Rhtkerhter - cumbria.gov.uk€¦ · Web viewElectronic document and records management systems...

Information Strategy2011 - 2013Version 1.0

Version Control

Version Number

Date Author Comments

0.1 15 August 2011

Angie ReidSenior Manager, Corporate Information

Initial Document with input from

Strategic Policy Advisor – Equality

Information Manager, Adult and Local Services

0.2 26 August 2011


Updated to include comments from Records Management Service

0.3 23 September 2011


Updated to include comments from ICT Client Team

0.4 26 September 2011


Updated to include comments from Information Governance Group

0.5 18 October 2011


Updated to include reference to Data Quality Strategy

1.0 20 October 2011


Version for publication. Approved February Cabinet.

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ContentsVersion Control....................................................................................................................................................2

1. Foreword.........................................................................................................................................................4

2. Introduction.....................................................................................................................................................5

3. About Cumbria................................................................................................................................................6

4. The national, regional and local context..........................................................................................................7

5. Our vision, outcomes, priorities......................................................................................................................9

5.1 Seven Principles.........................................................................................................................................9

5.2 Current Status..........................................................................................................................................10

6. Delivering the strategy..................................................................................................................................11

6.1 Responsibilities........................................................................................................................................11

6.2 Timetable.................................................................................................................................................11

6.3 Programmes of Work...............................................................................................................................11

6.3.1 Implement an eDRMS...........................................................................................................................11

6.3.2 Maximise use of eProcessing and Forms..............................................................................................12

6.3.3 Security Enhancements........................................................................................................................12

6.3.4 Information Management Education Programme................................................................................12

6.3.5 Clutter Free Cumbria............................................................................................................................12

6.3.6 Develop and Agree an Information Management Policy Framework...................................................12

6.3.7 Digitisation............................................................................................................................................13

7. Performance managing and reviewing the strategy......................................................................................14

8. Shaping the strategy......................................................................................................................................14

8. Glossary of Terms.....................................................................................................................................15

10 Point Strategy Checklist and Information sheet...........................................................................................20

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1. ForewordCumbria County Council receives, owns, creates and is custodian of masses of information. This information is held on computers, in paper documents, on telephones and other portable electronic devices. It may be regarded as both an asset and a liability.

Information as an assetInformation is a powerful tool in ensuring good decision making and determining the direction of service improvement. Our daily contacts with our customers provide a rich seam of information to help us ensure that we are doing the right things in support of the strategies on Economic Development through to care of vulnerable people. It is the benchmark that ensures that the service we are providing delivers what is needed.

Information as a liability

The County Council holds a lot of sensitive and confidential information. The information is attributable to individuals and can be of a personal nature. The County Council is governed by legislation to ensure that we process data and manage information carefully and ensure that it is held securely, used appropriately and remains accurate. When information has reached the end of its usefulness there is a duty on the County Council to dispose of it responsibly to ensure that the information is destroyed completely beyond recovery.

This strategy will help us to understand the information we have, how we look after it and how it can be shared and communicated appropriately.

Councillor Elizabeth MallinsonCabinet Member for Organisational Development

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2. Introduction“The stone age was marked by man’s clever use of crude tools; the information age, to date, has been marked by man’s crude use of clever tools.” (Anon)

The Council is committed to delivering the best services for our communities. Whilst we face significant financial and operational challenges, we recognise information is a key enabler in responding to these challenges. Over the lifetime of this strategy and beyond, the Council is expected to deliver better services with fewer resources at a time when demand for services increases. A quote from the Cumbria County Council Plan 2011 – 2014 highlights this ambition

“We are re-engineering council services to ensure that we are delivering services in the most efficient and effective ways.”

This strategy defines the framework for how Cumbria County Council will use, embrace and develop information to improve the way it provides services for the people of Cumbria. It is relevant to all who create or use information held or created by the Council. This includes service users, staff, elected members and partner organisations. Sound management of our information assets will play a pivotal role in achieving the delivery of effective and efficient services.

The Information Strategy should not be viewed as a standalone document, it supports and links into the Council’s budgetary framework and reflects all the outcomes set out in the Council Plan and the Community Strategy. Furthermore, it is a significant supporting mechanism for the Council’s major initiatives including the development of Shared Services, the Better Places to Work and Better People Programmes.

