Implementing an Information Management Strategy

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Implementing an Information Management Strategy

• Policy, Planning, Accountability and Information
  ManagementDepartment of FinanceDecember 2, 2009

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Topics

• Overview of Department
• Background/History
• IM Review
• Projects completed
• Future direction

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Policy, Planning, Accountability and Information
Management Division
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Brief Overview of Department

• One of the first departments established
• Over 350 employees
• 4 branches / 18 divisions
• Central agency function
• Provide advice to government
• Direct contact with public

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Policy, Planning, Accountability and Information
Management Division
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Organizational Chart
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Policy, Planning, Accountability and Information
Management Division
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IM Legislation

• Management of Information Act
• (Sec. 6) Deputy Minister is responsible to
  develop, implement and maintain a record
  management system
• Established Government Records Committee
• Removal destruction of records
• Access To Information and Protection of Privacy
  Act (ATIPP)
• May be required to produce information
• Protection of information
• The Rooms Act
• Sets out requirements for archival process

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Policy, Planning, Accountability and Information
Management Division
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Overview Pre IM Review

• Mixture of written and informal policies /
  guidelines
• Only a small number of retention schedules were
  in place
• Lots of paper in office space, registries, vaults
  and third party storage
• Awareness of confidentially of information
• Staff understand the importance of protecting
  information

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Policy, Planning, Accountability and Information
Management Division
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IM Review

• Support and guidance from the OCIO
• Identified areas of strength
• Identified areas of weakness
• Recommendations
• Multi-year approach

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Policy, Planning, Accountability and Information
Management Division
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Key Areas to Improve

• Policy development
• Education and training
• Implement a life cycle approach to records
  management
• Creation or receipt
• Distribution
• Use
• Maintenance
• Disposition
• Amount of paper records
• Management of electronic records

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Policy, Planning, Accountability and Information
Management Division
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Policy Development

• Develop policy document
• Distributed to staff
• Being revised to reflect current industry best
  practices
• Topics
• Life cycle of records
• IM Legislation
• Management of paper and electronic records
• Commitment to keep current

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Policy, Planning, Accountability and Information
Management Division
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Paper Records

• Identify storage locations
• Internal and external
• Policies for storage facilities
• Hold record clear out days
• Develop retention schedules

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Policy, Planning, Accountability and Information
Management Division
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Records Clear Out Day

• Support from the OCIO
• Very successful results
• Tremendous buy in from staff
• Make it a fun event, prizes, provide a lunch,
  etc.
• Over 700 boxes of records destroyed
• Will become an annual event

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Policy, Planning, Accountability and Information
Management Division
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Retention Schedules

• A significant number schedules are now in place
• Time consuming exercise but significant payback
• Most of the work is front end loaded
• Records have been destroyed

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Electronic Records

• There are a number of electronic records produced
  by the department
• Paper has not disappeared
• Currently managed by
• Shared Drives
• TRIM
• Email

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Policy, Planning, Accountability and Information
Management Division
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TRIM

• Executive Correspondence
• Work flow being used
• More effective way to securely store records
• Easier to search and access
• Other documents are stored in TRIM
• Spreadsheets
• Presentations

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Policy, Planning, Accountability and Information
Management Division
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Projects to Consider

• Email
• How do manage
• Significant communications tool
• Shared drive reorganization
• Consistent approach throughout the department

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Policy, Planning, Accountability and Information
Management Division
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Education and Training

• IM Retreat
• Lunch and Learns
• ATIPP
• IM Bulletins
• Ongoing Operational Support
• IM Community Meetings
• TRIM Administrators Group Meetings

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Policy, Planning, Accountability and Information
Management Division
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Keys to Success

• Executive commitment
• Reporting directly to Deputy Minister
• Support and expertise of OCIO
• Dedicated IM staff within the department

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Policy, Planning, Accountability and Information
Management Division
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Lessons Learned

• Break work into manageable chunks
• Plan for delays
• Training and operational support is critical (and
  time consuming)
• One size does not fit all

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Policy, Planning, Accountability and Information
Management Division
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Questions
Policy, Planning, Accountability and Information
Management Division
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