Elements and Performance Criteria
- Determine policies and strategies for management of records over time
- Develop strategies to manage storage and access records, in accordance with industry standards and taking into account available resources
- Develop strategies in the context of organisational culture, including migration and preservation strategies
- Determine boundaries of the collection from identified recordkeeping requirements for the jurisdiction
- Determine records storage and usage requirements from available documentation and observe organisational behaviour to enable monitoring against the strategic plan
- Identify other parties who create or use records which require storage and factor these into estimates
- Develop a vital records strategy that includes the criteria for vital records and the allocation of responsibility in case of a disaster
- Incorporate vital records strategy into the wider organisational disaster management strategy after approval by appropriate authority
- Develop strategy and implementation plan for managing records over time
- Review existing internal and external documents which may impact on the transfer of custody and responsibility for records
- Confirm that recordkeeping jurisdictions of the organisation include boundaries of accountabilities from documentation relevant to the transfer of ownership or custody of records
- Specify and document requirements for the transfer of custody, ownership and responsibility
- Specify nature of agreements with receiving bodies or individuals, including rules for negotiation, minimum requirements of legal custody, and signatories to the agreements
- Clearly and logically document rules for the transfer of custody, ownership, and responsibility of records in accordance with organisational requirements
- Manage preservation of records over time
- Develop records collection strategies and policies which reflect the collecting institution’s strategies and directions, and potential changes in operating environments
- Ensure collections strategies reflect evaluation of collection use and availability of alternative formats for resource sharing and in-house collection, as well as access to records from remote sources
- Determine boundaries for the collection, and negotiate commonalities or overlaps of jurisdiction and common boundaries between collecting institutions
- Manage selection, acquisition and disposal of collection material to make best use of staff knowledge, expertise and resources
- Establish processes for the receipt of donations and bequests under legal deposits, policy or other directives, and review the collection taking into account collection strategies, policies and disposal
- Initiate and respond to cooperative collection projects where mutual benefits can be gained