People are an important part of your agency's records management systems.
If your agency has any highly-structured work processes, it may be possible to automate some records management tasks such as:
The likelihood of information being captured and the quality of the information collected and retained are liable to increase if the tasks are easy to do or are automated.
Where a process cannot be automated, such as for many policy or analytical tasks, staff need to:
Try to integrate records management into existing work processes to ensure ease of use of systems for staff. You could include procedures on when to make or capture a record as part of the guidelines for specific work areas.
Staff need to know what records management tasks have to be done as part of their work.
This includes quality control – making sure that records management is done well enough to mitigate the risks of the activity.
You may assign specific roles and responsibilities in information and record management processes to:
You must ensure that responsibilities are clearly documented in policies, procedures and guidelines to ensure accountability.
Tips for supporting all staff
To fulfil their records management responsibilities, ensure your staff understand:
Make sure staff have access to training if they are not clear about recordkeeping responsibilities and procedures.
The National Archives' package Keep the Knowledge may assist with staff training.