Developing a fileplan Richard Jeffrey-Cook In-Form Consult

Developing a fileplan Richard Jeffrey-Cook

In-Form Consult Ltd l Clients – – – l Services – – – l Houses of Parliament, Scottish Parliament, Metropolitan Police, European Central Bank Local Authorities Mid&West. Wales Fire & Rescue Service, East Sussex Fire & Rescue Service IM & RM Strategy Procurement System Design Implementation Management Education Market Research & Whitepapers Myself – – – Implementation of bespoke IT applications Developed document and knowledge management applications Introduced to records management 4 years ago

Currently supporting l County Councils – l Unitary – l Warwickshire Plymouth Borough/District Councils – – Chorley Eastleigh Rushmoor Hinckley & Bosworth

Information Management Knowledge Management Portals Customer Relationship Management Middleware Version Control Capture Learning Training Searching Document Workflow Records Management Document Management Publishing Line of Business Applications Document Image Processing Enterprise Workflow Information Security Business Continuity Content Management Standards ISO 15489 ISO 17779 BIP 0008 TNA & Mo. Req Compliance FOIA DPA EIR RPSI Storage Retention & Disposition Access Control Internet Intranet Information Audit Classification Scheme and Fileplan E-mail Management

Reasons for classification l Group records into a context – – l l Single record provides little information Many related records supply a fuller picture Storage Browsing for information Access control Retention

Distinction between classification and fileplan Classification scheme Fileplan Class Sub-class Benefit claims Sub-class = Folder HP 0000001

Control l Central vs departmental control – – l Who maintains the classification scheme? Who creates folders? Ensure – – Easy to maintain Not free for all

Starting Point l LGCS – l IPSV – – l Cannot be used as a business classification scheme Should be cross-referenced to for publication Retention Guidelines – – l Coverage has been patchy RMS LGG Retention Guidelines Cross-reference to classes Others – LGSL

Information Audit l Objective of audit – – – l Identify what is held, by whom, and where Current RM practices Naming and organising records Disposal practices Skills level Carried out by questionnaire, workshop, interviews, physical walk round

Information Audit - outputs l l Identifies all records – electronic and paper Platform for developing a file plan Initial communication with staff within organisation Prioritises information management issues

Business Analysis 1 Key Clerical Activities Processes Automated File or retrieve In filing cabinet Work queue: work awaiting action Set a diary event or log an action manually Pending queue: automatically monitored for due date Letter generated Clerical re-keying of information Letter generated

Business Analysis 2 BP 0 – Benefits Overview BP 1 – Benefit Claim Registration BP 2 – Benefit Claim Assessment Payment BP 3 – Discretionary Payment Request or Appeal BP 7 – Payment Review Applicant BP 4 – Change of Circumstance BP 6 – Pre-Tenancy Determination BP 5 – Credit or Overpayment

Business Analysis 3 BP 3 –Discretionary Payment Request or Appeal - Current Request Log application Photocopy support Appeal decision unchanged Initiate formal appeal Appeals Service By supervisor Review request Payment awarded/ appeal granted Calculate level of payment Payment processing Letter raised in Word to document decision reached

Developing the fileplan Draft 0. 1 Date: 1/6/2005 Author: RJC Leisure and Culture Environment Land & Premises Cultural Events Play Development Sports Development Community & Living Community Centres Leisure Facilities Management Parks & Open Spaces Yarrow Valley Park Community Services

Developing the Fileplan - 2 Yarrow Valley Park (2 of 3) Property Ownership Documentation Footpaths & bridleways Publicity Photographs Footpaths & bridleways Publicity Contracts Insurance Finance Grants & Funding Contract costings Projects Clayton Pipeline Reservoir Big Lodge Ponds Small Lodge Lower Burgh Meadows Green Flag Award Cycles & Motorcycles Application 2004 Environment Fish Easement Big Wood Higher Meadow Reservoir

Classification l l Add scope notes Apply regardless of format – – Paper EDRMS Network file servers Outlook folders

Conclusion l Developing a fileplan – – – Big commitment Takes time Foundation for information and records management

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