Page 1 Impact of technology towards achieving a paperless environment 5 th Annual Records Management Conference 14 August 2012

2 Reputation promise/mission The Auditor-General of South Africa has a constitutional mandate and, as the Supreme Audit Institution (SAI) of South Africa, it exists to strengthen our country’s democracy by enabling oversight, accountability and governance in the public sector through auditing, thereby building public confidence.

3 Benefits and challenges Technology systems/platforms/services Areas of impact Addressing challenges to minimise impact

4 Technology systems/platforms/services Technologies Workflow eDocument Management Systems eRecords Management Systems s Scanning and imaging Digital signatures Business intelligence Websites & collaboration platforms

5 Area of impact: People CategoryImpact Information management specialists (records & document managers, archivists, librarians, registry officials, etc.) Rewriting job descriptions LeadershipInformation as an organisational asset, as well as a budgeting and environmental sustainability strategy Internal stakeholders (employees)Adapting to the new ways of doing business and IT literacy. Technology management specialistsIT as an enabler; information specialists define the rules External stakeholdersAbility to access information and new way of doing business

Area of impact: Cost 6 CategoryImpact StorageAmount of information stored (server space/database size) - budget implications PaperBudget decrease Delivery (postage, fuel, etc.)Budget decrease Other (cartridges, backup discs, software upgrades, licences, training, etc.) Budget increase

7 Area of impact: Productivity CategoryImpact ProcessesTime it takes to complete a task AccessibilitySystem downtime and response rate UsabilityUser interface Transition to IT systemDeliverables – will they be the same?

8 Area of impact: Accessibility CategoryImpact Access controlDefining access rights SearchabilityAbility to find information Classification and metadataDefinition and maintenance PublishingFormat of presentation Information and knowledge sharingEnabling or promoting sharing System response rate and downtimes Peak times, for example month-end, for billing

9 Area of impact: Legislation, standards and guidelines Legislation/standards/guidelinesImpact Electronic Communications Act, 2000States general legal principles but does not provide details or guidelines on how to implement to meet the requirements of the Act National Archives and Records Services of South Africa Act, 1996 Recognizes records in the electronic media, does not define how they should be managed. King IIl report (corporate governance principles) Sustainability IT governance

10 Area of impact: Risk management CategoryImpact Classification and metadata management Implications of updating metadata to the whole system Access managementControls and procedures Retention and preservation management Media and readability Disaster preparednessBusiness continuity ComplianceHolistic view of legislation and standards Systems’ interoperabilityCapturing information once, irrespective of system used

11 Area of impact: Life cycle management CategoryImpact CreationWhere, who, how? MetadataHow often? Any effect on other systems? ClassificationHow often? Any effect on other systems? Storage (electronic repositories)Active/semi-active/archive Access and useControl sheets and measures DisposalProcedure PreservationSoftware upgrades/obsolete (out-of- date)

12 Addressing challenges to minimise impact Change management! Timing Target audience Awareness Training Ongoing support

Addressing challenges to minimise impact 13 Organisation-wide information management framework –Development of strategic plan for information management (document management, records management, knowledge management, web content management, scanning and imaging, etc.) –Development of policies and procedures for information management –Definition of information governance processes –Definition of information classification guidelines –Information risk management plan –Compliance management plan –Monitoring and tracking tools

14 "The real secret of success is passion and enthusiasm." - Walter Chrysler Thank You!