Allegra Huxtable

Department of Education

Allegra HuxtableManager Information Support Services

Department of Education Tasmania

Public Sector Digital PreservationImplementing a Digital Preservation Strategy

A Case Study


Overview

• Departmental Context• Business Drivers• Goals and Priorities• Digital Preservation Strategy• Information Management Strategy• Change Management Model


Department Of Education

One of the largest departments in Tasmanian State Government - 8,000 employees

•Community Knowledge Network•Skills Tasmania•Learning Services•Corporate Services


Government Context

Whole of Government Initiatives:• IT Strategy• Information Security and Classification

Guidelines• Project Management


Information Management Context

• Implemented document management system

• Formed central records and document management business unit

• Completed disposal schedule• Undertaking digitisation projects


Digital Preservation StrategyOrigins/ Business Drivers

• Process simplification• Compliance• Info glut


Digital Preservation StrategyOrigins/ Business Drivers

• manage document retention from the source that is to be able to classify, both records retention and business significance, sentence and destroy from the source

• manage data across the organisation regardless of its location


Data Sources DoE

• RDMS• Email• Network drives• Web content• Business systems• Data warehouse


Project Plan

• Initial Research• Enterprise Information Management Plan

includes digital preservation strategy (tie into WoG IT Strategy)

• Environmental scan of other states and jurisdictions

• Identify best practices, and tools


Project Plan

• Identify application and infrastructure requirements

• Tie to applications and infrastructure plans• Introduce data custodian roles in Business

Units


Information Management StrategyElements

• Vision• Strategy• Governance and organisation• Process• Information infrastructure• metrics


Information Management Strategy Elements

• Vision: valuing information as a shared resource

• Strategy: identifying how it is currently managed

• Governance: defining roles and responsibilities for managing information


Information Management StrategyElements

• Organisation: identify information centric roles• Process: what practices exist across the

lifecycle?• Information Infrastructure: how well do the

technologies support current and future needs• metrics


Building the framework

• Digital Preservation strategy or digital management plan


Digital Management Plan

• 1 manage the born digital• 2 convert to digital • 3 Access\ management digital glut

information e.g. email, network drives• 4 Digital Archive


Critical Building Blocks

• Change management and business process change

• Developing new Procedures and business practices

• Policy framework• Information Asset Register


Setting Goals and Priorities

• 1 Born digital • 2 convert to digital• Research for establishing 4 digital archive


Migration schedule 2011

• Born digital focused on the area of School records, particularly assessment data

• corporate network drives - especially where business unit had been using the EDRMS – RIMS so it was all legacy data


Obtaining Stakeholder buy-in

• Key player support ITS, business units • Change Management plan


Change Management Model• Communications• Training• Support and coaching• Resistance management• Sponsorship, management support


Change Management

• Communications– keep it simple– Often– Address negatives to manage resistance– Information sessions/demonstrations for

senior management, whole divisions, specific groups e.g. all exec officers, work groups, business units


Change Management

• Training– Flexible, just in time– Pitched at the business unit level

• Support and Coaching– Retraining when needed– Help desk support– Coaching and advanced training for key staff


Change Management

• Resistance Management– Problem solving and communication at each

step

• Management Support/ Sponsorship– Leaders need to demonstrate a personal

commitment to change


Critical success factors• Management support• Business ownership at the business unit level• Enterprise electronic documents and records

management• Centralised electronic and records

management• Management of paper records through the

entire lifecycle


Accountability Mechanisms

• Departmental Governance Structure• Information Security Committee


Last word

• Change is hard• Continual reinforcement is crucial• Reinforcement and continual support of the

change is often necessary- when this is driven by the business is when you know you have succeeded


Questions&

References

• Tasmanian Government Project Management Guidelines www.egovernment.tas.gov.au

Allegra Huxtable

Documents

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