Moving in the digital world – breaking down the barriers Monique Nielsen National Archives of Australia February 2018

Today’s presentation About the Archives What is happening in the Australian government? Global information management snapshots National Archives digital strategy Measuring effectiveness and areas for attention What’s next?

Archives Act 1983 400 staff Every Australian state and territory Identify, preserve and provide access to archival resources

Our ‘beautifully simple’ vision To promote the creation, management and preservation of authentic, reliable, usable and reusable digital information

Moving to the digital world

Moving to the digital world

Moving to the digital world

Digital Transformation Agenda Secure Cloud Open Government National Action Plan Digital Service Standard Digital literacy Focus on data availability & use

Global snapshots Singapore United Kingdom New Zealand United States Australia

Digital Evolution & Trust https://sites.tufts.edu/digitalplanet/files/2017/05/Digital_Planet_2017_FINAL.pdf

Digital Strategy Digital Transition Policy Digital Continuity 2020 Policy Check-up Digital

Digital Continuity 2020 Policy Statement Agencies transition to digital work processes Information is managed digitally Robust information management Agencies manage information as an asset Agencies have interoperable information, systems & processes Information is valued Information is interoperable

Agencies managing most of their information digitally 87% 82% 74% 40% 30% 2010 2013 2015 2016 2017

Survey statements 2017 64% with IG committee 50% no IG framework 89% managing information as an asset 97% in digital transformation 93% still assessing business systems Challenges for small or micro agencies

Check-up Digital 2014-16 Self-assessment Based on a 5-scale Maturity Model Roadmap and plan for agencies to easily follow 100% agency participation Common language Great communication tool

Measuring effectiveness The sticky problem of IM metrics What measures can we use? Defining success What we have…

71% 41% What have we learnt? Achievements Areas for attention Of agencies increased their overall average rating in 2016 Achievements Of agencies still had at least one rating at the Initial level in 2016 Areas for attention Digital information is available & protected IM costs & benefits influence decisions Senior management support Metadata enables digital IM Working digitally by default Managed retention, migration & destruction Program sufficiently resourced Ready to transfer national archives * Based on Check-up Digital 2016

What have we learnt? Most improved capabilities Digital information in collaborative spaces and social media Information is available for use and protected from unforeseen loss My agency works digitally by default Resourcing of digital information management programs * Based on Check-up Digital 2016

What have we learnt? Least improved capabilities Readiness to transfer archives to NAA Information management costs & benefits impact business decisions Retention, migration or destruction of information is managed Metadata enables digital information management * Based on Check-up Digital 2016

Why is this so? Senior support: Agency size: Organisation culture: Champions; Senior management engagement & support; reporting Agency size: Resourcing; capability; less time for strategy - too busy doing the work Organisation culture: Increased awareness & understanding; updated advice to agencies; long-standing requirements Technology: Some barriers & vendor lock-in; some newer tools IM Resourcing: Understand benefits of resourcing digital information maturity; funding Digital by Default: Wider government agenda; benefits of digital It’s not always clear!

Check-up PLUS New streamlined survey from 2018 Behaviour-based responses Practical feedback and results

What’s next? Working with agencies Additional advice and tools Collaboration with Department of Finance Information management policy from 2021

Questions? Information Matters