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Records Management and Organisational Change. Presentation by Martin Bradley. Organisational Change. Decentralisation Mergers Moving Offices New QA Procedures / Legislation Staffing Changes. The Issues. Moving Archives / Records Staff Knowledge Management

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Presentation Transcript

Records Managementand Organisational Change

Presentation by Martin Bradley


Organisational Change

  • Decentralisation

  • Mergers

  • Moving Offices

  • New QA Procedures / Legislation

  • Staffing Changes


The Issues

  • Moving Archives / Records

  • Staff Knowledge Management

  • New Procedures / Regulations / QA

  • Electronic Records & the future?


Moving Archives/Records

  • Where to put them? – On / Off-site?

  • How to ensure they arrive safely

  • How to ensure they arrive in order

  • Cost factors

  • Risks?

  • Space constraints – 20 square metres


Staff knowledge management

Staff Knowledge Management

Will change affect staff turnover?

Can no longer depend on individual familiarity

Must have Policies and Procedures in place

Cannot be solved by software


New procedures legislation

New Procedures / Legislation

QA Issues - ISO 9000 -Transparency

Data Protection Act 2003 Change

Freedom of Information Act extension


Electronic records the future

Electronic Records & the future…

Electronic Records need to be captured into the same system as hard copy files

Electronic Records are not the exclusive domain of the IT Department

Extra care needs to be taken, Email, SMS, Messenger all legally admissible as records

Decisions need to be policy driven, not hardware or software driven


How do you plan for change

How do you plan for change?

Policy

Procedures

Training

Implementation

Certification

Audit


How do you sell records management

How do you sell Records Management?

TCI vs TCF

Vital Records & Business Continuity

Administrative efficiency = cost saving

Public Perception - ISO


Incidence of having written document policy
Incidence of having written document policy*

Sector

Total %

Professional Services

Public Sector

Finance

IT

Yes

No

*Drury Research


Document disposal when legal retention period is uncertain
Document Disposal when legal retention period is uncertain*

Store it indefinitely

Ask advice on how documents

should be stored

Store it for a year

Dispose of it anyway

Dispose of it when think its appropriate

Other

Don’t know

*Drury Research


Records Management Statistics

  • Offices worldwide used 43% more paper in 2002 than they did in 1999

  • The average organisation makes 19 copies of each document, loses 1 out of every 20 documents and office workers can each spend 400 hours per year looking for lost files.

  • Between 1% & 5% of all documents are misfiled

  • When e-mail is introduced into an office, the percentage of printed documents increases by 40 per cent.


What is a Record?

  • Information created, received and maintained as evidence and information by an organisation or person, in pursuance of legal obligations or in the transaction of business – ISO 15489

  • Format and Medium not primary issue: Identify what are Records and include them in Records Management Policy


Records Management Policy

  • Assigns responsibility

  • Covers all records

  • Identifies Records at creation and follows their life-cycle

  • Sets out Retention Periods

  • Ensures Security and Business Continuity

  • Enables legal destruction of listed records


Creating a Records Management Policy

  • Survey and List all Records

  • Create File Series Taxonomy

  • Decide on Retention Periods

  • Assign Responsibility

  • Index and reference records – create metadata

  • Electronic Records mirror Hard Copy

  • Accreditation and Audit


Choosing a Standard

  • ISO 15489 – Records Management Standard

  • BIP 0008 – Admissibility of E-Records

  • BSI PD 5000 – Admissibility of Emails

  • MOREQ/MOREQ II

  • ANSI/ARMA 5-2003 – Vital Records Protection


Iso 15489

ISO 15489

European Standard

Flexible

Best International Practice

Certification available


Benefits

  • Legal compliance

  • Administrative efficiency

  • Public Perception - ISO Accreditation

  • Cost savings – manpower and storage

  • Business continuity through Vital Records


Further Reading

  • Archives Ireland: www.archives.ie

  • Society of American Archivists’ Moving Archives

  • www.archivists.org/periodicals/aa_v66/review-engseth-aa66_2.asp

  • NSAI: www.nsai.ie

  • BSI: www.bsi-global.com

  • ISO: www.iso.org

  • ARMA: www.arma.org


Martin Bradley

Director

Lo-Call: 1850 786 748

Mob: 087 286 2274

www.archivesconsult.com

[email protected]


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