Context specific knowledge and understanding 1 page

1. The culture and values of your organisation and what effect they have on corporate governance.

2. Policies and procedures that make sure people meet the requirements.

3. The processes for maintaining the relevant policies and procedures and making sure they continue to be effective.

4. The different ways in which people may not meet the requirements and the risks of these actually happening.

5. The procedures for dealing with people who do not meet the requirements, including requirements for reporting.

Standard B2 – Identify and apply information legislation, regulations and standards

What is the standard about?

This standard is about identifying and applying legislation, regulations and standards that relate to information and its use. This includes copyright and other intellectual property rights, legal deposit, public records and freedom of information, data protection and privacy, computer misuse and the creation and maintenance of company records. It is essential that staff working in information and library services, archive services and records management can apply those areas of information that apply to their working environment.

Who is the standard for?

The Standard is applicable to people in management and practitioner roles who must ensure that services and functions comply with information legislation and regulations. The standard is also relevant to people in operational roles who require sufficient knowledge to ensure that their own actions are compliant and who may need to make customers and stakeholders aware of the effect of information legislation on their activities. .

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

• You ensure your own actions comply with the relevant information laws and regulations relating to your work.

• You are concerned for the reputation of your organisation.

• You are vigilant for potential risks and breaches of legislation and regulation.

• You make appropriate information available promptly to those who need it.

• You show sensitivity when the actions of customers and colleagues conflict with the legislation.

Links with other standards and competency frameworks:

This standard has links with standard B1 - Ensure compliance with legal, regulatory, ethical and social requirements in this set of NOS, which is taken from the NOS for Management and Leadership developed by the Management Standards Centre.

Standard B2 – Identify and apply information legislation, regulations and standards

A number of British Standards are relevant, e.g. PD0008: A code of practice for legal admissibility and evidential weight of information stored electronically (1999); PD0010: Principles for good practice for information management, 2nd ed (1997) and BS ISO 15489-1:2001 Records management. Amongst comprehensive guidance available from the National Archives is The Lord Chancellor’s code of practice on the management of records under section 46 of the Freedom of Information Act (2002).

To meet the standard, you must be able to:

1. Maintain your current knowledge of relevant legislation and regulations affecting the provision of information and library services, archive services and records management systems.

2. Identify how information and library services, archive services and records management systems and services must be developed and managed to comply with information legislation and regulations appropriate to your organisation.

3. Develop policies, procedures and services that ensure your organisation meets information legislation and regulatory requirements.

4. Ensure that colleagues, customers and stakeholders understand the impact of information legislation and regulations on system and service provision and the importance of following policies and procedures.

5. You encourage a climate of openness about compliance.

6. Monitor compliance with policies and procedures and take remedial action if these are not followed, providing advice and support as appropriate.

7. Report on any failures in compliance through the appropriate channels.

8. Identify the reasons for non-compliance and adjust policies and procedures to reduce the likelihood of failures in the future.

Standard B2 – Identify and apply information legislation, regulations and standards

To meet the Standard, you must know and understand:

1. The relevant information legislation and regulations that apply to your organisation.

2. Your organisation’s information policies and processes and how these have been influenced by relevant information legislation and regulation.

3. The ways in which legislation and regulations influence the development and delivery of information and library services, archive services and records management systems in your organisation.

4. The ways in which other similar organisations deal with these issues and what is considered to be good practice.

5. Current and emerging concerns about information legislation and regulations.

6. The different ways in which people may not comply with requirements and the risk of this happening.

7. The procedures for dealing with people who do not comply with requirements, the process for reporting this and any follow-up action that may be required.

8. The processes for reviewing the relevant policies and to procedures to ensure they continue to be effective.

Standard B3 – Identify and apply professional codes of conduct and ethics

What is the standard about?

Professional bodies develop codes of practice and ethics that define the standards expected from members of their professions. These impact on occupational activity even though many individuals in the workforce are not members of a professional body. This standard is relevant to all staff and is about identifying and understanding how these professional codes of conduct influence the development and delivery of information and library services, archives services and records management functions.

Who is the standard for?

The Standard is applicable to people in management, practitioner and operational roles.

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

• You respect the values, human rights and lifestyles of colleagues and customers .

• You comply with relevant professional standards and codes of practice.

• You claim expertise only where you have adequate skills and knowledge.

• You refrain from activities that compromise professional integrity and objectivity.

• You champion professional ethics across the organisation.

• You identify and raise ethical concerns where necessary.

