Source document: https://docs-lawep.s3.us-east-2.amazonaws.com/1696584321987.pdf (Vanuatu)
Where should I keep records?

Always keep records in approved locations.

Your agency may have systems in place for keeping records including:    electronic document and records management systems (EDRMS) business systems specific to your agency's business paper registry files.

Find out from your supervisor or records manager where you should keep records.

Do not keep important business information in personal locations such as your email folders or hard drive.
Do not keep sensitive or important information on laptops, USBs or other portable storage devices.

It can be easily lost or stolen.


If you need advice or training on Records Management contact: Right to Information Unit / National Archives of Vanuatu Right to Information Unit Right to Information Unit | DSPPAC | Prime Minister's Office |Government of the Republic of Vanuatu PMB 9053, Port Vila, Vanuatu, SW Pacific Tel: (+678) 23150 | VoIP extension: 2680 Email: rti@vanuatu.gov.vu Website: www.governmentofvanuatu.gov.vu Right to Information Unit P.O.
Box 3303, Port Vila, Vanuatu, SW Pacific Tel: (+678) 22830 Email: atevimule@vanla.org Records and Information Management YOUR LOGO HERE Information for Records Officers What is Records Management?

Everyone who works for the Vanuatu Government is responsible for managing records.

Some staff have specific records management responsibilities, but all staff are responsible for managing their own records.
Records management ensures that records are systematically and efficiently:   created, captured and described secured, stored and preserved for as long as they are needed  destroyed or transferred once they no longer have any residual business value.

What is a record?

Records are defined in the Oxford Advanced Learners Dictionary as: “a written account of something that is kept so that it can be looked at and used in the future” Why is Records Management Important?

What Records need to be kept?


Records are an important and unique source of evidence and information about the Vanuatu Government and its activities.

They provide specific information about the business of your agency.

The RTI law gives the right to every citizen of Vanuatu to access information under the control of public authorities consistent with public interest.

Managing information and records effectively makes your job easier and helps to effectively provide information.
If you regularly make records and keep them in the right places, it will be easier to:       locate emails, documents or information when needed reuse valuable work that you or someone has done in the past determine the most recent version of a document produce evidence as to why a particular decision was made protect yourself, your clients, citizens and the Vanuatu Government support cultural, social and historical values, helping future generations understand Vanuatu's history, society, culture and people.
You should keep the records that support your business decisions.

Records provide proof of what happened and who made the decisions.

Make or keep a record if you need to show:     what happened, when it happened and who was involved what was decided or recommended and by whom what advice or instruction was given the order of events or decisions.

What Records can be retained or destroyed?

Not all records need to be kept indefinitely.


Retaining or destroying records is governed by legislation, and you should always follow your agency’s procedures when destroying records or deleting records such as emails.

Records over 15 years old and of great value can be sent to the National Archives for safe keeping.

Records of no value can be destroyed only with authorisation from your agency’s management.