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• how a range of tactics can be adopted to ensure the successful operation of a record keeping system • how technological tools can be used to support the operation of effective record keeping or information systems • how to manage legacy data / records appropriately. Resources Glossary of Terms Computer output on microfilm (COM): Microfilm produced directly from a computer by the use of a recorder (called a COM recorder). 2 Flowchart: Flowcharts are essentially graphical representations of business processes. A flowchart diagram uses symbols to convey the steps occurring in a process, with arrows used to indicate the flow or direction of the process. Flowcharts are often used as part of systems analysis and design to document processes. Information systems: organised collections of hardware, software, supplies, policies, procedures and people, which store, process and provide access to information. 3 Legacy: refers to predecessor systems and/or the records or information which were the product of those systems. Microfiche: A fine-grain, high resolution, transparent sheet of film usually 6 in. x 4 is used to record images reduced in size from the original. Usually arranged in a grid pattern. 4 Microfilm: Documents reduced by photographing onto film stock which then becomes the medium for storage and viewing. It is suitable for low reference, sequentially ordered documents, or high reference, randomly arranged documents controlled by a computer based retrieval system. 5 Native: Refers to an item such as a document which remains in the format in which it was generated or created. Playscript: Playscript is an approach to procedure writing which lists steps in a process in sequence, showing actions and responsibilities involved. Playscript is often used as part of systems analysis and design to document processes. Record keeping requirements: Requirements for evidence that may be satisfied through record keeping. 6 2 Jay Kennedy and Cherryl Schauder, Records Management: A Guide to Corporate Record keeping, 2 nd edition, Longman, Melbourne, Australia, 1998, p291. 3 Australian Standard AS4390⎯1996, Records Management, Part 1, General, Clause 4.17 4 Ibid., p297. 5 Ibid., p297. 6 State Records Authority of New South Wales, Glossary of Record keeping Terms, State Records Authority of New South Wales, Sydney, Australia, 1998, p24. CASE STUDIES 14: FINDLAY 2
Record keeping system: information systems which capture, maintain and provide access to records over time. 7 Systems analysis: a process followed to determine what a system does and what is required of it. 8 Tactics: in the methodology for designing and implementing record keeping systems from the Australian Standard, AS4390⎯1996, Records Management, a mix of tactics such as the adoption of policy and procedures or the use of technical standards may be used to satisfy identified record keeping requirements. Essential Readings David Roberts, Documenting the Future: Policy and Strategies for Electronic Record keeping in the New South Wales Public Sector, Archives Authority of New South Wales, Sydney, Australia, July 1995, Chapter 7, ‘Building Better Record keeping Systems: A New Methodology Framework’. Available at URL: http://www.records.nsw.gov.au (cited March 1999) Indiana University Archives, Indiana University Electronic Records Project. Available at URL: http://www.indiana.edu/~libarche/index.html (cited March 1999) Suggested Readings Australian/New Zealand Standard AS/NZS 4360⎯ 1995. Risk Management. Australian Standard AS 4390⎯1996. Records Management. Part 3, Strategies. Phillip G Bantin and Gerald Bernbom, ‘The Indiana University Electronic Records Project: Analysing Functions, Identifying Transactions and Evaluating Record keeping Systems - A Report on Methodology’. Archives and Museums Informatics. Vol. 10, No. 3, 1996, pp 246 - 266. Also available at URL: http://www.indiana.edu/~libarche/index.html (cited March 1999) Robert Barnett, Practical Playscript: Writing procedure manuals that people can use. Robert Barnett and Associates Pty Ltd, Canberra, Australia, 1993. I. T. Hawryszkiewycz, Introduction to Systems Analysis and Design. 3 rd edition, University of Technology, Sydney, 1994. Martin E. Modell, A Professional’s Guide to Systems Analysis. 2 nd edition, McGraw Hill, 1996. Greg O’Shea, ‘The Medium is not the Message’ Appraisal of Electronic Records by Australian Archives’. Archives and Manuscripts, Vol. 22, No. 1, May 1994, pp 68-93 John T. Phillips, ‘Databases as Information Management Tools’, The Information Management Journal, January 1999, pp 58 - 61. 7 Australian Standard AS4390⎯1996, Records Management, Part 1, General, Clause 4.20. 8 I. T. Hawryszkiewycz, Introduction to Systems Analysis and Design, 3 rd edition, Prentice Hall, Sydney, Australia, 1994, p.14. CASE STUDIES 14: FINDLAY 3
Page 1 and 2: MANAGING PUBLIC SECTOR RECORDS Mana
Page 3 and 4: MANAGING PUBLIC SECTOR RECORDS A ST
Page 5 and 6: MPSR Project Personnel Project Dire
Page 7 and 8: Donors The International Records Ma
Page 9 and 10: CONTENTS Introduction 1 Case Studie
Page 11 and 12: MPSR CASE STUDIES AND LINKS TO THE
Page 13 and 14: 19 Henry Kemoni Kenya Managing Medi
Page 15 and 16: Development of Conservation Facilit
Page 17 and 18: The first Government Archivist had
Page 19 and 20: ‘On arrival, the consultant was f
Page 21 and 22: work produced was rather rudimentar
Page 23 and 24: The dust problem did not escape Mr
Page 25 and 26: Kenya National Archives and Documen
Page 27 and 28: themselves is equally tedious, time
Page 29 and 30: Documentation Service to acquire ex
Page 31 and 32: (b) If you (the student) were the o
Page 33 and 34: Appendix 1 LIST OF CONSERVATION EQU
Page 35: Case Study: Development and Impleme
Page 39 and 40: Case Study: A New International Tra
Page 41 and 42: suggestion by the Shadow Minister t
Page 43 and 44: Instructor’s Notes Analysis of ca
Page 45 and 46: microfilm and fiche by clerical sta
Page 47 and 48: • 25% a list of contextual factor
Page 49 and 50: Organisational structure The Depart
Page 51 and 52: allows for the admission of electro
Page 53 and 54: The use of tactics should also be g
Page 55 and 56: • establish an ongoing regime of
Page 57 and 58: Appendix A: Excerpts from Authority
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Page 61 and 62: Appendix B: Visualising Systems: Ge
Page 63 and 64: Appendix C: Describing Processes: F
Page 65 and 66: 13 USE OF ON-PAGE CONNECTORS: Use O
Page 67 and 68: CHECKS CORRESPONDENCE A Appendix D:
Page 69 and 70: Archivist in Charge- Reference 6. A
Page 71 and 72: Abstract Management of Financial Re
Page 73 and 74: This study represents the accountab
Page 75 and 76: Debt Management • project debt se
Page 77 and 78: • receiving and ordering the disb
Page 79 and 80: The Legal and Regulatory Framework
Page 81 and 82: • MONITORING PROGRAMME AND PROJEC
Page 83 and 84: Major Types of Financial Records an
Page 85 and 86: Business Process Information Area R
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• bill books. Financial and accou
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PROCESS TWO: In the second stage, e
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The Financial Record Keeping Situat
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cumbersome manual processes and all
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could not validate the foreign inde
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Problem One Case Problems Financial
Page 99:
Bibliography Barata Kimberly, Cain
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