Home Random Page


CATEGORIES:

BiologyChemistryConstructionCultureEcologyEconomyElectronicsFinanceGeographyHistoryInformaticsLawMathematicsMechanicsMedicineOtherPedagogyPhilosophyPhysicsPolicyPsychologySociologySportTourism






Records Management Competency Profiles

Rating Scale: 0 = No awareness or skill

1 = Awareness and understanding only

2 = Can do with assistance

3 = Skilled, no supervision required

4 = Advanced, can lead and review work of others

5 = Can plan work of others

 

A. PROVIDE RECORDS MANAGEMENT PROGRAMS AND SERVICES (Competency) Entry Level Techni- cian Analyst Manager  
A1. Establish records management programs and services (Task)        
A1.1 Identify organization recordkeeping requirements (Sub-Task) A1.1.1 Define audience (Action) A1.1.2 Analyze recordkeeping needs of organization A1.1.3 Identify gaps
A1.2 Develop records management strategic plan A1.2.1 Define mechanisms for program and service development A1.2.2 Define required resources A1.2.3 Develop strategy for acquiring resources A1.2.4 Obtain support and commitment of clients, partners and senior management
A1.3 Design records management programs and services A1.3.1 Define mandate A1.3.2 Develop practical solutions to recordkeeping requirements
A1.4 Market records management programs and services A1.4.1 Develop and implement promotional and marketing strategy A1.4.2 Network with groups and individuals A1.4.3 Promote importance of recordkeeping A1.4.4 Promote records as an information resource A1.4.5 Promote records management as an instrument to help meet accountability requirements A1.4.6 Inspire confidence in the system’s reliability
A1.5 Implement records management programs and services A1.5.1 Establish operating procedures A1.5.2 Design and implement service agreements A1.5.3 Secure required resources
A1.6 Evaluate records management programs and services A1.6.1 Establish criteria A1.6.2 Collect data A1.6.3 Analyze data A1.6.4 Prepare and submit recommendations
A1.7 Renew records management programs and services A1.7.1 Keep abreast of trends in records management programs and services A1.7.2 Update programs and services
A2. Advise organization on recordkeeping        
A2.1 Raise awareness about the importance of recordkeeping A2.1.1 Advise organization on recordkeeping responsibilities A2.1.2 Ensure recordkeeping is component of strategic and operational plans A2.1.3 Advise users how to meet their recordkeeping requirements A2.1.4 Chair and participate in organizational committees to raise and address recordkeeping issues A2.1.5 Work with members of other information-related disciplines A2.1.6 Work with lawyers to ensure recordkeeping practices support legal requirements
A2.2 Advise on legislation and policy issues related to records management A2.2.1 Interpret legislation, policy, standards A2.2.2 Contribute to the development of legislation, policy, standards A2.2.3 Identify information law and policy issues such as privacy, right to access, etc. A2.2.4 Prepare and submit recommendations A2.2.5 Write, promulgate and monitor organizational policies
A2.3 Advise on emerging information-related developments, trends and issues A2.3.1 Keep up-to-date with developments, trends and issues in records and information management A2.3.2 Identify emerging information technology trends and issues A2.3.3 Work with information systems designers to include recordkeeping requirements in systems design A2.3.4 Advise on relevance and applicability of emerging trends and issues A2.3.5 Identify recordkeeping aspects of emerging trends and issues A2.3.6 Prepare and submit recommendations
A2.4 Advise on technical issues related to records management A2.4.1 Keep up-to-date with current information management and information technology concepts and practices A2.4.2 Apply generally accepted recordkeeping practices A2.4.3 Research business functions and activities of government, and organization        
A2.4 Advise on technical issues related to records management A2.4.1 Keep up-to-date with current information management and information technology concepts and practices A2.4.2 Apply generally accepted recordkeeping practices A2.4.3 Research business functions and activities of government, and organization A2.4.4 Research organization processes and how different organization working groups interact A2.4.5 Research the accountability needs of organization A2.4.6 Advise on what types of records need to be captured A2.4.7 Ensure that recordkeeping requirements are built into the design of business applications, work processes and management functions
