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Government Digital Records and Information Management Strategy

Government Digital Records and Information Management Strategy. David Roberts Director State Records. Overview. Background Confluence of information-centric technologies and management frameworks Obligations under State Records Act 1998 Australasian Digital Recordkeeping Initiative

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Government Digital Records and Information Management Strategy

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  1. Government Digital Records and Information Management Strategy David RobertsDirectorState Records

  2. Overview • Background • Confluence of information-centric technologies and management frameworks • Obligations under State Records Act 1998 • Australasian Digital Recordkeeping Initiative • NSW Government ICT strategy: People First • Decisions from 2005-06 Council on Cost and Quality of Government review of State Records • Strands of Strategy • Better digital recordkeeping across government • Whole of government digital archiving solution

  3. Confluence of information-centric technologies and management frameworks • Growth in variety of forms of information requiring capture, management, access, disposal • Common tools now being used for a range of IM functions • often called Enterprise Content Management (ECM) • Changing skills set for records and other information managers • Government recognises need for integrated set of rules and guidance on information management • including recordkeeping

  4. Information Asset Management Library services Web content management Records management Document management Knowledge management

  5. Obligations under State Records Act 1998 • Apply to records in all formats • Make and keep full and accurate records of activities • Ensure safe custody and proper preservation of records • Establish and maintain records management program • Maintain accessibility to equipment/technology dependent records

  6. Australasian Digital Recordkeeping Initiative • Collaboration of Australian & NZ public records authorities • Uniform approach to making, keeping and using digital records • Improved efficiency, economy & interoperability • Products include • Digital Records Export Standard • Model Plan for Implementing Digital Recordkeeping and Archiving • Projects include • Guidelines and Functional Requirements for Records in Business Systems • Specifications for EDRMS • Australasian metadata standard (with Standards Australia)

  7. NSW Government ICT strategy: People First • Information management one of programs of work • Within Customer Service Improvement priority area • Aims of IM program • Make information easier to access and share with and across government, and • Improve business intelligence and decision support • Information Management Working Group • Projects include • Information Management Strategy for Government • Whole of government digital archiving solution • Information Asset Management Systems

  8. Decisions re. digital records from 2005-06 CCQG review of State Records • That State Records and GCIO jointly establish a government digital records and information strategy • With a requirement that all NSW agencies have a fully compliant • Records management system and • Relevant business applications • By 2012 • That a digital archive be developed • Subject to a satisfactory business case • Based on principles: • Whole of record lifespan • Buy not build

  9. Main strands of Strategy • Better digital recordkeeping across government • Measure: all agencies have compliant records management and business systems by 2012 • Whole of government digital archiving solution • Digital State archives • Digital records requiring long-term but finite retention

  10. Projects in Strand 1: Better digital recordkeeping across government • Digital Records Advisory Group • Work with GCIO on People First ICT Plan • Information management strategy for Government • New GSAS IAMS contract • Issue updated standards and specifications • recordkeeping metadata, recordkeeping in business systems, long term digital records formats • Revamp suite of digital recordkeeping guidance • more practical tools, e.g. capability checklist. • Method/s for monitoring & reporting on ‘compliant systems’

  11. Beyond EDRMS • Digital content in all forms may need to be kept as records, e.g. web content, email, blogs, scanned paper documents. • EDRMS are being implemented for digital records • Covering digital equivalent of traditional file-based records • But other areas of business are often outside of scope. • Core business systems, usually transactional/database systems, are a key concern • Range of solutions emerging • Have to satisfy recordkeeping requirements of business supported by systems

  12. Projects in Strand 2: Whole of government digital archiving solution • Research into digital preservation issues and techniques • Policy on the preservation of digital records • Revised version Future Proof guidelines • More detailed advice on migration and use of long term formats • Business case for a whole of government digital archiving solution • Submitted to Treasury November 2007

  13. For more information • Contact us: • Ph: (02) 9673 1788 • Email: srecords@records.nsw.gov.au • Website: • www.records.nsw.gov.au/recordkeeping

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