Transcript Document
Smarter Information Management Presenter: Dianne Macaskill Chief Executive Archives New Zealand Our Approach The outcome should support good information management practices that are consistent with good business practice and agency needs. • Develop as knowledge improves • Continuous improvement • Based on risk to agency • Support value for government Some Archives Responses • • • • • Australasian Digital Recordkeeping Initiative – consistent message to suppliers of recordkeeping tools Archives New Zealand and the New Zealand CIO are working together with other Public Record Offices and CIOs on smarter information management A suite of products called ‘Continuum’ has been developed to provide advice and guidelines e.g. managing email In New Zealand we are leading an across government digital sustainability project – working with all agencies to ensure that information survives for as long as it is needed - identifying practical, across government and value for money solutions Public Records Act 2005 – mandates good information management and is outcomes focussed - audits will start in June 2010 - audits will be based on standards, identify progress and be based on risk management Future Focussed Responses • A framework for managing information (Create and Maintain ‘Information’ standard) • Practical guidelines for implementing the framework (Recordkeeping Metadata standard) These can be applied to all electronic recordkeeping systems including EDRMS, business systems, shared work spaces Framework for Managing Information – provides a comprehensive approach Principles • Recordkeeping must be planned and implemented • Full and accurate records of business activity must be made – where it is normal prudent business practice to do so • Records must provide authoritative and reliable evidence of business activity • Records must be managed systematically The standard has requirements for each of the principles based on outcomes Just Good Sense Example of the Outcome Focussed Approach – these are supported by Archives New Zealand ‘Continuum’ products ‘Recordkeeping Must be Planned and Implemented’ - - Overall responsibility – one person Policies Procedures Responsibilities clearly defined e.g. managers, staff, volunteers, contractors Monitoring and evaluation Embedding a recordkeeping framework in electronic systems ( Recordkeeping Metadata) • Drew on work done by the National Archives of Australia • Based on International Standards ISO 23081 – Metadata for records Metadata • Connects information to other information (context) • Allows use of records through time Gives the same message across Australasia • Authenticity • Supports product development • Integrity • Applies to business systems, desktop systems, shared work spaces etc • Reliability • Should be able to automate • Name • Date of creation • Who created • What is being done • Version • Dates of actions • Person doing the action • Action undertaken • Management over time BUT Our solutions are still based on paper methods We need to have more intuitive ways of managing electronic information – intelligent business records Mainly working agency by agency - next focus is assessing value for government through joint solutions