1366. Hon Alison Xamon to the parliamentary secretary representing the Minister for Health:
I refer to records management and archiving, and I ask:
(a) for each of the last five financial years finishing 2016–17, for each Government agency within the Minister’s portfolio, could the Minister please provide the cost of records archiving services including:
(i) collection;
(ii) storage;
(iii) retrieval; and
(iv) destruction;
(b) for each of the last five financial years, finishing 2016–17, for each Government agency within the Minister’s portfolio, could the Minister please provide the cost of records management consultancy services provided by:
(i) the State Records Office; and
(ii) private consultants and/or consultancy businesses; and
(c) for each Government agency reporting to the Minister, could the Minister please explain the process by which records held offsite by third-party private companies can be searched and accessed by:
(i) members of the agency;
(ii) members of other Government agencies;
(iii) members of academia; and
(iv) members of the public?
Hon Alanna Clohesy replied:
I am advised that:
Department of Health (DOH):
(a) (i)–(iv)
|
2012–2013 |
2013–2014 |
2014–2015 |
2015–2016 |
2016–2017 |
|
|
Collection |
2,301.69 |
3,573.76 |
2,113.18 |
3,126.43 |
1,328.20 |
|
Storage |
29,716.75 |
33,977.83 |
37,302.93 |
37,180.54 |
31,077.83 |
|
Retrieval |
7,022.17 |
5,859.18 |
5,243.91 |
8,430.44 |
11,356.69 |
|
Destruction |
Nil |
Nil |
19.54 |
Nil |
143.18 |
(b) (i)–(ii)
|
2012–2013 |
2013–2014 |
2014–2015 |
2015–2016 |
2016–2017 |
|
|
State Records Office |
Nil |
Nil |
Nil |
Nil |
Nil |
|
Private consultants |
7,422.20 |
Nil |
13,050.00 |
4,505.00 |
2,925.00 |
Health Support Services (HSS):
(a) (i)–(iv)
|
2012–2013 |
2013–2014 |
2014–2015 |
2015–2016 |
2016–2017 |
|
|
Collection Storage Retrieval |
30,117.34 |
39,019.05 |
53,418.36 |
50,351.12 |
43,400.26 |
|
Destruction |
Nil |
Nil |
Nil |
Nil |
Nil |
(i)–(iii) Costs for collection, storage and retrieval are all allocated to a single cost centre; itemised information is not available.
(b) (i)–(ii) Nil.
Children and Adolescent Service (CAHS):
(a) (i)–(iv)
|
2012–2013 |
2013–2014 |
2014–2015 |
2015–2016 |
2016–2017 |
|
|
Collection Storage Retrieval
Destruction
|
439,519.00 |
347,775.00 |
659,538.00 |
496,465.00 |
528,533.00 |
(b) (i)–(ii) Nil.
East Metropolitan Health Service (EMHS):
(a) (i)–(iv)
|
2012–2013 |
2013–2014 |
2014–2015 |
2015–2016 |
2016–2017 |
|
|
Collection |
Nil |
Nil |
Nil |
Nil |
403,949.00 |
|
Storage |
Nil |
Nil |
Nil |
Nil |
261,751.00 |
|
Retrieval |
Nil |
Nil |
Nil |
Nil |
348,422.00 |
|
Destruction |
Nil |
Nil |
Nil |
Nil |
13,726.00 |
(b) (i)–(ii) Nil.
North Metropolitan Health Service (NMHS):
(a) (i)–(iv)
|
2012–2013 |
2013–2014 |
2014–2015 |
2015–2016 |
2016–2017 |
|
|
Collection |
$48,974.00 |
$18,352.00 |
$18,378.00 |
$40,770.00 |
$30,870.00 |
|
Storage |
$255,835.00 |
$363,925.00 |
$381,604.00 |
$739,682.00 |
$408,271.00 |
|
Retrieval |
$26,424.00 |
$48,020.00 |
$68,952.00 |
$73,419.00 |
$44,766.00 |
|
Destruction |
Nil |
Nil |
$485.00 |
$4,102.00 |
$206.00 |
(b) (i)–(ii)
|
2012–2013 |
2013–2014 |
2014–2015 |
2015–2016 |
2016–2017 |
|
|
State Records Office |
Nil |
Nil |
Nil |
Nil |
Nil |
|
Private consultants |
Nil |
Nil |
Nil |
Nil |
$3,600.00 |
South Metropolitan Health Service:
(a) (i)–(iv)
|
2012–2013 |
2013–2014 |
2014–2015 |
2015–2016 |
2016–2017 |
|
|
Collection Storage Retrieval Destruction |
$881,989.00* |
$1,100,881.00* |
$1,265,405.00* |
$1,404,656.00* |
$361,812.00 |
(b) (i)–(ii)
|
2012–2013 |
2013–2014 |
2014–2015 |
2015–2016 |
2016–2017 |
|
|
State Records Office |
Nil |
Nil |
Nil |
Nil |
Nil |
|
Private consultants |
$22,950.00* |
$65,880.00* |
Nil* |
Nil* |
Nil |
The information was derived by reviewing General Ledger transactions for each of the financial years, and searching by vendor and by keywords related to Records Management Costs.
