recordkeeping for good governance toolkit workshop
DESCRIPTION
Recordkeeping for Good Governance Toolkit Workshop. PARBICA 14 Evidence and Memory in the Digital Age. Programme. Programme. Background to the Recordkeeping for Good Governance Toolkit. United directions – the need for a Toolkit Nadi 2005 resolutions. Weak Recordkeeping Frameworks. - PowerPoint PPT PresentationTRANSCRIPT
Recordkeeping for Good Governance Toolkit Workshop
PARBICA 14
Evidence and Memory in the Digital Age
Programme1130 – 1145 Welcome and introductions
1145 – 1210 Background to toolkit and methodology
1210 – 1230 Product overview
1230 - 1300 Group exercise - recordkeeping capacity
1300 – 1400 Lunch
1400 – 1410 Appraisal and disposal concepts
1410 – 1440 Group exercise - intro to appraisal and disposal
1440 – 1510 Guidelines 7 and 10 overview
1510 – 1540 Group exercise – applying the guidelines
1540 – 1630 Report back, sum up and close
Introductions
Programme1130 – 1145 Welcome and introductions
1145 – 1210 Background to toolkit and methodology
1210 – 1230 Product overview
1230 - 1300 Group exercise - recordkeeping capacity
1300 – 1400 Lunch
1400 – 1410 Appraisal and disposal concepts
1410 – 1440 Group exercise - intro to appraisal and disposal
1440 – 1510 Guidelines 7 and 10 overview
1510 – 1540 Group exercise – applying the guidelines
1540 – 1630 Report back, sum up and close
Background to the Recordkeeping for Good Governance Toolkit
• United directions – the need for a Toolkit• Nadi 2005 resolutions
Weak Recordkeeping Frameworks
• Difficulty in finding records• Work being duplicated• Organisational knowledge
walking out the door Difficulty in supporting a freedom of information
regime• Frustrated and inefficient staff• A responsibility void
The Toolkit
• Brochure and poster• Introduction to records• Recordkeeping Capacity Checklist• Understanding Recordkeeping Requirements• Model Recordkeeping Policy • Model Record Plan for common functions• Adapting and implementing the model record plan• Developing record plans for core functions• Model disposal schedule• Adapting and implementing the disposal schedule• Appraisal guidance• Train the Trainer
Development Methodology
•
Checklist
Recordkeeping forGood Governance Toolkit
GUIDELINE 1:Recordkeeping Capacity Checklist
• Is my organisation managing records to world standards?
• Ten questions
Recognised by Pacific Heads of State!
• Communiqué from the 2009 Pacific Island Forum states:
• Stronger national development and democracy through better governance can be achieved by
“committing to sustainable and appropriate information management and records-keeping to ensure the development and implementation of better informed national policy”
Recordkeeping for Good GovernanceBoîte à outils
“Records ManagementLa gestion des documents
probants,clé d’une bonne gouvernance » The Toolkit has been so
successful it has been translated into French, for use in West Africa
Programme1130 – 1145 Welcome and introductions
1145 – 1210 Background to toolkit and methodology
1210 – 1230 Product overview
1230 - 1300 Group exercise - recordkeeping capacity
1300 – 1400 Lunch
1400 – 1410 Appraisal and disposal concepts
1410 – 1440 Group exercise - intro to appraisal and disposal
1440 – 1510 Guidelines 7 and 10 overview
1510 – 1540 Group exercise – applying the guidelines
1540 – 1630 Report back, sum up and close
Brochure & PosterGood Records
Good Governance
ADVICE FOR SENIORGOVERNMENT OFFICIALS
• Promote the benefits of good recordkeeping
• Aimed at senior officials
Introduction
Recordkeeping forGood Governance Toolkit
INTRODUCTION
• Background to the Toolkit
• Explains efficiency, accountability and protecting people’s interests
Checklist
Recordkeeping forGood Governance Toolkit
GUIDELINE 1:Recordkeeping Capacity Checklist
• Is my organisation managing records to world standards?
