| A. PROVIDE RECORDS MANAGEMENT PROGRAMS AND SERVICES (Competency)
| Entry Level
| Techni- cian
| Analyst
| Manager
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| A1. Establish records management programs and services (Task)
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| 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
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| 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
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| A1.3 Design records management programs and services
A1.3.1 Define mandate
A1.3.2 Develop practical solutions to recordkeeping requirements
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| 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
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| 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
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| 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
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| 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
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| A2. Advise organization on recordkeeping
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| 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
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| 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
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| 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
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| 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
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| 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
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| 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
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| 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
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| 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
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| 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
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| 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
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| B. CAPTURE RECORDS
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| B1. Provide recordkeeping system
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| 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
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| B.1.2 Maintain recordkeeping systems
B1.2.1 Evaluate recordkeeping system
B1.2.2 Revise and update recordkeeping system
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| 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
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| B2. Conduct records surveys
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| 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
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| 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
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| 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
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| 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
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| C. ORGANIZE AND DESCRIBE RECORDS
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| C1. Provide organization and description capabilities
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| 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
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| C2. Create classification schemes
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| 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
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| 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
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| C3. Create or derive descriptive records and metadata
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| 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
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| 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
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| C4. Apply classification
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| 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
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| 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
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| C4.3 Update thesauri and authority files
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| C5. Maintain classification schemes
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| C5.1 Determine strengths and weaknesses
C5.1.1 Consult with users
C5.1.2 Review classification scheme
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| 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
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| D. PROVIDE ACCESS TO RECORDS
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| D1. Provide access and retrieval capabilities
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| 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
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| D2. Manage user data
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| 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
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| D2.2 Issue user identification
D2.2.1 Deliver ID
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| 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
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| D3. Provide retrieval services
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| D3.1 Analyze retrieval request
D3.1.1 Determine scope of request
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| 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
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| 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
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| 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
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| D3.7 Process returned records
D3.7.1 Receive records from users
D3.7.2 Charge in records
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| E. STORE AND PROTECT RECORDS
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| E1. Provide storage and protection capabilities
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| 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
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| E2. Provide storage facilities
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| 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
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| E3. Store records
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| 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
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| E4. Manage media and information
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| 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
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| E5. Provide protection and preservation solutions
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| 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
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| E6. Provide security
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| E6.1 Develop security solutions
E6.1.1 Assess needs
E6.1.2 Identify solutions
E6.1.3 Test solutions
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| 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
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| E6.3 Maintain security solutions
E6.3.1 Evaluate security solutions
E6.3.2 Revise security solutions
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| E7. Provide disaster planning
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| 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
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| E7.2 Test disaster recovery plan
E7.2.1 Simulate conditions
E7.2.2 Enact scenario(s)
E7.2.3 Evaluate the exercise
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| E7.3 Maintain disaster recovery plan
E7.3.1 Evaluate disaster recovery scenarios
E7.3.2 Revise disaster recovery scenarios
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| E8. Provide vital records services
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| E8.1 Develop vital records plan
E8.1.1 Assess needs
E8.1.2 Identify and test solutions
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| 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
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| E8.3 Maintain vital records services
E8.3.1 Evaluate vital records services
E8.3.2 Revise vital records services
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| F. DISPOSE OF RECORDS
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| F1. Provide retention and disposition capabilities
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| 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
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| F2. Create records retention and disposition schedule
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| 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
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| 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
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| 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
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| F3. Implement schedule
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| 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
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| 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
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| F3.3 Monitor compliance with schedule
F3.3.1 Design review and audit criteria and process
F3.3.2 Apply review and audit process
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| 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
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| G. PROVIDE ELECTRONIC RECORDS/DOCUMENT MANAGEMENT SERVICES
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| G1. Acquire records/document management software
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| 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
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| 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
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| 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
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| G1.4 Maintain software
G1.4.1 Determine maintenance schedule
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| 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
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| 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
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| G2. Undertake document imaging and digitizing activities
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| 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
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| 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
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| 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
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| G2.4 Maintain product
G2.4.1 Determine maintenance schedule
G2.4.2 Test and update data
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| 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
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| 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
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| H. DEMONSTRATE BUSINESS AND MANAGEMENT SKILLS
