Document Management - White Paper (ID 5277).pdf Jul. 2014 | Page 43

Needs Assessment for Records Management Contemporary records management programs typically deal in both IT issues as well as a set of legal recordhandling guidelines. To know where one stands in regard to records compliance, consult the Federal or local agency for your jurisdictions for details. To make an in-office assessment of possible solution requirements, an example for Federal compliance can be found at: www.epa.gov/records/tools/toolkits/evaluat/index.htm This multiple-section questionnaire is designed to provide a preliminary assessment on the status of existing records management programs, identify areas needing improvement, and show how RM solutions can help in creating a comprehensive system for record control. The assessment covers the following areas: Program management • Authorization and organization • Guidance and training • Internal evaluations Program management • Authorization and organization • Guidance and training • Internal evaluations Records creation • Adequacy of documentation • Contractor records Records maintenance • General policies • Paper-based records Maintenance of special records • Electronic • Audio/Visual • Cartographic/Architectural • Micrographic Records Disposition • Records schedule development • Records schedule implementation. Vital Records The checklist, based on policies set by National Archives and Records Administration (NARA) for Federal agencies, is recommended best practices by in most applications of records management. - 43 - EASY DOCUMENT MANAGEMENT