SCOTTISH COUNCIL ON ARCHIVES

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RM Readiness- the ARMS Quality Improvement
Framework online toolkit

• 7 December
• Mitchell Library, Glasgow

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Scottish Council on Archives

• Strategy to advance record-keeping
• SCARRS SCA Record Retention schedules
• Digital continuity and preservation
• Quality Framework, Archives and Records Services
  (ARMS)
• Reflecting best international standards but
  within Scottish legislative and political context
• Designed to allow to measure your RM readiness,
  pre-dates PR(S)A

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WHAT IS ARMS?

• A quality improvement framework to improve the
  consistency and transparency of quality and
  performance measurement across archives and
  records management in Scotland

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ARMS Essentials

• Flexible management tool
• Measures key outcomes and performance indicators
  across the full-range of record-keeping
  activities
• Tailored to present needs (Pick own QI)
• Self-evaluation, self-improvement,
• With validation, if desired
• Now on-line toolkit

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ARMS 4 Core Outcomes

• Help people trust organisations (accountability)
• Select and make our individual and community
  stories accessible (access)
• Support efficient delivery of services
• 4 Management and governance

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ARMS 7 Quality Indicators

• QI 1 Create and manage trustworthy records
• QI 2 Protect rights to interests
• QI 3 Make sure records/archives survive as long
  as needed
• QI 4 Help people find and use records/archives
• QI 5 Work with our community
• QI 6 Leadership and management
• QI 7 Ethos and values

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ARMS QUALITY INDICATORS
Create manage trustworthy records Protect rights and interests Make sure our records archives survive as long as they are required
Archives and Records Management policies procedures Supporting compliance requirements with appropriate evidence Appraisal and disposal practices
Defining responsibilities Protecting individual and organisational rights responsibilities Collecting scope
Ensuring business is documented appropriately Supporting the organisation in litigation Cultural inclusion
Creating reliable trustworthy records Protecting personal privacy and data protection Appropriate records archives storage
Managing records in reliable routinely used systems Preservation
Ensuring that records can be produced on demand Digital sustainability
Enabling scrutiny of decisions actions Business continuity emergency planning
Accounting for records that cant be presented on request Sustainable records archives systems

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ARMS QUALITY INDICATORS
Help people find use our records and archives Work with our community Leadership management Ethos values
Minimising unnecessary secrecy restriction of archives records Mechanisms for community engagement Clear management vision is articulated Service orientation
Enabling access to archives records by the public (in line with legislative requirements) Research into community needs Programme/service is sustainable positioned in a logical place in the organisation structure Knowledgeable staff
Enable re-use sharing of information from archives records Promoting the archives records service Internal lines of communication Innovation
Providing support assistance to diverse groups of users Perception of the archives/records programme (internal external) Strategic planning for continuous improvement Management of change
Presenting archives records with sufficient contextual information to enable interpretation Engaging with partners Performance management Sense of identity pride
Providing learning teaching opportunities Services offered are reviewed monitored for relevance quality Celebrating success
Encouraging valuing volunteers Appropriate resourcing Engagement
Interpreting the past
Enabling telling of stories
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PR(S)A

• Expectation of improvement in RM
• Collaboration and self-improvement in public
  authorities
• Commitment to support contractors
• Framework provided by Archives and Records
  Services (ARMS) Improvement Toolkit a tool to
  deliver on the ground
• Endorsed by Keeper, Scottish information
  Commissioner and Quality Scotland

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PR(A)S and ARMS

• RMP, all the elements covered in ARMS
• With Contractors responsibilities in toolkit
• Readiness means having
• Policies
• Plans
• Setting out the objectives and identify actions
  needed to achieve these objectives
• Procedures
• All of this measured by ARMS

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Model RMP and ARMS
ARMS QIs 1 2 3 4 5 6 7 8 9 10 11 12 13 14
QI 1 ? ? ? ?       ? ?     ? ? ?
QI 2   ?           ? ? ? ?   ? ?
QI 3   ? ?   ? ? ? ? ? ?     ? ?
QI 4   ? ? ? ?   ?         ?    
QI 5 ? ?         ? ? ?          
QI 6 ? ? ?                      
QI 7 ? ? ?         ? ?         ?
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Framework for contractors
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Framework for contractors
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Framework for contractors
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And finally

• SCA on-going commitment to ARMS
• Online toolkit
• Commissioned bespoke training for reviewers,
  February 2013
• Use ARMS to
• measure your readiness for PR(A)S plan
  improvements
• help advance record-keeping in your organisation
  and in Scotland, enabling us to meet
• Business needs
• Requirements of current and future organisational
  accountability and transparency,
• Stakeholder expectations

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