 |
 |
Records Governance Project Approach
Introduction:
Records Governance in this document refers to the way in which organisations and
their management react to all mandatory requirements (originating internally or
externally from laws, regulations, policies, customs or other rules of a
mandatory nature) applicable to the organisation in regard to the creation,
classification, retention, management, destruction or long-term preservation of
records.
The following is a depiction of the distinct actions that need to be taken in
the pursuit of effective Records Governance.
Some of these actions follow sequentially while others (like the training and
audit trail actions) are general actions that could be moved around depending on
the nature and needs of the organisation.
-
Action 1: Create a strong policy environment for Records Management and Retention (click here to read more)
|
People to be involved:
Legal experts with working knowledge of the relevant best practice standards,
the local legislative landscape, the local common law and the interaction
between these requirements.
Description:
Create a strong policy environment for all records management and retention
related efforts. This should ideally be comprised of the following policies:
Records Management Policy: an overarching or “apex”
policy for records management that covers the broader space of records
management but does not in full detail deal with all aspects involved. This
policy should where relevant be based on best practice principles or standards
like ISO/SANS 15489.
Records Retention and Destruction Policy: a subsidiary
policy to the Records Management Policy, stipulating the requirements for the
company in respect of the retention and destruction of records. This policy
should where relevant be based on best practice principles or standards like
ISO/SANS 15489.
Various other subject matter specific policies: among
other policies on the attribution and management of Metadata associated with
records; the creation of Metadata Schema’s; Imaging, Digitisation and other
Conversion or Migration actions. These policies should where relevant be based
on best practice principles or standards like ISO 23081 (Metadata), ISO/SANS
15801 (Imaging), etc.
Result:
A strong policy enA strong policy environment that will provide direction to the efforts of the
organisation in respect of records management and retention while at the same
time documenting the standard approach to be followed by the organisation for
audit trail purposes. The principle here is to “document what you do and do what
you document”.
|
-
Action 2: Determine Regulatory Universe of the Organisation (click here to read more)
|
People to be involved:
Legal experts with working knowledge of the local legislative landscape.
Description:
First determine all the laws and other regulatory instruments applicable within
the jurisdictions within which the organisation operates.
This then needs to be refined to a determination of all the laws and other
regulatory instruments applicable to the organisation and its activities.1
To do so one has to be acutelyTo do so one has to be acutely aware of the different activities undertaken by
the organisation in the jurisdiction in question. If this is done on the basis
of a business classification scheme provided by the organisation it would often
be necessary to do such investigation at the level of individual tasks or
transactions2 in order to determine if any regulatory requirements would be
applicable.
Regulatory requireRegulatory requireRegulatory requirements may in this regard attach to among other
things to:
- the activities of the organisation (i.e. you process unwrought precious metals or provide financial advice),
- the particular form or ownership model the organisation uses for doing business (i.e. you are a trust, company or listed company),
- the particular sector to which your organisation belongs (i.e. you are part of the public or private sector, you are a mine or bank), and
- which jurisdiction your organisation operates in (i.e. South African mines are regulated differently from mines in the rest of Southern Africa or the USA), etc.
1To enable you to do this in South Africa you need to select the relevant Acts
from the list of approximately 2000 statutes on our statute book (to make this
easier Enable Consulting / Law Explorer (Pty) Ltd has prepared a list with
approximately 860 “active” statutes which can be used for this purpose as many
of the acts on the list of 2000 odd are amendment acts, repeal acts, etc.).
2Third level in business classification schemes that use functions and activities
as the first two levels.
Result:
A “RegulatorA “Regulatory Universe” for your organisation
(a list of acts and other regulatory instruments that apply to the
organisation). This has the added benefit that your organisation becomes acutely
aware of its regulatory environment and the potential risks and opportunities it
holds.
|
-
Action 3: Determine Regulatory and Quasi- Regulatory Handling Criteria (click here to read more)
|
People to be involved:
Legal experts withLegal experts with working knowledge of the local legislative landscape, the
local common law and the interaction between these requirements.
Description:
Review all acts and other regulatory instruments within the regulatory universe
for regulatory records requirements.3
One aspect that caOne aspect that caOne aspect that can not be determined on a generic basis for all organisations
by a mere review of the regulatory requirements as it is found in acts,
regulations practice notes and the like is the requirements that may on an ad
hoc basis be set by regulators (or rather by the administrators of the
regulatory provisions) and as such gain quasi regulatory force (i.e. the
requirements for records set in the conditions for the granting of mining
permits, forex trader licences or other conditional permissions or rights
granted by the administrators of the regulatory provisions). This would in
addition to a normal regulatory review also require a review of all the
conditions attached to such instruments issued by regulatory administrators.
