Government-Wide KIM Update for Effective Information Management

1. Government Wide KIM UpdateCarol Tullo Director of Information Policy and Services The National Archives Stephen Latham Government Head of Profession for KIM

2. Review of Government KIM coordination • Effectiveness of existing arrangements • Role of Knowledge Council and subgroups • Developing the KIM profession • Sharing information about KIM matters

3. Governance Knowledge Council KIM Leaders Heads of Profession

4. KIM Leaders’ Network Forum for developing an integrated cross-governmental approach to knowledge and information management. It is chaired by The National Archives and is made up of a KIM Leader from each main Government department and representatives from other groups as agreed. The objectives of the KIM Leaders Network include: • To share learning and good practice in the management of knowledge and information across government • To discuss and agree shared priorities • To manage the information created in Government so that it supports business objectives and legal obligations • To champion improvements to KIM across government, working closely with the KIM Heads of Profession Group.

5. The National Archives’ duties under the Public Record Act • provide guidance and supervision to public record bodies on the safekeeping and selection of public records • preserve transferred records • provide facilities for the public to see and obtain copies of transferred records, unless the records are withheld because an exemption in the Freedom of Information Act applies. • oversee the place of deposit system on behalf of the Lord Chancellor • return records temporarily at the request of the transferring organisation

6. In 2015-16 The National Archives will provide expert advice and scrutiny to government ensuring the record survives and thrives • Explore shared service innovations and good practice in information management piloting solutions for the transfer of digital records • Provide a government network for Knowledge and Information Leaders to enhance capability • Hold government departments to account for their record handling to keep the transition to the 20-year rule on track • Enable greater government transparency on increasingly open record and innovation in the use, re-use and sharing of data • Shape and deliver outstanding legislative platforms and services that underpin the responsibilities of the UK Parliament and Assemblies • Lead a transformation in how digital records are managed at scale from creation to presentation – a digital archive by design

7. Digital Transfer Project • Develop an operationally proven, scalable and repeatable digital transfer process, from Appraisal and Selection at the government departments through to transfer at The National Archives, delivered in time for the first large scale digital record transfers due in 2016-2017. • The born-digital records which will be transferred open or closed to the National Archives are expected to be displayed on Discovery and searchable by the public.

8. Sir Alex Allan’s review We will be supporting the recommendations through: • Information Management Assessments • Accounting and reporting • report annually to the meeting of Permanent Secretaries • Record Transfer Report (RTR) • publish ‘What to Keep’ schedules on department pages on GOV.UK • The digital challenge • Supporting wider government initiatives • Widening engagement

9. Information Management Assessments (IMAs) • Major government departments to undertake IMAs and reassess government departments every 3-5 years depending on level of risk • BIS assessed May 2013 • Publish: • all reports and action plans online • good practice report highlighting case studies of good practice from the IMAs published December 2014 • summary of lessons learnt by December 2015 highlighting examples of best practice and common areas where improvements are needed • Refresh the Information Management Self-Assessment to allow departments and other public sector bodies to evaluate their information management performance

10. Record Transfer Report Government bodies that transfer records to The National Archives provide data in spring and autumn each year on the volume of records they hold in the following categories: • legacy - records due for transfer or disposal by the previous year and now overdue • current - records due for transfer or disposal in the current year • forecast - records due for transfer or disposal next year The Autumn 2014 report (publishing February 2015) will be accompanied by a visualisation of data for the 21 OGDs that transfer 90% of the each year

11. Information Assurance and Security Funded by the National Cyber Security Programme to promote good business culture within information assurance •  IAO Training Workshops • asset registers and defining information assets • risk appetite, types of risk and breaches • public good using case studies • governance & cyber security • SIRO Knowledge Exchanges • They aim to provide SIROs with the understanding to challenge their organisations' approach to information risk and share best practice and experiences •  Management Board Briefings • Overview of information assurance and emerging cyber security threats at the strategic level

12. Heads of Profession group • The HoP group provides cross Government leadership and coordination to develop professional KIM capability in line with the Civil Service Reform Plan and the needs of Government • It provides a focal point for a dynamic and inclusive community of KIM professionals working in Government • It is chaired by the Government KIM Head of Profession and made up of KIM Heads of Profession from each main Government department and the largest Arms Length Bodies

13. KIM Profession Project Board • Professionalism work stream became the Project Board • Manages the action plan, sets up task and finish groups • Meets monthly • Members from VOA,DCLG, FCO, DH, MOD, MoJ, CO, NCA and HO Work completed so far includes: • KIM Skills Framework • KIM Leaders workshop • Learning pathway • Recruitment: guidance, ‘Entering & developing in the profession’ with accreditation statement & external assessors • Mentoring scheme • Improved relationships with GDS and Policy profession

14. KIM Profession Action Plan • Six themes: • An inclusive profession • Strong leadership • Better communications • Working together • Showcasing our value • Building capability

16. KIM Profession Project Board • Current work includes: • Curriculum • Professional bodies • KIM Profession conference • Communications team • Career paths • Collaboration tools • Job Shadowing/work placements • Future work includes: • Talent Management • Supporting CPD • Improving relationship with departmental HR • Improving relationships with other professions • Developing case studies and other examples of the benefits of the KIM profession including an annual report • Developing our professional networks

17. Any questions? gkimhead@homeoffice.gsi.gov.uk carol.tullo@nationalarchives.gov.uk