the caldeson consultancy. 2 good afternoon ! tēna koutou. tēna koutou, katoa. tēna koutou. tēna...

The Caldeson ConsultancyThe Caldeson ConsultancyThe Caldeson ConsultancyThe Caldeson Consultancy

2The Caldeson ConsultancyThe Caldeson ConsultancyThe Caldeson ConsultancyThe Caldeson Consultancy

Good afternoon !Good afternoon !

Tēna koutou.

Tēna koutou.

Tēna koutou, katoa.

Tēna koutou.

Tēna koutou.

Tēna koutou, katoa.

3The Caldeson ConsultancyThe Caldeson Consultancy

Michael SteemsonMichael Steemson

Principal,

The Caldeson Consultancy,Wellington, New Zealand

Principal,

The Caldeson Consultancy,Wellington, New Zealand

4The Caldeson ConsultancyThe Caldeson Consultancy

5The Caldeson ConsultancyThe Caldeson Consultancy

6The Caldeson ConsultancyThe Caldeson Consultancy

Wide world authorities

7The Caldeson ConsultancyThe Caldeson Consultancy

Create and Maintain

17. Requirement to create and maintain records

“Every public office and local authority must full and accurate records of its affairs, in accordance with normal, prudent business practice.”

Public Records Act, 2005Public Records Act, 2005Public Records Act, 2005Public Records Act, 2005

create and maintain

create and maintain

8

• Standard on Creation and Maintenance of Full and Accurate Records

• S7 S7

9The Caldeson ConsultancyThe Caldeson Consultancy

Create and Maintain

1. Scope

“This part of ISO 15489 is intended for use by all other personnel in organizations with a duty to

ISO 15489 – Part 1 GeneralISO 15489 – Part 1 GeneralISO 15489 – Part 1 GeneralISO 15489 – Part 1 General

create and maintain records.”

10The Caldeson ConsultancyThe Caldeson Consultancy

Create and Maintain

3. Terms and Definitions

“Records: information created, received and maintained as evidence and information by an organization or person, in pursuance of legal obligations or in the transaction of business

ISO 15489 – Part 1 GeneralISO 15489 – Part 1 GeneralISO 15489 – Part 1 GeneralISO 15489 – Part 1 General

created, received and maintained created, received and maintained

11The Caldeson ConsultancyThe Caldeson Consultancy

Create and Maintain

7.1 Principles of RM Programmes

“To support continuing conduct of business, comply with the regulatory environment, and provide necessary accountability, organizations should authentic, reliable and useable records”

create and maintain

ISO 15489 – Part 1 GeneralISO 15489 – Part 1 GeneralISO 15489 – Part 1 GeneralISO 15489 – Part 1 General

12The Caldeson ConsultancyThe Caldeson Consultancy

Create and Maintain

8.4 Design & implementation methodology

“The requirements can be derived from an analysis of regulatory environment and the risk of the records. ”

NOT creating and maintaining

ISO 15489 – Part 1 GeneralISO 15489 – Part 1 GeneralISO 15489 – Part 1 GeneralISO 15489 – Part 1 General

13The Caldeson ConsultancyThe Caldeson Consultancy

Create and Maintain

2. Policies and Responsibilities

“It is particularly important that the policy obliges all employees to records that meet the legal, regulatory, fiscal, operational, and archival/historical needs of the organization.”

2. Policies and Responsibilities

“It is particularly important that the policy obliges all employees to records that meet the legal, regulatory, fiscal, operational, and archival/historical needs of the organization.”

create and maintain

ISO 15489 – Part 2 GuidelinesISO 15489 – Part 2 GuidelinesISO 15489 – Part 2 GuidelinesISO 15489 – Part 2 Guidelines

14The Caldeson ConsultancyThe Caldeson Consultancy

Create and Maintain

8.2.2 Reliability

“The reliability of the system should be documented by records of systems operation.”

creating and maintaining

ISO 15489 – Part 1 GeneralISO 15489 – Part 1 GeneralISO 15489 – Part 1 GeneralISO 15489 – Part 1 General

15The Caldeson ConsultancyThe Caldeson Consultancy

Create and Maintain

8.2.6 Systematic

“Records practices should be systematized through the design and operation of both records systems and business systems.”

creation and maintenance

ISO 15489 – Part 1 GeneralISO 15489 – Part 1 GeneralISO 15489 – Part 1 GeneralISO 15489 – Part 1 General

16The Caldeson ConsultancyThe Caldeson Consultancy

ISO 15489 Surveys

Lee S. Strickland Lee S. Strickland

Dr Julie McLeodDr Julie McLeod

Impact medium to lowImpact medium to low

70% records staff don’t know70% records staff don’t know70% records staff don’t know70% records staff don’t know

17The Caldeson ConsultancyThe Caldeson Consultancy

National Archives of the U.S.A.

National Archives of the U.S.A.

“We will base our approach to records management on

the ISO Records Management Standard

15489.”

