Elected Member Records

As Elected Members are being elected to Shires/Cities/Towns and because we have received a number of questions on this topic we thought we would provide some information about Elected Member’s records for you to consider.

Records and information relating specifically to individual Local Government Elected Members and their election to Council must be managed as government records, and should be considered in terms of both the conduct of their role via a formal process and the more general administration type records about each Elected Member.

Not all Elected Member records have the same status, with some types required as State Archives, while other types can be assessed for alternative Disposal actions such as transfer or destruction.

Formal Process

Records that relate to an Elected Member’s conduct of their role are more likely to be involved in formal processes such as Declarations and Oaths; or may be role-related material like official photographs and histories.  Physical or digital documents, files and folders connected with these processes are created to manage these records and should always be appraised for retention as State Archives.

Keyword Activity Subject/Freetext Disposal Notes Custody Disposal Action
GOVERNANCE COUNCILLORS Declarations, Oaths and Affirmations – Name of EM/Councillor 41.1 This file should contain Declarations, Oaths and Affirmation, any Leave of absences, the Councillor’s photographs, profiles, Histories and Resignations Retain 5 years after action completed, then transfer to SRO Required as State Archive
GOVERNANCE COUNCILLORS Name of EM/Councillor 41.2 – 41.4 Elected members employment conditions, Notices of Appointments and allowances and benefits. Retain 7 years after action completed, then Destroy Destroy

(Keyword for Councils, NSW Government and General Disposal Authority for Local Government Records, State Records Office of WA)

Administration

Physical or digital documents or records relating to the day to day operations are more likely to be considered as administrative and would not need to be retained as an archive. Operational records like employment conditions and Notices of Appointments usually fall into this category.

In addition, those records created and received in the conduct of an Elected Member’s role that relate to Local Government functions like building, planning and health are managed within the Local Government’s document and file management system relating to each subject.  Separate to an Elected Member’s own administrative records, this type of record is provided to the member’s LG for capture and management within their Recordkeeping System.

See the State Records Office of WA Information Sheet for Local Government Elected Member records to learn more.

For more information on Elected Member records, go to IRIS Consulting Group’s Recordkeeping and Accountability for Councillors eCourse.

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