Transcript Saving it Where it’s Always Needed

Verantwoord samenwerken
22e KBenP Event 9 december 2010
Collaboration en Records Management
Ontvangst 15.30-16.00 uur
Verantwoord
samenwerken
David Jenkins, Wiltshire County Council 16.00 uur
Hoe kunnen SharePoint (voor Collaboration) en
HP TRIM (voor Records Management) het beste
samenwerken om ‘de nieuwe kenniswerker’
te ondersteunen?
Executive Intervisie 16.30 uur
ronde tafel gesprekken
Borrel 17.30 uur
ofwel
Collaboration en
Records Management
Conclusies 18.00 uur
Diner 18.30 uur
Dankwoord 20.30 uur
U aangeboden
door KBenP, Microsoft en HP
Saving it Where it’s Always Needed
David D. Jenkins
MBCS CITP
Saving it Where it’s Always Needed
5 Businesses > 1 Council
4 district councils
+ 1 county council
400,000 population
4,500 square klms
5,000 employees
Saving it Where it’s Always Needed
Setting the scene…
Records
Management
Challenges at
Wiltshire County
Council…
Saving it Where it’s Always Needed
Network drives full to bursting
Saving it Where it’s Always Needed
Human Resources Dept Business Case:
Info Management Drivers…
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Poor access to all existing information
Storage of multiple copies of the same document
Loss of operational documents
Lack of document version control
‘Reinventing the wheel’ – wasted effort on work carried out previously
Information silos preventing sharing of information
Email not shared, or destroyed when it should be retained
Culture of data hording, with inappropriate restrictions on data
Not retaining information for minimum legal period
Not destroying old information when required
Quality Assurance and standards for data recording.
Saving it Where it’s Always Needed
How the Information Management team
formed @ Wiltshire County Council…
IM Team
SP
EDRMS
Saving it Where it’s Always Needed
‘What’s in it for me?’
S46 Lord Chancellors Code of Practice on the
Management of Records (S7 – Human Resources)
“we need to be able to communicate these concepts
clearly to people, who for the most part, are
understandably little interested in the theory of
archives and records management”
David Roberts in his paper entitled Defining Electronic Records, Documents and Data (Archives and Manuscripts
Vol 22 no 1 May 1994)
Saving it Where it’s Always Needed
…Why manage records?
…because otherwise
our services will fail!
Saving it Where it’s Always Needed
Records Management Problems…
• What do I need to keep?
• How long should I keep it for?
• Where should I store it?
• Who can I share this with?
• How reliable is this?
• Who could have altered it?
Generally, these questions may not be easy to
answer..
How can we sell the concepts to users?...
Saving it Where it’s Always Needed
IM Project Stages…
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Senior management buy-in & planning
Identify, induct & train superusers
Induction for staff & business classification
Data cleaning
Training (incl walk-through by SuperUsers)
Go live (move data & switch to IM toolset)
Monitoring & support with SuperUsers
Saving it Where it’s Always Needed
Reaping what you sow…
…realising the benefits
…but What BENEFITS?
Saving it Where it’s Always Needed
Reaping what you sow…
Benefits… Saving on Data:
…In practice up to 80% savings @
Wilts Council;
eg 35,000 unstructured files to 7,000
structured SP files in Pensions Dept
Saving it Where it’s Always Needed
Reaping what you sow…
…more Benefits…
Savings on Space:
40 x 6’ filing cabinets saved
Savings on Docs lost:
Estimated between 2.5%-5.0%
Savings on Staff:
2 EFTU staff out of 50
EDRMS in Wilts HR dept
Saving it Where it’s Always Needed
Reaping what you sow…
How were those benefits achieved?...
• search/update facilities
• version control
• info security – access; back-up; retention
• application system integration
• scanning & processing daily post electronically
EDRMS in Wilts HR dept
Saving it Where it’s Always Needed
Reaping what you sow…
…But what are the Real Benefits?...
Service Delivery!
Saving it Where it’s Always Needed
Reaping what you sow…
Real Benefits…
EDRMS in Wilts HR Dept
EDRMS enables staff to respond to enquiries
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‘Why do I need Information Management?’
To fulfil FOI requests & comply with DPA
in the only viable way
To enable W-O-W whenever, wherever
required
To provide a 1st-Time-Fix front-line
service in our service departments
Saving it Where it’s Always Needed
The ‘Horses for Courses’ IM strategy…
…Solutions:
Business information
requirements:
Security; compliance; retention;
application interfaces; etc…
Information sharing & collaboration…
Information retrieval…
EDRMS
SharePoint
standard save & search
e-discovery
email + web-based
facilities
Saving it Where it’s Always Needed
…SharePoint/TRIM
SharePoint
TRIM
Saving it Where it’s Always Needed
The Swan Analogy
TRIM and SharePoint work perfectly
together
SharePoint
TRIM
Saving it Where it’s Always Needed
What are the ‘downsides’?
Culture-change: SWAN project needs
i) Senior Mgt backing
ii) SuperUsers…
iii) Funding – especially for dept. system
interfaces
Saving it Where it’s Always Needed
SP/TRIM as a strategy…?
As offered by HP…
As purchased & strategically proposed
by IM @ WCC
As demanded, justified & financed by
WCC Pensions
Saving it Where it’s Always Needed
Any Questions..
?
Contact Details:
David D. Jenkins
[email protected]
Tel: +44 (0)1793 782435