public authority, other than a Minister, (b); a record received or kept by a public authority, other than a Minister, in the exercise of its statutory, administrative or other public responsibility or for a related purpose. HARD COPY RECORDS Hard copy records include paper hand written notes, memos, phone messages, emails, photographs, medical records, reports and registers. Records should be legible, dated, and contain references to the client. ELECTRONIC RECORDS The Department will eventually move towards an electronic environment for recordkeeping. The Department cannot currently accept electronic records as it does not have a suitable recordkeeping system to receive the information. Therefore, all records held in electronic form should be printed out and attached to the relevant client’s file before sending to the Department. CREATING A NEW FILE Physical files should be created for each client. Files should be maintained in folders with no metallic objects such as pins or paper clips. Contact Information Management () to discuss the standards or alternatively refer to the Queensland State Archives web site, . File covers should display the following: Client’s full name (e.g. SMITH John) Date of birth (e.g. 18/04/1998) File part number (e.g. Part 2 of 2) Service Provider name File creation and closure dates (e.g. Created 01/03/2005 Closed 22/05/2008). A new consecutive file part should be created when a file becomes full or unusable due to the volume of contents. Include the file cover details on the new file part cover. Bulky records such as life diaries and video tapes should be labelled with the client’s full name and date of birth. These items may be placed in a standard archive box. They should be stored in a secure location. SECURITY AND ACCESS It is a breach of the Child Protection Act 1999 Confidentiality Provisions to disclose information provided by the Department to any other party, other than as allowed by legislative exceptions e.g. (s187(3) and s188(3)). To prevent unlawful access, all records including files or unattached documents which contain information that may identify clients of the Department should not be left unattended in any work environments (including Information should be locked away when not in use and before leaving work for the day. Unauthorised persons should not be allowed to enter a secure storage area housing client related records.
public authority, other than a Minister, (b); a record received or kept by a public authority, other than a Minister, in the exercise of its statutory, administrative or other public responsibility or for a related purpose. HARD COPY RECORDS Hard copy records include paper hand written notes, memos, phone messages, emails, photographs, medical records, reports and registers. Records should be legible, dated, and contain references to the client. ELECTRONIC RECORDS The Department will eventually move towards an electronic environment for recordkeeping. The Department cannot currently accept electronic records as it does not have a suitable recordkeeping system to receive the information. Therefore, all records held in electronic form should be printed out and attached to the relevant client’s file before sending to the Department. CREATING A NEW FILE Physical files should be created for each client. Files should be maintained in folders with no metallic objects such as pins or paper clips. Contact Information Management () to discuss the standards or alternatively refer to the Queensland State Archives web site, . File covers should display the following: Client’s full name (e.g. SMITH John) Date of birth (e.g. 18/04/1998) File part number (e.g. Part 2 of 2) Service Provider name File creation and closure dates (e.g. Created 01/03/2005 Closed 22/05/2008). A new consecutive file part should be created when a file becomes full or unusable due to the volume of contents. Include the file cover details on the new file part cover. Bulky records such as life diaries and video tapes should be labelled with the client’s full name and date of birth. These items may be placed in a standard archive box. They should be stored in a secure location. SECURITY AND ACCESS It is a breach of the Child Protection Act 1999 Confidentiality Provisions to disclose information provided by the Department to any other party, other than as allowed by legislative exceptions e.g. (s187(3) and s188(3)). To prevent unlawful access, all records including files or unattached documents which contain information that may identify clients of the Department should not be left unattended in any work environments (including Information should be locked away when not in use and before leaving work for the day. Unauthorised persons should not be allowed to enter a secure storage area housing client related records.
BCCS-recordkeeping-guide%20edited.docx