Report: Recordkeeping strategy

Assessment
item – Report: Recordkeeping strategy

Total Marks: 60 marks
Length: 3000 words +/-10%

Background
At the beginning of this subject you were
introduced to the fictitious local government authority, the City of Riversea
(the City) as a case study for records and archives practice. Throughout the
modules you have been encouraged to reflect on and consider the recordkeeping
issues and challenges presented at the City. This assessment is based on the
case study.

A new Chief Executive Officer (CEO) has
been appointed to lead the recently created City through a period of change and
growth. The City was created through the amalgamation of two regional local
government authorities. In addition to addressing the amalgamation, she wants
to focus on introducing new systems, processes and ways of working to take the
City through the 21st century. As part of this renewal process you have been
appointed as the Manager, Corporate Information to lead the development and
establishment of a records and information management program appropriate to
the City’s new direction.

Your task
The CEO has asked you to write a report on
the ways in which the records and information management program needs to be
developed to best meet the strategic directions and business outcomes of the
City and enhance service delivery to the community. The CEO also wants to know
how to get a better return on the investment in the EDRMS, and what needs to be
done about managing the business systems and new technologies from a
recordkeeping perspective. While she is supportive of the value of
recordkeeping, some other members of the corporate executive are less
convinced. Limited additional funds are available for any resources and
projects.
Remember, you are writing a report for the
CEO and her executive to consider. The report should include the following:
•an overview of the recordkeeping issues
and challenges at the City. It should include the possible impact and
consequences of not addressing them and any priority actions.
•from these priority actions, identify two
or three key priority areas you would like to address within in the next two
years. You will need to explain the importance of these projects, any
legislative and policy issues, the benefits and risks, how these relate or
contribute to the strategic directions and business needs and how they assist
the City in meeting its community obligations. It is important to consider any
possible resourcing implications including capacity and capability issues;
•a draft policy relevant to one of the
issues and challenges under discussion; and
•recommendations for addressing the issues
and challenges, including the key areas identified.
The corporate executive will be keen to see
a balance between delivering a high standard of recordkeeping practice and
achieving the strategic directions and business outcomes for the City as well
as optimal service delivery to the community. This is also your opportunity to
advocate for or promote the recordkeeping function.
Suggestions for starting your research
Franks, P. (2018). Records and information
management. ALA Neal-Schuman.
McLeod, J. & Hare, C. (2005). Managing
electronic records. Facet Publishing.
Millar, L. (2017). Archives: Principles and
practices (2nd. ed.). Facet Publishing.
Shepherd, E. & Yeo, G. (2003). Managing
records: A handbook of principles and practices. Facet Publishing.
Smallwood, R. (2013). Managing electronic
records: Methods, best practices, and technologies. Wiley.
Yeo, G. (2018). Records, information and
data: Exploring the role of record-keeping in an information culture. Facet
Publishing.
Rationale
This assessment task will assess the
following learning outcome/s:
• be able to explain and evaluate the key
components comprising any recordkeeping management system.
• be able to apply in-depth knowledge,
critical thinking and informed judgment to practices and procedures for the
capture and management of both analogue and digital records.
• be able to critically reflect on various
approaches to appraisal, and apply this knowledge to professional practice in
the disposal of records.
• be able to synthesise and critically
reflect on issues surrounding standards and processes involved in acquiring and
describing records.
• be able to design, develop and
critically evaluate in context appropriate policies and standards for the care
of both analogue and digital collections.
• be able to develop appropriate policies
and standards to enable use and access to records and archives.
The purpose of this task is for students to
research and compile a report on recordkeeping strategy for an organisation
that is dealing with various challenges in managing its current and archival
records. The scenario draws on the case study that has been used throughout the
subject. The task is designed to encourage real life responses that incorporate
knowledge and understanding students have developed across the whole subject.
Marking criteria and standards
1.
Evidence of research and
critical thinking about the contemporary issues impacting the management of
current and archival records. (10 marks)
2.
Understanding of the key
management and technical issues associated with recordkeeping systems and
infrastructure. (10 marks)
3.
Evidence of research and
critical thinking about the influences of technology on recordkeeping standards
and practice. (10 marks)
4.
Report that address the
strategic directions and business needs of the organisation. (10 marks)
5.
Draft policy that covers
principles and practice for creating, using and managing records in an
organisational environment. (10 marks)
6.
Ability to present a report for
a specified audience. Clarity of written expression and correct acknowledgement
of sources using CSU APA 7th style. (10 marks)
Presentation
This assignment should be presented as a
report that includes:
• Title Page;
• Table of Contents;
• Executive Summary;
• Recommendations (to be include in the
Executive Summary);
• Main body of the report, including your
draft policy;
• Conclusion; and
• References.
Please remember to include a title page for
the report in addition to the cover page you usually provide with your
assessment.
Word count
The word count includes all words in the
executive summary, recommendations and the main body of the report, including
your draft policy, and conclusion. It does not include the cover page of your
assessment, the title page of the report or the list of references.

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