10. > RECORDS MANAGEMENT CONSIDERATIONS WHEN SELECTING A SOLUTION

Classifying the Information

Regardless of the IT solution selected, it is essential that the information entered into the system is classified or arranged in such a way as to assist access, retrieval, use, and, ultimately, disposal.

If a current classification scheme is in place, it should be reviewed to ensure that it adequately meets the organisation's functions and fits comfortably with the design of the system.

When redesigning an existing classification scheme or creating a new one, a decision will need to be made as to whether the paper and electronic systems will use the same scheme. Where the existing classification scheme is redundant or inadequate, the options are either to apply both schemes or to adopt a 'day one' approach for the new system. The migration strategy will be influenced by this decision.

Migration

Any design of a new IT solution will need to take into consideration the question of migration. In many instances, there may be some form of electronic record already being created by the organisation. Decisions will need to be made as to whether this data will be migrated into the replacement system.

If the decision is to migrate the electronic data, consideration will have to be given as to how far back the data is migrated. If data prior to a certain date is to be maintained in its original form, how will the supporting software be maintained and for how long?

If the decision is not to migrate, consideration will have to be given as to how those records of long-term value are to be preserved. In both instances, Archives New Zealand's guidance on electronic recordkeeping and digital preservation should be consulted.

If the existing system is paper-based only, consideration will need to be given as to whether the paper records will be scanned into the new system. If no imaging is to occur, the IT solution will need to include a reference point to legacy records.