Elements and Performance Criteria
- Develop key performance indicators for recordkeeping activities including compliance with system rules, standards and procedures
- Measurable performance indicators are developed for recordkeeping activities from the strategic plan in conjunction with those who will undertake the specific tasks based upon recordkeeping responsibilities and the business or records system in place
- The recordkeeping responsibilities of individual personnel/organisational units are identified and documented
- Acceptable range of variation for compliance is determined based upon recordkeeping responsibilities, the applicable records management system and the organisation's risk management analysis
- Designate records use and maintenance responsibilities
- Responsibilities for records use and maintenance activities are designated to staff in accordance with organisation policies and the abilities of individual staff
- Performance targets are set within the parameters of the recordkeeping strategic plan
- Resources for the approved budget period are allocated in accordance with policies and strategic plan
- Develop monitoring methodology
- The methodology for monitoring the business or records system's rules, standards and procedures is developed based upon organisational policies, strategies and the records management system technology
- The methodology developed includes the time-frames involved, means of surveillance, and form of reporting
- The methodology, performance criteria and the ranges of variation from the standards and rules are submitted to the appropriate individual/body for approval
- Monitor a business or records system
- Monitoring is undertaken in accordance with approved timeframes and frequency and staff being monitored are notified in accordance with organisational policies and guidelines, where applicable
- Any variation from the business or records system's rules, standards and procedures that exceed the agreed limit is noted and details of the situation recorded
- Where required, reports are provided to the appropriate authority relating to records use and maintenance, and are in the required format, at the required intervals
- Identify and respond to problems and changes
- Problems and changes requiring a systemic response are identified from the monitoring reports and external events
- Recommendations are made for revisions to systems, procedures, and future (strategic) plans in response to identified variations, changes and problems
- Where they are required, amendments to systems are devised, and implementation planned, in response to problems and changes that require a systemic response
- Recommendations for system amendments, and the planning and implementation required are prepared, and approval sought from the appropriate person or body
- Procedures for using the business or records systems, and subsequent alterations and amendments to the procedures are authorised, ensuring that performance indicator parameters and access rules are adhered to
- Designate records creation and capture responsibilities
- Responsibilities for record creation and capture activities are designated to staff in accordance with organisational policies
- Records creation and capture performance targets are set within the parameters of the recordkeeping strategic plan
- Resources for the budget period are allocated in accordance with organisational policies and strategic plan