A Record Plan for NASI

1. A Record Plan for NASI National Archives of Solomon Islands 2012 Catherine Green and Bernard Rizu

2. Manual of Registry Procedures

3. SIG Records Management Guidelines • Guidelines outlining the rules and procedures for records management in all Solomon Islands Government agencies • Endorsed in 2007 as the records management standard for all government agencies • Guidelines include advice on writing a Record Plan and a sample Solomon Islands Government Administrative Record Plan

4. NASI Record Plan Functions Common Administrative Functions: • External Relations • Financial Management • Information Management • Personnel and Establishment • Resources Management • Strategic Management NASI Functions: • Archives Preservation Management • Guide Preparation • Archives Reference Services

5. Record Plan Review 2012 • Mandate by the Director to develop and implement a Record Plan across NASI • Consultation with staff to identify functions specific to NASI

6. NASI Functions • Records Acquisition and Management • Archives Preservation and Conservation Management • Records Management Education and Training • Access and Reference Services

7. Records Acquisition and Management • Transfer of records to NASI – liaison with Government agencies • Management of records located at NASI • Arrangement and description of records • Management of records disposal

8. Archives Preservation and Conservation Management • Management of the preservation and conservation of archives • Scanning and digitisation of records • Management of storage conditions • Conservation of records

9. Records Management Education and Training • Planning and implementation of records management training programs • Records awareness sessions for Government ministries and agencies • Records Management module for IPAM training – Institute of Public Administration and Management

10. Access and Reference Services • Management of access to archives • Management of the NASI Research Room • Management of enquiry statistics and reports • Research and preparation of indexes and subject guides for the archives collection

11. Access and Reference Services Some examples of file titles using the Record Plan system: • 10/01 Access and Reference Services – Requests and Authorisations • 10/01/01 Access and Reference Services – Requests and Authorisations – Requests for access to personnel files by Ministry of Public Service • 10/02 Access and Reference Service – Control • 10/02/01 Access and Reference Services – Control – Research Room weekly visitor statistics January – June 2012

12. Implementing the Record Plan Consultation Capture documents into official file covers Assign responsibility for creating files and managing the filing system Training staff

13. Selling the Plan – Staff Training Workshop

14. It’s not just paper records • Classify electronic records using the Record Plan model • Official records should be captured in official files, regardless of their format: • Emails • Word documents • Spreadsheets • Presentations • Print and file hardcopy versions of your most important official documents

15. Beyond NASI • Implementing the Record Plan Model to government agencies: • Gain management endorsement and support first • Map government functions and activities • Have a key contact person within the agency to liaise with throughout the project • Allow enough time for training

16. Themes • Consultation with staff throughout the development and implementation of the Record Plan • Plan the implementation project carefully • Review functions and activities regularly to ensure the Plan remains current to your organisation • Don’t make it too complicated • Practical training for staff – one-to-one or small group sessions