Current and past award nominations

The Bernadette Bean South Australian (SA) Records Management Service Excellence Award Judging Panel – made up of representatives from across the SA records, information and archives management industry – is excited to announce the current and past winners, runners-up and merit award recipients presented in memory of the late Bernadette Bean.

Current and Past Award Winners

Click on the award year or award winners’ names to find out more.

2024	2023	2022
Port Pirie Regional Council Records Team	Julie Darling	Jenny Scott
2021	2020	2019
Terry Seery and Tanya Reid	Deanna Fleming	Matthew Fry

2024 award recipients

This year the award judging panel considered a highly competitive field of exceptional nominations and are pleased to announce the following nine 2024 award recipients. Click on the recipients’ names below to explore the incredible achievements of these recipients and to find out why their inspiring work is being celebrated.

2024 Winner’s Award:

• • Records Team, Port Pirie Regional Council

 2024 Runners-Up Awards:

• • Andrew Zilm, Volunteer Curator/Secretary, Lobethal Archives and Historical Museum
  • Faye Lush, Volunteer, National Trust of SA Willunga Branch
  • Volunteer Team, SA National Football League (SANFL) History Centre

2024 Merit Awards:

• • Information Management Services Team, Attorney-General’s Department SA
  • Donna Sneath, EDRMS System Administrator, SA Department of Human Services
  • Leanne Dunn, Records Management Coordinator, Limestone Coast Local Health Network, SA Health
  • Linda .N., Team Leader Information Management Services, SA Department for Correctional Services
  • Volunteer Team, National Trust of SA Tumby Bay Branch Museum.

2024 award winner

The winner of this year’s 2024 service excellence award is the Port Pirie Regional Council Records Team. 

The Port Pirie Regional Council (PPRC) Records Team is being honoured for their remarkable dedication and outstanding contributions to records, information and archives management at the council during 2023 to 2024, earning them the prestigious 2024 Bernadette Bean SA Records Management Service Excellence Winner’s Award.

Background and Challenges: The PPRC Records Team, nominated by Ms Danielle Bone, PPRC Manager Corporate Services, faced a daunting task. In 2018, an independent evaluation revealed significant shortcomings in the council’s records and information management environment. The existing EDRMS (electronic document and records management system) and file structure were outdated, the Records Team was under-resourced, and critical practices like file disposal and EDRMS usage and compliance auditing were virtually non-existent.

By early 2023, a new Records Team consisting of long-time council staff member Maddison Starke, experienced contractor Maryann Clarke, and career-changer Renée Carroll took on the challenge, on top of their normal day-to-day council roles, to overhaul the council’s records management framework, each working tirelessly on a part-time basis and contributing the equivalent of two full-time staff.

Innovative Solutions and Achievements: The PPRC Records Team developed and implemented the following innovative solutions and achievements during 2023 to 2024:

• • EDRMS Upgrade and Data Migration: In August 2023, with the council’s executive management team’s approval, the Records Team spearheaded the AltusECM Records Management Upgrade Project (ARMUP). Rather than a simpler system upgrade to the new EDRMS originally proposed, the team initiated and led a comprehensive records and information management framework overhaul. This involved reviewing all existing EDRMS users and groups, the file structure, file security and 22,000 council contact names and addresses, as well as migrating over 250,000 records and 508,000 related attachments to the council’s new AltusECM EDRMS. The Records Team also took on the responsibility for training and supporting 72 council staff, ensuring a smooth transition to the new EDRMS and records and information framework when they went live on 30th April 2024.

• • Development of a New File Structure: Recognising the outdated and cumbersome existing filing system, the Records Team created a new, customised file structure aligned with the latest State Records of SA standards and General Disposal Schedule 40 (GDS40) for SA council records. Over five months, the team conducted 23 consultation sessions with key staff, resulting in a new customised, user-friendly, efficient file structure system that significantly improves records and information capture, retrieval and future record disposal management.
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  • Staff Engagement, Training and Support: Understanding that systems are only as good as the training and support provided to the people using them, the Records Team launched an extensive engagement campaign. They delivered ARMUP presentations to 89% of the council’s targeted staff, created a series of innovative educational display posters, awareness raising emails and other materials, established a records management intranet page, and provided onsite in-person and ongoing change management and support across multiple council sites. The team’s efforts not only trained council staff on the new EDRMS but also instilled a culture of proactive records and information management across the council.
  • Impact and Recognition: The Records Team’s work has led to substantial improvements in the council’s records and information management practices and systems, enhancing legislative compliance and boosting staff awareness. The new EDRMS file structure has been widely praised for its usability, and the team’s efforts in digitising paper processes and streamlining practices, such as the Section 7 Property Searches using new EDRMS workflows, have cut property search turnaround times from two weeks to just two days. Council staff now also directly engage with the Records Team on how to improve their business processes.

The award judging panel was captivated by the PPRC Records Team’s self-directed, innovative and multi-faceted approach to the complex council records and information management challenges and outcomes achieved, and the extensive evidence attached to the team’s nomination illustrating their service excellence and creative strategies employed to effectively educate and engage with council staff. The team’s use of sound project management and change management strategies during 2023 to 2024 to undertake the major overhaul of the council’s records and information management framework has resulted in significant benefits for the council. The team’s exemplary work has improved the capture, management, security and governance of council records and information, and the team’s leadership in adopting business process automation has set new workflow efficiency gains and standards for the council.