A2.5 Resolve records management issues A2.5.1 Find common solutions across the organization, thus avoiding “stove-pipe” recordkeeping A2.5.2 Incorporate recordkeeping in daily operations of organization
A2.6 Develop rules for recordkeeping A2.6.1 Develop and contribute to policies for what records need to be captured based on the business needs of the organization A2.6.2 Develop and contribute to procedures, standards, practices for the identification, description, classification, organization, storage, protection, retention and disposition of records A2.6.3 Ensure that recordkeeping rules are reflected in the plans, tools and techniques used to develop, implement, evaluate and audit the organization’s programs and services
A2.7 Liaise with senior management, clients, peers and the community A2.7.1 Develop relationships and communications channels A2.7.2 Encourage management support for recordkeeping activities A2.7.3 Represent the organization in the records management community A2.7.4 Share expertise, lessons learned and ideas for improvements A2.7.5 Chair and participate in interorganizational committees and working groups
A2.8 Coach user community A2.8.1 Guide users on effective recordkeeping practices A2.8.2 Work with users to interpret needs into the functionality of the system and practices A2.8.3 Monitor recordkeeping activities of users A2.8.4 Certify users as compliant with recordkeeping practices
A2.9 Provide user instruction and orientation A2.9.1 Assess needs A2.9.2 Determine scope of instruction A2.9.3 Determine audience A2.9.4 Develop instruction and orientation tools A2.9.5 Deliver instruction and orientation A2.9.6 Reserve facilities, equipment, teaching aids A2.9.7 Provide outlines and materials A2.9.8 Evaluate instruction and orientation
B. CAPTURE RECORDS        
B1. Provide recordkeeping system        
B1.1 Create recordkeeping system B1.1.1 Assess needs B1.1.2 Determine requirements for recordkeeping system B1.1.3 Determine requirements to capture records of transactions within system B1.1.4 Identify and evaluate options B1.1.5 Select recordkeeping system B1.1.6 Implement recordkeeping system B1.1.7 Convert manual/semi-electronic systems to fully automated systems B1.1.8 Test recordkeeping system
B.1.2 Maintain recordkeeping systems B1.2.1 Evaluate recordkeeping system B1.2.2 Revise and update recordkeeping system
B1.3 Collect, create and receive records B1.3.1 Identify what a record is and is not B1.3.2 Identify clients, creators and holders B1.3.3 Identify records and transactions which need to be captured B1.3.4 Capture and enter records and transactions in recordkeeping system B1.3.5 Process information and records B1.3.6 Maintain audit trails
B2. Conduct records surveys        
B2.1 Develop survey plan to collect data on records B2.1.1 Determine needs and scope B2.1.2 Obtain approvals to proceed B2.1.3 Identify survey areas B2.1.4 Determine time frame B2.1.5 Establish procedures B2.1.6 Design or acquire data gathering tools
B2.2 Gather data B2.2.1 Interview information and records owners and users B2.2.2 Study organizational mandate and structure B2.2.3 Research functional areas B2.2.4 Review business processes B2.2.5 Research legislative and regulatory requirements B2.2.6 Research organizational policy and requirements B2.2.7 Review records of functional areas
B2.3 Compile survey results B2.3.1 Analyze survey data B2.3.2 Evaluate survey data B2.3.3 Prepare data and business models B2.3.4 Prepare and submit report and recommendations
B2.4 Implement survey recommendations B2.4.1 Communicate approved recommendations B2.4.2 Carry out approved recommendation B2.4.3 Evaluate implementation and project
C. ORGANIZE AND DESCRIBE RECORDS        
C1. Provide organization and description capabilities        
