Question Considerations Response For response For response ‘Yes’ ‘No’ (Y/N) 3.2 Where you have Document how you Continue to Solution 2.- Consider the cost of configuring, modifying or upgrading the identified a risk or gap intend to: Integration system and if it is possible to reconfigure, modify or upgrade in Phase 2 by configure, modify the system to build in missing information or data management answering to an or upgrade the ‘No’ functionality. For example, if you have identified that you assessment question, system cannot prove the information or data is authentic, you might is the Build in solution when it is likely to build in this functionality by configuring metadata fields to appropriate to reduce happen, and capture additional information or data to support authenticity. the risks or address any risks any functionality gaps? associated with What are the advantages and disadvantages to managing risks the upgrade/ or gaps in this way? reconfiguration. Document your plan to When and how the missing functionality could be built into the address risks or gaps system eg is there an existing agreement with the vendor that in your . outlines how changes to configuration or upgrades are managed? Continue to work through your list of Consider whether a combination of solutions is necessary to identified and address the risk or gap entirely. gaps that still need addressing. Examples of building in functionality include: Configure metadata fields to capture additional information to support authenticity. This may be populated automatically or manually (through data entry). Upgrade or modify the system to make audit logs available to appropriate end users. Configure audit logs to capture all relevant actions. Configure additional metadata fields to capture file structure and record/document relationships. Configure/write reports in the system that will call up the relevant data. Configure additional metadata fields to capture relevant information or data. Configure system to ensure that metadata is retained after content’ is destroyed. ‘record Ensure that metadata can be exported to be retained as a control record for the system the system is decommissioned. Configure the system to suspend all disposal action while disposal data is being updated.
Question Considerations Response (Y/N) For ‘Yes’ response For ‘No’ response 3.2 Where you have identified a risk or gap in Phase 2 by answering ‘No’ to an assessment question, is the Build in solution appropriate to reduce the risks or address any functionality gaps? Consider the cost of configuring, modifying or upgrading the system and if it is possible to reconfigure, modify or upgrade the system to build in missing information or data management functionality. For example, if you have identified that you cannot prove the information or data is authentic, you might build in this functionality by configuring metadata fields to capture additional information or data to support authenticity. What are the advantages and disadvantages to managing risks or gaps in this way? When and how the missing functionality could be built into the system eg is there an existing agreement with the vendor that outlines how changes to configuration or upgrades are managed? Consider whether a combination of solutions is necessary to address the risk or gap entirely. Document how you intend to: configure, modify or upgrade the system when it is likely to happen, and any risks associated with the upgrade/ reconfiguration. Document your plan to address risks or gaps in your . Continue to work through your list of identified and gaps that still need addressing. Continue to Solution 2.- Integration Examples of building in functionality include: Configure metadata fields to capture additional information to support authenticity. This may be populated automatically or manually (through data entry). Upgrade or modify the system to make audit logs available to appropriate end users. Configure audit logs to capture all relevant actions. Configure additional metadata fields to capture file structure and record/document relationships. Configure/write reports in the system that will call up the relevant data. Configure additional metadata fields to capture relevant information or data. Configure system to ensure that metadata is retained after ‘record content’ is destroyed. Ensure that metadata can be exported to be retained as a control record for the system the system is decommissioned. Configure the system to suspend all disposal action while disposal data is being updated.
Business-system-assessment-framework_tcm16-102191.docx