WHAT TO CONSIDER PRIOR TO IMPLEMENTING AN IT 'SOLUTION' TO A RECORDKEEPING PROBLEM

15. > CHECKLIST FOR CONSIDERATIONS PRIOR TO IMPLEMENTING AN IT SOLUTION

> BUSINESS CASE ESTABLISHED	NO	PARTLY	YES
Problem defined
Objectives of solution linked with objectives of organisation
Change management implications identified
Solution fits with organisation's Information Management and Technology Strategy
Solution fits with e-Government Strategy and priorities
> INITIAL PROJECT TEAM ESTABLISHED INCLUDING:
The records manager
A senior manager
An information management specialist
An information technology specialist
A user who works with the processes that are being evaluated
> CURRENT RECORDS MANAGEMENT PROGRAMME EVALUATED
Current recordkeeping practices evaluated against Continuum
Policies, systems and procedures evaluated
Stocktake of holdings of paper and electronic records undertaken
Skills of current records team evaluated and upskilling commences if required
Roles, responsibilities and structure of records management team evaluated
> USER REQUIREMENTS DEFINED
Business process requiring change selected
Work process and associated information flows mapped
Transactions and associated documents identified
Options for IT solution identified
> COSTS AND BENEFITS IDENTIFIED
> INITIAL PROJECT TEAM WIDENED
Project manager appointed
Specialist expertise included in project team
Steering Committee established
> PROJECT PLAN DEFINED
> RECORDS MANAGEMENT ISSUES CONSIDERED
Classification of information reviewed
Migration issues addressed
> LEGAL CONSIDERATIONS ADDRESSED
Legal requirements under the Public Records Act, Privacy Act and Official Information Act met
Legislation specific to organisation function met
> SELECTION PROCESS FOR IT SOLUTION COMMENCED
Other organisations visited
Functional specification prepared with reference to Archives New Zealand's Electronic Recordkeeping Systems Standard
Tender process according to government procurement rules
> CHANGE MANAGEMENT PLAN DESIGNED AND IMPLEMENTED, INCLUDING:
Communications plan
User manual
Monitoring and reporting
> DEVELOP ONGOING TRAINING PROGRAMME
Induction training
Refresher courses
Online training
> ONGOING MAINTENANCE ISSUES ADDRESSED, INCLUDING:
System upgrades
New versions of software
Training requirements for new staff