The
responsible person should seek answers to among other the following questions:
- What records must the organisation create and/or retain?
- For how long should it be retained and when does this requirement to retain start?
- Where should it be kept?
- In what format should it be kept (i.e. paper, electronic or microfilm)?
- How should it be handled (i.e. confidentially and destroyed securely)?
- Who should be the custodian for such record?
3In South Africa Enable Consulting / Law Explorer (Pty) Ltd has created a
database with regulatory records retention and destruction requirements called
the “Retention Guide” which can be subscribed to for a fee. It resides on the
www.retentionguide.co.za website and it is updated regularly for any changes to
existing legislation or additional requirements that may be created via new
legislation.
Result:
Regulatory RetentiRegulatory Retention Schedule (showing what should be retained) with mandatory
handling criteria for records.
|
-
Action 4 (Optional): Simpllify Regulatory Retention Schedule (click here to read more)
|
People to be involved:
Legal experts with working knowledge
of the local legislative landscape, the local common law and the interaction
between these requirements.
Description:
Because of the need for legal accuracy
when drafting the Regulatory Retention Schedule such Schedule would for the most
part contain the actual verbatim language of the various laws (“statutory
descriptions”) or wording closely resembling such wording. These statutory
descriptions are sometimes difficult to implement in practice because the
wording used in legislation could range from crystal clear examples of record
types to extremely wide, vague or even archaic descriptions or even record
category descriptions that are difficult to implement in practice.
For instance,
if a law prescribes the retention of “customer records”, the different customer
facing business units in an organisation have their own unique sets of records
which would fall within that category. For some it may involve 5 records, for
others it may involve 100.
A further challenge is created by the fact that the
same record may be regulated by more than one regulatory requirement. Again,
because of the need for legal accuracy when drafting the Regulatory Retention
Schedule such Schedule would almost inevitably have the regulatory requirements
represented individually with little or no consolidation or aggregation done to
the requirements in order to preserve the level of legal accuracy and
updatability of the Schedule.
For this reason it could be extremely challenging
for normal staff to link the record requirements to the actual records handled
within the businesses or to fit the statutory descriptions into the demarcation
used by a business classification scheme.
There are various strategies for
solving this problem.4
One option is Records Clearing House Services or
Regulatory Mapping which involves the mapping or assessment of individual record
type examples in an organisation against the individual regulatory requirements
found in legislation. This could entail the individual assessment of a large
number of examples of records within the organisation against a large number of
individual regulatory requirements.5 In this way each In this way each of the record examples
listed in a business classification scheme would have to be assessed against
each of the applicable regulatory requirements. It is clear from the onset that
this would be a very challenging, time consuming and expensive exercise.
The
other more viable strategy is the creation of requirement categories or baskets
for retention. This is done by grouping all the regulatory retention
requirements found in the Regulatory Retention Schedule by means of common
denominators. It is important here that the demarcating factors or denominators
used must reflect as closely as possible the way in which business is organised
within the organisation although the particular structures deployed in the
legislation of a jurisdiction sometimes complicate such exercises.
One example
of this would be where a mining concern would have two options when grouping the
requirements in its safety, health and environment area: i) to group them by
record type, e.g. training records, codes of practice, statistics etc.; or ii)
to group them by subject matter, e.g. records regarding water, hazardous
substances, driven machinery etc. In the second demarcation all hazardous
substance training records would for instance be grouped with the hazardous
substance records in stead of in a training record repository. This demarcation
could also, where suitable, reflect the elements in a business classification
scheme.
Once such demarcation is established, the rules for every demarcated
category or basket would be established taking into account the most onerous
requirements stated for records within that category. The category description
should encapsulate all the records that form part of that category and should
clearly state which record types or categories are included and excluded, much
like the descriptions used in a business classification scheme.
It must be
emphasised at this point that the baskets or categories document does not
replace the Regulatory Retention Schedule but that it merely acts as a necessary
interface, filter or interpretive layer in order to make the regulatory
requirements easier to implement.
