Public Sector Digital Preservation           Implementing a Digital Preservation Strategy                         A Case S...
Overview     •   Departmental Context     •   Business Drivers     •   Goals and Priorities     •   Digital Preservation S...
Department Of Education        One of the largest departments in        Tasmanian State Government - 8,000        employee...
Government Context     Whole of Government Initiatives:     • IT Strategy     • Information Security and Classification   ...
Information Management Context     • Implemented document management       system     • Formed central records and documen...
Digital Preservation Strategy             Origins/ Business Drivers     • Process simplification     • Compliance     • In...
Digital Preservation Strategy             Origins/ Business Drivers     • manage document retention from the       source ...
Data Sources DoE     •   RDMS     •   Email     •   Network drives     •   Web content     •   Business systems     •   Da...
Project Plan     • Initial Research     • Enterprise Information Management Plan       includes digital preservation strat...
Project Plan     • Identify application and infrastructure       requirements     • Tie to applications and infrastructure...
Information Management Strategy                     Elements     •   Vision     •   Strategy     •   Governance and organi...
Information Management Strategy                     Elements     • Vision: valuing information as a shared       resource ...
Information Management Strategy                     Elements • Organisation: identify information centric roles • Process:...
Building the framework     • Digital Preservation strategy or digital       management planDepartment of Education
Digital Management Plan      • 1 manage the born digital      • 2 convert to digital      • 3 Access management digital gl...
Critical Building Blocks     • Change management and business       process change     • Developing new Procedures and    ...
Setting Goals and Priorities     • 1 Born digital     • 2 convert to digital     • Research for establishing 4 digital arc...
Migration schedule 2011     • Born digital focused on the area of School       records, particularly assessment data     •...
Obtaining Stakeholder buy-in     • Key player support ITS, business units     • Change Management planDepartment of Educat...
Change Management Model     •   Communications     •   Training     •   Support and coaching     •   Resistance management...
Change Management     • Communications          –   keep it simple          –   Often          –   Address negatives to ma...
Change Management     • Training          – Flexible, just in time          – Pitched at the business unit level     • Sup...
Change Management    • Resistance Management         – Problem solving and communication at each           step    • Manag...
Critical success factors • Management support • Business ownership at the business unit level • Enterprise electronic docu...
Accountability Mechanisms     • Departmental Governance Structure     • Information Security CommitteeDepartment of Educat...
Last word     • Change is hard     • Continual reinforcement is crucial     • Reinforcement and continual support of the  ...
Questions                              &                          References     • Tasmanian Government Project Management...
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Allegra Huxtable

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Allegra Huxtable

  1. 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. 2. Overview • Departmental Context • Business Drivers • Goals and Priorities • Digital Preservation Strategy • Information Management Strategy • Change Management ModelDepartment of Education
  3. 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. 4. Government Context Whole of Government Initiatives: • IT Strategy • Information Security and Classification Guidelines • Project ManagementDepartment of Education
  5. 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. 6. Digital Preservation Strategy Origins/ Business Drivers • Process simplification • Compliance • Info glutDepartment of Education
  7. 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. 8. Data Sources DoE • RDMS • Email • Network drives • Web content • Business systems • Data warehouseDepartment of Education
  9. 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. 10. Project Plan • Identify application and infrastructure requirements • Tie to applications and infrastructure plans • Introduce data custodian roles in Business UnitsDepartment of Education
  11. 11. Information Management Strategy Elements • Vision • Strategy • Governance and organisation • Process • Information infrastructure • metricsDepartment of Education
  12. 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. 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. 14. Building the framework • Digital Preservation strategy or digital management planDepartment of Education
  15. 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. 16. Critical Building Blocks • Change management and business process change • Developing new Procedures and business practices • Policy framework • Information Asset RegisterDepartment of Education
  17. 17. Setting Goals and Priorities • 1 Born digital • 2 convert to digital • Research for establishing 4 digital archiveDepartment of Education
  18. 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. 19. Obtaining Stakeholder buy-in • Key player support ITS, business units • Change Management planDepartment of Education
  20. 20. Change Management Model • Communications • Training • Support and coaching • Resistance management • Sponsorship, management supportDepartment of Education
  21. 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. 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. 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. 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. 25. Accountability Mechanisms • Departmental Governance Structure • Information Security CommitteeDepartment of Education
  26. 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. 27. Questions & References • Tasmanian Government Project Management Guidelines www.egovernment.tas.gov.auDepartment of Education
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