The panel commends Records Team members Maddison Starke, Maryann Clarke and Renée Carroll for their exceptional initiative, teamwork and leadership in transforming the council’s records and information management practices and systems, earning them this well-deserved recognition via the 2024 winner’s service excellence award.

We extend our gratitude to the Records and Information Management Practitioners Alliance – Global (RIMPA Global) for their continued endorsement and support of this award. As the 2024 winner, the Port Pirie Regional Council Records Team will receive the main Bernadette Bean Award Governance Committee prize package, along with a complimentary 12-month RIMPA Global membership.

We are excited to share that the 2024 RIMPA Live Convention will be held in Adelaide from September 3rd to 5th.

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2024 award runners-up

The strong field of 2024 award nominations received led the panel to bestow service excellence runners-up awards to each of the following recipients:

Lobethal Archives and Historical Museum Volunteer Curator/Secretary, Mr Andrew Zilm

The panel congratulates Andrew Zilm on his exceptional dedication and transformative work in records, information and archives management at the Lobethal Archives and Historical Museum. Andrew’s outstanding volunteer contributions, described in his nomination submitted by Lobethal Archives and Historical Museum Chairperson, Ms Dianne Schwarz, have earned him the well-deserved recognition of being a 2024 runner-up for the Bernadette Bean SA Records Management Service Excellence Award.

Background and Challenges: Andrew began volunteering at the museum two years ago, committing one to two days a week to revitalise a collection of regional historical artefacts and archived information that had seen little change since 1954. His personal goal was to develop and implement strategies to make the museum’s rich history more accessible to visitors, enabling them to trace family histories, learn about past events and identify historical artefacts housed in the museum.

Achievements and Contributions: Andrew’s key achievements and contributions over the last two years include:

• • Systematic Reorganisation and Documentation: Andrew embarked on an ambitious project to reorganise the museum’s vast collection of over 5,000 items including a large collection of printed historical material previously stored in boxes on shelves. He meticulously examined, catalogued and numbered each item, after determining its relevance, value and importance to the museum’s collection, and created a comprehensive system where each museum item is now clearly identified, documented and catalogued. He also produced informative display case guides that allow visitors to easily match items with detailed provenance and historical context.
  • Innovative Storage Solutions: With space and funding constraints, Andrew resourcefully sourced materials and personally constructed secure mobile trolleys to store historical books and other objects under museum display cases. This not only optimised the use of limited space but also ensured that valuable historical collection items are preserved and easily accessible.

• • Digitisation and Modernisation: Andrew spearheaded the digitisation of the museum’s archive records, creating a digital catalogue that greatly enhances the accessibility of information for the museum committee and visitors. He also developed visitor guide booklets, enabling self-guided tours and making it easier for people to locate specific museum items and regional historical details, including historically significant collection items relating to German and English pioneer settlement in SA.
  • Enhanced Visitor Experience: Andrew’s efforts have significantly improved the visitor experience at the museum. The introduction of a new item numbering system, clear information boards, a museum floor plan and self-guided tour booklets has made the museum’s collection more navigable and engaging. Visitors can now easily explore the museum’s exhibits, trace their family histories and delve into the rich history of the Lobethal region.

• • Impact and Recognition: Andrew’s volunteer work has breathed new life into the Lobethal Archives and Historical Museum. The collection is now systematically organised, easily accessible and better preserved for future generations. His innovative use of digital tools and practical solutions has not only modernised the museum but also enhanced its educational and historical and heritage value.

The panel was amazed by Andrew’s extensive volunteer initiatives, vision, research, innovation and ability to systematically undertake this complex work almost single-handedly, with minimal external guidance. His dedication has resulted in a significantly updated and more accessible museum, where historical items, archive records and museum artefacts are preserved and showcased effectively. The extensive photo evidence accompanying Andrew’s nomination vividly illustrate the results of the transformation, from the new display case information boards, collection numbering system, museum floor plan and secure museum mobile trolleys to the digitised catalogue and visitor guide booklets, all of which were devised by Andrew. His exceptional volunteer efforts, innovation and leadership have not only improved the museum’s historical information and archive records collection management practices and systems, but also enriched the visitor experience. Andrew’s volunteer work ensures that the history and heritage of Lobethal and its surrounding region is preserved and accessible now and for generations to come.

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National Trust of SA Willunga Branch Volunteer, Ms Faye Lush

Faye Lush has been a cornerstone of the National Trust of SA Willunga Branch for nearly 40 years, bringing her extensive expertise in library and information management to transform the branch’s research library and archives collection into premier resources for Willunga’s regional history. Her nomination, submitted by the National Trust of SA Willunga Branch Vice-Chair Mr Brian McMillan, highlights Faye’s remarkable contributions to the accessibility, preservation and distribution of the branch’s invaluable research library and historical archives collection.

Transformative Impacts: Faye’s transformative impacts include:

• • Research Library Management and Collection Development: Faye has played a pivotal role in curating and maintaining a meticulously organised research library that has become the “go-to” resource for historians, authors and researchers interested in the Willunga region. Her expertise in collecting, indexing and storing books, documents and images has ensured that the branch’s research library, museum displays and archives collection remain a vital repository of local history.
  • Digital Innovation and Accessibility: Recognising the importance of modern technology, Faye spearheaded the digitisation of the branch’s extensive archives collection. Her research into archive records digitising options and into collections management system (MOSAiC) led to a successful grant application, enabling the digitisation and cataloguing of numerous paper archive documents and photographs. Faye also ensured that historically significant branch documents such as diaries and old letters were donated to the State Library of SA, established partnerships with Genealogy SA for onsite visits to scan large numbers of historical photo records held, and retained local copies of originals for research purposes whilst ensuring the original archive documents are securely preserved in archival-quality storage.