An example of a poAn example of a potential basket would be
where accounting, finance and tax records (which comprises among other,
invoices, paid cheques, bank statements, journal vouchers, journals, general
ledgers, cash books, returns to tax regulators, interim- and annual reports
etc.) are grouped together in one basket. The retention requirements for this
basket would be created from the most onerous requirements found in, among
other, the South African Companies-, Income Tax- and Value Added Tax Acts. The
general rule for the basket would for example be a retention period of 15 years
from the end of the financial year to which the records relate while the
exception would be that accounting source documents (invoices, paid cheques
etc.) only need to be retained for 5 years from the same date.
Doing it in this
way almost always leads to some over-compliance but the benefits derived from
the increased ease of implementation more often than not outweigh the additional
cost associated with the over-compliance. The Regulatory Retention Schedule
would however always be the requisite audit trail of the fact that diligence was
applied in the investigation and determination of the applicable regulatory
retention requirements.
4In this respect “records clearing house services” or the creation of categories
or “baskets” as described further down in this section.
5In South Africa there are approximately 1600 such requirements – as per the
Enable Consulting / Law Explorer (Pty) Ltd Retention Guide database.
Result:
A Categories or Baskets based Retention Schedule
(showing what should be retained) with prescribed handling criteria for each of
the record categories. As mentioned earlier this may be integrated with or may
follow the demarcation established by a business classification scheme provided
by the organisation.
|
-
Action 5: Determine need for Records within the Organisation Based
on Evidentiary Requirements, Business Operational Requirements and Voluntary
Commitments (click here to read more)
|
People to be involved:
Local business representatives, internal legal advisors, records managers, IT
and systems managers.
Legal experts with working knowledge of the local legislative landscape, the
local common law and the interaction between these requirements.
Description:
It is important here to not just blindly rely on the records created out of
habit within the organisation but to actively consider the need for records
within the various areas of the organisation. Some of the records existing
within the organisation would have been created based on business, evidentiary
or other needs of the organisation and others out of unsubstantiated habit. It
is important to interrogate and validate those reasons for the creation and/or
retention of records and to create a list with records that should be created
and/or retained from a business, evidentiary and voluntary commitment point of
view for the organisation.
Review all business processes within the organisation
(this may require you to do a work/business process analysis for the
organisation if this has not already been undertaken in the past) and determine
the need for records to be created and/or retained for purposes of:
- Evidence;
- Business operational reasons; and
- Voluntary commitments.
If such listing or review of business processes is done on the basis of a business
classification scheme provided by the organisation it would often be necessary
to do such investigation at the level of individual tasks or transactions6 in
order to determine the individual requirements for purposes of evidence,
voluntary commitments and potentially for business operational reasons.
6 Third level in business classification schemes that use functions and activities as the first two levels.
Evidence: In regard to the evidentiary assessment
(which should preferably be undertaken with the assistance of the internal legal
advisors and external legal experts) you need to determine whether there are
areas where the organisation regularly faces the risk of litigation or needs to
justify its actions to internal or external stakeholders and third parties, and
therefore needs to create or collect records.7
The evidentiary assessment should indicate which records are required to be
created and/or maintained by the organisation and should assign a retention
period and handling criteria to the record based on the inherent evidentiary
value of the record.
It should also determine whether there are specific requirements8 as far as the
format for those records is concerned (i.e. they need to be original records
with physical characteristics such as fingerprints/wet signatures on them) so
that they are acceptable as evidence. All these requirements should be added to
the Retention Schedule. This action relates to the requirements for future
evidence that can with reasonable certainty be predicted at this point. It
should not be confused with an evidentiary hold or “disposal hold” that may
later in the life cycle of a record be placed on it because of the fact that it
may be relevant for potential/current litigation. The former is made at the time
of record creation and retention whilst the latter is made during the retention
period or when the retention period has expired and the record comes up for
destruction. Add these records and requirements to the Retention Schedule by
indicating a low, medium or high evidentiary value and assigning an independent
evidentiary retention period and handling criteria to the specific record.
Business Operational: This assessment (which should be undertaken by the
internal business resources) should identify records that are used as a basis
for everyday business decisions and actions. Without these records the business
function would be starved of the vital information and document flow needed to
make the business run efficiently.9 Assign specific handling criteria to these
records (i.e. even if exploration records or geological records for a mine are
not required to be retained by regulation they should nevertheless be retained
for a very long time because information of that nature may remain relevant and
unchanged for the next 100 years and may be used frequently over that period for
new mining activities). Add these records and requirements to the Records
Schedule.
