Best Practice Implementation Services
Based on audit and review processes, the implementation phase of each project is based on an organisations individual characteristics, identified issues and concerns and the recommended actions relating to appropriate standards and benchmarks.
The results of each review are presented under the key findings of:
- Legislation and Compliance
- Principles, Policies and Standards; Practices and Procedures
- Technologies and Systems
- Planning and Implementation.
There are relationships and interactions between these categories and the relationships are often systemic and interrelated, and thus they are interdependent and can inform each other. This means that the improvements need to be prioritised and implemented in recognition of the relationships and potential impacts.
Best Practice Implementations suggest a planned, systemic approach, based on identified priorities, will offer organisations a greater chance of success in delivering and using a compliant records and document management framework based on better practice.
The aim is to provide a standardised and compliant approach to information management which provides (where appropriate):
- An Information Governance Plan
- Maturity Models
- Policies, which provide the framework under which the information management system is operated.
- Procedures in which all records are managed according to authorised processes.
- Business Classification Scheme (BCS) in which information is named using the same method and approach.
- Retention and Disposal (R&D Schedule) in which information is managed using an authorised timetable of disposal or permanent retention.
- Training and user awareness for all staff in the use of the record keeping programme. This includes induction for new staff and exit procedures for staff that are leaving the organisations employ.
- Document management, which includes version control, the scanning/imaging of documents, the management of forms and a corporate style assigned to documents and the development of a style guide.
- Vital Records programme which provides the strategies and controls for the protection of records to prevent the loss of information, which is critical to the continuing operation of an organisation.
- Implementation of an Electronic Document and Records Management System (EDRMS) which will facilitate control over electronic and hard copy records.
In accepting the recommendations, organisations shall:
- Accept that the current information management environment requires immediate improvement;
- Accept that it has the responsibility for implementing change to record keeping systems and the culture of record keeping within the organisation;
- Through its executive and management, support and endorse the implementation of compliant record keeping systems;
- Accept that the new record keeping system will alter the current methods in which records are currently organised;
- Accept that there will be significant costs and corporate changes involved which will include human resources, storage and training;
- Accept that the Corrective Actions do not offer an “off the shelf” or overnight solution to the Current Situation.