Author: Government recordkeeping

Public Record Office Victoria (PROV) hosted the latest installment of the Records Management Network (RMN) on Friday 6th May 2016. The event featured presentations from across Victorian Government and the private sector, focusing on records management innovations and improvements, predominately in the digital sphere.

 

From the City of Casey, Sally Curtain, Tim Brown and Sheena Frost presented ‘Recordkeeping by Stealth, our Journey to Digital’

It outlined how the largest municipality in Victoria transformed their information management regime from predominately paper-based to a digital environment. With a clear digitisation plan and road map, the City of Casey demonstrated that they have greatly increased the uptake of records managements users in their organisation, as well as the quantity of documents on, and storage volumes within, enterprise content management (ECM). Along the way City of Casey have been able to gradually move closer to the PROV standard for records compliance. A key challenge has been reducing paper usage and related physical storage, while maintaining a customer first, digital first philosophy.

 

Linda Tolson from Monash Health presented, ‘Migration of Records from Legacy System – Managing the Change’

Outlining how the organisation has been able to create better information management efficiencies. As the largest health provider in the state, it manages a vast array of records covering patients, clinical health, and business administration, including significant quantities of contracts and student practitioner records. Recordkeeping issues and challenges were identified, with the aim to have 70% of electronic documents stored in their EDRMS. This involved a TRIM and network drive migration and file mapping; here Monash Health swept out the DIRT – documents which were Duplicates, Irrelevant, Redundant and/or Trivial.

 

Iron Mountain’s Daniel Warren-Smith presented on ‘Digitisation Trends in the Private Sector’

The company’s three main scanning solutions are pre-process, post-process, and legacy conversion. From here, five ‘lessons’ from digitisation with examples were shared with the audience. One such lesson was ‘The business case is never in the paper’, implying that paper based recordkeeping attracts high storage and access costs, and carries a degree of risk while potentially hindering the desired level of customer service. Another key lesson was ‘Simple solutions are best’. Daniel gave the example of a document conversion that Iron Mountain carried out involving 30,000 files, where the client had an overly onerous document classification in place; this had to be simplified for efficiency. Along with simplicity, another take home message was the advice to look at the process, rather than focusing on the technology to be used.

 

Lyn Morgan’s presentation (from the Transport Accident Commission (TAC)) ‘Resilience – the key to successfully rolling out a records management project’

Highlighted how the TAC audited their information management practices, and overcame barriers to eventually implement an EDRMS. This was facilitated by an appointed project team, which was assigned after a retention and disposal authority (RDA; PROS 14/01) was issued in August 2014, for use by TAC, as well as a BCS being created. Lyn highlighted that it was difficult process, emphasising that good recordkeeping has benefits for the user, but that staff need to understand how the EDRMS will help them in their work. Each TAC workgroup’s records access requirements were sought to be met through the configuration of the EDRMS. Resilience and ‘a bit of mongrel’ were vital ingredients during the implementation process.

 

Finally, Michelle Tolliday from the Victorian Auditor-General’s Office (VAGO) presented ‘Access to Public Sector Information’

Which described the 2009 Economic Development & Infrastructure (EDIC) Parliamentary Inquiry into Improving Access to Victorian Public Sector Information and Data (PSI Inquiry) and the subsequent 2015 VAGO report Access to Public Sector Information. VAGO’s role is to provide assurance to parliament on accountability and performance of the Victorian public sector. The extensive VAGO 2015 recommendations included the development of whole-of-government information management framework; the use of PROV’s IM3 tool; and maintaining the PSI asset register.

Stay tuned for copies of each of the presentations. Contact us to sign up for notifications about future RMN events.