7This value could be documented by assigning a low, medium or high value for
evidentiary purposes to each of these records.
8These requirements could come
from either or a combination of the statutory law or the common law of a
jurisdiction.
9A workflow system can be used as a good example for how this works. If the
documents do not move from one person to the next, then all the following
processes are halted.
Voluntary Commitments: This assessment should seek out records which
the organisation has on a voluntary basis agreed to keep, whether that
commitment was in terms of an agreement, the constitution or rules of some body
the organisation has joined, or whether it comes from a specific set of criteria
or a standard the organisation has voluntarily subscribed to. Add these records
and requirements to the Records Schedule.
If the optional baskets approach was
followed in regard to the regulatory requirements, the requirements that
resulted from this stage of the process could be dealt with in much the same way
as stated for the regulatory requirements. Please note that the detailed
requirements would in the same way establish the requisite audit trail for
diligence applied in this area. The only marked difference would be that the
Business, Evidentiary and Voluntary Commitments based requirements would now be
integrated with the baskets document categories.
Result:
A separate Business,
Evidentiary and Voluntary Commitments based Retention Schedule (showing what
should be retained) with prescribed handling criteria for each of the record
types. As mentioned earlier this may be integrated with or may follow the
demarcation established by a business classification scheme provided by the
organisation.
If the baskets approach was followed the resultant most onerous
rules would also be integrated with the baskets document category rules,
creating a consolidated Category Based Final Retention Schedule for the
organisation.
|
-
Action 6: Consolidate the Retention Schedules (click here to read more)
|
People to be
involved:
Legal experts and records practitioners with the necessary experience
of this type of consolidation.
Description:
Consolidate the Regulatory Retention
Schedule and Business, Evidentiary and Voluntary Commitments based Retention
Schedule to form one consolidated Retention Schedule showing all records to be
created and or maintained by the organisation. This schedule should show in
respect of each record the single or multiple reasons (if there are) for its
retention (i.e. the same record could be retained for regulatory compliance,
evidentiary, business operational and voluntary commitments reasons and/or it
can be retained for multiple reasons within one of the different categories of
reasons such as where more than one act requires the retention of the same
record or where there are more than one unrelated business reason to retain it).
All these requirements should be documented.10
The regulatory records should now
also (if not already done as part of Action 3 above) be assessed for their
evidentiary, business and voluntary commitments based value. The descriptions
for all the existing records within the Regulatory Retention Schedule should be
augmented by adding evidentiary, business and voluntary commitments based
retention decisions and handling criteria.
If the optional baskets approach was
followed in regard to the regulatory and other requirements, the process
followed in creating the categories or baskets document and the integration of
the Business, Evidentiary and Voluntary Commitment based rules into the baskets
document would make this action redundant.
10This is done in order to make the maintenance of the retention schedule easier
over time. If it is done in the way described, should one requirement or reason
for retaining the record in question change, that requirement can be removed and
the resultant most onerous requirement could be re-calculated as described in
the next action.
Result:
A Consolidated Retention
Schedule for the organisation stipulating all the criteria for handling and
retention stipulated from all the actions above in respect of a specific record
(thus stipulating all internal and external requirements for records).
|
-
Action 7:
Determine the Most Onerous Requirement and Set as Default (click here to read more)
|
People to be involved:
Legal experts and records practitioners with the necessary experience of this
type of consolidation.
Description:
Compare the most onerous requirements in
respect of the regulatory, evidentiary, business and voluntary commitment based
assessments and set the most onerous requirement in respect of that record type
as the Handling Criteria for that record in the Retention Schedule. It is
important not to discard any of the requirements or decisions in regard to a
record as these requirements form the audit trail of decisions taken in respect
of that record in order to determine the correct handling criteria for it. It
also helps to maintain retention and handling criteria decisions in regard to a
specific record type when any of the rationale for the decisions change, i.e.
where legislation is repealed or business rationale fall away. It is also
important to maintain all of the decisions and handling criteria in respect of a
specific record even though those decisions or criteria may not be the most
onerous criteria as they may again become vitally important if the most onerous
criteria changes.
If the optional baskets approach was followed in regard to the
regulatory and other requirements, the process followed in creating the
categories or baskets document and the integration of the Business, Evidentiary
and Voluntary Commitment based rules into the baskets document would make this
action redundant.
Result:
Final Retention Schedule for the organisation.
|
-
Action 8: Determine what Records the Organisation Actually Has (click here to read more)
|
People to be involved:
Records practitioners with the relevant experience.
