Records Management and Organisational Change

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Records Management and Organisational Change
Presentation by Martin Bradley
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(No Transcript)
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Organisational Change

• Decentralisation
• Mergers
• Moving Offices
• New QA Procedures / Legislation
• Staffing Changes

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The Issues

• Moving Archives / Records
• Staff Knowledge Management
• New Procedures / Regulations / QA
• Electronic Records the future?

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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

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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

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New Procedures / Legislation

• QA Issues - ISO 9000 -Transparency
• Data Protection Act 2003 Change
• Freedom of Information Act extension

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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

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How do you plan for change?

• Policy
• Procedures
• Training
• Implementation
• Certification
• Audit

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How do you sell Records Management?

• TCI vs TCF
• Vital Records Business Continuity
• Administrative efficiency cost saving
• Public Perception - ISO

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Incidence of having written document policy
Sector
Professional Services
Public Sector
Total
Finance
IT
Yes
No
Drury Research
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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 Dont know
Drury Research
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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.

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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

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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

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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

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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

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ISO 15489

• European Standard
• Flexible
• Best International Practice
• Certification available

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Benefits

• Legal compliance
• Administrative efficiency
• Public Perception - ISO Accreditation
• Cost savings manpower and storage
• Business continuity through Vital Records

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Further Reading

• Archives Ireland www.archives.ie
• Society of American Archivists Moving Archives
• www.archivists.org/periodicals/aa_v66/review-engs
  eth-aa66_2.asp
• NSAI www.nsai.ie
• BSI www.bsi-global.com
• ISO www.iso.org
• ARMA www.arma.org

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Martin Bradley Director Lo-Call 1850 786
748 Mob [phone] www.archivesconsult.com Inf
o_at_archivesconsult.com