What ICT specialists need to know about information and records Christine Johnston

What roles do ICT staff have? Users of systems System designers and administrators Business system or data owners Managers or senior executives

What are records? Records are documentation that evidences decisions and business transactions and supports business in your organisation.

Are these records? Structured information Unstructured information & instant messages Websites & E-business Content Data warehouse Scanned copies of paper records Back-up tapes

The challenges of managing electronic records They are easily deleted or altered High volumes – do you need to keep all of it? Duplication & proliferation Longevity issues Vital information (for business or as archives) Diverse electronic systems Changes in technology

To support your business, records need to be “fit for the purpose” they were created for. You can help ensure this by making and keeping them in the following ways.

Start with coordination An IM framework to guide capture and management of information An IM architecture. Which IT systems you have and how they interact to support the business Types of records and their location

Use RM enabled systems Systems to ensure that records: Can be proven to be genuine Are accurate and can be trusted Are secure from unauthorised alteration, deletion and access Are findable and readable Are related to other relevant records (AS ISO )

RM enabling your system Assess your system. Some useful NAA tools: ERMS specifications BIS specifications Found gaps? Plan to replace the system Upgrade or change the system Integrate it with an RM enabled system Implement manual processes to plug gaps Do the best you can with what you have

Embedding RM into your business processes and systems Use your electronic systems Analysis of your business process should include the need to make and keep records (AS 5090) Cost effectiveness depends on volume and complexity High volume – low complexity is an ideal candidate

Integrate desktop systems with RM enabled systems You will need business rules to make this work. Collaboration toolsCollaboration tools Content management systemsContent management systems

Are these integrated with your RM enabled systems? Personal drives Shared folders BlackBerrys, PDAs Mobile phone Laptops

How do you improve your management? Integrate your with an RM enabled system Develop business rules for capture Train staff in their responsibilities Don’t use archiving solutions

Getting rid of records your agency doesn’t need 3 tools control the destruction of records by Commonwealth agencies: Records Authorities General Disposal Authorities Your agency’s Normal Administrative Practice policy and procedures

Who is accountable for hitting “delete”? At an individual level you need to destroy records accountably As system administrators: You have a much higher level of responsibility You are working on a larger scale and on behalf of your agency

Where joint decision making is needed “Your mailbox is full” message – should deletion be suggested? When staff leave, should personal drives & folders be deleted? Automatic deletion or expiration – is this desirable? Turning off logs – what are the consequences?

Where joint decision making is needed A shared drive is full and some material has no owner – what do you do? What happens to the data and records in a legacy system when a new business system is implemented? How do you ensure that records are preserved for as long as they are needed?

Are we there yet? You will have the following in place IM framework Records management strategy Records management policy Assigned responsibilities Staff trained to meet their responsibilities Identified records needed for business

Are we there yet? Procedures & systems for capture & management of records Systems that ensure records are “fit for purpose” Preservation strategy Monitoring and auditing of RM practices Promote records management

Systems Approach to the Management of Government Information

Need more information? NAA website - naa.gov.au Agency Service Centre (for Australian Government Agencies)

Questions?