Journal Of Historical Research In Marketing: Communication Management Procedures And Governance In National Archives Of Australia

Communication Management Procedures in National Archives of Australia

Question:

Discuss About The Journal Of Historical Research In Marketing?

The communication management procedures will apply standards, policies, roles, and responsibilities of various stakeholders and legislation Acts regarding the National archives of Australia. It also applies advice and guidance necessary to impact on the information and management of records responsible for most commonwealth entities (Hubbard, 2016). In this case, there are several sources that need to be used so as to identify regulatory and appropriate management practices.

Some of the sources used in this case include standing orders, legislation, and legislative instruments. Again, whole-of-government policies and strategies are also applicable. Communication management procedures also apply records and information management standards and authorities. Finally, the procedure applies guidance and advice from relevant stakeholders.

The first communication procedure applied in this case relates to Archives Act 1983. This is a policy that empowers the National archives of Australia to oversee proper record keeping practices (Jonasson, 2012). This procedure is monitored by the Australian government. It also facilitates recordkeeping requirements for the purpose of Commonwealth records entities. The agency responsible for this Act is National archives of Australia.

Again, these procedures involve the use of standards set by the Australian government. These standards represent archive regulations so as to provide archives with specific documentation so as to support various agencies dealing with management of records. The agency responsible for these responsibilities is the National archives of Australia.

Communication management procedures also apply policy Act of 1988 (Kanungo & Manuel, 2014). The main responsibility of this Act includes a regulation that handles personal information relating to individuals. This communication procedure relates to the collection of information, use of information, data storage and disclosure. The agency responsible for this procedure is a department of Attorney general and the office of the Australia Information commission.

The project information system that needs to be considered in this case involves three main functions. That is storage of information, searching for information and retrieval of information.in that connection, storage of information relates to hosting process. Therefore, connecting this process with the National archives of Australia, it is important to ensure that the website application process must be created to host records from the archive externally. This process incorporates the use of IT specialist and infrastructure so as to facilitate data sovereignty and data protection control (Kotler, 2011). This process must comply with the Privacy Act.

The IT infrastructure needs to ensure that the website can support the formats provided in the records.    This process will guarantee the display of data including images and cloud-sourced data. Again, the system must ensure that the process of retrieving data is record-user generated so that relevant stakeholders can retrieve the data they want. The process of retrieving data must also ensure that the administrative modules applied are secure so as to promote data security. This process ensures that only authorized agencies are allowed to retrieved data.

Lastly, we consider the concept of data searching.in a project management information system, the process of searching information incorporates search function. That is, the system should have the ability to query search and return search results. Again, it should ensure that user-added tags are on stories should be posted back via the most appropriate API (Marylene, 2014). On images, the website must ensure that images are included in the most appropriate collection.

Sources for Regulatory and Appropriate Management Practices

Develop a communication plan using the attached template as a basis

Provide an example of a project communication about the status of the project including scope, time and cost. This may be via status report, meeting (depending on your choice of meeting you can use the one from the unit Manage Meetings) or newsletter or any other appropriate communication method.

The project communication to be considered relate to the methodology applied by a given organization to pass information from organization communication platform to all stakeholders. Assuming that the organization is dealing with a development project, then a lot of information needs to be stored, searched and retrieved by relevant stakeholders. In that connection, proper planning needs to be initiated so as to ensure the credibility of information that needs to be communicated from one point to another. Consider a project dealing with record keeping in an investment firm (Henry, 2008). This implies that communication that needs to be applied in this case relates to all transactions taking place in this investment. This information needs to be communicated to relevant stakeholders using the most appropriate channels for encoding and decoding information. The firm can set its own website where relevant information will be posted.

In a project, the time factor is very important since all undertakings need to be scheduled. Therefore, communication process should ensure that all requirements are completed within the required timeframe. It is important to set targets on what needs to be achieved in the project. Therefore, communication process will be set by considering goals and objectives of the plan (Eric, 2012). Long-term goals should be implemented through long-term communication strategy. Short term goals and objectives should be based on the short-term communication process.

It is also very important to consider the cost associated with project communication process. The cost charged in project communication needs to be reasonable and economical. The project team should ensure that communication process applies the principle of economy and consistency. It is important to consider communication process that is cost friendly.

In order to ensure validity, quality, and accuracy of data, the process used involved data collection, data analysis, data presentation, and interpretation.

