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Allegra Huxtable

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  • 1. Public Sector Digital Preservation Implementing a Digital Preservation Strategy A Case Study Allegra Huxtable Manager Information Support Services Department of Education TasmaniaDepartment of Education
  • 2. Overview • Departmental Context • Business Drivers • Goals and Priorities • Digital Preservation Strategy • Information Management Strategy • Change Management ModelDepartment of Education
  • 3. Department Of Education One of the largest departments in Tasmanian State Government - 8,000 employees •Community Knowledge Network •Skills Tasmania •Learning Services •Corporate ServicesDepartment of Education
  • 4. Government Context Whole of Government Initiatives: • IT Strategy • Information Security and Classification Guidelines • Project ManagementDepartment of Education
  • 5. Information Management Context • Implemented document management system • Formed central records and document management business unit • Completed disposal schedule • Undertaking digitisation projectsDepartment of Education
  • 6. Digital Preservation Strategy Origins/ Business Drivers • Process simplification • Compliance • Info glutDepartment of Education
  • 7. Digital Preservation Strategy Origins/ Business Drivers • manage document retention from the source that is to be able to classify, both records retention and business significance, sentence and destroy from the source • manage data across the organisation regardless of its locationDepartment of Education
  • 8. Data Sources DoE • RDMS • Email • Network drives • Web content • Business systems • Data warehouseDepartment of Education
  • 9. Project Plan • Initial Research • Enterprise Information Management Plan includes digital preservation strategy (tie into WoG IT Strategy) • Environmental scan of other states and jurisdictions • Identify best practices, and toolsDepartment of Education
  • 10. Project Plan • Identify application and infrastructure requirements • Tie to applications and infrastructure plans • Introduce data custodian roles in Business UnitsDepartment of Education
  • 11. Information Management Strategy Elements • Vision • Strategy • Governance and organisation • Process • Information infrastructure • metricsDepartment of Education
  • 12. Information Management Strategy Elements • Vision: valuing information as a shared resource • Strategy: identifying how it is currently managed • Governance: defining roles and responsibilities for managing informationDepartment of Education
  • 13. Information Management Strategy Elements • Organisation: identify information centric roles • Process: what practices exist across the lifecycle? • Information Infrastructure: how well do the technologies support current and future needs • metricsDepartment of Education
  • 14. Building the framework • Digital Preservation strategy or digital management planDepartment of Education
  • 15. Digital Management Plan • 1 manage the born digital • 2 convert to digital • 3 Access management digital glut information e.g. email, network drives • 4 Digital ArchiveDepartment of Education
  • 16. Critical Building Blocks • Change management and business process change • Developing new Procedures and business practices • Policy framework • Information Asset RegisterDepartment of Education
  • 17. Setting Goals and Priorities • 1 Born digital • 2 convert to digital • Research for establishing 4 digital archiveDepartment of Education
  • 18. Migration schedule 2011 • Born digital focused on the area of School records, particularly assessment data • corporate network drives - especially where business unit had been using the EDRMS – RIMS so it was all legacy dataDepartment of Education
  • 19. Obtaining Stakeholder buy-in • Key player support ITS, business units • Change Management planDepartment of Education
  • 20. Change Management Model • Communications • Training • Support and coaching • Resistance management • Sponsorship, management supportDepartment of Education
  • 21. Change Management • Communications – keep it simple – Often – Address negatives to manage resistance – Information sessions/demonstrations for senior management, whole divisions, specific groups e.g. all exec officers, work groups, business unitsDepartment of Education
  • 22. Change Management • Training – Flexible, just in time – Pitched at the business unit level • Support and Coaching – Retraining when needed – Help desk support – Coaching and advanced training for key staffDepartment of Education
  • 23. Change Management • Resistance Management – Problem solving and communication at each step • Management Support/ Sponsorship – Leaders need to demonstrate a personal commitment to changeDepartment of Education
  • 24. Critical success factors • Management support • Business ownership at the business unit level • Enterprise electronic documents and records management • Centralised electronic and records management • Management of paper records through the entire lifecycleDepartment of Education
  • 25. Accountability Mechanisms • Departmental Governance Structure • Information Security CommitteeDepartment of Education
  • 26. Last word • Change is hard • Continual reinforcement is crucial • Reinforcement and continual support of the change is often necessary- when this is driven by the business is when you know you have succeededDepartment of Education
  • 27. Questions & References • Tasmanian Government Project Management Guidelines www.egovernment.tas.gov.auDepartment of Education