Links with other standards and competency frameworks:

Members of the Chartered Institutue of Library and Information Professionals observe their Code of Professional Practice for Library and Information Professionals. See www.cilip.org.uk/professionalguidance/ethics/code.htm

Members of the Society of Archivists observe their Code of Conduct. See www.archives.org.uk/membership/codeofconduct.html

Both documents set out valuable principles which are relevant to everyone working in information and library services,archive services and records management.

Standard B3 – Identify and apply professional codes of conduct and ethics

To meet the standard, you must be able to:

1. Maintain your current awareness of relevant professional codes of practice.

2. Explain concisely and clearly where and why professional codes and ethics impact on your work.

3. Defend decisions taken for professional or ethical reasons.

4. Identify where the organisation may be operating in ways that contravene relevant professional codes of conduct or ethics.

5. Provide clear guidance on codes of conduct and ethics applicable to information and library services, archives services and records management functions to colleagues, customers and stakeholders.

6. Use the appropriate channels for raising concerns about misconduct or unethical behaviour.

7. Differentiate between personal and professional codes of conduct.

Standard B3 – Identify and apply professional codes of conduct and ethics

To meet the standard, you must know and understand:

1. The importance of an ethical and value-based approach to information and library services, archives services and records management functions. and how to put this into practice.

2. The principles of the relevant professional codes of practice.

3. The ways in which these frameworks apply to the management and development of information and library services, archives services and records management functions services and systems.

4. The proper relationship between information providers and their customers, both inside and outside the organisation.

5. The legal requirements that address issues of participation and, in the case of disabled people, the legally required ‘reasonable adjustments which make that right a reality.

Standard B4 – Comply with your employer’s values, policies and procedures

What is the standard about?

Staff working within an organisation need to follow and uphold their employer’s values, standards, policies and procedures in the workplace. Employer practice may also need to be influenced so that it reflects good practice. This standard is about complying with the expectations of your employer and identifying and resolving any tensions between these requirements, professional codes of conduct and the law.

Who is the Standard for?

The Standard is applicable to people in all roles within the workforce.

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

1. You respect your employer’s values and demonstrate them in your everyday work.

2. You support your employer’s policies and procedures.

3. You use appropriate channels to highlight any areas of potential or actual conflict between your employer's values, standards, policies and procedures and the law or relevant professional codes of conduct.

4. You encourage others to adhere to your employer’s values, policies and procedures.

Links with other standards and competency frameworks:

This standard has links with standard B1 - Ensure compliance with legal, regulatory, ethical and social requirements in this set of NOS, which is taken from the NOS for Management and Leadership developed by the Management Standards Centre.

Standard B4 – Comply with your employer’s values, policies and procedures

To meet the standard, you must be able to:

1. Develop information and library services, archive services and records management systems that reflect your employer’s values, policies and procedures.

2. Provide and maintain services that comply with your employer’s policies and procedures.

3. Demonstrate your employer’s values in your work.

4. Influence colleagues to support employer values, policies and procedures.

5. Identify where current employer values, policies and procedures impede appropriate activity and make suggestions for change.

Standard B4 – Comply with your employer’s values, policies and procedures

To meet the standard, you must know and understand:

1. The importance of having an ethical and value-based approach to information and library services, archive services and records management, and how to put this into practice.

2. The culture of your organisation and how this affects the provision of information and library services, archive services and records management systems.

3. Your employer’s values and why they are important.

4. Your employer’s policies and procedures, how these have been developed and how they are kept under review.

5. How to demonstrate and apply your employer’s values, policies and procedures in the workplace.

6. How to influence the development of your employer’s values, policies and procedures.

Standard B5 – Advise on information governance

What is the standard about?

This standard is about advising your organisation and its customers on how information and records should be managed and used to meet the organisation’s objectives and operational needs, whilst also meeting regulatory, legislative, ethical and quality standards. This includes advising on the governance framework for information assets and on operational practice. The standard also includes addressing risks to the confidentiality, integrity, availability and transmission of information (e.g. plagiarism, unauthorised disclosure or inappropriate use of information assets) and developing, managing and maintaining an effective compliance framework for information and records management.

Who is the standard for?

The standard is applicable to people in management and practitioners roles.

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

1. You promote the value and importance of managing information, records and knowledge legally and effectively to all levels of the organisation.

2. You exemplify good information governance.

3. You take responsibility for alerting the organisation to information and records risks, and their consequences.

4. You encourage a climate of openness about meeting and not meeting the requirements for managing knowledge and information.

5. You make appropriate information and knowledge available promptly to those who have a right to it.

6. You respect the need for confidentiality

Links with other standards and competency frameworks:

This standard has links with standard B1 - Ensure compliance with legal, regulatory, ethical and social requirements in this set of NOS, which is taken from the NOS for Management and Leadership developed by the Management Standards Centre.