• • Heritage Projects and Publications: Faye’s vision extended beyond the research library and archive’s walls. She co-created the Willunga Walks Brochure and later collaborated with the National Trust of SA State Office to develop the Willunga Walks mobile app, a free downloadable app that provides users with rich historical information about local heritage buildings. Additionally, Faye has authored several research papers published on the branch’s blog, Willunga History News, photographed historically significant items for the branch’s collection, and contributed content to the branch’s online history encyclopedia, Chronicles.
  • Leadership and Volunteer Training: Faye’s leadership has been instrumental in guiding other volunteers. She has developed procedure manuals, guides and checklists that streamline access to the branch’s collection; and has provided ongoing training to ensure that the branch’s high standards are maintained. Her dedication to sharing her knowledge has significantly enhanced the capabilities of the branch’s volunteer team and the collection.

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  • Recognition and Legacy: Faye’s contributions to research and making information accessible have been widely recognised in numerous publications, including Cradle of Adversity by R. Linn (1991), The Tragic Shore by G.H. Manning (1998), and Fragments of Time: The Lives and Works of the Willunga Slate Carvers by P. O’Toole (2019). The Willunga Branch is immensely grateful for Faye’s remarkable volunteer service commitment over 40 years, which has not only preserved the region’s history but also set an example of what can be achieved with passion, research, effort and innovation.

• The panel was inspired by Faye’s long-term dedication, research, diligence and vision over four decades and the profound impact of her volunteer work on the preservation and accessibility of the Willunga Branch’s research library and historical archives and heritage collection. Her planning and innovative approach to historical research library and archive records management, coupled with her ability to secure grants and collaborate with industry partners, has ensured that the Willunga Branch’s rich history and heritage are preserved for future generations. The panel commends Faye’s outstanding leadership in adopting digital transformation practices and modern technology, which have significantly improved the reach and usability of the branch’s resources and archive records of historical and heritage significance. Faye’s extraordinary volunteer efforts over 40 years have not only enriched the National Trust of SA Willunga Branch but also provided an invaluable district and State resource for researchers, authors, historians and the broader community. Her work stands as a testament to the power of volunteering in preserving our shared history and heritage.

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SA National Football League History Centre Volunteer Team

The Team of Volunteers at the South Australian National Football League (SANFL) History Centre, nominated by SANFL History Centre Committee Chair Mr Dion McCaffrie, has made outstanding contributions to preserving and showcasing the rich history of the Australian national football league in SA.

Achievements and Contributions: The team’s key achievements and contributions include:

• • Historical Significance and Collection: Since its establishment in 2014, the history centre has been dedicated to the collection, preservation, cataloguing and public presentation of approximately 9,000 diverse SANFL historical archive records and artefacts. These include photographs, banners, guernseys, footballs, honour boards, trophies, plaques, publications, documents and other archival material. The SANFL also acquired 50 years of archival football match and other vision footage from television networks, encompassing various formats such as film rolls, Beta tapes, VHS tapes and DVDs, which are now part of this treasured collection.
  • Digitisation and Modernisation: Recognising the importance of safeguarding and enhancing access to this vast archive collection, the history centre embarked on a large-scale digitisation project. Thousands of physical archive records, photographs and memorabilia were meticulously converted into digital formats, ensuring their preservation and accessibility through an online database. The centre’s transition from an outdated cataloguing system to a state-of-the-art collection management software solution (Lucidea) was a game-changer, enabling enhanced organisation, management and retrieval of the centre’s extensive collection. The new solution’s advanced features, such as robust search capabilities, digital asset management and customisable workflows, have revolutionised the centre’s operations, reduced manual workload and significantly increased efficiency.

• • Innovative Archival Practices: The history centre’s commitment to best practice is evident in its innovative archival techniques. The implementation of climate-controlled storage and the use of acid-free materials have extended the lifespan of physical archive records, ensuring they remain in pristine condition for future generations. Regular training sessions for the centre’s volunteers on the latest archival methods ensure that these practices are consistently applied, further enhancing preservation efforts.
  • Community Engagement and Collaboration: The history centre’s proactive community engagement initiatives, including workshops, exhibitions and public lectures, have raised awareness about the importance of records, information and archives management. These initiatives have inspired other organisations to adopt similar practices, amplifying the centre’s impact beyond its immediate scope. Additionally, the centre’s collaboration with the National Library of Australia has been instrumental in conducting significance and preservation assessments, aligning the centre’s strategies and efforts with national standards, and ensuring the preservation of items of national and historical importance.

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  • Exemplary Contributions: The history centre’s contributions to preserving SA’s cultural heritage are exemplary. The digitisation of historical records, including extensive archival footage, not only safeguards crucial aspects of the SANFL’s history but also ensures they are accessible to future generations. The centre’s innovative use of technology in digitisation and archival processes sets a benchmark for other organisations, demonstrating how traditional practices can be enhanced through innovation and modern solutions. Moreover, the centre’s unwavering commitment to best practice in records, information and archives management serves as a model for others, embodying service excellence and providing valuable lessons that can be widely applied.

