Transcript Slide 1

Government Digital Records and
Information Management Strategy
David Roberts
Director
State Records
Overview
• Background
– Confluence of information-centric technologies and
management frameworks
– Obligations under State Records Act 1998
– Australasian Digital Recordkeeping Initiative
– NSW Government ICT strategy: People First
– Decisions from 2005-06 Council on Cost and Quality of
Government review of State Records
• Strands of Strategy
– Better digital recordkeeping across government
– Whole of government digital archiving solution
Confluence of information-centric
technologies and management frameworks
• Growth in variety of forms of information requiring
capture, management, access, disposal
• Common tools now being used for a range of IM
functions
– often called Enterprise Content Management (ECM)
• Changing skills set for records and other information
managers
• Government recognises need for integrated set of
rules and guidance on information management
– including recordkeeping
Information Asset Management
Library services
Web content management
Document management
Knowledge
management
Records
management
Obligations under State Records Act 1998
• Apply to records in all formats
• Make and keep full and accurate records of activities
• Ensure safe custody and proper preservation of
records
• Establish and maintain records management
program
• Maintain accessibility to equipment/technology
dependent records
Australasian Digital Recordkeeping
Initiative
• Collaboration of Australian & NZ public records authorities
– Uniform approach to making, keeping and using digital records
– Improved efficiency, economy & interoperability
• Products include
– Digital Records Export Standard
– Model Plan for Implementing Digital Recordkeeping and Archiving
• Projects include
– Guidelines and Functional Requirements for Records in Business
Systems
– Specifications for EDRMS
– Australasian metadata standard (with Standards Australia)
NSW Government ICT strategy:
People First
• Information management one of programs of work
– Within Customer Service Improvement priority area
• Aims of IM program
– Make information easier to access and share with and
across government, and
– Improve business intelligence and decision support
• Information Management Working Group
• Projects include
– Information Management Strategy for Government
– Whole of government digital archiving solution
• Information Asset Management Systems
Decisions re. digital records from 2005-06
CCQG review of State Records
1. That State Records and GCIO jointly establish a
government digital records and information strategy
– With a requirement that all NSW agencies have a fully
compliant
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Records management system and
Relevant business applications
– By 2012
2. That a digital archive be developed
– Subject to a satisfactory business case
– Based on principles:
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Whole of record lifespan
Buy not build
Main strands of Strategy
1. Better digital recordkeeping across government
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Measure: all agencies have compliant records management
and business systems by 2012
2. Whole of government digital archiving solution
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Digital State archives
Digital records requiring long-term but finite retention
Projects in Strand 1: Better digital
recordkeeping across government
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Digital Records Advisory Group
Work with GCIO on People First ICT Plan
– Information management strategy for Government
– New GSAS IAMS contract
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Issue updated standards and specifications
– recordkeeping metadata, recordkeeping in business
systems, long term digital records formats
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Revamp suite of digital recordkeeping guidance
– more practical tools, e.g. capability checklist.
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Method/s for monitoring & reporting on ‘compliant
systems’
Beyond EDRMS
• Digital content in all forms may need to be kept as
records, e.g. web content, email, blogs, scanned
paper documents.
• EDRMS are being implemented for digital records
– Covering digital equivalent of traditional file-based records
– But other areas of business are often outside of scope.
• Core business systems, usually
transactional/database systems, are a key concern
– Range of solutions emerging
– Have to satisfy recordkeeping requirements of business
supported by systems
Projects in Strand 2: Whole of government
digital archiving solution
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Research into digital preservation issues and
techniques
Policy on the preservation of digital records
Revised version Future Proof guidelines
– More detailed advice on migration and use of long term
formats
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Business case for a whole of government digital
archiving solution
– Submitted to Treasury November 2007
For more information
• Contact us:
– Ph: (02) 9673 1788
– Email: [email protected]
• Website:
– www.records.nsw.gov.au/recordkeeping