State Services Commission Crown Copyright Managing government’s digital business information in NZ Presenter: Keitha Booth Specialist, Government Information Management Policy 18 June 2008

State Services Commission Crown Copyright NZ legislation Agencies have the same legislative mandate to keep a record of government’s activities

State Services Commission Crown Copyright NZ research findings 78% of public sector organisations hold records they can no longer access Lack of policies for preservation of digital materials Senior management in government departments largely unaware of the issues and their responsibilities

State Services Commission Crown Copyright Digital environment needs a new paradigm Use technology to manage enterprise content in smarter ways Address all digital content Make it simple for staff and users Achieve value for tax payer dollars spent on systems

State Services Commission Crown Copyright Digital business issues (1) Agencies are not thinking laterally about 21st century information management: –still using the paper/file plan model –do not consider records in all business systems –not ready to incorporate Web 2.0 digital records created in shared workspaces and social networks into recordkeeping practice

State Services Commission Crown Copyright Digital business issues (2) Current business systems still require edrms solutions Each agency is developing its own different edrms solution: –Inefficient? –Costly? –Works against delivering the networked government experience which New Zealanders want

State Services Commission Crown Copyright Where NZ wants to be Recordkeeping automated & smart Recordkeeping requirements met when digital document first created Technology used well to: –automate disposal authorities –retain the context of documents –enable sophisticated search Agencies equipped to manage digital records

State Services Commission Crown Copyright NZ approach now Adopting and applying international and local standards and frameworks Investigating approaches for getting value for government investment in edrms systems Public Records Act auditing results Supporting open standards

State Services Commission Crown Copyright Joint leadership Open and effective relationships with NZ and global developers, suppliers, RM/IM consultants All-of-government digital preservation initiatives NZ central agencies –investigating shared IT services –Model best practice information management

State Services Commission Crown Copyright Success means Recordkeeping is automated and smart Intelligent business records –describe themselves –context stays with them Visible staff efficiency and productivity gains Digitally sustainable information Value for tax payer $ spent

State Services Commission Crown Copyright