• The panel was deeply impressed by the outcomes of the SANFL History Centre volunteer team’s meticulous planning, execution and effective collaboration with local universities, historical societies, technology providers and the National Library of Australia. These partnerships have brought additional expertise and resources, enabling the centre to achieve its ambitious goals. The centre’s commitment to continuous improvement, regularly updating practices based on feedback and new developments in the field, ensures that it remains at the forefront of records, information and archives management. The successful adoption of a new modern collection management software solution, supported by comprehensive volunteer training and a phased implementation plan, has resulted in a smooth transition and enhanced management and access to the centre’s historical collection.

The panel commends the volunteer team for their strategic approach, passion for preserving and nurturing SANFL memorabilia and proactive collaboration with external stakeholders. These efforts have transformed the history centre into a national treasure trove of football memorabilia, preserving a vital part of SA’s history and cultural heritage and setting new standards for efficiency and accessibility in the field of sporting history management.

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2024 award merit recipients

The strong field of 2023 award nominations received led the panel to bestow service excellence merit awards to each of the following recipients:

Attorney-General’s Department SA Information Management Services Team

The Attorney-General’s Department SA (AGD) Information Management Services Team, nominated by AGD Executive Director, Projects and Technology, Mr Matt Smith, has demonstrated exceptional service, leadership and innovation in the field of records, information and archives management across the department’s 35 agencies and business units.

Team Leadership and Service Excellence: Under the leadership of Karen Cassiani, the Information Management Services Team — comprised of just three dedicated professionals — has earned a stellar reputation for delivering exemplary service and expert advice. Supporting approximately 900 users of the AGD EDRMS (Objective ECM) and 2,000 departmental staff, the team has proven itself to be a linchpin in the department’s information management landscape.

Key Achievements and Contributions: Over the past 18 months, the team has delivered a series of critical initiatives that have significantly enhanced the department’s records, information and archives management practices and systems:

• • Legacy System Decommissioning: The team successfully led the decommissioning of 69 legacy records management system databases (RecFind), negotiating with various business units and preparing control records for future transfer to State Records of SA. This effort streamlined records management processes and facilitated the decommissioning of outdated technology.
  • Integration of Incoming Agencies: Following Machinery of Government announcements, the team enabled the seamless integration of six agencies from three different departments into AGD’s corporate EDRMS, including the migration of their digital records.
  • Modern Authentication Service: The team implemented a cutting-edge EDRMS authentication service, allowing agencies to manage records and workflows on mobile devices and other platforms, independent of the AGD’s agency IT network. This decoupling of records transition from IT transition dependencies ensured continuous access to digital records during incoming agency migrations.
  • Cost Savings in Offsite Storage: Through a carefully managed tender process, the team achieved significant immediate monthly cost savings in offsite record storage for business units.
  • Records Disposal Program: The team initiated and implemented a comprehensive records disposal program, standardising consignment lists and destruction review dates, thereby improving records management efficiency.

• • EDRMS Workflow Enhancements: The team developed and implemented new EDRMS workflows for departmental and Chief Executive-initiated briefings and significant matters, which complemented existing Ministerial workflows. This innovation led to high adoption rates and streamlined digital communication with the Chief Executive’s Office.
  • Executive Dashboards: The introduction of dashboards for AGD Executives allowed for proactive management of EDRMS workflow activity, helping to ensure that no workflows are overlooked. 

• • Cultural and Policy Change: The team played a pivotal role in championing the adoption of electronic signatures, compliance with State Records of SA General Disposal Schedule 21 for managing digitised hard copy source documents, and the management of personal information.
  • Workshops and Knowledge Sharing: By delivering workshops on new records and information management policies and technologies to end users, the team facilitated widespread knowledge sharing and skills development across the department.
  • Strategic Influence: The team raised the profile of records and information management within the department by actively participating in the AGD Technology Advisory Forum, where new solutions are evaluated.
  • Records Disposal Schedule Review: The team led the review of multiple expiring records disposal schedules for business units, ensuring continued compliance and effective records disposal management.

The panel was impressed with the AGD Information Management Services Team’s comprehensive approach to records, information and archives management, noting the team’s passion, expertise and ability to drive strategic change. The team’s integration into ICT processes has enabled the AGD Projects and Technology Division to deliver more holistic information solutions. The department’s mandate, via the Chief Executive, to use EDRMS workflows for all communications with the Chief Executive’s Office is a testament to the efficiency and effectiveness of the team’s initiatives. The panel also noted the department’s strong adoption of improved records and information management standards, as evidenced by the completion of over 11,500 workflows in the first full calendar year of operation in 2023.

The panel commends the AGD Information Management Services Team for their exceptional leadership, teamwork and project management skills, as well as their successful implementation of modern records and information management technology. The team’s efforts have not only improved records, information and archives management within the department but have also elevated the profile of information management, driving cultural change and fostering a holistic approach to information solutions across AGD’s agencies and business units.

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SA Department of Human Services EDRMS Project Manager, Ms Donna Sneath

Donna, nominated by SA Department of Human Services (DHS) Manager Business Services, Ms Abbie Eggers, has made a remarkable impact in her role as the departmental EDRMS system administrator by spearheading significant digital transformation initiatives within DHS. Donna’s innovative solutions have not only streamlined complex approval processes but also set new standards for efficiency and effectiveness in records and information management and for tracking document approval processes.

