Context specific knowledge and understanding 4 page

3. The key processes of your organisation, and which can best be optimised by adopting knowledge behaviours.

4. Current thinking in effective knowledge behaviours and processes.

5. How to coach people to adopt effective knowledge behaviours.

6. How to manage change.

7. How to assess progress in the adoption of KM related values and behaviours.

Area E – Managing content and collections

Standard E1 – Determine policies and strategies for managing content and collections throughout their life cycle

What is the standard about?

This standard is about the development of organisational policies for ensuring that collections and content are managed to meet organisational, legal and ethical requirements throughout their lifecycle. It is also concerned with developing the strategies to be adopted for ensuring that the policy is effectively implemented. This includes determining processes and standards for the access, retention, and disposal of collections, items and content and is applicable to print and digital materials.

Who is the standard for?

This standard is applicable to people in management roles who lead and develop policies, process and standards for managing content and collections. It is also relevant to people in practitioner roles who contribute to policies, processes and standards, and who are responsible for their application and enhancement.

In addition to the core values and behaviours, these behaviours underpin effective performance:

• You are committed to ensuring that content and collections are managed in a legal and ethical way.

• You are committed to developing policies, processes and standards that meet the organisation's business objectives and the needs of customers.

• You recognise that caring for collections is implicit in their management.

Links with other standards and competency frameworks:

This standard has links with the NOS for Health Informatics. See www.skillsforhealth.org.uk or www.ukstandards.org

Other relevant technical standards are: British Standards Institution. PD0010: Principles for good practice for information management, 2nd ed, 1997. British Standards Institution. BS ISO 15489-1:2001 Records anagement.

Standard E1 – Determine policies and strategies for managing content and collections throughout their life cycle

To meet the standard, you must be able to:

1. Develop policies and standards for the management of content and collections in your area of responsibility that meet the needs of the organisation and your customers.

2. Identify, develop, monitor and assess processes that ensure collection management policies are applied accurately and effectively.

3. Ensure that policies and procedures adapt to changes in content subject matter, content formats, to the changing needs of the organisation and of customers.

4. Consult on the continuing usefulness of content and collections.

5. Consult with stakeholders on the development of lifecycle management standards 6. Determine processes for establishing how content and collections are used.

6. Advise on standards and rules for the creation, sharing and storage of records and information that will ensure that they can be managed effectively for access, retention and disposal.

7. Determine criteria for reviewing collections and content in terms of their active, semi-active and archival value and that they are disposed of or destroyed appropriately.

8. Advise on the records management implications of IT application development.

9. Develop and agree standards and appraisal criteria for the review, retention and disposal of content and materials - physical and electronic - that meet corporate requirements, legislative requirements, the guidelines of appropriate authorities, and the needs of users.

10. Determine access policies and process to ensure that collections and content are secure but accessible to accredited customers, including those with visual, hearing or other relevant impairments affecting access to information.

11. Monitor and assess the effectiveness of processes and standards for the management of collections and content.

Standard E1 – Determine policies and strategies for managing content and collections throughout their life cycle

To meet the standard, you must know and understand:

1. That published materials, artefacts, records and archives need to be managed appropriately at each stage of their lifecycle.

2. The business objectives and direction of the organisation, and how this impacts on lifecycle management.

3. The nature of the content and collections for which you are responsible.

4. The requirements of your customers for access to content and collections, and the impact of these needs on how collections and content should be managed.

5. The principles of collection management and the principles of the information and records lifecycle.

6. Current good practice and trends in content and collection management.

7. The implications of relevant office systems, such as workflow and image processing, for records and internal information management.

8. The implications of relevant legislation and standards for content and collection management.

9. International, national and corporate frameworks and standards that apply to the organisation of the information for which you are responsible.

10. External regulations and practice that affect life cycle management.

Standard E2 – Determine policies and strategies for care of collections and repositories

What is the standard about?

This standard is about developing the organisation’s policy for the care of collections and repositories, and the strategies for achieving the level of care required to ensure the survival of materials. This includes determining the standards and processes to be used to achieve the appropriate level of care. Collections and repositories may contain a range of material and formats including published items, internally generated records, archives and artefacts. The standard is applicable to physical and digital materials.

Who is the standard for?

This standard is applicable to people in management and practitioner roles who are responsible for specific collections and/or areas of content. It is also appropriate to people in operational roles who undertake activities that support the maintenance of content and collections.

In addition to the core values and behaviours, these behaviours underpin effective performance:

• You appreciate the value and the use of the collections and content.

• You maintain a working knowledge of the content and collections.

• You recognise that caring for collections is implicit in their management.

• You work with colleagues to ensure that collections and content are managed for optimum care.

• You appreciate the risks in unauthorised alteration of content.

Links with other standards and competency frameworks:

This standard has links with the NOS for Health Informatics. See www.skillsforhealth.org.uk. Other relevant technical standards are:

The Society of Archivists. Best practice guidelines for preservation and conservation, 1997.