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3. About CumbriaSome key facts about the county:

Cumbria is the second largest county in England More than half of the county’s population live in rural areas All the land in England that is over 3,000 feet in height is in Cumbria Cumbria is home to England’s largest National Park, the Lake District

National Park The World Heritage Site of Hadrian’s Wall runs across the northernmost

reaches of the county Over recent years the county’s population has been growing at a faster

rate than the northwest region, but more slowly than the England average Population forecasts show a decline in the number of working age people

and the fastest decline in the number of children of any county in England Within the county South Lakeland is forecast to see the biggest decline in

the number of young people for any district in England, while Eden is forecast to experience the biggest increase in older people

The proportion of residents from Black and Minority Ethnic (BME) groups is much lower in Cumbria than it is nationally; 4% in Cumbria compared to 16.4% nationally

In recent years, however, the proportion of BME residents has been increasing much more rapidly in Cumbria than it has been nationally so that over time the ethnic profile of Cumbria is changing to become more representative of the rest of the UK.

Economy• Gross Value Added is £7,876m (2008) with 57% from East Cumbria• Slowest growing sub region 1995-2003• Sixth fastest growing 2003-2008• Short term growth especially strong in West Cumbria, faster than the UK

average

The proportion of the population living in rural areas and the fact that the county is the second least densely populated county in England means the way information is shared has great significance. The success of this strategy depends on creating efficient ways that information can be created, stored and retrieved from across the county, removing the constraints of geographic location.

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4. The national, regional and local contextInformation does not exist in isolation and without context, it has no meaning. Development and delivery of this strategy is therefore influenced by a number of internal and external factors.

Legal Context

The Council has an obligation to comply with the legislation pertaining to information held or created by the Council.

The Data Protection Act (1998) requires that computer held information is adequate, relevant, accurate and kept up to date. It also requires that information is not kept longer than is necessary and is stored securely.

The Freedom of Information Act (2000) creates a general right of access, on request, to non-exempt information held by the Council.

The Environment Information Regulations (2004) provides a statutory right of access to environmental information held by the Council.

Local Government (Access to Information) Act (1985) gives the Council duties to publish certain information, including meetings, reports and documents subject to specified confidentiality provisions.

Public Records Act (1958 and 1967) requires the Council to give access to information.

Equality Act (2010) requires the Council to prevent discrimination and advance equality of opportunity throughout all its functions.

The Local Government Act 1972 (s224) states “Without prejudice to the powers of the custos rotulorum to give directions as to the documents of any county, a principal council shall make proper arrangements with respect to any documents which belong to or are in the custody of the council or any of their officers.” This Act figures heavily in National Archive guidance.

National Standards and Best Practice

There are a number of standards that determine how the Council should categorise and store its information. This means that where appropriate, County Council information can be shared with partner organisations. This facilitates delivery of a one stop shop where information can be provided to the public. These standards are defined or described in the following documents:

ISO 8601: 2004 - Data Elements and Interchange Formats – Information Interchange – Representation of Date and Time

ANSI/AIIM/ARMA TR48-2006: Revised Framework for Integration of Electronic Document Management Systems and Management Systems

BS 10008 - Code of practice for evidential weight and legal admissibility of information stored on electronically

Local Government Classification Retention Scheme (2009) e-Government Metadata Standard v.3.1 (2006) e-GMS Version 3.1. for Websites (2006)

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e-GMS Encoding Scheme – Type v.1.0. e-GMS Encoding Scheme – Audience Dublin Core Metadata Initiative (DCMI) – Metadata Terms ISO 15836:2003 Information and Documentation: The Dublin Core

metadata element set ISO/IEC 27001:2005 Information Technology – Security Techniques –

Information Security Management Systems - Requirements ISO/IEC 27002:2005 Information Technology – Security Techniques – Code

of Practice for Information Security Management PD ISO/TR 15489 - Information and Documentation – Records Management

(Part 1 and Part 2) BS 7799 – Information Security Management – Code of Practice for

Information Management ‘Tell us Once’ is a major programme, being led by DWP on behalf of

Government as a whole, to transform the way in which people can tell Government (central and local) about changes to their circumstances. This has implications on how the Council produces and shares information about our customers.

