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					                           REPORT OF:
                           AUTHOR:
                                                  HEAD OF CORPORATE DEVELOPMENT

                                                  FIONA CULLEN
                                                                                         C
                           TELEPHONE:             01737 276296
                           E-MAIL:                fiona.cullen@reigate-banstead.gov.uk
                           TO:                    EXECUTIVE
                           DATE:                  13 JULY 2006
                           EXECUTIVE MEMBER:      COUNCILLOR J.M. ELLACOTT


AGENDA ITEM NO:               7            KEY DECISION REQUIRED:        YES
WARD(S) AFFECTED:    ALL


SUBJECT:                           INFORMATION AND KNOWLEDGE
                                   MANAGEMENT STRATEGY
PURPOSE OF THE REPORT:             TO CONSIDER ADOPTING AN INFORMATION
                                   AND KNOWLEDGE MANAGEMENT STRATEGY
                                   FOR THE COUNCIL.
RECOMMENDATION:

1.    To adopt the Information & Knowledge Management Strategy as set out at
      Annex 1 to the report.




Executive has authority to determine the above recommendation.



Background

1.    Effective information and knowledge management is required to support the
      way the Council wishes to work in the future. The development of systems
      and processes for the sharing and retrieving of information is a key building
      block for organisational change.

2.    The Freedom of Information Act 2000 (FOIA) has also brought the issue of
      effective Information Management to the fore within public bodies, as
      information should be easy to locate and retrieve in order that requests are
      responded to within the required 20 working days.

3.    The Council currently has a framework in place to handle information
      requests. However, in order to comply fully with the Act and reduce risk to
      the organisation, a formal records management policy and records retention
      schedule must be developed.

4.    In addition, information is also one of the Council’s most valuable assets and
      must be harnessed effectively in order to improve the Council’s evidence base
      for decision making.
5.    The Information and Knowledge Management Strategy provides a
      framework for Information Management within the Council and outlines the
      initial work needed during 2006/07 to form the building blocks for more
      effective and robust records and knowledge management in the future.



Statutory Powers

6.    Various ‘Access to Information’ legislation including the Freedom of
      Information Act, Data Protection Act and the Environmental Information
      Regulations require the Council to provide information upon request within
      certain timescales.

7.    As required under Section 46 of the Freedom of Information Act 2000, the
      Lord Chancellor has issued a Code of Practice for Records Management in
      public authorities.


Factors for Consideration


8.    There is currently no centralised corporate Information or Knowledge
      Management Strategy in place. Service Units are responsible for creating and
      maintaining their own information. As a result, there is limited coherence or
      consistency in the creation, storage and use of information.

9.    An Information and Knowledge Management Strategy and Action Plan has
      been devised (attached in Annex 1) the purpose of which is to put in place a
      framework to help ensure that:


      •   we know what information the Council holds at a corporate level
      •   information is always available and is reliable
      •   there is a reduction in duplication of information stored
      •   information is disposed of and archived in a controlled manner.

10.   The high level objective of the Council’s Information and Knowledge
      Management Strategy is to develop our existing technologies to create an
      easily accessible, centralised corporate library of information assets, collective
      knowledge and good practice principally through the intranet.

11.   In addition, it is proposed that an Information Asset Register is developed
      with accompanying Records Retention Schedules so that we know what
      information we hold and how long it should be retained.

      As a consequence:

      •   information used to make decisions will be more robust as the Council
          will have an easily accessible evidence base
      •   less time will be spent searching for information
      •   office space and space on the Council’s IT servers will be freed up
      •   the Council will comply fully with the Freedom of Information Act Code
          of Practice for Records Management.

12.   The emphasis during 2006/07 is on the management of information along
      with a building block project to develop our intranet as a knowledge
      management tool. Further knowledge management initiatives will be
      developed during 2007/08.

