The responsibilities for each party relating to the RMaaS service are outlined below.
Customer
The customer has the below responsibilities in relation to the service:
- Defined a process for approval for disposition of records;
- For Freedom of Information (FOI) requests, customer must have identified and provided the criteria for the search request;
- Provide access to Records365 production tenant to the nominated RecordPoint staff
- If the customer wishes new sites to be managed by Records365, they must request and approve the sites
- If the Customer has NAP delete as part of their service offering, customer must define a process for approving records to be deleted
- Customer must provide details of any holds they wish placed
- Submit requests through Zendesk for these services:
- Application and maintenance of retention and disposal schedules;
- Review and maintenance of rules;
- Management of legal holds in Records365 on approval from legal;
- Assistance with Freedom of Information (FOI) requests;
- Defensible disposition of all records approved for disposal (on business approval)
- Identification of new electronic repositories that do not have records management applied;
RecordPoint
RecordPoint has the below responsibilities in relation to the service:
- Processing requests in a timely manner and ensuring service levels are met
- Ensuring customer data remains confidential
- Ensure access to customer production tenant is limited to authorized RecordPoint staff
- Reporting monthly on work completed during the previous month
- Records365 is operating based on best practice configuration and processes;
- Data in Records365 is being classified based on the file plan and classification intelligence;
- Disposals are carried out based on agreed retention schedules;
- Records365 licensed connectors are configured, data is being managed correctly and the system complies with legislation; and
- Stakeholders can get analytics and reporting once a month from Records365.