*The responses in parts (a) and (b) for financial years 2012/13 to 2015/16 include information related to the previous SMHS management structure, which incorporates Armadale Hospital, Royal Perth Hospital and Bentley Hospital. The new SMHS governance structure was established on 1 July 2016, following the enactment of the Health Services Act 2016.
WA Country Health Service (WACHS):
(a) (i)–(iv)
|
2012–2013 |
2013–2014 |
2014–2015 |
2015–2016 |
2016–2017 |
|
|
Collection Storage Retrieval Destruction |
318,283.81
|
$416,803.67 |
$735,770.46 |
$814,772.50 |
$704,250.05 |
(i)–(iv) Costs for collection, storage and retrieval are all allocated to a single cost centre; itemised information is not available.
(b) (i)–(ii) Nil.
(c) (i) For Department of Health and health service providers, searching and access to records is limited to authorised agency staff and controlled by government agency specific Electronic Records and Document Management System (EDRMS) or legacy recordkeeping processes.
(ii)–(iv) For Department of Health and health service providers, access to and searching of the records stored within third party private companies is not available to members of other Government agencies, members of academia or members of the public. Access to these records as with all other records captured within these Government Agencies are subject to the legislated release of information provisions under the Freedom of Information Act 1992 and agency specific mandated requirements.
Health & Disability Services Complaints Office advises:
(a)
|
2012–2013 |
2013–2014 |
2014–2015 |
2015–2016 |
2016–2017 |
|
|
(i) Collection |
135.78 |
210.48 |
160.59 |
170.95 |
52.16 |
|
(ii) Storage |
1661.58 |
1767.57 |
1839.38 |
1682.51 |
1236.74 |
|
(iii) Retrieval |
35.27 |
21.13 |
17.10 |
25.00 |
5.25 |
|
(iv) Destruction |
Nil |
Nil |
Nil |
Nil |
Nil |
Note: All figures are inclusive of GST
(b) Nil.
(c) (i)
The Health and Disability Services Complaints Office’s (HaDSCO) administrative records and complaint records are archived offsite by a third-party. The Administrative Coordinator of the Office coordinates the searching and accessing of records at the direction of the Corporate Executive.
Each year, records for offsite storage are archived, each box being affixed with a bar code;
A spreadsheet is prepared to document files containing records archived in each box, (approximately 20 files per box); and
All archived boxes are transferred through online work orders for archiving. Staff from the office who want to search or access records held offsite make a request through the HaDSCO Administrative Coordinator. The Administrative Coordinator, once approval is provided by the Corporate Executive, arranges the retrieval of the specific box with the requested record through an online submission for delivery to the HaDSCO premises the next day.
(ii) Members of other Government agencies cannot directly access or search HaDSCO records held offsite by third-party private companies. Other Government Agencies are required to provide official correspondence for any request to search and access HaDSCO records. Upon written approval from the Office’s Corporate Executive and depending on the confidential nature of the record requested, the process will be as above under (c)(i).
(iii) Members of academia cannot directly access or search HaDSCO records held offsite by third-party private companies. Upon written request to the Office’s Corporate Executive and depending on the confidential nature of the record requested, the process will be as above under (c)(i).
(iv) Members of the public cannot directly access or search HaDSCO records held offsite by third-party private companies. Upon written request to the Office’s Corporate Executive and depending on the confidential nature of the record requested, the process will be as above under (c)(i).
Healthway advises:
(a) (i)–(iv) The following figures represent total costs covering collection, storage, retrieval and destruction. As the overall costs each year are minor, Healthway has only used one financial code for the overall cost, and we are therefore unable to further breakdown the annual expenditure on these services.
|
2012–2013 |
2013–2014 |
2014–2015 |
2015–2016 |
2016–2017 |
|
|
Total Costs |
$852.41 |
$1,685.31 |
$1,276.92 |
$1,421.40 |
$977.74 |
(b) (i) Nil.
(ii)
|
2012–2013 |
2013–2014 |
2014–2015 |
2015–2016 |
2016–2017 |
|
|
Total Costs |
$39,090.82* |
$1,267.20 |
$2,324.96 |
$9,108.00 |
Nil |
*Note: Healthway introduced electronic records management in 2012/13.
(c) (i) Appropriate records can be retrieved after request and approval.
(ii)–(iv) Request made to Healthway, request approved and Healthway staff can retrieve appropriate records.
Animal Resources Authority advises:
(a) (i)–(iii) Not applicable
(iv)
|
2013–2014 |
2014–2015 |
2015–2016 |
2016–2017 |
2017–2018 |
|
|
Destruction |
Nil |
$10.84 |
$91.80 |
$50.60 |
$60.72 |
(b) Nil.
(c) (i)–(iv) No records are held off site by the agency.