A public consultation process is underway on ‘Making Open Data Real: This seeks views on the government’s proposed approach for a transparency and open data strategy for public services. The consultation sets out proposals for embedding a culture of openness and transparency in public services. It sets out how the government hopes to create the ‘pull’ (a right to data) and the ‘push’ (a presumption of publication). The closure date for the public consultation 27 October 2011.

Technological Context

There is a clear link between information and the means by which it is created, processed and made available. Developments in computing have developed rapidly with an ever increasing proportion of the population using computers and demanding that information is made available to them via the internet. Search engines have transformed the public approach to finding data and an ever increasing number of Cumbrian residents are willing and wanting to perform day to day household transactions electronically.

Social context

Recent high profile cases have created great public concern on how public bodies use their information assets. These cover the full spectrum of mismanagement e.g.

where too much information is made available, such as the ‘loss’ of data concerning approximately 25 million people in the UK (nearly half of the country's population). The personal data was thought to include names, addresses and dates of birth of children, together with the National Insurance numbers and bank details of their parents

where information is not made available or shared in an appropriate manner, such as the Baby Peter case.

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Where electronic systems are implemented without enough consideration to implications of issues like security and confidentiality, such as the NHS Care Records Service, which can lead to systems being abandoned or not fully utilised.

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5. Our vision, outcomes, priorities“In your thirst for knowledge, be sure not to drown in all the information” (Anthony J. D’Angelo)

The vision for this strategy is that

Council Information will be created, stored, retrieved and disposed of in a cost effective, secure and efficient manner whilst complying with the statutory obligations.”

5.1 Seven Principles

To achieve this vision seven information management principles have been identified. These principles do not define the actions needed to achieve the vision, but they do establish a framework, against which all future information policies, processes and procedures must be tested.

5.1.1 AccuracyInformation retrieved from the Council information assets will be accurate, up to date, appropriate, and not stored for longer than is necessary. Accuracy will be managed by controlling the mechanisms for information capture, processing, storage, disposal and retrieval.

5.1.2 SecurityInformation stored by the Council will be secure, ensuring that the integrity and reliability of information is not compromised by unauthorised access, modification or loss.

5.1.3 AccessibilityThe County Council will make information available in a way that suits the purpose of the information, its content, its users and the available delivery mechanisms. Information availability will be location independent, so users can access appropriate information irrespective of their physical location. Reasonable steps will be taken to ensure that users with specific communication needs related to disability or language can access information on an equal basis.

5.1.4 OpennessThe County Council will not restrict access to information unless there is a justifiable reason to do so. These reasons are clearly defined and arise from legal obligations such as the Data Protection Act (1998), commercial considerations or the protection of the personal safety of employees. This principle matches the Government shift to require public bodies to have ‘Open Data’.

5.1.5 Effective and Efficient Processing, Storage and DeliveryThe County Council will manage the delivery of information so it is closely allied with service provision. Combining service design and information management processes will result in best value, fit for purpose services. Whenever practicable, information will be gathered, stored and delivered electronically, but Version 1.0 of 25

there will be an equivalent rigour applied to the management of physical information resources.

5.1.6 One version of the truthInformation will be captured and stored only once. This will reduce storage requirements and lessen the cost of input and maintenance. Superseded versions of information may be stored if this is of benefit to the organisation, but in this instance, the current version must be readily identifiable.

5.1.7 Information as an assetInformation will be treated and managed as a corporate asset with clear ownership and stewardship. Staff will be trained and understand the value of information and the risks and costs associated with its poor management.

5.2 Current Status

Since its inception, the County Council has been producing and using information as an integral part of its operation. In recent years, the increased availability and reduced cost of technological solutions has meant effective information management has become a reality. With some notable exceptions, the Council still operates in “information silos” and has yet to leverage fully the potential economic, efficiency and reputational gains from having a coherent approach to its information assets. As discussed in a Overview and Scrutiny Committee, Task and Finish Group held 22 November 2010 on Managing Information,

“The organisation cannot continue working with the current volumes of paper. The use of paper has increased 6 fold since 2006. This is not records but duplicated information. The authority has to move to electronic solutions for information sharing and storage”.