British Standards Institution. BS ISO 15489-1:2001 Records management.

The National Archives. The Lord Chancellor’s code of practice on the management of records under section 46 of the Freedom of Information Act, 2002.

Standard E2 – Determine policies and strategies for care of collections and repositories

To meet the standard, you must be able to:

1. Determine criteria for the level of care required for different collections.

2. Identify, develop and assess processes and standards that ensure effective collection care and prevent unauthorised alteration of content.

3. Manage the implementation of these processes and standards and ensure that standards and processes are applied accurately and efficiently.

4. Ensure that policies and processes adapt to changes in content subject matter, changing needs of the organisation and your customers.

5. Identify and define any constraints on access to content resulting from, for example, supplier contracts, restricted access rights or the special needs of customers and determine appropriate access criteria.

6. Ensure that management and processes support contracts with suppliers for the volumes, types and levels of access.

7. Monitor, evaluate and identify potential improvements for collection and content management.

8. Develop processes for assessing the effectiveness of current and emerging content and collection management techniques for collection care.

Standard E2 – Determine policies and strategies for care of collections and repositories

To meet the standard, you must know and understand:

1. The objectives of your organisation.

2. The principles and theory of content and collection care.

3. Customer requirements for access and use of content and collections.

4. The implications of different types of collections for their management and care.

5. The design and access implications of the different range of materials and formats required by different customer groups, including people with visual, hearing or other impairments affecting access to information.

6. How to manage and care for collections including different media and format e.g. artefacts, paper, electronic, images, etc.

7. How to develop and implement care processes for collection care.

8. How to monitor the effectiveness and efficiency of care management processes.

9. Current best practice and likely future developments in content and collection management, and their care.

Standard E3 – Determine policies and strategies to ensure that items and content can identified and found

What is the standard about?

This standard is about determining the organisation’s policy on how collections and content will be organised so that material can be found by customers, and the strategies to ensure that the policy is effectively implemented. This includes determining which standards, tools and processes will be used to describe the items in collections, label specific content, and assign location. Collections may contain a range of material and formats (physical and digital) including published items, internally generated records, archives and artefacts.

Who is the standard for?

This standard is applicable to people in practitioner and operational roles who are responsible for enabling the organisation and management of collections and content so that items and content can be found and used.

In addition to the core values and behaviours, these behaviours underpin effective performance:

• You appreciate the objectives and constraints of people looking for items and content.

• You appreciate the value of ensuring that items and content can be easily found and that links to related material can be made.

• You listen and respond to customer comments on their experience of locating content.

Standard E3 – Determine policies and strategies to ensure that items and content can identified and found

To meet the standard, you must be able to:

1. Ensure that policies for the identification and accessibility of items and content reflect the intended or potential use of the material, objectives of the organisation, and the needs of diverse and varied customers.

2. Ensure that selected strategies, standards and tools adapt to changes in content subject matter, the changing needs of the organisation, and the needs of your customers.

3. Determine appropriate standards, rules and schedules for describing the item and its provenance.

4. Determine appropriate standards and tools for describing the content and nature of an item, e.g. subject indexes, catalogue descriptors, taxonomies, thesauri, ontologies, metadata, using external standards where appropriate and developing internal standards where necessary.

5. Determine schedules and tools for assigning an item to a location, e.g. classification, and filing plans.

6. Work with suppliers of published information and resources to streamline and simplify processes for the organisation of content for retrieval.

7. Ensure that organisational tools and standards developed or amended in-house are well documented and include review and update mechanisms.

8. Develop processes for applying selected tools/standards/schemas.

9. Monitor and assess the effectiveness of processes and standards.

Standard E3 – Determine policies and strategies to ensure that items and content can identified and found

To meet the standard, you must know and understand:

1. The potential uses of the collections and content, including their potential to uncover ‘hidden’ content relating to groups traditionally under-represented or ‘invisible’ in collections.

2. The principles of information science, information retrieval, records management, and the organisation of collections.

3. International, national, and organisational standards for collection and content description, labelling and coding, and metadata.

4. Good practice in the application and modification of external standards to create standards for use by your organisation.

5. Good practice in the development of organisational specific standards for description, coding and labelling content.

Standard E4 – Provide appropriate environments and systems for physical collections and repositories

What is the standard about?

This standard is about designing, managing and maintaining spaces that are environmentally appropriate for the material in physical collections and provide appropriate facilities for customers and staff..

Who is the standard for?

This standard is applicable to people in management, practitioner and operational roles who are responsible for the space in which physical collections are housed and used, and the facilities for customers and staff using them.

In addition to the core values and behaviours, these behaviours underpin effective performance:

• You appreciate how physical environments affect the way customers use collections.

• You appreciate the value of the collections and strive to ensure that it is housed appropriately.

• You empathise with the needs of customers who use and work with the collection.

• You listen and respond to customer comments on the environment.

• You take note of how service environments are designed for use in other sectors.

Date: 2015-12-24; view: 470