Crown Solicitor’s Office New South Wales Crown Copyright Crown Solicitor’s Office Archiving & Disposal Program Maria Kepreotes Information Services Manager 2 July 2008

Crown Solicitor’s Office New South Wales Crown Copyright Overview Why the CSO developed the program What steps were taken How did we sell it to the business What were the long term objectives

Crown Solicitor’s Office New South Wales Crown Copyright To address the increase in ongoing storage costs To effectively manage the records lifecycle To identify and protect records of continuing value Why the CSO developed the program

Crown Solicitor’s Office New South Wales Crown Copyright To address the increase in ongoing storage costs

Crown Solicitor’s Office New South Wales Crown Copyright Files & Parts Made Inactive (2003 to 2006) Year Total Files Made Inactive (2003 to 2006) Number of Files made Inactive Number of Boxes Created Year Total Boxes Created (2003 to 2006) Number of Boxes Registered Files and Boxes Created 2003 – 2006 – Status Inactive

Crown Solicitor’s Office New South Wales Crown Copyright Annual Box Storage Fees YearNo. of Type 1 Boxes at GRR in December Cost for Boxes (all types) at GRR in December Cost for Boxes for Year (extrapolated from December) ,239$9,356$112, ,488$10,210$122, ,674$11,754$141, ,624$13,073$156,876

Crown Solicitor’s Office New South Wales Crown Copyright Examples of excess storage – Example 1 Consignment No.: L912 No. of Boxes: 18 Type 2 Date Sent to Storage: Due for Destruction or Transfer: Length of Excess Storage:36 months Approximate Cost of Excess Storage (*):$ ($216.00/year) Comment: It cost $ to store these 18 boxes for 3 years longer than the required 7 years. (*) Cost of storage between 2003 & 2008 is calculated at constant 2008 cost for type 2 boxes: 1 box = $1.00 per month.

Crown Solicitor’s Office New South Wales Crown Copyright Examples of excess storage – Example 2 Consignment No.: P474 No. of Boxes: 10 Type 2 Date Sent to Storage: Due for Destruction or Transfer: Length of Excess Storage:12 months Approximate Cost of Excess Storage (*):$ ($120.00/year) Comment: It cost $ to store these 18 boxes for 3 years longer than the required 7 years. (*) Cost of storage between 2003 & 2008 is calculated at constant 2008 cost for type 2 boxes: 1 box = $1.00 per month.

Crown Solicitor’s Office New South Wales Crown Copyright Examples of excess storage – Example 3 Consignment No.:n/a No. of Boxes:252 Type 2 Date Sent to Storage: (Worst case scenario: Files are duplicates & should never have been sent to storage) Due for Destruction or Transfer: Length of Excess Storage:136 months (11 years 4 months) Approximate Cost of Excess Storage (*):$36, Comment: In the worst case scenario, it cost $36, to store these 252 boxes for 11 & 1/3 years longer than the required 1 month. (Best case scenario: Files are not duplicates & should be transferred to State Archives after 7 years) Due for Destruction or Transfer: Length of Excess Storage:64 months (5 years 4 months) Approximate Cost of Excess Storage (*):$16, ($252.00/year) Comment: In the best case scenario, it cost $16, to store these 252 boxes for 5 & 1/3 years longer than the required 7 years. (*) Cost of storage between 1996 & 2002 is calculated at constant 2002 cost for type 2 boxes: 1 box = $0.90 per month. Cost of storage between 2003 & 2008 is calculated at constant 2008 cost for type 2 boxes: 1 box = $1.00 per month.

Crown Solicitor’s Office New South Wales Crown Copyright Predicted Growth over 30 years

Crown Solicitor’s Office New South Wales Crown Copyright To effectively manage the records lifecycle

Crown Solicitor’s Office New South Wales Crown Copyright To identify and protect records of continuing value

Crown Solicitor’s Office New South Wales Crown Copyright What steps were taken Reviewed Records Unit Structure Developed a business case Sought approval Formalised recruitment Established internal authorisation process Set up the project environment Allocated resources Commenced project

Crown Solicitor’s Office New South Wales Crown Copyright Alerted them to the problem Backed up with statistics and forecasts Made recommendations which were feasible and would become cost neutral over three years How did we sell it to the business

Crown Solicitor’s Office New South Wales Crown Copyright Alerted them to the problem

Crown Solicitor’s Office New South Wales Crown Copyright Backed up with statistics and forecasts

Crown Solicitor’s Office New South Wales Crown Copyright Matters due for destruction or transfer 1. Matters not registered in TRIM50, to Matters registered in TRIM and not covered by DA16, to Matters registered in TRIM and covered by DA20, onward

Crown Solicitor’s Office New South Wales Crown Copyright Storage TypeQuantityRateCost Type 1 boxes32, $126,228 Type 2 boxes3, $39,648 Type 1 boxes in vault $4,245 Non standard storage141.00$185 Storage Plan Rolls261.00$343 Oversize Plan Roll11.20$16 TOTAL36,225 $170,678 * Storage costs as at 30 September 2007 Government Records Repository Storage Costs

Crown Solicitor’s Office New South Wales Crown Copyright Retrieval Costs – Based on 3004 type 2 archive boxes QuantityRetrieval Cost per box Total Retrieval Cost Destruction Costs Grand TotalAnnual Storage Cost Savings 3004$5.00$15,020$18,024$33,044$39,653

Crown Solicitor’s Office New South Wales Crown Copyright Destruction Rates – Based on DDS pricing structure Type 1 box costsType 2 boxes costsBin costs (per bin) $5.00$6.00$ (70kg paper) * These costs include the collection and destruction of records on the day of collection.

Crown Solicitor’s Office New South Wales Crown Copyright Made recommendations which were feasible and would become cost neutral over three years

Crown Solicitor’s Office New South Wales Crown Copyright What were the long term goals Reduce ongoing storage costs Protect records of ongoing value Implement an ongoing archiving and disposal program to manage records over time