Records
sentencing projects often provide unintended outcomes that highlight poor
records management practices. As the
sentencing process involves the physical examination of each file it provides
an excellent opportunity to determine if the information is complete and that
all matters are “signed off” and this is just the beginning of the checking
process.
Recent disposal
projects have shown examples where:
- Feedback on important decisions is not shared with other business units
- Related and part files are not referenced
- Files are poorly titled and lack proper description
- Electronic media is attached to hard copy files
- FOI/GIPA records do not record details of source records
A good disposal
project will identify shortcomings in the way information is handled and
processed by action officers and by extension it will serve as a gateway to introducing
change to existing business practices.
So any good
sentencing project should incorporate provision to provide feedback on the
quality of the records being examined and recommend improvements to current and
future business processes.
