6                                                                                          ACARM Newsletter




 An Analys...
ACARM Newsletter                                                                                                          ...
8                                                                                          ACARM Newsletter

 ...Continued...
ACARM Newsletter                                                                                                   9

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E Bryan - An Analysis Of Content And Information Management As Drivers For E Government [Acarm]

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E Bryan - An Analysis Of Content And Information Management As Drivers For E Government [Acarm]

  1. 1. 6 ACARM Newsletter An Analysis of Content and Information Management as drivers for Electronic Government by Emerson O. St. G Bryan The “I” in ICTs (i) be able to access relevant and reliable ICT (information and communications information and services technology - or technologies) is an umbrella (ii) interact and conduct business with term that includes government, and any communication (iii) participate in governance device or application, electronically. encompassing: radio, television, cellular Government workers also expect to be able phones, computer to conduct their various business functions and network and communicate electronically. Electronic hardware and information systems provide government software, satellite with powerful tools for satisfying these systems and so on, expectations, for creating savings and Emerson O. St. G. Bryan as well as the efciencies as well as for realizing the other various services and benets of e-governance, provided they are applications associated with them, such as managed professionally. videoconferencing and distance learning. As the Government of Barbados (GOB) moves Information is the ‘I’ in ICTs and is often towards the electronic web-enabled delivery of considered as one of the cornerstones to its various programs and services signicant the delivery and supply of online services. opportunities will emerge to enhance the This is especially true as it relates to ability of citizens and other stake holders the Public Sector and is usually considered to access government information and move to some degree by government, when beyond traditional ways of locating, accessing, crafting National Electronic Government and retrieving government information. (eGovernment) Initiatives. However, as with most public sector efforts, there are The GOB would need to introduce various challenges. Information required to support information management-related initiatives e-Government initiatives are usually in support of the National ICT Strategic compromised because of the absence of Plan, draft in 2005. These initiatives supporting policies, the dependency of should involve extensive re-engineering, information being compliant with ever rapidly and automation of various core services evolving technologies, the lack of effective such as Tax Administration, budgeting, tools and methods to manage information nancial management, and human resource throughout the record/information life cycle, management, especially capturing the and of course regrettably, failure by most documentation processes around these policy-makers to recognize how information services. It may be necessary to collapse can be exploited and reused to better support various instruments used to glean information government strategies and priorities. common/ required by several public agencies into a single-form if possible. This would In the networked environment, citizens want minimize duplication which may occur when: and expect to: Antigua and Barbuda · Australia · Bahamas · Bangladesh · Barbados · Belize · Botswana · Brunei Darussalam Cameroon · Canada · Cayman Islands · Cyprus · Dominica · Fiji · The Gambia · Ghana · Great Britain · Grenada Guyana · India · Jamaica · Kenya ·Kiribati · Lesotho · Malawi · Malaysia · Maldives · Malta · Mauritius · Mozambique Namibia · Nauru · New Zealand · Nigeria · Pakistan ·Papua New Guinea · St Kitts and Nevis · St Lucia · St Vincent and the Grenadines · Seychelles · Sierra Leone · Singapore · Solomon Islands · South Africa · Sri Lanka · Swaziland Tanzania · Tonga · Trinidad and Tobago · Tuvalu · Uganda · Vanuatu · Western Samoa · Zambia · Zimbabwe
