2012 ANNUAL REPORT

Principle 8: Communication

Records Keeping

The State Records Act (2000) requires that we maintain a Records Keeping Plan. The Plan has been approved by the State Records Commission and reflects our current functions. We meet the requirement to undertake efficiency and effectiveness of our record-keeping systems not less than once every five years. The following is a summary of compliance requirements and achievements during the year.

1. Policies and Procedures Updated:

• Term Network Contracts (TNC) has been replaced by Integrated Services Arrangements and a new Code of Practice and Policies to manage contract records has been created. A review is being conducted on the close-out arrangements for TNC to ensure that relevant records are captured and accessible.
• Invoice processing will be a Records Keeping function when the Office of Shared Services is decommissioned. Preparations have commenced for processes involved with invoice processing such as documenting procedures, identifying resource requirements, and compliance in the management of source records in liaison with other government agencies and shared services.
• Development of a Records' Social Media Strategy has commenced as we continue to work towards being better positioned to embrace a broader electronic environment. Technological development has had a major impact on record keeping and we continue to respond to new developments.
• Areas for improvement identified in the Records Keeping Plan are addressed progressively, in particular, improving storage facilities. These changing needs will be taken into consideration when designing our new Regional Offices.
• The Records Disaster Recovery and Management Plan is distributed Statewide, addressing requirements for our Regional and Site Offices. The Vital Records Register and Mitigation strategies are being finalised.
• The Archiving/ Disposal program continues to be undertaken.
• Fact sheets, guidelines, procedures and policies continue to be developed, updated and promoted to assist staff. This is with particular emphasis in the last year on new ISA staff.

2. Record Keeping and TRIM Training

• An extensive TRIM training program has been created for ISA staff with more than 370 staff attending training sessions.
• A TRIM 'n' Win training program was developed and trialed where a suite of short subject specific courses was delivered. The effectiveness of this course is currently under review and, subject to improvements, will be progressively rolled out to branches.
• Our induction program addresses employee record keeping responsibilities, compliance with our record keeping plan, and mandatory Record Keeping Awareness and TRIM Online courses for all new starters. Handout brochures and the Induction Checklist have been updated. In addition, updates and tips are regularly provided in our Statewide newsletter, Weekly Roads Wrap.
• Documents placed on our website and our new iRoads Intranet site are required to be registered and kept updated in TRIM. Training is provided for this process.

3. Reinforcing Record Keeping Practices

• To address Main Roads' future corporate record keeping requirements, we held a workshop for 60 invited stakeholders. Outcomes were reported in a Business Case for the Review of Services and Functions and the identified issues are addressed through a range of improvement projects.
• Central Records provides a Help Desk Facility to assist with TRIM EDMS technical operational problems which handles almost 9,000 requests for assistance per annum. TRIM remote assistance is provided and continues to be well received by customers.
• We have commenced monthly meetings with IT Managers, discussing and resolving technical TRIM and Records-related issues.
• An Internal Auditor continues to monitor and provide feedback on our record-keeping practices, in particular the management of contract records, with the assistance of checklists.
• The Annual Records' Seminar was well received with the feedback indicating that the seminar is a good forum for exploring common issues and provided an opportunity to meet and learn from others.
• We utilise feedback and statistics collected from staff to measure record keeping effectiveness and efficiency.
• Recognising the importance of Records Keeping, Main Roads has recruited a second Records' graduate to undertake a Records Training Program over the next two years. We have also given recognition to Central Records' Officers for their efforts in Records Keeping and training.

Freedom of Information

Certain information can be obtained under the Freedom of Information Act 1992. An information statement, which has been produced in accordance with the requirements of the Act, is available on our website. The statement provides a guide on how to obtain information from us under the Act as well as information available without a formal application. During the year, we received 38 applications with the majority of applications related to potential third-party liability claims and land acquisitions matters associated with road projects. The table below provides further statistics on applications received:

Freedom of Information Applications

Our Freedom of Information Coordinator can be contacted on 138 138.

Internal Communications

'Enhancing Internal Communication and Engagement: A Plan for Main Roads' was created in 2011 to improve communication among and between managers, employees, branches, Directorates and regions. It addresses various facets of communication including formal and informal, written, visual, verbal, electronic and two-way communication and is designed to engage employees via a consultative process rather than simply providing information.

Key achievements since the introduction of the plan include:

• Holding three Organisational Development 'X-Changes' forums.  They are designed to share knowledge and build relationships between Organisational Development and other business units across Main Roads.  All regions have the opportunity to take part via teleconference and NetMeeting. 
• The launch of 'Main Roads WA Careers' Facebook page, which complements our existing recruitment activities, provides the opportunity to highlight the career opportunities available and give prospective employees an understanding of what it is like to work at Main Roads. Members of the public are able to post questions and comments, a feature currently not offered by our static website.  Primarily targeting the development employee market, it also offers information relevant to existing and prospective employees.
• The 'Getting the Best Out of Your Communication' training series was introduced in late 2011.  These workshops are designed to enhance communication skills by giving participants an understanding of their own communication styles and enhance skills in communication to keep employees engaged and motivated.  Four workshops have been held and were well received by the managers and employees who attended.
• Communication strategies have been developed for key corporate initiatives such as the 'Main Roads 2020 Strategic Plan'.  The '2020 Communication Plan' included various actions designed to raise awareness and understanding of Main Roads' strategic direction over the next eight years, including the utilisation of an intranet site, branding, articles, participation from key stakeholders and provision of two-way feedback opportunities. 
• A communication plan template and checklist have been developed to assist employees to develop communication strategies.  The internal communications function has also provided advice to various managers who are aiming to improve their communication across Main Roads.