Checklist for assessing business systems for recordkeeping

Context

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

This checklist relates to Secure and store recordkeeping advice.

When should the checklist be used?

Use this checklist 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.

The objectives of the checklist

Actioning a checklist 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.