Implementing an Information Management Strategy

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					Implementing an Information
   Management Strategy




          Policy, Planning, Accountability and Information Management
                                                  Department of Finance
                                                      December 2, 2009
                       Topics

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




Policy, Planning, Accountability and Information Management Division   2
                       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




Policy, Planning, Accountability and Information Management Division   3
                       Organizational Chart




Policy, Planning, Accountability and Information Management Division   4
                       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
Policy, Planning, Accountability and Information Management Division   5
                       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

Policy, Planning, Accountability and Information Management Division   6
                       IM Review

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




Policy, Planning, Accountability and Information Management Division   7
                       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

Policy, Planning, Accountability and Information Management Division   8
                       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
Policy, Planning, Accountability and Information Management Division   9
                       Paper Records

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




Policy, Planning, Accountability and Information Management Division   10
                       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



Policy, Planning, Accountability and Information Management Division   11
      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
                       Electronic Records

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



Policy, Planning, Accountability and Information Management Division   13
                       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



Policy, Planning, Accountability and Information Management Division   14
                    Projects to Consider

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




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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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                     Keys to Success

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




Policy, Planning, Accountability and Information Management Division   17
                    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




Policy, Planning, Accountability and Information Management Division   18
                                           Questions




Policy, Planning, Accountability and Information Management Division   19