Step Three - identification of record keeping requirements

You are strongly advised to identify and record your organisation's record keeping requirements in a structured and easily manageable form.

You are referred to the DIRKS Manual, Step C - Identification of record keeping requirements, for a detailed account of how to identify and record your record keeping requirements.

The four key tasks that comprise Step C - Identification of record keeping requirements, are:

• Locate relevant sources

• Identify regulatory, business and community requirements for record keeping

• Document these identified requirements in a manner suitable for reference purposes

• Determine and document which of the identified requirements will be met.

At the end of the step you should have gained:

• An understanding of your education organisation's need to keep records as evidence of its activities

• An appreciation of your education organisation's level of exposure to evidence related risks

• A framework to support records appraisal decisions and disposal actions

• An appreciation of the factors that influence how these requirements can be met

• A benchmark for judging whether your education organisation's current records systems meet these requirements

• A basis for determining the strategy which will best enable your education organisation to meet these record keeping requirements

This information should be clearly documented in the following:

• A list of sources containing specific record keeping requirements relevant to your education organisation

• A list of the regulatory, business and community requirements for record keeping derived from these sources

The Records Retention Schedule which accompanies the Business Classification Scheme by Elizabeth Parker should be referenced for a list of sources containing specific record keeping requirements.