Elements and Performance Criteria
- Analyse recordkeeping requirements for the function
- Determine recordkeeping environment and legal, business and societal context for the business function
- Establish and document organisation’s accountability requirements for the function
- Analyse existing recordkeeping specifications for the function’s records from a range of documentation sources, and consider any relevant developments and their implications
- Review and update risk analysis for the function as required in accordance with organisational standards, applicable Australian Standards and international standards
- Research and analyse usage patterns of existing records to identify internal and external users, and periods and purposes of use
- Canvass and document user views on their needs and accessibility of the records
- Update and document recordkeeping specifications for the function based on review analysis and survey of user views
- Determine disposal status of records
- Identify and review the function’s business processes from existing functional analyses
- Develop a hierarchical structure based on the functions and establish relevant activities in the functional analysis
- Develop disposal classes according to the boundaries of the transactions and activities which make up the function’s processes
- Develop disposal status and retention periods for each disposal class from an analysis of documentation sources for business use, legal requirements, access classifications and review of risk analysis of the function
- Review disposal status and retention periods for each disposal class in relation to the internal and external use of the records, the relationship with other organisational activities, and any other requirements determined from analyses of community expectations
- Describe disposal actions for each disposal class in the relevant documentation
- Document disposal status and retention periods
- Ensure retention and disposal documentation contain details of business activities, records classes, and required disposal actions
- Identify and assign responsibility for implementing disposal actions for records from retention and disposal documentation
- Submit retention and disposal documentation for approval to appropriate individual or body
- Compile and retain documentation of the analysis and related information for the life of the approved retention and disposal documentation
- Describe disposal class and status, and appropriate disposal actions in the approved retention and disposal documentation