Characteristics and functionality of recordkeeping systems
DIRKS builds recordkeeping systems
The DIRKS methodology helps you to transform business information systems that should be managing evidence of their operations into recordkeeping systems.
To operate effectively, recordkeeping systems have to meet a defined set of characteristics. These characteristics are summarised here to provide an overview of the types of qualities your recordkeeping systems should possess. These characteristics are revisited in Step D: Assessment of existing systems and Step F: Design of a recordkeeping system, the sections of the methodology where you focus on transforming relevant business information systems into recordkeeping systems.
Characteristics of recordkeeping systems
Recordkeeping systems should possess the following characteristics, in order to produce and maintain authoritative records:
|The characteristic of…||Means that systems should…|
Functions that should be performed by recordkeeping systems
In addition to having these characteristics, recordkeeping systems must be capable of performing a range of standard recordkeeping functions.
|The function of...||Means that systems should be capable of...|
|Access and security monitoring||
|Searching, retrieval and rendering||
Recordkeeping systems should be capable of:
Managing records in any form
- managing electronic records, scanned images, voice files, video clips, digital plans, databases, information from other applications etc.
- managing electronic signatures and encrypted records, where appropriate
Some systems may only be required to manage records in one format, while others will need to be capable of managing multiple formats
Integration with electronic applications
- integration with applications used for transaction of business (office utilities, e-mail, websites, database applications, workflow, etc) 
Tip: Don't underestimate the importance of system useability
When you are designing and implementing recordkeeping systems and considering the functionality they should possess, it is important to consider the overall useability of the system. Many systems with recordkeeping capacities have great strength in relation to record creation and capture, but do not necessarily enable the search paths or retrieval flexibility that may be required by system users. Recordkeeping systems have to be useable and it's important not to overlook this key requirement.
What these qualities provide
Developing systems that meet these criteria provides you with recordkeeping systems. These systems provide the structures and controls within which:
- accountable and
records are created and maintained.
 Many of these requirements are derived from AS ISO 15489.1-2002, Records Management - Part 1: General, Clause 8.2
 This range of functions and additional requirements is drawn from recordkeeping best practice and Functional Requirements for Electronic Recordkeeping, Department of Public Works and Services Request for Tender No ITS 2323 for the Supply of Records and Information Management Systems (March 2001), accessible in the short term through the Department of Public Works and Services website at www.dpws.nsw.gov.au and the European Commission's Model Requirements for the Management of Electronic Records, March 2001, accessible via the IDA (Interchange of Data Between Administrators) website at www.cornwell.co.uk/edrm/moreq.asp