allegra huxtable
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Department of Education
Allegra HuxtableManager Information Support Services
Department of Education Tasmania
Public Sector Digital PreservationImplementing a Digital Preservation Strategy
A Case Study
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Department of Education
Overview
• Departmental Context• Business Drivers• Goals and Priorities• Digital Preservation Strategy• Information Management Strategy• Change Management Model
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Department of Education
Department Of Education
One of the largest departments in Tasmanian State Government - 8,000 employees
•Community Knowledge Network•Skills Tasmania•Learning Services•Corporate Services
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Department of Education
Government Context
Whole of Government Initiatives:• IT Strategy• Information Security and Classification
Guidelines• Project Management
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Department of Education
Information Management Context
• Implemented document management system
• Formed central records and document management business unit
• Completed disposal schedule• Undertaking digitisation projects
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Department of Education
Digital Preservation StrategyOrigins/ Business Drivers
• Process simplification• Compliance• Info glut
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Department of Education
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
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Department of Education
Data Sources DoE
• RDMS• Email• Network drives• Web content• Business systems• Data warehouse
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Department of Education
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
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Department of Education
Project Plan
• Identify application and infrastructure requirements
• Tie to applications and infrastructure plans• Introduce data custodian roles in Business
Units
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Department of Education
Information Management StrategyElements
• Vision• Strategy• Governance and organisation• Process• Information infrastructure• metrics
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Department of Education
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
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Department of Education
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
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Department of Education
Building the framework
• Digital Preservation strategy or digital management plan
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Department of Education
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
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Department of Education
Critical Building Blocks
• Change management and business process change
• Developing new Procedures and business practices
• Policy framework• Information Asset Register
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Department of Education
Setting Goals and Priorities
• 1 Born digital • 2 convert to digital• Research for establishing 4 digital archive
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Department of Education
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
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Department of Education
Obtaining Stakeholder buy-in
• Key player support ITS, business units • Change Management plan
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Department of Education
Change Management Model• Communications• Training• Support and coaching• Resistance management• Sponsorship, management support
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Department of Education
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
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Department of Education
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
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Department of Education
Change Management
• Resistance Management– Problem solving and communication at each
step
• Management Support/ Sponsorship– Leaders need to demonstrate a personal
commitment to change
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Department of Education
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
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Department of Education
Accountability Mechanisms
• Departmental Governance Structure• Information Security Committee
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Department of Education
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
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Department of Education
Questions&
References
• Tasmanian Government Project Management Guidelines www.egovernment.tas.gov.au