C1.1 Create organization and description component of recordkeeping system C1.1.1 Assess needs C1.1.2 Determine requirements for organization and description C1.1.3 Identify and evaluate options C1.1.4 Select organization and description component C1.1.5 Implement organization and description component C1.1.6 Test organization and description component
C2. Create classification schemes        
C2.1 Determine hierarchy and categories C2.1.1 Assess needs C2.1.2 Research options C2.1.3 Use data gathered during survey C2.1.4 Design hierarchies and categories C2.1.5 Negotiate design with clients C2.1.6 Develop scope notes and descriptors C2.1.7 Design coding methodology C2.1.8 Assign codes
C2.2 Create thesauri and authority files C2.2.1 Identify terminology C2.2.2 Identify cross-references C2.3 Create indexes C2.4 Document classification schemes
C3. Create or derive descriptive records and metadata        
C3.1 Design or adopt metadata elements C3.1.1 Assess requirements C3.1.2 Research existing metadata standards C3.1.3 Develop or apply required metadata elements C3.1.4 Incorporate metadata elements into recordkeeping system
C3.2 Create descriptions for content, context and format C3.2.1 Assess content, context and format C3.2.2 Complete metadata fields C3.2.3 Ensure metadata is attached to information and records
C4. Apply classification        
C4.1 Assign classification C4.1.1 Identify record content C4.1.2 Select classification C4.1.3 Apply classification to record C4.1.4 Verify classification on pre-classified records and recommend changes
C4.2 Arrange information according to classification system C4.2.1 Create files and volumes C4.2.2 File records C4.2.3 Interfile records C4.2.4 Incorporate or devolve records when programs change C4.2.5 Maintain statistics and audit trails
C4.3 Update thesauri and authority files
C5. Maintain classification schemes        
C5.1 Determine strengths and weaknesses C5.1.1 Consult with users C5.1.2 Review classification scheme
C5.2 Revise classification schemes C5.2.1 Develop revision plan C5.2.2 Implement revision plan C5.2.3 Create new categories, files and volumes
D. PROVIDE ACCESS TO RECORDS        
D1. Provide access and retrieval capabilities        
D1.1 Create access and retrieval component of recordkeeping system D1.1.1 Assess needs D1.1.2 Determine requirements for access and retrieval D1.1.3 Identify and evaluate options D1.1.4 Select access and retrieval component D1.1.5 Implement access and retrieval component D1.1.6 Test access and retrieval component
D2. Manage user data        
D2.1 Register users D2.1.1 Collect data D2.1.2 Verify information D2.1.3 Determine access rights D2.1.4 Input data
D2.2 Issue user identification D2.2.1 Deliver ID        
D2.3 Maintain user data D2.3.1 Monitor user database D2.3.2 Update user database D2.3.3 Gather user statistics D2.3.4 Analyze user data D2.3.5 Maintain statistics and audit trails
D3. Provide retrieval services        
D3.1 Analyze retrieval request D3.1.1 Determine scope of request
D3.2 Identify records to be retrieved D3.2.1 Search indexes D3.2.2 Select records to be retrieved, from indexes D3.2.3 Determine location of records to be retrieved
D3.3 Retrieve and charge out records D3.3.1 Locate and select records from recordkeeping system D3.3.2 Charge out records D3.3.3 Deliver records to user
D3.5 Monitor charged out records in use D3.5.1 Track files and records (who has records, when) D3.5.2 Operate recall system D3.5.3 Maintain statistics and audit trails
D3.7 Process returned records D3.7.1 Receive records from users D3.7.2 Charge in records
E. STORE AND PROTECT RECORDS        
E1. Provide storage and protection capabilities        
E1.1 Create storage and protection component of recordkeeping system E1.1.1 Assess needs E1.1.2 Determine requirements for storage and protection E1.1.3 Identify and evaluate options E1.1.4 Select storage and protection component E1.1.5 Implement storage and protection component E1.1.6 Test storage and protection component
E2. Provide storage facilities        
E2.1 Acquire storage facilities E2.1.1 Plan facilities E2.1.2 Design or adapt facilities E2.1.3 Set up facilities E2.1.4 Maintain facilities E2.1.5 Contract out storage
E3. Store records        
E3.1 Provide storage services E3.1.1 Manage information and records in facilities E3.1.2 File or interfile records E3.1.3 Retrieve records E3.1.4 Deliver records to clients E3.1.5 Maintain storage service contract
