Velrada was engaged to establish a program of work in the form of a Records Compliance Plan to define activity required to align the clients Policies, Procedures, Business Classification, Taxonomy and retention & disposal and business systems with the new WA Government SRA standards.

Project Overview

Engaged by the client to audit and assess the agency's level of compliance with the WA Government SRA standards. Establish a program of work in the form of a Records Compliance Plan to define activity required to align the agencies Policies, Procedures, Business Classification, Taxonomy and retention & disposal and business systems with the standard.

Client Requirements

Prepare the organisation to meet the WA Government SRA standards and ensure that all necessary activities are identified and encapsulated in a Records Compliance Plan.

 

Based upon the plan undertake a program of work to ensure that records governance practices across the agency are updated to ensure future compliance with the SRA. In particular:

• Update all policies affecting Records compliance; IM Policy, e-mail Policy, IT Security and Backups Policy
• Prepare a Records Keeping Manual (RKM) to define the principles and guidelines required for all agency related Records keeping; Procedures, Work Instructions, Training Plans and Material, Business Information Systems (TRIM, Helpdesk, Shared Drives, other corporate systems)
• Engage with all business areas to establish a new agency wide; Taxonomy; Business Classification Scheme; and Retention & Disposal Plan for implementation in the TRIM eDRMS
• Prepare an implementation plan, encompassing a risk and impact assessment, to define the recommended approach to implement the new Taxonomy, Business Classification Scheme and Retention & Disposal Plan in a manner acceptable to the State Records Commission (SRC) but which also minimises operational risks or costs to the agency

Our Solution

• SRA compliance audit to identify gaps between existing practices and the standard
• Risk and Impact assessment of gaps to business and prioritise focus areas
  Establish program of work and project plan to align focus areas with the standard
• Update the agency's records governance framework
• Reviewed, updated and created agency policies necessary to define company expectation in all areas of document and records management
• Undertook extensive business engagement to establish SRA compliant: taxonomy; business classification scheme based upon DIRKS Function and Activity model; and retention and disposal schedule.

 

Outcomes

• Ensured SRA compliant records keeping system practices
• Standardised Business Classification Scheme
• SRA compliant Retention and Disposal Schedule
• Pragmatic implementation plan minimising risk and cost to the agency

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