Elements and Performance Criteria
- Determine requirements or modifications
- Identify and document core business, supporting activities, resources, business and social context, using observation and consultation
- Determine security and access requirements for business or records system content from analysis of organisation’s activities
- Analyse organisational reporting and accountability requirements in the context of the business documentation
- Identify organisational functions and activities for which records must be kept, from analysis of business and context documentation
- Determine format content and metadata of records for each organisational function from analysis of the business and its context
- Devise an appropriate recordkeeping system
- Determine metadata needed to manage record storage, location and retrieval in a business or records system
- Select scale, and number of business or records systems appropriate to scale and nature of business operations
- Select technological requirements of business or records systems appropriate to scale and nature of business operations
- Select cost structure for business or records systems appropriate to scale, nature, and organisational cash flow requirements
- Ensure maintenance, disposal and updating requirements of business or records system conform to scale, nature, and culture of the organisation
- Select business or records system suited to the projected growth of the organisation
- Develop an implementation plan
- Identify and document recordkeeping responsibilities of individual personnel or organisational units
- Develop measurable performance indicators for recordkeeping activities
- Develop procedures and guidelines for capturing and controlling records
- Communicate an implementation plan to users of the system and other relevant organisational staff
- Monitor and review business or records system
- Monitor business and records system and notify staff in accordance with approved timeframes, frequency, and organisational policies and guidelines where applicable
- Record details of variation from business or records system’s rules, standards and procedures that exceed agreed limits
- Provide required reports to appropriate authority relating to use and maintenance of records
- Designate responsibilities to staff for record creation and capture activities in accordance with organisational policies
- Identify and respond to problems and changes
- Use monitoring reports and external events to identify any problems and changes that require a systemic response
- Make recommendations for revisions to systems, procedures, and strategic plans in response to identified variations, changes and problems
- Devise amendments to systems and implementation or other plans where required
- Prepare recommendations for system amendments, planning and implementation
- Authorise or gain authorisation, for procedures for using the business or records systems, and for any subsequent alterations and amendments to the procedures