The Council’s information assets are currently disparate in format, medium and geographical location. The retrieval process is generally people intensive and relies on the knowledge and skills of officers.

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6. Delivering the strategy6.1 Responsibilities

Overall responsibility for delivery of this Strategy will lie with the Senior Manager, Corporate Information with support from the Information Governance Group. Specific responsibilities are highlighted in each of the programmes of work detailed in section 6.3 Programmes of Work. However, it is of note that the effective and efficient management of information is a Council wide discipline, with all officers having some level of responsibility.

There are a wide range of disciplines needed to deliver this strategy. These include:

Access to Information Information Security Records Management Knowledge Management Data Sharing Data Quality Data Discovery

With key Corporate involvement around: Equality to include the principles of Openess, Security and Accessibility IT Systems and the link to the ICT Strategy The Data Quality Strategy (2009) which includes the principles of

Accuracy, One Version of the Truth and Information as an Asset.

6.2 Timetable

The delivery of this Strategy is very closely linked to the ICT Strategy. The review cycles of the two strategies have therefore been aligned, even though this results in this Strategy only having an eighteen month lifespan.

6.3 Programmes of Work

The strategy will be delivered by seven programmes of work, some of these are already underway and some will be initiated as a result of this strategy.

6.3.1 Implement an eDRMSThe high level activities to achieve this initiative are:

- Select and procure a corporate Electronic Document Management System (eDRMS)

- Audit and document fully the Council’s current information assets, to include the identification of paper stores and the key data sets used in corporate systems.

- Define and implement the corporate file plan to be used for storing information assets

- The eDRMS is installed and available for use across the CouncilVersion 1.0 of 25

- Where appropriate, all new electronic information in shared folders or email is stored in the eDRMS

- Where appropriate, all new information is produced and stored in electronic format in the eDRMS.

- If appropriate, install and implement a de-duplication tool to remove multiple copies of the same files

- Where appropriate, all corporate systems are linked to the eDRMS so there is only one source for information

- Where appropriate, legacy electronic records are added to the eDRMS- Where appropriate, legacy records from corporate systems are migrated

to the eDRMS- Where appropriate, information is automatically published where it can be

retrieved on demand by stakeholders

This initiative has already been identified in the ICT Strategy (2010 – 2013) with funding in the ICT Strategy capital budget. Delivery will be led by ICT, with best practice input from the Records Management Service.

6.3.2 Maximise use of eProcessing and Forms

- Analyse the requirements for information sharing between partners and where appropriate, automate the information sharing.

- Create a Collaboration Strategy that defines which tools will be used, how their use will be optimised and what/how information will be published.

- Deliver a comprehensive audit of opportunities for digitising manual transactions

- Develop a plan for migration of manual transactions to be electronic.

6.3.3 Security Enhancements

- Identify a board member as Senior Information Risk Officer (SIRO) in accordance with the Security Policy Framework and Local Government Association Data Handling Guidelines.

- Encrypt all Council owned laptops - Establish the policy and enforce appropriate physical security for Council

buildings, to include secure processes for Council-wide confidential waste disposal

- Prevent the use of non-encrypted USB devices on the Council network- Define the policy for storing and printing paper files for home and mobile

workers- Under the rules of the Code of Connection 4.1, define how the Council will

identify and control access to PROTECT and RESTRICTED documents.

This initiative will be led by the Information Governance Group

6.3.4 Information Management Education Programme

- Establish and deliver an education programme to promote the value of effective information management

- Update the Council induction programme to include information management.

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6.3.5 Clutter Free Cumbria

- Capitalise on the work of the Clutter Free Cumbria programme to reduce the paper legacy

- Establish a fit for purpose records management storage facility, providing safe and accessible storage for paper records, and a digitisation suite.

- Review the legacy of existing records. Securely dispose of appropriate records as defined in the Records Retention and Disposal Schedule.

