1. Moving to More Efficient Information ManagemMoving to More Efficient Information Mnagement Bill Mc Cluggage Director Delivery and Innovation Division ent Bill Mc Cluggage Director Delivery and Innovation Division Bill Mc Cluggage Director Delivery and Innovation Division Bill McCluggage Director Delivery and Innovation Division (CIO and SIRO) www.dfpni.gov.uk/index/delivery-and-innovation

5. A Federated Organisation 11 Departments, 6 IT Organisations, 18,500 users A Reform & Modernisation Programme Devolution Financial constraints Current Expenditure of £16.3 billion plus £1.5 billion Capital Investment Departmental administration Costs of £507 million DFP efficiencies of £5.7m/£10.3m/£14.8m Executive determination to deliver – political and public expectation Organisational Landscape

6. Northern Ireland Civil Service Reform Delivery of better public services through improving our capacity and providing staff with the necessary technology and facilities

7. Why the Change? Duplication Silo-based Version control Managed disposal or retention Audit trails Official record “paper” FOI Public Record Act –Inefficient and Ineffective Practices – Legislation –Technology not fully embraced

8. Breakthrough Moment! 3 lead departments agreed on HP TRIM as the single software solution resulted in : Economies of scale Establishment of an NICS corporate File Plan structure Successful roll out of TRIM to nearly 16,000 end users Staff trained in 10 months February 07 - December 07.

11. Strategic Benefits Enable the electronic document to become the official recordEnable the electronic document to become the official record Re-establish Records Management PracticesRe-establish Records Management Practices Create the potential to share information across the NICS in a “managed” fashionCreate the potential to share information across the NICS in a “managed” fashion Create a platform to enable business application integration and workflow processesCreate a platform to enable business application integration and workflow processes

12. Top Lessons Learned Plan ChangePlan Change Lead ChangeLead Change Gain Commitment & ResourcesGain Commitment & Resources Ensure Effective Communication & Co-ordinationEnsure Effective Communication & Co-ordination Plan/Prepare Information Management StructurePlan/Prepare Information Management Structure Support Business and Cultural ChangeSupport Business and Cultural Change Ensure Thorough Procurement ProcessEnsure Thorough Procurement Process Enable Technical ChangeEnable Technical Change Make Security IntegralMake Security Integral Be Positive!Be Positive!

13. Top Lessons Learned Plan ChangePlan Change Lead ChangeLead Change Gain Commitment & ResourcesGain Commitment & Resources Ensure Effective Communication & Co-ordination Plan/Prepare Information Management Structure Support Business and Cultural ChangeSupport Business and Cultural Change Ensure Thorough Procurement Process Enable Technical Change Make Security Integral Be Positive!Be Positive!

14. Benefits Realisation Legislative ComplianceLegislative Compliance Audit ability & AccountabilityAudit ability & Accountability Efficiency improvementsEfficiency improvements Allow re-organisationAllow re-organisation Improved ServiceImproved Service Continuous ImprovementContinuous Improvement

17. Top 4 Benefits D. Reduced physical file administration A. Improved Management of Records B Greater assurance with Records management G. Improved compliance with legislative requirements

18. Costs for Records NI Start up implementation costs to Dec. 07 £14.6 mStart up implementation costs to Dec. 07 £14.6 m Running costs at a unit rate of £212 per person per annum across 16,000 end usersRunning costs at a unit rate of £212 per person per annum across 16,000 end users Daily rate equivalentDaily rate equivalent 58p per user per day! 58p per user per day!

20. 41 minutes parking at Belfast City Airport

22. Where are we now? Over 4 million documents stored in TRIM TRIM software rolled out to just over 16,000 end users Records Management Strategy in place Information Management Strategy evolving

23. Full utilisation of the serviceFull utilisation of the service TRIM and BlackberryTRIM and Blackberry Upgrade to TRIM 6.2 in 2009Upgrade to TRIM 6.2 in 2009 Application of Integration / WorkflowApplication of Integration / Workflow ‘Webdrawer’‘Webdrawer’ Long Term Access to Records & Digital PreservationLong Term Access to Records & Digital Preservation Security & Digital Rights ManagementSecurity & Digital Rights Management Enterprise Content SearchEnterprise Content Search The Way Forward

25. www.dfpni.gov.uk/index/delivery-and-innovation