Description:
Determine what
records you have in the organisation. This can be done by means of:
-
Work/business process analysis documenting where within those processes you
actually create records and potentially linking same to a business
classification scheme; or
- Creating a document inventory/taxonomy of all the
records within your organisation. In all actions related to these records it is
paramount that the level of description of these records should be on record
type level (not on file level) and that the descriptions should be done in
sufficient detail.
Result:
Document Inventory/Map (detailing the “as is”
situation within your organisation).
|
-
Action 9: GAP Analysis (click here to read more)
|
People to be
involved:
Records practitioners with the relevant experience.
Description:
Compare the Final Retention Schedule showing the records the organisation should
have with the records the organisation actually has as per the Document
Inventory and do a GAP Analysis to determine from a regulatory compliance,
evidentiary, business operational and voluntary commitment perspective:
- Does
the organisation have the relevant records it should have?
- Does the
organisation keep it from the correct date and for the correct period?
- Does
the organisation keep it in the right place?
- Does the organisation have it in
the right format?
- Does the organisation handle it correctly (i.e. is it
stored securely enough to comply with the regulatory requirements)?
- Who would
be the custodian (person who will exercise ultimate control over and take
ultimate responsibility) for each record?
Result:
GAP Analysis report with list of items to be actioned to correct retention and management practices (handling criteria).
|
-
Action 10: Action the Results of the GAP Analysis (click here to read more)
|
People to be involved:
Organisational representatives and records practitioners with the relevant experience.
Description:
Create and/or retain records that the organisation should have and assign the correct handling criteria to records as per the Retention Schedule where the organisation currently does not do so; and
Remove and expunge redundant or unnecessary records from the system that the organisation is not required to have as per the Retention Schedule.
Implement the handling criteria set in the Retention Schedule for each record type or category. This will be done by setting the relevant criteria for the record type or category in the rules of the relevant repository for the particular records (i.e. If paper records are sent off to an outside warehousing provider like Metrofile, Docufile, Document Warehouse etc. the generic rules for the records in question will be assigned to the box of similar records or, if they are not similar in nature, the most onerous requirement for any record in that box will be set for the box. If the records are stored electronically the generic handling criteria rules for those records will be assigned to the records in the electronic records management system).
Result:
An implemented Final Retention Schedule.
|
-
Action 11: Monitor Regulatory Universe (click here to read more)
|
People to be involved:
Legal experts with working knowledge of the local legislative landscape, the local common law and the interaction between these requirements.11
11 In South Africa Enable Consulting / Law Explorer in conjunction with a reputable
law firm has created a database with regulatory records retention requirements
called the “Retention Guide” which can be subscribed to for a fee. It resides on
the www.retentionguide.co.za website and it is updated regularly for any changes
to existing legislation or additional requirements that may be created via new
legislation.
Description:
Monitor the regulatory universe of the organisation on an ongoing basis and action any changes to such universe in respect of the requirements for records caused by such changes (changes may be additions of acts or requirements, amendments to existing requirements or deletions of existing requirements). Assess and action any such changes when they occur by updating the requirements in the Retention Schedule and by changing the most onerous requirement if this was affected by such change. Then repeat steps 7, 9 and 10.
Result:
A regularly updated Retention Schedule that is actioned for regulatory changes on a pro-active basis.
|
-
Action 12: Monitor Business Expansion and Contraction (click here to read more)
|
People to be involved:
Retention committee if one is established or business representatives and records managers.
Description:
Monitor the business environment for any changes that may expand the regulatory universe (i.e. your organisation has in the past only provided financial advice but now it has expanded to include banking activities – it will now also be regulated by the requirements that regulate the banking industry) and action such changes by updating the list of records to be retained and the retention and handling criteria part of the Retention Schedule, adding records that was not previously there and changing requirements for records that already appear in the Retention Schedule. Then repeat steps 7, 9 and 10.
Result:
A regularly updated Retention Schedule that is actioned for organisational changes on a proactive basis.
|
-
Action 13: Monitor Business Operational Reasons (click here to read more)
|
People to be involved:
Retention committee if one is established or business representatives and
records managers.
Description:
Monitor the business environment for any changes
to the business operational reasons for handling criteria in respect of records.
If anything changes in respect of the business needs for records you should
document such changes and review the impact of such changes on the Retention
Schedule content. Then repeat steps 7, 9 and 10.
