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

The main aim of the outline is to state what it is that has to happen for the system to
be properly designed and implemented, with some examples of how the results of
certain steps might look (the flowchart as the mapping of a process for step B of the
methodology or a very preliminary list of sources of record keeping warrant for step
C, for example).
Each of the three parts of the outline is worth 25 %, with a final 25% awarded for the
competent use of at least one of the systems planning tools (flowchart, playscript
procedures or other process/systems diagrams) and for demonstrating a good grasp of
overall project management skills exemplified in the overall content and presentation
of the outline. If the student uses more than one of the four systems planning tools, he
or she may obtain three bonus marks for each one competently used. However, these
bonus points may not, on their own, be the basis for awarding a pass to an otherwise
sub-standard piece of work.
The following notes relate to each of the required parts of the outline.
A list of contextual factors with notes analysing how each will affect the design of
the system
This section essentially deals with the information gathering steps of the ‘DIRKS’
methodology. 9 The information gathering described in the methodology may seem
quite broad-ranging, but learners can adapt it to focus in on the area of business
activity with which they are concerned.
In order to design a system which will meet all the needs and requirements of
stakeholders both within and outside of the Department, key aspects of the
environment in which it must operate should be identified and analysed. This
involves:
‘Preliminary investigation: collect information from documentary
sources and through interviews; identify and document the role and
purpose of the organisation, the organisational structure, the
organisation’s legal, regulatory, business and political environment,
critical factors affecting record keeping, and critical weaknesses
associated with record keeping’ 10
In the case of the information about the Department presented in the case study this
includes collecting information like the following.
9
It is important to note that this methodology is not necessarily linear. Steps can take place out of order
or separately, as particular situations dictate.
10
Australian Standard AS4390⎯1996, Records Management, Part 3: Strategies, Clause 6.2.2 Design
methodology.
CASE STUDIES 14: FINDLAY
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