Manual for the Design and Implementation of Recordkeeping Systems (dirks)
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Establish a project team
The nature of your DIRKS project, and the organizational resources that can be committed to it, will determine the number of people who will be involved in the project team.
Ideally DIRKS projects should be undertaken by recordkeeping and information management professionals with significant input from a range of other staff, whose make-up will depend on the size and nature of your organization.
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Use of internal staff or consultants
It should be decided before you begin your DIRKS project whether your project team will be comprised of:
- internal staff
- consultants to the United Nations, or
- a combination of the above.
Anyone who undertakes DIRKS projects will require a good knowledge of how the United Nations functions and the business it undertakes. United Nations staff may already have much of this information or know where to access it. If consultants are undertaking a DIRKS project on your behalf, you will need to provide them with adequate background material to ensure they are able to quickly obtain an understanding of how your organization operates and the requirements it is subject to.
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Use of IT staff
If your project will require the development of technological solutions for recordkeeping, it is important at the outset to include IT staff, system and network analysts and/or data administrators in your project team. You may have these staff internally or your department/office or you may choose to employ IT consultants to build the technical component of your recordkeeping system.
It is important that there is good communication between you and the IT staff working on your DIRKS project. The better the understanding between you, the better the systems that you will develop.
| ^ Tip: Be realistic with people Let people who are part of your project team know what they are in for. Be honest about the situation and the work you will require them to do. Make sure they're aware too of the benefits your project will bring to them directly in their specific role and the benefits it will bring to the United Nations as a whole. |
IT staff may be able to help you to better understand the technical issues or concerns you come across in the course of your system assessments. IT staff may also be able to suggest useful technical solutions to problems you identify.
In return, you will be able to provide some valuable advice to IT staff during the course of your work together. Records and IT areas are working to resolve many similar issues and joint work is therefore of significant benefit to both parties.
| ^ Tip: Develop initial training for the people you have chosen as part of your DIRKS team Provide members of your team, be they internal or contract staff, with a good understanding of your project and its desired outcomes. Try to tailor the training you develop to the concerns and understandings of the people you will be working with on this project. For example, if you believe that your DIRKS project will involve detailed technical redesign of systems, tailor your consultation specifically to your IT staff, to try to ensure that you all share an understanding of the project and its desired outcomes from the start. |
Use of legal and auditing staff
Internal legal and audit staff have a significant understanding of the legal and best practice requirements that affect your department/section. Establishing liaisons with these staff and including them on your project team could facilitate your analysis of legal and best practice requirements. It will also help to ensure that legal and best practice requirements are built into any recordkeeping systems you develop as part of your DIRKS project.
Legal and audit staff may also be able to promote your project and its benefits to other staff of the UN. As part of their brief to help ensure the appropriate transaction of organizational business, audit staff are frequently concerned with system specific issues, such as policy, procedures, back-up processes and data security. You may find that legal and audit staff share many of your concerns and may be key staff who can help you achieve the goals you have set. Legal and audit staff may also be interested in any reports you generate and recommendations you make.
| Tip: Remember the importance of communication Try to include a number of people on your project team who have good communication skills and are able to sell your project. |
Use business experts
The participation of business area experts and system users is vital to the design process, to ensure you develop a system that is useful and useable. Be sure to include relevant business area experts in your project team.
| ^ Tip: Follow guidance on establishing business partnerships One of the products of an Indiana University project to evaluate the recordkeeping capacities of its business information systems is a paper by Philip Bantin, 'ссылка скрыта'. It discusses how partnerships can and should be made with a range of stakeholders, including audit and IT staff. [5] |