Recordkeeping for Good Governance Toolkit

Publication/report
Toolkit/framework/roadmap

Resources

OCM Datasheet

Intended Audience

Government agencies involved in recordkeeping.

Pacific Regional Branch International Council of Archives

2007

“The Pacific Regional Branch of the International Council on Archives (PARBICA) recognised at its conference in Nadi, Fiji in 2005, that good recordkeeping underpins public sector efficiency and accountability. By improving recordkeeping practices, governments will become more efficient in their everyday activities and be able to be more accountable for their actions.

In response, PARBICA is developing this Toolkit as a series of resources that promote a common approach to best practice recordkeeping across the Pacific and in alignment with international best practices. Although cultures and administrative laws and traditions throughout the Pacific region vary from place to place, there is also a great deal of similarity in the ways in which governments function today. By identifying those similarities through research and consultation, and combining that knowledge with expertise in modern approaches to recordkeeping, the tools will be designed in such a way that they will be able to be adapted or customised to suit the particular requirements of any country.

The Toolkit will assist Pacific governments to meet their legal obligations and help protect the rights and entitlements of the citizens of these countries and territories…

It is envisaged that over time the Toolkit will grow to include further guidelines for Pacific archivists and records managers on how to:

further identify, document, communicate and fulfil public sector recordkeeping requirements in each jurisdiction
provide information on records classification, disposal, storage and disaster prevention and recovery
provide training to staff, including training packages related to Toolkit modules
develop assessment checklists and frameworks (including information on managing emails, access guidelines, auditor checklists etc).” (pp.2-3)

[Accessible to International Council on Archives members].

Avaiable in

English

5Ps

Actions

SDGs LINKAGES

Implementing the resource helps contribute to SDGs around protecting and safeguarding cultural heritage (1.4 and 11.4), effective infrastructures for sustainable development (SDG 9.1), effective and transparent institutions (SDG 16.6), the Right to Information (SDG 16.10), and staff training (SDG 4.4). Access to relevant information supports other SDGs, for example 10.2 (Promote universal social, economic and political inclusion) and 11.7 (Safe and inclusive green and public spaces). Effective policies, and partnerships in place to ensure effective recordkeeping and building of archives, supports SDGs 17.14, 17.16 and 17.17.