Achievements and Contributions: Donna’s key achievements and contributions include:

• • Development of the “Document for Approval Workflow”: Donna’s creation of a versatile and adaptable “Document for Approval Workflow” within the DHS EDRMS (Objective ECM) has revolutionised approval processes across DHS. This workflow allows for a flexible sequence of approvers, which can be modified even after the process has begun. Key features of this solution include:
    • Automatic capture of approvals: The workflow automates the capture of approvals directly into the EDRMS, eliminating the need for manual registration of approval emails or the cumbersome manual print / sign / scan / capture process using wet ink signatures.
    • Enhanced version control and audit trails: The system ensures that all document versions are meticulously controlled and tracked, providing a clear audit trail for transparency and accountability.
    • Reduction of document duplication: By streamlining the approval process, Donna’s workflow minimises the creation of duplicate document copies and versions within the departmental EDRMS, optimising the department’s records and information management practices.
  • Introduction of the “Electronic Briefing” Document Type: In conjunction with the approval workflow, Donna introduced a new “Electronic Briefing” document type, which replaces the need for separate “Travelling Documents” solely for EDRMS reference numbers. This innovation has improved records metadata capture, leading to enhanced workflow digital dashboard capabilities and more accurate workflow monitoring and KPI reporting.
  • Comprehensive Training and Adoption: Donna didn’t stop at developing these innovative workflows; she also played a crucial role in their successful adoption. She organised and led information and training sessions for relevant staff, providing practical system demonstrations and creating a platform for knowledge sharing. Her efforts have led to widespread workflow adoption across DHS, the Minister’s Office and the SA Housing Authority, significantly reducing document approval times. Since the workflow was rolled out in April 2023, over 4,000 workflows have been successfully completed.
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  • Additional Workflow Innovations: Beyond the “Document for Approval Workflow,” Donna has developed several other critical workflows, including the “SA Housing Authority Ministerial Workflow”, an “Appeals Workflow” and a “Feedback Workflow”. These workflows have been instrumental in improving business processes and operational efficiency across DHS business units.

• The panel was inspired by Donna’s exceptional contributions to records and information management digital transformation within DHS. Her innovative approach to digitisation and process automation has resulted in substantial improvements in business process efficiency, as well as enhanced workflow digital dashboard monitoring and KPI reporting. The panel commends Donna for her dedication, not only to developing these impactful solutions but also to sharing her expertise through comprehensive training programs that have empowered staff throughout DHS and during across government agency information exchanges.

The panel congratulates Donna for her outstanding leadership in digital transformation, her commitment to continuous improvement, and her significant contributions to enhancing workflow management capabilities within the department. Her work exemplifies excellence in process innovation and serves as a best practice model for other organisations.

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SA Health Limestone Coast Local Health Network Records Management Coordinator, Ms Leanne Dunn

Leanne, nominated by SA Health Limestone Coast Local Health Network (LCLHN) Director of Corporate Services, Ms Elizabeth Marime, has made extraordinary contributions to the development and implementation of corporate records management processes within the LCLHN in 2023-24. Transitioning from her previous roles in the Royal Australian Navy and the SA Police Department, Leanne embraced a newly created LCLHN records management coordinator position with a vision and unwavering commitment to improving records and archives management practices across the local health network.

In the span of just 12 months, Leanne has transformed the records management landscape at LCLHN. She stepped into her newly created role with enthusiasm and expertise. Despite the enormity of the task ahead — building a records management framework from scratch — Leanne approached the challenge with a strategic mindset and unwavering dedication. One of her first activities was to attend records management training sessions conducted by RIMPA Global and State Records of SA.

Achievements and Contributions: Leanne’s impact at LCLHN has been profound, driven by her methodical approach and passion for records and archives management. Some of her key achievements during 2023-24 include:

• • Comprehensive Records Review: Leanne conducted a review of the existing business landscape, and records management practices and systems within LCLHN. She identified records storage locations, evaluated local processes and the legislative context, and explored electronic records storage options, laying the groundwork for a more efficient and secure LCLHN records management framework.
  • Survey Excellence: Leanne successfully completed and submitted the State Records of SA Information Governance Maturity Survey, and the Permanent Records Survey well ahead of deadlines. Her meticulous work provided crucial insights into LCLHN’s records and information governance maturity, a historically overlooked subject.
  • Cross-agency Collaboration: Leanne fostered strong relationships with other local health networks and the Rural Support Service and created a Community of Practice that extends beyond the health sector to share knowledge. Her leadership in records management forums ensures that common challenges across local health networks are addressed in a coordinated and collaborative manner.
  • Procedural Innovations: Recognising gaps in LCLHN processes, Leanne developed and implemented the LCLHN Disposal of Information Assets Procedure, along with user-friendly tools and forms. This initiative has made previously daunting records and information disposal tasks more accessible, compliant and manageable for staff. 
  • Tailored Training and Support Programs: Leanne designed and delivered training sessions focused on the new Disposal of Information Assets Procedure, ensuring staff across LCLHN are equipped with the knowledge and skills to manage records effectively. Her proactive visits to multiple LCLHN sites provided personalised training, support and guidance, while reinforcing a ‘think records’ mindset and cultural shift.
  • Cost-Saving Initiatives: By leading a thorough review and clean-up of storage sheds across the LCLHN, Leanne enabled the cancellation of a costly shed lease, resulting in significant savings and reduced risk. She also identified and recovered historic LCLHN record archives, ensuring their proper long-term archival storage at State Records of SA.
  • EDRMS Expansion: Leanne researched and identified opportunities to acquire additional SA Health EDRMS licences at a reduced cost and facilitated their rollout to relevant staff. Her efforts included local training and ongoing support, maximising the benefits of the system for the LCLHN.
  • Leadership and Professionalism: Leanne is widely regarded as a positive and dedicated records management leader within the LCLHN. She chairs the LCLHN Administration and Records Committee, where she has driven some dynamic changes and fostered a culture of continuous improvement. Leanne’s ability to cater to diverse learning styles is evident in her creative communication strategies, from informative “Record lifecycle” images displayed at workstations to regular updates in the LCLHN newsletter.

