Developing and Implementing a Record-Keeping Framework at Infotel

This report outlines the development and implementation of a record-keeping framework for Infotel Services. It details the purpose of the framework, emphasizing transparency, accountability, and compliance with statutory obligations. The report provides an overview of record management, highlighting its role in decision-making, resource management, and risk mitigation. It identifies relevant legislations and standards, including the Public Records Act 2002, Right to Information Act 2009, Information Privacy Act 2009, Evidence Act 1977, and Financial Accountability Act 2009, as well as government information and Australian standards. The document also describes essential policies and procedures for record management, such as record management, information security, information privacy, and right to information policies. Additionally, it covers necessary record-keeping schedules, including retention and disposal schedules, business clarification schemes, record management security classification schemes, and delegations. Finally, the report lists specific records and evidence, such as employment, service delivery, insurance, and certificate of incorporation records, that Infotel Services must manage.

Develop and implement
a record-keeping
framework

Table of Contents
INTRODUCTION ..........................................................................................................................3
TASK 1............................................................................................................................................3
Purpose of record-keeping framework........................................................................................3
Overview of record management and a picture of the environment for Infotel services............3
Legislations and standards that apply in Infotel services............................................................4
Policies and procedures of record management policies for the Infotel Services.......................6
Name and brief the schedules related to record-keeping that Infotel services will need
developed....................................................................................................................................6
A list of specific records and evidence that need to managed by the Infotel services................7
Record management at Infotel Services - authority and responsibility......................................9
CONCLUSION .............................................................................................................................10
REFERENCES..............................................................................................................................11

INTRODUCTION
Record keeping framework includes all the regulatory requirements and records which
are performed under the risk of non- disclosure of the information. It has to first collect and make
sure the the details are complete and accurate. Then save it and review it on the basis of the
standards and procedures set by the government. Record management is another essential term
used for maintenance of the documents. It prioritise the record keeping artefacts and addresses
the identified gaps (Amato and et.al., 2018). In this report, the framework of record-keeping used
by the Infotel services and its purpose has been discussed. It also entails the policies, standards,
function, procedures and evidences that need to be managed by the company with full accuracy
and confidentiality.
TASK 1
Purpose of record-keeping framework.
Framework is made to meet the statutory obligation and to to main the transparency and
accountability of the firm.. It is beneficial for the company as well as for the customer's and
potential stakeholders. The objective of preparing the model is to keep a reliable information
about the company. It provides the guidance about the legislation, policies, standard, tools, rules
and regulations. It also helps in identifying and improving the gaps. Infotel services purpose of
preparing the framework is to maintain the transaction and decisions. It increase the efficiency of
the organisation. The evidence and saving of records provides it a continuity by maintaining the
administrative, legal, historical and financial records.
Overview of record management and a picture of the environment for Infotel services.
Record management means the administration and supervision of the records irrespective
of the format of the management of the company. It includes maintaining and creation of the
transactions in a document. It helps in communicating the saying of the information and helps in
decision making (De Meulenaere and Kunze, 2021). It collects the essential and valuable data
and effective manages the resources. It is the core of the business resources which supports in
achieving the strategic objectives and enrich the undertaking.
Record Management environment which will give benefits to the of Infotel Services:

 It consolidated the different type of information and makes it easy for taking decisions.
 The records of the company are secures and used in an appropriate manner.
 The documents provides detailed information about the Infotel services which helps in
knowing the position of the organisation
 It acts an an evidence and supports the transparency, accountability and maintains the
compliances established by the government (Fusco, 2021).
 It improves the management process an controls the irrelevant activities.
 It helps in maintaining the accurate and the evidential information of the company's
resources.
 It is the provided the core information on which the business can rely on.
 In future, when the past data of the company is needed, it doesn't waste time to find the
information.
 The maintenance of electronic records have made easier to record the data and retrieve it,
if needed.
 It preserves the and enriches the cultural and traditional memories of the company.
 It acts as a risk mitigation for the Infotel services.
 It has to maintain a environmental license for the activities which can be harmful for the
organisation.
Legislations and standards that apply in Infotel services.
Legislations: The framework is made considering the legal requirements of the
government to ensure that the resources are managed efficiently and effectively. It has to comply
with the laws and the organisation's policies. The legislations that apply in Infotel services:
1. Public Records Act, 2002: It is preserved to consider the benefits of the future
generation. It keeps the whole and accurate record of the activities while following the
guideline of the Act. The Infotel services is obliged to maintain the records properly with
all the details which is relevant. The company cannot dispose off the records until it has
been ordered by the legislative authority (El-adaway, Abotaleb and Eteifa, 2017) . Some
of the examples are: tax judgements, criminal records and property and bankruptcy
information. It promotes the consistency and accountability in record-keeping.

