Auckland Recordkeeping Forum – 14 th November 2008 Electronic Recordkeeping: A View from the...
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Transcript of Auckland Recordkeeping Forum – 14 th November 2008 Electronic Recordkeeping: A View from the...
![Page 1: Auckland Recordkeeping Forum – 14 th November 2008 Electronic Recordkeeping: A View from the Digital Workplace.](https://reader036.fdocuments.us/reader036/viewer/2022083009/5697bfa51a28abf838c9770c/html5/thumbnails/1.jpg)
Auckland Recordkeeping Forum – 14th November 2008Electronic Recordkeeping: A View from the Digital Workplace
![Page 2: Auckland Recordkeeping Forum – 14 th November 2008 Electronic Recordkeeping: A View from the Digital Workplace.](https://reader036.fdocuments.us/reader036/viewer/2022083009/5697bfa51a28abf838c9770c/html5/thumbnails/2.jpg)
Agenda
• Work History – Changes in digital recordkeeping.•Recurring Themes•Compliance Issues•Recommendations•Discussion
![Page 3: Auckland Recordkeeping Forum – 14 th November 2008 Electronic Recordkeeping: A View from the Digital Workplace.](https://reader036.fdocuments.us/reader036/viewer/2022083009/5697bfa51a28abf838c9770c/html5/thumbnails/3.jpg)
Redland Shire Council 1995 - 2000
• 537 square kilometres• 800 staff• Population 132,971 (2007)• 90,000 property files• 3000 subject files• Centralised control / decentralised application• File Stations in HR, Health & Building Services• Dedicated Modern Archive• IT Developed RMS
![Page 4: Auckland Recordkeeping Forum – 14 th November 2008 Electronic Recordkeeping: A View from the Digital Workplace.](https://reader036.fdocuments.us/reader036/viewer/2022083009/5697bfa51a28abf838c9770c/html5/thumbnails/4.jpg)
Redland Shire Council
• Feb 2004 Implemented Dataworks• Rollout completed June 2004• Hybrid system still!• Stand alone datasets – back scan• One point of entry – day boxing
Issues
•Workflow•Redlining•Multiple users•Version control
![Page 5: Auckland Recordkeeping Forum – 14 th November 2008 Electronic Recordkeeping: A View from the Digital Workplace.](https://reader036.fdocuments.us/reader036/viewer/2022083009/5697bfa51a28abf838c9770c/html5/thumbnails/5.jpg)
• North Shore City covers an area of 13,000 hectares
• Fourth largest city in NZ by population • Population 220,300 (2007)• 72,000 rateable properties• Centralised control / decentralised
application• File Station in Environmental Services• Dedicated Modern Archive• Secondary Storage offsite• TCS with RMS Module
North Shore City Council 2000-2008
![Page 6: Auckland Recordkeeping Forum – 14 th November 2008 Electronic Recordkeeping: A View from the Digital Workplace.](https://reader036.fdocuments.us/reader036/viewer/2022083009/5697bfa51a28abf838c9770c/html5/thumbnails/6.jpg)
North Shore City Council 2000-2008
• Feb 2001 Implemented Dataworks• Rollout by division• Hybrid system still!• Property files and legacy media – back
scanning• One point of entry – day boxing• Later outsource of inwards correspondence• Transformation to online services
Issues
•Workflow - Redlining - Multiple users - Version control
![Page 7: Auckland Recordkeeping Forum – 14 th November 2008 Electronic Recordkeeping: A View from the Digital Workplace.](https://reader036.fdocuments.us/reader036/viewer/2022083009/5697bfa51a28abf838c9770c/html5/thumbnails/7.jpg)
Auckland University of Technology
• AUT owns or maintains 178,380 sq m• 3 Campus • Student Population 23,402 FTE (2007)• 976 staff (2007)• Decentralised Control• Dedicated Archive• Multiple Applications Software• No Framework• Excellent Internet/Intranet
![Page 8: Auckland Recordkeeping Forum – 14 th November 2008 Electronic Recordkeeping: A View from the Digital Workplace.](https://reader036.fdocuments.us/reader036/viewer/2022083009/5697bfa51a28abf838c9770c/html5/thumbnails/8.jpg)
Auckland University of Technology
• AUT RM audit – all media • Compliance Matrix – identify gaps• Public Records Act Working Party• Champions Forum• Communications / Change Strategy• Online services
![Page 9: Auckland Recordkeeping Forum – 14 th November 2008 Electronic Recordkeeping: A View from the Digital Workplace.](https://reader036.fdocuments.us/reader036/viewer/2022083009/5697bfa51a28abf838c9770c/html5/thumbnails/9.jpg)
Recurring Themes
Change Management
Gaining User Trust
Vendor Reluctance at Integration Solutions
Hybrid RM Systems
No “Silver Bullet” Solutions
Initial Capital Outlay
![Page 10: Auckland Recordkeeping Forum – 14 th November 2008 Electronic Recordkeeping: A View from the Digital Workplace.](https://reader036.fdocuments.us/reader036/viewer/2022083009/5697bfa51a28abf838c9770c/html5/thumbnails/10.jpg)
Compliance Issues
• Commitment >/< Ability• Interpretation of Legislation• Time/money - learning what works• All Organisation’s are Different
![Page 11: Auckland Recordkeeping Forum – 14 th November 2008 Electronic Recordkeeping: A View from the Digital Workplace.](https://reader036.fdocuments.us/reader036/viewer/2022083009/5697bfa51a28abf838c9770c/html5/thumbnails/11.jpg)
• Auditors who understand organisations• Levels of compliance (no league tables)• Standards for software vendors• Approved software register• Support in the field?