Result:
A regularly updated Retention Schedule that is actioned
for business rule changes on a proactive basis.
|
-
Action 14: Monitor Evidentiary Needs (click here to read more)
|
People to be involved:
Retention committee if one is established or business representatives and
records managers. Internal legal or outside legal experts may be consulted from
time to time on specific matters.
Description:
Monitor the business environment for any changes to the needs for evidence
earlier determined in respect of records (the earlier high, medium and low
classifications and concomitant retention periods assigned). If anything changes
in respect of the earlier high, medium and low classifications and concomitant
retention periods assigned you should document such changes and review the
impact of such changes on the Final Records Handling Schedule content. Then
repeat steps 7, 9 and 10.
Result:
A regularly updated Retention Schedule that is actioned for evidentiary needs
changes on a proactive basis.
|
-
Action 15: Disposal Holds on Records (click here to read more)
|
People to be involved:
Retention committee if one is established or business representatives and
records managers.
Internal legal or outside legal experts may be consulted from
time to time on specific matters.
Description:
Determine the need for placing disposal hold on records as they become relevant
to potential or current litigation and place evidentiary holds on the
destruction of such records. Document such disposal hold decisions (new rules)
in the handling criteria for such records with the outsourced warehousing
supplier or in the electronic records system opposite such record (or box of
records) so that such decision would be visible when the record comes up for
destruction. Monitor and maintain such decisions (the new rules set) as the
litigation or likelihood thereof evolves.
Result:
Updated electronic system rules or updated retention instructions to the
outsourced service provider in respect of the retention of records (or boxes of
records) relevant for litigation.
|
-
Action 16: Destroy Records (click here to read more)
|
People to be involved:
Retention committee if one is established or business representatives and
records managers. Internal legal or outside legal experts may be consulted from
time to time on specific matters.
Description:
Destroy records when they come up for destruction and they are unencumbered by
any further handling criteria or disposal holds. Ensure that destruction takes
place in accordance with any destruction requirements set by the regulatory
environment, business operational, evidentiary and voluntary commitments based
requirements of the organisation. Document destruction actions and decisions and
keep those records for a minimum period determined after taking into account the
regulatory environment, business operational, evidentiary and voluntary
commitments based requirements of the organisation.
Result:
Effective expungement of redundant records no longer needed to be retained by
the organisation.
|
-
Action 17: Document Handling Criteria and Destruction Related
Decisions (Audit Trail) (click here to read more)
|
People to be involved:
Retention committee if one is established or business representatives and
records managers.
Description:
Document all your retention and handling criteria decisions made during the
preceding actions as well as such decisions made on an ongoing basis (i.e. if
you decide that accounting records in your organisation according to the view
taken by your finance department consists of 2 distinct classes of records (i)
Books of Account and (ii) Source Documents – then record that fact and all the
corroborating evidence that led you to view it in such light) or where you
decide to destroy records and keep this audit trail in close association (linked
to) the relevant record type in question.
Result:
Audit trail for records handling criteria decisions.
|
-
Action 18: Audit Compliance with Relevant Policies and Retention
Schedule (click here to read more)
|
People to be involved:
Internal Audit or similar function.
Description:
The organisation’s compliance with the relevant policies and the Retention
Schedule should be monitored on a regular basis and corrective action taken
where necessary.
Result:
Audit trail for records management and retention controls that are in place and
effective management of this area.
|
-
Action 19: Train all Users, Records Managers and Custodians on their
Responsibilities in terms of the Relevant Policies and Retention Schedule (click here to read more)
|
People to be involved:
Legal and records experts with the relevant experience.
Description:
Proper training is very important for change management, ongoing implementation
and control of the records management and retention function. It should
initially be provided to all employees and should thereafter be included as part
of the induction process for new employees. Change management is potentially the
biggest challenge faced by leadership wishing to implement proper records
management practices within their organisations.
Result:
A proper alignment of employee behaviour to the organisational intent of
implementing good records practices.
|
|
|
 |
| • |
1 September 2013 |
| |
ISO TC46 SC11 is currently reviewing ISO 15489. The resultant new standard is expected to be quite different from the current ISO 15489 |
|
|
| • |
8 August 2013 |
| |
The following standards were adopted in South Africa as part of the new management system standard for records:- SANS 30300: Information and documentation - Management systems for records - Fundamentals and vocabulary
- SANS 30301: Information and documentation - Management systems for records - Requirements
|
|
|
|
|
 |
|