Manual for the Design and Implementation of Recordkeeping Systems (dirks)
| Вид материала | Документы |
СодержаниеIdentification of recordkeeping requirements Assessment of existing systems Identification of strategies for recordkeeping Preliminary investigation Example: Existing classification schemes |
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Relationship to other steps
Step A
Step A: Preliminary investigation and Step B both involve data collection. If you are doing Step A and are familiar with the requirements of Step B before you start, you may start identifying functions and activities while completing Step A. If this is the case, record your findings and refer back to them when you start Step B.
Step C
Step B may also be carried out concurrently with parts of Step C: ^ Identification of recordkeeping requirements, as many of the same sources are used. You will often find that you come across recordkeeping requirements when you are conducting research to identify functions, activities and transactions. All of these can be documented using the using the function source template.
Step D
It is also possible to gather information about the use, scale and operations of systems for Step D: ^ Assessment of existing systems when you are undertaking Step B.
Steps E and F
If you are examining your processes, you may discover during the sequential analysis in Step B and assessment of how these are working in Step D: Assessment of existing systems that you need to redesign some processes. Redesign will occur in Step F: Design of a recordkeeping system.
You may also decide on other methods of representing the information from the business classification scheme for particular uses in Step E: ^ Identification of strategies for recordkeeping and design these methods in Step F.
Sources for Step B
Overview
Use existing analysis tools
Use existing recordkeeping schemes and tools
Obtain recordkeeping tools
Check the analysis, schemes and tools of other organizations
Use sources from Step A
Conduct interviews
Overview
This section recommends the kinds of information, resources and tools you should locate and draw on in your analysis in Step B. These sources can be both internal and external.
Use existing analysis tools
If your department/section has been analyzed for other purposes it may be possible to draw on the results of such work. Projects which may involve an analysis of business activity include:
- business process re-engineering
- records security management strategies
- imaging and work flow automation
- activity-based costing or management
- quality accreditation, and
- systems implementation.
Likewise, if these projects have not been undertaken yet, the results of your analysis can be a valuable source for future projects of this nature.
If the analysis arising from such projects is available, you will need to consider how, why and when the projects were undertaken to determine whether their findings are applicable for recordkeeping purposes.
Use existing recordkeeping schemes and tools
If you have not already done so in Step A: ^ Preliminary investigation, you should identify before embarking on Step B whether there are any existing classification schemes, or recordkeeping tools developed from those schemes, such as retention schedules or subject classifications being used in the office.
| ^ Example: Existing classification schemes ARMS has produced:
Your department/section may have also produced classification schemes in the past, or they may have retention schedules covering core business. |
These existing classification schemes or recordkeeping tools should be examined in detail to assess their currency and to see if the structure and content provide a valuable framework for the product you are now developing.
Obtain recordkeeping tools
If you do not have these tools, you may wish to obtain what is available from ARMS. Information is available on ARMS Intranet site at ?. The retention schedules are available on ARMS Intranet site.
If you use the structure and terminology from these products you can save considerable time in planning frameworks in Step B and can concentrate more on the analysis. Such analysis can actually help you to refine the applicability of generic recordkeeping tools by mapping your specific business needs to them.
Check the analysis, schemes and tools of other U.N. offices
Another useful source to check before the Step B analysis is to see if other UN offices that have similar functions or share parts of the same function have performed an analysis or have functional or subject classification schemes or recordkeeping tools.
If these related offices or counterparts have existing schemes that are comprehensive and they are willing to share them, you may find them valuable to draw on. Alternatively, you may decide to share resources and undertake some joint development. Such consultation will reduce duplication and enhance consistency.
It is very important to remember, however, that even if classification schemes can be partially shared, each department/section will still have to perform its own analysis (Step B) and define its own recordkeeping requirements (Step C) as they will have different operating environments, with different cultures, risks and recordkeeping regimes.