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Measuring IM Capacity in Public Sector Institutions

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Measuring IM Capacity in Public Sector Institutions

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    1. Measuring IM Capacity in Public Sector Institutions ERPANET WORKSHOP Antwerpen April 14, 2004 Andy Lipchak INFOTEGRITY CONSULTING

    2. 2 Information Management Records Management Archival Management Library Services Information Access and Privacy Administration Web Content Management Information Systems (I & IT Architecture, Database Management, Data Analysis/ Management)

    3. 3

    4. 4 Overview Current IM environment in the Government of Canada Importance of measurement and evaluation in IM Methodologies and tools for assessing IM capacity and effectiveness A Vision for IM

    5. 5 Information Is the defining resource of governance Enables the achievement and assessment of effectiveness, transparency, accountability and trust Must be managed as an asset Is increasing in volume and complexity

    6. 6 IM Reviews IM “Situation Analysis”, 2000 (J. McDonald) Information Commissioner of Canada Reports (2001,2003) Auditor General of Canada Reports Access to Information Review, 2002 IM “Case for Action”, National Archives of Canada, 2002 (A. Lipchak, J. McDonald, S. Campbell)

    7. 7 The E-Records Challenge Electronic information fragile and increasingly complex Canada ranks high in e-government IM the weak link in e-government Preserving digital information Moving from paper mountain to data stream

    8. 8 Changing the Management and IM Culture Internal administration ? user needs Centralization ? shared decision-making Structures and processes ? relationships and results Risk avoidance ? risk management Hoarding information ? sharing Managing IT ? managing and exploiting data, information and knowledge

    9. 9

    10. 10 IM Leadership and Initiatives Chief Information Officer Branch Library and Archives Canada Management of Government Information Policy (MGI) Framework for Management of Information Renewing the IM community IM Champions

    11. 11 Department Level IM Improving IM policies, processes and governance Focus on assessing IM capacity EDRMS $6 Million (Cdn.) available for IM projects

    12. 12 Measurement and Evaluation Essential for defining and determining success – improving individual and organizational performance Provides feedback on problems, adjustments Supports planning and budgeting Establishes benchmarks Justifies investments Demonstrates compliance

    13. 13 What Should We Evaluate? Value and use of information – internal Value and use – clients and users Information and knowledge sharing Information quality and integrity IM governance and accountability IM policies, standards and practices Legal and policy compliance Costs and risks of IM IM skills and competencies Use of technology

    14. 14 IM Readiness Check IM Vision IM Governance IM Culture IM Strategies and Plans IM Infrastructure IM Resources IM Competencies IM Practices

    15. 15 IM Review Guide Management of IM Function Management of Recorded Information Life Cycle Management of IM Project Life Cycle Management of Information Products/Services Life Cycle

    16. 16 MGI Compliance Check Enhancing Public Trust IM in Planning Cycle Collect, Create, Receive, Capture Organize, Use, Disseminate Maintain, Preserve Dispose

    17. 17 MGI Compliance Check

    18. 18 The Information Management Capacity Check (IMCC)

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    25. 25 IMCC Strengths Enables identification of current and desired capacity (gap analysis) Includes all important management elements Identifies priorities and provides a high level road map, links to resources Involves a variety of people

    26. 26 Need to Keep in Mind: Takes 3-4 months Language, concepts need clarification Not intended for narrow focus review Based more on perceptions than hard data Managers may be defensive Tells you what and how, but not why

    27. 27 Other Assessment Tools Information Management Checklist Privacy Impact Assessment Policy/Guidelines Audit Criteria for Performance Information Financial Capability Model Australia – DIRKS Manual International Records Management Trust – Records Management Capacity Framework

    28. 28 IRMT Diagnostic Model Consists of cells which interrelate records life cycle, infrastructure and capacity level (1-5) Records Life Cycle Capture and Registration Classification Storage and Preservation Access Tracking Disposition Records Infrastructure Laws, Policies and Procedures ICT-RM Integration Business Function-RM Integration Resources and Training RM Program Management Awareness, Ownership

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    30. 30 Our Mission: A Level 5 Organization “To explore strange new worlds (of digital preservation and IM)…to seek out new life (for electronic records) …to boldly go where no archivist – no information manager – has gone before.” -- Archives, The Next Generation

    31. 31 Comments and Questions? Andrew Lipchak INFOTEGRITY CONSULTING Toronto, Canada Infotegrity@rogers.com

    32. 32 For More Information: IM Situation Analysis: http://www.imforumgi.gc.ca/products/fedproducts_e.html Information Commissioner: http://www.infocom.gc.ca/reports/2000-2001-e.asp Auditor General of Canada: http://www.oag-bvg.gc.ca/ Access to Information Review: http://www.atirtf-geai.gc.ca/report2002-e.html IM Case for Action: http://www.archives.ca/06/docs/action_e.pdf Management Accountability Framework: http://www.tbs-sct.gc.ca/maf-crg/ Chief Information Officer Branch: http://www.cio-dpi.gc.ca/cio-dpi/index_e.asp Library and Archives Canada: http://www.archives.ca/ Management of Government Information Policy: http://www.tbs-sct.gc.ca/pubs_pol/ciopubs/TB_GIH/mgih-grdg_e.asp Framework for Management of Information: http://www.cio-dpi.gc.ca/im-gi/index_e.asp IM Readiness Check: http://www.cio-dpi.gc.ca/im-gi/fmi-cgi/analysis/analysis04_e.asp IM Review Guide: http://www.cio-dpi.gc.ca/im-gi/fmi-cgi/analysis/analysis05_e.asp

    33. 33 MGI Compliance Check: http://www.cio-dpi.gc.ca/im-gi/fmi-cgi/analysis/analysis06_e.asp IM Capacity Check: http://www.archives.ca/06/0603/060301_e.html Records and Information Life Cycle Management Guide: http://www.archives.ca/06/0625_e.html IM Checklist: http://www.cio-dpi.gc.ca/im-gi/implement/check-contrôle_e.asp Privacy Impact Assessments: http://www.tbs-sct.gc.ca/pubs_pol/ciopubs/pia-pefr/siglist_e.asp Audit Criteria for Performance Information: http://www.oag-bvg.gc.ca/domino/other.nsf/html/00crit_e.html Financial Capability Model: http://www.oag-bvg.gc.ca/domino/other.nsf/html/99cmtoce.html “The Financial Capability Model and the Records Management Function”, J. McDonald, 2002: http://www.ppforum.ca/ow/ow_p_mcdonald_03.pdf DIRKS Manual – Australia: http://www.naa.gov.au/recordkeeping/rkpubs/summary.html International Records Management Trust: http://www.irmt.org/ “Information Management for Evidence-based Governance in the Electronic Age”, A. Lipchak, 2002: http://www.ppforum.ca/ow/ow_p_11_2002B_es.pdf

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