Records Management: Information Survey

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Records ManagementInformation Survey

• Paula J Smith
• Records Manager

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Introduction

• Background
• Information Survey Definition Objectives
• Methodology
• Critical Success Factors
• Next Steps
• Questions

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Background
4
Background

• Legislation DPA, FOI, RoIPA
• Regulations Financial, Health Safety
• External Standards Audit Commission, British
  Standards International Standards
• Government Initiatives E-government
• Internal Policy Development
• Increasingly Citizen Focused Service

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Timescale

• In 2003 Cheshire County Council begins
  preparation for implementation of the Freedom of
  Information Act 2000.
• Phase 1 Successful completion of the initial
  survey form
• Deadline 31st January 2004

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Information Survey

• Definition Objectives

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What is an Information Survey?

• Basis for
• Discovering what information is possessed,
• Identifying the most effective method of storage
  and dissemination.
• Using the results as a basis for evaluating the
  extent to which change needs to be introduced to
  the organization
• a tool that can be used to not only identify
  strategically significant information resources,
  but to also identify those tasks and activities
  that create knowledge and those that rely on the
  transfer of knowledge from other areas of the
  organisation
• Susan Henczel

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Survey Objectives
Assess level of compliance with current
legislation and standards.
Identify all of the organisations records by
series and/or collection
Map Information requirements onto business need
and strategic operations.
Improve Active Records Management Systems
Development of Corporate File Plan and Retention
schedules.
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Methodology
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Issues to be Resolved
Who will conduct the audit?

• External Consultants
• Team

How to collect the data?

• Observation
• Systems Usage
• Focus Groups
• Questionnaires
• Interviews

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Methodology

• Desk Research
• Structure, Function, File Plans,
• Current Records Management Practices
• Questionnaire
• Review business need
• Identify Record Holdings by Series/Collection
• Interviews
• Follow-up on issues arising from questionnaires
• Recommendations

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Critical Success Factors
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Critical Success Factors

• Visible support from senior management
• Effective Two-Way Communication
• Appropriate Individual(s) selected from each
  Department/Service
• Understanding the needs of the organization

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What Comes Next
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Next Steps

• Recognise - Records management as an important
  corporate responsibility
• Active Participation - in the Information
  Survey 
• Assign relevant personnel - to the Information
  Survey
• Assign responsibility - for Records Management
  issues within each department/service as
  appropriate.

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Questions

• Thank you for your time.