Context specific knowledge and understanding 2 page

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

• You are committed to meeting diverse and varied customer and organisational needs for content.

• You are committed to developing practical and cost effective strategies and processes for the acquisition of content and collection.

• You are innovative in developing approaches for acquiring content and collections.

• You work in partnership with others to obtain the content required.

Links with other standards and competency frameworks:

This standard has links with standard S1 – Develop a supply chain strategy for the organisation from the NOS for Supply Chain Management, developed by the Chartered Institute of Purchasing and Supply. See www.cips.org or www.ukstandards.org

Standard C3 – Develop content and collection acquisition policies and strategies

To meet the standard, you must be able to:

1. Develop policies for content and collection acquisition, ensuring that they support compliance with legislation and public sector responsibilities as appropriate.

2. Gain commitment for the acquisition strategy and budget and its implementation from stakeholders and colleagues.

3. Track and report on the content strategies, policies, and practices of similar and competitive organisations.

4. Assess priorities for content acquisition, balancing the needs of the organisation and specific customer groups.

5. Assess the most appropriate formats for acquiring content, including the needs of those with disabilities and people who access content using assistive technologies.

6. Assess the potential need for collection policies to include the collection of content relating to under-represented groups, including those defined by age, disability, gender, age, religion, belief and sexual orientation.

7. Assess the potential need for collection policies to include bilingual content (in Wales, a legal requirement in the public sector), the needs of British Sign Language users and the community language requirements of minority ethnic and economic migrant groups within your organisation’s catchment area.

8. Determine when content will be acquired or borrowed.

9. Develop strategies and processes for acquiring internal content and records in ways that link its capture directly to the processes for its creation and management.

10. Ensure that everyone creating documents and records in your organisation is aware of their responsibility to comply with the records management policy as it relates to capture.

11. Build the sustainability of sources of supply into the content acquisition strategy.

12. Develop strategies for acquiring archive materials and collections.

13. Develop processes for the purchasing of content or acquiring free published content and collections.

14. Develop budgets and financial plans, and maintain an effective audit trail.

Standard C3 – Develop content and collection acquisition policies and strategies

To meet the standard, you must be able to:

Ensure that people who will implement the content and collections acquisition strategy have the necessary skills and knowledge.

Review the content acquisition strategy and its impact with customers and stakeholders and use their feedback to develop the strategy.

To meet the standard, you must know and understand:

1. Organisational objectives and processes.

2. Organisational procurement processes and practices.

3. How and by whom information is produced within the organisation.

4. The range of external sources from which relevant information is available.

5. The principles of supply chain management and how to evaluate suppliers.

6. Financial analysis methods including budgeting.

7. Consultation and negotiation strategies, methods and processes.

8. Contract law and other legal or regulatory requirements that may restrict the use of content from different sources.

9. Factors influencing how people manage contents they create as records.

10. How to assess what information created by your organisation requires capturing and preserving in order to meet organisational, legal and regulatory requirements.

11. Developments in the content and collection strategies of other relevant organisations including competitors.

12. The principles of cost-benefit analysis.

Standard C4 – Develop, negotiate and manage supplier relationships

What is the standard about?

This standard is about the selection of suppliers and the negotiation of contracts for the supply of resources and services on behalf of the organisation. It includes the development of relationships with suppliers and working in partnership with other organisations to obtain resources and services through co-operative purchasing arrangements. It also includes the acquisition of archival collections, where the process may be negotiated as a donation, loan or purchase.

Who is the standard for?

This standard is applicable to people in management and practitioner roles, responsible for supplier selection, managing supplier relationships (including with owners of archive collections) and negotiating contracts. It is also relevant to those working with purchasing consortia.

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

• You respect your organisation's processes for negotiating contracts for supplies and seek advice when needed.

• You recognise the need to develop good relationships with the owners of collections of archival material.

• You represent your organisation's interests in negotiating with suppliers.

• You seek innovative arrangements for acquiring content and services including partnering with other organisations.

• You operate to the ethical and commercial standards required by your organisation.

Links with other standards and competency frameworks:

This standard has links with standards in the NOS for Supply Chain Management such as M12 - Produce specifications for suppliers, M13 - Evaluate the capability of suppliers to meet supply specifications and T1 - Maintain operational relationships within the supply chain which were developed by the Chartered Institute of Purchasing and Supply. See www.cips.org or www.ukstandards.org

Standard C4 – Develop, negotiate and manage supplier relationships

To meet the standard, you must be able to:

1. Specify the requirements for an invitation to tender in sufficient detail to ensure that the successful tender will met your organisation's requirements.

2. Select from alternative sources of supply to create the best mix of suppliers for your customers and your organisation in terms of reliability, relevance and quality.

