Implementation and Review
The fourth and fifth phases of the records management process may be considered together.
If as we have suggested the information audit, functional analysis and retention scheduling have been treated as a project or series of projects it is important both to implement the new policies and procedures, and at the same time review what has been achieved. The reason for running the two together is that the additional authority which will be needed to implement the findings of the process will be the result of a formal acceptance of your conclusions by senior management in your institution.
It is also important to draw the work done so far to a formal conclusion. The report may contain recommendations about work which still needs to be done and possible future programmes. But it is important to get a final report (warts and all) signed off.
Basically the review should look at initial aims, and check these against the actual outcomes. In an ideal world these should match exactly. In practice this is rarely the case.
The key questions which have to be addressed are;
- Is the records management process working?
- Does it need modification, either at the practical or policy level?
- What still needs to be done?
- What are the problem areas?
- Are we developing systems which are fully compliant?
If the stakeholders have been informed of progress as it has happens, there should be few surprises by this stage, and either all the potential risks will have been identified and mitigated or particular risks will have been noted and isolated for special consideration.
