Organizational Record keeping

FIT5107 Managing Business records

Assignment 2: Organizational Record keeping Requirements

 

Summary

 

Organizational Record keeping

You are a group of record keeping consultants, working with a Victorian government agency/organization on a project to review and improve their record keeping systems using the DIRKS method. You will produce a report to provide guidance and recommendations on designing and implementing improved record keeping systems in the organization.

Organizational Record keeping

The report will:

a)      Identify the key challenges and problems with the organizations existing record keeping systems

b)      Provide guidance and recommendations on record keeping system design and implementation, including discussion of recommended record keeping frameworks, policies, standards, strategies, tools and technologies

c)      Explain the potential (tangible and intangible) benefits to the organization of improved record keeping

d)      Justify your recommendations with reference to the key problems (a) and the benefits of improved record keeping (c)

e)      Note the strengths and weaknesses and resource implications of your solution

f)       Detail the ways in which your solution may be monitored, evaluated and maintained

g)      Include citations of all sources used and list of references

Organizational Record keeping

The target audience for the report is the Senior Management Team in the organization.

Organizational Record keeping

Value

The assignment has both a group mark (25%) and an individual component (25%), totaling 50% for the unit

Organizational Record keeping

Due Date

Group Work Plan: Week 11 Tutorial

Written Report: 11.55pm Sunday 6 November 2016

Organizational Record keeping

Assessment Criteria

1.      Understanding of organizational analyses processes and their application to the case study agency/organization.

2.      Understanding and skill in applying record keeping concepts and practices to the assessment and specification of record keeping system requirements, implementation strategy and development of a business case for record keeping.

3.      Quality of the presentation and report including team work, research effort and effective use and referencing of a range of sources.

 

The individual mark will relate to the quality and level of your individual contribution to the assignment (contribution to allocated responsibilities) in terms of the criteria specified above, and will involve each team member individually completing a Peer Review Form for the project team.

Organizational Record keeping

Electronic Coversheet

To access the assignment submission box on Moodle complete the electronic coversheet.

 

Steps

 

  1. Form a project group in consultation with your tutor (2 to 3 students per group).

Organizational Record keeping

  1. Assign responsibilities within the group
  • Group Leader – to coordinate people and activities, and in charge of the Project Work Plan
  • Report Coordinator – to coordinate the writing and compiling of the report
  • Information Manager – to coordinate the information resources of the project team, including responsibility for the Reference List

 

  1. PROJECT COMPONENTS

Organizational Record keeping

  1. Investigate and report on the record keeping challenges and problems facing your organization. Draw on relevant websites, reports and Records Disposal Authorities, etc. to undertake an Organizational Record keeping Analysis to identify challenges and problems specific to your organization.
  • What is the mission and core business of this organization? What is its structure? What are its core functions?
  • What is the regulatory environment? What is the accountability framework? What organization(s) govern its business, record keeping and archival practices? What is the nature of the organizations relationship with regulatory organizations (e.g. roles, responsibilities, reporting)?
  • Who are the main stakeholders? What accountability issues does this give rise to?
  • What kind of organizational culture might it have? What kind of cultural context? What accountability issues does this give rise to?
  • What are the main risks associated with record keeping in this organization?

 

  1. Develop a set of guidelines and recommendations relating to Recordkeeping System Requirements and their implementation:
  • An organisational recordkeeping framework
  • The main features of a general recordkeeping policy for the organisation, and policies relating to appraisal and access
  • An organisational records preservation and archiving strategy
  • The selection of recordkeeping tools, e.g. metadata schemas, encoding schemes, disposal instruments
  • Technology options and technology requirements needed to support recordkeeping in the organisation, including software systems and integration with other business information systems
  • Ongoing monitoring and evaluation

Organizational Record keeping

  1. Make a Business Case for improved recordkeeping in the organisation, identifying areas for priority action. Include:
  • The potential (tangible and intangible) benefits to the organisation of improved recordkeeping
  • Justification of your recommendations with reference to the key recordkeeping challenges and problems, and the benefits of improved recordkeeping
  • The strengths and weaknesses and resource implications of your solution

Main Deliverables

Your report should contain (at least):

  1. A front page identifying your case study agency/organisation’s name, and your project team.
  2. A statement, agreed to and signed by all team members, that describes the roles and responsibilities of each team member.
  3. An Organisational Recordkeeping Analysis section describing your case study agency/organisation and identifying the major recordkeeping challenges and problems that it faces
  4. A section describing, explaining and discussing your guidelines and recommendations relating to Recordkeeping System Requirements.
  5. A section outlining the Business Case for recordkeeping in the organisation
  6. Full citations in the text of the paper to all references you have used in your analysis, and a complete Reference List using the APA Style.

Word Limit

There is no word limit on this assignment. However all components of the task must be done and presented in the Report. The report should be at minimum 3000 words – but expect to do more (max. 5000).

 

Assessment Guidelines

You will receive an individual and a group mark:

  • Individual Mark out of 25
  • Group Mark out of 25.

Group Assessment

The Group Mark will relate to the whole assignment. The weighting of marks that will be allocated to the various components is roughly as follows:

  • Organisational Recordkeeping Analysis (30%)
  • Recordkeeping System Requirements (30%)
  • Business Case for Recordkeeping (30%)
  • Professional presentation of the Report, including structure, content, citation and references (10%)

Assessment criteria for the Group Mark:

  • Understanding and skill in applying recordkeeping concepts and practices to the assessment and specification of recordkeeping system requirements, implementation strategy and development of a business case for Recordkeeping
  • Quality of presentation and report including team work, research effort and effective use and referencing of a range of sources

Individual Assessment

The Individual Mark will relate to the quality and level of your individual contribution to the assignment (contribution to allocated responsibilities and report section) in terms of the criteria specified above.

Resources

Organizational Record keeping

Tips on writing reports:

Referencing

You must acknowledge ALL the sources that you use in develop your assignment submission, so that it is clear what are your ideas and what are the ideas of others. Use the APA Citation Style (http://guides.lib.monash.edu/content.php?pid=346637&sid=2835402) to provide enough information about your references so that a future reader may locate and read the original source.

 

Please also note the following from the ‘Student Academic Integrity: Managing Plagiarism and Collusion Procedures’ of Monash, available at http://www.policy.monash.edu/policy-bank/academic/education/conduct/student-academic-integrity-managing-plagiarism-collusion-procedures.html

Organizational Record keeping

Plagiarism occurs when students fail to acknowledge that the ideas of others are being used. Specifically it occurs when:

·         other people’s work and/or ideas are paraphrased and presented without a reference;

·         other people’s work is copied either in whole or in part;

·         other people’s designs, codes or images are presented as the student’s own work;

·         phrases and passages are used verbatim without quotation marks and/or without a reference to the author or a web page;

·         lecture notes are reproduced without due acknowledgement.

 

 Organizational Record keeping 

 

 

Project Work Plan

 

CASE STUDY AGENCY/ORGANIZATION: _____________________________________

 

 

Role

 

Team Member

Group Leader:

 

 

Report Co-ordinator:

 

 

Information Manager:

 

 

writer(s) organisational context, recordkeeping challenges and problems

 

 

writer(s) recordkeeping requirements

 

 

writer(s) business case

 

 

 

PROVIDE:

 

  1. List of Team Members Responsibilities (use above table) based on SWOT Analysis

 

  1. Draft contents list for the report

 

  1. Work plan with timeline

 

  1. Information about how the team will communicate, including meeting schedule if relevant (e.g. skype, online chat, face-to-face)

 

  1. Brief outline of any anticipated problems with group work and how you will address them.

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