Manual for the Design and Implementation of Recordkeeping Systems (dirks)
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СодержаниеTip: Document your work Tip: Do not duplicate effort |
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Documenting your Step A research
Overview
Document what you have researched
Compile a report
Develop a business case
Overview
This section identifies the importance of documenting your research, and suggests different forms of documentation you may wish to compile.
Document what you have researched
During the course of your Step A analysis it is useful to compile:
- a list of all sources used, citing the name of the source and where it can be accessed
- copies of each documentary source or a set of notes which summarizes the key information you derived from the source, and
- a set of notes for each interview or other consultative forum.
| ^ Tip: Document your work You may cite pre-existing reports or personal knowledge as sources where you consider that these are sufficient, but you should provide adequate information to enable every source to be identified and to retrace your steps and decisions where necessary. |
Compiling documentation about your Step A research will enable you to:
- have a record of your research which you will refer to throughout your project
- facilitate future retrieval of the sources you have used. This is particularly important if you are undertaking major projects, such as the development of a retention schedule, where you may need to check and cross check your work
- have data to feed into any reporting you are required to do for management, staff or other offices, and
- use as an information resource to share with other people and projects in the organization.
Documentation tools
The DIRKS Manual provides various tools to assist you with documenting your research. These tools can provide a useful framework for building up a comprehensive set of documentation of your research in Steps A-C of the methodology.
[Drafting note - will provide more detail about tools here when they have been finalised.]
Please note that none of the tools or forms provided in the DIRKS Manual is mandatory in the United Nations. You may therefore choose not to use the forms provided in the Manual and adopt a less structured approach, or one that fits better with your normal business practices. You can also customise the forms provided so that they better meet your business needs.
Compile a report
When you have finished Step A you may want to compile a report that includes:
- a summary of the issues you have identified in the course of your Step A research
- a statement on how these issues affect your intended project, and
- a project plan to guide you through the subsequent steps of the methodology that are relevant to your work.
The report could also be used as a reporting mechanism to keep management informed of your progress and findings.
Develop a business case
If you do not have financial support and management commitment to continue with your DIRKS project beyond the Step A analysis, or if your scoping has revealed that the project needs more time and resources than originally envisaged, you may want to compile a business case as a means to summarize the significance of what you want to achieve and to lobby for additional resources.
Business cases are documents or presentations that identify and justify an intended course of action. In the DIRKS methodology, the objective of a business case is to:
- secure commitment to and funding for your DIRKS project
- drive change management in your department/section
- secure broad commitment to and understanding of your project, and
- provide a means by which you can measure your project's progress and viability.
| Components of a business case |
| 1 | An indication of the current costs associated with the way you currently do business. This could calculate:
|
| 2 | A discussion of the risks faced by your department/section if it continues with current systems and practices. |
| 3 | A definition of a solution to the issues you have identified, including the:
|
| 4 | A benefits analysis which:
|
| 5 | An acknowledgement of current business directions and priorities. Tie the project to other significant initiatives in the United Nations, or to current ‘hot topics’ or issues of concern within your environment. For example, if management is very concerned with information access, privacy management or knowledge sharing, a section of the business case could address how the project will contribute to these broader objectives. |
Business cases as promotional tools
If you do not need to develop a business case to gain additional resources for your project, you may still develop one to use as a communication device and promotional tool.
Your DIRKS analyses will require that you communicate to a number of staff across your department/section. It can be hard to get staff to focus on records management issues, as they often do not see the relevance of recordkeeping work to their daily business lives. If you specifically outline the benefits and objectives of your project in a short document, it could prove a useful and persuasive tool for obtaining staff cooperation. It will also keep all staff informed of what you hope to achieve.
| ^ Tip: Do not duplicate effort If you already developed a business case for your DIRKS project before commencing on Step A, you don't have to develop a new business case once your Step A research is complete. You may however want to update or slightly alter your proposal, to accommodate any new priorities your Step A research has identified. |
Further guidance
More information about the development of business cases can be found in an New South Wales, Australia, Office of Information Technology publication, ссылка скрыта, available via the 'Guidelines' section of Office of Information Technology website.
Other examples??