ELEMENTS | PERFORMANCE CRITERIA |
Elements describe the essential outcomes. | Performance criteria describe the performance needed to demonstrate achievement of the element. |
1 | Identify records creators and their accountability requirements | 1.1 | Creating organisation is identified as a public or private entity and likely sources of information about the creator are identified and assessed as relevant |
1.2 | Person who created records and/or part of organisation where records were created, is identified |
1.3 | Where there is more than one creator over time, all creators are located in their organisational and chronological context |
1.4 | Available information sources are used to determine records creator accountability requirements and functional responsibilities |
1.5 | Sources of information used in the research are identified as authentic and copies are kept in accordance with organisational record keeping practice |
2 | Locate records creators in their organisational structure | 2.1 | Nature of the jurisdiction governing the organisation is outlined |
2.2 | Location and context of records creators are conveyed in their organisational structure and context |
3 | Identify activities/functions documented by records | 3.1 | Actions/activities by which records are generated or documented, are identified |
3.2 | Boundaries of activities are identified from records and checked against organisational functional analysis |
3.3 | Records are matched to the functions for which records creators are responsible |
3.4 | Date-ranges for records are determined from records and are supplemented from external sources as required |
3.5 | Changes to the activities/function are documented over the time period of the records |
4 | Analyse record keeping system | 4.1 | Elements of record keeping system/s are identified from records and documented |
4.2 | Records series is/are identified and documented in accordance with organisational standards and procedures |
4.3 | History and context of records system is documented in accordance with organisational standards and procedures |
5 | Explain links between record keeping series | 5.1 | Related record series which make up the records series system are identified from analysis of the available source information and the records themselves |
5.2 | Predecessor and subsequent records series are outlined to place series in its chronological context |
5.3 | Anomalies to series normal order are outlined |
6 | Maintain the normal order of the series | 6.1 | Anomalies that have occurred over time to the systemic order of the series are identified from analysis of available source information and the records themselves |
6.2 | Anomalies to the systemic order of the series are confirmed and corrected in accordance with organisational procedures |
6.3 | Causes of anomalies that have occurred over time are identified and processes are established to prevent further anomalies |
7 | Document records series and relationships over time | 7.1 | Available information and analysis results are documented |
7.2 | Documentation is formatted to enable easy access for researchers and users |