Developing a Record Keeping Framework for Delta Services Report

This report develops a record keeping framework for Delta Services, a company providing billing and customer service for a regional water authority. The introduction defines the framework's purpose, emphasizing its importance for systematic record management and error reduction. The main body details the framework's purpose, record management policies, and relevant legislation such as the Corporation Act 2001 and Water Act 2007. It describes record keeping schedules, specific records to be maintained, and the overall record management process. The report also covers regulatory requirements, business function areas, and policies and procedures. It highlights the importance of technology monitoring and the roles of managers and human resources in the framework's operation. The conclusion reiterates the significance of the record keeping framework in ensuring systematic business operations and efficient delegation of responsibilities. References include academic journals and books on record keeping and related topics.

Develop a Record
keeping Framework

Table of Contents
INTRODUCTION...........................................................................................................................1
MAIN BODY...................................................................................................................................1
CONCLUSION................................................................................................................................3
REFERENCES................................................................................................................................4

INTRODUCTION
Record Keeping framework is defined as the procedure where records of organisation is
created, captured, maintained and disposed of after certain period of time. It is necessary for
every organisation because it helps to find and recheck each and every information at any period
of time (Oliver and et. al., 2018). In this report the chosen organisation for developing record
keeping framework is Delta Services which has been involved in the contract for billing and
customers service for region's water authority. There will be detail overview about framework
that why and how this framework is important for organisation.
MAIN BODY
Purpose of Framework
The main purpose of developing a framework within the organisation like Delta Service
is important because they need to provide their services to almost 120000 home. For maintaining
all of this records it becomes important that all of the information should be prepared in
systematic manner. This framework will help to delegate roles & responsibilities, keeping
records of every customers so that chances of errors can be reduced. In addition, it will also
enable to provide idea that how they can check previous records when necessary.
Brief description of records management policies and procedures.
Record management policies and procedure plays important role within the organisation
due to which it is necessary that record management policies and procedures must be followed.
Record management policies & procedures discusses about payroll, records that for how long it
should be kept within the organisation. It will discuss that which types of laws and regulation
will be applied on company.
Brief Description of Legislation & Standards that applies on Delta Services
Whenever any of the business organisation is being commenced it is necessary for them
to follow number laws and regulation because it helps them that how business is needed to be
governed (Resnik and et. al., 2015). As it only only business organisations because it work in the
field of water services where number of laws applies such as Corporation Act 2001, Water Act
2007, Water Efficiency Labelling & Standards Act 2005 and water charge and water market
rules. These are some of the laws and regulation which applies on organisation like Delta
Services. They are required to fulfil all of the requirements because water is being supplied
1

directly to 120000 homes due to which government cannot give any freedom to service provider
organisation. It is one risky business due to which it is necessary that all of the laws and
regulations must be complied as per the guidelines of law.
Description of schedules related to record keeping.
It is necessary for every business organisation to do internal audit of their company. It is
important because it helps to check each and every file which has been prepared by authorised
department (Klareld, 2018). They must make a schedule to check their every files on quarterly
basis which will help them to reduce unnecessary errors. In addition, schedule will decide that
when bill is to be delivered and in which mode it is to be delivered by the staff of Delta Service.
List of specific records and evidence to be kept.
Here, organisation will required to maintain daily basis payment slip of customers, daily
expenses which occurs within the company. When it comes to maintaining records and
evidences, it become necessary that organisation must keep the record of accounts. Also, detail
information should be available related to every customers.
Overview of Record Management
Record management is termed as the process of recording all the business activities in
such a manner so that it can be used by the top administration of the business to operate their
business in successful manner. It is very necessary for business organisation like Delta service
because there are limited staff as compared to work which is available within the organisation.
This will change whole of the environment of the company because they will get idea that they
need to manage work. Secondly, they can also easily check whether legislations are being
followed or not. Also, every department such as payroll, Administration, Human Resources etc.
will have knowledge that how they need to handle any of the situation which arises in front of
organisation.
Regulatory Requirement
In every organisation, risk and reward is being given to top level management as they
performs as a principle whereas employees work as a agent of company. So, directly or
indirectly it will be the responsibilities of higher hierarchy management to check whether rules
and regulations are being followed or not. Top level management includes: Manager, CEO, HR
department, directors etc.
2

Business function areas
For the purpose of business function area, organisation can create different department
such as finance & account department, customers services and even human resource. It will be
very crucial for organisation to divide functions area because every individual will have the
knowledge that what is their roles and responsibilities within the organisation.
Policies and procedures for record keeping.
In this, it is important for business organisation that they must according to water act
2007 and corporation law 2001 because this are the two main laws and policies which will be
applied on business organisation. Even audit will be done on the basis of theses laws which
clarifies that water act 2007 will play the most significant role over here.
Monitoring the operation of technology
Here, manager will play crucial role because he will be the one who will take
responsibilities to monitor the framework and technologies which are being used within the
business organisation like Delta Services. It will be important for manager to have a overview of
all technologies which are being used in every short intervals.
Monitoring and reviewing the record keeping framework including time frames and
responsibilities.
In the end of the accumulation of all things performed in organisation human resource
manager shall keep in check all rule & regulations also provision of Delta services. Adding to
that a formative way of following these should also be monitored by him. This will keep things
working in a proper format and any such confusion or dispute can be avoided.
CONCLUSION
Record Keeping framework plays important part for any of the business organisation
because it decides that systematic company performs their business activities. It is helpful as it
reduces unnecessary burden from business organisation. Roles and responsibilities are delegated
according to the work distributed to different departments.
3

REFERENCES
Books & Journals
Oliver, G. and et. al., 2018. Ethnographic sensitivity and current recordkeeping: Applying
information culture analysis in the workplace. Records Management Journal. 28(2).
pp.175-186.
Resnik, D. B. and et. al., 2015. A framework for addressing ethical issues in citizen science.
Environmental Science & Policy. 54. pp.475-481.
Klareld, A. S., 2018. Recordkeeping in an outsourcing public agency. Records Management
Journal. 28(1). pp.99-114.
4