Government Records Service

The Government Records Service manages government records. It
undertakes two different but related programmes. The Records
Management Office is responsible for a records management programme
to handle current as well as inactive records; and the Public Records
Office for an archives administration programme to look after the
preservation and use of permanent records.

Proper management of records enhances the efficiency of business in
government. The Records Management Office develops and oversees the
implementation of a comprehensive system to manage records effectively
and efficiently. Since November 1994, a Records Management Strategy
has been implemented by phases to help the civil service improve the
quality of records services, reduce records stock, control the growth of
records and enhance cost-effectiveness in records management. Good
progress was made during 1997 in the implementation of the second
phase of the strategy, in helping departments institute proper records
management systems; in training government staff in records
management; in enhancing the management and disposal of inactive
records; and in developing a vital records management programme in the
civil service. A microfilming services centre was also set up during the
year to meet service-wide demand for the microfilming of records with
retention value.

The Public Records Office is one of the largest local sources of
information for historical and other studies relating to Hong Kong. The
public archives also help to foster the identity of the Hong Kong
community through the safe-keeping of permanent records on the
territory's history and development.

The Hong Kong Public Records Building in Kwun Tong, Kowloon, was
opened during the year. It is Hong Kong's first purpose-built archives
centre, and has been designed to the latest international standards required
for the permanent preservation of various types of records. A new
automation system also went live in September to enhance services to the
public in searching, identifying and accessing records held by the Public
Records Office.

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