6.3.6 Develop and Agree an Information Management Policy Framework

Create and agree the Policy framework to manage the operational delivery of this strategy. This includes

- Create, approve and implement a Corporate Records Digitisation Policy- Create, approve and implement a Records Retention and Disposal Policy

and Schedule- Create, approve and implement a Records Management Policy- Review the Email Policy to ensure consistency with the values of this

strategy- Review the Information Security Policy to ensure consistency with the

values of this strategy- Create, approve and implement a Sharepoint records storage policy- Review the web strategy to ensure consistency with this strategy. It must

define the technology to be used in creating, storing, updating and processing web based information and transactions

Dependent on the policy, delivery will be led either by ICT or by the Records Management Service

6.3.7 Digitisation

- Establish a digitisation facility- Where appropriate, digitise and store legacy paper documents in the

eDRMS- Where appropriate, update business processes to include the scanning of

documents and storage in the eDRMS- Run a pilot study for a digital mailroom where paper mail is delivered to a

central area, scanned and electronically distributed.

Funding for the hardware to establish a digitisation facility will be taken from the ICT Strategy capital budget. Delivery will be led by the Records Management Service.

In section 5, the seven principles of information management were identified. 1. Accuracy2. Security3. Accessibility4. Openness5. Effective and Efficient Processing, Storage and Delivery

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6. One version of the truth7. Information as an asset

The table below shows how these principles will be delivered by successful completion of the initiatives listed above.

PrincipleInitiative 1 2 3 4 5 6 7Implement an eDRMS ✓ ✓ ✓ ✓ ✓ ✓Maximise use of eProcessing and Forms ✓ ✓ ✓ ✓ ✓Security Enhancements ✓ ✓Digitisation ✓ ✓ ✓ ✓ ✓Education Programme ✓ ✓ ✓ ✓ ✓ ✓ ✓Clutter free Cumbria ✓ ✓ ✓ ✓ ✓Develop and Agree a Policy Framework ✓ ✓ ✓ ✓ ✓ ✓ ✓

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7. Performance managing and reviewing the strategyProgress against this Strategy will be monitored through the Council’s performance monitoring system (Performance +) and will be reported in the annual Organisational Development Directorate Service Plan.

Progress made against the overall Strategy will be informed by the use of key performance indicators for individual projects and benchmarking data where Council performance is measured against other local government organisations.

The Information Governance Group (IGG) is a cross directorate group with a remit to advise the Corporate Management Team on matters relating to the proper governance of Information Management and Technology; to oversee programmes, strategies and plans; to advise on priorities in the deployment of resources supporting information management and to provide advice promoting the development of the best possible information environment for staff and customers. The group meets quarterly and will provide overall governance for implementation of this strategy.

8. Shaping the strategyConsultation on the development of this strategy was undertaken with key stakeholders. This includes:

The Information Governance Group The Information Management Task and Finish Group for the Overview and

Scrutiny Committee Strategic Policy Advisor – Equality Overview and Scrutiny, November 2011 Agilisys (the Council’s ICT partner until April 2012)) Policy Planning Group The Council Management Team (CMT) Council Cabinet

This consultation has enabled the Strategy to become a cohesive plan aligned to the outcomes the Council has set as its priorities.

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8. Glossary of TermsTerm DescriptionInformation Interpretation and analysis of data that

when presented in context represents added value, message or meaning.

Data : Electronic representations of information suitable for communication, interpretation and processing, generally by a computer system.

Digitisation The conversion of analogue materials (such as paper documents) into digital form so that they can be stored and accessed electronically. A record that has been converted from hard copy or manual form to digital form is referred to as a digitised record.

Document: Information or data fixed in some medium, which may or may not be considered in whole or in part an official record.

Electronic document and records management system (EDRMS):

An electronic system or process – managed with the aid of computers and software – implemented in order to manage both electronic documents and electronic records within an organisation. Electronic document and records management systems combine the functions of document and records management.

Record (1) In a records and archives environment, documentary evidence, regardless of form or medium, created, received, maintained and used by an organisation (public or private) or an individual in pursuance of legal obligations or in the transaction of business.

Record (2): In a computer environment, a complete set of information in a database. Database records are composed of fields, each of which contains one item of information.

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Appendix 1 – Action Plan

Code Action Owner TimescaleExpected outcome of activity Lead Directorate Resources

EDRMS1

Select and procure a corporate Electronic Document Management System (eDRMS)

Senior Manager Corporate Information

01/04/2012 A fit for purpose

eDRMS will be identified and ready for installation.