3. Develop a good working relationship with owners of archival collections and have clarity of the terms and conditions of potentialdonation, purchase or transfer.

4. Define the criteria for assessing the suppliers' response to the ITT or contract details.

5. Obtain information from suppliers to enable assessment and verification of their capacity to meet the defined needs and identify any risks and quality issues with the suppliers' proposals.

6. Select the preferred supplier(s) using predefined criteria.

7. Negotiate a contract for the supply of content that meets the defined need and complies with legal requirements and organisational guidelines.

8. Communicate the terms of the contract to stakeholders and to staff who will be involved in day to day operations under the terms of the contract.

9. Implement the contract and undertake day to day management of content acquisition within the terms of the contract.

10. Monitor the supplier's performance under the contract and address problems that arise.

11. Monitor the organisation's compliance with the terms of the contract and take any action required to achieve compliance internally.

12. Use key contacts to develop strategic and working relationships with the supplier that enable the organisation to understand and influence supplier developments.

13. Re-tender and re-negotiate as required by organisational needs and supplier contract terms.

14. Maintain all necessary records regarding contract development and performance.

Standard C4 – Develop, negotiate and manage supplier relationships

To meet the standard, you must know and understand:

1. The principles and practice for tendering and contract negotiation.

2. Your organisation's procurement policies and procedures and how to obtain expert advice.

3. Cost benefit analysis methods and procedures.

4. Quality management principles and practice.

5. Risk analysis methods and procedures.

6. Analysis and evaluation techniques.

7. Evidence-based decision making practices.

8. Contract law.

9. Legal and regulatory requirements affecting content acquisition and use.

10. How to monitor business intelligence on suppliers.

11. The different terms under which archival collections may be transferred.

Standard C5 – Acquire external information, materials and services

What is the standard about?

This standard is about the cost-effective acquisition of externally published content and other materials through establishing processes for procurement and negotiating contractual arrangements. It applies both to the direct purchasing of external information by an organisation and also to the purchasing of information through partnerships. It covers the acquisition of primary, secondary and tertiary information resources, in electronic, multimedia and physical formats. It covers the acquisition of the resources themselves and arranging for

Who is the standard for?

This Standard is applicable to people in management/leadership, practitioner/expert, and operational roles who are involved in development and operation of processes for acquiring external publications and other resources relevant to providing information, library and knowledge services.

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

• You strive to obtain best value from the organisation's budget for published information.

• You demonstrate judgement in decisions on procurement both in areas of policy and practice.

• You consider ease of access and use as factors in how to acquire content.

• You deal with customers courteously and efficiently when they make requests for content and other resources.

Links with other standards and competency frameworks:

This standard has links with other standards in the NOS for Supply Chain Management, developed by the Chartered Institute of Purchasing and Supply. See www.cips.org or www.ukstandards.org

Standard C5 – Acquire external information, materials and services

To meet the standard, you must be able to:

1. Establish the range, language and format of information sources, materials and services relevant to your organisation and maintain your current awareness of this.

2. 2. Establish the needs for specific content or types of content for different customer groups.

3. Evaluate content sources for relevance, quality, and accessibility.

4. Evaluate the merits of alternative formats, e.g. electronic versus print, including the access requirements of people who use alternative formats and/or assistive technology.

5. Consider the language requirements (and in the case of Welsh, the legal requirements) of bilingual communities and British Sign Language users.

6. Assess the relative merits of competing products using a logical set of criteria that take into account the views of users and potential users.

7. Identify preferred suppliers for particular types of content, including suppliers of materials in different languages and formats, and for suppliers of assistive technologies.

8. Consider the potential of using established purchasing consortia or developing partner arrangements for purchasing external content.

9. Plan the supply chain for the acquisition of external content using an appropriate mix of suppliers and/or partners.

10. Define the parameters for negotiation with suppliers.

11. Articulate the business case for the purchase of external content.

12. Develop and maintain processes for the acquisition of content, gaining the necessary approvals from within the organisation.

13. Develop the skills of staff who will be directly involved in the acquisition of internal content and records.

14. Develop financial plans, manage budgets and control expenditure.

15. Review acquisition processes and supplier performance for efficiency and cost effectiveness and customer satisfaction.

Standard C5 – Acquire external information, materials and services

To meet the standard, you must know and understand:

1. The principles and practices of information supply chain management.

2. The purchasing strategy and processes of your organisation and how these influence your content acquisition processes.

3. The requirements of your customers, including those who may have particular language requirements, need materials in a particular format and/or use assistive technology.

