Design of a Records Management System - Proposal
by Kelly Homenick – Records Management consultant
This Proposal has been drafted to outline a design project for a Records Management System. The design process is based upon the International Standard for Information and Documentation - Records Management.[i]
This standard is the current international best-practice for designing Records Management Systems for organizations of any size or function.
What follows is a general outline of the project. It will entail a consultant’s time of approximately 100+ hours to complete. The chief deliverable will be a Final Project Report with appended policies, procedures, standards, tools and other tactics.
- Basic Introduction of the Project, the business case for the Project, and the approach to be undertaken.
- Administrative Information of the organization: History, Mandate, Organizational Makeup; Geographic Location(s), Number of Personnel etc.
Analysis of Business Activities
- Develop Conceptual Model of what the organization does and how it does it;
- Identification of the organization’s Business and Business Processes (functions, activities, and transactions);
- Identification of how records relate to the organization’s business and business processes.
Identification Requirements for Records
- Listing of the Legal, Regulatory, Business and any other requirements to keep records;
- Risk Assessment outlining non-compliance with requirements.
Assessment of Existing Systems
- Survey of the organization’s existing systems for records and any other information systems;
- Inventory of the organization’s existing business systems.
Identification of Strategies for Satisfying Records Requirements
- Determination of the most appropriate policies, procedures, standards, tools and other tactics to meet identified requirements. This will include but is not limited to the following:
- Records Management Policy
- Definition of Corporate Records, Repository, Archival Value, Records Classification etc.,
- Designation of Authority (personnel, and/or department) for Records Management,
- Designation of process for Records Disposition.
- Records Classification System
- Functional Business Processes, Sub-business Processes,
- Identification of Records to Business Processes,
- Retention Periods of Records,
- Disposition Decision of Records.
- Records Disposition Authority
- Archival Hypothesis/criteria for preserving and destroying records.
- Metadata Standard
- Digitization Standard
- Naming Conventions
- Records Management Policy
Design of a Records System
- Design of the appropriate measures determined in step F. To be appended to the Final Project Report.
[i] ISO 15489-1:2016, Information and documentation — Records management - Part 1: Concepts and Principles, and ISO 15489-2:2001, Information and documentation — Records management - Part 2: Guidelines.