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Andreas Kellerhals August 15, 2009

Records Lifecycle Management‘s Contribution to Democracy and the Rule of Law: Effectiveness, Efficiency and Accountability. Andreas Kellerhals August 15, 2009. Content. Intro The SFA in its institutional context From Projects to a Program: The Federal Government’s RLM-Policy

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Andreas Kellerhals August 15, 2009

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  1. Records Lifecycle Management‘s Contributionto Democracy and the Rule of Law: Effectiveness, Efficiency and Accountability Andreas KellerhalsAugust 15, 2009

  2. Content • Intro • The SFA in its institutional context • From Projects to a Program: The Federal Government’s RLM-Policy • From decision making to implementation • Concluding summary

  3. JurisdictionFederal Act on Archiving, 1998 Art. 1 Purpose and scope • the Federal Assembly; • the Federal Council, the Federal Administration […] and the units of the armed forces; […] • the Federal Criminal Court and the Federal Administrative Court […]; • the autonomous institutions of the Confederation; • the Swiss National Bank; […] • other public or private law bodies that fulfil executive tasks delegated to them by the Confederation, […]

  4. Records ManagementFederal Act on Archiving, 1998 Art. 5 Information and records management 1The Federal Archives shall advise the offices required to offer their records for safekeeping on the organisation, ma-nagement, preservation and delivery of their documents. It may also offer such services to other bodies. 2It has the power to consult registries or information mana-gement centres of the offices […] and to consult the condi-tion of the documents held there. 3It shall issue directives to the offices […] the management, preservation and delivery of documents; […].

  5. From Projects to a Program:The Federal Government’s RLM-Policy

  6. Lessons learned • Senior management commitment, top down approach • Profit for the administration • Systemic and business driven approach • E-RMS introduction is not an IT-project

  7. Launch of the Program

  8. From Decision Making to Implementation

  9. Parlamentary Affairs Governement Decisions … Interministerial processes CooperationConsultancyEducationSupervision SPO for official documents (FoI) Preparatory Study Conception E-RLM-Program: Timetable 2007 2008 2009 2010 2011 Programm Management Report &Actionplan (ongoing E-RM projects) E-RLM in the administrative bodies ManagementGuideline E-Archiving: System development Operating E-Archiving RequirementsManagement

  10. Concluding Summary • Benefit for the institutions and the staff • Business Orientation / Process Orientation (business driven but technology inspired) • Seamless and Streamlined Information / Records Flow • Collaborative approach • Modernisation of the Administration (E-Administration) • Learning institution

  11. Democracy Freedom of InformationKnowledge and understanding are difficult to assure, therefore, free access to information in decision making is a crucial criterion for democracy.

  12. Archives and DemocracyFederal Act on Archiving, 1998 Section 3: Access to Archive Records Art. 9 Principle of freedom of access and period of retention 1The archive records of the Confederation become available for consultation by the general public free of charge after the expiry of a retention period of 30 years, subject to the terms of Articles 11 and 12. 2Documents that were accessible to the public before their delivery to the Federal Archives remain accessible to the public. [e.g. according the FoI Act]

  13. Rule of Law • Control as state function sui generis • Complementarity of control and accountability • Criteria for filing and appraisal • Legacy of the past

  14. Endwww.bar.admin.ch

  15. Information And Records Lifecycle Record Keepingin the Agency Business ActivitiesRecords Management Transfer to the Archive Record Keeping in the Archive ERMS-Implementation

  16. Parlamentary Services Federal Council Federal Chancellery FDF FDHA DETEC FO x FSUIT FO n FOCOM FO 1 SFA FO y FO 2 FO p New Customer Management Parliament

  17. Profit by archiving Profit by archives ARCHIVE SFA‘s Copernicanion Revolution Administration PRE-ARCHIVE Users NON-ARCHIVE

  18. Self Assessment

  19. Self Assessment: Roadmap

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