• Ten questions
Recordkeeping Requirements
Recordkeeping forGood Governance Toolkit
GUIDELINE 2:Identifying Recordkeeping Requirements
• What record must be made and how they should be managed
Recordkeeping Policy
Recordkeeping forGood Governance Toolkit
GUIDELINE 3:Model Recordkeeping Policy
• Overall guidance on how records should be managed
Record Plan
Recordkeeping forGood Governance Toolkit
GUIDELINE 4:Administrative Record Plan
• A system for titling files
Adaptation guidance
Recordkeeping forGood Governance Toolkit
GUIDELINE 5:Adapting and Implementing the
PARBICA Administrative Record Plan
• How to use the records plan so it works in your organisation
Record Plan for core business functions
Recordkeeping forGood Governance Toolkit
GUIDELINE 6:Developing and Implementing
Records Plans for Core Business Functions
• Developing your own plans
Disposal Schedule
Recordkeeping forGood Governance Toolkit
GUIDELINE 7:Disposal Schedule
• A system for making accountable decisions about when to dispose of files
Disposal Schedule
Recordkeeping forGood Governance Toolkit
GUIDELINE 8:Adapting the Administrative
Disposal Schedule
Disposal Schedule
Recordkeeping forGood Governance Toolkit
GUIDELINE 9: Implementing the Administrative
Disposal Schedule
Appraisal Guidance
Recordkeeping forGood Governance Toolkit
GUIDELINE 10: Starting an Appraisal Program
• Clearing out your backlogs
Train the Trainer
Recordkeeping forGood Governance Toolkit
GUIDELINE 11:Train the Trainer
• Guidance on how to train others on good recordkeeping using the toolkit
Programme1130 – 1145 Welcome and introductions
1145 – 1210 Background to toolkit and methodology
1210 – 1230 Product overview
1230 - 1300 Group exercise - recordkeeping capacity
1300 – 1400 Lunch
1400 – 1410 Appraisal and disposal concepts
1410 – 1440 Group exercise - intro to appraisal and disposal
1440 – 1510 Guidelines 7 and 10 overview
1510 – 1540 Group exercise – applying the guidelines
1540 – 1630 Report back, sum up and close
Why Develop a Checklist?
• To understand what problems agencies have• To identify priorities for action• To convince others they need to take action
What is Recordkeeping Capacity?
• Having the:– Structures– Processes– Staff– Resources– Rules
to create, find, preserve and dispose of records
Question 5: Does the organisation have procedures for managing its records?
• Procedures should:– Be written down– Not conflict with the policy– State clearly who is responsible for each part of the
procedures
Question 6: Does the organisation know what its recordkeeping requirement are?
• Recordkeeping requirements:– Are a need to keep evidence of an organisation’s
actions and decisions– Are usually identified in laws, policies, procedures,
reviews etc– Should be documented– Should be regularly reviewed
Group Discussion
Discuss 2 questions
• Q5: Does your organisation haveprocedures for managing its records?
• Q6: Does your organisation know what it’s recordkeeping requirements are?
Consider:1. How are questions 5 and 6 of the Capacity Checklist relevant to
your organisation? 2. What is one action that you could take to help achieve the benefit
of having either of these capacities?
Programme1130 – 1145 Welcome and introductions
1145 – 1210 Background to toolkit and methodology
1210 – 1230 Product overview
1230 - 1300 Group exercise - recordkeeping capacity
1300 – 1400 Lunch
1400 – 1410 Appraisal and disposal concepts
1410 – 1440 Group exercise - intro to appraisal and disposal
1440 – 1510 Guidelines 7 and 10 overview
1510 – 1540 Group exercise – applying the guidelines
1540 – 1630 Report back, sum up and close
Programme1130 – 1145 Welcome and introductions
1145 – 1210 Background to toolkit and methodology
1210 – 1230 Product overview
1230 - 1300 Group exercise - recordkeeping capacity
1300 – 1400 Lunch
1400 – 1410 Appraisal and disposal concepts
1410 – 1440 Group exercise - intro to appraisal and disposal
1440 – 1510 Guidelines 7 and 10 overview
1510 – 1540 Group exercise – applying the guidelines
1540 – 1630 Report back, sum up and close
What is disposal?• ‘Disposal’ means what happens to a record
when it reaches the end of its life:
Archive
OR
Destroy
Permanent Retention
Creation & Control
Distribution
Active Use & Management
Inactive Storage
Destruction
Final Disposal Decision
Information management life-cycle
We are here
What is Appraisal?• Appraisal means the process of deciding:
1. how long records need to be kept
2. how the record will be disposed
Group Discussion
• Discuss 2 questions
1. Why would you keep records forever?
2.Why do we keep records for a long time?
