Dimension: 1.3.8 Record-keeping
This dimension concerns parliamentary record-keeping, which is critical to institutional sustainability. Records should include evidence of the formal decisions and proceedings of parliament, and a direct transcript of all MP deliberations and votes, daily proceedings, statements, and questions for the record, as well as any other business conducted in plenary. They should also include documents presented to the chamber and copies of proposals for laws and motions tabled for debate. Parliament Parliament A national body of elected (or sometimes appointed) representatives that makes laws, debates issues and holds the government to account. should also keep records of all official business conducted in all committees, including submissions, hearings and meetings.
Records should be available to the public, with the exception of records from classified or private committee meetings as foreseen in the rules of procedure.
Records should be maintained for every year that parliament has been in existence.
These records should be kept securely in a central repository that is easily accessible to all MPs, staff and the public. Records should be made available in print and online in the official working languages as outlined in the constitution.
Records are often compiled by parliamentary staff such as
Hansard
Hansard
The official record or transcript of debates in a parliament. The term "Hansard”, which is mostly used in Westminster-style parliaments, originated from the name of the printer in England who began preparing reports of parliamentary debates in the 18th century. The other terms in use are “transcript”, “record” and “stenogram”.
reporters or stenographers, who are responsible for recording transcripts of all daily proceedings, plenary business and committee affairs, as well as staff responsible for recording the formal decisions and proceedings of parliament, including votes. Such records should be adequately protected and stored in the necessary repositories following the casting of votes.
Aspiring goal
Assess your parliament against this dimension
Assessment criteria
No 1: Record-keeping procedures
Parliament keeps records of all decisions, votes, deliberations, daily proceedings, documents presented and considered, and other plenary business, as well as committee business and hearings.
No 2: Storage and publication
Parliament’s records are stored securely in a central repository that is easily accessible to MPs, staff and the public in print and online. Any exceptions to the publication of records are defined in the rules of procedure.
No 3: Availability in all official working languages
Records are made available in the official working languages outlined in the constitution.
How to complete this assessment
This dimension is assessed against several criteria, each of which should be evaluated separately. For each criterion, select one of the six descriptive grades (Non-existent, Rudimentary, Basic, Good, Very good and Excellent) that best reflects the situation in your parliament, and provide details of the evidence on which this assessment is based.
The evidence for assessment of this dimension could include the following:
- Evidence of a Hansard Hansard The official record or transcript of debates in a parliament. The term "Hansard”, which is mostly used in Westminster-style parliaments, originated from the name of the printer in England who began preparing reports of parliamentary debates in the 18th century. The other terms in use are “transcript”, “record” and “stenogram”. reporter, stenographer or official record-keeper for all plenary and committee business
- Evidence of parliament’s central record-keeping repository
- Provisions stipulating that records should be kept in all working languages as outlined in the constitution
Where relevant, provide additional comments or examples that support the assessment.
Get help with this assessment
The assessment of indicators involves diagnosing and considering strengths and weaknesses, i.e. the things parliament is doing well, and the things it could do better or more effectively, taking into account established good practices that are described in the indicators.
Read the assessment guidance to find out what to consider when conducting an assessment against the Indicators. Find out how to prepare, how to set the objectives of the assessment, how to organize the process, and more. Contact the project partners for expert advice.
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