Organisation Development

ICT, RMS, Technology partner

EDRMS2

Audit and document fully the Council’s current information assets to include the identification of paper stores and the key data sets used in corporate systems.


30/06/2012

A comprehensive list of electronic and physical information assets.


RMS, ICT

EDRMS3Define and implement the corporate file plan to be used for storing information assets


01/04/2012

A corporate file plan is available that defines how to categorise all information assets.


RMS, all directorates

EDRMS4

The eDRMS is installed and available for use across the Council


31/12/2012

The chosen eDRMS will be installed, with appropriate capacity to support all Council users and the identified information assets.


ICT,Technology partner

EDRMS5

Develop and action a programme of work to transition from the use of shared folders to the use of the eDRMS


30/06/2013 Where

appropriate, all new electronic information in shared folders or email is stored in the eDRMS



EDRMS6

Develop and action a programme of work to transition from the use of paper records to the use of electronic records stored in the eDRMS


30/06/2013

Where appropriate, all new information is produced and stored in electronic format in the eDRMS.


ICT, RMS, Technology partner, Business Improvement

EDRMS7

If appropriate, install and implement a de-duplication tool to remove multiple copies of the same electronic files


31/08/2012

Information assets are rationalised so duplicates are removed.



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EDRMS8 Where appropriate, all corporate systems are linked to the eDRMS so there is only one source for information


30/06/2013

All relevant unstructured data from corporate systems is automatically stored into the eDRMS with the appropriate meta data pre-populated



EDRMS9 Where appropriate, legacy records from corporate systems are migrated to the eDRMS


31/12/2013

Where appropriate, legacy unstructured data from the corporate systems is migrated to the eDRMS.



EDRMS10

Where appropriate, information is automatically published where it can be retrieved on demand by stakeholders


30/06/2013 End to end

processes are established for appropriate types of records, where publiction is automated



eForms 1

Analyse the requirements for information sharing between partners and where appropriate, automate the information sharing.


31/12/2012

Information sharing agreements are reviewed and updated as necessary. Automated processes are established to provide information sharing.



eForms 2

Create a Collaboration Strategy that defines which tools will be used , how their use will be optimised and what/how information will be published


01/04/2012

An agreed strategy is in place.



eForms 3

Deliver a comprehensive audit of opportunities for digitising manual transactions


01/06/2012

A list of manual transactions that can be automated.


ICT,Technology partner, Buisness Improvement

eForms 4

Complete the migration of manual transactions to be electronic.


31/12/2012

Identified manual transactions are nade electronic.


ICT,Technology partner, Buisness Improvement

Security 1

Identify a board member as Senior Information Risk Officer (SIRO) in accordance with the Security Policy Framework and Local Government Association Data Handling Guidelines.

Information Governance Group

31/12/2011

A SIRO is identified. Organisation Development

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Security 2 Encrypt all Council owned laptops


31/03/2012

All laptops are encrypted.



Security 3

Establish the policy and enforce appropriate physical security for Council buildings, to include secure processes for Council-wide confidential waste disposal


31/03/2012


SIRO

Security 4 Prevent the use of non-encrypted USB devices on the Council network


31/12/2012

Only encrypted, identified USB devices are used on the Council network or Council workstations.



Security 5

Define the policy for storing and printing paper files for home and mobile workers


31/12/2011

A policy is in place. Organisation Development

RMS

Security 6

Under the rules of the Code of Connection 4.1, define how the Council will identify and control access to PROTECT and RESTRICTED documents.


31/12/2012

The file plan and eDRMS allow for the control of PROTECT and RESTRICTED documents.



Educ1

Establish and deliver an education programme to promote the value of effective information management


31/12/2012

Stakeholders are trained on how to make best use of the Council’s information assets.


ICT, RMS

Educ2 Update the Council induction programme to include information management.


13/06/2012

Stakeholders are trained on how to make best use of the Council’s information assets.


Learning & Development

CFC 1

As part of the Better Places for Work programme, identify directorate representatives for Clutter Free Cumbria

Principal Records Manager

31/12/2011

Seven representatives are identified.