4. Current good practice in content acquisition in comparable organisations.

5. How to engage with purchasing consortia relevant to your sector and subject interests.

6. The suppliers relevant to your sector and subject interests.

7. The technical criteria for acquiring e-content for your organisation.

8. How to develop a business case.

9. How to undertake cost benefit analysis in relation to purchasing and acquisitions.

10. Budgeting, financial analysis techniques and procedures.

11. How to manage financial records for the purposes of audit.

12. Legal and regulatory issues relating to contracts.

Standard C6 – Acquire internal content and records

What is the standard about?

This standard is about ensuring that content created by the organisation is evaluated for its current and future value, and captured for storage, protection and access. You will need to be aware of your organisation’s objectives and understand organisational and legal requirements relating to records management. Records may includes documents of all types including pre-publication material, presentation materials, materials in other forms that record/provide evidence of specific activities, e.g. laboratory specimens.

Who is the standard for?

This standard is applicable to people in managerial/leadership, practitioner/ technical expert, and operational roles who are concerned with ensuring the accessibility of internally generated information and who develop, implement and operate processes for internal information capture.

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

• You work to ensure that internal information resources are available for use by others in the organisation when appropriate.

• You promote the principle that information created within the organisation is intellectual capital and has the potential for value and impact beyond its immediate recipients.

• You promote awareness of the need to capture internal information and resources of all types and to manage them in accordance with legal requirements and organisational policy.

• You deal with stakeholders including the creators of information in an ethical and open manner.

• You apply good practice to the acquisition of internal information resources as defined by your organisation.

Standard C6 – Acquire internal content and records

To meet the standard, you must be able to:

1. Identify the types of information and records created by your organisation, their purpose and their potential as information assets for the organisation.

2. Identify the different systems and processes used for content and records creation within your organisation and the different formats in which information is produced.

3. Confirm organisational support for the classification of internal information as records and for overall records management strategy and policy.

4. Establish the organisational, legal and regulatory implications and constraints on the required accessibility of each content and record type, including confidentiality and security, and how it should be managed.

5. Develop and document policies and processes for acquiring each type of record as soon as possible after production in a way that integrates smoothly with the operating processes of the organisation and supports ongoing records management.

6. Prioritise the content and record types to be captured and managed.

7. Develop efficient and effective processes to capture content and records for retention and organisational use as a component of the information life cycle.

8. Operate processes for internal content and records capture accurately and securely.

9. Develop the skills of staff who will be directly involved in the acquisition of internal content and records.

10. Monitor changes in the types of content and records created by the organisation and the techniques used to produce information.

11. Maintain good working relationships with the creators of internal content and records.

12. Monitor the methods used to capture of internal information assets and records in other organisations.

13. Review processes for capturing internal content and records to ensure that they continue to meet organisational needs.

Standard C6 – Acquire internal content and records

To meet the standard, you must know and understand:

1. The principles of internal information and records management.

2. The types of information assets created by your organisation and the context in which they are created.

3. The retention schedules operated by your organisation.

4. The requirements for access to internal content and records in your organisation.

5. Organisational policy and practice on the creation, capture and management of internal content and records.

6. Current good practice and processes in internal content and records capture and management in other organisations.

7. Legal and regulatory requirements that affect the creation and capture of content and records for your organisation.

Standard C7 – Acquire archive materials and collections

What is the standard about?

This standard is about the development and management of the processes for acquiring archive materials and collections through purchase or donation, and through negotiation and influencing sources of supply.

Who is the standard for?

This standard is applicable to people in management and practitioner roles who are involved in obtaining material for archives. It may also be applicable to people in operational roles whose work involves the practical aspects of acquiring archive materials and collections.

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

• You work to ensure that archive materials are acquired as required by your organisation's archive strategy, policies and processes.

• You develop appropriate working relationships with internal or external stakeholders so that they are informed of and support the acquisition of archives by your organisation.

• You use influencing and negotiating skills in the acquisition of archives.

• You act in accordance with professional ethics in all acquisition operations.

Links with other standards and competency frameworks:

The Society of Archivists has published a number of good practice guidelines. See http://www.archives.org.uk/publications/bestpracticeguidelines.html

Standard C7 – Acquire archive materials and collections

To meet the standard, you must be able to:

1. Maintain a current working knowledge of sources of archival material and be proactive in identifying new sources of archival material, especially where these fill existing gaps and ensure that collections are representative of the diverse communities they serve.

2. Develop and maintain stakeholder relationships relating to the acquisition of archival material and nurture mutually beneficial partnerships with relevant community groups and community archive networks.

3. Identify the content and record types produced by or acquired by your organisation which need to be treated as of archival importance.

4. Develop the skills and knowledge of staff within your organisation who will be involved in archive acquisitions.

5. Maintain records of archive acquisition so that the authenticity of the archive can be demonstrated to meet legal and regulatory requirements.

