managing public sector records: a study programme - International ...

objective as well as improving its efficiency and speed
of responsiveness to enquiries.
Meeting the Challenge: Planning a Fully Integrated
and Electronic System
Mr. French calls you into his office to discuss the matter
with you as the officer who will lead the team effort
needed to design and implement the new regime. As a
first step, he asks you to prepare an annotated outline
giving an overview analysis of the issues involved in the
development of the new system for him to present to the
CEO for her approval. He asks that the outline address
the following points:
• The importance of records and the data they
contain as information resources for the
Department, in particular, the relationship of
effective record keeping to Departmental business
and governance in terms of benefits and risks of
poor or no record keeping
• The use of business process analysis and related
tools, such as flowcharts and playscript
procedures
• A plan for dealing with the legacy materials in
their various original or ‘native’ formats
Expressing his confidence in your abilities, he hands you
several files containing excerpts from laws and
regulations and key management tools such as business
system analysis which are vital to your success (see
Appendices). As you leave, he calls out after you, ‘Oh,
DO be sure that your plan integrates the older legacy
ITM records as well.’ You walk to your new office and
immediately get to work….
Your outline for Mr. French comprises essential
preparation for the project and explains what aspects
need to be identified and/or analysed before the new
integrated system can be designed.
Your outline should include the following parts, each
worth 25% of the total assessment:
CASE STUDIES 14: FINDLAY
12
Input required on design
and implementation of a
new ITM system.
Record keeping and
information management
issues to be addressed.
Possible sources of record
keeping warrant.
Need to consider legacy
data.
Resources to be used