Options

13.   To adopt or amend the Information and Knowledge Management Strategy as
      set out in Annex 1.


Resource Implications
14.   The projects arising out of the Information and Knowledge Management
      Strategy will be fully scoped and costed using the Council’s Project
      Management Methodology. Budgetary provision has been made in the
      Capital Programme as part of the Value for Money theme in the 2006/09
      Corporate Plan.
Legal Implications

15.   There are no legal implications arising directly from this report.

Consultation

16.   The Executive Member for Partnership and Community Liaison, with
      responsibility for Access to Information, has been consulted on proposed
      Strategy. The outline proposals have been considered by the Value for Money
      Policy Development Group as part of the development of the Strategic Action
      Plan. The draft Plan has been approved by the Executive for consultation.
      The Overview and Scrutiny Committee Chairman has indicated that the
      Committee does not wish to review this policy prior to consideration by the
      Executive.

Policy Framework

17.   The Corporate Plan Value for Money theme includes a priority to develop
      and implement an Information and Knowledge Management Strategy and to
      adopt a common records management system across the organisation. The
      Strategy sets out the priorities and general direction for this stream of work.

      The Information and Knowledge Management Strategy is a level 3 policy in
      the context of the Council’s Policy Framework and therefore may be
      approved by the Executive.

Conclusions
18.   As an information rich organisation, the Council needs to create the channels
      that will enable the one time capture of information and knowledge that is
      used many times.
19.   Records Management Policy and accompanying procedures must be devised
      to address the pressing issue of uncontrolled information growth through the
      controlled and systematic storage, retention and disposal of records.

20.   The short to medium term projects arising from the Information and
      Knowledge Management Strategy will provide the building blocks for
      effective and efficient management of information and lay the foundations for
      longer-term information and knowledge initiatives.


                       Information and Knowledge Management Strategy
Background Papers:
                       2006 – 2007
Information and Knowledge Management Strategy
2006 – 2007

Introduction/ Foreword
The Corporate Plan Value for Money theme includes a priority to develop and
implement an Information and Knowledge Management Strategy and to adopt a
common records management system across the organisation.

As an Information and knowledge rich organisation, the Council needs to create the
channels, policies and systems which will enable the:
   •   one time capture of information and knowledge which is used many times
   •   consistent and accurate storage of information and knowledge
   •   quick and easy retrieval and sharing of information and knowledge.

This paper sets out Reigate & Banstead Borough Council’s strategy and action plan
for 2006/07 detailing a range of short to medium term initiatives to help us manage
our valuable information and knowledge assets.
Before reading this document, it is may be helpful to refer to the ‘Glossary of Terms’
in Section 6.

The emphasis during 2006/07 is on the management of information along with a
building block project to develop our intranet as a knowledge management tool.
Further knowledge management initiatives will be developed during 2007/08.


The Council’s Vision for Information & Knowledge Management

The ultimate vision for information management within Council is that information is:

   •   captured at the point of creation and stored in a centralised corporate library
   •   tagged with the relevant metadata for easy retrieval and cross referencing
   •   assigned security permissions and version controlled
   •   retained and disposed of in a controlled manner

and that knowledge is mobilised - shared within teams, across Service Units, and
corporately and with partners.

We must build on our know-how to avoid duplication of effort and share good
practice with each other. This will help us:

   •   improve efficiency, effectiveness and service delivery
   •   inform the corporate planning process through a centralised evidence base
   •   comply fully with the Freedom of Information Act
   •   learn from previous experiences and preserve organisational memory.



Information and Knowledge Management Strategy 06-07
However, this will be a long journey and therefore our strategy for 2006-07 is to lay
the foundations for good information and knowledge management by embarking on
some short to medium term initiatives to help us realise our ultimate vision.

Our current priority is to find out what information is held across the Council and to
develop our existing technology to help us manage it as far as possible. Ultimately,
we will need to invest in an Electronic Records Management solution but this is at
least three years away.

In the meantime, we will develop our web Content Management System and intranet
to create an easily accessible corporate information library and knowledge base.