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| H1. Demonstrate strategic thinking
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| 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
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| H1.2 Recommend changes or new services
H1.2.1 Identify various scenarios
H1.2.2 Select optimal scenario
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| H2. Demonstrate planning skills
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| H2.1 Establish priorities
H2.1.1 Identify criteria for prioritization
H2.1.2 Establish and apply procedure for prioritization
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| 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
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| 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
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| H2.4 Prepare plans
H2.4.1 Determine steps and time frame
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| H3. Demonstrate financial management skills
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| 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
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| 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)
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| H4. Demonstrate organizational skills
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| 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
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| H4.2 Assign and communicate individual mandates
H4.2.1 Demonstrate delegation skills
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| H5. Demonstrate people management skills
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| 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
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| 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
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| 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
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| 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
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| H6. Demonstrate policy management skills
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| H6.1 Perform benchmarking activities
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| 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
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| H6.3 Implement policies
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| H6.4 Monitor compliance to policies
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| H7. Demonstrate problem solving skills
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| H7.1 Identify and diagnose the problem
H7.1.1 Integrate information from different sources
H7.1.2 Distinguish causes and symptoms
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| H7.2 Identify possible solutions
H7.2.1 Consult and research
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| H7.3 Select solution
H7.3.1 Determine criteria
H7.3.2 Evaluate and compare possible solutions
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| H7.4 Develop and implement solutions
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| H8. Demonstrate decision making skills
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| 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
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| 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
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| H9. Demonstrate project management skills
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| 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
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| 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
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| 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
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| H9.4 Evaluate output
H9.4.1 Learn from project results
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| H10. Demonstrate contract management skills
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| 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
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| H10.2 Develop terms of reference
H10.2.1 Take into account resources, time and quality issues
H10.2.2 Specify requirements
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| H10.3 Select Contractor
H10.3.1 Develop request
H10.3.2 Communicate request
H10.3.3 Evaluate responses
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| 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
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| H10.5 Evaluate output
H10.5.1 Learn from results
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| I. DEMONSTRATE INTERPERSONAL SKILLS
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| I1. Demonstrate concern for client/customer/user
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| I1.1 Respond to client needs and expectations
I1.1.1 Identify needs and expectations
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| 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
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| 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
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| 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
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| I2. Demonstrate oral communication skills
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| 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
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| I2.2 Explain complex issues and material in plain language free from jargon
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| I2.3 Make various types of formal presentations
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| I3. Demonstrate written communication skills
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| I3.1 Write clearly and concisely
I3.1.1 Use appropriate vocabulary and terminology
I3.1.2 Comply with grammar rules
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| I3.2 Edit documentation
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| I3.3 Organize complex information to facilitate understanding
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| I4. Demonstrate leadership
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| 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
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| 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
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| I5. Demonstrate negotiation skills
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| 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
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| I5.2 Persuade
I5.2.1 Present and defend one’s position with emphasis on its benefits for the other party (ies)
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| 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
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| I6. Demonstrate interviewing skills
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| I6.1 Create a positive climate
I6.1.1 Demonstrate listening skills
I6.1.2 Demonstrate empathy
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| 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
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| I7. Demonstrate teamwork skills
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| 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
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| 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
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| 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
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| J. DEMONSTRATE PERSONAL SKILLS
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| J1. Demonstrate computer skills
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| J1.1 Use keyboarding skills
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| J1.2 Use electronic mail systems
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| J1.3 Use word processing software
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| J1.4 Develop and use spreadsheets
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| J1.5 Develop and use databases
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| J2. Demonstrate awareness of corporate culture
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| J2.1 Identify and comply with organization’s formal and informal guiding principles and values
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| J2.2 Comply with the corporation’s ways and means
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| J3. Demonstrate innovation skills
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| J3.1 Act on one’s own initiative
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| J3.2 Provide new insights or different perspectives on common problems or situations
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| J3.3 Develop solutions and consider options which go beyond the traditional or conventional approaches
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| J4. Demonstrate thoroughness and attention to detail
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| J4.1 Perform tasks to the necessary standards of accuracy and quality
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| J4.2 Identify and address details that ensure a smooth operation and effective service
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| J5. Demonstrate time-management skills
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| J5.1 Prioritize tasks and assignments
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| J5.2 Work effectively on several tasks or assignments at the same time
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| J5.3 Work under pressure
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| J5.4 Meet demanding deadlines
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| J6. Manage professional development and growth
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| J6.1 Keep abreast of trends and developments
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| J6.2 Use changes occurring in the workplace as opportunities for professional development and growth
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| J6.3 Define and update a professional development plan
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| J7. Demonstrate analytical skills
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| J7.1 Collect and synthesize facts and data
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| J7.2 Break down facts and data into simple elements
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| J7.3 Identify the essential or most significant issues or challenges
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| J8. Demonstrate conceptual skills
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| J8.1 Recognize patterns, trends or causes of events
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| J8.2 Identify and design or develop solutions
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| | | | | | | |
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 for a records management system to meet the organisation’s business need for authentic, reliable and usable records
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.
1. This policy provides for:
• The quality and reliability which must be maintained to provide a valuable information and knowledge resource for the organisation
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.
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:
• 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:
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
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.
