 Our Services Filing System Design
Filing System Design
Total understanding
Before we begin any project, we hold an introductory seminar. This one-off training session allows all staff to focus on what the project will mean to them and how records management will benefit them. This way, all your people understand and are as committed to the project as we are.
For a project to succeed, your organisation needs to ‘buy in’ right from the start. By setting up a steering group we create champions inside the organisation who will ensure that the project is a success. These people will have a clear understanding of how your organisation works and your culture. By using their knowledge we will construct an effective communications plan for the project as well as develop the initial stages of the policy and procedures documentation.
Records management health check
Before any systems are designed and developed we need to define just where you can improve your record keeping. To do this we use international benchmarks including ISO15489 and the Archives New Zealand Record keeping Continuum.
Systems Design
We can design a record management system that is readily usable by all people in the organisation. Services include:
· Design a functional records classification structure (sometimes called a taxonomy) · Write Policies and Procedures · Write User guidelines · Write Naming Conventions · Metadata Definition · Develop the Retention and Disposal Schedule programme · Appraisal Functional Records Classification Structure
This is a records management system based around the core functions or the organisation rather than the structure of the organisation. A functional system is not based on the department or group you work in but on the types of work you do.
This means that the system can expand or shrink in those core function areas as the functions are developed. New functional areas can be added without affecting the whole system. Policies and Procedures
To meet the needs of an organisation, records must be full and accurate. Policies, user guidelines and naming conventions help maintain consistency in the way that the organisation keeps records.
See how this works in practice >>>
User Guidelines
User guidelines give staff a quick reference to good filing practices, the dos and don’ts of your system and how to use the records classification structure
Naming Conventions
Naming Conventions ensure that records and documents are named consistently. Consistency means quick retrieval.
Metadata Definition
Metadata is data about data. It is essential to define your metadata for understanding the information stored in your record keeping system. We help you set up the metadata definition to ensure that you readily understand the information that you store.
Retention and Disposal Programme
Under the Public Records Act 2005 it is illegal for any public entity or staff member working in a public entity you dispose of (destroy or transfer to Archives NZ) any record or document without permission from the Chief Archivist. The Public Records Act gives Archives New Zealand the ability to fine individuals and organisations for misconduct under the Act.
Private organisations are well advised to have a programme in place too (remember Enron and Arthur Anderson).
With a function based records classification structure in place it is safe to apply the disposal decision to a record at the beginning of its life (that is the point of creation) rather than the end of its life (closed and ready to disposal of). We design an annual programme and either do the work for you or work with your staff to pass the knowledge on. Appraisal
If you have records that are not covered by a retention and disposal schedule it is necessary to appraise records for disposal. Remember that under the Public Records Act 2005 it is illegal for any public entity or staff member working in a public entity you dispose of (destroy or transfer to Archives NZ) any record or document with out permission from the Chief Archivist. | 
