Elements and Performance Criteria
- Locate the function in its organisational and regulatory context
- Review existing recordkeeping practices for the function
- Review existing records generated by the function to identify essential contents, examine the patterns of use, and identify any new developments in processes or regulatory requirements
- Identify and document risks and liabilities specific to the function from organisation's risk analysis and litigation history
- Consult users who carry out the function and create and use records to identify their assessment of the adequacy of existing records
- Analyse review findings to identify existing and new elements required in the records and to document these
- Document the function's record requirements
- Determine requirements for evidence in relation to the function's performance, accountabilities and risk analysis, and analyse patterns of use of records
- Analyse requirements for evidence to identify all the business transactions of the function that need to be documented in the business or records system
- Document criteria for identifying business transactions and procedures for applying the criteria
- Determine content and structure of the records in all business transactions from the business processes, standards applicable to those processes, and review of existing records
- Specify document structure and metadata for controlling the records of the business transactions, in accordance with external or organisational standards and organisational styles
- Prepare and document procedures for capturing the documents, attaching metadata as required and managing the records to instruct users