Standard B5 – Advise on policies for information governance

To meet the standard, you must be able to:

1. Develop effective policies and procedures for information and records management to avoid or mitigate your organisation’s information risks.

2. Embed information governance and records management policies and practices as part of the organisation’s strategic management and its operational processes.

3. Identify, evaluate and prioritise the risks to your organisation from the misuse or unauthorised disclosure of information or the lack of integrity of the information.

4. Monitor new types of risk related to information governance and records management.

5. Work co-operatively with others concerned with risk management (e.g. legal and audit) to ensure information risks are included in your organisation’s risk register and managed.

6. Develop systems to monitor compliance with information governance policies and procedures in your area of responsibility.

7. Ensure relevant people have a clear understanding of the policies and procedures and the importance of putting them into practice.

8. Maintain information and records systems and services to the required governance standards.

9. Alert the organisation to concerns about its information governance and records management activities.

10. Identify reasons for not meeting requirements and adjust the policies and procedures to reduce the likelihood of failures in the future.

Standard B5 – Advise on policies for information governance

To meet the standard, you must know and understand:

1. Statutory and regulatory requirements and standards relating to knowledge, information, data protection, documentation, records and information assurance.

2. The elements that need to be included in a compliance framework.

3. Existing and emerging good practice relating to all aspects of information governance and records management.

4. The nature of the information and records produced by your organisation and its services and the specific legislation and regulations that must govern their management.

5. The nature of the information risks affecting your organisation’s plans and objectives.

6. The needs of your organisation and its different communities for information governance and records management.

7. Your organisation’s policies, practices, and processes for information governance and records management.

8. The different ways in which people may not meet the requirements for managing knowledge and information and the risks of these actually happening.

9. The legal consequences of failing to manage those information risks, both to the organisation and the individual.

10. The business consequences of failing to manage those information risks.

Area C – Identifying, evaluating and acquiring content and collections

Standard C1 – Determine customer and organisational requirements for content and collections

What is the standard about?

Content is required to support information and research services, as well as in response to specific customer demand, and may be free or incur costs. This standard is about identifying the needs of both the customer and the organisation for information. It includes both external and internal information, an organisation’s need to maintain a comprehensive record or archive of its activities and developing its collections through the acquisition of new material.

Who is the standard for?

This standard is applicable to people in management and practitioner roles who are involved in identifying the content and collection needs of customers or the organisation in which they work. It is also relevant to people in operational and practitioner roles who provide content to customers and who obtain feedback on its relevance and usefulness.

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

• You develop working relationships that enable you to understand customer and organisational needs.

• You recognise the need to prioritise the acquisition of content and collections within budgetary and other constraints.

• You recognise that information about content requirements may be sensitive, and handle it appropriately.

• You recognise the sensitivities around personal or corporate ownership of documents and records and handle them appropriately.

• You recognise the need for content and collections to represent requirements of customers and potential customers

Links with other standards and competency frameworks:

This standard has links with standards ML F4 – Develop and review a framework for marketing and ML F10 – Develop a customer focused organisation in the NOS for Management and Leadership, developed by the Management Standards Centre. See www.management-standards.org or www.ukstandards.org

Standard C1 – Determine customer and organisational requirements for content and collections

To meet the standard, you must be able to:

1. Identify the key stakeholders and diverse customer groups to consult on their needs for content.

2. Identify the relevant legislation relevant to the management of the organisation’s records and ensure that the records management policy is compliant.

3. Identify user communities with particular needs for specific content, including those groups who are traditionally ‘hard-to-reach’ and who tend to be under-represented or invisible in collections.

4. Develop systems and processes to gather information from customers and stakeholders on content needs, e.g. through information audits.

5. Use these systems and processes to gather information on content needs.

6. Actively look for changes in the internal and external environment of your organisation that may signal changes in content requirements and new opportunities for content.

7. Identify gaps in content and collections.

8. Analyse and structure information on content and collection needs and gaps so that it can be shared and understood by others.

9. Communicate customer and organisational needs for content and content gaps to those responsible for content policies.

10. Ensure that there is a shared understanding of customer and organisational needs for content across your organisation.

Standard C1 – Determine customer and organisational requirements for content and collections

To meet the standard, you must know and understand:

1. The sector in which your organisation operates and the organisation's strategy, products, services and processes.

2. Legislation which may impact on requirements for content and collections, such as the public sector equality duties (which require pro-active action to promote equality) and which may require services to address issues of under-representation in collections.