E4. Manage media and information        
E4.1 Develop media management solutions E4.1.1 Identify media formats requiring management or conversion E4.1.2 Identify solutions E4.1.3 Implement solutions E4.1.4 Maintain media E4.1.5 Maintain integrity of information in all media E4.1.6 Evaluate solutions E4.1.7 Revise solutions
E5. Provide protection and preservation solutions        
E5.1 Develop protection and preservation solutions E5.1.1 Identify information requiring protection or preservation E5.1.2 Identify solutions E5.1.3 Implement solutions E5.1.4 Maintain solutions E5.1.5 Evaluate solutions E5.1.6 Revise solutions
E6. Provide security        
E6.1 Develop security solutions E6.1.1 Assess needs E6.1.2 Identify solutions E6.1.3 Test solutions
E6.2 Implement security solutions E6.2.1 Identify or mark classified records E6.2.2 Protect classified records according to standards E6.2.3 Downgrade classified records when required
E6.3 Maintain security solutions E6.3.1 Evaluate security solutions E6.3.2 Revise security solutions
E7. Provide disaster planning        
E7.1 Develop disaster recovery plan E7.1.1 Identify disaster recovery scenarios E7.1.2 Perform threat and risk assessment E7.1.3 Document disaster recovery scenarios E7.1.4 Disseminate disaster recovery scenarios E7.1.5 Arrange service bureau services
E7.2 Test disaster recovery plan E7.2.1 Simulate conditions E7.2.2 Enact scenario(s) E7.2.3 Evaluate the exercise
E7.3 Maintain disaster recovery plan E7.3.1 Evaluate disaster recovery scenarios E7.3.2 Revise disaster recovery scenarios
E8. Provide vital records services        
E8.1 Develop vital records plan E8.1.1 Assess needs E8.1.2 Identify and test solutions
E8.2 Implement vital records plan E8.2.1 Identify/mark vital records E8.2.2 Copy vital records E8.2.3 Store vital records E8.2.4 Maintain and update vital records
E8.3 Maintain vital records services E8.3.1 Evaluate vital records services E8.3.2 Revise vital records services
F. DISPOSE OF RECORDS        
F1. Provide retention and disposition capabilities        
F1.1 Create retention and disposition component of recordkeeping system F1.1.1 Assess needs F1.1.2 Determine requirements for retention and disposition F1.1.3 Identify and evaluate options F1.1.4 Select retention and disposition component F1.1.5 Implement retention and disposition component F1.1.6 Test retention and disposition component
F2. Create records retention and disposition schedule        
F2.1 Develop Draft Schedule F2.1.1 Establish schedule project team and terms of reference F2.1.2 Collect data on business functions, activities, transactions and records F2.1.3 Analyze data and conduct background research and interviews F2.1.4 Prepare draft schedule including records series descriptors, legal citations, closure criteria, retention periods and proposed final disposition F2.1.5 Solicit archival appraisal to establish final disposition F2.1.6 Obtain legal, financial and other opinions on draft schedule
F2.2 Obtain approvals for schedule F2.2.1 Prepare schedule documentation and rationale F2.2.2 Coordinate and facilitate internal review process F2.2.3 Finalize schedule F2.2.4 Obtain internal approval of schedule F2.2.5 Submit schedule to Alberta Records Management Committee for approval
F2.3 Communicate Approved Schedule F2.3.1 Add schedule data to recordkeeping system F2.3.2 Distribute schedule to functional areas and regional offices
F3. Implement schedule        
F3.1 Apply schedule F3.1.1 Determine restrictions to applying schedule F3.1.2 Notify functional areas of impending disposition F3.1.3 Transfer materials F3.1.4 Destroy materials F3.1.5 Maintain statistics and audit trails
F3.2 Use intermediate or semi-active storage facilities F3.2.1 Prepare accessions lists and indices F3.2.2 Ship to facilities F3.2.3 Recall from storage F3.2.4 Return to storage F3.2.5 Maintain record of recall and return activities
F3.3 Monitor compliance with schedule F3.3.1 Design review and audit criteria and process F3.3.2 Apply review and audit process
F3.4 Maintain and amend schedule F3.4.1 Identify required amendments due to program and legislation changes F3.4.2 Prepare draft schedule amendment F3.4.3 Obtain opinions (legal, etc.) and archival appraisal F3.4.4 Obtain internal approvals F3.4.5 Submit amendment to Alberta Records Management committee for approval
