Reporting on recordkeeping

So, we’ve built our recordkeeping house, but as we all know you need to maintain the house… from weekly housework to changing lightbulbs to fixing broken things to a full repaint. Yep, we’re talking about monitoring your recordkeeping and all that entails.

No matter how big or small your agency is, you probably have to report on recordkeeping in some way. This might be part of an overall agency report, a more strategic recordkeeping report, or just so you can monitor how you’re doing. It’s an important part of Policy Requirement 2 of the Records Governance Policy not to mention a really important way you can keep track of how your agency is going.

First off, have a look at our advice on reviewing, monitoring and reporting on recordkeeping as it gives you lots of information on how to do it, when to report on recordkeeping, and how it fits into the overall scheme of things.

Like so many things, it won’t always make sense until you see an example, so here is an example might help you out.

Example of measuring records governance effectiveness

To meet Policy Requirement 2, agencies need to be able to measure how well their records governance is supporting them to achieve their business imperatives and strategic goals.

You might also need this information if you’re doing a more strategic report, say for something to be included in an annual report, you might want a report comparing or aligning recordkeeping to your objectives, strategies and KPIs.

The following example is another from Oliver and is part of a report aligning recordkeeping KPIs to strategic recordkeeping objectives. The objectives and strategies shown are from the agency’s strategic plan and is being used to measure how well they are going at implementing it.

Objective
Develop and implement compliant and accountable recordkeeping systems and processes throughout the public authority within the next 5 years
Strategies Key Performance Indicator Timeline

1. Develop and implement strategic and operational plans that cover all recordkeeping activities within the public authority by December 2018

  • Strategic plan covering all core business developed and endorsed by CEO
  • Operational recordkeeping plan covering all core business records developed and ready for implementation
  • All staff (including new staff to the public authority and contractors) are aware of the objectives and deliverables of the strategic and operational recordkeeping plans
  • Plans are reviewed periodically according to internal planning cycle
  •  Strategic plan endorsed December
  • Operational plan ready by March
  • Training and awareness program rolled out to all staff by May
  •  Ongoing-plans reviewed every two years
2. Develop an approved retention and disposal schedule in consultation with QSA by October 2019
  • All core business records are disposed of in accordance with an approved retention and disposal schedule
  • Retention and disposal schedule developed and ready for approval by State Archivist by October

More information

You can find more information about monitoring, reviewing and reporting on recordkeeping on the website. Also check out our other blog posts on policy requirement 2 – Unpacking Policy Requirement 2 and Measuring records governance.

Remember, you can contact us via email, telephone, blog, Twitter.

Also, just like in the movies, all names, characters, places, and incidents portrayed in this blog post are fictitious and are not based on real people or incidents in any way (as far as we know)… just in case you were wondering.

And if you’re interested in the story of Lamingtown so far, you can check out the other blogs here.

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