Content and scope of Step E
Overview
This section is an introduction to Step E. It:
- outlines the aim of Step E, and what it can help you to achieve
- summarises the major elements of Step E
- explains why it is important to undertake Step E for particular DIRKS projects, and
- shows how Step E relates to the other steps in the DIRKS methodology.
Aim of Step E
Step E is the point in the DIRKS methodology when you identify strategies to transform your business systems into recordkeeping systems.
By applying the range of strategies it outlines, you will specify the changes necessary to:
- meet the recordkeeping requirements identified in Step C and
- redesign the systems assessed in Step D so that they are fully able to meet your recordkeeping needs.
Tip: Focus of Step E
Step E is about determining the right approach to your system design or redesign. In Step E you choose a mix of strategies to apply to meet your identified recordkeeping requirements. In Step F you commence the actual process of system design and develop means by which you can actually implement the strategies you have chosen.
Summary of Step E
The Australian standard AS ISO 15489 recommends four strategies that can be used to improve recordkeeping in your organisation:
- policy
- design
- implementation, and
- standards.
A mix of strategies should generally be selected. The choice should be based on knowledge of how your organisation functions (see Step A: Preliminary investigation) and the specific recordkeeping gaps (identified in Step D: Assessment of existing systems) you are trying to remedy.
The standard also provides you with scope to devise your own strategies for meeting recordkeeping requirements.
Step E is focussed on making improvements to all components of a system in order to meet recordkeeping requirements. The recommended tactics may be applied separately or in combination, to help you meet your recordkeeping requirements. Implementing these strategies will help you to ensure your organisation has the recordkeeping systems necessary to sustain its business activity. You can select from between them to determine the most effective combination of strategies that will enable you to meet your range of business needs.
Why should you do Step E?
In Step E you brainstorm ideas and solutions for the problems that have been hampering your organisational recordkeeping.
You will transform a number of these ideas into tangible recordkeeping improvements in Step F: Design recordkeeping systems.
Relationship to other steps
Step D
Step E has a close relationship with Step D. In Step D you assess organisational business information systems and determine if they are a liability to your organisation because they do not meet recordkeeping requirements. In Step E, you should take this assessment as the starting point to begin to identify how to rectify these problems. As a result of their close relationship, Steps D and E - identification of problems and determination of solutions - will often be undertaken in parallel.
Step F
If the objective of your DIRKS project is to develop or redevelop systems for recordkeeping, undertaking Step E will provide you with a clear outline of the directions you want your system design to take and a good understanding of the problems you need it to address. Step E will also help you to ensure that the system you develop in Step F is comprehensive and adequately addresses all the issues identified in your Step D analysis. Again, Steps E and F can be undertaken in parallel, so that you can actually build solutions as you develop your strategies.
