STEP 2 - Determine the scope of the appraisal and disposal project
Once the need for a new RDA has been established, you need to define and document the scope of the disposal project in the project scoping report. PROV can provide you with the report template.
The report must cover the functions and key administrative responsibilities within project scope, possible records of continuing value and/or high risk business activities, project resourcing, relevant stakeholders and their interests in the records.
Once developed by your agency and endorsed by PROV, the scoping report is submitted to the Public Record Advisory Council (PRAC) Appraisal Subcommittee for their review and advice on appraisal considerations and proposed stakeholder consultation. This process allows stakeholder views to be considered at the commencement of the appraisal process; issues (if any) and subsequent risks of delays in the RDA approval process can also be minimized.
Generally the Appraisal Subcommittee aims to provide feedback via email within a fortnight post submission. Please note the Subcommittee may request a meeting with PROV and agency representatives to discuss the proposed project scope. PROV staff will advise you if the Subcommittee would like this to occur.
You will also need to determine how the project will be resourced, ensuring that adequate resources are available to complete the project. Many agencies choose to procure a service provider to research and develop an RDA on their behalf, budget may be required. Alternatively experienced staff could be reallocated from operational tasks to focus on the RDA development.
- start to consider and document appraisal issues such as the identification of key functions, legislative requirements, high risk business processes, the value of records over time, and your agency's intersects with similar and closely related functions and agencies of government
- identify relevant stakeholders - i.e. persons and organisations (internal and external to government) that rely on or have an interest in your records, this may include research interests and community groups
- plan and possibly commence stakeholder engagement—recording all stakeholder details in the Stakeholder Engagement Template
- determine resourcing
- submit a scoping report to PROV for PRAC Appraisal Subcommittee review
- incorporate feedback from the Appraisal Subcommittee on the intended scope and approach of the project and the proposed stakeholder consultation process.
- provide scoping report template
- provide advice and feedback on project scope
- endorse scoping report
- submit project scoping report to PRAC
- liaise with the PRAC Appraisal Subcommittee and share their feedback with you.
Scoping Report for PRAC template (will be provided on request). See this example from the Emergency Services Functions RDA, which illustrates typical content that is required for the scoping report.
RDA Development Guide 1 - Skills and resources
RDA Development Guide 2 - Stakeholder consultation
RDA Stakeholder Engagement Template