G. PROVIDE ELECTRONIC RECORDS/DOCUMENT MANAGEMENT SERVICES        
G1. Acquire records/document management software        
G1.1 Assess needs G1.1.1 Determine scope of the project G1.1.2 Document business requirements and required functionality G1.1.3 Focus scope of the project G1.1.4 Prepare business case G1.1.5 Obtain approvals
G12 Select software G1.3.1 Develop criteria for selection G1.3.2 Compare available software and criteria list G1.3.3 Ensure compatibility with organizational systems
G1.3 Implement software G1.3.1 Develop implementation plan G1.3.2 Test for functionality G1.3.3 Establish software parameters according to organizational requirements G1.3.4 Develop specialized reports G1.3.5 Deploy software
G1.4 Maintain software G1.4.1 Determine maintenance schedule
G1.5 Provide user services G1.5.1 Train users G1.5.2 Design and implement service agreements G1.5.3 Provide user help services G1.5.4 Prepare and disseminate users guides and manuals G1.5.5 Prepare and disseminate system administration guides and manuals
G1.6 Audit/Evaluate/Review G1.6.1 Obtain and analyze feedback G1.6.2 Determine if intended functions are being performed G1.6.3 Identify new requirements
G2. Undertake document imaging and digitizing activities        
G2.1 Assess needs G2.1.1 Determine scope of project G2.1.2 Focus scope of the project G2.1.3 Prepare business case G2.1.4 Obtain approvals
G2.2 Select product G2.2.1 Develop criteria for selection G2.2.2 Design recordkeeping requirements G2.2.3 Compare available products G2.2.4 Ensure compatibility with organizational systems
G2.3 Implement product G2.3.1 Develop workflow for document imaging or digitizing G2.3.2 Incorporate recordkeeping requirements G2.3.3 Scan or input data G2.3.4 Deploy system
G2.4 Maintain product G2.4.1 Determine maintenance schedule G2.4.2 Test and update data
G2.5 Provide user services G2.5.1 Train users G2.5.2 Design and implement service agreements G2.5.3 Provide user help services G2.5.4 Prepare and disseminate users guides and manuals G2.5.5 Prepare and disseminate system administration guides and manuals
G2.6 Audit/Evaluate/Review G2.6.1 Obtain and analyze feedback G2.6.2 Determine if intended functions are being performed G2.6.3 Identify new requirements
H. DEMONSTRATE BUSINESS AND MANAGEMENT SKILLS        
H1. Demonstrate strategic thinking        
H1.1 Identify issues and opportunities for one’s own organization H1.1.1 See the big picture H1.1.2 Anticipate trends, future needs and requirements
H1.2 Recommend changes or new services H1.2.1 Identify various scenarios H1.2.2 Select optimal scenario
H2. Demonstrate planning skills        
H2.1 Establish priorities H2.1.1 Identify criteria for prioritization H2.1.2 Establish and apply procedure for prioritization
H2.2 Define objectives H2.2.1 Define long term state-of-the-art objectives H2.2.2 Define short term state-of-the-art objectives
H2.3 Identify required resources H2.3.1 Establish profile(s) of required human resources H2.3.2 Identify required technological resources H2.3.3 Identify other required resources
H2.4 Prepare plans H2.4.1 Determine steps and time frame
H3. Demonstrate financial management skills        
H3.1 Plan and manage budgets H3.1.1 Plan and manage operational budget H3.1.2 Review invoices and authorize payment H3.1.3 Approve specific budgetary expenditures H3.1.4 Prepare or review and approve cost-benefit analyses H3.1.5 Develop multi-year forecasts and narrative reports H3.1.6 Recommend cost recovery, cost sharing or service sharing arrangements
H3.2 Monitor expenses and revenues H3.2.1 Establish and apply monitoring procedure H3.2.2 Anticipate and justify gaps H3.2.3 Recommend and apply corrective action(s)
H4. Demonstrate organizational skills        
H4.1 Obtain human, physical, material and technological resources H4.1.1 Establish recruitment and purchasing or leasing procedures H4.1.2 Proceed according to standards, requirements and time frame
H4.2 Assign and communicate individual mandates H4.2.1 Demonstrate delegation skills
H5. Demonstrate people management skills        
