AS 4390.4-1996

1 - AS 4390.4-1996 RECORDS MANAGEMENT - CONTROL
4 - PREFACE
4 - CONTENTS
5 - 1 SCOPE
5 - 2 APPLICATION
5 - 3 REFERENCED DOCUMENTS
5 - 4 DEFINITIONS
5 - 5 RESPONSIBILITIES
6 - 6 REGISTRATION
6 - 6.1 Purpose
7 - 6.2 Processes
7 - 6.2.1 General
7 - 6.2.2 Register Characteristics
7 - 7 CLASSIFICATION OF BUSINESS ACTIVITIES
7 - 7.1 Purpose
8 - 7.2 Business classification schemes
9 - 7.3 Processes
9 - 7.3.1 General
9 - 7.3.2 Language controls
10 - 7.3.3 Retention
10 - 7.3.4 Security
11 - 7.3.5 User permissions
11 - 7.3.6 Distribution or allocation of responsibility for the management of particular sets of records
11 - 7.3.7 Allocation of numbers and codes
12 - 8 INDEXING
12 - 8.1 General
12 - 8.2 Allocation of indexing terms
12 - 9 TRACKING
12 - 9.1 Purpose
12 - 9.2 Physical tracking systems
13 - 9.3 Action tracking
13 - 9.4 Usage monitoring
13 - 9.5 Maintain records of recordkeeping transactions
13 - 10 MONITORING AND COMPLIANCE
13 - 10.1 General
13 - 10.2 Control language relevance
13 - 10.3 Process Quality

Sets out the records management processes of registering, classifying, indexing and tracking an organisation's records to identify them uniquely in a recordkeeping system and to enable them to be retrieved effectively and accurately. Describes the purpose and process of registration and the data elements which should be registered. Distinguishes classification from indexing and describes the processes and tools used to develop a controlled language, and the need for monitoring and compliance.

Control systems and processes associated with records management include -(a) registration which provides evidence of the existence of records in a recordkeeping system;(b) classification which allows for appropriate grouping, naming, security protection, user permissions and retrieval;(c) indexing which allocates attributes or codes to particular records to assist in their retrieval; and(d) tracking which provides evidence of where a record is located, what action is outstanding on a record, who has seen a record, when such access took place and the recordkeeping transactions that have been undertaken on the record.

First published as AS 4390.4-1996.