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Information Management Evolution Corrective Services NSW

This article discusses the evolution of information management in Corrective Services NSW, including the establishment of a corporate information management system, compliance with records management standards, and the integration of electronic document management. It also explores the importance of partnerships with business stakeholders and the lessons learned throughout the process.

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Information Management Evolution Corrective Services NSW

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  1. Information Management EvolutionCorrective Services NSW Peter Konstantin, Director Information Management peter.konstantin@dcs.nsw.gov.au

  2. Compliance 2000 & 2001: Severe Criticism from State Audit Office

  3. Stage 1: Records Management Fundamentals: Addressing Compliance 2003: Corporate Information Management System Project established Deliverable DCS RM Framework Information Security Policy Procedures, Standards Records Management Framework Records and Collections Management Freedom of Information & Privacy Enablers: Organisation System, Training

  4. Stage 2: ERDMS Deliverable: • DCS “vanilla” TRIM Change to the Business • Electronic Document Management – Corporate Office • Basic Workflow / Action Tracking • Granular Security Matrix • “Integration” with Corporate systems to manage record lifecycle • 2004: NSW Records Management Assessment: • 26.43% Full Compliance; 58% Partial Compliance

  5. Information Security e-office Integrations & Data Management Policy Procedures, Standards Records and Collections Management Records Management Framework Web Content Management Records and Collections Management Freedom of Information & Privacy Business Intelligence Security, FOI & Privacy Enablers: Organisation System, Training Information Management Lifecycle and Principles Collection Definition Ownership Disposal Storage Corporate Information Management Framework Sensitivity Quality Use Access Accessibility

  6. Business Engagement “ The customer is always right”Harry Gordon Selfridge But …….. Ownership BOM / Steering Committees / Business Sponsors ICT Executive Management Group Business Management Committees ICT Architecture Owners User Groups / Business Champions User Groups / Business Champions Business Project Teams Technology Project Teams Partnership “If I asked my customers what they wanted they would have said a faster horse”Henry Ford

  7. Stage 3: Corporate Information Management System CIMS • 2005 : Internal Audit Assessment (Corporate) • 78.9% Full Compliance; 17.6% Partial • 2006: State Records Authority (Desktop Review); • validates DCS Self- Auditing agency • 2007: External Audit (administrative sites, additional criteria and standards; - 63.5% Full compliance; 20% Partial • 2008: External Audit (all sites and operational records); • 77% Full Compliance; 18% Partial; <1% non-compliant • 2009: External Audit (focus on digital records); • 75% Full Compliance; 15% Partial; 10%; 0% non-compliant

  8. Stage 3-4: DCS Corporate Information (Asset) Management Systems CIMS ………. • inter agency Information exchange, scheduling and referrals • Web 2.0 • alerts • images • sound / voice • video • dynamic geospatial • biometrics • voice activated portals ………. • Deliverables Integrated Information Asset Management • Web Content / Web Services • Business Intelligence • Interoperable: Line of Business System • Enterprise/Federated Search • Functional Information “Views” • Role-based access / identity management

  9. Complexity

  10. Case Management of Offenders The Core Business

  11. Lots More..

  12. etc

  13. Lessons • Commence a program, not a project • Engage in partnership with the business • Offer an integrated solution in a lifecycle context • …building where possible on accepted practices • Keep moving forward and pre-empt peter.konstantin@dcs.nsw.gov.au

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