Section One: Setting the Scene

There are a number of local and national drivers that make it necessary for the
Council to develop and implement an Information and Knowledge Management
Strategy:

National Policy

E-Government Agenda and Gershon

The E-Government programme has enabled the Council to invest in new information
technology for web content management, geographic information and front and back
office systems integration.

The Gershon Efficiency Review is now looking for returns on that investment through
the exploitation of these systems to deliver efficiency gains which can be re-invested
to deliver further efficiencies.

Access to Information Legislation

Various ‘Access to Information’ legislation including the Freedom of Information Act,
the Data Protection Act and the Environmental Information Regulations, require the
Council to provide information upon request and within certain timescales.

The Council currently has a framework in place to handle information requests.
However, in order to comply fully with information legislation codes of practice and
reduce risk to the organisation, we need to have a formal records management
policy and records retention schedules in place.

European Directive on the Re-use of Public Sector Information

As of July 2005, public sector bodies were required to make their non-personal
information available to the private sector for publication to a wider audience. Under
the Directive, the Council is required to produce an Information Asset List showing
the main categories of published and unpublished documents available.



Information and Knowledge Management Strategy 06-07
Local drivers
Corporate and Community Planning
A centralised information repository will provide the Council with a powerful evidence
base to support the development of the Corporate and Community Plans and
enhance service delivery.

Partnership working

The Council needs to establish protocols for sharing Information with our public,
voluntary and community sector partners to support them in their decision making
and to add to our own evidence base.

Shared and local drives
There is a great deal of information stored within departments’ local shared drives
and within the Council-wide ‘Corp Docs’ folder. Corp Docs is a repository of
corporate information which can be accessed by all staff. It is estimated that Corp
Docs currently contains 2,600 folders and 20,000 files. This is not a sustainable way
to manage corporate information as there is no search facility, cross-referencing,
version control or security in place.

Enablers
The Council has already invested in technologies that provide us with some powerful
building blocks for Information and Knowledge Management:

Content Management System (CMS) and Intranet

The Council’s Tridion Content Management System allows us to store digital content
such as web pages, documents and images within a central database repository and
publish them to our website, members’ extranet and staff intranet.

Geographical Information

The Council has invested in technology to enable geographical information to
become a corporate-wide information management tool. There are currently around
200 spatial layers available. Once this technology is fully implemented, our
Geographical Information Systems (GIS) will enable detailed analysis of spatial data
via the intranet and will become one of the Council’s most powerful knowledge
management assets.

Synergy and Local Land and Property Gazetteer

Synergy is a systems integration and business process re-engineering initiative that
will deliver efficiency savings and improve customer service. Synergy enables the
Customer Services team to access a range of different back office systems through
one web portal.



Information and Knowledge Management Strategy 06-07
The Local Land and Property Gazetteer (LLPG) is the Council’s definitive list of all
property and land address within the Borough.

The LLPG is an integral part of Synergy as it enables all information about a
property or piece of land to be retrieved from all the Council’s back office systems.
This knowledge will then be used to provide a more joined up approach to service
delivery.


Section Two: Current Situation

There is currently no centralised corporate Information or Knowledge Management
Strategy in place. Service Units create and maintain their own information and, in
some cases, do not share it with others. There is limited coherence or consistency in
the creation, storage and use of information.

This strategy aims put in place a framework to ensure that:

   •    we know what information the Council holds at a corporate level
   •    information is always available and is reliable
   •    there is a reduction in duplication of information stored
   •    information is disposed of and archived in a controlled manner
   •    our tacit know-how is captured and exploited

as a consequence:

   •    information used to make decisions will be more robust as the Council will
        have an easily accessible evidence base
   •    less time will be spent searching for information
   •    office space requirements and space on the Council’s IT servers will be
        reduced
   •    the Council will comply fully with the Freedom of Information Act Code of
        Practice for Records Management
   •    the Council will retain its corporate memory.


