Ensure that your systems and processes meet the compliance requirements of the Public Record Act!
 
Commencing in 2010 each public office will be audited for compliance to the PRA.  Following the initial audit there will be continuing audits every 5 to10 years.   While local bodies will not be audited, they can be inspected to assess whether record keeping standards are being met.

While  the PRA documentation provides a detailed checklist for compliance requirements, there are three critical aspects that you need to focus on:  

1. How do you ensure that your current processes and systems adhere to the compliance requirements?
2. How do you ensure that your staff are aware of and adhere to these requirements and processes?
3. How do you demonstrate your compliance to external auditors?

How do you turn the PRA compliance requirement to your advantage?

Done well, documenting your processes and systems operations can result in substantial operational benefits to the organisation. The greatest benefit is an improvement in client trust which is directly related consistent delivery of services.  However more specific advantages may include:  

• Cost savings
• Greater adaptability to a changing environment
• Improved operational transparency
• Ability to simulate changes
• Staff induction and cross skilling
• Improved corporate governance
• Improved quality
• Risk reduction
• Business Continuity

"It is not enough to implement a records and document anagement system — we need to ensure that the way we use our systems is in compliance with the PRA.”  

How can Mavim Rules help?

Mavim Rules will help you to meet the documentation and compliancy standards set out in the PRA and easily enable you to document your processes and systems operations and link those processes to the compliancy framework.

We offer you a preloaded compliancy template for the PRA which can be easily linked to your process definitions.

Mavim Rules can:

• Readily import and link your existing information into your information database,  it will not be ‘simple’ to implement
• Easily alter your information structures and document linkages, the database will not be ‘simple’ to maintain.
• Automatically create flow charts from existing documentation content, your information system will not be ‘simple’ to develop.
• Selectively publish web and word formatted information to either: intranet, extranet, internet, pda, cdrom, usb drive or system help files - then you will lack the flexibility that your  organisation may need in the future

If you are interested in a free whitepaper, Mavim Rules or need any support with your PRA challenges please contact us to learn more

What are penalties for non-compliance?

Any person who commits an offence against the Public Records Act by:

• Negligently damaging a public record; or
• Negligently disposing of or destroying a public record; or
• Deliberately breaking any provisions of the Public Records Act or failing to comply with its provisions is liable for a fine of up to $5000.
• Any organisation or institution that commits an offence as outlined above is liable to a fine up to $10,000.