22 e KBenP Event 9 december 2010 Verantwoord samenwerken ofwel Collaboration en Records Management

2. Ontvangst 15.30-16.00 uur David Jenkins, Wiltshire County Council 16.00 uur Hoe kunnen SharePoint (voor Collaboration) en HP TRIM (voor Records Management) het beste samenwerken om ‘de nieuwe kenniswerker’ te ondersteunen? Executive Intervisie 16.30 uur ronde tafel gesprekken Borrel 17.30 uur Conclusies 18.00 uur Diner 18.30 uur Dankwoord 20.30 uur 22e KBenP Event 9 december 2010Verantwoord samenwerkenofwelCollaboration en Records Management Verantwoord samenwerken Collaboration en Records Management U aangeboden door KBenP, Microsoft en HP

3. Saving it Where it’s Always Needed David D. JenkinsMBCS CITP

4. Saving it Where it’s Always Needed 5 Businesses > 1 Council 4 district councils + 1 county council 400,000 population 4,500 square klms 5,000 employees

5. Saving it Where it’s Always Needed Setting the scene… Records Management Challenges at Wiltshire County Council…

6. Saving it Where it’s Always Needed Network drives full to bursting

7. Saving it Where it’s Always Needed Human Resources Dept Business Case: Info Management Drivers… • Poor access to all existing information • Storage of multiple copies of the same document • Loss of operational documents • Lack of document version control • ‘Reinventing the wheel’ – wasted effort on work carried out previously • Information silos preventing sharing of information • Emailnot shared, or destroyedwhen it should be retained • Culture of data hording, with inappropriate restrictions on data • Not retaining information for minimum legal period • Not destroying old information when required • Quality Assurance and standards for data recording.

10. Saving it Where it’s Always Needed How the Information Management team formed @ Wiltshire County Council… IM Team SP EDRMS

11. Saving it Where it’s Always Needed ‘What’s in it for me?’ S46 Lord Chancellors Code of Practice on the Management of Records (S7 – Human Resources) “we need to be able to communicate these concepts clearly to people, who for the most part, are understandably little interested in the theory of archives and records management” David Roberts in his paper entitled Defining Electronic Records, Documents and Data (Archives and Manuscripts Vol 22 no 1 May 1994)

12. Saving it Where it’s Always Needed …Why manage records? …because otherwise our services will fail!

13. Saving it Where it’s Always Needed Records Management Problems… • What do I need to keep? • How long should I keep it for? • Where should I store it? • Who can I share this with? • How reliable is this? • Who could have altered it? Generally, these questions may not be easy to answer.. How can we sell the concepts to users?...

14. Saving it Where it’s Always Needed IM Project Stages… • Senior management buy-in & planning • Identify, induct & train superusers • Induction for staff & business classification • Data cleaning • Training (incl walk-through by SuperUsers) • Go live (move data & switch to IM toolset) • Monitoring & support with SuperUsers

15. Saving it Where it’s Always Needed Reaping what you sow… …realising the benefits …but What BENEFITS?

16. Saving it Where it’s Always Needed Reaping what you sow… Benefits… Saving on Data: …In practice up to 80% savings @ Wilts Council; eg 35,000 unstructured files to 7,000 structured SP files in Pensions Dept

17. Saving it Where it’s Always Needed Reaping what you sow… …more Benefits… Savings on Space: 40 x 6’ filing cabinets saved Savings on Docs lost: Estimated between 2.5%-5.0% Savings on Staff: 2 EFTU staff out of 50 EDRMS in Wilts HR dept

18. Saving it Where it’s Always Needed Reaping what you sow… How were those benefits achieved?... search/update facilities version control info security – access; back-up; retention application system integration scanning & processing daily post electronically EDRMS in Wilts HR dept

19. Saving it Where it’s Always Needed Reaping what you sow… …But what are the Real Benefits?... Service Delivery!

20. Saving it Where it’s Always Needed Reaping what you sow… Real Benefits… EDRMS in Wilts HR Dept

21. Saving it Where it’s Always Needed ‘Why do I need Information Management?’ • To fulfil FOI requests & comply with DPA in the only viable way • To enable W-O-W whenever, wherever required • To provide a 1st-Time-Fix front-line service in our service departments

22. Saving it Where it’s Always Needed The ‘Horses for Courses’ IM strategy… EDRMS SharePoint standard save & search e-discovery email + web-based facilities Business information requirements: …Solutions: Security; compliance; retention; application interfaces; etc… Information sharing & collaboration… Information retrieval…

23. Saving it Where it’s Always Needed …SharePoint/TRIM SharePoint TRIM

24. Saving it Where it’s Always Needed The Swan Analogy TRIM and SharePoint work perfectly together SharePoint TRIM

25. Saving it Where it’s Always Needed What are the ‘downsides’? Culture-change: SWAN project needs i) Senior Mgt backing ii) SuperUsers… iii) Funding – especially for dept. system interfaces

26. Saving it Where it’s Always Needed SP/TRIM as a strategy…? • As offered by HP… • As purchased & strategically proposed by IM @ WCC • As demanded,justified & financed by WCC Pensions

27. Saving it Where it’s Always Needed Any Questions.. ?

28. Contact Details: David D. Jenkins dd.jenkins@btinternet.com Tel: +44 (0)1793 782435