Implementation of a Records Management System
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Top level
News
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Author: Leah Muir
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Publishing date: 07 February 2005 12:18pm
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Background
The Regional Office and Human Resource Service Division completed the adequate Records Management – Self Assessment reporting tool from State Records. The self assessment consists of 10 outcomes; each outcome has a policy statement, explanations and benchmarks, and 5 levels of achievement. Government organisations should be meeting the adequate level of outcomes.
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A survey was forwarded to all Regional Office and Human Resource Service Division staff to complete; the survey was designed to learn how staff maintain their records, and what they know about Records Management. Carrying out the self-assessment for the Regional Office and Human Resource Service Division shows the basis of what outcomes need improving.
From the self assessment it became apparent that staff are not fully aware of their responsibilities with regard to official records management. The results from the staff survey show a majority of staff from the Regional Office and Human Resource Services Division haven’t received training and/or education awareness in Records Management.
The State Government has selected a panel of three accredited suppliers of document and records management systems. All panelists meet government & international standards for recordkeeping. The three suppliers are:
§ Fuji Xerox
§ Objective Corporation
§ Tower Software (TRIM)
A Records Management working party has been working together on the implementation process. The working party consists of Sara Mill, Terry Wilby, Zia Earl, Rob Zadow, Kate Grace, Chris Vlahos, Judy Stephenson and Ann Bates. Once the Personal Assistants for Mallee Coorong Area and Hills Area are in place they will also join the working party.
The Plan
The intent is to implement an Electronic Document Records Management system at the Regional Office and Human Resources Service Division by the end of June 2005.
The Regional Executive has approved TRIM as the Electronic Document Records Management System to be used for the Regional Office and Human Resource Service Division.
Depending on the success with the implementation process at the Regional Office and Human Resources Service Division, possible roll out to all health units in the Region with happen after June 2005.
Please feel free to contact Ann Bates or any working party members regarding the implementation process.
Telephone: 8535 6833 or email
bates.ann@saugov.sa.gov.au
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