3. Why would you destroy records?
Programme1130 – 1145 Welcome and introductions
1145 – 1210 Background to toolkit and methodology
1210 – 1230 Product overview
1230 - 1300 Group exercise - recordkeeping capacity
1300 – 1400 Lunch
1400 – 1410 Appraisal and disposal concepts
1410 – 1440 Group exercise - intro to appraisal and disposal
1440 – 1510 Guidelines 7 and 10 overview
1510 – 1540 Group exercise – applying the guidelines
1540 – 1630 Report back, sum up and close
Disposal Schedule
Recordkeeping forGood Governance Toolkit
GUIDELINE 7:Disposal Schedule
• A system for making accountable decisions about when to dispose of files
What is a disposal schedule?• A tool for people who look after records• A timetable that tells you when a record is ready
for disposal and what should happen to it– When = retention period - how long it is kept
– What = disposal action – archive or destroy
When do you apply a disposal schedule to a record?
• Retention periods (how long you keep it) and disposal actions (what finally happens to it) are only triggered when a record becomes INACTIVE
• You can apply the schedule to existing INACTIVE records
• You can apply the schedule to NEW records when you create them, so you know what will happen to them when they become inactive
• Save space• Save money• Save time (retrieval)• Meet legal requirements• Keep the right records • Save records from accidental destruction• Get rid of records you don’t need at the right
time
Benefits of using a disposal schedule
The PARBICA model administrative Disposal Schedule
• Developed by the working group• For common administrative records:
– The records that every organisation creates for managing itself
– E.g. finance, personnel, information management
• It can’t be used for core business records• It is a model Disposal Schedule and you will
have to adapt it to fit your organisation
What records does the Disposal Schedule cover?
• The common administrative functions covered by the Disposal Schedule are:– Assets and Resources Management– External Relations– Financial Management– Information Management– Personnel and Establishment– Strategic Management
What does the Disposal Schedule look like?
• A separate section for each common administrative function
• It is a table that lists:– Activity– Description of activity– Examples of records– Disposal action– Minimum retention period– What disposal criteria were used to decide the
disposal action
Let’s look at a page of the schedule
• The name of the function is at the top of the page with a description
• Each line in the table is what is called a disposal class– Function + activity + description + example + disposal
action + retention period = disposal class
• Each disposal class has a reference number - this is just a shorthand way of talking about the class
Adapting the Disposal Schedule
Recordkeeping forGood Governance Toolkit
GUIDELINE 9:Adapting the Administrative
Disposal Schedule
Adapting the model Disposal Schedule
• Before it can be used, the model Disposal Schedule must be adapted to fit local requirements– Add to or change the descriptions and examples so
they are more relevant – use actual examples of records created in local government organisations
– Adapt retention periods to follow local legislation– Remove classes that are not relevant
One schedule for all departments, adapted by the National Archives• Advantages:
– 1 disposal schedule for administrative records that all departments can use
– Less time to adapt and approve the schedule than if each department did it individually
– Consistent retention periods across government
Disposal Schedule
Recordkeeping forGood Governance Toolkit
GUIDELINE 8: Implementing the Administrative
Disposal Schedule
Implementing the schedule
• This means applying the Disposal Schedule to your records
• You can sentence existing INACTIVE records and you can tag new records with their disposal class
• You don’t have to be using the Toolkit Records Plan, because the Disposal Schedule can be applied to any fling system, but using the Record Plan might make it easier to use the schedule
• Remember the Disposal Schedule is only used for administrative records!
Applying the Disposal Schedule to existing records (2)
• Go through the list of records and find the class in the schedule that best fits the records
• Calculate the retention date using the date of last paper of the record and the retention period in the schedule
• Write the disposal class reference and the disposal date on the list
Calculating the disposal date
• Last date + retention period = disposal date• For example:
– Last date 1997– Retention period 7 years
= disposal date 2004
Preparing records for transfer to Archives
• Ask your National Archives what instructions they have for boxing, listing and transferring the records
• Keep a copy of the list of records you have transferred
• Keep the paperwork associated with the transfer (such as transfer or deposit agreement)
Destroying records
• Keep lists of destroyed records• Don’t just put them in the rubbish!• Burn them or shred them
Appraisal Guidance
Recordkeeping forGood Governance Toolkit
GUIDELINE 10: Starting an Appraisal Program
• Clearing out your backlogs
How did we decide the disposal actions?
• We developed disposal criteria that helped us assess the value of the functions and activities
Disposal criteria
• Two basic characteristics that determine whether or not records should be archives –– evidence value– Information value
Disposal criteria
• Let’s look at the disposal criteria developed by the PARBICA working group
Group Discussion
• How will you these
guidelines in your
organisation or country?
Summing up and close of workshop