Powers assisting recordkeeping effectiveness

Compulsory review of tender documents & specifications for consultancies and purchases involving or affecting recordkeeping such as

• IT systems & software
• reprographics
• imaging and micrographics systems
• stationery
• record storage media
• file components and housings

METHOD: recordkeeping impact statement and approval from regime is part of purchasing documentation.

ACTIVITY: Recordkeeping professional must prepare recordkeeping impact statement & approve/disapprove all purchase requests.

Executive order/Directive as part of standard operating procedures or administrative arrangements

BENEFITS: permits recordkeeping professionals to know of proposed changes and measures that effect the regime BEFORE they do damage; also provides opportunity to give sound recordkeeping advice; raises profile of regime within overall organisation; hard for opponents to subvert.

RISKS: Poorly researched/prepared impact statements or undue delays in review processes could lead to cancellation of powers.

CAUTIONS: May want to be selective about types of purchases to be reviewed; must verify data & consult with purchaser & other stakeholders; commit sufficient time/effort to produce quality statements within timeframe

Same as above but with power to VETO those that impair recordkeeping effectiveness until they are appropriately amended. Examples where veto would be exercised might include:

• disposals of records;
• purchases of new storage housings;
• imaging/ micrographics applications;

until records in question are under an approved disposal regime.

BENEFITS: a very powerful 'stick'; professional recordkeeper's advice is taken seriously as negotiation and arbitration is compulsory in reaching a solution

RISKS: too frequent use of veto creates enemies; winning the battle but losing the war.
Must be accessible and wise in negotiations and prompt/ appropriate in making and disseminating decisions.