Transcript Exploring the Canadian experience (, 2.7MB)

Exploring the Canadian
experience
Dave Adamson
Deputy Chief Information Officer
Treasury Board of Canada Secretariat
Paul Wagner
Senior Director General, Innovation and
Chief Information Officer
Library and Archives Canada
Moving Toward 2020
- Modernizing IM in the GC -
Dave Adamson (TBS) and Paul Wagner (LAC)
Information: the Currency of the Digital Economy Conference
National Archives of Australia
May 29, 2014
Where We Were
By the mid-2000s there was a recognition in the Government of Canada
(GC) that:
•
The piecemeal approach to solving GC information management
(IM) problems were largely ineffective.
•
One coherent, explicit and broadly supported IM capability was
needed: a formal IM Program for IM Outcomes.
“Problems with IM interfere with the ability of the
Government of Canada to meet the needs of
Canadians.”
IM in the Government of Canada: The Vision, 2006
“…information is treated as the waste by-product of
the Public Service rather than being treated as a
key asset.”
Ian Wilson, Librarian & Archivist of Canada, September 2003
3
Development of the IM Vision
2005 – We began a comprehensive project to define an
enterprise vision for IM in the GC.
• 2007 – Policy on IM issued
• 2007 – GC Enterprise IM Framework
• 2008 – GC IM Strategy and Vision
In the Government of Canada, information is
safeguarded as a public trust and managed as a
strategic asset to maximize its value in the service of
Canadians.
4
Key Achievements
Directive on
Recordkeeping
Policy on
Information
Management
Guideline on
IM Basics
GCPEDIA
Directive on
IM Roles and
Responsibilities
data.gc.ca
Pilot Launch
GCDOCS
EPMO
Standard
on
EDRMS
GC IM
Strategy
Launched
2007
GCDOCS
Production
Launch
Open
Government
Action Plan
Digital
Office
2008
2009
Standard on
Geospatial
Data
Standard on
Competencies for the
Federal IM Community
2010
2011
Standard
on
Metadata
2012
GC IM
Integrated
Learning
Strategy
GCDOCS Pilot
Launched
Profile of
GC IM
Services
Launch
Open Data
Portal
Online IM
Course
Launched
2013
GC Web
Search
RK
Assessment
Tool
Standard on
Email
Management
2014/2015
Launch of
canada.ca
Cluster
hosted
GCDOCS
environment
created
5
Directive on Recordkeeping
•
The Directive on Recordkeeping was issued on June 1, 2009.
•
Organisations must be compliant by March 31, 2015.
Moves focus to the management
information resources of business value.
The Directive on Recordkeeping is foundational to the
efficient and effective implementation of other IM
initiatives in the GC.
6
GCDOCS
•
GCDOCS is the Government of Canada’s Electronic
Document and Record Management (EDRM) solution.
•
The GCDOCS program will provide standardized EDRM
services to GC organizations, including the implementation
of a common configuration across the government.
Open Government
Open
Recordkeeping
Paperless Office
Mobile Office
The future is 100% digital
7
Open Government Action Plan
Open Government is about greater openness and
accountability, strengthening democracy and driving
innovation and economic opportunities for all Canadians.
3 Pillars
Open Information
Open Data
Open Dialogue
Open
2 Foundational Commitments
Open Government Directive
Open Government Licence
8
Driving and Managing Change
The current IM Vision has brought about major changes in the way the
Government of Canada manages information.
• Information viewed as a strategic asset and key enabler for
departments to meet their program and service obligations.
•
Increased awareness of responsibilities and accountabilities for IM
throughout all levels of the public service.
However, changes in the IM/IT environment create new opportunities to
drive IM forward:
• Blueprint 2020: a Vision for a World Class Public Service
• Momentum of the global Open Government movement;
• Creation of Shared Services Canada;
• Launch of GC Back Office Modernization Initiative;
• Implementation of the Email Transformation Initiative.
9
Defining Today Where We’ll Be in 2020
The time is right for a renewed IM Vision to enable the GC to continue to innovate
and meet the governance and service challenges of today and tomorrow.
•The breadth and scope of IM achievements over the past few years have inspired
a new perspective on what IM in the GC could and should look like in the future.
•Launch of Destination 2020, the action plan in response to Blueprint 2020,
emphasises transforming the way public servants work.
•On-going consultations for the development of Canada’s Open Government
Action Plan 2.0 highlight what Canadians expect of the government.
The renewed GC IM Vision will be:
•Guided by solid IM principles;
•Reflective of current realities and future directions;
•Robust, practical , and innovative and reflect an enterprise view; and
•Able to drive the necessary culture changes to take us where we want to go.
A renewed IM Strategy will be the roadmap to make the vision real.
2014-2015 is a renewal year for IM in the GC
10
Technological Realities
The Government of Canada requires a
Public Service that is highly connected,
with technology integrated seamlessly in
the daily life of public servants.
