A Record Plan for NASI National Archives of Solomon Islands 2012 Catherine Green and Bernard Rizu

A Record Plan for NASI

National Archives of Solomon Islands 2012

Catherine Green and Bernard Rizu

Manual of Registry Procedures

SIG Records Management Guidelines

• Guidelines outlining the rules and procedures for records management in all Solomon Islands Government agencies

• Endorsed in 2007 as the records management standard for all government agencies

• Guidelines include advice on writing a Record Plan and a sample Solomon Islands Government Administrative Record Plan

NASI Record Plan Functions

Common Administrative Functions:• External Relations• Financial Management • Information Management • Personnel and Establishment• Resources Management• Strategic Management

NASI Functions:• Archives Preservation Management• Guide Preparation• Archives Reference Services

Record Plan Review 2012• Mandate by the

Director to develop and implement a Record Plan across NASI• Consultation with

staff to identify functions specific to NASI

NASI Functions

• Records Acquisition and Management

• Archives Preservation and Conservation Management

• Records Management Education and Training

• Access and Reference Services

Records Acquisition and Management

• Transfer of records to NASI – liaison with Government agencies

• Management of records located at NASI

• Arrangement and description of records

• Management of records disposal

Archives Preservation and Conservation Management

• Management of the preservation and conservation of archives

• Scanning and digitisation of records

• Management of storage conditions

• Conservation of records

Records Management Education and Training

• Planning and implementation of records management training programs

• Records awareness sessions for Government ministries and agencies

• Records Management module for IPAM training – Institute of Public Administration and Management

Access and Reference Services

• Management of access to archives

• Management of the NASI Research Room

• Management of enquiry statistics and reports

• Research and preparation of indexes and subject guides for the archives collection

Access and Reference Services

Some examples of file titles using the Record Plan system:

• 10/01 Access and Reference Services – Requests and Authorisations

• 10/01/01 Access and Reference Services – Requests and Authorisations – Requests for access to personnel files by Ministry of Public Service

• 10/02 Access and Reference Service – Control• 10/02/01 Access and Reference Services – Control – Research

Room weekly visitor statistics January – June 2012

Implementing the Record Plan

Consultation

Capture documents into official file covers

Assign responsibility for creating files and managing the filing system

Training staff

Selling the Plan – Staff Training Workshop

It’s not just paper records• Classify electronic records using the Record Plan model

• Official records should be captured in official files, regardless of their format:• Emails• Word documents• Spreadsheets• Presentations

• Print and file hardcopy versions of your most important official documents

Beyond NASI• Implementing the Record Plan Model to government agencies:• Gain management endorsement and support first

• Map government functions and activities

• Have a key contact person within the agency to liaise with throughout the project

• Allow enough time for training

Themes• Consultation with staff throughout the development and

implementation of the Record Plan

• Plan the implementation project carefully

• Review functions and activities regularly to ensure the Plan remains current to your organisation

• Don’t make it too complicated

• Practical training for staff – one-to-one or small group sessions