Personal Interests and Community Involvement: Beyond her professional achievements, Leanne is deeply committed to causes that align with her values. She is a passionate member of the Nancy Wake Memorial Ride Team, preparing for a 500km cycling challenge through southern France in 2025 in memory of Australian WWII heroine Nancy Wake. The ride honours Nancy’s legacy of undercover work delivering crucial war information to the Allies, by bicycle along this extensive route, after her radio operator lost their codes. The ride team aims to raise awareness of Nancy’s story and to increase the profile of veteran women. Leanne is also actively involved in the Recycled Runway initiative, which promotes sustainability through the recycling and repurposing of second-hand clothing. Her positive outlook and commitment to these causes inspire those around her to consider their impact on the environment and community.

The panel commends Leanne Dunn for her remarkable achievements in a challenging and newly established records management coordinator role. Leanne’s ability to drive meaningful change in LCLHN records management practices within a short timeframe is both impressive and inspiring. Her dedication to improving records, information and archives management, combined with her proactive records management leadership and innovative approach, makes her a standout nominee.

The panel was also moved by Leanne’s personal involvement in the Nancy Wake Memorial Ride and Recycled Runway initiatives, which reflect her broader commitment to making a positive impact both professionally and personally. Leanne’s nomination was supported by a series of photos providing evidence of storage sheds across LCLHN that she has reviewed and cleared out, LCLHN archive records she has appraised, and posters and images created by Leanne to explain records management and the assistance she is able to provide to LCLHN managers.

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SA Department for Correctional Services Team Leader Information Management Services, Ms Linda .N.

Linda has been at the forefront of transforming records and information management practices within the SA Department for Correctional Services (DCS). Linda’s nomination, submitted by SA Health Information Governance Unit Senior Health Records Officer, Ms Tamika Richards, described how Linda’s leadership and expertise have driven several pivotal projects that have transitioned DCS from outdated microfilm practices to advanced digital records storage systems, ensuring the preservation, accessibility and security of critical departmental information.

Achievements and Contributions: Linda’s achievements and contributions have been instrumental in modernising DCS’ approach to records and information management, with a focus on leveraging technology to improve efficiency, security and accessibility. Key accomplishments under Linda’s leadership include:

• • Digital Transformation of Microfilm Records: Linda successfully led the transition from microfilm to digital scanning and EDRMS integration. This shift not only modernised DCS records and information management practices but also significantly improved the preservation of records. By moving away from deteriorating microfiche media, Linda ensured that vital business records are securely stored online and easily retrievable, reducing the risks associated with manual filing and handling.
  • Enhanced Information Accessibility: The digitisation of records has resulted in numerous benefits for the department. Linda’s work has streamlined access to information, particularly for Freedom of Information (FOI) inquiries and collaboration with external stakeholders, including the SA Police, Courts SA, researchers and the public. This digital access eliminates the need for physical visits to DCS offices or the use of photos or copies, thus enhancing efficiency and service delivery.
  • Innovative Project Management: One of Linda’s most significant achievements was overseeing the digitisation of a vast number of DCS microfiche offender records. Previously, the microfilming process involved 3 to 5 staff members, was labour-intensive, cost-inefficient and posed work health and safety risks due to the chemical processes involved. Linda introduced new digitisation processes that automated file naming conventions and digital filing, drastically improving efficiency and record access and preservation.
  • Empowering the Workforce: During this digitisation project, Linda collaborated with Disability Work SA to involve their resources in project activities. This initiative not only contributed to the success of the project but also created valuable employment experience and opportunities for people with disabilities. Many of these individuals have since secured positions in other agencies, demonstrating the lasting impact of Linda’s commitment to inclusive and meaningful work opportunities.
  • Leadership in EDRMS Implementation: More recently, Linda has been a key figure in the progression of a departmental EDRMS, ensuring that the system includes the new digital scanning processes. Her expertise and input have been crucial in shaping a future system that meets the complex legal and operational needs of DCS, setting a new standard for digital records and information management within the department.
  • Innovation: Linda is recognised for her innovative approach, resilience and dedication to knowledge sharing. Her leadership has not only transformed records management practices within DCS but also inspired a culture of continuous improvement and collaboration. She has been a driving force in the adoption of modern technology solutions, resulting in increased productivity, enhanced security and better compliance with regulatory requirements.

The panel commends Linda for her exceptional leadership, innovation and commitment to positive organisational change. Linda’s efforts in digitising and managing DCS offender records and other critical information have led to significant improvements in the department’s records and information management practices. The use of modern digital automation technologies under her guidance has resulted in productivity gains, better security and compliance, and reduced work health and safety risks. The panel was particularly impressed by Linda’s initiative to involve and upskill workers from Disability Work SA, providing them with career-enhancing opportunities that extend beyond the scope of the digitisation project. Her work exemplifies the impact that thoughtful leadership and innovative practices can have on both an organisation and its people.