Mobile
devices
Static IT
Approaches
Social
media
Cloud
computing
Agile IM/IT
Approaches
From 2005 to 2020, the digital universe will grow by a factor of 300,
from 130 exabytes to 40,000 exabytes, or 40 trillion gigabytes (more
than 5,200 gigabytes for every man, woman, and child).*
* IDC: The Digital Universe in 2020: Big Data, Bigger Digital Shadows
and Biggest Growth in the Far East, December 2012
11
Expectations About Services
e
Canadians expect effective and efficient
government services which must be
supported by strong IM practices.
Integrated
multi-channel
services
Paper as Default
Medium
Seamless
access
01000
10101
00010
11100
01000
Simple
e-service
options
Secure
account
management
Digital as the Only
Medium
12
Expectations About Openness
Canadians expect an open and
transparent Government that promotes
and facilitates information sharing while
managing and protecting their
information.
Information Open
by Exception
GC and other
orders of
government
GC and
business, and
organisations
GC and
citizens
Information Open
by Default
13
Expectations About Collaboration
A modernized public service draws on a
wide range of data and information to
develop evidence-based ideas, analysis
and advice.
Employee
to employee
Information as a
Key Organisational
Asset
Department
to
department
GC to other
order of
government,
business, and
organisations
Information as a
Key Enterprise
Asset
14
Bringing Together the Principles
Information as a
Key Enterprise Asset
Agile IM/IT
Approaches
IM
Digital as the Only
Medium
0100010101
0001011100
0100010001
0001000100
1001010010
1001011010
010100101
Open by Default
Information
15
Foundations for Achieving the New Vision
Transformed IM
Culture
A culture in which the value, use, and
sharing of information is recognised in
achieving operational and strategic success.
Enterprise IM
Solutions
Consolidated and re-engineered
standardized solutions across GC to increase
efficiency and reduce costs of government
operations.
IM Policy
Architecture
Policy direction to departments on the
requirements for managing all information
resources regardless of format.
16
Renewed Vision for IM
Renewed IM Vision for the Government of Canada
010010
100101
001010
010110
100101
00101
Strong IM Principles
Solid IM Foundation
17
Risks of Inaction
Information-Related
Costs
• Increased time wasted attempting
to find or share information - loss
in GC employee productivity.
• Legacy records clean-up/storage
(paper mountain).
• Inability to deal with increased
litigation and audit requirements.
• Immense duplication of
investment in creation/delivery of
information.
• Inability to innovate or conduct
research.
• Loss of investment that went into
the creation of information
products.
GC Decisions and
Operations
• Inability to access or re-use key
information resources.
• Inability to provide adequate
evidence to defend the Crown
in claims, disputes, and
litigation.
• Loss of essential records to
support/document policy,
program, or business decisions.
Credibility of Government
and Public Confidence
• Inability to provide correct and
relevant information to Canadians,
service providers, and/or clients.
• Loss of confidence due to inadequate
steps taken to protect personal
information of employees and
Canadians.
• Incomplete preservation of
information of enduring or historical
value.
• Inability to meet program delivery,
legislated, and accountability
requirements.
• Inability to protect or control records
(theft / loss / inadvertent destruction
of client / program information). 18
Focusing Action
Renewing the GC IM Vision
• Actively engaging the IM /IT Community and broader GC in the
development of a new GC IM Strategy and Vision for 2020.
Transforming IM Culture
• Capacity building and skills development within the GC to
fundamentally change the way employees view GC information.
Implementing IM Enterprise Solutions
• Implementing consistent and standardized approaches for EDRMS,
correspondence management, and web search.
Reconstructing the IM Policy Architecture
• Implementing a new policy architecture that focuses on managing
and sharing of information and ensuring that information resources in
all formats are managed strategically.
19
Library and Archives Context
 Ensure the documentary heritage of Canada is preserved
 Be the source of enduring knowledge accessible to all
 Facilitate cooperation among Library and Archive communities
 Serve as the continuing memory of the government of Canada
240+ linear km of government and private textual records
- 3 million architectural drawings - 30 million photos 90,000 films - 425,000 works of art 20 million books published in various languages
$96M Annual Budget - 866 Employees
Mandate is
enshrined in
legislation
Library &
Archives
Act
Government-wide Information Management
Policy Framework
Delivering Value
Access-based Business Model
Government Records - Value Stream(s)
Call
Web Archive - Value Stream(s)
Published Material - Value Stream(s)
Click
Other - Value Stream(s)
Consult
Value Creation
Service Delivery
Clients
Services to Government of Canada
• Legal Deposit:
– acquisition, preservation and accessibility of all GC publications
• Records Management:
– disposition authorizations and preservation of government records
of enduring value
• Recordkeeping Advice:
– training, RK Portal, RK tools, guidelines, procedures
• Web Archiving:
– harvest of GC websites for preservation and access
• Risk Management of Documentary Heritage:
– monitoring, advice and strategies to address records at risk
Digital Strategy:
A Digital Curation Model
LAC
recognized
as a Trusted
Digital
Repository
1 Digital
Curation for Science, Digital Libraries, and Individuals, Neil Beagrie, JISC/British Library Partnership Manager, The
International Journal of Digital Curation, Issue 1, Volume 1 | Autumn 2006