Auckland Recordkeeping Forum – 14th November 2008Electronic Recordkeeping: A View from the Digital Workplace

Agenda

• Work History – Changes in digital recordkeeping.•Recurring Themes•Compliance Issues•Recommendations•Discussion

Redland Shire Council 1995 - 2000

• 537 square kilometres• 800 staff• Population 132,971 (2007)• 90,000 property files• 3000 subject files• Centralised control / decentralised application• File Stations in HR, Health & Building Services• Dedicated Modern Archive• IT Developed RMS

Redland Shire Council

• Feb 2004 Implemented Dataworks• Rollout completed June 2004• Hybrid system still!• Stand alone datasets – back scan• One point of entry – day boxing

Issues

•Workflow•Redlining•Multiple users•Version control

• North Shore City covers an area of 13,000 hectares

• Fourth largest city in NZ by population • Population 220,300 (2007)• 72,000 rateable properties• Centralised control / decentralised

application• File Station in Environmental Services• Dedicated Modern Archive• Secondary Storage offsite• TCS with RMS Module

North Shore City Council 2000-2008

North Shore City Council 2000-2008

• Feb 2001 Implemented Dataworks• Rollout by division• Hybrid system still!• Property files and legacy media – back

scanning• One point of entry – day boxing• Later outsource of inwards correspondence• Transformation to online services

Issues

•Workflow - Redlining - Multiple users - Version control

Auckland University of Technology

• AUT owns or maintains 178,380 sq m• 3 Campus • Student Population 23,402 FTE (2007)• 976 staff (2007)• Decentralised Control• Dedicated Archive• Multiple Applications Software• No Framework• Excellent Internet/Intranet

Auckland University of Technology

• AUT RM audit – all media • Compliance Matrix – identify gaps• Public Records Act Working Party• Champions Forum• Communications / Change Strategy• Online services

Recurring Themes

Change Management

Gaining User Trust

Vendor Reluctance at Integration Solutions

Hybrid RM Systems

No “Silver Bullet” Solutions

Initial Capital Outlay

Compliance Issues

• Commitment >/< Ability• Interpretation of Legislation• Time/money - learning what works• All Organisation’s are Different

• Auditors who understand organisations• Levels of compliance (no league tables)• Standards for software vendors• Approved software register• Support in the field?