2. Right to Information Act, 2009: This act gives the right to individuals of Infotel
Services to be aware about the essential information about the organisation. It gives the
authority to access to the documents of the company to the public as well and provides
transparency of the company. This act assures that the information provided is correct
and accurate which are effectively to ensure the usefulness of the undertaking. The
information can be found on the website of the company under the publication scheme
which includes the documents that can be disclosed to the public.
3. Information Privacy Act, 2009: This act ensures of protecting the private information of
the employees and customers. This act is an extension of Right to Information Act. It
gives legislative security concerning the handling of the personal details (Harjoto and
Rossi, 2019). Infotel Services makes sure that the details have been managed accurately
and used in a correct timely way. It gives control to the disclosure of substance by
following the privacy policies. It protects the information such as the personal
identification number, social security number.
4. Evidence Act, 1977: In any case of the legislative practices this act plays a crucial role.
It act takes care that the documents are properly maintained in electronic and paper form
and place at the Infotel services secure place. It helps in providing the evidences and
witnesses in the legal proceeding of the court.
5. Financial Accountability Act, 2009: This act sets out the legal obligation to the
companies. It requires that all the public property and the money of the people with
properly administered and managed.
Standards: Regulations are measurable and audit is done to determine the benchmark
compliances of the company (Klareld, 2018). Standards that apply in Infotel Services:
1. Government Information Standards: These standards are issued under the authority of
legislation and supports the best practices in the management of information. These set
the basic principles and supports the delivery of work of Infotel Services. It maintains
the integrity and availability of the records in the paper and electronic form.
2. Australian Standards: These standard are set principles and practices associated with
the record management. In this the information and proper documents of the records are
associated which helps in the smooth working of the Infotel services.

Policies and procedures of record management policies for the Infotel Services.
A policy is formed to manage the business systematically and effectively. These are the
fundamental principles of the business. The purpose of the record management policy is to
ensure the accuracy of records of all the resources (Qiu, Qiao and Pardalos, 2019). The
procedure of record management is to retain or dispose off the resources appropriately by
following the norms.
The policies and procedures that need to be develop in Infotel services are:
1. Record Management Policy: This policy define that what information the Infotel
services need to keep as a record. The records include the contact of the current and past
employees, the service providers inside and outside the organisation. It provides a basis
of responsibility and protecting the right of the staff members.
2. Information Security Policy: It sets the norms for the individuals working in the
organisation, and ensures that the protocols are being followed. It aims at protecting and
giving the access of the information to the authorized person. Infotel services uses this
policy as it assists in preventing the security incidents like breaching of data.
3. Information privacy policy: This policy ensures that the personal details are not
disclosed to anybody other than the authorities who should have access. Infotel services
should make sure that the collection, use and storage of the individuals and not disclosed.
4. Right to Information Policy: The staff and the public has full right to know about the
information that can be disclosed. So under this policy, Infotel services only provides
those details which are important to know for the people internally and externally. This
disclosure and correct use of information can help in growing the company.
Name and brief the schedules related to record-keeping that Infotel services will need developed.
Record Management tools support the implementation of record-keeping policies and
provide consistency of practice. These schedules include:
1. Retention and Disposal Schedules: This schedule performs a variety of administrative
functions that all the companies need to perform (Rahman, 2020). Infotel services need
the development of proper financial, human resources management which helps in
managing the records of the employees.