Section Three: Strategy

The Council’s Information and Knowledge Management Strategy for 2006-07 is to
develop our existing Content Management System (CMS) and intranet to:

    •   create an easily accessible, centralised corporate library of information
        assets, collective knowledge and good practice.

    •   develop an Information Asset Register and put in place Records
        Retention Schedules and an accompanying Records Management Policy.




Information and Knowledge Management Strategy 06-07
The Strategy has three interlinking themes.

   •   Records Management
   •   Content Management
   •   Geographical Information

The resulting projects will be supported by communications plans to ensure that the
required culture change takes place to underpin our initiatives. Staff will need to be
provided with the training and support necessary for their individual contributions.

Consultation will take place to shape these themes and detailed Project Identification
Documents and Project Briefs for each developed.

It is important to note that the focus for the 2006/07 will be on information
management as this is a core building block for knowledge management. In
addition, the Council has certain information management priorities due to the need
to meet the requirements of ‘Access to Information’ legislation.

Our initial knowledge management work during 2006/07 will be to move towards
the codification of what we already know, i.e. our explicit knowledge. From 2007/08,
we will look at how we can use other knowledge management initiatives to help
support the delivery of the 2006-09 Corporate Plan by making better use of the tacit
knowledge that Officers possess.

Records Management
In order to comply fully with FOI and other ‘Access to information’ legislation the
Council must develop a Records Retention Schedule with an accompanying policy
and implement it. To help us answer information requests within the required
timescales, we need to know what information we hold and be able to locate it
quickly.

The Council also needs to update its FOI Publication Scheme and produce an
Information Asset List to meet the European Directive on the Re-use of Public
Sector Information.

We will undertake an information review to find out:

   •   what we’ve got
   •   where it is
   •   why we have it
   •   who owns it
   •   its purpose
   •   how long we need to keep it for.

This will also provide the foundations for the development of a corporate library of
information and help inform the next steps we need to take towards this goal.




Information and Knowledge Management Strategy 06-07
Content Management
We must exploit the capabilities of our web Content Management System (CMS) to
ensure that the intranet becomes a central repository of information and a
personalised one-stop gateway to the information and other resources that staff
need to do their jobs.

The objective is that an individual is able to search for and retrieve the information
the Council holds on a certain subject and be signposted to other information related
to that subject.

There are three categories of intranet content:

   •   Corporate information
   •   Staff information
   •   Team information

Corporate Information

The CMS will become the centralised library of corporate information such as policy
documents, legislation, surveys, reports, performance issues, community liaison
intelligence, press releases and information from sources outside the Council.

Where appropriate, our information and knowledge assets will be migrated from their
various locations and into the CMS where they will have owners who are
accountable for them.

The Information Review will enable us to identify classes of corporate information
which would be suitable for migration to the Content Management System for access
via the intranet.

Staff Information

Staff information is relevant to all staff regardless of the job they do. It includes
internal communications such as news items along with information from services
such as Personnel, Training, Facilities, Business Solutions, Communications
Finance and Corporate Development.

The intranet is our primary staff communication mechanism and an improvement in
the quality of this medium will enhance the way we use it to communicate.

In the future, we will capture and share knowledge using the intranet through tactics
such as online collaboration and managed discussion forums.

Team Information

This type of information relates to the work of a particular team. Each team will have
its own personalised menu which lists all the processes they carry out in their work.

Every process will have a web landing page giving a quick guide to carrying out the
process accompanied by links to the resources available to help perform that


Information and Knowledge Management Strategy 06-07
process such as the as full procedures, forms, tools, templates, contact lists and
related processes.

Geographical Information
As one of our most powerful knowledge management tools, we must ensure that we
fully exploit geographical information.

The presentation of data and information from both the Council and external bodies
via GIS will provide us with a powerful evidence base for policy making and service
planning and delivery.

