Policy tactics
Policy tactics are vital and involve establishing and promoting record keeping principles effectively so that they positively influence records management practice within the education organisation. Such policies or business rules should be documented in corporate policies, instructions, regulations etc and should be promoted as part of new staff induction courses.
The DIRKS manual provides a list of sixteen principles, statements and instructions that may be included in policy documents etc.
An education organisation's records management policy should cover the following topics
Purpose of policy
Policy statement
Definition of a record
Scope of the policy
Policy implementation and communication
Responsibilities for records throughout the education organisation
Policy relating to electronic records
Records management and business activities
Records management system and process requirements
Relevant legislation and standards relating to records management
The policy should be supported by more detailed standards and procedures documented in a records management guide, by functions provided in the records management system/s operated by the education organisation and by a programme of staff training and communication.
The International Standard ISO 15489 states that "Records management responsibilities and authorities should be defined and assigned and promulgated throughout the organisation so that, where a specific need to create and capture records is identified, it should be clear who is responsible for taking the necessary action".
The National Archives have produced a model "Corporate policy on electronic records". The aims set out for the policy are to:
Provide clear guidance on what electronic records are and why they need to be kept
Explain how good ERM will serve major needs of the department
Set out generic principles and policies on specific aspects which form the basis of implementation
Define responsibilities for records throughout the organisation