H5.1 Inspire and motivate colleagues and other contributors H5.1.1 Be a role model H5.1.2 Demonstrate importance of each individual’s role and contributions H5.1.3 Acknowledge individual and team accomplishments
H5.2 Monitor team and individual performance H5.2.1 Establish monitoring procedures and activities H5.2.2 Carry out monitoring procedures and activities H5.2.3 Evaluate individual and team performance H5.2.4 Deal effectively with employee and team problems H5.2.5 Manage grievances
H5.3 Demonstrate coaching skills H5.3.1 Provide direction and feedback on a timely and regular basis H5.3.2 Provide guidance, instruction and assistance on a timely and regular basis H5.3.3 Provide career development guidance H5.3.4 Provide training and education guidance
H5.4 Demonstrate delegation skills H5.4.1 Assign work according to the skills, abilities and potential of staff H5.4.2 Give staff the necessary degree of responsibility and authority to accomplish tasks H5.4.3 Provide clear directions H5.4.4 Make provisions for follow-up
H6. Demonstrate policy management skills        
H6.1 Perform benchmarking activities
H6.2 Develop, design and contribute to policies, principles, rules, guidelines, standards and procedures H6.2.1 Demonstrate awareness of corporate and organizational culture H6.2.2 Demonstrate awareness of regulatory and statutory requirements H6.2.2 Demonstrate awareness of technical requirements
H6.3 Implement policies
H6.4 Monitor compliance to policies
H7. Demonstrate problem solving skills        
H7.1 Identify and diagnose the problem H7.1.1 Integrate information from different sources H7.1.2 Distinguish causes and symptoms
H7.2 Identify possible solutions H7.2.1 Consult and research
H7.3 Select solution H7.3.1 Determine criteria H7.3.2 Evaluate and compare possible solutions
H7.4 Develop and implement solutions
H8. Demonstrate decision making skills        
H8.1 Make timely decisions H8.1.1 Readily address issues and problems under one’s authority H8.1.2 Quickly react to urgent matters and situations H8.1.3 Assess risks H8.1.4 Take calculated risks H8.1.5 Accept impact and consequences of one’s decision
H8.2 Make appropriate decisions H8.2.1 Whenever possible, take time to analyze the problem or situation H8.2.2 Rely on one’s judgment or experience H8.2.3 Consult individuals trusted for their wisdom and practical experience H8.2.4 Accept impact and consequences of one’s decisions
H9. Demonstrate project management skills        
H9.1 Create a proposal H9.1.1 Assess needs H9.1.2 Justify appropriateness and feasibility of project H9.1.3 Prepare business case H9.1.4 Obtain approvals
H9.2 Develop and implement project plan H9.2.1 Take into account resources, time and quality issues H9.2.2 Recruit and train the right people for the project H9.2.3 Lead project
H9.3 Monitor project progress H9.3.1 Keep project on schedule and within budget H9.3.2 Anticipate delays and difficulties and adjust plans when necessary
H9.4 Evaluate output H9.4.1 Learn from project results
H10. Demonstrate contract management skills        
H10.1 Create a proposal H10.1.1 Assess needs H10.1.2 Justify appropriateness and feasibility of contract H10.1.3 Prepare business case H10.1.4 Obtain approvals
H10.2 Develop terms of reference H10.2.1 Take into account resources, time and quality issues H10.2.2 Specify requirements
H10.3 Select Contractor H10.3.1 Develop request H10.3.2 Communicate request H10.3.3 Evaluate responses
H10.4 Monitor contract progress H10.4.1 Keep contract on schedule and within budget H10.4.2 Anticipate delays and difficulties and adjust when necessary
H10.5 Evaluate output H10.5.1 Learn from results
I. DEMONSTRATE INTERPERSONAL SKILLS        
I1. Demonstrate concern for client/customer/user        
I1.1 Respond to client needs and expectations I1.1.1 Identify needs and expectations
I1.2 Maintain and improve quality of services I1.2.1 Obtain information from client / customer / user I1.2.2 Initiate action and address issues with the client in mind
I1.3 Easily establish contact with clients/customers/users I1.3.1 Demonstrate interpersonal skills I1.3.2 Demonstrate listening skills I1.3.3 Demonstrate professional competence
I1.4 Maintain long lasting relationships with clients/customers/users I1.4.1 Demonstrate interpersonal skills I1.4.2 Demonstrate listening skills I1.4.3 Demonstrate professional competence