  2. 2. ACARM Newsletter 7 ...Continued from Page 6 (i) several forms are being used for a Strategies in other countries will reveal most single service, were initially focused on developing and using (ii) duplicate/ triplicate form-lling is ICT to support or enable the delivery of required, services online, however the focus is now (iii) human error as a result of incorrect/ on content integrity and security. In most illegible entries. developed countries, it is recognized that effective records management (especially An example would be the management electronic records management) is the of Barbados’ land bedrock for any resources, where four e G o v e r n m e n t public authorities: Land “Empower the citizens of Barbados by improving the programme. Unless Tax Department, Town convenience, speed, efficiency, quality and variety of there is adequate and Country Planning, services and information delivered by Government” infrastructure for the Land Registration management of Department and Lands (2004 e-Government Strategy document prepared by electronic records, and Surveys the Barbados Ministry of Civil Service). especially as it relates Department, across to standards affecting “Poor people around the world suffer daily because two ministries: Ministry the compatibility, systems for creating, organizing, disseminating, and of Finance and preserving accurate and reliable official information obsolescence and inter- Economic Affairs, and have broken down. The situation will be even harder operability of public the Ministry of Housing, to manage in an electronic environment.” information systems, Lands and the the National Environment, have Evidenced-based Governance in the Electronic Age eGovernment Plan will individual numbering/ Project World Bank/ International Records be compromised. coding systems Management Trust. See: http://www.irmt.org/ pertaining to land evidence/index.html Some tools and documents. guidelines which should be employed to manage These information and documentation electronic records in order to support the overlaps would need to be eliminated/ reduced National ICT strategy are: and the next step would be to have this form completed electronically and then made • The Records Management Capacity available across the affected public authority. Assessment System (RMCAS) Essentially, the aim of this approach would • MoReq (Model Requirements for the be to introduce a more user-friendly way of Management of Electronic Records) transacting business with the government. • DoD: 5015.2 (U. S. Department It would also ease the work of the public of Defense: Design Criteria Standard servants. for Electronic Records Management and Software Applications) It is hoped that it will be now more apparent by the progress of this discourse, that all NB. See appendix for more details on these these initiatives are heavily reliant on good industry standards. recordkeeping. These tools and guidelines are useful in providing the required information Standards, Legislation and Regulation  This is modeled on the international standard for records management: Issues ISO: 15489 and is a IRMT/World Bank electronic records management tool  See: http://ec.europa.eu/idabc/en/document/2303/5644  See: http://www.dtic.mil/whs/directives/corres/html/50152std.htm An examination of most early eGovernment Antigua and Barbuda · Australia · Bahamas · Bangladesh · Barbados · Belize · Botswana · Brunei Darussalam Cameroon · Canada · Cayman Islands · Cyprus · Dominica · Fiji · The Gambia · Ghana · Great Britain · Grenada Guyana · India · Jamaica · Kenya ·Kiribati · Lesotho · Malawi · Malaysia · Maldives · Malta · Mauritius · Mozambique Namibia · Nauru · New Zealand · Nigeria · Pakistan ·Papua New Guinea · St Kitts and Nevis · St Lucia · St Vincent and the Grenadines · Seychelles · Sierra Leone · Singapore · Solomon Islands · South Africa · Sri Lanka · Swaziland Tanzania · Tonga · Trinidad and Tobago · Tuvalu · Uganda · Vanuatu · Western Samoa · Zambia · Zimbabwe
  3. 3. 8 ACARM Newsletter ...Continued from Page 7 management environment needed to support a structured programme, such as the the introduction and sustainability of online Community Technology Programme now government services and content. Since being administered in Barbados. Also, change most eGovernment is dependent on electronic management workshops for personnel records, there must be consideration for delivering these new services using electronic description/ discovery, retention and archiving content and information delivery modes. of these media types. • Freedom of Information (FOI)/ There are some concerns, which are not Privacy limited to Barbados, but might be currently The Ofcial Secrets Act makes it very difcult existent in most Commonwealth Caribbean to properly lter information which should be Countries, as it would relate to the information within the public domain to be included as systems that now support the eGovernment part of an eGovernment Service. A FOI and Programme. Privacy law would better guide information service professionals as to the types of • Capacity Building information to digitize and mount on the Usually, there is the need for providers of website, made available to the public as part the various information and documentation of G2C and G2B services, as well as the types services to be delivered online, to be of information to protect. properly trained in how to structure and manage information that is relevant to • Integrity of information the intended audience. Issues surrounding The lack of a public key infrastructure effective content management, especially (PKI) at this time makes it very difcult to electronic data description (metadata), and authenticate both documents and users of archiving electronic content both for the back- these