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Working Together Regionally To Avoid Broken Record Syndrome

Fuseworks Media
Fuseworks Media
Working Together Regionally To Avoid Broken Record Syndrome

Waikato District Health Board is working with its Midland Region partners in Lakes and Taranaki DHBs to improve recordkeeping practice.

Waikato DHB's corporate records advisors have been making weekly trips to Rotorua Hospital since March 2010 to provide assistance to Lakes DHB staff as they work through Public Records Act (PRA) compliance.

"Unlike Waikato DHB, Lakes does not have a full-time dedicated resource to corporate record keeping and PRA compliance, so this has been a valuable opportunity to start the work off," said Waikato DHB corporate records manager Judith Kitney.

The Waikato team will work closely with Taranaki DHB from March this year to achieve the same goal of improvement and consistency in corporate record keeping across the Midland Region (encompassing Waikato, Taranaki, Tairawhiti, Bay of Plenty and Lakes DHB regions).

Corporate records are defined as those created or received during the course of public business, regardless of medium or format. They include but are not limited to, finance, human resources, governance and population health (non-patient specific).

On their weekly trips to Rotorua Hospital, the Waikato DHB team worked closely with Lakes DHB's Quality and Risk team to:

share resources, such as training material, policies, procedures and tools share knowledge and information, gained from their own experiences train Lakes DHB staff meet with more than 50 teams throughout the hospital to raise awareness and discuss record keeping systems; and help to improve or develop new recordkeeping systems where necessary.

Karen Patterson provides administrative support to the Human Resources division at Lakes DHB.

She says assistance from the Waikato corporate records team has been of considerable help in making their electronic filing more efficient and has ensured the transition to more simplified systems within the Lakes HR office.

"As a relatively new staff member, the help provided by Waikato allowed me to develop a clear, logical and standard structure across the service," said Lakes DHB Woman, Child and Family Service administrator Janet Toni.

Waikato DHB's Public Records Act project background:

The Public Records Act 2005 (PRA) provides a recordkeeping framework for public offices with requirements for the creation, storage, maintenance, and disposal of public records.

Archives New Zealand is the authority governing record keeping standards in New Zealand, with a number of standards having been developed, three of which are mandatory - 'Create and Maintain', 'Electronic Recordkeeping Metadata' and 'Storage'.

To be ready for this, Waikato DHB established a corporate records management team and a Public Records Act recordkeeping project to ensure its recordkeeping environment meets compliance.

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