I2. Demonstrate oral communication skills        
I2.1 Give clear directions and instructions I2.1.1 Understand adult learning principles I2.1.2 Make presentation one-on-one, to small or large groups I2.1.3 Contribute to organizational and interorganizational committees and working groups
I2.2 Explain complex issues and material in plain language free from jargon
I2.3 Make various types of formal presentations
I3. Demonstrate written communication skills        
I3.1 Write clearly and concisely I3.1.1 Use appropriate vocabulary and terminology I3.1.2 Comply with grammar rules
I3.2 Edit documentation
I3.3 Organize complex information to facilitate understanding
I4. Demonstrate leadership        
I4.1 Demonstrate a capacity to influence I4.1.1 Express and promote ideas I4.1.2 Take a clear stand on issues I4.1.3 Make oneself understood and respected I4.1.4 Chair organizational and interorganizational committees and working groups
I4.2 Orient individual and team efforts I4.1.1 Define, suggest and recall objectives I4.1.2 Follow up on tasks and deliverables I4.1.3 Adjust or modify objectives and conditions
I5. Demonstrate negotiation skills        
I5.1 Create a positive climate I5.1.1 Find appropriate time and place I5.1.2 Demonstrate listening skills I5.1.3 Demonstrate empathy
I5.2 Persuade I5.2.1 Present and defend one’s position with emphasis on its benefits for the other party (ies)
I5.3 Find a win-win arrangement or settlement I5.3.1 Try to understand position of other party (ies) I5.3.2 Identify items and issues where a compromise is possible
I6. Demonstrate interviewing skills        
I6.1 Create a positive climate I6.1.1 Demonstrate listening skills I6.1.2 Demonstrate empathy
I6.2 Use interviewing techniques I6.2.1 Ask open-ended questions I6.2.2 Ask close-ended questions I6.2.3 Use case study and problem resolution techniques
I7. Demonstrate teamwork skills        
I7.1 Promote collaboration and cooperation and share one’s experience and expertise I7.1.1 Share information I7.1.2 Share ideas I7.1.3 Fulfill commitments to colleagues I7.1.4 Participate in organizational and interorganizational committees and working groups
I7.2 Earn colleagues’ trust and support I7.2.1 Accept others’ ideas I7.2.2 Praise contributions of fellow colleagues I7.2.3 Be straightforward with colleagues at all times
I7.3 Suggest ideas and adopt behaviours to optimize teamwork I7.3.1 Demonstrate concern for interpersonal relations among team workers I7.3.2 Refrain from dominating meetings
J. DEMONSTRATE PERSONAL SKILLS        
J1. Demonstrate computer skills        
J1.1 Use keyboarding skills
J1.2 Use electronic mail systems
J1.3 Use word processing software
J1.4 Develop and use spreadsheets
J1.5 Develop and use databases
J2. Demonstrate awareness of corporate culture        
J2.1 Identify and comply with organization’s formal and informal guiding principles and values
J2.2 Comply with the corporation’s ways and means
J3. Demonstrate innovation skills        
J3.1 Act on one’s own initiative
J3.2 Provide new insights or different perspectives on common problems or situations
J3.3 Develop solutions and consider options which go beyond the traditional or conventional approaches
J4. Demonstrate thoroughness and attention to detail        
J4.1 Perform tasks to the necessary standards of accuracy and quality
J4.2 Identify and address details that ensure a smooth operation and effective service
J5. Demonstrate time-management skills        
J5.1 Prioritize tasks and assignments
J5.2 Work effectively on several tasks or assignments at the same time
J5.3 Work under pressure
J5.4 Meet demanding deadlines
J6. Manage professional development and growth        
J6.1 Keep abreast of trends and developments
J6.2 Use changes occurring in the workplace as opportunities for professional development and growth
J6.3 Define and update a professional development plan
J7. Demonstrate analytical skills        
J7.1 Collect and synthesize facts and data
J7.2 Break down facts and data into simple elements
J7.3 Identify the essential or most significant issues or challenges
J8. Demonstrate conceptual skills        
J8.1 Recognize patterns, trends or causes of events
J8.2 Identify and design or develop solutions
             