services. There is also the possibility end and front end. of identity theft and violation of personal privacy under the current arrangements for • Infrastructure Incompatibility these services online. Within the Region there are no standards in any of the territories for the designing and structuring of government/ public websites, Conclusion there is no consistency or standard as to the types of information that should reside on Most public institutions in GOB are still to these systems. Web-site building is usually a large extent dependent on paper-based not taken as an enterprise effort, and documentation in the back-ofce to deliver most ministries/ departments independently online services. It must be evident by now develop their own website. that the previous illustrations in this paper regarding public service information systems, • Changing Media Formats that developing and sustaining appropriate The technologies change so fast that it is often management information systems could affect difcult to establish permanent mechanisms the success or failure of the National for the archiving or retention of electronic eGovernment Strategy. Building awareness content. for good recordkeeping via initiatives such as Records and Information Management • Literacy Month, and BARIM Sponsored Workshops Within most countries in the Caribbean, and Presentations, is the start on the road there is the need for users of the systems towards better government service delivery. who are usually not ‘computer aware’ to receive the required training through Emerson Bryan ■ Antigua and Barbuda · Australia · Bahamas · Bangladesh · Barbados · Belize · Botswana · Brunei Darussalam Cameroon · Canada · Cayman Islands · Cyprus · Dominica · Fiji · The Gambia · Ghana · Great Britain · Grenada Guyana · India · Jamaica · Kenya ·Kiribati · Lesotho · Malawi · Malaysia · Maldives · Malta · Mauritius · Mozambique Namibia · Nauru · New Zealand · Nigeria · Pakistan ·Papua New Guinea · St Kitts and Nevis · St Lucia · St Vincent and the Grenadines · Seychelles · Sierra Leone · Singapore · Solomon Islands · South Africa · Sri Lanka · Swaziland Tanzania · Tonga · Trinidad and Tobago · Tuvalu · Uganda · Vanuatu · Western Samoa · Zambia · Zimbabwe
  4. 4. ACARM Newsletter 9 ...Continued from Page 8 Emerson. Bryan has been a Records and Information Management practitioner for over ten years; currently he is a Consultant with the Caribbean Regional Negotiating Machinery (CRNM) in Barbados. He was previously involved with Electronic Governance through the United Nations Department of Economic and Social Affairs (DESA) and the Caribbean Centre for Development Administration (CARICAD). Contact: emerson.bryan@gmail.com Appendix IRMT Records Management Capacity Assessment System (RMCAS) This tool, developed by the International Records Management Trust, in partnership with the World Bank, provides a means of assessing records management policies, procedures and resources against established international standards. It uses a diagnostic model, based on the records life cycle, to identify strengths, weaknesses and risk areas, and links with a database of training and capacity building materials that can be used to plan improvements. Designed initially to measure records and information systems in the .nancial management, human resource management and legal and judicial areas, it can also be applied generically. http://www.irmt.org EU Model Requirements for the Management of Electronic Records (MoReq) The MoReq Specication is a model specication of requirements for Electronic Records Management Systems (ERMS). It was produced by Cornwell Management Consultants plc at the request of the European Commission; it was designed to be easily used, and to be applicable throughout Europe http://ec.europa.eu/idabc/en/document/2303/5644 DoD:5015.2-STD, the Design Criteria Standard for Electronic Records Management Software Applications This standard sets forth the mandatory baseline functional requirements for Records Management Systems (RMS) software used by the United States Department of Defense in the implementation of their records management programme. It contains a detailed description of the basic records management requirements that must be met, based on the current U. S. National Archives and Records Administration (NARA) regulations. http://www.dtic.mil/whs/directives/corres/html/50152std.htm Antigua and Barbuda · Australia · Bahamas · Bangladesh · Barbados · Belize · Botswana · Brunei Darussalam Cameroon · Canada · Cayman Islands · Cyprus · Dominica · Fiji · The Gambia · Ghana · Great Britain · Grenada Guyana · India · Jamaica · Kenya ·Kiribati · Lesotho · Malawi · Malaysia · Maldives · Malta · Mauritius · Mozambique Namibia · Nauru · New Zealand · Nigeria · Pakistan ·Papua New Guinea · St Kitts and Nevis · St Lucia · St Vincent and the Grenadines · Seychelles · Sierra Leone · Singapore · Solomon Islands · South Africa · Sri Lanka · Swaziland Tanzania · Tonga · Trinidad and Tobago · Tuvalu · Uganda · Vanuatu · Western Samoa · Zambia · Zimbabwe

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