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National Trust of SA Tumby Bay Branch Museum Volunteer Team

The Volunteer Team at the Tumby Bay Branch Museum, comprising Mr Grant Marshall and another dedicated volunteer, has spent over 20 years meticulously indexing and digitising a vast array of Tumby Bay and regional historical archive records and artefacts. The team’s tireless efforts have transformed the museum’s archival resources into an invaluable database, enriching the preservation and accessibility of local history.

Achievements and Contributions: The Volunteer Team has achieved remarkable milestones in cataloguing and digitising the museum’s extensive historical archive records and artefacts, which include:

• • Historical School Records: Indexed over 9,200 records of local school students and their parents, spanning from the 1880s to the early 2000s. This comprehensive dataset includes detailed records of students’ school entry and exit dates.
  • Educational Leadership Records: Documented more than 330 historical names of school head teachers, including their service periods at various local schools.
  • Photographic Archives: Scanned and indexed over 6,000 archival photos of the local district, including school class and football team photos with detailed identification of individuals and subjects.
  • Newspaper Clippings: Scanned and indexed a significant collection of scrapbook newspaper clippings, capturing over 120,000 names and details related to individuals, businesses, boats and local district events.
  • Historical Data Extraction: Extracted and catalogued over 5,500 names, events and dates from a variety of historical sources, including books, photos, sketches and pamphlets related to the Eyre Peninsula and regional towns such as Cleve, Cummins and Port Neill.
  • Artefacts Cataloguing: Indexed over 6,000 historical museum artefacts and objects of public interest, enhancing their accessibility and preservation.

This extensive and detailed cataloguing has enabled visitors to the Tumby Bay Branch Museum to efficiently research family histories and access important historical regional information. The database system created by the Volunteer Team provides a crucial resource for understanding local heritage and tracing ancestral connections.

Leadership and Impact: The Volunteer Team’s dedication and meticulous approach to archiving have had a profound impact on the museum and the broader community. Their work has not only preserved a wealth of local history but has also significantly enhanced the museum’s ability to provide valuable information to researchers, historians and the public.

The panel commends the Volunteer Team at the Tumby Bay Branch Museum for their extraordinary commitment to cataloguing, digitising and preserving such a vast collection of local historical records and artefacts. The panel was particularly impressed by the scale and complexity of these initiatives, accomplished by two dedicated volunteers over two decades. The comprehensive nature of the indexing and digitisation work has greatly enriched the museum’s archival resources and collection, making them a crucial asset for researchers, family historians and visitors. The panel also acknowledges the significant contribution of this work to the preservation of local, regional and State history and heritage and its accessibility to the wider community.

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2023 award winner

The winner of the 2023 service excellence award is Yorke Peninsula Council Senior Records Officer, Julie Darling. 

The panel selected Julie as the 2023 award winner to celebrate her exceptional level of dedication and expertise in the records, information and archives management field during her time at the council, and her pivotal role in the implementation and maintenance of the council’s framework and Electronic Document and Records Management System (Content Manager EDRMS). The nomination received highlighted how Julie:

• • was instrumental in the council EDRMS’ successful integration and usability by overseeing the implementation and major system updates, including her attention to detail and strong project management skills which have ensured smooth transitions each time the EDRMS has been upgraded
  • is committed to continuous improvement and streamlining the council’s recordkeeping practices, which has ensured that council procedures align with best practice and compliance requirements
  • has developed and delivered training materials, procedures and staff references which have equipped colleagues with necessary knowledge and skills to maintain a high level of recordkeeping compliance
  • is always approachable and willing to provide one-on-one assistance and valuable suggestions
  • uses clear communication and patience which have encouraged good usage of the council’s recordkeeping systems by colleagues, contributing to the overall efficiency of the council
  • has sought out hardcopy records from various council sites throughout the district to preserve and transfer to digital format, demonstrating Julie’s commitment to the council’s records with her hands-on approach
  • has fostered a cohesive and productive team and implemented succession plan steps to ensure consistency and confidence in the council’s recordkeeping system into the future.

The panel found that Julie’s nomination directly aligned to the purpose of the award and met the award eligibility criteria in all nine of the award focus categories.  Panel members were impressed to learn about the council efficiency and compliance improvements resulting from the outcomes of Julie’s outstanding contributions. She has performed exceptional work in capturing, managing and preserving physical and digital council records; digital transformation; leadership; education and training staff; continuous improvement and streamlining of recordkeeping practices; improving EDRMS usability and uptake; and project management of multiple system upgrades to minimise disruption to users.  Julie’s nomination also demonstrates her commitment to taking on challenges and ensuring that the council’s records and information management framework reflects best practice and maintains an elevated level of compliance. Julie’s implementation of succession planning steps is vital for business continuity and attests to the pride she takes in her work and the importance she places on the significant value of the council’s information assets and her role.

The panel was delighted to learn that Julie has developed and maintained a cohesive and productive team, mentored others and shared her knowledge with staff from other councils in the region, assisting them with their projects and contributing to the local records and information management industry, and always strives to do her job to the best of her ability. All these activities demonstrate exceptional commitment, dedication, self-development and people and change management skills, particularly when faced with the challenges of working in isolation in a regional location and having to learn new systems and processes. With such characteristics being essential qualities for records and information management service excellence, Julie’s nomination by a member of the council’s executive team highlights the extent to which the council recognises and values her contributions.