3. Relevant legislation on what records are required of your organisation’s activities.

4. The range of customers and potential customers for external and internal content, records and archives.

5. What content your organisation needs to operate effectively.

6. Ways and techniques for identifying and communicating with customers on their content needs.

7. Information audit techniques for identifying information needs.

8. Techniques for evidence-based content decision making.

9. The information about customers and organisational needs that is already available in your organisation.

10. Where you can get information about your customers and alternative sources of content that they may use.

11. How well your customers understand their legal responsibilities in managing the documents and other records they create.

12. How to assess sources of information on your customers to determine their relevance and suitability for use.

13. The implications of collecting, storing and using information on customer needs and how to manage these ethically.

14. How to analyse and assess data and information and turn it into information suitable for decision making.

Standard C2 – Establish what content is available to meet identified requirements and sources of supply

What is the standard about?

New content is constantly being created, whether as internal documents and records or as published material in hard copy or electronically. New material may become available either as individual items or as collections. This standard is about developing and implementing processes for identifying the availability of new content and collections, sources of supply and monitoring supply trends. It requires an understanding of how content becomes available, the sources (internal and external) and the processes for obtaining content.

Who is the standard for?

This standard is applicable to people in management and practitioner roles who are responsible for identifying appropriate content and collections, and sources of supply.

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

• You maintain a current knowledge of the sources and suppliers of external and internal content and collections of relevance to your area of operation.

• You foster good working relationships with suppliers, including potential donors of archives.

• You recognise the importance of assessing content quality.

Links with other standards and competency frameworks:

This standard has links with standards MLF4 – Develop and review a framework for marketing, MLF4 – Build your organisation's understanding of its market and customers and MLF10 – Develop a customer focused organisation in the NOS for Management and Leadership, developed by the Management Standards Centre. See www.management-standards.org or www.ukstandards.org

Standard C2 – Establish what content is available to meet identified requirements and sources of supply

To meet the standard, you must be able to:

1. Identify the range of sources of supply available.

2. Identify changes in the internal and external environment of your organisation (including technical and social developments) that are likely to impact on supply.

3. Identify key suppliers of external content (including holders of relevant archives or collections), including suppliers of content in alternative formats and languages.

4. Identify potential suppliers of internal content, e.g. abstracts, web pages, reports, etc.

5. Identify the records to be managed as organisational records and categorise these into series, determined by their value and importance.

6. Develop systems and processes to identify and track developments in external content (including new sources and methods of supply) relevant to your organisation and customer groups.

7. Assess the value and benefit of new means of content supply including new suppliers, extensions to services provided by existing suppliers, and new ways of providing and delivering content.

8. Set up processes for monitoring suppliers and new suppliers.

9. Track changes in the internal content being generated by your organisation.

10. Work with customers to assess the potential of new internal and external content.

11. Advise your organisation of changes that can beneficially be made to its external content portfolio.

12. Advise your organisation of the potential of new internally developed content to meet wider organisational needs.

Standard C2 – Establish what content is available to meet identified requirements and sources of supply

To meet the standard, you must know and understand:

1. The information supply marketplace (including sources and supply methods), and how to keep up to date with new developments.

2. The business drivers of potential suppliers.

3. How regulatory, social and technical developments impact on supply chains.

4. Constraints and concerns that affect the supply of internal content.

5. How and where key or vital records are created so they can be captured and managed as organisational records in order to meet organisational goals and legal and regulatory requirements.

6. How to analyse new developments for relevance to your organisation or customer group.

7. The types of internal information and records created within your organisation and how these need to be available to meet organisational and customer needs.

8. How to maintain a working knowledge of the content that the organisation already has that is relevant to your area of responsibility and customer needs.

9. How to maintain a working knowledge of new content (including collections and archives) relevant to your organisation.

10. How to make a reasoned case for action where you assess development in sources and supply as significant in terms of their value to the organisation and/or its customers.

11. The techniques for evidence based content decision including research techniques and methods for obtaining customer feedback.

12. How to analyse and assess data and information and turn it into information suitable for decision making.

Standard C3 – Develop content and collection acquisition policies and strategies

What is the standard about?

Having identified customer or organisation requirements, what content is available and its potential sources of supply, the next stage is to develop and implement a content acquisition strategy. This standard is about developing and managing strategies and processes for the cost effective acquisition of information resources in a range of media.

Who is the standard for?

This standard is applicable to people in management and practitioner roles who determine, implement and manage strategies and processes for acquiring content and collections. It is also relevant to those in operational roles who are involved in implementing processes and procedures.

Date: 2015-12-24; view: 611