========================================================================================================




ACARM Records Management Guides : Association of Commonwealth Archivists and Records Managers . – 2007.– Available at: http://www.acarm.org/publications/Leaflets/ACARM%20RM%20 leaflet%202%20Policy%20skills%20knowledge.pdf

2 Policy and Skills / Knowledge

This Guide gives advice on the development of records management policies and provides information on the skills and knowledge required in records management work.

Policy

Content

A records management policy is a document that serves as a mandate for managing records in an organisation. It is a statement that describes what the organisation does and intends to do with respect to its records. It underpins a records management programme, giving it authority and emphasising its importance to the organisation.

Organisations should have in place a records management policy that gives authority to the recordkeeping programme, outlines staff and management responsibilities and ensures that the records management function is given due priority. In particular the records management policy:

• Informs staff and management of the importance of records management to the organisation, both strategically and operationally

• Describes in general terms responsibilities for records and in particular refers to the role of the Records Manager

• Provides a basis for accountability

• Ensures compliance with relevant legislation

• Provides for a records management system to meet the organisation’s business need for authentic, reliable and usable records

Development

There are seven steps to follow in developing and issuing an effective records management policy.

1. Establish Senior Management Support - senior management support is essential to the success of the records management programme. You will need, for example, to convince senior managers of the need for and benefits of records management.

2. Research the organisation’s current records management practices, resources and attitudes - this will help you to establish a new policy’s content, priorities and emphasis. You will need to ensure that the policy is realistic and achievable given the organisational culture and available resources.

3. Consult staff - It is important to establish staff views of records management in general and of a policy in particular. Staff will have useful insights into corporate culture as well as recordkeeping.

4. Research the organisation’s legal and regulatory environment - legal and regulatory environment and obligations are a powerful driver in records management policy. Consider also any community expectations and/or standards and best practices.

5. Look at other organisations’ records management policies - examples from other organisations – particularly those in the same sector – can be a useful starting point.

6. Overall policy framework - the records management policy will be one of a range of organisational policies which it should complement and refer to. It is important to locate and research these other policies to ensure a coherent policy framework.

7. Map out Policy - having completed the research draw up the broad parameters of the records management policy.

Example

A sample records management policy statement:

Scope

1. This policy provides for:

• The requirements that must be met for the records of [the organisation] to be considered as a proper record of the activity of the organisation

• The requirements for systems and processes that deal with records

• The quality and reliability which must be maintained to provide a valuable information and knowledge resource for the organisation

• Review of the policy and checking the quality of implementation

2. An overall statement of records management policy which is supplemented by detailed procedures

It covers records in all formats, created in the course of the organisation’s business, including non-conventional records.

Statement

3. Information is a corporate asset and the records of [the organisation] are important sources of administrative, fiscal, legal, evidential and historical information. They are vital to the organisation in its current and future operations, for the purposes of accountability, and for an awareness and understanding of its history. They are the corporate memory of the organisation.

In consultation with organisations which may be concerned with the management of its records, [the organisation] will create, use, manage and destroy or preserve its records in accordance with all statutory requirements.

4. Systematic records management is fundamental to organisational efficiency. It ensures that the right information is:

• captured, stored, retrieved and destroyed or preserved according to need

• fully exploited to meet current and future needs, and to support change

• accessible to those who need to make use of it and that the appropriate technical, organisational and human resource elements exist to make this possible.

5. All staff of [the organization] who create, use, manage or dispose of records have a duty to protect them and to ensure that any information that they add to the record is accurate, complete and necessary. All staff involved in managing records will receive the necessary training.

6. The records management policy is a specific part of the organisation's overall corporate programme and relates to other policies, such as:

• following best practice

Records should be managed in accordance with relevant standards for records management such as ISO 15489, which provides an overall guide to best practice in records management

• the organisation’s Information Services Strategy

Electronic records will underpin e-business providing records for business use, corporate knowledge management and evidence-based policymaking, evidence for quality and accountability, and historical use

• Data Protection

Records need to be managed in accordance with procedures under the Data Protection Act 1998

• Freedom of Information

Records need to be managed in accordance with procedures under the Freedom of Information Act 2000

• audit policy

Records have to meet audit requirements

Accountability

7. The Chief Executivehas a duty to ensure that [the organisation] complies with the requirements of legislation affecting management of the records, and with supporting regulations and codes.

8. The Records and Information Managerwill ensure that there is consistency in the management of records and that advice and guidance on good records management practice is provided.

9. All members of staffare responsible for documenting their actions and decisions in the records and for maintaining the records in accordance with good records management practice.


Date: 2015-12-24; view: 549


<== previous page | next page ==>
Appendix C - Competency Self Assessment | ALIA objects addressed
doclecture.net - lectures - 2014-2024 year. Copyright infringement or personal data (0.008 sec.)