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Getting Our Act Together: Implementation of the Public Records (Scotland) Act, 2011

Getting Our Act Together: Implementation of the Public Records (Scotland) Act, 2011 West Lothian Council Roberto Riaviz (Information Strategy & Security Manager). Data Label: PUBLIC. West Lothian Council - Introduction. West Lothian has a population of about 172,000;

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Getting Our Act Together: Implementation of the Public Records (Scotland) Act, 2011

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  1. Getting Our Act Together: Implementation of the Public Records (Scotland) Act, 2011 West Lothian Council Roberto Riaviz (Information Strategy & Security Manager) Data Label: PUBLIC

  2. West Lothian Council - Introduction • West Lothian has a population of about 172,000; • Livingston is the 7th largest town or city in Scotland; • West Lothian has one of the youngest and fastest growing populations in the country; • There are around 8000 staff and 12,000 PCs/Laptops in use by staff, schools and public access; • WLC works with number partnership organisations such as the NHS, Police, and Fire Service to deliver joint services.

  3. Local Government Challenges • West Lothian Council are challenged by: • public service reforms and spending constraints; • prioritising activities to improve the quality of life for people in West Lothian; • Modernisingand improving services; • Working together with our partners and community; • Finding new and more efficient ways of working; • Improving the quality and efficiency of services; • 10% real reduction in the budget over the next four years; • Legislation: DPA, FOISA, PRSA, PSN Requirements.

  4. Change Drivers (Pre EDRM 2008) • Butler Group: • Without EDRM, knowledge workers spend 80% of their time looking for information; • Information in the public sector is more likely to become a record than in the private sector; • Paper based records have no built in disaster recovery provisioning. • Gartner: • Office workers waste 10 hours per week sifting through paperwork. • Coopers & Lybrand • On average, documents get copied 19 times; • Companies spend £25 in labour to file a document, £170 in labour to find a misfiled document, and £300 in labour to reproduce a lost document. • 7.5% of all documents get lost, 3% of the remainder is misfiled;

  5. Identifying Records Management Issues 20 x Eiffel Tower 18 x Empire State Building 5 x Ben Nevis 50 x Civic Centre

  6. Why EDRM? • Requirement and growing dependence on electronic documentation; • Electronic storage (in 2008 5 million documents) > 20% p.a.; • Inconsistent storage methods and standards (50 + File Servers); • Duplication and double work; • Inaccessible information e.g. ‘c:\’ drives, .pst files, locked cabinets etc.; • Increasing demand for knowledge management, information sharing etc.; • Accountability, audit ability, security, compliance etc.

  7. Benefits, Savings & Efficiencies • Improved Efficiency: • Staff Productivity Savings; • Office Space Savings (immediate 50% < in paper storage); • IT Infrastructure Savings; • Qualitative Business Improvements: • Handling and accessibility of documents and information; • Audit and control; • Document/information sharing & reuse; • Compliance Benefits: • Data Protection Act 1998, Freedom of Information (Scotland) Act 2002.

  8. The Introduction of the PRSA The Model Records Management Plan is split into 14 elements that the Keeper expects to be addressed in all authorities. However, when broken down there are key themes: • know where all our records are at all times; • know when and how to share information; • actively manage and control our records from creation to disposal; • secure and protect them at all times and for the future; • take responsibility (all staff, contractors, volunteers, third parties); • train everyone in how to handle information.

  9. EDRMs and PRSA • Provides a means to maintain proper records of key activities; • Supports a secure, reliable means of storage; • Avoids unnecessary duplication; • Improves time taken to search for and retrieve documents; • Provides secure storage of personal data; • Enables efficient and cost effective long term storage; • Aids with better sharing of information.

  10. Challenges to Compliance • PRSA must be part of normal operating practice • Responsibility for security protection of information must be at Head of Service level. • Culture – changing minds and habits • Resources – priorities of day jobs • Existing technology – knowing the asset base • Competing priorities – end of financial year • Not speaking in ‘records manager’ speak • Buy-in – demonstrating the benefits • The real challenge is to make records management part of a natural process for all staff.

  11. Lessons Learned • Ensure buy-in from the top – and align tasks to the corporate plan; • Build local support teams; • Build a reporting model (RAG status) and ensure it is tabled at head of service level; • Re-use good practice; • Technology is an enabler not the answer - Don’t assume EDRMs will fix all; • Conduct ‘simple audits’; • Don’t promise paperless; • Don’t expect perfection, build plans for continuous improvement; • Work with the NRS team.

  12. Questions? ?

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