One of today’s major challenges, with the almost exponential increase in document production, is records management. This explosive growth of information in all its forms is making it ever more difficult to capture and control. Increasing compliance requirements and litigation risks are calling for rigorous records management,
All types of organisations will process information and need to capture and control it, usually the larger the organisation, the bigger the problem.
Information that needs to be managed includes ‘structured information’ in databases and ‘unstructured information’ on paper and electronic files. This includes:
- transient documents;
- draft documents;
- output from blogs and other online fora.
This will include records vital to your business on a day to day basis as well as long-term records that must be retained according to either legislative or corporate document retention requirements.
SIRM uses ISO 15489 and DIRKS as the basis for our records management Services.
The DIRKS methodology is an eight-step process for Australian Government Agencies to use to improve their records management and information management practices, including the design and implementation of new records management systems. The methodology is compliant with, and expands on, the methodological framework of the Australian Standard for Records Management, AS ISO 15489.
The DIRKS methodology, as adopted and adapted by SIRM , will help you to:
- understand your business;
- understand the regulatory and social context in which it operates;
- understand how your business works including its data flows and record types used;
- identify the need to create, control, retrieve and dispose of records within your business;
- assess the extent to which your existing organisational strategies satisfy your needs for records management;
- redesign existing processes and procedures or design new ones to address any identified non conformances;
- develop a record management system based on agreed strategies;
- implement the record management that you define;
- review the implementation to see if it meets the defined system objectives;
- undertake a process of ongoing audits against internal policies and procedures;
- implement a process of continuous improvement.
This approach gives you a number of practical tools that can be used to underpin good records management. It provides the essential framework to:
- adopt appropriate metadata standards for control and retrieval of records;
- compile a functions-based records disposal process for records unique to your business;
- construct organisation specific classification tools;
- design or select records management tools to create, control, retrieve and dispose of your records.
- develop a business classification scheme that identifies, labels and defines the unique functions and activities of your organisation;
- establish a business case for records management;
The SIRM approach builds operational resilience by ensuring that your records (both paper and electronic) are::
- aligned with your business needs;
- appropriately protected against unauthorised access, modification, erasure or disclosure;
- correctly documented through their complete life cycle;
- demonstrating compliance verified by a third party Certification Body;
- easily accessible;
- interoperable between disparate systems;
- subject to processes and procedures for records management that are documented and tested;
- transparent in the disposal process;
- subject to a public statement that you have addressed records management and information security needs of your, and your customers, data
- subject to managing and treating significant risks to reduce them to an acceptable level in line with risk appetite;
- properly maintained;
- traced to from creation to disposal or archiving