Manual for the Design and Implementation of Recordkeeping Systems (dirks)
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Prepare a report
No further action is warranted if your assessment reveals that your department/section's existing systems are fully functional and satisfying requirements for evidence, but it may be worth compiling a report of your assessments and findings for future reference.
If however you did identify some flaws in your system analysis that you want to rectify, it is important to prepare a status report on your department/section's existing systems before starting to design or redesign business information systems.
Depending on the nature of your recordkeeping project, the report may include:
- a brief summary of the gap analysis, an outline of the strengths and weaknesses of your business information systems
- detailed documentation highlighting the extent to which systems satisfy each recordkeeping requirement, and/or
- an assessment of the operational, technical and economic feasibility of addressing the system's deficiencies.
While the processes of documentation and assessment are resource intensive, they will provide a sound basis for developing functional specifications for any new or enhanced recordkeeping systems (Steps E and F).
| ^ Tip: Prioritize your recommendations Not all the issues you identify in your assessment will have the same degree of importance or seriousness attached to them. Be sure then to prioritize your recommendations to ensure that those of key importance are addressed by your future DIRKS work. You may also decide to categorize your findings. Indiana University used the following to categorize their findings:
In this way you can make clear to decision makers in your department/section what the key concerns are that need to be addressed, but flag another range of issues as well. |
Footnotes
[1] ICAC report, Investigation into the conduct of officers and students at University of Technology, Sydney. Accessed via the ICAC website on 14 August 2002 at: ссылка скрыта
[2] Victoria L Lemieux, ‘Let the Ghosts Speak: An Empirical Exploration of the ‘Nature’ of the Record, Archivaria, Number 51, Spring 2001, p.102
[3] Ibid., p.86.
[4] Ibid., p.101-102.
[5] Ibid., p.105.
[6] This strategy is outlined in Philip C. Bantin, Indiana University Electronic Records Project, Phase II, 2000-2002, Skills Required to be an Effective Manager of Electronic Records White Paper, Bloomington Indiana, 2002. Accessed in January 2003 via the Indiana University website at: ссылка скрыта
[7] Some of the points in this assessment are derived from the Information Inventory Checklist provided in the Office of Information Technology's ^ Information Management - Inventory Guideline, May 2002. Accessed in November 2002 via the Office of Information Technology website at: ссылка скрыта
[8] Philip C. Bantin, Indiana University Electronic Records Project, Phase II, 2000-2002, Final Report to the National Historical Publications and Records Commission, Bloomington Indiana, 2002. Accessed via the Indiana University website in January 2003 at: ссылка скрыта
[9] Case study detail derived from Philip C Bantin, 'Developing a Strategy for Managing Electronic Records - The Findings of the Indiana University Electronic Records Project', The American Archivist, Volume 61 (Fall 1998), p.361.
[10] Ibid., p.355.
[11] Ibid., p.356-357.
[12] Philip C. Bantin, Indiana University Electronic Records Project, Phase II, 2000-2002, A Methodology for Evaluating Existing Information Systems as Recordkeeping Systems - 2002 Version, Bloomington Indiana. Accessed via the Indiana University website in January 2003 at: ссылка скрыта
^
Step E - Identification of strategies for recordkeeping
| Identify strategies for satisfying recordkeeping requirements, which may include adopting policies, procedures and practices, designing new systems, implementing systems in a way which satisfies a recordkeeping requirement, or adopting standards. Strategies may be applied to each recordkeeping requirement separately or in combination. Strategies should be selected on the basis of the degree of risk involved in failure to satisfy a requirement within the business function that the recordkeeping system is intended to support, the existing systems environment and the corporate culture in which the strategy should succeed. ISO 15489.1, ^ Information and documentation - Records management, Clause 8.4 |
Content and scope of Step E
Policy strategy
Design strategy
Standards strategy
Implementation strategy
Selecting appropriate strategies