The panel congratulates Julie on her outstanding records, information and archives management service and is pleased to recognise and celebrate Julie’s service excellence via the 2023 award.

Julie’s award nomination was submitted by Mr Ben Thompson, Director Corporate and Community Services, SA Yorke Peninsula Council.

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2023 award merit recipients

The strong field of 2023 award nominations received led the panel to bestow service excellence award merit certificates to each of the following recipients:

SA Department of Child Protection Manager Information Governance, Marilyn Howes

The panel was delighted to receive Marilyn’s nomination which highlighted her significant dedication and passion for the records and information management industry for more than 35 years in various roles, including many years’ involvement with RIMPA Global.

Marilyn is regarded as a competent leader and is responsible for a dedicated team who look after both physical and digital records for the Department for Child Protection (DCP). When Marilyn commenced in DCP, she inherited a partial roll-out of a bespoke EDRMS called ‘Digital Workspace’. Marilyn has continued to manage the successful roll-out of this system across DCP, resulting in more appropriate storage and access of departmental child protection records.

Since joining DCP, Marilyn has been responsible for two significant projects relating to the improvement of departmental records and information management. The first project relates to the digitisation of adoption microfiche records. The team requiring access to adoption information now have it readily available and in a searchable form, increasing efficiency and modernising access for adoption record requests.  Marilyn was key in setting up this project, obtaining the required funding, and overseeing the project team from start to finish.

The second project relates to the transfer of electronic records from a former parent agency’s EDRMS into DCP’s new bespoke ‘Digital Workspace’ EDRMS solution. Marilyn was responsible for overseeing the successful transfer of digital records during this important system migration project.

Marilyn is regarded as being tenacious and resilient when it comes to educating others about records and information management, whether physical or digital, including the importance of recordkeeping, nuances and taxonomies. Marilyn has been an important leader and stability for her team over the last few years.

The panel was impressed to learn that Marilyn has over 3.5 decades experience in the records and information management industry in state and local government and private sectors, and about the two significant departmental projects that Marilyn has coordinated to improve records and information for DCP staff and its clients.

Panel members acknowledged the challenges of inheriting a bespoke EDRMS project part-way through a roll-out, which Marilyn was able to competently manage due to her extensive experience and dedication. The DCP projects that Marilyn has been involved in were large and complex, and required an elevated level of records and information management knowledge and expertise. Marilyn is a strong advocate for professional development as well as for educating staff about records and information management, both of which are paramount within any organisation and for projects involving notable change.

Marilyn is viewed by her colleagues as being a strong leader who has made significant contributions and achievements, and has demonstrated, over many years, a commendable commitment and passion for implementing and improving business processes. Marilyn’s nomination confirms that she is making a positive impact on digital records and information management systems within DCP and highlights her commitment to the wider records and information management community through her involvement with RIMPA Global. The panel was inspired to learn that Marilyn loves being in the industry and is excited about what the future holds for the world of records and information management.

Marilyn’s nomination was submitted by Susan Schultz, Senior Manager Data and Analytics, SA Department for Child Protection.

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Barossa Hills Fleurieu Local Health Network Administration Officer Medical Records, Athalee Kemp

Athalee is based at Mount Barker Hospital and regularly provides support for weeks at a time at other Barossa Hills Fleurieu Local Health Network sites, travelling hours from home to assist the regional sites with their medical record archiving implementation plans, sentencing and destruction dates and disposal, and providing mentoring and education to new medical records staff.

Athalee recently spent a month on Kangaroo Island, assisting the local team on the remote island and educating them about medical records management with practical and real time tasks.

Athalee’s contributions to the administration team and sharing of her knowledge enables the local health network to receive accurate medical records advice, education and support, particularly when staffing levels are low and new staff are onboarded with minimal experience. Whilst these activities are not part of Athalee’s official role requirements, Athalee’s enthusiasm in this area demonstrates her going above and beyond to contribute to the local health network to ensure good medical records management practices are in place.

Panel members were amazed to learn about Athalee’s dedication, commitment and going the extra mile to help other staff within the regional local health network with records management, archiving, sentencing and disposal activities. Her leadership and teamwork, knowledge sharing, mentoring and contributions to the local health network records community attest to this. She is passionate about mentoring and educating new medical records staff, freely sharing her records management and archiving knowledge with staff across multiple network sites. This extends to spending hours travelling to other regional sites in her own time to support her colleagues in enhancing records management and archiving practices. Athalee advised the panel that her hours spent sifting through medical records in back rooms of hospitals have become a passion and that she strongly believes in the importance of good recordkeeping for future reference.

By nature, working in a health environment would usually be viewed as a stressful workplace so Athalee’s outstanding achievements in such an environment and in the records and information management profession require significant endurance, knowledge and resilience. Athalee is thriving and doing wonderful work in her role, and in helping others by providing advice, education and practical support when needed. Athalee’s achievements demonstrate her major contribution to local health network medical records and archiving practices. Athalee’s knowledge and skills are highly sought after by her colleagues in other regional sites, which is a credit to her personality, dedication and capabilities. Athalee’s nomination demonstrates that she is highly respected by the local health network corporate services team and how much her outstanding efforts and contributions are valued.

Athalee’s nomination was submitted by Tahlia Falting, Administration Manager, Barossa Hills Fleurieu Local Health Network.

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2022 award winner

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