Family C · Running the organisation
Managing and sharing information
Records, classification, retention and disposal, freedom of information, and controlled sharing between agencies and jurisdictions, with every access provable after the fact.
Managing and sharing information (MG-21) is one of the twenty-one MeshGov services, in the "Running the organisation" family. Records, classification, retention and disposal, freedom of information, and controlled sharing between agencies and jurisdictions, with every access provable after the fact. It replaces records management system, foi tracking spreadsheet and ad hoc data-sharing agreements. AI agents carry the work end to end; a named officer takes every decision with legal effect on a person, a business or public money. It is core at federal level, core at state level, core at local level.
What it replaces
- Records management system
- FOI tracking spreadsheet
- Ad hoc data-sharing agreements
What it reacts to
- Record created by any service
- Retention period ends
- FOI request received
- Sharing request from another agency
The agents that carry it
Records agent
Classifies and sentences records as they are created, and runs retention and disposal on the schedule.
FOI agent
Assembles the responsive documents, marks candidate exemptions for decision and drafts the schedule.
Sharing agent
Shares only the fields the receiving agency is entitled to, under the agreement, with the access logged.
Where a person decides
No decision with legal effect on a person, a business or public money is taken by an agent alone. In Managing and sharing information, these decisions are held for a named officer, with the agent's evidence and recommendation attached.
| Decision | Who decides | Why a person |
|---|---|---|
| FOI decision and exemptions | Authorised FOI officer | Statutory decision |
| Destruction of a sentenced record | Records authority delegate | Irreversible |
| Sharing outside an agreement | Accountable executive | Privacy |
Records it writes
Record with classification and sentence · Disposal authority · FOI decision and schedule · Sharing log
Before MeshGov: the baseline this service is measured against
Records a year
2.1M
created across the portfolio
Classified at creation
35%
today; the rest at year end or never
FOI within statutory time
68%
today
Sharing provable after the fact
partial
today; every access logged on MeshGov
Levels of government: core at federal level, core at state level, core at local level.
Questions buyers ask about Managing and sharing information
- What does MeshGov Managing and sharing information do?
- Records, classification, retention and disposal, freedom of information, and controlled sharing between agencies and jurisdictions, with every access provable after the fact. It reacts to events such as record created by any service, retention period ends and foi request received, and writes record with classification and sentence, disposal authority, foi decision and schedule and sharing log as records.
- What systems does Managing and sharing information replace?
- Records management system, FOI tracking spreadsheet and Ad hoc data-sharing agreements. Because the service runs on the MeshGov platform, the licence, integration and upgrade costs of those systems retire with them.
- What do the AI agents do in Managing and sharing information?
- The records agent classifies and sentences records as they are created, and runs retention and disposal on the schedule. The foi agent assembles the responsive documents, marks candidate exemptions for decision and drafts the schedule. The sharing agent shares only the fields the receiving agency is entitled to, under the agreement, with the access logged.
- Which decisions does a person still take?
- Agents never take a decision with legal effect on a person, a business or public money. In Managing and sharing information, a person decides foi decision and exemptions (authorised foi officer), destruction of a sentenced record (records authority delegate) and sharing outside an agreement (accountable executive). The record shows who decided, why, on what evidence and under which delegation.
- Which levels of government use Managing and sharing information?
- It is core at federal level, core at state level, core at local level. MeshGov was checked against the Australian Government Architecture, the AGA Business Reference Model, the Queensland Government Enterprise Architecture and the UK Local Government Business Model, and serves government in any country.