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

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Содержание

Records Management
Risk Management.
Archives and Manuscripts
Information and documentation - Records management
Tip: Scale your research to your project requirements

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1 ... 4 5 6 7 8 9 10 11 ... 71

Footnotes

[1] This list is derived in part from Standards Australia, Australian Standard AS 4390-1996, ^ Records Management, Part 2: Responsibilities, Foreword, p.3.

[2] Many of these requirements are derived from ISO 15489, Records Management - Part 1: General, Clause 8.2.

[3] This range of functions and additional requirements is drawn from recordkeeping best practice and Functional Requirements for Electronic Recordkeeping, Department of Public Works and Services Request for Tender No ITS 2323 for the Supply of Records and Information Management Systems (March 2001), accessible in the short term through the Department of Public Works and Services website at ссылка скрыта and the European Commission’s Model Requirements for the Management of Electronic Records, March 2001, accessible via the IDA (Interchange of Data Between Administrators) website at ссылка скрыта

[4] Australian Standard AS/NZS 4360-1999, ^ Risk Management.

[5] Philip Bantin, Indiana University Electronic Records Project, Phase II, 2000-2002, Strategies for the Development of Partnerships in the Management of Electronic Records. Accessed via the Indiana University website on 14 February 2003 at: ссылка скрыта

[6] Carmel McInerny, 'Implementation of Encoded Archival Description at the Australian War Memorial: A Case Study', ^ Archives and Manuscripts, Volume 30 Number 2, November 2002, 72.

Step A - Preliminary investigation

Collect information from documentary sources and interviews; identify and document the role and purpose of the organization, its structure, its legal, regulatory, business and political environment, critical factors and critical weaknesses associated with recordkeeping.

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

Content and scope of Step A

Focus of Step A assessment

Sources for Step A

Making your DIRKS project feasible

Documenting your Step A research

Content and scope of Step A

Overview

Aim of Step A

Summary of Step A

Undertaking Step A

Why should you do Step A?

Relationship to other steps

Overview

This section is an introduction to Step A: Preliminary investigation. It:

outlines the aim of Step A, and what it can help you to achieve
summarises the major elements of Step A
explains why it is important to undertake Step A for particular DIRKS projects
indicates how Step A is scalable and when it is necessary to complete, and
shows how Step A relates to the other steps in the DIRKS methodology.

Aim of Step A

Step A of the methodology is all about context. It involves gaining an understanding of the organization's role and operations and an awareness of how recordkeeping is conducted.

Summary of Step A

This part of the methodology is designed to help you to understand:

how recordkeeping fits within your department/section
how recordkeeping interrelates with other business areas
business needs you have to consider in your DIRKS project
your recordkeeping strengths and weaknesses
concerns or barriers to improving recordkeeping
the regulatory or other requirements you may need to accommodate, and
the requirements of stakeholder and other broad interest groups

For your project to be successful, you will need to consider all these different factors and build them into your project planning.

Undertaking Step A

Step A can be quite flexible in its implementation. It can be done as:

an independent scoping or exploratory exercise to determine the feasibility or boundaries of your proposed project, or
as the first point in your project to develop a recordkeeping system and/or recordkeeping tools.

^ Tip: Scale your research to your project requirements

The amount of research you undertake in this step will depend on the nature of your project, your level of corporate knowledge and the availability and currency of pre-existing reports on relevant facets of the organization.

External consultants unfamiliar with the United Nations are likely to draw heavily on source material during the analysis phase while you may tend to rely more on your own knowledge.

Why should you do Step A?

It is good idea to complete Step A for any DIRKS project you undertake. It is the information discovery and scoping step of methodology that provides the context that can help you to understand:

how your project should be structured
the factors it must consider in order to be successful
the strategies that will be most effective in the organization
the staff, technology and other resources you can draw upon, and
the business and legal realities and constraints you need to be aware of.

The processes outlined in Step A are particularly important if you are going to develop a business classification scheme and a retention and disposal schedule for your department/section. Much of the information you will need for the development of these tools will be identified in the Step A analysis.

You do not need to do Step A if you have a good idea of:

your department/section's structure and the business activities it performs
the regulatory environment and other requirements to which your department/section is subject
your department/section's technical infrastructure and corporate culture, and
the risks that the United Nations' business environment is subject to.

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