This is the first stage of gathering any data. This is the first phase that determines the quality and accuracy of data. If poor data collection method is used, then it is obvious that the quality and accuracy of data will be compromised. In my case, I applied appropriate data collection approaches so as to initiate the process of compiling quality and accurate data.  This process involves identifying the type of data to be collected. It is also important to consider the most reliable study area.

This process also contributes to data quality and accuracy. It is important to consider whether the data is qualitative or quantitative (Dow & Taylor, 2015). Data analysis procedures will determine the quality of data presented. Always apply the most appropriate data analysis tools.

When presenting data, accuracy, and quality depend on the platform used to present the data. That is, the audience to be presented with the data need to interpret the data (Franco, 2015). Thus, if they cannot interpret correctly, then there is a higher likelihood that the data was either inaccurate or the quality was compromised.

Archives Act 1983 and Policy Act of 1988

How would you finalize and archive records? How would this reflect ownership of the information and control requirements?

In order to finalize and archive records, it is important to understand the audience and relevant policies and legislation governing the National Archive of Australia. This process provides roles and responsibilities of relevant policies and procedures. Therefore, finalize and archive records by considering the information contained in the record (Donald & James, 2005). Achieve records with similar information and label the place of the archive so as to facilitate retrieval when the need arises. This will able the process of controlling information in the records and place together data that are owned by certain stakeholders such as commonwealth.

Review your project performance in terms of information and communication management. Would your information and communication management processes and procedures be considered effective? Why/why not?

The process used in my communication management is effective since the procedures used determined the timeframe required for the project (Dann & Dann, 2007). It also incorporated all costs incurred and a recommendation on how to reduce communication costs.

List all information and communication issues you may have experienced on the project (in the table below) including a recommendation for future projects.

Based on your experience, provide an Issue Log of information and communication issues – provide a resolution for these. 

For the project review the communication processes by responding to the following questions:

Who were the key stakeholders in the project?

Investors, project execution team, project management team and legislation agencies.

What specific information needs did they have? Your answer should include any statutory or legal requirements or competing interests.

Investors provide resources to be used in the project.

Project execution team need to know their roles and responsibilities so as to clear the project in time.

Project management team should have information on what each stakeholder needs so that they can monitor and control.

Legislation agency determines whether the project complies with all legal procedures.

What were the main communications issues addressed?

The main communication issues in this project were projected communication plan to be adopted in the project in a given timeframe.it also involved commination on data to be used so as to enhance data accuracy and quality (Arnold, 2010). Again, communication on record keeping as also addressed so as to enhance data storage, searching and retrieval.

What types of communication resources were required?

Resources are key to project communication. Some of these resources involved record books where transitions were recorded before transmitted to electronic form. Again, resources were also used to pay data clerks as well as paying communication costs in communication channels used such as telephone charges and computer application.

What pitfalls were you aware of in communicating with stakeholders?

Stakeholders expected that data used was accurate and of high quality. In that connection, maintaining data accuracy and quality was not easy due to data manipulation from data collection, analysis, presentation, and interpretation.

References

Arnold, J. (2010). Coaching Skills for Leaders in the Workplace: How to Develop, Motivate and Get the Best from Your Staff. How to Books. New York publishers

Dann, S., & Dann, S. (2007). Competitive marketing strategy. Pearson Education Australia.

Donald, C.H., & James W.F (2005). “Are You Sure You Have a Strategy?” Academy of Management Executive 19, no. 4: 51–62.

Dow, W., & Taylor, B. (2015). Project Management Communication Tool. William Dow.

Eric, H.S. (2012). “Marketing strategy: From the origin of the concept to the development of a conceptual framework”, Journal of Historical Research in Marketing, 4(1), 30-55.

 Franco, S.A. (2015). Fundamentals of Corporate Finance. McGraw-Hill Education.

Henry, A. (2008). Understanding Strategic Management. Oxford University Press.

 Hubbard, G.R. (2016). Microeconomics. Pearson.

Jonasson, H. (2012). Determining Project Requirement. Averbach publication.

Kanungo, R.N., & Manuel, M.  (2014). Work Motivation: Models for Developing Countries. Sage Publication.

Kotler, P. (2011). Framework for Marketing Management. Pearson.

Marylene, G. (2014). The Oxford Handbook of Work Engagement, Motivation and Self-Determination Theory. OUP USA.

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