Department wide
Provide the requirements for managing the department’s information throughout its lifecycle including data, information assets and records. Provide the requirements for recordkeeping practices within the department to meet legislative obligations.
The department is required under the Queensland Government’s Information asset custodianship policy (IS44) to identify and register information assets and assign roles and responsibilities to information assets, to protect information in accordance with Information security policy (IS18:2018), to make full and accurate records in accordance with the Records governance policy and lawfully dispose records in accordance with the Records governance policy.
The department is required under the Public Records Act 2002 (Qld), Financial Accountability Act 2009 (Qld), Financial and Performance Management Standard 2019 (Qld) and other legislation and administrative requirements to keep and maintain records of the department's activities.
Information custodians are accountable for the overall management of information, maintaining its relevance and ensuring that information under their control can be found, used and disseminated appropriately. Accountabilities include:
Other responsibilities:
For a list of information custodians and the information within their control, refer to the Information asset register (DoE employees only).
All employees are responsible for managing the safe transport, storage of and access to departmental information. This includes:
Solution managers and ‘information stewards’ are responsible for the management of a specified ICT solution or service. In this role they must:
Information custodians and stewards must develop and implement processes to manage information assets throughout their lifecycle, including adherence to intellectual property, right to information and all other legislative and regulatory obligations. Administrative management processes include:
Employees must manage hardcopy records in their care by:
Employees must manage electronic records in their care by:
Term
Definition
Authorised officer
For this procedure, an officer who is delegated by the Director-General as an ‘authorised officer’ is authorised to set and change restricted access periods and approve access to restricted records under the Public Records Act 2002 (Qld).
Authorised recordkeeping system
A system used to manage and provide access to records over time using a rigorous set of business rules intended to preserve the context, authenticity and integrity of the records. For corporate users, the department’s authorised recordkeeping system is Content Manager.
Employee
Any permanent, temporary or seconded staff member, contractors and consultants, volunteers who assist staff with their professional duties, or other person who provides services on a paid or voluntary basis to the department that are required to comply with the department's policies and procedures.
Information asset
An identifiable collection of data stored in any manner and recognised as having value for the purpose of enabling the department to perform its business functions.
Information custodian
An Information Custodian implements and maintains information assets and associated ICT resources according to the rules set in cooperation with the ‘owner’ to ensure proper quality, security, integrity, correctness, consistency, privacy, confidentiality and accessibility throughout its lifecycle. Custodian may be referred to as information custodian, data custodian or business system custodian or subject matter expert.
Information product
May be a dataset or an information artefact that has been compiled/created using data sourced from one or more points of origin.
Records
Records can be in hardcopy, electronic or any other form that provides evidence a business transaction has taken place or a decision has been made.
Responsible officer
For this procedure, an officer who is delegated by the Director-General as a ‘responsible officer’ is authorised to dispose of business records under the Public Records Act 2002 (Qld).
Solution manager / information steward
A steward has the authority and accountability for ICT solutions or services that hold information assets, and approves the rules by which the solution/service is managed.
Previous seven years shown. Minor version updates not included.
1.0 Information asset and recordkeeping
1.0 Information Management (IM)
For further information, please contact: Information and Governance Management, Information and Technologies Branch Email: InformationManagement.INFOMNGT@qed.qld.gov.au
Uncontrolled copy. Refer to the Department of Education Policy and Procedure Register to ensure you have the most current version of this document.
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