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Who are we?> The Australian Communications and Media Authority (ACMA) is responsible for the regulation of: > broadcasting > radiocommunications > telecommunications, and the > internet> Around 700 staff and contractors> 3 main sites in Canberra, Sydney, and Melbourne> Plus a number of small regional locations
Technology landscape> We try to be a “leading edge” (not bleeding edge) adopter of technology> We were one of the first agencies to roll out Windows 7 as our Standard Operating Environment (SOE)> Corporate rollout of SharePoint 2010 for team collaboration completed in July 2010> Business Program Committee has approved an extensive program of system upgrades ($20m+) to replace and modernize all of our legacy ICT systems
Records landscape> Serious push to convert agency to electronic recordkeeping (~12 paper files / month since Oct 09)> Uptake of TRIM for corporate recordkeeping patchy across sections> TRIM does not have a good reputation, partly due to SOE upgrade problems> Legacy information stores and other silos (e.g. shared drives) still a problem> Lots of corporate records in legacy applications
Enterprise Architecture> Coordinating the program of ICT projects a mammoth task> Using lightweight, just-in-time Enterprise Architecture methods to manage complexity and plan for required capabilities
AIMS Replacement Project Information Model Legend Deliverable for this project Online data lodgement (complaints/compliance) Existing item enhanced by this project Existing item leveraged by this project External web Specialised Internet Applications Web forms services New item delivered by other projects Customer Compliance Case Compliance Notes Contact Compliance item item item Licence Document record * “Resource” is a general term covering licensable or ownable items such as broadcast or spectrum licenses, newspaper ownership, domain names, etc. Enterprise Integration Platform (EIP) * “External Reference” allows capture of transactions about a customer and/or contact, eg opening a case, issuing an invoice etc.Customer Management Case Management (TBD) Licence Management Digital Records Data Warehouse (SQL Extract, Transform and Load (Dynamics CRM) (LS telcom) Management/ Server) Data Storage (SharePoint) (SSIS) DocumentCustomer Contact Fact record Case Licence ExternalResource* Compliance item Dimension Reference* Customer care & service Compliance monitoring Compliance reporting Standard customer Standard case management Standard licence Custom SharePoint Custom Cognos 8 BI management interface interface management interface UI Reporting
Issues> How do we: … provide a consistent, easy to use interface to staff for their daily recordkeeping and document management? … make recordkeeping an integral part of all our new/upgraded applications? … minimise the risk of incompatibility as we continue to be “leading edge” adopters of technology? … centralise recordkeeping governance and management? … minimise customization requirements and ensure we have an supported and manageable upgrade path into the future?
Options examined> TRIM standalone> TRIM integration with SharePoint> Out of the box SharePoint records management> OBS i5> RecordPoint
Key advantages of RecordPoint> Recordkeeping with ISO 15489 compliance> 100% SharePoint solution> Turnkey COTS solution> Upgrade and maintenance path> Apply solution to our existing SharePoint 2010 deployment without architecture
Significant functionality> Mixed mode SharePoint sites can have non-managed documents only, managed documents only, or a mix of both> Flexible recordkeeping rules Can start simple, e.g. all records in a site will belong to one class, then go as granular as we like behind the scenes> Not just documents Can also capture lists and other structured data (e.g. calendars) as records
Significant functionality> Built in archive Move documents out of SharePoint to improve performance> Permanent references No matter where documents move, RP can link to them and find them
What TRIM shows to end users File Number File Folders Documents Title + Classification Owner Disposal
What RecordPoint shows to end users Files Folders Icon changes depending on record status
Virtually transparent recordkeeping! where’s the recordkeeping metadata?
Virtually transparent recordkeeping! Recordkeeping metadata sits behind the scenes
Virtually transparent recordkeeping! Finalised records transferred to RP archive for safekeeping
Making it happen> NAP – Documents remain regular SharePoint documents, users can edit and delete as normal> Archive – Documents that aren‟t modified in a certain time period (e.g. 18 months) will be sent to the RecordPoint archive> Files – We set up a new SharePoint Library template that uses a new “Record” content type, this tells RP to manage the documents as records (can also be done on Lists)> Patterns – We can match on SharePoint URL patterns, Site Name, List Name or other metadata to set file classification and associate disposal classes> Class rollup – Users never have to set a function/activity when creating document library, this is a behind-the-scenes function of the Records team to ensure proper retention