Who Does What - Level 3

Annual Review of Roles and Responsibilities  Now that you have gathered all the information about who does what within your group and the tasks involved in each role, regular review is an important step to make sure that all roles are still relevant and carrying out the tasks required to keep your group functioning. An annual review will help you keep control of what is happening within the group and could even be a task included as part of a participant’s role.

Even better, the most important roles could be discussed and allocated as part of existing group meetings or planning sessions.  Some things to think about when carrying out this review are. 

• Has anyone left the group, or moved roles since the document was created / last reviewed? If so, any changes should be documented. Make sure to include new contact details where needed. 

• Are any roles/responsibilities you have no longer relevant? If so, remove them. 

• Do you need to add new roles/responsibilities to complete new tasks? 

• Have you added any new platforms or software with passwords or technical information that needs to be logged? 

• Have you changed any passwords? It is a good idea to periodically change passwords to help keep your content secure. Any changes should be logged. 

  This template gives an indication of what should be logged. Adapt this to the specific needs of your group. 

Keeping all the documentation linked to your digital preservation work up to date is an essential step to make sure that everyone involved knows who is doing what and when. Keeping roles and responsibilities up to date will also help you know who is responsible for documenting each task and keeping processes updated.