We will develop a roadmap for the implementation of GIS across the Council. The
Roadmap will identify our current position, including software and existing
capabilities. We will then map out future requirements that are needed to link into
other projects such as Synergy and enable us to fulfil future expectations to inform
Local Community Action Plans and other Corporate Plan priority areas.

The following section details the 2006/07 high-level action plan for the themes
outlined above.

Section Four: Action Plan
Action Plan 2006- 2007
Further scoping out of these themes and the work involved is the focus for 2006/07
The high-level action plan overleaf outlines the key actions required to enable full
strategies and projects for each theme to be developed. The information review that
will enable the creation of records retention schedules will further inform our wider
information management requirements.




Information and Knowledge Management Strategy 06-07
Information and Knowledge Management Strategy – Action Plan 2006-2007


KEY ACTIONS/PROJECTS                                                                           TARGETS/MILESTONES                      KEY MEASURES OF SUCCESS


Records Management

                                                                                               Pilot Information Review complete –
                                                                                               Q4 05/06

                                                                                               Central co-ordination for Information   Managers informed about
•   Establish central co-ordination for FOI, DPA, EIR and PSI and develop an internal          legislation requirements set up and     information review initiative and
    induction programme.                                                                       devising processes – Q2 06/07           participating appropriately
•   Conduct information review.
•   Devise and execute internal communications plan for initiative.                            Initial Information Review complete     Updated Information Asset List
•   Create Information Asset Register.                                                         and updated Information Asset           produced.
•   Use information review results to identify classes of information not exempt under FOI     Register produced – Q2 06/07
    or DPA.                                                                                                                            FOI Publication scheme
•   Create new Publication Scheme and publish on web site.                                     New Publication Scheme sent to          updated, approved by
•   Use information review results to identify information assets that could be commercially   Information Commissioner – Q3 06/07     Information Commissioner and
    re-used.                                                                                                                           published to the website,
•   Access to Information training programme in place for staff.                               Access to Information training          including PSI information.
                                                                                               programme in place for staff from –
                                                                                               Q1 06/07


•   Devise PID/Project brief for Records Management project                                    RM PID/Project Brief produced – Q2      PID/Project Brief approved for
•   Obtain RM resource                                                                         06/07                                   implementation.
•   Set up Records Management Taskforce of key officers from each Service Unit
•   Devise and agree Corporate Retention requirements.                                         Obtain RM Resource – Q2 06/07           Records Management Taskforce
•   Devise and produce Records Retention Schedules                                                                                     actively contributing to the
•   Devise and produce Records Management policy                                               Begin devising Retention Schedules      development of Records
                                                                                               for Service Unit records – Q3 06/07     Management Policy.




      Information and Knowledge Management Strategy 06-07
Information and Knowledge Management Strategy – Action Plan 2006-2007


KEY ACTIONS/PROJECTS                                                                              TARGETS/MILESTONES                     KEY MEASURES OF SUCCESS

                                                                                                  Records Management Policy devised      Records Management Policy
                                                                                                  and published – Q3 06/07               and Retention Schedule
                                                                                                                                         produced, implemented and
                                                                                                                                         actively followed by Staff.

                                                                                                                                         All staff trained in Records
                                                                                                                                         Management policy and
                                                                                                                                         procedure.

Content Management


Corporate Information
                                                                                                  ‘Evidence base’ contents and other
•   Set up an ‘Evidence base’’ team of representatives from Corporate Planning,                   sources of corporate information       Corporate Information and
    Community Initiatives and Policy to inform contents and set up of corporate evidence          identified – Q4 05/06.                 Evidence Base Strategy and
    base.                                                                                                                                Project Brief/PID devised,
                                                                                                                                         agreed and ready for
•   Use info review to identify classes and locations of ‘corporate’ type information.
                                                                                                  Issues and options paper detailing     implementation.
•   Hold consultation workshops with other staff to explore concept further.
                                                                                                  requirements and potential solutions
•   Investigate similar initiatives at other Local Authorities.                                   for VFM Board – Q1 06/07
•   Devise strategy for next steps in light of the above and devise a Strategy and Project
    Brief /PID for the work and resources needed.

