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

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Содержание Example: A relevant mix of strategies Example: Design elements of strategies Vital Records and Disaster Mitigation and Recovery: An Instructional Guide, 1999

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Implementing strategies for managing your vital records

Knowing what vital records your office has is important. However, you still need to plan for how you will manage and protect these records. Steps D-G of the DIRKS methodology can assist you in: 

• understanding where vital records are stored and how they are currently being managed
  
• deciding on the strategies required to manage and protect these records further
  
• designing or redesigning the necessary components of your strategies for managing and protecting vital records, and 
  
• implementing these strategies effectively.
  

Step D: Assessment of existing systems

You can use Step D as a means to determine where vital records are stored and how vital records are currently managed, and to identify means by which their management can be improved. You can examine existing systems and ask:

• what are the vital records managed within this system?
  
• how are vital records currently identified and managed within this system?
  
• is the current management of vital records within this system adequate?
  
  • have disaster recovery plans been established for this system?
    
  • do policy and procedure documentation adequately reflect vital records management requirements, including backup, copying or relocation requirements? 
    
  • are record storage arrangements appropriate? are there physical risks in storage areas or locations that can be mitigated or controlled?
    

If, after your Step D analysis, you determine that vital records are not adequately managed, you can implement Steps E - G of the methodology to improve your vital records management practices. 

Step E: Identification of strategies for recordkeeping

In Step E you can use the knowledge gained from identifying vital records (Steps A-C) and assessing the systems in which they are managed (Step D), to develop a range of strategies that will enable your department/office to have better protection for its vital records. In this step you will determine which combination of the policy, design, standards and implementation strategies will allow you to improve the identification and management of its vital records. 

 

^ Example: A relevant mix of strategies You may highlight the need to have regular risk assessments and a counter disaster plan to address actual and potential risks. Staff training strategies will also need consideration. You may also decide on the range of strategies you will implement to protect vital records, such as backups or other forms of duplication.

Step F: Design of a recordkeeping system

In Step F you can design the strategies identified in Step E to ensure your department/office is better able to manage its vital records. It involves assessing each component of your systems to ensure that they will work in a coordinated way to ensure that vital records are identified and protected. 

 

^ Example: Design elements of strategies You might write the counter disaster plan, write or source the training courses, assign responsibilities and integrate them into position descriptions and procedures manuals and design how protection methods will work and when they need to be reviewed.

Step G: Implementation of a recordkeeping system

It is important that a vital records program be implemented effectively. To effectively protect these records in a disaster, staff need to be trained in their responsibilities and disaster teams in disaster management techniques involving the prioritization of vital records. In addition, protection methods must be implemented appropriately. 

Reviewing strategies for managing your vital records 

Step H: Post implementation review

What is vital to the organization will change over time, particular when new business processes are undertaken, or functional responsibilities change. You will need to work with staff responsible for critical functions at regular intervals to continuously identify and update lists of vital records and you will also need to review protection methods and duplicates. 

Further information

For more information about disaster management and vital records read the relevant steps of DIRKS and contact ARMS for further information. 

Footnotes 

[1] National Archives and Records Administration, ^ Vital Records and Disaster Mitigation and Recovery: An Instructional Guide, 1999. Available at: ссылка скрыта

 

Doing DIRKS to specify and apply recordkeeping metadata 

What is recordkeeping metadata?

NSW Recordkeeping Metadata Standard

DIRKS and recordkeeping metadata 

Identifying your recordkeeping metadata requirements

Improving metadata creation and management

Reviewing your recordkeeping metadata

Further information