B. Capture Information and Records

This General Area of Competence deals with the competencies required to support the processes of capturing, collecting and receiving internal and external information and records.

Information resources are not static. There is a continual process of identifying, adding to and updating the resources, either through acquiring, capturing or otherwise bringing information and records into the physical or intellectual control of the organization or unit.

B. Capture Information and Records

B1. Provide record keeping system

B1.1 Create record keeping system

B1.1.1 Assess needs
B1.1.2 Determine requirements for record keeping system
B1.1.3 Determine requirements to capture records and transactions within system
B1.1.4 Identify and evaluate options
B1.1.5 Select record keeping system
B1.1.6 Implement record keeping system
B1.1.7 Convert manual or semi?electronic systems to fully automated systems
B1.1.8 Test record keeping system

B.1.2 Maintain record keeping systems

B1.2.1 Evaluate record keeping system
B1.2.2 Revise and update record keeping 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 record keeping system
B1.3.5 Process information and records
B1.3.6 Maintain and audit trails

B2. Conduct inventories

B2.1 Develop inventory plan to collect information and records

B2.1.1 Determine needs and scope
B2.1.2 Obtain approvals to proceed
B2.1.3 Identify inventory 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 inventory results

B2.3.1 Analyse inventory data

B2.3.2 Evaluate inventory data
B2.3.3 Prepare data and business models
B2.3.4 Prepare and submit report and recommendations

B2.4 Implement inventory 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 Information and Records

One of the major functions of the information and records management sector is to organize and describe the information resources so that they are available to the client and user.

This General Area of Competence reflects the skills required to devise and apply classification schemes which ensure consistent ways to organize information and records, and to create descriptive records and metadata.

Intellectual access to the information resources provides users with the ability to use the resources effectively. Without a framework to access those resources, they would be inaccessible to clients and users and therefore would be worthless.

Date: 2015-12-24; view: 605