1. Auckland Recordkeeping Forum – 14 th November 2008 Electronic Recordkeeping: A View from the Digital Workplace

2. Agenda Work History – Changes in digital recordkeeping. Recurring Themes Compliance Issues Recommendations Discussion

3. Redland Shire Council 1995 - 2000 537 square kilometres 800 staff Population 132,971 (2007) 90,000 property files 3000 subject files Centralised control / decentralised application File Stations in HR, Health & Building Services Dedicated Modern Archive IT Developed RMS

4. Redland Shire Council Feb 2004 Implemented Dataworks Rollout completed June 2004 Hybrid system still! Stand alone datasets – back scan One point of entry – day boxing Issues Workflow Redlining Multiple users Version control

5. North Shore City covers an area of 13,000 hectares Fourth largest city in NZ by population Population 220,300 (2007) 72,000 rateable properties Centralised control / decentralised application File Station in Environmental Services Dedicated Modern Archive Secondary Storage offsite TCS with RMS Module North Shore City Council 2000-2008

6. Feb 2001 Implemented Dataworks Rollout by division Hybrid system still! Property files and legacy media – back scanning One point of entry – day boxing Later outsource of inwards correspondence Transformation to online services Issues Workflow - Redlining - Multiple users - Version control

7. Auckland University of Technology AUT owns or maintains 178,380 sq m 3 Campus Student Population 23,402 FTE (2007) 976 staff (2007) Decentralised Control Dedicated Archive Multiple Applications Software No Framework Excellent Internet/Intranet

8. Auckland University of Technology AUT RM audit – all media Compliance Matrix – identify gaps Public Records Act Working Party Champions Forum Communications / Change Strategy Online services

9. Recurring Themes Change Management Gaining User Trust Vendor Reluctance at Integration Solutions Hybrid RM Systems No “Silver Bullet” Solutions Initial Capital Outlay

10. Compliance Issues Commitment >/< Ability Interpretation of Legislation Time/money - learning what works All Organisation’s are Different

11. Auditors who understand organisations Levels of compliance (no league tables) Standards for software vendors Approved software register Support in the field?