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

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Содержание

Information and documentation - Records management

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1 ... 38 39 40 41 42 43 44 45 ... 71

Footnotes

[1] Victoria L Lemieux, ‘Let the Ghosts Speak: An Empirical Exploration of the Nature of the Record', Archivaria, Number 51, Spring 2001, p.102.

[2] 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 Web site in January 2003 at: ссылка скрыта

[3] The National Archives of Canada has experimented with this design strategy, see John McDonald, 'Recordkeeping systems: Lessons learned from the experience of the Canadian Federal Government', paper presented to the 1999 conference of the Australian Society of Archivists. Accessed via the Australian Society of Archivists Web site in January 2003 at: ссылка скрыта.

[4] Philip C. Bantin, op.cit.

[5] Victoria L Lemieux, op.cit., p.99.

Step F - Design of recordkeeping a system

Design a recordkeeping system that incorporates the strategies, processes and practices endorsed by AS ISO 15489; ensure that the system supports, and does not hinder, business processes; assess and, if necessary, redesign business processes and operational business and communication systems to incorporate recordkeeping.

ISO 15489.1, ^ Information and documentation - Records management, Clause 8.4

Content and scope of Step F

Designing a recordkeeping system

Applying the policy strategy

Applying the design and standards strategy

Applying the implementation strategy

Content and scope of Step F

Overview

Aim of Step F

Summary of Step F

Why should you do Step F?

Relationship to other steps

Overview

This section is an introduction to Step F: Design of recordkeeping systems. It:

outlines the aim of Step F, and what it can help you to achieve
summarizes the major elements of Step F
explains why it is important to undertake Step F for particular DIRKS projects, and
shows how Step F relates to the other steps in the DIRKS methodology.

Aim of Step F

Step F is where you turn the strategies identified in Step E into actual system components. Step F is intended to help you turn:

an awareness of the requirements your department/section is subject to
an understanding of problems with current systems and practices, and
an understanding of possible strategies

into an actual blueprint or program for putting together or redeveloping your systems to transform them into recordkeeping systems.

Tip: Focus of Step F

Step F involves putting all your knowledge and research together and turning it into a range of viable and workable strategies and products for your department/section. It’s where you determine how strategies you’ve identified in Step E can be put together to create the most effective recordkeeping system for your office.

Summary of Step F

Step F involves system design, the actual process of developing the components of your recordkeeping system.

Step F, like the other steps in the DIRKS methodology, adopts a broad definition of systems, encompassing people, policy and processes as well as tools and technology. Therefore this step is likely to involve:

designing changes to current polices, processes, practices and tools, and
adapting or designing and integrating technological solutions.

Why should you do Step F?

Step F is where you actually start to design tangible solutions for your department/section. This step will enable you to:

address issues that have hindered good recordkeeping
design a recordkeeping system that meets a range of business needs, and
liaise with a range of stakeholders to ensure good recordkeeping is conducted in your department/section.

Example:

Step F will help to consistently work through the problems affecting your systems and design appropriate and thorough responses to them. Rushing through design work is a common problem, but it can have significant negative effects. An investigation into banking collapses in Jamaica identified rushed and inappropriate system design as a problem that contributed to the problematic business environment that lead to the collapse of the banks:

Many managers seized on digitisation and electronic recordkeeping as the solution to their information retrieval difficulties. However while digitisation did lead to faster information retrieval, systems were inadequately designed and did not incorporate appropriate metadata fields or database structures to assist with information retrieval issues. [1]

Working through Step F will enable you to design the systems that are the most efficient, useable and appropriate for your organization.

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