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Records management training

Records Management

Definition: field of management responsible for the efficient and systematic control of the creation, receipt, maintenance, use and disposition of records, including processes for capturing and maintaining evidence of and information about business activities and transactions in the form of records. (ISO 15849-1:2001(E).

Activities within the management of the continuum of records of an organisation which facilitate the systematic capture, control, maintenance, dissemination and disposition of the records that organisation. Records management is primarily concerned with capturing complete, accurate and reliable documentation of organisational activity for current purposes

Benefits of Records Management

Records management governs the practice both of records managers and of any person who creates or uses records in the course of their business activities. Records management in an organisation includes

  • Setting policies and standards
  • Assigning responsibilities and authorities
  • Establishing and promulgating procedures and guidelines
  • Providing a wide range of services relating to the management and use of records
  • Designing, implementing and administering specialized systems for managing records and
  • Integrating records management into business systems and processes

Resources

Toolkit

The Recordkeeping for Good Governance Toolkit (the Toolkit) has been produced by PARBICA for Pacific archivists to better equip government agencies across the Pacific to improve the state of recordkeeping within their administrations. AusAID and NZaid have provided considerable support for the project.

The PARBICA Bureau, assisted by the National Archives of Australia (NAA) and Archives New Zealand (ANZ), has accepted responsibility for maintaining, distributing and updating the modules of the Toolkit for as long as they are needed and remain useful.

The Toolkit has been produced through a collaborative process with input from a variety of archivists from across the Pacific. The PARBICA Bureau would like to acknowledge the assistance of these archivists.

PARBICA is committed to continuing to add to the Toolkit so that we can develop world-class tools for good recordkeeping that are relevant to our Pacific environment. The PARBICA Bureau welcomes comments and suggestions from any interested party. If you would like to provide feedback or suggest areas or topics that PARBICA should cover in future parts of the Toolkit, please contact the PARBICA Secretary-General.

The Toolkit brochure has been designed for distribution by government archivists (and other public or civil servants) to senior officials in the public service or government departments. These senior officials, including heads of government departments or CEOs, are the people who can influence how records are kept by appointing records managers, providing resources, or instructing staff to follow recordkeeping procedures.

The brochure aims to outline the importance of recordkeeping and how recordkeeping supports good governance by advising senior management that they are responsible for ensuring their work areas are efficient and protect both the government's interests and the public's interest. The brochure explains that good recordkeeping will support them meeting these responsibilities.

Recordkeeping for Good Governance Toolkit Brochure (pdf, 71kB)

The Toolkit poster works with the Toolkit brochure. Copies of this attractive poster can printed in either black and white or colour and put around government offices to catch the attention of all staff in each department.The brochure aims to outline the importance of recordkeeping and how recordkeeping supports good governance by advising senior management that they are responsible for ensuring their work areas are efficient and protect both the government's interests and the public's interest. The brochure explains that good recordkeeping will support them meeting these responsibilities.

Recordkeeping for Good Governance Toolkit Brochure (pdf, 71kB)

The Toolkit Introduction booklet aims to provide a brief overview of how recordkeeping can assist in achieving good governance (introducing the principles of efficiency, accountability and protecting the government's and the public's interests), an overview of records and recordkeeping , archives and the role of the archivist.

Recordkeeping for Good Governance Toolkit Introduction (pdf, 1,576kB)

The aim of this 10-question recordkeeping capacity checklist is to see if an organisation has in place the things it needs to manage records well. The checklist could be used by:

  • senior managers who want to review their current arrangements and set priorities for making improvements
  • records management staff who want to make an unbiased measurement of how well they are managing records and where they could do better
  • auditors who want to review an organisation's arrangements and make recommendations for change.

Recordkeeping Capacity Checklist (pdf, 1,622kB)

The aim of the Identifying Recordkeeping Requirements guideline is to help find out what records a government department needs to be creating and keeping to carry out its business well.

Identifying Recordkeeping Requirements (pdf, 2,293kB)

The Model Recordkeeping Policy guideline is designed for Pacific Island governments and other organisations that wish to implement or update a records management policy. The aim of this policy is to help state the government's commitments to good recordkeeping in the support of good governance, and to assign responsibilities for good recordkeeping within government.

Model Recordkeeping Policy (pdf, 1,596kB)

The Administrative Record Plan guideline can be used by anyone who wishes to implement new or update existing file-titling systems. This record plan covers the majority of administrative records that most government departments are likely to create and use.

Administrative Record Plan (pdf, 1,685kB)

This guideline can be used by government departments that wish to implement PARBICA's Administrative Record Plan. The guideline includes instructions to adapt or tailor the record plan to meet specific country requirements.

Adapting and Implementing the PARBICA Administrative Record Plan (pdf, 1,588kB)

This guideline can be used by government departments developing record plans for their own core business functions that no other department carries out. Core business functions are the purpose for which a particular department is set up.

Developing and Implementing Record Plans for Core Business Functions (pdf, 1,620kB)

The Disposal Schedule for Common Administrative Functions guideline can be used to help determine retention periods and disposal actions for files that document the administrative or support functions that every government department carries out.

Disposal Schedule for Common Administrative Functions (pdf, 1,750kB)

This guideline provides assistance with adapting or tailoring the Disposal Schedule for Common Administrative Functions to meet specific country requirements.

Adapting the Disposal Schedule for Common Administrative Functions (pdf, 1,674kB)

This guideline on starting an appraisal programme is intended to assist government departments to appraise the closed records of core functions.

Starting an Appraisal Programme (pdf, 1,727kB)

Guideline 12, Introduction to Digital Recordkeeping provides an overview on digital records and record-keeping, addressing key concepts, benefits, risks and myths. Includes a glossary for records managers and for IT professionals.

Introduction to Digital Recordkeeping (pdf, 651kB)

Guideline 13, Digital Recordkeeping readiness Self-assessment Checklist for Organisations allows organisations to assess their resources, policies, procedures, tools, technologies, training and organisational culture to help them determine their level of readiness to pursue a digital recordkeeping strategy.

Digital Recordkeeping readiness Self-assessment Checklist for Organisations (pdf, 448kB)

Guideline 14, Digital Recordkeeping – Choosing the Best Strategy addresses different options for managing digital records, looking at the advantages and disadvantages of each.

Digital Recordkeeping – Choosing the Best Strategy (pdf, 546kB)

Practical advice for organisations considering a scanning project. Scanning Paper records to Digital Recordslooks at the various processes involved in a scanning project from planning to file storage, risks and issues such as outsourcing, and includes information on technical standards and the different equipment available.

Scanning Paper records to Digital Records (pdf, 585kB)

There are three parts to Guideline 16, Systems and Software Checklists which provide systems and software checklists for organisations to assess the recordkeeping functionality of their business systems. They are designed to be used three different audiences: records managers, senior managers and IT managers.

Systems and Software Checklists (pdf, 657kB)

Practical advice on email management, including why emails should be captured, when to capture it, how to store it, and tips for managing email.

Managing Email (pdf, 548kB)

Looks at issues such as preserving authenticity and access, and dealing with technological obsolescence. Explains open and proprietary formats and provides examples of low-budget digital preservation solutions. Also examines the digital reformatting of analogue audio visual recordings.

Digital Preservation (pdf, 630kB)

Guideline 19, Implementing a Digital Recordkeeping Strategy examines the processes needed to support and enable successful implementation of a digital recordkeeping strategy. Includes project planning through to rollout of strategy.

Implementing a Digital Recordkeeping Strategy (pdf, 579kB)

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