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

• the need for the more recent information in them for reference purposes by other
Ports
• the need for ‘intellectual’ linkages to be made between the new system and the
previous one/s
• the fact that the microfilm is arranged in strictly chronological order, making
access by any other element difficult and time-consuming
• the fact that, like the records to be created in the new system, these records may
well be required quickly by bodies such as the Police or the Courts.
Some of the options which might be put forward in relation to managing the legacy
traveller movements records are:
• to carry out an imaging project for all microfilmed data, including some indexing
of key elements to aid retrieval. Make ‘intellectual’ linkages from the image
collection and the new system to a records management system to assist in control
• similarly, capture images of the paper manifests and create control data for it as
well (possibly based on the database already commenced), with links to the other
systems
• keep legacy records in original format/s and make intellectual links only between
old and new systems.
The learner should demonstrate an understanding of factors influencing how the
legacy data is managed, such as the resources and expertise required to establish a
large scale imaging project, and relate these back to the expected use patterns of the
data.
The implementation step is where the need for a seamless transition from old to new
systems can be ensured.
‘Implementation of record keeping system(s): identify and use a
suitable mix of implementation strategies; integrate the operation of
record keeping systems with business processes and related systems’ 17
This phase of the project to introduce a new system is crucial. It involves choosing
and using a suitable mix of implementation strategies so that the system is used
properly and integrated into the operation of the Department’s business processes and
related systems.
In implementing the new ITM system the Department may
• conduct training for all users and administrators of the new system
• ensure appropriate links are made to the Department’s records management
system and other related record keeping and information systems
• ensure that links are made to the records of previous systems used to manage
traveller movements and that those records are themselves managed appropriately
17 Ibid.
CASE STUDIES 14: FINDLAY
20