2. Business Clarification Scheme: The businesses done should be clarify that what type of
business, industry an the hierarchy procedure followed. Infotel services need to describe
its records in a similar way that can be found easily on the internet and ensures that in the
right content with the appropriate subject.
3. Record management security classification scheme: This scheme sets out the proper
security of the records and prevent the data from the unauthorized access and disclosure.
This schedule will help the Infotel services from preventing the fraudulent breaching of
the documents of the company.
4. Delegations: In this schedule,the allocation of functions is only done to the right person
for performing the organisational activities. It maintains the full list of functions
delegated. It will help the Infotel services in establishing a framework and increases the
efficiency and effectiveness of the employee's performance.
A list of specific records and evidence that need to managed by the Infotel services
The Infotel services need to incorporate the following records which are mandatory:
1. Employment records: The evidence that are required by the a Australian taxation Office
(ATO) and under the industrial laws, are the employment related records. These records
include:
 Formal meetings or discussion for the issues related to the individual performance and
position (Ronchi, Pontarollo and Serpieri, 2021).
 Training and development programs for the staff.
 Recruitment records such as job description, agreements, selection process,
advertisements.
 Record related to the employee grievances.
2. Service delivery records: These are very important to be kept as it shows the revenue
and the achievements. These records helps in supply of the service on time and estimating
the budget for providing of the services. Some of the records are:
 It minimizes risk of the vocational negligence
 It ensure the industry requirement are met and have no delay in producing of the services.
 It helps in planning and evaluation of the service delivery records
 Acknowledges the accomplishments of the organisation.

3. Insurance records: Insurance is done to prevent from the loss of any hazardous
situations. Copies of all the insurance policies need to be managed for the benefit of the
Infotel services and be kept at a secure place. It may require an insurance organization for
the purpose of maintaining the policy (Tan and et.al., 2017). The insurance companies
has to notify the insured company as soon as the consequence such as theft, accident or
fire happens. It is essential for the indemnity as well to keep the copied of the contractual
policies and get the sum of the insurance without any dispute.
4. Certificate of incorporation: Is is issued when the Infotel services us first established
and listed by its name. It is a crucial instrument that needs to kept by the company as it is an
evidence of the registration of the establishment issued by the government to the business
owner and should be stored safely. It is a prove of the existence of the company. If the
original certificate is lost by the company, it may apply to the insurance association for the
duplicate certificate.
5. Notice of the meetings: It informs the members of the committee where the meeting is
being held and the topic of discussion by following the companies guidelines by mentioning
the date, time and location of the meeting. Copies of the notices should be kept an an
evidence in case of further disputes.
6. Accounting records: This records the transactions related to the company's finances. The
laws also require that the financial records are to be kept. It maintains the transparency
and viability of the organisation and gives the accurate and up to date monetary
information (Zhang, Oo, and Lim, 2019). It assists in taking the financial decision of
the company and shows the undertakings profitability. Some of the requirement are:
 It should be authentic and prepared in a proper format.
 The minimum period of maintenance of records is 7 years.
 It should be sufficient data which shows the financial position and performance of the
Infotel Services.
7. Annual report: It is the most important part of the record maintenance. It shows the
achievements of the Infotel services of the fiscal year and also give the information about
the directors and executives of the company. It gives the data about the activities of the
organisation. There is no proper format of preparing the annual report, but is is submitted to
authorized members at the Annual General Meeting (AGM) and included the following:

 Employee's report
 Annual Statistics
 Annual Financial Statement
 Shareholder's report
 Activity Report
 List of management and volunteers
 Interest and dividend payment records
Record management at Infotel Services - authority and responsibility.
There are some obligations for the Infotel Services which are to be managed:
 Regulatory Requirements: These are the obligations that the government imposes on
the companies to maintain the laws (Zimmerman, 2019). It ensures the proper
functioning of the organisation. The Infotel services needs to have the registration
number of the company under the Australian government. It has to be updated on the
amendments made by the government, keeping financial records, and checking of the
annual statements.
 Business Function Areas: It reviews and provides the security to risks of the functional
areas such as operational, financial, sales, marketing, customer service, payroll , training
and development and workplace health and safety.
 Implementing the framework, compliances, policies and procedures for record
keeping: Record management of the Infotel services ensure that statutory obligation are
completed and have the proper evidence of keeping of the information.
 Monitoring the operation of technology: Record management ensures that the private
information establishes and monitor with the help of the technology which generate and
helps in maintaining the records. Infotel service have to make sure that the uses of
hardware and software program are running efficiently.
 Monitoring and reviewing the record keeping framework: It should assure that
records are regulary assessed with the effectiveness and efficiency of the technological
systems. It will help the Infotel services in meeting the public needs and identifies the
achievements of the company.

CONCLUSION
The report can be concluded by saying that the record-keeping is an important tool in running the
organisation. It keeps the record of all the activities and data of the company. A record keeping is
a digital garage of facts in an employer which acts as proof or a guideline. Infotel services
follows all the regulatory compliance in accordance with the Australian government. It also
ensures that the information is not disclosed to any unauthorised authority. It is mandatory for
the Infotel services to follow all the guidelines, policies and procedures and ensure the
development of the organisation.

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