Geum.ru

Manual for the Design and Implementation of Recordkeeping Systems (dirks)

Вид материалаДокументы

Содержание


Example: The implementation strategy for accessibility
Example: Implementation and policy strategies determined by data management survey
Подобный материал:
1   ...   35   36   37   38   39   40   41   42   ...   71

Need for ongoing maintenance when using the standards strategy


Remember, if you use the standards strategy to manage the long-term accessibility of your electronic records, you will need to continue to monitor your electronic records and systems, to ensure they continue remain accessible and continue to support the functionality you require. 

Electronic records management needs to be an ongoing process, so do not forget to regularly monitor the ongoing accessibility and interoperability of your records and systems. 

Implementation strategy


Overview

What is the implementation strategy?

When should the implementation strategy be used?

Examples of the implementation strategy

Overview


This section examines what the implementation strategy is and explains how it can be used to help you meet your recordkeeping requirements. It provides a number of examples of uses of the implementation strategy. 

What is the implementation strategy?


The implementation strategy involves considering the way in which you implement recordkeeping systems in your department/section. If systems are implemented in a particular way, you can ensure that recordkeeping requirements are met. 

 

^ Example: The implementation strategy for accessibility

An organization may have a requirement to ensure that all records are accessible to all staff. To ensure this requirement is met, the organization may adopt the implementation tactic and choose to remove the hard drives from networked computers and rely on file servers, under the control of a data administrator, for online storage of corporate records and information. In this case, the way the system is implemented is a means of ensuring its ability to meet stated recordkeeping requirements. 

When should the implementation strategy be used?


Implementation strategies are particularly useful when:
  • there is user resistance to change, or
  • design is not cost effective.

Examples of the implementation strategy


Examples of the implementation strategy include:
  • provide department/section-wide recordkeeping training
  • design or redesign business processes to better facilitate recordkeeping
  • provide folio numbering sheets for all paper-based files to provide protection against record removal
  • require employees to complete a 'request for file' form before gaining access to files and maintain this information in the department/section records management system
  • lock records storage areas (e.g. room, compactus, safe) to ensure only authorized access to paper-based records
  • assign access permissions to ensure records are appropriately protected and secure
  • remove hard and floppy drives from personal computers so that records cannot be saved outside the corporate records store, and
  • ensure agency-wide data management practices are carried out, to assist with record preservation and information security management

^ Example: Implementation and policy strategies determined by data management survey

If you have undertaken it, your Step D research will help you to identify whether implementation strategies are required in your department/section. 

In the course of its analysis, Indiana University undertook a data management survey to determine how data was being used and managed across the university. This information was used to provide an understanding of how the university's electronic records are regarded and managed. It also helped to reveal what types of strategies would need to be employed to improve University recordkeeping:

In general, I found that personnel in units wanted to do the right thing, but they did not have the information or skills to meet the challenges. They tended to: 
  • have too many files 
  • convert electronic records to paper documents and 
  • duplicate data files to ensure that they would have access to data and could produce the reports they need. 

The most important needs are for retention schedules, for education in managing digital objects, and for instilling in managers a better sense of how information flows through the University. [4]

Through its survey, Indiana was therefore able to determine that staff need more training in various aspects of records administration, and need rules such as retention and disposal schedules. 

In Step E, the University would therefore decide to adopt the policy and implementation strategies, to ensure staff have the disposal rules they require and have the knowledge to implement these and other requirements that would enable them to improve their daily business arrangements. 

Selecting appropriate strategies


Overview

Assess factors that will support or inhibit use

Make sure strategies meet your range of needs

Be pragmatic

Case study

Overview


This section highlights the importance of selecting tactics that meet your requirements and that can be applied easily in your department/section. It provides a number of examples and a case study to help illustrate the various factors you should consider.