Elements and Performance Criteria
- Review the existing business or records system
- The existing records system is reviewed to identify its essential elements, changes and failings over failures relating to past operations
- Existing procedures are examined to assess currency and identify gaps and non-compliance issues
- The users of the system are identified and consulted regarding their requirements and views on the current system
- The current volumes of records and their usage are assessed to determine whether they need to be converted to the new system of control or otherwise linked to the new system
- The current system technology is assessed to determine whether it should be upgraded or replaced to meet current need
- The findings of the review and the recommendation for changes are documented in accordance with organisational standards
- Develop the system specifications for managing the function's records
- The contents and structure of the records required for the function are analysed to identify the classifications and terms for titling and describing the records, and documented
- The metadata required to identify, control and link the records are identified and documented in accordance with the applicable technology
- The metadata and records of recordkeeping transactions processed by the new system are identified and documented
- The metadata for controlling the records of the function in the old system are mapped to the metadata for the new and a specification for conversion prepared where appropriate
- The classifications, descriptive terms, and all metadata sets and mapping are developed into a systems specification appropriate for the selected technology in accordance with organisational standards
- Develop the procedures and guidelines for capturing and controlling the records in the new system
- The rules developed for identifying the transactions of the function to be documented are reviewed and customised in line with the users' requirements, the new system and selected technology
- Guidelines for applying the classifications and descriptive terms for the records of the transactions are developed in accordance with organisational best practice and documented
- Procedures for identifying and recording the disposal status and access classification of the records of the transactions are prepared and documented
- Procedures for registering records of the transactions and recording the recordkeeping transactions controlling them are prepared in line with the identified user requirements and the new system and documented
- The procedures for classification, capture, registration and control of the records in the new system are circulated to the users for review and comment
- The final version of the new system's specification, procedures and guidelines are documented according to organisational standards and submitted to the appropriate authority for approval