Click on the SDG Target to discover Our Collections Matter indicators

SDG 1.4: Equal Rights to Ownership, Basic Services, Technology and Economic Resources
Our Collections Matter indicators:
Numbers and proportions of people from particular groups using collections in comparison with demographics in broader society.
Numbers of people accessing collections.
Number of targeted programmes that aim to enhance access to collections by disadvantaged groups.
Sustainable tourism that enhances local communities’ access to basic services, ownership and control over land and other forms of property (including cultural and natural heritage), as well as to technology and markets.
Involvement of people from disadvantaged groups in decision-making activities and processes relating to collections and collections-based institutions.
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SDG 4.4: Increase the Number of People with Relevant Skills for Financial Success
Our Collections Matter indicators:
Number of young people and adults in skills-development activities and programmes drawing on collections, for employment, decent jobs and entrepreneurship.
Increase in number of young people and adults in such programmes.
Number and proportion of staff who have received training in the last year, to better support their contribution to the SDGs.
Programs and processes in place to ensure the availability of a skilled workforce.
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SDG 9.1: Develop Sustainable, Resilient and Inclusive Infrastructures
Our Collections Matter indicators:
Development of research-useful collections to support reliable, sustainable and resilient use by researchers and others.
Number and proportion of collections facilities and stores that support economic development and human well-being.
Number and proportion of collections facilities and stores that provide affordable and equitable access for all.
Investment in collections facilities.
Inclusion of collections information in regional and transborder initiatives, notably via digital access for discoverability.
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SDG 10.2: Promote Universal Social Economic and Political Inclusion
Our Collections Matter indicators:
Collections development to ensure that collections effectively meet the needs of all, irrespective of age, sex, disability, race, ethnicity, origin, religion or economic or other status.
Number and proportion of educational and participatory programmes that promote participation irrespective of social or other status.
Numbers and proportions of people making use of collections in relation to the demographic of the local population.
Numbers and proportions of people involved in focused programmes aimed at promoting social, economic and political inclusion.
Numbers and proportions of people from different demographic groups involved in decision-making processes relating to collections and collections-based institutions.
Number and types of partnerships that build relationships with marginalized groups, individuals and communities.
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SDG 11.4: Protect the Worlds Cultural and Natural Heritage
Our Collections Matter indicators:
Total expenditure (public and private) per capita spent on the preservation, protection and conservation of all cultural and natural heritage, by type of heritage.
Plans, policies and procedures in place for the safe use of collections for a variety of purposes, protecting and safeguarding both collections and those who use them.
Plans, policies and procedures in place for the identification, safeguarding and protection of cultural and natural heritage at risk.
Collecting programmes in place to protect, safeguard and make use of cultural and natural heritage, addressing the needs of communities and stakeholders, and ensuring that collections can be an effective resource for sustainable development.
Number and diversity of educational, awareness-raising, research programmes, and partnerships that aim to strengthen protection of cultural and natural heritage.
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SDG 11.7: Provide Access to Safe and Inclusive Green and Public Spaces
Our Collections Matter indicators:
Numbers of people accessing collecting institutions from different demographic groups, notably women, children, older people and persons with disabilities.
Increases in numbers of people accessing collecting institutions from different demographic groups.
Measures taken to remove barriers to access green and public spaces.
Extent of green space provided by collections institutions.
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SDG 16.6: Develop Effective Accountable and Transparent Institutions
Our Collections Matter indicators:
Proportion of the population [audience/users/non-users] satisfied with their last experience of public services.
Access to information, and accountability policies and mechanisms, in place.
Effective institutional arrangements, both for own working and for working in partnership with other sectors, in place.
Plans and arrangements in place for extraordinary circumstances such as natural and human-caused disasters.
Effective arrangements in place to fulfil legal and social obligations and responsibilities.
Effective arrangements in place for transparent communication and reporting of institutional performance.
Effective arrangements in place for transparent decision-making and accountability.
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SDG 16.10: Ensure Public Access to Information and Protect Fundamental Freedoms
Our Collections Matter indicators:
Adopt and implement constitutional, statutory and/or policy guarantees for public access to information.
Plans in place, and plans implemented to enhance public access to information relating to collections.
Plans in place, and plans implemented to support fundamental freedoms, in line with human rights, national and international agreements and legislation.
Plans and procedures in place for public access to information relating to the operation and management of collections-based institutions.
Complaint mechanism in place for public to use where public access to information and fundamental freedoms not supported or fulfilled.
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SDG 17.14: Enhance Policy Coherence for Sustainable Development
Our Collections Matter indicators:
Proportion of policies that incorporate sustainable development considerations, linking to SDGs and targets.
Incorporation of policy considerations from outside the collections sector into policies of collections-based institutions, to facilitate partnerships and effectiveness.
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SDG 17.16: Enhance the Global Partnership for Sustainable Development
Our Collections Matter indicators:
Number and/or increase in number, and diversity of global and international multi-stakeholder partnerships that share collection-related knowledge, expertise, technology and financial resources to address the SDGs, or that otherwise involve collections-based organisations and institutions.
Number and/or increase in number, and diversity of global and international multi-stakeholder partnerships involving developing countries that share collection-related knowledge, expertise, technology and financial resources to address the SDGs.
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SDG 17.17: Encourage Effective Partnerships
Our Collections Matter indicators:
Amount of United States dollars committed to public-private and civil society partnerships.
Number and/or increase in number, and diversity of local, national and regional multi-stakeholder (public, public-private and civil society) partnerships that address the SDGs drawing on collections, or that otherwise involve collections-based organisations and institutions.
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5Ps

ACTIONS

SDGs