Records Management Handbook

4. Records Management Standards

The OIC Records Management Standards are a set of principles that define how documents and records components are to be created, managed and used by this Office. Without such standards, and as the number of records increases substantially as each year passes, the OIC would find itself with uncoordinated approaches, architectures and processes which are incohesive and costly in terms of resources and which will become increasingly difficult to manage.

It is essential that all OIC Staff familiarise themselves with these standards and adhere to them.

Document and Record Standard

  1. Lotus Notes is the principal office tool for the creation of documents and records and should be used for all document and record management activities. The only exception to this would be when staff may wish to avail of facilitates offered by the IT Unit to prepare presentations that may, for practical or technical reasons, have to be produced using non Lotus Notes tools such as Powerpoint etc.

Database View Structure Standard

  1. Databases within Lotus Notes are defined by the data contained within them and the various "views" are used to present that data to the user.
  2. Wherever possible, a Lotus Notes database should have a hierarchical structure which facilitates the logical storage and retrieval of data.

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