Council on archives international records management trust

The Information Technology Manager

They are the experts within the ministry who can advise on how technology can be used to support record-keeping requirements.

Information technology managers should carry out this role by

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  incorporating record-keeping policies, practices and requirements into information systems policies and practices
  
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  ensuring the continuing physical management of records according to disposal schedules
  
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  managing the migration of electronic records through changes in software, hardware and storage media
  
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  establishing, with the records manager, standards, procedures and controls for managing electronic records
  
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  implementing standards, procedures and controls on the exchange or sharing of information between departments across a network
  
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  notifying records managers when new systems, or enhancements to existing systems, are planned, especially where these affect electronic records
  
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  advising records managers on a regular basis of new technological solutions concerning the preservation of and continued access to electronic records
  
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  ensuring the effective retention and disposal of electronic records, including their transfer to an archival institution, in accordance with approved standards and procedures.
  

The Manager of Legal Services

Legal services staff can provide advice to senior management, records managers and others across the ministry on the record-keeping implications of various laws and policies. Their legal opinions will help to sanction proposed records management policies as these might relate to the provisions of various laws. For instance, while the records manager would be responsible for developing records retention standards, the legal services staff would be responsible for confirming the relationship of these standards to relevant laws.

Legal services staff advise on the record-keeping implications of various laws and policies.

Legal services staff can carry out this role by

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  working with records managers to develop legal opinions on the implications of various laws and policies on records management
  
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  incorporating record-keeping considerations (as provided by records managers) into laws and policies relevant to the conduct of the agency’s programmes and services
  
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  confirming the disposal strategy for records in both electronic and paper form
  
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  providing advice on legal issues related to records preservation and access.
  

The Internal Auditor

The role of internal auditors can vary enormously from one country to another. Increasingly, internal auditors are taking an active role in ensuring that departments adhere to internal standards of best practice. In this context, the role of an internal audit should be to ensure that standards and practices for the management of electronic records are being observed across the organisation and that the objectives of the electronic record-keeping programme are being achieved.

An internal auditor seeks to ensure that departments adhere to internal standards of best practice.

The contribution of auditors is twofold. On the one hand, they can measure compliance with electronic record-keeping standards. On the other hand, they can measure the effectiveness of the electronic records programme itself. They can achieve this by

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  ensuring compliance with applicable government-wide and ministry-specific record-keeping policies, procedures and standards
  
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  reviewing electronic records systems periodically to ensure that they comply with established agency procedures, standards and policies
  
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  conducting reviews of the state of record keeping across the ministry in order to assist decision makers with plans to implement or revise record-keeping policies, systems and practices.
  

The Security Officer

Security officers can play an important role in ensuring that electronic records are protected from unwarranted access and destruction. By setting security standards and measuring compliance, they also help to ensure that sensitive or confidential electronic records are protected.

Security officers set and maintain security standards.

They should carry out this role, in co-operation with the records manager, by

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  incorporating record-keeping considerations into the policies, standards and practices governing the security and integrity of information systems
  
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  conducting reviews of the security of information systems in relation to record keeping standards
  
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  advising records managers on recent developments in the security field that could affect the management of electronic records, especially those that are security classified
  
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  working with records managers and IT managers to develop emergency plans that protect electronic records
  
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  incorporating record-keeping considerations into security awareness programmes.
  

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