Question

Case study

Max is the facility manager at residential disability care centre. Max is responsible for developing, reviewing and distributing policies and procedures relating to external service delivery. Max is asked by a Board Member, Lauren, to review and redevelop the record keeping policy and procedures as the organisation has recently installed an electronic record keeping system. Max arranges a meeting with his peer managers to ensure every area of the organisation has the opportunity to contribute to the development of the new policy, and express any concerns they have about its effects on internal work practices. Max emails an employee from the IT department to let them know a new record keeping policy and procedures will need to be uploaded to the Intranet in one weeks' time.

Question

1.Describe the elements that Max should include when formatting the record keeping policy?

2.What format could Max use to set out the record keeping procedures?

Answer 1

1, -Records inventory and classification including storage volumes, future use, and retrieval, access to the sensitivity of the information, retention period, etc.
-Retention scheduling including the lifecycle process of records determines legal, fiscal, administrative needs and provides evidential, historical and informational needs.
-Records storage and conversion determine what records to be retained and how long it explain the value of the electronic record.
-Vital records for disaster prevention and recovery plan.
-Disaster prevention and recovery include vital records as a controlling of the planning process.
-Disposition is a destruction and transfer process to avoid lengthening the workload.
2, Procedure and instruction should be developed and implemented to address the requirement and disposition of the record. it should include up to date documentaiton, specification, maintaining official file copy of a record, website-related documents, social media records, etc. Adequate training for the record-keeping procedure for end-use of the electronic system controlling electronic information system care, equipment handling, software and media use in the system