Government of Jamaica Records and Information Management Programme

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The Government of Jamaica (GoJ) Records and Information Management (RIM) Programme is an initiative of the Ministry of Education, Youth and Information under the Information subject.  The RIM Programme is managed by the Information Division with support from the Office of the Cabinet (OoC) and the Jamaica Archives and Records Department (JARD).

 

The GoJ RIM Programme is implemented in keeping with Cabinet Decision #25/18 which approved the implementation of the RIM Policy (the Policy) across the Public Sector.  The Policy applies to all public sector records, and seeks to facilitate the exchange of data among public sector entities; and provide for the establishment of the institutional and legislative frameworks for the effective management of records. It also promotes the accessibility and timely sharing of information within and across government, while at the same time, protecting confidential information.  The Policy is aligned to related International Records Management Standards and the General International Archival Descriptive Standard.

Vision Statement

An integrated, standardised, and secure RIM system, which facilitates access to Government information and archival material; preserves and leverages Jamaica’s historical, information and cultural assets; as well as enables efficient service delivery, enhanced decision making and overall attainment of national developmental goals.

Policy Goal

The goal of the Policy is to contribute to modernising and transforming the public service and the building of a knowledge society by:

  • managing, securing and making accessible, the records of the GoJ in an efficient, effective and transparent manner, throughout their lifecycle; and
  • acquiring and preserving archival material.

Policy Purpose

The purpose of the Policy is to:

  • provide a framework for the standardised management of official records in the GoJ; and
  • ensure that all activities and decisions of the GoJ are fully and accurately documented, managed and monitored in accordance with the regulatory framework and the life cycle principles of records creation, maintenance, use and disposal.

Objective

The Policy objective is to enhance the performance of business activities, decision making and service delivery by all government institutions, contribute towards the achievement of the National Development Plan and support the Government’s obligation for transparency and accountability to its citizens and other stakeholders.

Policy Benefits

The benefits of the Policy inter alia, include:

  • improved decision making where decision makers have the information they need when they need it;
  • enhanced service delivery to citizens, businesses and other Government entities;
  • improved and integrated communication within and between Government institutions;
  • reduced operating costs through the efficient and effective management of space, equipment and technology and through the application of records disposition procedures;
  • protection and support for the government through the management of risks associated with the existence or non-existence of evidence during litigations;
  • assimilation of new records management technologies to leverage efficiency, economy and effectiveness and an  e-governance framework in the GoJ;
  • preservation of the national memory through documenting and preserving records and archives with historical value to the nation;
  • safeguarded vital information which is critical for business resumption/continuity in the event of a disaster; and
  • increased qualified RIM practitioners in Jamaica and the Caribbean region.

Key Result Areas (KRAs)

The implementation of the RIM Programme is pursued under the following five Key Result Areas (KRAs):

  1. KRA 1: Legislative and Regulatory Framework (chaired by MoEYI) with the objective of developing a modern policy, legislative and regulatory framework for the effective and efficient management of the GoJ records;

 

  1. KRA 2: Organisational Structures and Human Resources for RIM (Chaired by MoEYI) with the objective of ensuring that efficient RIM services are delivered by trained and experienced RIM professionals in JARD and Ministries, Departments and Agencies;

 

  • KRA 3: Reform of JARD’s Institutional Framework and Infrastructure (chaired by MoEYI) with the objective of creating a modern National Archives with a capacity to discharge its mandate;

 

  1. KRA 4: Implementation of standardised RIM Systems (Co-Chaired by JARD and eGov Jamaica) with the objective of promoting and facilitating the management of GoJ records in accordance with International Standards and the policy and legislative framework; and

 

  1. KRA 5: Capacitation of Key Stakeholders (chaired by MoEYI) with the objective of equipping key stakeholders with the capacity to implement the requirements of the Policy.

Policy Implementation

The operationalisation of the Policy is guided by an overarching RIM Strategy and Implementation Plan which uses a phased approach. The new RIM systems were first piloted in the OoC, Office of the Prime Minister, JARD and the Auditor General’s Departments.  Full implementation of RIM Systems with the Ministries, Departments and Agencies is currently being undertaken incrementally.

 

Policy Review

The RIM will be reviewed and/or updated at least once every five years.  This review will be initiated by the Ministry with portfolio responsibility for the National Archives/JARD.