RMS

CFC 2

Develop a programme of clutter free days, covering all buildings in the County


31/12/2011

An agreed programme of work is in place.


RMS

CFC 3 Establish a fit for purpose records management storage facility, providing safe and accessible storage for paper records plus a digitisation


30/06/2012

A storage facility is in place to accommodate all paper records.


RMS

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suite.

CFC 4

Review the legacy of existing records. Securely dispose of appropriate records as defined in the Records Retention and Disposal Schedule.


31/12/2011

All aged records are disposed of securely.


RMS

Policy 1

Create, approve and implement a Corporate Records Digitisation Policy


31/12/2011


RMS

Policy 2

Create, approve and implement a Records Retention and Disposal Policy and Schedule


31/10/2011


RMS

Policy 3

Create, approve and implement a Records Management Policy


31/12/2011


RMS

Policy 4

Review the Email Policy to ensure consistency with the values of this strategy

ICT Client Team Manager

31/12/2011


ICT

Policy 5

Review the Information Security Policy to ensure consistency with the values of this strategy


31/03/2012


ICT

Policy 6

Create, approve and implement a Sharepoint records storage policy


31/03/2012


RMS

Policy 7

Review the web strategy to ensure consistency with this strategy. It must define the technology to be used in creating, storing, updating and processing web based information and transactions


31/03/2012

A strategy is in place.


ICT, RMS

Digital 1Establish a digitisation facility


31/12/2011

The digitisation facility is commissioned and operational.


ICT, RMS

Digital 2

Where appropriate, digitise and store legacy paper documents in the eDRMS


31/12/2013

Back scanning of appropriate legacy paper documents is complete.


RMS

Digital 3

Where appropriate, update business processes to include the scanning of documents and storage in the eDRMS


31/12/2012


ICT, Business Improvement

Digital 4 Run a pilot study for a digital mailroom


31/06/12 Organisation Development

RMS, ICT, Business Improvement

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10 Point Strategy Checklist and Information sheetThis 10 point checklist and information sheet has a number of uses – it provides a reminder of some of the issues you need to have considered during the development of the strategy and it will be used by the Policy and Performance Team to log details of the strategy.

The checklist should be removed from the draft strategy once it has been approved by CMT.

Title of strategy: Information Strategy

Purpose and rationale for the strategy:(include relevant outcomes)

To provide a framework for the use and storage of information within the Council.

Organisation responsible for developing the strategy:

Cumbria County Council

Lead directorate: Organisational Development

Name of Committee, Elected Member or Chief Officer commissioning the strategy:

Cllr E Mallinson

Job title of lead officer: Jim Savege, Corporate Director – Organisational Development

Life span of strategy: 2011 – 2013

Anticipated date of approval: February2012

Anticipated date of refresh: December 2013

Approval Committee or body: Cabinet

Policy framework and routes of approval

Q1 Is this strategy part of the Council’s Policy Framework? No

Q2Which County Council committee or group will provide final approval of the strategy?

Cabinet

Q3Will the strategy be adopted or endorsed by partners/ a partnership?

Provide name of partner or partnership and rationale

Impact assessmentsQ4 Which formal impact assessments

have been undertaken for the An EIA and Sustainability Appraisal Version 1.0 of 25

strategy and where are they published?

must be completed for all strategies and made available

Q5 What populations and geographies will the strategy impact on? Service users, staff, elected members

Q6What impact will the strategy and its delivery have on the public perception of the council and the achievement of priority outcomes?

Improved access to accurate information will improve the perception of the Council. Successful implementation of the strategy will give demonstrable improvements in the priority areas of:

The county’s carbon footprint is reducing

People have confidence that their Council delivers effective and efficient services that provide value for money

People find Council services easy to use

The Council has the right number of people with the skills, attitudes and behaviours to work in modern and efficient ways

People can have a say about decisions that affect them

Other strategies and plans

Q7Which other strategies and plans does this strategy link to?

Council PlanICT Strategy

Budget and resources

Q8What finance or resources are required in order to deliver the strategy?

Q9 Where does this strategy fit with the scheme of delegation?

The strategy will be led by Organisational Development.

Political

Q10

What is the political significance of this strategy?

The portfolio holder is Cllr E Mallinson.

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