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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