6. Research archival material for acquisition within your organisation's strategy for archives.

7. Determine the ownership and provenance of potential external archive acquisitions.

8. Appraise the value and importance of the material to be acquired.

9. Assess the resource implications of acquiring the material.

10. Negotiate the appropriate acquisition of archive material, whether this be by donation, loan or purchase, or by obtaining digital copies of archive material which remains in the custody of its owner/creator.

11. Acquire material and document the transaction so that the evidence trail is clear and provenance is established.

12. Arrange for and document any transfer of ownership required.

13. Monitor the effectiveness and efficiency of archive and records acquisition, and recommend and implement improvements.

Standard C7 – Acquire archive materials and collections

To meet the standard, you must know and understand:

1. The nature and purpose of archives.

2. Good practice in records in acquisition of archival material as evidenced in your own and other organisations.

3. Your organisation’s archive collection polices and acquisition processes.

4. The record types and series created by your organisation, the context in which they are created, the systems used to create them and those areas of the organisation that produce them.

5. The differences in acquiring and managing electronic and physical archives.

6. The scope and function of the archives with which you are concerned.

7. How to identify and monitor sources of archival material, and potential donors.

8. How to negotiate and influence customers in order to acquire records and archives.

9. The scope and function of related and competitor archives.

10. How to acquire archival material ethically and legally.

11. The processes for documenting the provenance of acquired material.

Standard C8 – Manage information quality

What is the standard about?

Content, however acquired, and whether externally or internally generated, needs to be fit for purpose and meet customer and/or organisational needs. This standard is about the activities necessary to ensure this. It includes advising on the actions to be taken where quality does not meet requirements.

Who is the standard for?

This standard is applicable to people in practitioner and operational roles responsible for assessing the quality of content and resources in order to ensure that these meet the required standards of accuracy, currency, and relevance for use by customers.

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

• You are vigilant in ensuring that content and resource quality meets the required standards.

• You deal with quality concerns as soon as they arise.

• You maintain good working relationships with colleagues and customers.

Links with other standards and competency frameworks:

This standard has links with standard QUMG - Quality management in the Skills Framework for the Information Age (SFIA). See www.sfia.org

For those working in the civil service, this standard also has links with standard 4.22 – Quality management in the Professional Skills for Government framework – knowledge, information and records management competencies. See www.civilservice.gov.uk/iam/psg/ for further information.

Standard C8 – Manage information quality

To meet the standard, you must be able to:

1. Define or contribute to the definition of standards for content and resource quality for both internally and externally sourced information.

2. Monitor content and source quality against the agreed standards.

3. Identify partners to assess content in languages or formats beyond the expertise of staff or the scope of existing standards.

4. Identify deficiencies in content and source quality, and assess their significance to your customers.

5. Communicate concerns to colleagues and advise customers accordingly.

6. Advise on actions to be taken to improve information quality.

7. Undertake agreed actions to resolve information quality issues.

Standard C8 – Manage information quality

To meet the standard, you must know and understand:

1. The principal factors that determine the quality of information.

2. How to define quality parameters for content and sources.

3. The quality standards applied to purchased content and sources.

4. The quality standards applied to internally generated information.

5. How to monitor and assess quality of content and sources efficiently.

6. Quality management theory and practice.

Area D – Managing knowledge

Standard D1 – Develop policies and strategies for knowledge management

What is the standard about?

This standard is about defining the organisation's intention in implementing knowledge management (KM) practices and the development of strategies to support the organisation's objectives. It is relevant to people who lead or who are active in influencing the future direction of KM in their organisation. It includes identifying areas where KM will have most value and determining the KM activities and processes that are appropriate to the objectives and culture of the organisation.

Who is the standard for?

This standard is applicable to people in management roles responsible for defining and embedding effective processes for building and sharing knowledge within organisations.

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

• You are committed to ensuring that KM policies and practices are aligned to organisational goals and strategies.

• You are proactive in identifying and championing the value of KM to all levels of the organisation.

• You work with others to embed KM into organisational thinking and practices.

• You work collaboratively with others in the organisation and external partners to facilitate knowledge sharing across boundaries.

• You temper passion for KM with practicality

Links with other standards and competency frameworks:

This standard has links with HI 10 – Monitor, evaluate and improve the management of data and information; HI 12 – Promote and facilitate the use of information and knowledge; HI 13 – Identify the needs of clinicians, patients and the public for communication, information and knowledge systems; and HI 14 – Develop a specification for communication, information and knowledge systems to meet the needs of clinicians, patients and the public which are standards within the NOS for Health Informatics, developed by Skills for Health. See

www.skillsforhealth.org or www.ukstandards.org

The standards also has links with MLD 2 – Develop productive working relationships with colleagues and stakeholders and MLF 12 – Improve organisational performance from the NOS for Management and Leadership, developed by the Management Standards Centre.

Date: 2015-12-24; view: 454