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

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

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

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

5. 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

6. 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.

7. 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

8. 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 15489 2002)

9. 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

10. 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

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

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

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

14. 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

15. 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

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

17. 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?

18. 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

19. 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

20. Systems Approach to the Management of Government Information www.anu.edu.au/CSEM/SATOGI.php

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

22. Questions?