, or act as the State organization’s agent to deliver services to clients, or for the State organization’s own use. The general term ‘outsourcing’ is used for such arrangements. Contractual arrangements should provide that the contractor create and maintain records that meet the State organization’s legislative, business and accountability requirements. Compare the information provided in the approved RKP against current recordkeeping practices. No Section Compliance Requirement Yes No Maturity Rating 7.1 Outsourced Functions Does your organization outsource any functions? Eg, Computing Services; Project Management; Road Building; Waste Management; Legal Services; Environmental Management etc. 7.2 Recordkeeping Issues Included in Contracts (if applicable) Are recordkeeping requirements included in all contracts for outsourced functions? 7.3 Are recordkeeping requirements included in new contracts when the organization is planning to outsource a function? 7.4 Do contract clauses address ownership and use of State records created and received by the contractor? 7.5 Do contract clauses require the contractor to create and control records, regardless of format, in accordance with the organization’s RKP? 7.6 Do contract clauses require the contractor to retain and dispose of State records in accordance with an approved disposal authority? 7.7 Do contract clauses address the organization’s requirements to access State records held by the contractor? 7.8 Do contract clauses address custody arrangements, including provision of adequate storage and security for State records stored on and offsite by the contractor? 7.9 Do contract clauses address arrangements for custody, ownership, disposal and transfer of State records on contract completion? If you have answered ‘NO’ to any of the above, please briefly explain in the table below:
rkp_review_form_-_jul_2018.docx