“We will base our approach to records management on

the ISO Records Management Standard

15489.” John W. CarlinJohn W. CarlinJohn W. CarlinJohn W. Carlin

18The Caldeson ConsultancyThe Caldeson Consultancy

Arab Regional ICAArab Regional ICAMunicipality of DubaiMunicipality of Dubai

Dr Abdulla El Reyes,

President, Arab Regional Branch, ICA

Dr Abdulla El Reyes,

President, Arab Regional Branch, ICA

19The Caldeson ConsultancyThe Caldeson Consultancy

20The Caldeson ConsultancyThe Caldeson Consultancy

Australia adopts ISO 15489Australia adopts ISO 15489

• National Archives of Australia “formal endorsement”

“high-level statement of principles and policy”

• National Archives of Australia “formal endorsement”

“high-level statement of principles and policy”

21The Caldeson ConsultancyThe Caldeson Consultancy

Britain adds value

Effective Records Management: How to comply with BS ISO 15489-1

Effective Records Management: How to comply with BS ISO 15489-1

22The Caldeson ConsultancyThe Caldeson Consultancy

Canadian responsesCanadian responses

23The Caldeson ConsultancyThe Caldeson Consultancy

• ISO TC46/SC11• ISO TC46/SC11

Three years’ hard labourThree years’ hard labour

24The Caldeson ConsultancyThe Caldeson Consultancy

The Australian “how-to’s”The Australian “how-to’s”

Barbara Reed

25The Caldeson ConsultancyThe Caldeson Consultancy

The Australian “how-to’s”The Australian “how-to’s”

Barbara Reed

David MoldrichDavid Moldrich

26The Caldeson ConsultancyThe Caldeson Consultancy

The Australian “how-to’s”The Australian “how-to’s”

Barbara Reed

David MoldrichDavid Moldrich

Frank UpwardFrank Upward

Peter TresederPeter Treseder

Jill CaldwellJill Caldwell

27The Caldeson ConsultancyThe Caldeson Consultancy

The German solutionThe German solution

Nils Brübach

28The Caldeson ConsultancyThe Caldeson Consultancy

The Canada solutionThe Canada solution

Catherine Zongora

29The Caldeson ConsultancyThe Caldeson Consultancy

Many faces of the BardMany faces of the Bard

30The Caldeson ConsultancyThe Caldeson Consultancy

Create and Maintain

3. Strategies, design & implementation

3.2.2. Preliminary investigation “to provide the organization with an understanding of the … contexts in which it operates so that it can identify the major factors that influence its need to create and maintain records.”

ISO 15489 – Part 1 GeneralISO 15489 – Part 1 GeneralISO 15489 – Part 1 GeneralISO 15489 – Part 1 General

create and maintain

31The Caldeson ConsultancyThe Caldeson Consultancy

Create and Maintain

2.3.2 Authorities within organization

“Managers of business units or organizational groupings are responsible for ensuring that their staff records .”create and keep

ISO 15489 – Part 2 GuidelinesISO 15489 – Part 2 GuidelinesISO 15489 – Part 2 GuidelinesISO 15489 – Part 2 Guidelines

32The Caldeson ConsultancyThe Caldeson Consultancy

Create and Maintain

Strategies for satisfying records requirements

“When complete, there will be a planned, systematic and appropriate approach to the of records that will provide the basis for the design or redesign of the records system.”

Strategies for satisfying records requirements

“When complete, there will be a planned, systematic and appropriate approach to the of records that will provide the basis for the design or redesign of the records system.”

creation, capture, maintenance, use and preservationcreation, capture, maintenance, use and preservation

ISO 15489 – Part 2 GuidelinesISO 15489 – Part 2 GuidelinesISO 15489 – Part 2 GuidelinesISO 15489 – Part 2 Guidelines

33The Caldeson ConsultancyThe Caldeson Consultancy

Okay, let’s set it to music

No need to worry,

I-so 15 – 4 – 8 – 9’s

Maintain and create

Puts in on a plate

And it says it many times.

No need to worry,

I-so 15 – 4 – 8 – 9’s

Maintain and create

Puts in on a plate

And it says it many times.

34The Caldeson ConsultancyThe Caldeson Consultancy

Okay, let’s set it to music

Now it’s becoming

Archives Standard Lucky 7

Let me make it plain,

Create and Maintain’s,

The Recordkeepers’ way to Heaven.

Now it’s becoming

Archives Standard Lucky 7

Let me make it plain,

Create and Maintain’s,

The Recordkeepers’ way to Heaven.

35The Caldeson ConsultancyThe Caldeson Consultancy

Heigh!

36The Caldeson ConsultancyThe Caldeson Consultancy

Thank you for you kind attention

37The Caldeson ConsultancyThe Caldeson Consultancy

The EndThe EndThe EndThe EndMichael Steemson

steemson@xtra.co.nzMichael Steemson

steemson@xtra.co.nz

38The Caldeson ConsultancyThe Caldeson Consultancy

Michael Steemson steemson@xtra.co.nz

Michael Steemson steemson@xtra.co.nz