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The Bank of Thailand

The Bank of Thailand (BOT) commissioned Recordkeeping Innovation to:

• Review its archives and records policies and processes
• review records control tools
• conduct work process and functional analysis
• develop records classification, develop retention and security/access schedules
• coach, mentor and comment on work process analysis and functional analysis undertaken by BOT staff for records classification, retention and security/access schedules so they were able to complete aspects of this project themselves
• determine the requirements for the development of a new, integrated corporate records management system
• plan a strategy for a corporate records management system to support the BOT's corporate objectives; and promote awareness of the records program among senior staff/management.

The project was initiated by BOT's five year records management strategy. The project included determining information access and security needs for digital records, in itself a significantly more sophisticated model than the paper based access and security system. The long term strategy included the selection and implementation of new eDRMS software, so the development of the tools was done in a way that was vendor neutral, but with the aim of taking best advantage of new and emerging technology, such as new classification models and the ability to customise.

Our analysis of the functionality requirements informed a functional software specification for EDMS that went beyond automating the existing paper based processes. This was an opportunity to innovate and to improve existing practice by applying functional specifications for the digital world, looking for opportunities to integrate systems and automate the record creation process. A key requirement for the software selection process was to improve the skills and expectations of the selection team, while managing the clients expectations of what the software could deliver.

This project required a collaborative approach, transferring skills during the pilot phases to the BOT's staff who completed the project. Working in a foreign regulatory environment, across legal jurisdictions and across language barriers presented a number of challenges for our consultants. We had to understand the cultural, linguistic and legislative differences in BOT's recordkeeping requirements, BOT's way of doing business and adjust to the expectations of BOT staff. Our methodology was based on documenting the work processes to then develop classification schema, titling tools, retention recommendations and security controls. BOT achieved a solid, future facing recordkeeping framework that BOT staff could understand and accept because it supported their way of doing business.