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Moving to More Efficient Information ManagemMoving to More Efficient Information Mnagement

Moving to More Efficient Information ManagemMoving to More Efficient Information Mnagement Bill Mc Cluggage Director Delivery and Innovation Division ent Bill Mc Cluggage Director Delivery and Innovation Division. Bill Mc Cluggage Director Delivery and Innovation Division.

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Moving to More Efficient Information ManagemMoving to More Efficient Information Mnagement

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  1. Moving to More Efficient Information ManagemMoving to More Efficient Information Mnagement • Bill Mc Cluggage • Director • Delivery and Innovation Division • ent • Bill Mc Cluggage • Director • Delivery and Innovation Division Bill Mc Cluggage Director Delivery and Innovation Division Bill McCluggage Director Delivery and Innovation Division (CIO and SIRO) www.dfpni.gov.uk/index/delivery-and-innovation

  2. Northern Ireland Civil Service ReformDelivery of better public services through improving our capacityand providing staff with the necessary technology and facilities

  3. Why the Change? • Inefficient and Ineffective Practices • Duplication • Silo-based • Version control • Managed disposal or retention • Audit trails • Technology not fully embraced • Official record “paper” • Legislation • FOI • Public Record Act

  4. 3 lead departments agreed on HP TRIM as the single software solution resulted in : Economies of scale  Establishment of an NICS corporate File Plan structure  Successful roll out of TRIM to nearly 16,000 end users Staff trained in 10 months February 07 - December 07. Breakthrough Moment!

  5. Strategic Benefits • Enable the electronic document to become the official record • Re-establish Records Management Practices • Create the potential to share information across the NICS in a “managed” fashion • Create a platform to enable business application integration and workflow processes

  6. Top Lessons Learned • Plan Change • Lead Change • Gain Commitment & Resources • Ensure Effective Communication & Co-ordination • Plan/Prepare Information Management Structure • Support Business and Cultural Change • Ensure Thorough Procurement Process • Enable Technical Change • Make Security Integral • Be Positive!

  7. Top Lessons Learned • Plan Change • Lead Change • Gain Commitment & Resources • Ensure Effective Communication & Co-ordination • Plan/Prepare Information Management Structure • Support Business and Cultural Change • Ensure Thorough Procurement Process • Enable Technical Change • Make Security Integral • Be Positive!

  8. Benefits Realisation • Legislative Compliance • Audit ability & Accountability • Efficiency improvements • Allow re-organisation • Improved Service • Continuous Improvement

  9. Top 4 Benefits • D. Reduced physical file administration • A. Improved Management of Records • B Greater assurance with Records management • G. Improved compliance with legislative requirements

  10. Costs for Records NI • A unit rate of £212 per person per annum across 16,000 end users • Daily rate equivalent 58p per user per day!

  11. 41 minutes parking at Belfast City Airport

  12. Where are we now? • Over 4 million documents stored in TRIM • TRIM software rolled out to just over 16,000 end • users • Records Management Strategy in place • Information Management Strategy evolving

  13. Full utilisation of the service • TRIM and Blackberry • Upgrade to TRIM 6.2 in 2009 • Application of Integration / Workflow • ‘Webdrawer’ • Long Term Access to Records & Digital Preservation • Security & Digital Rights Management • Enterprise Content Search The Way Forward

  14. www.dfpni.gov.uk/index/delivery-and-innovation

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