An audit of the collection management practices of the National Library of Australia (Library) and the National Film and Sound Archive of Australia (NFSA) has found that both institutions had largely effective governance arrangements and collection management practices.
In his performance audit report Management of the National Collections — Follow-on. Auditor-General, Grant Hehir said both entities had effectively developed their collections in accordance with their legislative requirements and respective collection policies.
However, he said neither entity had plans in place to provide guidance on the removal of items from their collections.
Mr Hehir said long-term storage was an issue for both the Library and the NFSA.
“We made two recommendations to the Library, and two recommendations to the NFSA, to improve collection management practices,” Mr Hehir said.
He recommended the Library update and approve its Business Continuity Plan and develop a deselection/disposal policy to outline the focus areas and priorities for deselection; formalise procedures; and centrally report disposals.
“The NFSA should develop a deselection plan to outline the focus and priorities for deselection, and establish a process for managing loans to ensure there is systematic follow-up of overdue loans and to take action on items that have been overdue for many years,” Mr Hehir said.
Both entities agreed to the recommendations
Mr Hehir said other entities which occupied and managed heritage-listed facilities should ensure that effective asset management plans were in place to provide a sound basis for planning and funding future conservation work, and ensuring future access to the facilities.
“They should ensure that collection and other asset-management frameworks are complete, up-to-date and accessible to staff,” he said.
“Entities should identify relevant policies, plans and procedures; assess and fill in any gaps in these framework documents, ensuring that they meet applicable standards, and maintain them using appropriate version control.”
He said when acquiring assets, entities should consider whole-of-life costs, including effective storage and preservation, where appropriate.
The audit is a follow-on from Auditor-General Report No.46 2017-18 Management of the National Collections, which assessed the National Gallery of Australia and the Australian War Memorial.
The Auditor-General’s online report can be accessed at this PS News link and his 73-page printed report at this PS News link.
The audit team was Judy Jensen, Shane Armstrong and Alex Wilkinson.
