Velrada was engaged by an Australian subsidary of a global Chinese mining operator to establish the governance framework necessary to ensure that best practice document and records management principles are adopted consistently across it's Australian operations.

Project Overview

Engaged by client to establish the governance framework necessary to ensure that best practice document and records management principles are adopted consistently across the organisation. Selected the ISO 15489 standard as example of best practice model and developed a program of work to align CPM Policies, Procedures, Business Classification, Taxonomy and retention & disposal and business systems with the standard.

Client Requirements

Instil and systemise best practice document and records management principles, based upon ISO 15489, across the organisation.

 

Establish document and records management governance framework to enact company policy and ensure consistent interpretation and application. In particular:

• Improve accountability over decision making processes
• Ensure that corporate knowledge is captured, retained and re-used
• Ensure that compliance obligations are met
• Reduce corporate risk, and
• Define principles required for the replacement of business information systems

Our Solution:

• ISO 15489 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
• Prepared work packages necessary to improve company organisation, processes and business systems to be aligned with ISO 15489 principles

 

Established an IM governance framework

Reviewed, updated and created company policies necessary to define company expectation in all areas of document and records management.

• Document Control and Management
  • Storage & Access
  • Retention & Disposal
  • Security
  • Preservation
  • Business Information Systems
• Undertook extensive business engagement to establish;A baseline business classification scheme based upon DIRKS Function and Activity model.
• Development of an agreed File Plan
  • document types and metadata capture requirements
  • metadata taxonomy
  • document naming and numbering standard
  • retention and disposal schedule

 

Outcomes

• Standardised and consistent policies
• Common agreed Business Classification Scheme and File Plan
• Compliant Retention and Disposal Schedule
• Baseline Governance framework prepared in advance of Business Information System replacement

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