Assessing business systems for recordkeeping functionality

Context

Many business systems are implemented without considering recordkeeping requirements. This can lead to records that are not reliable or available when needed. This assessment is designed to help organisations appraise and improve their recordkeeping processes.

This assessment is a template and can be used as is or altered to suit your organisation's needs. 

When should the assessment be used?

Use this assessment and its accompanying guide when planning new systems or evaluating existing ones. 

It can be used to ensure systems meet recordkeeping needs during:

• procurement
• system design
• upgrades.

The assessment should be done early in the process, especially during the planning and procurement phases. For existing systems, it can be used when making changes or upgrades.

A guide has been created to accompany the assessment to provide further context around each of the questions and the recordkeeping compliance requirements each question refers to.

The objectives of the assessment

This assessment can help:

• determine if the system has recordkeeping requirements
• assess how well the system meets these requirements
• identify actions needed to improve the system’s recordkeeping functionality.
• prioritise systems based on risk and business needs.