Manual for the Design and Implementation of Recordkeeping Systems (dirks)
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Examine your corporate culture
The UN corporate culture is the set of values, attitudes and beliefs that are shared by the members of the United Nations. It emerges from long-established practices, procedures, structures and systems. Corporate cultures could be described as:
- hierarchical, meaning that it is tightly structured and well defined
- laissez-faire, meaning that it is unstructured and autonomous
- regimented, meaning that it is strictly controlled, or
- democratic, meaning that everyone has their say and more freedom is allowed in processes.
The United Nations may have one defining corporate culture, but different sections of the organization may have their own distinct cultures.
It is important to identify what your corporate culture is, as it may be affecting your recordkeeping practices and could influence your choice of strategies later in your DIRKS project.
| ^ Tip: Corporate culture can affect technological aspects of your project The United Nations has strong corporate views about technology. There may be support for it; resistance to it or existing technology may be ignored completely. Be aware of your corporate attitudes towards technology as they may have an impact on any DIRKS project you undertake that has a technical dimension to it. |
Examine your stakeholders and their requirements
Stakeholders are 'those people and organizations who may affect, be affected by or perceive themselves to be affected by a decision or activity'.[1]
Internal stakeholders may include business units and employees of the United Nations. External stakeholders include clients, customers, public lobby groups, business partners, NGOs, regulators and those regulated by the organization.
It is necessary to consider the needs of internal and external stakeholders in your project. Depending on the nature of your project, in Step A it may be necessary to get an overview of your stakeholders and their requirements, if you feel that these will have a significant impact on your project and its outcomes.
^
Examine your technical infrastructure
If a key objective of your DIRKS project is to develop or implement new technical components of organizational systems, or if you think this may end up being a key focus, it is useful to get an overview of the technology and standards the United Nations uses in your Step A assessment.
At this stage you may want to ascertain:
- what range of systems are used, or used to transact the specific area of business you are examining
- whether your department/section has a strong commitment to electronic service delivery and e-business
- the functionality provided by your website and intranet
- networking capacities within the organization and those that exist between your department/section and others (such as agencies performing similar functions or other offices in yours)
- software used in the business area you are assessing
- the extent to which e-mail is used to transact business
- broad data management practices
- disaster management strategies, or
- compatibilities between office applications or systems.
Sources for Step A
Overview
Documentary sources
Interviews
Assessments and surveys
Still confused?
Overview
This section identifies the range of sources you can use in your Step A research.
Documentary sources
A number of key sources can provide a good starting point to help you understand your business environment, corporate culture, stakeholders and technical infrastructure.
| ^ Tip: Look for sources immediately relevant to your project Try to use sources that are immediately relevant to your intended project. For example, if a key objective of your project is to develop a business classification scheme, or a retention schedule for your department/section, examine:
all of which could have immediate bearing on your project. |
Internal sources
Sources generated by your department/section which may be useful include:
- annual reports
- organizational charts
- strategic plans (eg corporate plans, business plans and related planning documents)
- policies and procedures
- your existing records
- publications targeting the interests of particular stakeholders, and
- media releases regarding the establishment and operations of your department/section.
Many of these sources may be accessible online through your internet or intranet facilities.
| ^ Tip: Use of vision, mission and value statements Vision, mission and value statements may also provide useful information for analyzing corporate culture. They will help you identify the organizational goals and strategies that your project will need to fulfill. |
Some of these sources can supply you with a very large amount of information about your department/section.
| Example: Annual reports Depending on the nature of your project, annual reports can be very rich sources, providing information on a department/office's:
|
External sources
There are many different types of external sources that will provide important contextual information. Some of the more important sources are:
- reports and guidelines issued by audit, complaints-handling or other investigative bodies, and
- standards, codes of practice and protocols that are relevant to your department/section's business.