                                                                                                                                         First round of intranet content,
Staff Information                                                                                                                        design and navigation
                                                                                                  Initial improvements to intranet       improvements in place and well
•   Review current intranet content, design and navigation and make proposals for                 content, design and navigation         received by staff.
    improvements.                                                                                 identified and implemented - Q2
•   Consult with Information Champions regarding intranet improvements.                           06/07                                  All staff checking the intranet
•   Review the role of the intranet as an internal communications mechanism and devise                                                   daily for new internal
    tactics to raise its profile and encourage business units to contribute regular news items.                                          communications, news items



      Information and Knowledge Management Strategy 06-07
Information and Knowledge Management Strategy – Action Plan 2006-2007


KEY ACTIONS/PROJECTS                                                                      TARGETS/MILESTONES                       KEY MEASURES OF SUCCESS

•   Set up content improvement project teams within Personnel and Support Services,                                                and content.
    Communications, Finance, Business Solutions, Corporate Development and other staff
    facing units.                                                                                                                  All staff facing units have
                                                                                                                                   improved their content.

Team Information
                                                                                          Work with Business Solutions to
                                                                                                                                   Issues and Options paper for a
                                                                                          explore personalising the intranet and
•   Work with Business Solutions to explore Novell capabilities for personalising the                                              personalised intranet.
                                                                                          timescales to do so – Q4 06/07
    intranet.
•   Prepare an issues and options paper

Geographical Information



                                                                                          Roadmap for short-medium term
                                                                                          further deployment of Browser GIS
                                                                                          devised with clear targets and
•   Produce roadmap for further implementation of current Browser GIS project.
                                                                                          timescales – Q2 06/07.                   Enterprise GIS Strategy devised
•   Consult with Officers regarding Enterprise GIS requirements and devise strategy for
                                                                                                                                   and approved.
    development and roll-out of Enterprise GIS.
                                                                                          Strategy for further rollout of
                                                                                          Enterprise GIS and links with
                                                                                          corporate Evidence base devised –Q4
                                                                                          06/07

Knowledge Managment


                                                                                          Strategy for Knowledge Management
•   Develop a strategy for a Knowledge Management programme to support the Council’s                                               KM Strategy developed and
                                                                                          initiated – Q1 07/08
    corporate plan.                                                                                                                approved,



      Information and Knowledge Management Strategy 06-07
Section Five : Resources

The projects arising out of the Information and Knowledge Management Strategy will be fully
scoped and costed using the Council’s Project Management Methodology. Project Briefs
and Initiation Documents will be produced stating resources required.

Budgetary provision has been made in the Capital Programme as part of the Value for
Money theme in the 2006/09 Corporate Plan.


Section Six: Glossary of terms
Information – information is data which has been interpreted and given meaning.
Information may be structured i.e. within a database or filing system or unstructured i.e.
documents on shared drives or email messages.

Information Management - the means by which an organisation efficiently plans, collects,
creates, organises, uses, controls, disseminates and disposes of its information; and through
which it ensures that the value of that information is identified and exploited to the support of
its internal operations and its service delivery functions. (Office of Government Commerce)

Knowledge – knowledge is created by making use of information so that some form of
action can be taken. It is created by people and reflects their experience, learning and
understanding. Knowledge can be summed up as ‘know-how’.

Knowledge Management – the creation and management of an environment that
encourages knowledge to be created, shared, learnt, enhanced, organised and exploited for
the benefit of the organisation and its customers. (IDeA)

Record - any information created, received and maintained as evidence and information by
the organisation and its employees in pursuance of its legal obligations and business
transactions. (ISO 15489).

Records Management - the efficient and systematic control of the creation, receipt,
maintenance, storage, use and disposition (destruction) of records. (ISO 15489).




Information and Knowledge Management Strategy 06-07

				
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