Monitoring records management. Catherine Robinson Senior Project Officer, Government Recordkeeping
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1 Monitoring records management Catherine Robinson Senior Project Officer, Government Recordkeeping
2 Monitoring framework Available at Outlines role of monitoring, roles and responsibilities for monitoring
3 Your organisation is responsible for: measuring and monitoring their recordkeeping performance for planning and improvement purposes ensuring they comply with the State Records Act and associated standards and codes of best practice, and cooperating with State Records in monitoring compliance.
4 State Records is responsible for: monitoring compliance with the State Records Act, standards & codes of best practice reporting to Parliament and the Government about recordkeeping and the management of records in NSW communicating requirements and timetables for monitoring activities providing advice and guidance on how public offices can comply with requirements, and providing advice and guidance on how public offices can measure and monitor their own performance.
5 State Records monitoring activities Self assessment surveys Storage and disposal in 2008 digital recordkeeping in September 2010 and another in 2012 Inspections and assessments Follow-up and remedial action
6 Why should we monitor records management? To assure our organisations and stakeholders that: recordkeeping systems and processes are working effectively and efficiently full and accurate records are created and captured into the organisation s recordkeeping systems employees are comply with rules and procedures for recordkeeping records can be identified and retrieved from the recordkeeping systems in order to meet the business needs resources are being spent efficiently, and that the organisation is complying with NSW Government recordkeeping policy.
7 What to monitor? Compliance monitoring a regular exercise to check conformity with the Act and standards Performance monitoring high risk business functions and issues with poor practice should be a priority regular monitoring of recordkeeping system and processes
8 How to monitor records management? Monitoring tools page on SRNSW website Includes links to: Records management assessment tool NEW Information Asset Management Systems (IAMS) assessment tool Standards and checklists Guideline 19: Monitoring Recordkeeping Performance Survey reports Information about Standards Australia s Recordkeeping Compliance handbook (HB ) NEW
9 Records management assessment tool New self assessment tool for measuring: conformity with requirements of State Records Act and standards issued under the Act, and capacity of the organisation in achieving best practice records management. Modular approach which allows for flexibility and pathways in what you measure you can use individual modules or all 7 for a comprehensive assessment!
10 Modules 1. Framework for records management 2. Make and keep full and accurate records 3. Safe custody and proper preservation of records 4. Digital recordkeeping 5. Appraisal and disposal of records 6. Management of longer term records 7. Assessing recordkeeping performance within the work unit
11 Using the tool Compliance criteria: drawn from State Records Act and standards issued under Act Performance criteria: establish if your organisation has achieved a higher degree of maturity and capability in the topic by working beyond the minimum compliance requirements To use the tool: 4. work through each criteria 5. determine whether your organisation has met the criteria and has evidence to demonstrate conformity 6. rate how well your organisation is conforming to the criteria
12 Compliance rating If. Then. No issues with compliance 1 Minor issues with compliance 2 Insufficient compliance 3 Significant lack of compliance 4
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15 What to do with the assessment 1. evaluate the results of the assessment 2. identify the areas needing improvement and examine the resources listed in the module for suggestions on how to improve 3. prioritise improvements (significant areas of non-compliance) 4. prepare report for senior management and, 5. incorporate improvements into strategy and planning processes. You do not need to send copies of assessments to State Records, but you may be asked to provide documentation of your monitoring activities in the future, so make sure you keep a record!
16 Feedback Records Management Assessment Tool is available as an exposure draft until 5 February 2011 Feedback is very welcome Feedback form is available from
17 For further information Catherine Robinson Senior Project Officer, Government Recordkeeping State Records telephone:
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