Reference no: EM132395704

FIT5107 - Recordkeeping Informatics - Managing Business Records Assignment -  Organisational Recordkeeping Requirements

Faculty of Information Technology - Monash University, Australia

Summary - You are a group of recordkeeping consultants, working with a Victorian government agency/organisation on a project to review and improve their recordkeeping systems. You will produce a report to provide guidance and recommendations on designing and implementing improved recordkeeping systems in the organisation.

The report will:

a) Identify the key challenges and problems with the organisation's existing recordkeeping systems.

b) Provide guidance and recommendations on recordkeeping system design and implementation, including discussion of recommended recordkeeping frameworks, policies, standards, strategies, tools and technologies.

c) Explain the potential (tangible and intangible) benefits to the organisation of improved recordkeeping.

d) Justify your recommendations with reference to the key problems (a) and the benefits of improved recordkeeping (c).

e) Note the strengths and weaknesses and resource implications of your solution.

f) Detail the ways in which your solution may be monitored, evaluated and maintained.

g) Include citations of all sources used and list of references.

The target audience for the report is the Senior Management Team in the organisation.

Assessment Criteria -

1. Understanding of organisational analyses processes and their application to the case study agency/organisation.

2. Understanding and skill in applying recordkeeping concepts and practices to the assessment and specification of recordkeeping system requirements, implementation strategy and development of a business case for recordkeeping.

3. Quality of the presentation and report including team work, research effort and effective use and referencing of a range of sources.

PROJECT COMPONENTS -

a) Investigate and report on the recordkeeping challenges and problems facing your organisation. Draw on relevant websites, reports and Records Disposal Authorities, etc. to undertake an Organisational Recordkeeping Analysis to identify challenges and problems specific to your organisation.

• What is the mission and core business of this organisation? What is its structure? What are its core functions?
• What is the regulatory environment? What is the accountability framework? What organisation(s) govern its business, recordkeeping and archival practices? What is the nature of the organisation's relationship with regulatory organisations (e.g. roles, responsibilities, reporting)?
• Who are the main stakeholders? What accountability issues does this give rise to?
• What kind of organisational culture might it have? What kind of cultural context? What accountability issues does this give rise to?
• What are the main risks associated with recordkeeping in this organisation?

b) Develop a set of guidelines and recommendations relating to Recordkeeping System Requirements and their implementation:

• An organisational recordkeeping framework.
• The main features of a general recordkeeping policy for the organisation, and policies relating to appraisal and access.
• An organisational records preservation and archiving strategy.
• The selection of recordkeeping tools, e.g. metadata schemas, encoding schemes, disposal instruments.
• Technology options and technology requirements needed to support recordkeeping in the organisation, including software systems and integration with other business information systems.
• Ongoing monitoring and evaluation.

c) Make a Business Case for improved recordkeeping in the organisation, identifying areas for priority action. Include:

• The potential (tangible and intangible) benefits to the organisation of improved recordkeeping.
• Justification of your recommendations with reference to the key recordkeeping challenges and problems, and the benefits of improved recordkeeping.
• The strengths and weaknesses and resource implications of your solution.

Attachment:- Managing Business Records Assignment File.rar